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AHA Minutes - 01/28/2025

MINUTES

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

January 28, 2025

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, January 28, 2025. 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: Rene Waldrop, Deborah Hand, Marguerite  White, Nolan Torbert and Robert Smith

Board Members Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), Wendy Cochran (Staff) and Michael Syme (Attorney-Virtual)

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. Secretary/Treasurer Tolbert asked the Board to amend the Agenda to move the Affordable Housing Update after the Public Comments. Chairperson Smith asked for a motion to approve the amendment of the Agenda. Commissioner Torbert 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 November 19, 2024, and December 9, 2024, Special 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.

AFFORDABLE HOUSING UPDATE

Commissioners were given a copy of the draft Master Development Agreement (MDA). Attorney Michael Syme elaborated on the updates regarding the proposed redevelopment and informed the Board of what is to be expected. The MDA was reviewed and discussed.

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

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

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

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

UNFINISHED BUSINESS

A. FYE2024 Audit
Commissioners were given information regarding the FYE2024 audit finding. Secretary/Treasurer Tolbert reviewed the finding and Corrective Action Plan. There was various discussion.

NEW BUSINESS
A. Resolution FYE2025-016: Tenant Write-Offs
Resolution FYE2025-016 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 $279.20. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2025-016. 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 FYE2025-017: HCV 2025 Utility Allowances - TBV and  PBV
Resolution FYE2025-017 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 the HCV 2025 Utility Allowances for TBVs and PBVs. There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2025-017. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Next Meeting
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL on Tuesday, February 25, 2025.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department
Commissioners were given a copy of the Multifamily Housing Department Report. The report reflected units leased, work orders completed through December 2024, and other updates. The report was reviewed.

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

C. HR Department
Commissioners were given a copy of the HR Department Report. The report reflected staff updates, promotions, new hires, and vacancies. The report was reviewed.

D. Resident Services Report
Commissioners were given a copy of the Resident Services Report. The report reflected resident activities and events through December 2024. The report was reviewed.

E. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report included HUD and compliance camera updates, the 2025 conference schedule, CEO's upcoming travel and other relevant information.

F. 2025 PHADA Commissioner's Update

Commissioners Torbert and Commissioner White provided the Board with a summary from the conference. 

A copy of all reports and supporting documentation are attached and made a part of the Minutes.

EXECUTIVE SESSION

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

The Board met in Executive Session beginning at 1:34 PM and ended at 1:50 PM. There was no action taken. The regular order of business resumed at 1:50 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 1:50 PM.