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RHA Minutes - 06/08/2023

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF ROANOKE
The Board of Commissioner's Annual Meeting

June 8, 2023

The Board of Commissioners of the Housing Authority of the City of Roanoke, Alabama had its Annual Meeting on Thursday, June 8, 2023. The meeting was held at the Roanoke Housing Authority located at 231 Avenue A, Roanoke, AL 36274.

CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 5:30 pm by Chairperson Paula Lambert. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Commissioners Present: Paula Lambert, Sarah Nunn, Alton Joiner, Scot Thomason, and Patrice Awbrey
Commissioners Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer) and Sandra Sanders (Staff)

APPROVAL OF THE AGENDA

Chairperson Lambert asked if there were any changes to the Agenda. Under New Business, Secretary/Treasurer Tolbert requested to move Resolution FYE2023-018 before Resolution FYE2023-012. Chairperson Lambert asked for a motion to approve the revised Agenda. Commissioner Thomason moved that the revised Agenda be approved. Commissioner Awbrey seconded the said motion and all members voted aye. Chairperson Lambert declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Lambert asked if there were any changes to the March 30, 2023, Regular Meeting Minutes. Hearing none, Chairperson Lambert asked for a motion to approve the March 30, 2023 Minutes. Commissioner Thomason moved that the Minutes be approved as received. Commissioner Joiner seconded the said motion and all members voted aye. Chairperson Lambert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. General Fund: February - March 2023
Commissioners were provided a copy of the detailed February - March 2023 financial reports via email. The Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report were available at the meeting. Secretary/Treasurer Tolbert reviewed the financial reports. There was various discussion.

B. Capital Fund Program (CFP) Reports: 2018 - 2023
Commissioners were given a copy of the CFP 2018 - 2023 grant reports. Secretary/Treasurer Tolbert reviewed the CFP reports. There was various discussion. 

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 FYE2023-011: FYB2022 Operating Budget Revision
Resolution FYE2023-011 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve revisions to the FYB2022 Operating Budget. The revisions were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-011. Commissioner Awbrey moved that the resolution be approved. Commissioner Joiner seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved. 

B. Resolution FYE2023-012: FYB2023 Operating Budget
Resolution FYE2023-012 was introduced by Chairperson Lambert. 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 Lambert asked for a motion to approve Resolution FYE2023-012. Commissioner Thomason moved that the resolution be approved as received. Commissioner Joiner seconded the said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

C. Resolution FYE2023-013: Tenant Write-Offs
Resolution FYE2023-013 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the RHA's tenant write-offs in the amount of $1,355.98. The write-offs were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-013. Commissioner Awbrey moved that the resolution be approved as received. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved. 

D. Resolution FYE2023-014: 2023 Utility Allowance Schedule
Resolution FYE2023-014 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2023 Utility Allowance Schedule. The allowances were reviewed and discussed.

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

E. Resolution FYE2023-015: 2023 Flat Rents
Resolution FYE2023-015 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2023 Flat Rents. The rents were reviewed and discussed. 

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

F. Resolution FYE2023-016: Rental Collection Policy Amendment
Resolution FYE2023-016 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the revisions to the Rental Collection Policy. The Board requested the following section to remain:

Tenants who are late with their rent and service fees (have not paid rent on or before the 6th of the month), 4 times in a calendar year will receive a "LEASE TERMINATION NOTICE": Non Curable.

There was discussion regarding the resolution.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-016. Commissioner Awbrey moved that the resolution be approved as received. Commissioner Joiner seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

G. Resolution FYE2023-017: ACOP Amendment
Resolution FYE2023-017 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve revisions to the ACOP. The revisions were reviewed, discussed, and will be implemented upon completion of the public comment period.

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

H. Resolution FYE2023-018: Management Agreement Amendment
Resolution FYE2023-018 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting  documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the revisions to the Management Agreement. The revisions were reviewed and discussed.

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

I. Resolution FYE2023-019: Elect Chairperson and Vice Chairperson
Resolution FYE2023-019 was introduced by Chairperson Lambert. The floor was open to nominate a Chairperson and Vice Chairperson for 2023 - 2024. Commissioner Paula Lambert was nominated as Chairperson and Commissioner Scot Thomason was nominated Vice Chairperson. There were no additional nominations. 

Chairperson Lambert asked for a motion to approve Resolution FYE2023-019 to approve said nominations. Commissioner Awbrey moved that the resolution be approved. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

J. Next Meeting

The next Board meeting will be held September 14, 2023. A Special Meeting will be held for time- sensitive action items.

New Business resolutions and supporting information are attached and made a part of the Minutes.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management Division
Commissioners were given a copy of the Property Management Report which covered activities through FYE2023. The report reflected an average monthly occupancy rate of 98% through May 2023. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the report and property management functions.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through FYE2023. The report reflected an average monthly work order completion rate of 138% through May 2023. The increase was due to completing outstanding work orders from FYE2022. Secretary/Treasurer Tolbert reviewed the report.

C. Multifamily Housing Department: Resident Services
Commissioners were given a copy of the Resident Services Report which covered activities in May 2023. The report reflected 50 families were served during the Farmer's Market held on May 17, 2023. There
was discussion on how to expand resident service programs.

D. Miscellaneous
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report which included topics concerning staffing, security and wi-fi initiatives, and upcoming conferences.

Secretary/Treasurer Tolbert thanked the Board for attending the meeting. The department and miscellaneous reports are attached and made a part of the Minutes.

ADJOURNMENT

There being no further business, Chairperson Lambert asked for a motion to adjourn. Commissioner Thomason made a motion to adjourn; Commissioner Nunn seconded. The meeting was adjourned at 6:57 pm.