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AHA Minutes - 04/30/2024

MINUTES

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

April 30, 2024

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, April 30, 2024. 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 12:01 PM by Chairperson Robert Smith.

ROLL CALL

Board Members Present: Nolan Torbert, Rene Waldrop, Deborah Hand, Marguerite White and Robert Smith
Board Members Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), Wendy Cochran (Staff - Virtual), Michael Syme (Attorney-Virtual), and Marquita Floyd (RAB-Virtual)

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. The agenda was amended to allow Attorney Michael Syme to discuss Resolutions 17 and 18 after Public Comments. Chairperson Smith asked for a motion to approve the amended Agenda. Commissioner White moved that the amended Agenda be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the amended Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the March 26, 2024, Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the 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.

PUBLIC COMMENTS

There were no public comments.
Resolution FYE2024-017 and Resolution FYE2024-018: See vote under New Business.

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 March 2024.

B. AHA Business Activity: March 2024
Commissioners were provided a copy of the Business Activity's March 2024 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

C. Multifamily Housing Department: AHA Development LLC: March 2024
Commissioners were provided a copy of the AHA Development LLC's March 2024 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

D. HCV Program: March 2024
Commissioners were provided a copy of the HCV Department's March 2024 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. Wendy Cochran left the meeting after reviewing the reports.

Due to file size, detailed financial reports were emailed to the Board before the meeting.

UNFINISHED BUSINESS

A. Annual Board Meeting
Commissioners were given a copy of the tentative Annual Board Meeting Agenda. There was various discussion regarding the agenda. Commissioners agreed on the date, time, and the layout of the agenda.

B. Rental Collection Policy Review
Commissioners were given a copy of Resolution FYE2023-035 regarding the Rental Collection Policy revision that was approved June 30, 2023. Secretary/Treasurer Tolbert reviewed the resolution and revision. There was various discussion regarding removing statement #7 from the policy. Commissioners agreed to remove #7 from the Rental Collection Policy which will be reflected as Resolution FYE2024-021.

Resolution FYE2024-021
Chairperson Smith asked for a motion to approve Resolution FYE2024-021. Commissioner White moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

NEW BUSINESS

A. Resolution FYE2024-017: Master Developer Agreement-Termination
Resolution FYE2024-017 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that  the resolution is to approve terminating the Master Developer Agreement with The Michaels Organization. There was various discussion. 

Chairperson Smith asked for a motion to approve Resolution FYE2024-017. 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 FYE2024-018: Master Developer Agreement-RFP
Resolution FYE2024-018 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the Master Developer Agreement Request for Proposal (RFP). There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-018. Commissioner Waldrop moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2024-019: AHA Development LLC Tenant Write-Offs
Resolution FYE2024-019 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the AHA Development LLC tenant write-offs. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-019. Commissioner White moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2024-020: HCV 2024 Exception Payment Standards
Resolution FYE2024-020 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the HCV 2024 Exception Payment Standards. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-020. Commissioner White moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Next Meeting
The Annual Meeting will be held at Auburn Bank located at 100 North Gay Street, Auburn, Alabama on Tuesday, May 28, 2024. Lunch will be served at 12:00 PM. The meeting will be held at 12:30 PM.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department-Property Management
Commissioners were given a copy of the Multifamily Housing Department-Property Management Division Report. The report reflected vouchers leased through March 2024. The report was reviewed.

B. Multifamily Housing Department-Maintenance Division
Commissioners were given a copy of the Multifamily Housing Department-Maintenance Division Report. The report reflected an overview of work orders completed through March 2024. The report was reviewed.

C. HCV Department
Commissioners were given a copy of the HCV Department Report. The report reflected vouchers leased through March 2024. The report was reviewed.

D. Resident Services Report
Commissioners were given a copy of the Resident Services Report. The report reflected information regarding resident activities and events.

E. Technology Update
Commissioners were given a copy of the Technology Update Report. The report reflected information regarding the compliance camera installation and Wi-Fi at all sites.

F. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report provided an update on staffing, the 2024 conference schedule, and other relevant 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 1:01 PM.