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AHA Minutes - 11/29/2022

MINUTES

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

November 29, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, November 29, 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 12:01 pm by Vice Chairperson Nolan Torbert.

ROLL CALL

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

APPROVAL OF THE AGENDA

Vice Chairperson Torbert requested to move the Executive Session after Unfinished Business. There being no further changes, Vice Chairperson Torbert asked for a motion to approve the revised Agenda. Commissioner White moved that the revised Agenda be approved. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the revised Agenda approved.

APPROVAL OF MINUTES

Vice Chairperson Torbert asked if there were any corrections to the October 25, 2022 Regular Meeting Minutes. There were no corrections. Vice Chairperson Torbert asked for a motion to approve the October 25, 2022 Minutes. Commissioner White moved that the Minutes be approved. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity
Commissioners were provided with a copy of the Accounts Receivable report. The report reflected expense reimbursements through September 2022.

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

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

D. HCV Program: September 2022
Commissioners were provided a copy of the HCV's September 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 with a copy of the Ridgecrest Redevelopment Report. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the proposed redevelopment.

EXECUTIVE SESSION

A. The Board and CEO met in Executive Session at 12:22 pm to discuss the FYE2022 Audit and FYE2022 Performance Award. The Executive Session ended at 12:48 pm with no action taken. The Board acted after the Executive Session ended which is reflected under New Business below (Resolution FYE2023-015: Revised FYE2022 Performance Award).

NEW BUSINESS

B. Resolution FYE2023-013: AHA Development LLC Tenant Write-Offs
Resolution FYE2023-013 was introduced by Vice Chairperson Torbert. 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 $9.10. There was various discussion about the resolution.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-013. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

C. Resolution FYE2023-014: HCV 2023 Payment Standards
Resolution FYE2023-014 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2023 HCV Payment Standards. The Payment Standards were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-014. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

D. Resolution FYE2023-015: Revised FYE2022 Performance Award
Resolution FYE2023-015 was introduced by Vice Chairperson Torbert. Per the Board's request, Resolution FYE2023-015 revises the FYE2022 Performance Award criteria for the HCV Department due to numerous barriers that were out of the department's control. There was various discussion regarding the revision which is outlined in the revised FYE2022 Performance Award criteria.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-015. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson White declared the resolution approved.

Secretary/Treasurer Tolbert thanked the Board for rewarding staff for their hard work and dedication.

E. Next Meeting
The next Regular Meeting will be held on Tuesday, January 31, 2023. 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 October 2022. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate of 95% for July - October 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 97% for July - October 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 October 2022.

C. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. The report provided an update on managed agencies, staffing, 2023 conference schedules, upcoming travel 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, Vice Chairperson Torbert asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned, Commissioner White seconded. The meeting was adjourned at 1:12 pm.