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RHA Minutes - 03/13/2025

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF ROANOKE
The Board of Commissioner's Regular Meeting
March 13, 2025

The Board of Commissioners of the Housing Authority of the City of Roanoke, Alabama had its Regular Meeting on Thursday, March 13, 2025. The meeting was held at the Roanoke Housing Authority located at 231 Avenue A, Roanoke, AL 36274.


CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 5:26 pm by Chairperson Paula Lambert. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Commissioners Present: Paula Lambert, Sarah Nunn, Alton Joiner, and Scot Thomason Commissioners Absent: Patrice Awbrey-Hull
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), Wendy Cochran (Staff-Virtual) and Michael Ozment (Auditor-Virtual)


APPROVAL OF THE AGENDA

Chairperson Lambert asked if there were any changes to the Agenda. There were no changes. Chairperson Lambert asked for a motion to approve the Agenda. Commissioner Joiner moved that the Agenda be approved. Commissioner Thomason seconded the said motion, and all members voted aye. Chairperson Lambert declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Lambert asked if there were any changes to September 12, 2024, Regular Meeting Minutes and October 21, 2024, Special Meeting Minutes. Hearing none, Chairperson Lambert asked for a motion to approve September 12, 2024, and October 21, 2024, Minutes. Commissioner Thomason moved that the Minutes be approved as received. Commissioner Joiner seconded the said motion, and all members voted aye. Chairperson Lambert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FYE2024 AUDIT REVIEW: RECTOR, REEDER & LOFTON PC

The Commissioners were provided a copy of the FYE2024 Audit report. Michael Ozment, an auditor from Rector, Reeder & Lofton PC, reviewed the report in detail and informed the Commissioners that there were no findings. There were various discussions regarding the report.

Resolution FYE2025-010: FYE2024 Audit Report
Secretary/Treasurer Tolbert asked the Board to add Resolution FYE2025-010 to accept the FYE2024 Audit report.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-010. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.


FINANCIAL REPORTS

A. General Fund: June 2024 - December 2024
Commissioners were provided a copy of the detailed June 2024 - December 2024 financial reports via email. The Income and Expense Comparison Report and Board Operating Statement/Budget Report were available at the meeting. Wendy Cochran (COO) reviewed the financial reports. There were various discussions.

B. Capital Fund Program (CFP) Reports
Commissioners were given a copy of the CFP 2020 - 2024 grant reports. Secretary/Treasurer Tolbert reviewed the reports. There were various discussions.

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 FYE2025-005: 2025 Flat Rent Schedule
Resolution FYE2025-005 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the 2025 Flat Rate Schedule. The 2025 Flat Rate Schedule was reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-005. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

B. Resolution FYE2025-006: 2025 Utility Allowance Schedule
Resolution FYE2025-006 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2025 Utility Allowance Schedule. The 2025 Utility Allowance Schedule was reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-006. Commissioner Thomason moved that the resolution be approved as received. Commissioner Joiner seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

C. Resolution FYE2025-007: Tenant Write-Offs
Resolution FYE2025-007 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the tenant write-offs in the amount of $189.14. The tenant write-offs were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-007. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

D. Resolution FYE2025-008: HUD FYB2025-FYB2029 PHA Plan and FYB2025 HUD PHA Annual Plan
Resolution FYE2025-008 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the HUD FYB2025 - FYB2029 PHA Plan and FYB2025 HUD PHA Annual Plan. The Plans were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-008. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

E. Resolution FYE2025-009: HUD CFP FYB2025-FYB2029 Rolling Plan
Resolution FYE2025-009 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the HUD CFP FYB2025-FYB2029 Rolling Plan. The Plan was reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2025-009. Commissioner Joiner moved that the resolution be approved as received. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

F. HUD Onsite Monitoring
The Commissioners were provided a copy of the HUD Onsite Monitoring letter. Secretary/Treasurer Tolbert reviewed the letter in detail and informed the Commissioners that they may be called upon during the onsite monitoring. There were various discussions regarding the monitoring.

G. Next Meeting
The next Board meeting will be held June 12, 2025, at 5:30 pm. The meeting may be rescheduled due to the HUD monitoring. A Special Meeting will be held for time-sensitive action items.

Chairperson Lambert asked for a motion to approve changing the date of the next meeting, if needed. Commissioner Thomason moved to change the meeting date, if needed. Commissioner Joiner seconded said motion and all members voted aye. Chairperson Lambert declared the proposed meeting date modification approved.

New Business resolutions and supporting information are attached and made a part of the Minutes.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department (MFH) Report
Commissioners were given a copy of the MFH Department Report. The report reflected units leased and work orders completed through February 2025. The report was reviewed.

B. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report which included HUD updates regarding OMB Pause in Federal Financial Assistance, Continuing Resolution expiration to avoid government shutdown, 30-Day Notice for non-payment, 3-year look back for criminal background checks, the AFFH Rule, compliance camera installation, upcoming conferences schedules, and other miscellaneous information.

The department and miscellaneous reports are attached and made a part of the Minutes.

ADJOURNMENT

There being no further business, Chairperson Lambert asked for a motion to adjourn. Commissioner Joiner made a motion to adjourn; Commissioner Thomason seconded. The meeting was adjourned at 6:34 pm.