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AHA Minutes - 05/25/2021

MINUTES

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

May 25, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, May 25, 2021 at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832. Due to COVID19, conference call was available for the general public at (712) 775-7031, access code 311-546.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 12:02 pm by Chairperson Robert Smith.

ROLL CALL

Board Present: Nolan Torbert, Sr., Rene Waldrop, Deborah Hand, Robert Smith, and Marguerite White

Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff), and Michael Cohan (Attorney)

Board 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. Commissioner Torbert moved that the Agenda be approved. Commissioner White 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 April 27, 2021 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the April 27, 2021 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

EXECUTIVE SESSION

Chairperson Smith asked for a motion to go into Executive Session to discuss a personnel matter involving pending litigation. AHA counsel certified the reason as acceptable. Commissioner White moved to go into Executive Session. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the Executive Session would begin at 12:04 pm. The Executive Session ended at 12:24 pm. There was no action taken during the Executive
Session.

Action Item: The Board resumed the Regular Meeting at 12:24 pm. Chairperson Smith made a motion to approve the settlement reached at the recent mediation involving claims made against AHA and authorized AHA counsel to finalize the same. Commissioner Waldrop moved that the settlement reached at mediation be so approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the settlement reached at mediation
approved and authorized AHA counsel to finalize the same.

Michael Cohan left the meeting after the Board approved settlement of the mediation.

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: March - April 2021
Commissioners were provided a copy of the Business Activity's March - April 2021 financial reports. Wendy Cochran, Finance Director reviewed reports.

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

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

There were various discussions regarding the financial 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 reviewed the report's content. Secretary/Treasurer Tolbert reported AHA, LHA, and RHA opened to
the general public on May 3, 2021 and Hazard Pay was distributed on May 13, 2021. Secretary/Treasurer Tolbert thanked the Board for authorizing Hazard Pay to staff. There was various discussion about reopening as a result of COVID-19.

B. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported the Alabama Housing Finance Authority sent follow-up information regarding the AHA's application. The comments reflected deficiencies in the application submission which has been addressed and forwarded to the AHFA.

NEW BUSINESS

A. Resolution FYE2021-039: HCV Emergency Housing Vouchers
Resolution FYE2021-039 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 forty-four (44) Emergency Housing Vouchers awarded by HUD. The vouchers are to assist individuals and families who are experiencing homelessness or at risk of experiencing homelessness. There was various discussion regarding the Emergency Housing Vouchers.

Chairperson Smith asked for a motion to approve Resolution FYE2021-039. 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.

B. Resolution FYE2021-040: COVID-19 HUD COVID-19 Waivers (PIH2021-14)
Resolution FYE2021-040 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
2021-14 retro to May 4, 2021 and supersedes previously approved COVID PIH Notices. Commissioner White questioned major changes. Secretary/Treasurer Tolbert stated FYE2021 SEMAP scoring has been waived. Chairperson Smith inquired about an internal scoring estimation to ensure AHA maintain its High Performer SEMAP rating. Secretary/Treasurer Tolbert stated staff will work on developing an internal SEMAP scoring system for FYE2021.

Chairperson Smith asked for a motion to approve Resolution FYE2021-040. 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.

C. Next Meeting
The Annual Meeting will be held on Tuesday, June 29, 2021 at 12:00 pm. Lunch will be served at 11:30 am. The meeting will be held at the Auburn Housing Authority located at 931 Booker Street. To comply with social distancing, conference call will be available for
the general public. Masks, temperature check, and social distancing will be enforced. A Chairperson and Vice Chairperson will be elected during the Annual Meeting.


DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multi-Family Housing Department: Property Management and Maintenance Divisions 

Commissioners were given a copy of the Multi-Family Housing Department report which covered activities through April 2021. Secretary/Treasurer Tolbert was pleased to report the continued increase in occupancy rates and online rent payments.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through April 2021. Secretary/Treasurer Tolbert reported the Landlord Incentive Program is underway in an effort to increase landlord participation for the tenant-based vouchers/Section 8.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. Secretary/Treasurer Tolbert reported the department is doing a stellar job in offering new and innovative resident service programs.

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

2021 AAHRA Conference: Secretary/Treasurer Tolbert reminded Commissioners to contact Sandra Sanders if they were planning to attend the 2021 AAHRA Conference.

AHA College Scholarship: Secretary/Treasurer Tolbert reported an AHA college scholarship was awarded in the amount of $500. The resident will be attending Southern Union State Community College. Virtual workshops have been held to inform residents about scholarship opportunities. Auburn University interns are also assisting residents with the scholarship and college application process.

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 Waldrop moved that the meeting be adjourned; Commissioner White seconded. The meeting was adjourned at 1:02 pm.