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LHA Minutes - 06/12/2024

MINUTES

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

June 12, 2024

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, June 12, 2024. The meeting was held at the LaFayette Housing Authority's Administration
Office located at 301 First Avenue, LaFayette, AL 36862.


CALL TO ORDER

The Board of Commissioner's Annual Meeting was called to order at 12:31 pm by Chairperson Barbara Leverett. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Commissioners Present: Barbara Leverett, Martha Holloway, Peggy King, and Mary Owens-Lyerly
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), and Wendy Cochran (Staff-Virtual)
Commissioners Absent: Elton Holloway
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 Owens-Lyerly moved that the Agenda be approved. Commissioner Martha 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 April 8, 2024, Regular Meeting Minutes. There were no changes. Chairperson Leverett asked for a motion to approve the Minutes. Commissioner Owens-Lyerly moved that the April 8, 2024, Minutes be approved as received. Commissioner Peggy King 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 April 2024. The report was reviewed and discussed.

B. General Fund: February 2024 - April 2024
Commissioners were provided a copy of the February 2024 - April 2024 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 Report and asked if there were any questions.

Chairperson Leverett asked for a motion to approve the financial reports. Commissioner Mary Owens-Lyerly moved that the financial reports be approved as received. Commissioner Martha Holloway seconded said motion and all members voted aye. Chairperson Leverett declared the financial reports approved.

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 FYE2024-005: FYB2024 Budget
Resolution FYE2024-005 was introduced by Chairperson Leverett. 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 information was reviewed and discussed.

Chairperson Leverett asked for a motion to approve Resolution FYE2024-005. Commissioner Mary Owens-Lyerly 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.

B. RESOLUTION FYE2024-006: Tenant Write-Offs
Resolution FYE2024-006 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the tenant write-offs in the amount of $485.00. The information was reviewed and discussed.

Chairperson Leverett asked for a motion to approve Resolution FYE2024-006. Commissioner Mary Owens-Lyerly 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.

C. RESOLUTION FYE2024-007: 2024 OCAF
Resolution FYE2024-007 was introduced by Chairperson Leverett. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the 2024 OCAF. The information was reviewed and discussed.

Chairperson Leverett asked for a motion to approve Resolution FYE2024-007. Commissioner Mary Owens-Lyerly moved that the resolution be approved as received. Commissioner Peggy King seconded said motion and three members voted aye (P. King, B. Leverett and M. Owens-Lyerly) and one member nay (M. Holloway). Chairperson Leverett declared the resolution approved.

D. RESOLUTION FYE2024-08: Elect 2024-2025 Chairperson and Vice Chairperson 
Resolution FYE2024-08 was introduced by Chairperson Leverett. 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 Barbara Leverett was elected Chairperson and Commissioner Peggy King was elected Vice Chairperson.

Chairperson Leverett asked for a motion to approve Resolution FYE2024-08. Commissioner Martha Holloway moved that the resolution be approved as received. Commissioner Owens-Lyerly 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 11, 2024, at 12:30 pm. The date and time are subject to change. If the meeting is cancelled, 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 Multifamily Housing Department-Property Management Division Report. The report reflected units leased through May 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 May 2024. The report was reviewed. Commissioners were also given a copy of the email sent to LHA Maintenance staff congratulating them for a job well done on 100% completion of work orders, to include a 58% increase in the number of generated work orders from April (63) to May (114). LHA Maintenance staff also had 37 inspections after completing the preventive maintenance on units and made two units ready for occupancy. The Property Management staff was also  commended for getting units leased in a timely manner.

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

D. Miscellaneous
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the Miscellaneous Report which included updates regarding staff, the agreement with Spectrum, the procurement, installation of the Wi-Fi connection for all three sites, compliance camera installation, upcoming conferences schedules, and other miscellaneous information.

There was various discussion regarding other programs and services.
Secretary/CEO Tolbert thanked the Board for attending the meeting. A copy of the reports is attached and made a part of the Minutes.

E. 2025 PHADA Conference Update
Chairperson Levette provided the Board with a summary of information that was provided during the conference. There was various dialogue. Secretary/CEO Tolbert thanked Chairperson Leverette for attending the conference.

ADJOURNMENT

There being no further business, Chairperson Leverett asked for a motion to adjourn. Commissioner Owens-Lyerly made a motion to adjourn; Commissioner Martha Holloway seconded. The meeting was adjourned at 2:03 pm.