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AHA Minutes - 08/31/2021

MINUTES

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

August 31, 2021

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met on Tuesday, August 31, 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, Rene Waldrop, Deborah Hand, Marguerite White, and Robert Smith

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

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. The Board agreed to move the Executive Session to the end of the agenda. Commissioner Torbert moved that the revised Agenda be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the July 26, 2021 Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the July 26, 2021 Minutes. Commissioner White moved that the Minutes be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

There were no financial reports due to fiscal year 2021 end of year processing.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported a virtual meeting was held with the Co-Developer to prepare for the 2022 9% LIHTC application submission. It was also reported comments were submitted regarding the draft 2022 Qualified Allocation Plan. The Board was provided a copy of the comments.

B. COVID-19 Update
The Board was provided a copy of the COVID-19 Update report. Secretary/Treasurer Tolbert reported the outcomes of the employee vaccination poll. There was other dialogue about reopening as a result of COVID-19.

C. FYE2021 Performance Award Discussion
Secretary/Treasurer sent a poll via email to assess the Board's opinion regarding the FYE2021 Performance Award. The poll results were discussed. After lengthy discussion, it was determined FYE2021's performance will be based on the following:

Physical Condition (FYE2019's score)
Financial Condition (FYE2021 unaudited FDS)
Management Operations (FYE2021 unaudited FDS)

After discussion, the Board voted on the scoring criteria which is reflected below under New Business, Resolution FYE2022-008.

NEW BUSINESS

A. Resolution FYE2022-004: Pandemic Policy Revision
Resolution FYE2022-004 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 Pandemic Policy revisions. Attorney, Michael Cohan, reviewed the proposed revisions. There was various discussion regarding the proposed revisions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-004. 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.

B. Resolution FYE2022-005: COVID19 Reopening Plan Revisions
Resolution FYE2022-005 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 COVID19 Reopening Plan revisions. Attorney, Michael Cohan, reviewed the proposed revisions. There was various discussion regarding the proposed revisions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-005. 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. Resolution FYE2022-006: ACDC Loan/Grant - Bedell Village Acquisition
Resolution FYE2022-006 was Tabled.

D. Resolution FYE2022-007: FYB2021 Annual Action Plan
Resolution FYE2022-007 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 FYB2021 Annual Action Plan. Commissioners reviewed the plan. Secretary/Treasurer Tolbert asked if there were any questions. Commissioner Waldrop was complimentary of the plan's content.

Chairperson Smith asked for a motion to approve Resolution FYE2022-007. 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.

E. Resolution FYE2022-008: FYE2021 Performance Award Criteria
Resolution FYE2022-008 was introduced by Chairperson Smith. Secretary/Treasurer Tolbert reiterated the Board's agreed upon scoring criteria to include the following:

Physical Condition (50 points)
- Based on FYE2019's score
Financial Condition (25 points)
- Based on FYE2021 unaudited FDS
Management Operations (25 points)
- Based on FYE2021 unaudited FDS

Secretary/Treasurer Tolbert stated staff will calculate FYE2021's performance based on the criteria above but to keep in mind scores may be adversely affected due to COVID19 waivers and other factors that were out of staff's control. It was also stated staff may be unable to derive at an estimated score for the FYE2021 SEMAP performance because the score is factored by HUD which is based on 12 indicators some of which were waived due to the national pandemic.

Chairperson Smith stated the Board will make a determination how to proceed based on the scores presented at the September 28, 2021 Board meeting.

Chairperson Smith asked for a motion to approve Resolution FYE2022-008. 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.

F. Next Meeting
The next Regular Meeting will be held on Tuesday, September 28, 2021 at 12:00 pm. Lunch will be served at 11:30 am. The Board will meet onsite 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 July 2021.

B. HCV Department
Commissioners were given a copy of the HCV Department report which covered activities through July 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. There was various dialogue regarding the Miscellaneous Report.

A copy of all of the departmental reports and supporting documentation are attached and made a part of the Minutes. Secretary/Treasurer Tolbert commended staff on their outstanding job performance.

EXECUTIVE SESSION

The Board met in Executive Session beginning at 1:07 pm to discuss a personnel matter. The Executive Session ended at 1:32 pm with no action taken. The Regular order of business resumed at 1:32 pm. Chairperson Smith thanked Secretary/Treasurer/CEO Tolbert for all she has done and expressed deep appreciation.

Commissioner White moved that Secretary/Treasurer/CEO Tolbert receives a 20% salary increase and extend the contract by 12 months to 2023. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the motion approved.

Secretary/Treasurer/CEO Tolbert thanked the Board for their generosity and continued confidence in her.

ADJOURNMENT

Secretary/Treasurer Tolbert thanked the Board for attending the meeting. There being no further business, Chairperson Smith asked for a motion to adjourn. Commissioner White moved that the meeting be adjourned; Commissioner Waldrop seconded. The meeting was adjourned at 1:36 pm.