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AHA Minutes - 01/31/2023

MINUTES

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

January 31, 2023

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, January 31, 2023. 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 12:08 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Deborah Hand, Marguerite White, Nolan Torbert, and Robert Smith
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff)
Board Absent: Rene Waldrop
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 Torbert moved that the Agenda be approved. Commissioner White 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 November 29, 2022 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the November 29, 2022 Minutes. Commissioner White moved that the Minutes be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

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

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

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

D. HCV Program: November - November 2022
Commissioners were provided a copy of the HCV's October and November 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 FYE2023-016: AHA Development LLC Tenant Write-Offs
Resolution FYE2023-016 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 $1,467.28. There was various discussion about the resolution.

Chairperson Smith asked for a motion to approve Resolution FYE2023-016. Commissioner Torbert moved that the resolution be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2023-017: HCV TBV 2023 Utility Allowance
Resolution FYE2023-017 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 2023 HCV tenant-based voucher/Section 8 Utility Allowances (UA). The UAs were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2023-017. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2023-018: Revised FYE2022 Performance Award
Resolution FYE2023-018 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 2023 FSS grant in the amount of $99,820.

Chairperson Smith asked for a motion to approve Resolution FYE2023-018. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Next Meeting
The next Regular Meeting will be held on Tuesday, February 28, 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 December 2022. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate of 93% for July - December 2022. Secretary/Treasurer Tolbert reported the low occupancy rate was due to having ten (10) casualty units. Staff are working with an architect to assess the units to develop a scope of work so that the units can be published for bid. Plans are underway to "turn" non-casualty units quicker. There were delays due to vacant maintenance positions at the LaFayette and Roanoke site.

The Maintenance report reflected an average work order completion rate at 100% for July - December 2022. There was discussion about the reports.

The Resident Services report reflected programs and services for December 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 December 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, and other miscellaneous information.

Vice Chairperson Torbert gave an update on 2023 PHADA Commissioner's Conference held January 8 - 11, 2023. Secretary/Treasurer Tolbert thanked Vice Chairperson Torbert for attending the conference and for providing an update.

Commissioners White and Torbert expressed interest in attending the 2023 NAHRO Conference.

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 White moved that the meeting be adjourned, Commissioner Hand seconded. The meeting was adjourned at 1:05 pm.