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RHA Minutes - 09/10/2020

MINUTES
THE HOUSING AUTHORITY OF THE CITY OF ROANOKE
The Board of Commissioner's Annual Meeting
September 10, 2020


The Board of Commissioners of the Housing Authority of the City of Roanoke, Alabama met on Thursday, September 10, 2020 via Zoom due to the COVID-19 pandemic.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 5:32 pm by Chairperson Terry Kennedy. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Present: Terry Kennedy, Sarah Nunn, Michael Watkins, and Paula Lambert
Others Present: Sharon Tolbert and Sandra Sanders
Absent: Tom Staples, Jr.
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

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

APPROVAL OF MINUTES

Chairperson Kennedy asked if there were any changes to the June 11, 2020 Minutes; there were no changes. Chairperson Kennedy asked for a motion to approve the June 11, 2020 Minutes. Commissioner Nunn moved that the Minutes be approved as received. Commissioner Lambert seconded said motion and all members voted aye. Chairperson Kennedy declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

UNFINISHED BUSINESS

A. RAD Update
Commissioners were provided an update of the RAD PBRA closing. Secretary/Treasurer Tolbert reviewed the timeline. It was reported there may be a delay with completing the Conditional Needs
Assessment due to COVID-19.

B. COVID-19 Update Report
The Board was provided a copy of the COVID-19 Update Report. Secretary/Treasurer Tolbert reviewed the report.

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 Kennedy. 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 Kennedy asked for a motion to approve Resolution FYE2021-001. Commissioner Lambert moved that the resolution be approved as received. Commissioner Watkins seconded said motion and all members voted aye. Chairperson Kennedy 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 10, 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 11, 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.

B. Capital Fund Program (CFP) Reports
Commissioners were given a copy of the 2018 - 2020 CFP grant report. Secretary/CEO Tolbert reviewed the grant balances. It was reported the grant balances will be drawn as part of the RAD PRBRA closing.

C. CARES Act/COVID-19 Funding
Commissioners were given a copy of the CARES Act funding report. Secretary/Treasurer Tolbert reported the funding will be used for preparing, preventing and responding to the COVID-19 pandemic and other related expenses.

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 FYE2020 and FYE2021 (August 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 FYE2020 and FYE2021 (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 its functional. It also reported that RHA correspondence will be distributed via the housing authority email.

Commissioner's Comments:
Commissioner Lambert advised that she is working with the 2020 Census and is available to assist with getting RHA resident's census completed. Secretary/Treasurer Tolbert thanked Commissioner Lambert for the information and she stated staff will follow-up.

Commissioner Nunn inquired about an upcoming inspection. Secretary/Treasurer Tolbert stated that she is not aware of any pending inspections but Carrie Smith, Interim Property Manager will follow-up.

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 Kennedy asked for a motion to adjourn. Commissioner Lambert made a motion to adjourn; Commissioner Watkins seconded. The meeting was adjourned at 6:08
pm.