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AHA Minutes - 10/25/2022

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting

October 25, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama, had its Regular Meeting on Tuesday, October 25, 2022. The meeting was held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832.


CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:11 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Deborah Hand, Robert Smith, Rene Waldrop, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff)
Board Absent: Nolan Torbert
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. There were no changes.  Chairperson Smith asked for a motion to approve the Agenda. Commissioner White moved that the Agenda be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the September 27, 2022 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the September 27, 2022 Minutes. Commissioner White moved that the Minutes be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

EXECUTIVE SESSION

The Board and CEO met in Executive Session to discuss a personnel matter beginning at 12:12 pm and ended at 12:37 pm. There was no action taken during the Executive Session.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. RSA FYE2022 Employee Benefits
Commissioners were provided a copy of the GASB Statement No. 68 statement for periods ending September 30, 2020 and September 30, 2021. The reports were reviewed and discussed.

B. Accounts Receivable Report: Business Activity
Commissioners were provided a copy of the Accounts Receivable report. The report reflected expense reimbursements through August 2022.

C. AHA Business Activity: July - August 2022
Commissioners were provided a copy of the Business Activity's July - August 2022 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

D. Multifamily Housing Department: AHA Development LLC: July - August 2022
Commissioners were provided a copy of the AHA Development LLC's July - August 2022 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

E. HCV Program: July - August 2022
Commissioners were provided a copy of the HCV's July - August 2022 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

Wendy Cochran, COO, reviewed all financial reports. There was various discussion regarding the reports.

Due to file size, detailed financial reports were emailed to the Board before the meeting. Wendy Cochran left the meeting after reviewing the reports.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
The Board was provided a copy of the Ridgecrest Redevelopment Report. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the proposed redevelopment.

NEW BUSINESS

A. Resolution FYE2023-009: AHA Development LLC Tenant Write-Offs
Resolution FYE2023-009 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve tenant write-offs for AHA Development LLC in the amount of $19,767.01. There was various discussion about the resolution.

Chairperson Smith asked for a motion to approve Resolution FYE2023-009. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2023-010: FYB2021/FYE2022 Performance Award
Resolution FYE2023-010 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the FYB2021/FYE2022 Performance Award.
The information was reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2023-010. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2023-011: FYB2021/FYE2022 Annual Action Plan EOY Report
Resolution FYE2023-011 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve FYB2021/FYE2022 Annual Action Plan EOY Report. The Board reviewed the report and commended staff for their efforts.

Chairperson Smith asked for a motion to approve Resolution FYE2023-011. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2023-012: FYB2022/FYE2023 Annual Action Plan
Resolution FYE2023-012 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the FYB2022/FYE2023 Annual Action Plan.
There Board reviewed the plan.

Chairperson Smith asked for a motion to approve Resolution FYE2023-012. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Next Meeting
The next Regular Meeting will be held on Tuesday, November 29, 2022. Lunch will be served at 11:30 am.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Commissioners were given a copy of the Multifamily Housing Department report which covered activities through September 2022. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate at 96% for July - September 2022. Secretary/Treasurer Tolbert reported the challenges of receiving bids for casualty units continue to affect occupancy rates. The Maintenance report reflected an average work order completion rate at 96% for July - September 2022.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected vouchers leased through September 2022.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. Secretary/Treasurer Tolbert reviewed the report. The onsite Farmers Market schedule for Thanksgiving and Christmas was provided. Some Commissioners offered to volunteer for the event.

D. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. The report reflected the Pandemic Policy and COVID-19 Re-Open Plan are no longer enforced since the COVID‐19 pandemic ended on September 18, 2022. There were also updates regarding managed agencies, staffing, and other miscellaneous information.

A copy of all reports and supporting documentation are attached and made a part of the Minutes.

ADJOURNMENT

Secretary/Treasurer Tolbert thanked the Board for attending the meeting. There being no further business, Chairperson Smith asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned, Commissioner White seconded. The meeting was adjourned at 1:37 pm.