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LHA Minutes - 04/01/2020

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF LAFAYETTE
The Board of Commissioner's Regular Meeting
April 1, 2020

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, April 1, 2020 via conference call due to the COVID-19 pandemic.

CALL TO ORDER

The Regular Meeting was called to order at 10:17 am by Chairperson Peggy King.

ROLL CALL

Present: Peggy King, Mary Owens-Lyerly and Elton Holloway
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders and Michael Ozment (Auditor)
Absent: Angelia Davis and Amanda Toles
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson King asked if there were any changes to the agenda. Secretary/Treasurer Tolbert asked to move Item A, Resolution FYE2020-004 under New Business after the approval of the Agenda so that the auditor can review the FYE2019 audit report. Chairperson King asked for a motion to approve the revised Agenda as received. Commissioner Lyerly moved that the revised Agenda be approved as received. Commissioner Holloway seconded said motion and all members voted aye. Chairperson King declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson King asked for a motion to approve the Minutes of the September 18, 2019 Regular Meeting. Commissioner Holloway moved that the Minutes be approved as received. Commissioner Lyerly seconded said motion and all members voted aye. Chairperson King declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FYE2019 AUDIT REPORT REVIEW

Commissioners were provided a copy of the audit report. The audit was prepared by Rector, Reeder & Lofton PC. Michael Ozment reviewed the audit with the Board via conference call. Mr. Ozment stated it was a "clean" audit reflecting no findings or concerns. It was further stated that LHA has a healthy financial operation. Mr. Ozment opened the floor for questions from the Board.

UNFINISHED BUSINESS

A. Accounts Payable Report: Auburn Housing Authority
The Board was given a copy of the Accounts Payable Report. Secretary/Treasurer Tolbert informed the Board the accounts payable balances are for expenses through January 2020.

B. HUD Lawsuit
Commissioners were provided an update related to the second lawsuit against HUD regarding the 2012 operating subsidy offset. Commissioners were provided email correspondence from the attorney.

NEW BUSINESS

A. Resolution FYE2020-004: FYE2019 Audit Report
Resolution FYE2020-004 was introduced by Chairperson King. Secretary/Treasurer Tolbert informed the Board the resolution is to accept the FYE2019 Audit Report. 

Chairperson King asked for a motion to approve Resolution FYE2020-004. Commissioner Lyerly moved that the resolution be accepted as received. Commissioner Holloway seconded said motion and all members voted aye. Chairperson King declared the resolution approved.

A copy of Resolution FYE2020-004 and supporting information are attached and made a part of the Minutes.

B. Resolution FYE2020-005: Five-Year PHA Plan (2020-2024) and FYB2020 PHA Annual Plan
Resolution FYE2020-005 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve the Five-Year PHA Plan for FYB2020 - FYB2024 and FYB2020 PHA Annual Plan. Secretary/Treasurer Tolbert reviewed the Plans in detail. It was noted the Resident Advisory Board reviewed the Plans on March 5, 2020. There was various dialogue regarding the Plan's content.

Chairperson King asked for a motion to approve Resolution FYE2020-005. Commissioner Lyerly moved that the resolution be approved as received. Commissioner Holloway seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

A copy of Resolution FYE2020-005 and supporting information are attached and made a part of the Minutes.

C. Resolution FYE2020-006: 2020 Operating Cost Adjustment Factor (OCAF)
Resolution FYE2020-006 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve the 2020 OCAF. The OCAF worksheets and supporting documentation was reviewed in detail. There was various dialogue regarding the OCAF.

Chairperson King asked for a motion to approve Resolution FYE2020-006. Commissioner Lyerly moved that the resolution be accepted as received. Commissioner Holloway seconded said motion and all
members voted aye. Chairperson King declared the resolution approved.

A copy of Resolution FYE2020-006 and supporting information are attached and made a part of the Minutes.

D. Resolution FYE2020-007: AHA Management Agreement Revision
Resolution FYE2020-007 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve a revision to the Management Agreement with the Auburn Housing Authority (AHA). Due to converting LHA's public housing units to PBVs, AHA's Management Fee calculation will be revised to pay 12% of the gross rental collections for the prior month. The OCAF worksheets and supporting documentation was reviewed in detail. There was various dialogue regarding the OCAF.

Chairperson King asked for a motion to approve Resolution FYE2020-007. Commissioner Holloway moved that the resolution be accepted as received. Commissioner Lyerly seconded said motion and all members voted aye. Chairperson King declared the resolution approved.

A copy of Resolution FYE2020-007 and supporting information are attached and made a part of the Minutes.

E. Resolution FYE2020-007: Tenant Write-Offs
Resolution FYE2020-007 was introduced by Chairperson King. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the
resolution is to approve tenant write-offs in the amount of $4,864.00. Secretary/Treasurer Tolbert asked if there were any questions. There were no questions.

Chairperson King asked for a motion to approve Resolution FYE2020-007. Commissioner Lyerly moved that the resolution be approved as received. Commissioner Holloway seconded said motion and all members voted aye. Chairperson King declared the resolution approved.

A copy of Resolution FYE2020-007 and supporting information are attached and made a part of the Minutes.

F. Next Regular Meeting
The Board will have its Annual Meeting on June 17, 2020 at 12:30 pm. A Chairperson and Vice Chairperson will be appointed.

FINANCIAL REPORTS

A. LHA Financial Reports: July 2019 - January 2020
Commissioners were given a copy of the July 2019 - January 2020 Income and Expense Comparison, Board Operating Statement/Budget, and Board Operating Statement Detail reports. Secretary/Treasurer Tolbert reviewed the income and expense line items. A copy of the reports are attached and made a part of the Minutes.

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 February 2020. Secretary/Treasurer Tolbert reviewed the report.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through February 2020. Secretary/Treasurer Tolbert reviewed the report.

C. Miscellaneous Report

  1. Newsletters: Commissioners were provided a copy of the newsletter and were informed newsletters will be published quarterly.
  2. Email Accounts: Commissioners were informed an email account has been established for each Commissioner.
  3. COVID-19: Commissioners were provided an updated of LHA's effort to address the COVID-19 pandemic. 

A copy of all of the department and miscellaneous reports are attached and made a part of the Minutes.

Secretary/Treasurer Tolbert thanked the Board for participating in the call.

ADJOURNMENT

There being no further business the meeting was adjourned at 12:01 pm.

April 1, 2020 Minutes Addendum