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AHA Minutes - 09/29/2020

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
September 29, 2020

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, September 29, 2020 via Zoom due to COVID-19.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:00 pm by Chairperson Robert Smith.

ROLL CALL

Present: Nolan Torbert, Sr., John Saidla, Deborah Hand, Marguerite White, and Robert Smith
Others Present: Sharon Tolbert (Secretary/Treasurer) and Sandra Sanders
Absent: None
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. Secretary/Treasurer Tolbert requested Resolution FYE2021-005 to be Tabled. Chairperson Smith asked for a motion to approve the revised Agenda. Commissioner White moved that the revised Agenda be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the August 25, 2020 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 as received. Commissioner White 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: COCC
Commissioners were provided a copy of the Accounts Receivable report. The report reflected a partial reimbursement for expenses through June 2020. The remaining June balance will be reimbursed once the end of the year processing is complete.

B. AHA Business Activity/COCC
There were no financial reports for the Business Activity due to end of the year processing. 

C. Multifamily Housing Department: AHA Development LLC: April 2020
There were no financial reports for the AHA Development LLC due to end of the year processing.

D. HCV Program: April 2020
There were no financial reports for the HCV program due to end of the year processing.

UNFINISHED BUSINESS

A. Ridgecrest Redevelopment Project Report
There was no report regarding the proposed Ridgecrest redevelopment project.

B. COVID-19 Update                                                    Commissioners were provided the COVID-19 Update report. Secretary/Treasurer Tolbert reviewed the report and stated AHA, LHA and RHA have moved to Phase 2 of the Reopening Plan. There was various dialogue regarding the reopening.

C. Resolution FYE2021-004: FYB2019 Annual Action Plan EOY Report
Resolution FYE2021-004 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve FYB2019 Annual Action Plan end of the
year report. There was various discussion regarding the report.

Chairperson Smith asked for a motion to approve Resolution FYE2021-004. Commissioner Torbert moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

NEW BUSINESS

A. Commissioner John Saidla: Term Expiration
Commissioner Saidla's term expires on October 10, 2020. He has chosen not to renew his term. The Commissioners and staff expressed appreciation for his dedicated service to the Board.

B. New Commissioner Appointment: Renee Waldrop
It was announced that Ms. Renee Waldrop has been appointed by Mayor Anders to fill the Board vacancy upon Commissioner Saidla's term expiration. Ms. Waldrop has accepted the appointment. Secretary/Treasurer Tolbert and Commissioners agreed that Ms. Waldrop will be an asset to the Board due to her service in the community.

C. Resolution FYE2021-005: Five-Year (FYB2020 - 2024) Strategic Plan and FYB2020 Annual Action Plan
Resolution FYE2021-005 was Tabled.

D. Resolution FYE2021-006: Employee Handbook Amendment - RSA Tier I Benefit for Tier II Members
Resolution FYE2021-006 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the Employee Handbook amendment to
include the RSA Tier I benefit to Tier II members. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-006. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Resolution FYE2021-007: PBV Landlord Policy Amendment
Resolution FYE2021-007 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the PBV Landlord Policy amendment. The
amendments were discussed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-007. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Resolution FYE2021-008: FYE2019 Performance Award Validation
Resolution FYE2021-008 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve FYE2019 Performance Award Validation.
The report was reviewed and there was discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2021-008. Commissioner Torbert moved that the resolution be approved as received. Commissioner Saidla seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

G. Resolution FYE2021-009: FYE2020 Performance Award Criteria
Resolution FYE2021-009 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve FYE2020 Performance Award criteria.
Secretary/Treasurer Tolbert reviewed the information and there was detailed discussion regarding the challenges the organization faced as a result of the Coronavirus (COVID-19) pandemic which affected FYE2020's performance. Due to COVID-19, the Board agreed to
base FYE2020's performance on FYE2019's performance score.

Chairperson Smith asked for a motion to approve Resolution FYE2021-009. Commissioner Torbert moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Secretary/Treasurer Tolbert thank the Board for awarding staff for their hard work.

H. Resolution FYE2021-010: City of Auburn: CDBG 2020 Grant Award
Resolution FYE2021-010 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2020 CDBG grant award from the City of
Auburn in the amount of $10,000 to fund the Resident Enrichment Program.
Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-010. Commissioner White moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

I. Next Meeting
The next Regular Meeting will be held on Tuesday, October 27, 2020 at 12:00 pm. The meeting will be held via Zoom due to COVID-19. Commissioner Torbert stated he may not be available for the meeting.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management Division
Commissioners were given a copy of the Property Management report which covered activities through August 2020. Secretary/Treasurer stated she is not pleased with the current occupancy rate but a plan is underway in hopes of seeing improvement by October 2020.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance report which covered activities through August 2020.

C. HCV Department
Commissioners were given a copy of the Maintenance report which covered activities through August 2020.

D. Resident Services Department
There was no report for resident services.

E. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Commissioner White stated she would like to assist with the resident's voter registration drive. 

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

ADJOURNMENT

Secretary/Treasurer Tolbert thanked the Board for participating in the meeting. There being no further business, Chairperson Smith asked for a motion to adjourn. Commissioner White moved that the meeting be adjourned; Commissioner Saidla seconded. The meeting was adjourned at 1:15 pm.

Attachment A
(Posted on website and Administrative Office)

ACDC Board Meeting Calendar Event July 28, 2020 on AHA Website