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LHA Minutes - 09/16/2020

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF LAFAYETTE
The Board of Commissioner's Annual Meeting
September 16, 2020

The Board of Commissioners of the Housing Authority of the City of LaFayette, Alabama met on Wednesday, September 16, 2020 via Zoom due to the COVID-19 pandemic.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:34 pm by Chairperson Peggy King. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Present: Peggy King, Elton Holloway and Amanda James
Others Present: Sharon Tolbert and Sandra Sanders
Absent: Mary Owens-Lyerly and Angelia Davis
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. There were no changes to the Agenda. Chairperson King asked for a motion to approve the Agenda. Commissioner Holloway moved that the Agenda be approved. Commissioner James seconded said motion and all members voted aye. Chairperson King declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson King asked if there were any changes to the June 17, 2020 Minutes; there were no changes. Chairperson King asked for a motion to approve the June 17, 2020 Minutes. Commissioner Holloway moved that the Minutes be approved as received. Commissioner James seconded said motion and all members voted
aye. Chairperson King declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

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 June 2020. There is a balance for June 2020 due to end of the year processing. A partial reimbursement has been paid to minimize the outstanding year-end balance.

B. HUD Lawsuit
Commissioners were provided an update of the second lawsuit against HUD regarding the 2012 operating subsidy offset. Secretary/Treasurer Tolbert reviewed the correspondence from the attorney.

C. COVID-19 Update Report
The Board was provided a copy of the COVID-19 Update Report. Secretary/Treasurer Tolbert reviewed the report. There was various dialogue regarding the reopening plan and pending resident initiatives. 

A copy of the Unfinished Business reports is attached and made a part of the Minutes.

NEW BUSINESS

A. Resolution FYE2021-001: FYE2020 Performance Award Distribution
Resolution FYE2021-001 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 FYE2020 Performance Award Distribution. Secretary/Treasurer Tolbert reviewed the performance award and asked if there were any questions. There were no questions.

Chairperson King asked for a motion to approve Resolution FYE2021-001. Commissioner Holloway moved that the resolution be approved as received. Commissioner James seconded said motion and all
members voted aye. Chairperson King declared the resolution approved. 

Secretary/Treasurer Tolbert thanked the Board for approving the FYE2020 Performance Award Distribution and awarding employees for their hard work.

B. Next Meeting
The Board opted not to have its December 16, 2020 Regular Meeting due to the Christmas holidays. However, a Special Meeting will be held if time sensitive business needs to be addressed. The next
Regular Meeting will be held on March 17, 2021 at 5:30 pm.

A copy of the New Business report, resolutions and supporting information are attached and made a part of the Minutes.

FINANCIAL REPORTS

A. Financial Reports: May 2020
Commissioners were provided a copy of the May 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. FYE2020 financial reporting is underway. Due to COVID19, HUD granted an extension to public housing authorities with a June 30th fiscal year end to complete reporting by October 30, 2020 instead of August 30, 2020.

A copy of the financial 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 August 2020. Secretary/Treasurer Tolbert reviewed the report. It was reported that Nan McKay and Associates is administering project-based voucher which is anticipated to lessen the administrative burden on the HCV Department and improve voucher utilization resulting in increased occupancy rates.

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

C. Miscellaneous
FYE2020 Audit: Secretary/Treasurer Tolbert reported the onsite audit will be conducted November 16 - 19, 2020.

Newsletter: Secretary/Treasurer Tolbert advised the Summer 2020 newsletter has been distributed. The Fall newsletter will be distributed in October 2020.

Tablets and Email: Secretary/Treasurer Tolbert confirmed that everyone received their tablets and it's functional. It was also reported that LHA correspondence will be distributed via the housing authority email.

Commissioner's Comments:
Chairperson King stated that she received comments from the Community Action Agency about the difficulty of reaching staff. Secretary/Treasurer Tolbert stated that she received the complaint and staff has followed-up with the Community Action Agency. It was also reported that a plan is being developed to improve customer service.

Secretary/CEO Tolbert thanked the Board for participating in the meeting.

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

ADJOURNMENT

There being no further business, Chairperson King asked for a motion to adjourn. Commissioner Holloway made a motion to adjourn; Commissioner James seconded. The meeting was adjourned at 1:16 pm.