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AHA Minutes - 06/29/2021

MINUTES

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

June 29, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, June 29, 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 Annual Meeting was called to order at 12:02 pm by Vice Chairperson Nolan Torbert.

ROLL CALL

Board Present: Nolan Torbert, Rene Waldrop, Deborah Hand, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer) and Sandra Sanders (Staff)
Board Absent: Robert Smith

There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Vice Chairperson Torbert asked if there were any changes to the Agenda. There were no changes. Commissioner White moved that the Agenda be approved. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Agenda approved.

APPROVAL OF MINUTES

Vice Chairperson Torbert asked if there were any corrections to the May 25, 2021 Regular Meeting Minutes. There were no corrections. Vice Chairperson Torbert asked for a motion to approve the May 25, 2021 Minutes. Commissioner Waldrop moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

There were no financial reports due to end of year processing.

UNFINISHED BUSINESS

A. COVID-19 Update
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 has completed its onsite visit of proposed redeveloped sites. Awards are pending for the 2021 9% LIHTC cycle.

NEW BUSINESS

A. Resolution FYE2021-041: AHA Development LLC Tenant Write-Offs
Resolution FYE2021-041 was introduced by Vice Chairperson Torbert. 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 $2,632.20. Secretary/Treasurer Tolbert asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-041. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

B. Resolution FYE2021-042: FYB2020 Annual Budget Adjustments: Business Activity
Resolution FYE2021-042 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Annual Budget adjustments for the Business Activity. Secretary/Treasurer Tolbert reviewed the adjustments and asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-042. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

C. Resolution FYE2021-043: FYB2020 Annual Budget Adjustments: AHA Development LLC
Resolution FYE2021-043 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Annual Budget adjustments for AHA Development LLC. Secretary/Treasurer Tolbert reviewed the revisions. There was various dialogue regarding the proposed revisions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-043. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

D. Resolution FYE2021-044: FYB2020 Annual Budget Adjustments: HCV
Resolution FYE2021-044 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Annual Budget adjustments for the HCV Program. Secretary/Treasurer Tolbert reviewed the adjustments and asked if there were any questions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-044. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

E. Resolution FYE2021-045: FYB2021 Annual Budget: Business Activity
Resolution FYE2021-045 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2021 Annual Budget for the Business Activity.
Secretary/Treasurer Tolbert reviewed the budget. There was various dialogue regarding the proposed budget.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-045. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

F. Resolution FYE2021-046: FYB2021 Annual Budget: AHA Development LLC
Resolution FYE2021-046 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2021 Annual Budget for AHA Development LLC. Secretary/Treasurer Tolbert reviewed the budget. There was various dialogue regarding the proposed budget.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-046.
Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

G. Resolution FYE2021-047: FYB2021 Annual Budget: HCV
Resolution FYE2021-047 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2021 Annual Budget for the HCV Program. Secretary/Treasurer Tolbert reviewed the budget. There was various dialogue regarding the proposed budget.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-047. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

H. Resolution FYE2021-048: Emergency Housing Vouchers MOU
Resolution FYE2021-048 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the Memorandum of Understanding (MOU) with the
Alabama Rural Coalition for the Homeless (ARCH): Alabama Balance of State Continuum of Care (CoC) to establish a partnership to comply with HUD'S Emergency Housing Voucher requirements. Secretary/Treasurer Tolbert reviewed the MOU. Vice Chairperson
Torbert inquired about partnering with the One Voice Shelter Coalition. Secretary/Treasurer Tolbert stated she has to confirm the organization is a certified HUD CoC. If not, she'll see if the organization can have a third party role as part of the MOU with ARCH.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-048 with the contingency of confirming One Voice Shelter Coalition's CoC status and/or having a role as a third party as part of the MOU with ARCH. Commissioner Waldrop moved that the resolution be approved as received to include the noted contingencies. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the
resolution approved.

I. Resolution FYE2021-049: Employee Handbook Revision
Resolution FYE2021-049 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the Employee Handbook revisions. Secretary/Treasurer
Tolbert reviewed the revisions. There was various dialogue regarding the proposed revisions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-049. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

J. Resolution FYE2021-050: Fiscal Management Policy Revision
Resolution FYE2021-050 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the Fiscal Management Policy revisions.  Secretary/Treasurer Tolbert reviewed the revisions. There was various dialogue regarding the proposed revisions.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-050. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

K. Resolution FYE2021-051: 2021 CDBG Grant Award
Resolution FYE2021-051 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the 2021 CDBG Grant award from the City of Auburn.
There was various dialogue regarding the grant award.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-051. Commissioner Waldrop moved that the resolution be approved as received. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

L. Resolution FYE2021-052: FYB2020 Fixed Asset Write-Offs
Resolution FYE2021-052 was introduced by Vice Chairperson Torbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert reported the resolution is to approve the FYB2020 Fixed Asset Write-Offs for a total purchase value of $22,195. Secretary/Treasurer Tolbert reviewed the write-offs. There was various dialogue regarding the proposed write-offs.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-052. Commissioner White moved that the resolution be approved as received. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

M. Resolution FYE2021-053: Elect Chairperson and Vice Chairperson
Resolution FYE2021-053 was introduced by Vice Chairperson Torbert. Secretary/Treasurer Tolbert reported the resolution is to elect a Chairperson and Vice Chairperson for July 1, 2021 - June 30, 2022. Commissioner Robert Smith was nominated as Chairperson and
Commissioner Nolan Torbert was nominated Vice Chairperson.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2021-053 to elect Robert Smith as Chairperson and Nolan Torbert as Vice Chairperson. Commissioner White moved that the resolution be approved as received. Commissioner Hand seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

N. Next Meeting
Due to schedule conflicts, the next Regular Meeting will be held on Monday, July 26, 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 onsite.

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 May 2021. Secretary/Treasurer Tolbert was pleased to report the occupancy (98%) and work order completion (100%) rates. Staff was commended for their hard work and commitment.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through May 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 attending the meeting. There being no further business, Vice Chairperson Torbert asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned; Commissioner White seconded. The meeting was adjourned at 1:22 pm.