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RHA Minutes - 09/08/2022

MINUTES

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

September 8, 2022

The Board of Commissioners of the Housing Authority of the City of Roanoke, Alabama had its Regular Meeting on Thursday, September 8, 2022. The meeting was held at the Roanoke Housing Authority located at 231 Avenue A, Roanoke, AL 36274.

CALL TO ORDER

The Board of Commissioner's Regular Meeting was called to order at 5:31 pm by Chairperson Paula Lambert. Sharon Tolbert, CEO acted as Secretary/Treasurer.

ROLL CALL

Present: Paula Lambert, Sarah Nunn, Alton Joiner, and Scot Thomason
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (COO)
Absent: Patrice Awbrey
There was a quorum for the purpose of conducting business.

APPROVAL OF THE AGENDA

Chairperson Lambert asked if there were any changes to the Agenda. There were no changes. Chairperson Lambert asked for a motion to approve the Agenda. Commissioner Thomason moved that the Agenda be approved. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Lambert asked if there were any changes to the June 9, 2022, Annual Meeting Minutes. Hearing none, Chairperson Lambert asked for a motion to approve the June 9, 2022 Minutes.  Commissioner Thomason moved that the Minutes be approved as received. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

FINANCIAL REPORTS

A. General Fund: May 2022
Commissioners were provided a copy of the detailed May 2022 financial reports via email. The Income and Expense Comparison Report and Board Operating Statement/Budget Report were available at the meeting. Wendy Cochran (COO) reviewed the May 2022 financial report and asked if there were questions.

B. Capital Fund Program (CFP) Reports
Commissioners were given a copy of the CFP 2018 - 2022 grant reports. Wendy Cochran (COO) reviewed the report and asked if there were questions. 

A copy of the financial reports is attached and made a part of the Minutes.


UNFINISHED BUSINESS
A. Resolution FYE2023-001: RAD PBRA Closeout Certification
Resolution FYE2023-001 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the PBRA Closeout Certification for the RAD conversion. The certifications were reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-001. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

B. Resolution FYE2023-002: FYE2022 Performance Award Distribution
Resolution FYE2023-002 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve FYE2022 Performance Award distribution. The performance award criteria were reviewed. There was various discussion regarding the resolution and supporting documents.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-002. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

Secretary/Treasurer Tolbert thanked the Board for approving the FYE2022 Performance Award distribution for staff.

NEW BUSINESS

A. Resolution FYE2023-003: Tenant Write-Offs
Resolution FYE2023-003 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the RHA's tenant write-offs in the amount of $710.00. The write-offs were reviewed. Secretary/Treasurer Tolbert asked if there were any questions.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-003. Commissioner Joiner moved that the resolution be approved as received. Commissioner Nunn seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

B. Resolution FYE2023-004: 2022 Utility Allowances
Resolution FYE2023-004 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the RHA's 2022 Utility Allowances (UA). The UAs were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-004. Commissioner Joiner moved that the resolution be approved as received. Commissioner Thomason seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

C. Resolution FYE2023-005: 2022 Flat Rent
Resolution FYE2023-005 was introduced by Chairperson Lambert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board the resolution is to approve the RHA's 2022 Flat Rents. The Flat Rents were reviewed and discussed.

Chairperson Lambert asked for a motion to approve Resolution FYE2023-005. Commissioner Nunn moved that the resolution be approved as received. Commissioner Joiner seconded said motion and all members voted aye. Chairperson Lambert declared the resolution approved.

D. Next Meeting
The next Board meeting will be held on March 9, 2023. However, a Special Meeting will be held for time-sensitive action items. 

New Business resolutions and supporting information are attached and made a part of the Minutes.

DEPARTMENT AND MISCELLANEOUS REPORTS
A. Multifamily Housing Department: Property Management Division
Commissioners were given a copy of the Property Management Report which covered activities through FYE2022. The report reflected an average monthly occupancy rate of 94.3%. The FYE2023 report was also provided reflecting an average monthly occupancy rate of 96% through August 2022. Secretary/Treasurer Tolbert reviewed the report. There was various discussion regarding the report and property management functions.

B. Multifamily Housing Department: Maintenance Division
Commissioners were given a copy of the Maintenance Report which covered activities through FYE2022. The report reflected an average monthly work order completion rate of 92%. The FYE2023 report was also provided reflecting an average monthly work order completion rate of 135% through August 2022. The increase was due to completing outstanding work orders from FYE2022. Secretary/Treasurer Tolbert reviewed the report.

C. Miscellaneous
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. It was noted RHA received a 2022 AAHRA Conference award for its Onsite Farmer's Market. There was also discussion regarding the HUD REAC inspection in July 2022, security, employee retirements, upcoming events, etc.

Secretary/CEO Tolbert thanked the Board for attending the meeting.

The departmental reports are attached and made a part of the Minutes.

ADJOURNMENT

There being no further business, Chairperson Lambert asked for a motion to adjourn. Commissioner Joiner made a motion to adjourn; Commissioner Thomason seconded. The meeting was adjourned at 6:30 pm.