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AHA Minutes - 03/30/2021

MINUTES

THE HOUSING AUTHORITY OF THE CITY OF AUBURN
The Board of Commissioner's Regular Meeting

March 30, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, March 30, 2021 via Zoom due to COVID-19.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:01 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), Michael Syme (Attorney), David Garcia (The Michaels Organization)
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 to move Resolution FYE2021-027 under Unfinished Business after Public Comments so that questions could be answered by Michael Syme and David Garcia regarding the 2021 9% Low Income Housing Tax Credit application. 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 Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the January 26, 2021 Regular Meeting Minutes, February 9, 2021 Special Meeting Minutes, and February 16, 2021 Special Meeting Minutes.

Chairperson Smith asked for a motion to approve all Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared all 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: November 2020 - January 2021
Commissioners were provided a copy of the Business Activity's November 2020 - January 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

C. Multi-Family Housing Department: AHA Development LLC: November 2020 - January 2021
Commissioners were provided a copy of the Multi-Family Housing's November 2020 - January 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

D. HCV Program: November 2020 - January 2021
Commissioners were provided a copy of the HCV's November 2020 - January 2021 financial reports. Wendy Cochran, Finance Director reviewed reports. 

Wendy Cochran left the meeting after reviewing the financial reports.

UNFINISHED BUSINESS

A. COVID-19 Update
Commissioners were provided the COVID-19 Update Report. Secretary/Treasurer Tolbert provided the Board with a poll from various housing authorities regarding Hazard Pay. After a lengthy discussion, it was decided Secretary/Treasurer Tolbert would provide the Board a recommendation at the May meeting regarding Hazard Pay. 

Secretary/Treasurer Tolbert stated AHA is exploring the option of offering COVID19 vaccinations onsite. Commissioners Waldrop and White offered to assist with the onsite vaccinations.  Secretary/Treasurer Tolbert thanked the Commissioners for volunteering.

Secretary/Treasurer Tolbert reported due to substantial decreases in Lee, Chambers, and Randolph counties, Auburn, LaFayette, and Roanoke Housing Authorities would move to Phase 3 of the COVID19 Reopening Plan beginning April 5, 2021. After discussion, the Board preferred to delay reopening due to the continued threat of the virus. Therefore, AHA, LHA, and RHA will remain at Phase 2 until further notice.

NEW BUSINESS

A. Resolution FYE2021-027: 2021 9% Low Income Housing Tax Credit Application
Resolution FYE2021-027 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 2021 9% Low Income Housing Tax Credit application submission for the proposed Ridgecrest redevelopment. Michael Syme and David Garcia provided various information about the application and were available for questions. There was various dialogue regarding the application and the proposed Ridgecrest
redevelopment. Mr. Syme and Mr. Garcia left the meeting after discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2021-027. Commissioner Waldrop moved that the resolution be approved as received. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

Note: Item was discussed after Public Comments.

B. Resolution FYE2021-028: AHA Development LLC 2021 OCAF
Resolution FYE2021-028 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 increasing AHA Development LLC's dwelling rent by 2.6% based on the Federal Register's 2021 Notice of Operating Cost Adjustment Factor's (OCAF) rate for Alabama. The increase will be effective October 1, 2021. There was various discussion regarding the increase.

Chairperson Smith asked for a motion to approve Resolution FYE2021-028. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2021-029: Tenant Write-Offs
Resolution FYE2021-029 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 AHA Development LLC's tenant write-
offs in the amount of $1,633.10. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-029. 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.

D. Resolution FYE2021-030: PBV HAP Contact Amendment
Resolution FYE2021-030 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 HAP Contact Amendment to change the inspection requirements from annual to biennial. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-030. 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 FYE2021-031: MTW Software Grant
Resolution FYE2021-031 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 Moving to Work (MTW) Software Grant
award from HUD in the amount of $25,000. The grant proceeds will be used for software updates to administer the MTW program. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-031. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Resolution FYE2021-032: HCV Admin Plan Revisions - Mainstream Vouchers
Resolution FYE2021-032 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 HCV Admin Plan revisions to include
regulations to administer Mainstream Vouchers. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-032. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

G. Resolution FYE2021-033: HCV COVID-19 Waivers (PIH 2020-033)
Resolution FYE2021-033 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 HUD COVID-19 waivers based on PIH
2020-033 retro to November 30, 2020. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-033. 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.

H. Resolution FYE2021-034: 2021 HUD Annual Plan
Resolution FYE2021-034 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 2021 HUD Annual Plan. The plan was
reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-034. 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. Resolution FYE2021-035: HUD PBV RAD ACC Amendment
Resolution FYE2021-035 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 HUD PBV RAD ACC Amendment to comply with the RAD closeout requirements. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2021-035. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

J. Next Meeting
The next Regular Meeting will be held on Tuesday, April 27, 2021 at 12:00 pm.

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 February 2021. Secretary/Treasurer Tolbert was pleased to report the increase in occupancy rates.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through February 2021.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report.

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 Hand seconded. The meeting was adjourned at 2:07 pm.