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AHA Minutes - 05/28/2024

MINUTES

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

May 28, 2024

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Annual Meeting on Tuesday, May 28, 2024. The meeting was held at the Auburn Bank located at 100 North Gay Street, Auburn, AL 36832.

CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 12:38 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), Shannon Walters (Staff), Angel Long (Staff)

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 White moved that the Agenda be approved. Commissioner Torbert 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 April 30, 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.

UNFINISHED BUSINESS

A. Affordable Housing Update
Commissioners were given a copy of the Affordable Housing update. There was various discussion regarding the updates. Commissioners agreed to extend the proposal due date by 30 days, if needed.

NEW BUSINESS
A. Resolution FYE2024-022: Employee Handbook Revisions
Resolution FYE2024-022 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 Employee Handbook Revisions. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-022. Commissioners agreed to approve all of the revisions, with the exception of adding the Leave Donation Policy. Commissioners agreed to Table the addition of the Leave Donation Policy until the next meeting. Commissioner Waldrop moved that the resolution be approved and to Table the revision to add the Leave Donation Policy. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2024-023: Telework Policy Revision
Resolution FYE2024-023 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 Telework Policy Revision. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-023. 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. Resolution FYE2024-024: AHA Development LLC Tenant Write-Offs
Resolution FYE2024-024 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 in the amount of $3,012.70. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-024. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2024-025: AHA Development LLC 2024 OCAF
Resolution FYE2024-025 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 2024 OCAF. The rent increase will be effective October 1, 2024.There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-025. Commissioner Torbert moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Resolution FYE2024-026: Management Agreement Revision (RHA) Resolution FYE2024-026 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 Roanoke Housing Authority's Management Agreement Revision. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-026. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Resolution FYE2024-027: FYB2024 Budget: Business Activity
Resolution FYE2024-027 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 FYB2024 Budget for Business Activity. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-027. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

G. Resolution FYE2024-028: FYB2024 Budget: AHA Development LLC
Resolution FYE2024-028 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 FYB2024 Budget for AHA Development LLC. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-028. Commissioner Waldrop moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

H. Resolution FYE2024-029: FYB2024 Budget: HCV
Resolution FYE2024-029 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 FYB2024 Budget the HCV Program. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-029. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

I. Resolution FYE2024-030: Elect 2024-2025 Chairperson and Vice Chairperson Resolution FYE2024-030 was introduced by Chairperson Smith. Secretary/Treasurer Tolbert informed the Board the resolution is to Elect a Chairperson and Vice Chairperson for a term of office beginning July 1, 2024 and ending June 30, 2025. Commissioner Robert Smith was elected Chairperson and Commissioner Nolan Torbert was elected Vice Chairperson.

Chairperson Smith asked for a motion to approve Resolution FYE2024-030. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

J. Next Meeting
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL on Tuesday, July 30, 2024. Lunch will be served at 11:30 AM. The meeting will begin at 12:00 PM.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity: April 2024
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements through April 2024.

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

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

D. Housing Choice Voucher Department: April 2024
Commissioners were provided a copy of the HCV Department's April 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.

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

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 units leased through April 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 April 2024. The report was reviewed.

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

E. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report provided an update on staffing, technology updates, 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.

EXECUTIVE SESSION

The Executive Session began at 2:03 PM. The Board of Commissioners (Robert Smith, Nolan Torbert, Deborah Hand, Rene Waldrop, and Marguerite White) and Auburn Housing Authority staff (Sharon Tolbert, Wendy Cochran, Shannon Walters, Angel Long, and Tabitha Griffin) were present. Commissioners were provided with a copy of the AHA 5-Year Strategic Plan for FYB2025-FYB2029. Staff gave a presentation of goals and objectives for their respective departments. Various discussions were made. There was no action taken during the Executive Session. The Executive Session ended at 3:40 PM.

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 3.40 PM.