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AHA Minutes - 08/29/2023

MINUTES

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

August 29, 2023

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama, had its Regular Meeting on Tuesday, August 29, 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 12:02 pm by Chairperson Robert Smith.

ROLL CALL

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

Board Members Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff), Michael Cohan (Legal Counsel) and Brian O'Neil (Third Lense Ministries)

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. Secretary/Treasurer Tolbert recommended to move New Business, Resolution FYE2024-001 (Employee Handbook Revision) under the Executive Session. Chairperson Smith asked for a motion to approve the revised Agenda. Commissioner White moved that the revised Agenda be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the Agenda approved.

EXECUTIVE SESSION

Chairperson Smith asked for a motion for the Board to go into an Executive Session to discuss a personnel matter. Commissioner Waldrop moved that the Board meet in Executive Session to discuss a personnel matter. Commissioner White seconded. All were in favor and all members voted aye.

The Board met in Executive Session beginning at 12:03 pm to discuss the CEO's employment contract. The Executive Session ended at 12:19 pm with no action taken. The regular order of business resumed at 12:19 pm.

Chairperson Smith thanked Secretary/Treasurer/CEO Tolbert for her hard work and dedication to the AHA. There was various discussion regarding Secretary/Treasurer/CEO Tolbert's exemplary performance.

Commissioner Waldrop moved that Secretary/Treasurer/CEO Tolbert receives the noted salary increase which is outlined in the executed contract. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the motion approved.

Secretary/Treasurer/CEO Tolbert thanked the Board for the generous salary increase and continued support.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the June 20, 2023 Annual Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the June 20, 2023 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Waldrop 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 with a copy of the Accounts Receivable Report. The report reflected expense reimbursements through May 2023.

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

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

D. HCV Program: April - May 2023
Commissioners were provided a copy of the HCV Department's April - May 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.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
There was various discussion regarding the proposed Ridgecrest redevelopment.

NEW BUSINESS
A. Resolution FYE2024-001: Employee Handbook Revision
Resolution FYE2024-001 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 Employee Handbook revisions to include revising the following sections: 1) Criminal History, 2) Remote Work, 3) Workplace Rules of Conduct, and adding Appendix E: Crimes Involving Moral Turpitude. The revisions were discussed. Michael Cohan (Legal Counsel) guided the discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2024-001. Commissioner Waldrop moved that the resolution be approved with the noted correction to change the referenced Appendix for "D" to "E". Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2024-002: AHA Development LLC Tenant Write-Offs
Resolution FYE2024-002 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 write-offs for the AHA Development LLC for $17,640.70 ($11,659.80 June 2023). The write-offs were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2024-002. Commissioner Torbert moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Next Meeting
The next Regular Meeting will be held on Tuesday, September 26, 2023. Lunch will be served at 11:30 am.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Property Management Report: Commissioners were given a copy of the report which covered activities through FYE2023 (July 2022 - June 2023) and July 2023. Secretary/Treasurer Tolbert reviewed the report.

Maintenance Report: Commissioners were given a copy of the report which covered activities through FYE2023 (July 2022 - June 2023) and July 2023. Secretary/Treasurer Tolbert reviewed the report.

Resident Services Report: The report reflected programs and services for July 2023.

B. HCV Department
Commissioners were given a copy of the HCV Department report. The report reflected vouchers leased through July 2023. The report was reviewed and discussed.

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.

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 Waldrop seconded. The meeting was adjourned at 1:03 pm.