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AHA Minutes - 02/22/2022

MINUTES

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

February 22, 2022

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama met via Zoom on Tuesday, February 22, 2022, due to the COVID-19 pandemic. The Zoom link and call-in information are below.

Join Zoom Meeting
https://us06web.zoom.us/j/87970982548?pwd=YjM1N1BzdVUwYUFBczZKaG8wZGhFQT09

Call In
Number: 1 (312) 626-6799
Meeting ID: 879 7098 2548
Passcode: 926452

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, Robert Smith, and Marguerite White
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), Wendy Cochran (Staff), and Brandy Lofton (Auditor)

Board Absent: Deborah Hand
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 FYE2022-020 (FYE2021 Audit Report) after Public Comments and to Table Resolution FYE2022-025 (FSS Action Plan Revision). Commissioner White moved that the revised Agenda be approved. Commissioner Waldrop 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 January 25, 2022, Regular Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the January 25, 2022 Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FYE2021 Audit Report Presentation

Brandy Lofton reviewed the FYE2021 audit report on behalf of Rector, Lofton & Reeder. The Board was provided a copy of the audit. Ms. Lofton stated there were no FYE2021findings and AHA was proactive in addressing the FYE2020 finding which has been cleared. Ms. Lofton was very complimentary of AHA's staff during the audit and AHA's overall FYE2021 audit results. There was various dialogue regarding the audit. The Board commended the CEO and staff for their hard work which resulted in no audit findings or comments. The CEO stated it was a team effort and she commends staff for their efforts which resulted in a great audit. Ms. Lofton left the meeting after the audit was reviewed and questions answered.

A. Resolution FYE2022-020: FYE2021 Audit Report
Resolution FYE2022-020 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation.

Chairperson Smith asked for a motion to approve Resolution FYE2022-020. 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.

FINANCIAL REPORTS

Secretary/Treasurer Tolbert reported there were no financial reports due to discrepancies with online payments. Wendy Cochran, COO, elaborated on the issue and stated she will get with the bank representative and software provider in hopes of resolving the issue soon. It is anticipated the December 2021 and January 2022 financial reports will be available at the next Board meeting. Ms. Cochran left the meeting after the financial reports were discussed.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
Secretary/Treasurer Tolbert reported AHFA has not published the final 2022 9% LIHTC application. She emailed AHFA to inquire about the application; response is pending. The co-developer visited the proposed site on February 3, 2022. Secretary/Treasurer Tolbert reported the co-developer will move forward with submitting the Vacate Right of Way Application to the City of Auburn to remove Crosby Circle and the architect will be informed of the Board's concerns regarding the location of the proposed bio retention pond.

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

NEW BUSINESS

A. Resolution FYE2022-021: FYB2022 HUD Annual Plan
Resolution FYE2022-021 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 FYB2022 HUD Annual Plan. Secretary/Treasurer Tolbert reviewed the HUD submission document. It was also reported the Plan was reviewed by the Resident Advisory Board and a Public Hearing was held. There were no comments. There was various discussion regarding the draft Plan.

Chairperson Smith asked for a motion to approve Resolution FYE2022-021. 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 FYE2022-022: AHA Development LLC Tenant Write-Offs
Resolution FYE2022-022 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 $9,818.00. The write-offs were reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-022. 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 FYE2022-023: PBV Landlord Policy Revision
Resolution FYE2022-023 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 Landlord Policy Revision. The revisions were reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-023. 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.

D. Resolution FYE2022-024: PBV Dwelling Lease Revision: Rent Collection Policy Addendum
Resolution FYE2022-024 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 Dwelling Lease Revision: Rent Collection Policy Addendum. The revisions were reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Smith asked for a motion to approve Resolution FYE2022-024. 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.

E. Resolution FYE2022-025: FSS Action Plan Revision
Resolution FYE2022-025 was Tabled.

F. Next Meeting
The next Regular Meeting will be held on Tuesday, March 29, 2022, at 12:00 pm. Location is contingent on COVID-19 positive cases in the area.

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 January 2022. The Property Management report reflected an average occupancy rate at 98%. The Maintenance report reflected an average work order completion rate at 100%.

Secretary/Treasurer Tolbert reported the annual inspections are underway which are conducted by a third party.

B. HCV Department
Commissioners were given a copy of the HCV Department report. Secretary/Treasurer Tolbert reviewed the report. The report reflected voucher utilization through December 2021. It was also report staff are developing plans to host a Landlord Symposium in hopes of increasing landlord participation in the tenant-based voucher/Section 8 program.

C. Public Relations and Compliance Department
Commissioners were given a copy of the Public Relations and Compliance Department report. There was minimal activity due to staff's absence.

D. Miscellaneous Report
Commissioners were provided a copy of the Miscellaneous report. Commissioners were asked to inform Sandra Sanders if they desire to attend the 2022 PHADA Conference.

Commissioner Waldrop inquired if Commissioner's AHA email can be forwarded to their personal email. Secretary/Treasurer Tolbert stated she will follow-up with IT to confirm.

A copy of all 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, Chairperson Smith asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned; Commissioner White seconded. The meeting was adjourned at 1:15 pm.