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AHA Minutes - 01/26/2021

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting
January 26, 2021


The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, January 26, 2021 via Zoom due to COVID-19.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:30 pm by Chairperson Robert Smith.

ROLL CALL

Present: Nolan Torbert, Sr., Rene Waldrop, Deborah Hand, Robert Smith, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer), Wendy Cochran (Staff), Sandra Sanders (Staff), and Michael Syme (Attorney)
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. There were no changes to the Agenda. Chairperson Smith asked for a motion to approve the Agenda. Commissioner Torbert moved that the revised Agenda be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the November 24, 2020 Regular Meeting Minutes and December 15, 2020 Special Meeting Minutes. It was noted the following needed to be added to the November 24, 2020 Regular Meeting Minutes regarding Ridgecrest Redevelopment Project Report.

Director Robert Smith disclosed he has business relations with the Alabama Housing Finance Authority and Auburn Bank and abstained from all discussion.

Chairperson Smith asked for a motion to approve the Minutes to include the corrections to the November 24, 2020 Minutes. Commissioner Waldrop moved that the Minutes be approved including
the noted corrections. Commissioner Torbert 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
Commissioners were provided a copy of the Accounts Receivable report. Wendy Cochran, Finance Director reviewed the report.

B. AHA Business Activity: July - October 2020
Commissioners were provided a copy of the Business Activity's July - October 2020 financial reports. Wendy Cochran, Finance Director reviewed the October 2020 report. Chairperson Smith suggested the Business Activity's Management Fee from HCV is budgeted based on the lower fee calculation since it is likely this is the amount that will be charged each month. It was noted the higher calculation may be used, if needed.

C. Multi-Family Housing Department: AHA Development LLC: July - October 2020
Commissioners were provided a copy of the Multi-Family Housing Department's July - October 2020 financial reports. Wendy Cochran, Finance Director reviewed the October 2020 report.

D. HCV Program: July - October 2020
Commissioners were provided a copy of the HCV Program's July - October 2020 financial reports. Wendy Cochran, Finance Director reviewed the October 2020 report.

UNFINISHED BUSINESS

A. Ridgecrest Redevelopment Project Report
Secretary/Treasurer Tolbert inquired if the Board wanted to continue with the proposed Ridgecrest redevelop. If so, there needs to be a decision on how to proceed with the Master Development Agreement due to the email received from the Bennett Group on November 24,
2020. There were various discussions regarding the Master Development Agreement with the Bennett Group. There were also concerns of AHA over obligating itself due to ACDC's affordable housing initiatives. The Board opted to make a determination by the March meeting if AHA will continue its agreement with the Bennett Group or to negotiate an agreement with the next responsible bidder, Michaels Development Company.

Chairperson Robert Smith disclosed he has business relations with the Alabama Housing Finance Authority and Auburn Bank and abstained from voting.

Michael Syme and Wendy Cochran were dismissed after the Ridgecrest Redevelopment Project Report.

B. COVID-19 Update                                                Commissioners were provided the COVID-19 update report. Secretary/Treasurer Tolbert reviewed the report and stated AHA, LHA and RHA will remain at Phase 2 due to the continued threat of COVID-19. Secretary/Treasurer Tolbert asked for the Board's feedback on paying Hazard Pay to maintenance staff. After discussion, it was decided that Secretary/Treasurer Tolbert will solicit a poll from other housing authorities regarding Hazard Pay and provide the Board an update at the February meeting. 

Chairperson Smith made mention of the City of Auburn's COVID-19 vaccine initiatives. Secretary/Treasurer Tolbert stated she will contact the City and follow-up. 

Chairperson Smith excused himself from the meeting after Unfinished Business due to other obligations. Vice Chairperson Torbert presided over the meeting.

NEW BUSINESS

A. HUD MTW Cohort 1 Designation
Secretary/Treasurer Tolbert informed the Board of AHA's HUD MTW Cohort 1 Designation and commended the HCV Department on its efforts which allowed AHA to receive the MTW designation.

B. Resolution FYE2021-019: Tenant Write-Offs
Resolution FYE2021-019 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the AHA Development LLC's tenant write-offs in the amount of $2,188.20. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-019. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved

C. Resolution FYE2021-020: Risk Management Program Policy
Resolution FYE2021-020 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the Risk Management Program Policy in an
effort to minimize risk among employees and residents. There were various discussions about the policy. Secretary/Treasurer Tolbert asked if there were any questions. 

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-020. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

D. Resolution FYE2021-021: HCV Mainstream Vouchers
Resolution FYE2021-021 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve twenty (20) HCV Mainstream Vouchers that
were awarded by HUD with a budget authority of $120,000. It was confirmed the Mainstream vouchers will not have a separate waitlist. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-021. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

E. Resolution FYE2021-022: 2021 FSS Grant
Resolution FYE2021-022 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the 2021 FSS Grant in the amount of
$60,848. The grant will be used to fund the FSS Coordinator's position. Secretary/Treasurer Tolbert provided an overview of the FSS program and asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-022. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

F. Resolution FYE2021-023: HUD COVID-19 Waivers
Resolution FYE2021-023 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the HUD COVID-19 Waivers retro to April
10, 2020. The Board was provided a copy of the applicable waivers. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Tobert asked for a motion to approve Resolution FYE2021-023. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

G. Resolution FYE2021-024: HCV Administrative Plan Revisions and MOU - FYI 
Resolution FYE2021-024 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the HCV Administrative Plan revisions regarding the Foster Youth to Independence (FYI) updated PIH Notice 2020-28. The resolution also approves the revised Memorandum of Understanding (MOU) with the Alabama Department of Human Resources. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-024. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

H. Next Meeting
The next Regular Meeting will be held on Tuesday, February 23, 2021 at 12:30 pm. The meeting will be held via Zoom due to COVID-19.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Commissioners were given a copy of the Multifamily Housing Department report which covered activities through December 2020.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through November 2020.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report which covered activities through December 2020 and upcoming January 2021 events.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Secretary/Treasurer Tolbert reported the AHA had a finding as a result of the FYE2020 onsite audit. The finding was related to the reconciliation of Housing Assistance Payments (HAP) landlord payments for the AHA Development LLC. A Corrective Action Plan and been developed and implemented. The auditor will review the audit report with the Board at the March meeting. 

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, Vice Chairperson Torbert asked for a motion to adjourn. Commissioner White moved that the meeting be adjourned; Commissioner Hand seconded. The meeting was adjourned at 2:07 pm.

Attachment A
(Posted on website and Administrative Office)