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LHA Minutes - 06/21/2023

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF LAFAYETTE

The Board of Commissioner's Annual Meeting

June 21, 2023

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, June 21, 2023. The meeting was held via conference call due to the threat of inclement weather.

CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 12:34 pm by Chairperson Barbara Leverett. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Commissioners Present: Barbara Leverett, Martha Holloway, Peggy King, and Elton Holloway
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (COO)
Commissioners Absent: Mary Owens-Lyerly
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

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

APPROVAL OF MINUTES

Chairperson Leverett asked if there were any changes to the March 15, 2023 Minutes. There were no changes. Chairperson Leverett asked for a motion to approve the Minutes. Commissioner Elton Holloway moved that the March 15, 2023 Minutes be approved as received. Commissioner Martha Holloway seconded said motion and all members voted aye. Chairperson Leverett declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS
A. Accounts Payable Report: Auburn Housing Authority
The Board was given a copy of the Accounts Payable Report. Wendy Cochran (COO) informed the Board the accounts payable balances are current for expenses through March 2023. The report was reviewed and discussed.

B. General Fund: February 2023 - March 2023
Commissioners were provided a copy of the February 2023 - March 2023 financial reports; detailed financial reports were forwarded via email. Wendy Cochran (COO) reviewed the Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison and asked if there were any questions.

A copy of the financial reports is attached and made a part of the Minutes.

UNFINISHED BUSINESS

There was no Unfinished Business.

NEW BUSINESS

A. RESOLUTION FYE2023-004: FYB2022 Budget Revision
Resolution FYE2023-004 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Chairperson Leverett informed the Board that the resolution is to approve the FYB2022 budget revisions. There were no questions regarding the resolution. 

Chairperson Leverett asked for a motion to approve Resolution FYE2023-004. Commissioner Martha Holloway moved that the resolution be approved as received. Commissioner Elton Holloway seconded said motion and all members voted aye. Chairperson Leverett declared the resolution approved. 

B. RESOLUTION FYE2023-005: FYB2023 Budget
Resolution FYE2023-005 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the FYB2023 budget. The budget was reviewed and discussed.

Chairperson Leverett asked for a motion to approve Resolution FYE2023-005. Commissioner Martha Holloway moved that the resolution be approved as received. Commissioner King seconded said motion and all members voted aye. Chairperson Leverett declared the resolution approved. 

C. RESOLUTION FYE2023-006: 2023 OCAF
Resolution FYE2023-006 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2023 Operating Cost Adjusting Factor (OCAF). The OCAF worksheets were reviewed and discussed.

Chairperson Leverett asked for a motion to approve Resolution FYE2023-006. Commissioner Elton Holloway moved that the resolution be approved as received. Commissioner Martha Holloway seconded said motion and all members voted aye. Chairperson Leverett declared the resolution approved.

D. RESOLUTION FYE2023-007: Elect Chairperson and Vice Chairperson
Resolution FYE2023-007 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution. The floor was open to nominate a Chairperson and Vice Chairperson for 2023 - 2024. Commissioner Barbara Leverett was nominated Chairperson and Commissioner Peggy King was nominated Vice Chairperson. There were no additional nominations.

Chairperson Leverett asked for a motion to approve Resolution FYE2023-007 to elect Barbara Leverett Chairperson and Peggy King Vice Chairperson. Commissioner Elton Holloway moved that the resolution be approved as received. Commissioner Martha Holloway seconded said motion and all members voted aye. Chairperson Leverett declared the resolution approved.

E. Next Meeting
The next Board meeting will be held on September 6, 2023, at 12:30 pm. Lunch will be served at 12:00 pm. The date, time, and location are subject to change. A Special Meeting will be held if time- sensitive items require Board action.

DEPARTMENT AND MISCELLANEOUS REPORTS
A. Multifamily Housing Department: Property Management Division Commissioners were given a copy of the Property Management Report which reflected an average occupancy rate of 95% through May 2023. The report was reviewed and discussed.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which reflected an average work order completion rate of 103% through May 2023. Secretary/Treasurer Tolbert commended the maintenance
team for their hard work.

C. Multifamily Housing Department: Resident Services
Commissioners were given a copy of the Resident Services Report which reflected programs offered during May 2023. It was reported that 71 families participated in the Farmer's Market on May 17, 2023 and a reception was held on May 18, 202 for seniors that graduated from LaFayette High School.

Secretary/Treasurer Tolbert thanked the Board for their gift to the graduates and for attending various events. There was various discussion regarding the events.

D. Miscellaneous
Secretary/Treasurer Tolbert reviewed the Miscellaneous Report which included updates regarding staff, surveillance cameras, Wi-Fi initiatives, and other miscellaneous information.

There was various discussion regarding the need to improve lawn service.

E. 2023 PHADA Conference Update
Chairperson Leverett provided the Board with an update regarding the 2023 PHADA Conference. Secretary/CEO Tolbert thanked the Board for attending the meeting via conference call. A copy of the reports is attached and made a part of the Minutes.

ADJOURNMENT

There being no further business, Chairperson Leverett asked for a motion to adjourn. Commissioner Elton Holloway made a motion to adjourn; Commissioner Martha Holloway seconded. The meeting was adjourned at 1:27 pm.