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AHA Minutes - 02/28/2023

MINUTES

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

February 28, 2023

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, February 28, 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 12:00 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Deborah Hand, Marguerite White, Nolan Torbert, Robert Smith, and Rene Waldrop

Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff)
Board Absent: None
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 January 31, 2023 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the January 31, 2023 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

FYE2022 Audit Review

Dale Rector and Ben Albritton of Rector, Reeder & Lofton PC reviewed the FYE2022 audit report via conference all. There were various iscussions regarding the audit report. Mr. Rector commended the AHA for its financial performance. The Board commended staff for their hard work during FYE2022.

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 December 2022.

B. AHA Business Activity: December 2022 - January 2023
Commissioners were provided a copy of the Business Activity's December 2022 - January 2023 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

C. Multifamily Housing Department: AHA Development LLC: December 2022 - January 2023
Commissioners were provided a copy of the AHA Development LLC's December 2022 - January 2023 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

D. HCV Program: December 2022 - January 2023
Commissioners were provided a copy of the HCV's December 2022 - January 2023 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 FYE2023-019: FYE2022 Audit Report
Resolution FYE2023-019 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 FYE2022 Audit Report. 

Chairperson Smith asked for a motion to approve Resolution FYE2023-019. Commissioner White moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2023-020: AHA Development LLC Tenant Write-Offs
Resolution FYE2023-020 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 $10,813.89. There was various discussion about the resolution.

Chairperson Smith asked for a motion to approve Resolution FYE2023-020. Commissioner Waldrop moved that the resolution be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. CDBG 2023 RFP
AHA submitted a CDBG 2023 Request for Proposal (RFP) for the Resident Enrichment Program. Funding award pending.

D. Next Meeting
The next Regular Meeting will be held on Tuesday, March 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 January 2023. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate of 94% for July - January 2023. 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.

The Maintenance report reflected an average work order completion rate at 98% for July 2022 - January 2023. There was discussion about the reports.

The Resident Services report reflected programs and services for January 2023. The JARC program is on hold due to funding.

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 January 2023. 

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, the new Community Resource Directory, 2023 conference schedules, 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 1:24 pm.