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AHA Minutes - 11/19/2024

MINUTES

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

November 19, 2024

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, November 19, 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 12:00 PM by Chairperson Robert Smith.

ROLL CALL

Board Members Present: Rene Waldrop, Deborah Hand, Marguerite White and Robert Smith
Board Members Absent: Nolan Torbert
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), and Wendy Cochran (Staff)

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. Secretary/Treasurer Tolbert informed the board that the agenda was amended to add Resolution 13. Chairperson Smith asked for a motion to approve the amendment of the Agenda. Commissioner Waldrop moved that the amendment of the Agenda be approved. Commissioner White 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 October 29, 2024, Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the Minutes. Commissioner White 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: July - September 2024
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements through September 2024.

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

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

D. Housing Choice Voucher Department: July-September 2024
Commissioners were provided a copy of the HCV Department's July-September 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 were various discussions regarding the reports. Due to file size, detailed financial reports were emailed to the Board before the meeting.

UNFINISHED BUSINESS

A. Affordable Housing Update
Commissioners were given a copy of the Affordable Housing update. There were various discussions regarding the proposed Ridgecrest redevelopment. Commissioners were informed of the upcoming kickoff meeting with Gorman and Company and the pending drafting of the Master Development Agreement.

NEW BUSINESS
A. Resolution FYE2025-011: Tenant Write-Offs
Resolution FYE2025-011 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 $105.20. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2025-011. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2025-012: FYE2024 Performance Award
Resolution FYE2025-012 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 FYE2024 Performance Award. There were various discussions.

Commissioners agreed to table the approval of Resolution FYE2025-012, until further review. A Special Meeting may be scheduled for a later date.

C. Resolution FYE2025-013: HCV 2025 Payment Standards
Resolution FYE2025-013 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 2025 Payment Standards. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2025-013. 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 FYE2025-014: Fiscal Management Policy Revision
Resolution FYE2025-014 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 Fiscal Management Policy revision. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2025-014. Commissioner White moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Next Meeting
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL on Tuesday, January 28, 2025.

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 October 2024.

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 October 2024 and other maintenance updates. The report was reviewed.

C. Development and Modernization Department
Commissioners were given a copy of the Development and Modernization Department Report. The report reflected activity through October 2024.

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

E. Human Resources Department
Commissioners were given a copy of the Human Resources Department Report. The report reflected staff updates, retirements, promotions, vacancies, new hires, evaluations, and upcoming employee meetings.

F. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report provided an update on compliance cameras, technology updates, the 2024 conference schedule, FYE2024 Audit and the Fall Festival updates.

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 Hand seconded. The meeting was adjourned at 1:12 PM.