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AHA Minutes - 06/20/2023

MINUTES

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

June 20, 2023

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Annual Meeting on Tuesday, June 20, 2023. The meeting was held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832.

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 Members Present: Marguerite White, Nolan Torbert, and Rene Waldrop
Board Members Absent: Deborah Hand and Robert Smith
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff)
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. Vice Chairperson Torbert asked for a motion to approve the Agenda. 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 March 28, 2023 Regular Meeting Minutes. There were no corrections. Vice Chairperson Torbert asked for a motion to approve the March 28, 2023 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

A. Accounts Receivable Report: Business Activity
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements through March 2023.

B. AHA Business Activity: February - March 2023
Commissioners were provided a copy of the Business Activity's February - March 2023 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

C. Multifamily Housing Department: AHA Development LLC: February - March 2023
Commissioners were provided a copy of the AHA Development LLC's February - March 2023 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

D. HCV Program: February - March 2023
Commissioners were provided a copy of the HCV Department's February - March 2023 Income and Expense Comparison Report, Board Operating Statement/Budget Report, and Board Operating Statement Comparison Report.

Wendy Cochran, COO, reviewed all financial reports. There was various discussion regarding the reports.

Due to file size, detailed financial reports were emailed to the Board before the meeting.

UNFINISHED BUSINESS

A. Proposed Ridgecrest Redevelopment
There was extensive discussion regarding the 2023 LIHTC application. See Resolution FYE2023-039 under New Business for additional information.

B. 2023 NAHRO Washington Conference Update
Vice Chairperson Torbert and Commissioner White provided an update regarding the 2023 NAHRO Washington Conference.

NEW BUSINESS

A. Resolution FYE2023-026: FYB2022 Budget Revision - Business Activity
Resolution FYE2023-026 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 FYB2022 budget revisions for the Business Activity. The revisions were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-026. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

B. Resolution FYE2023-027: FYB2022 Budget Revision - AHA Development LLC
Resolution FYE2023-027 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 FYB2022 budget revisions for the AHA Development LLC. The revisions were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-027. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

C. Resolution FYE2023-028: FYB2023 Budget - Business Activity
Resolution FYE2023-028 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 FYB2023 budget for the Business Activity. The budget was reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-028 with noted correction to change the fiscal year beginning date to 2023. Commissioner Waldrop moved that the resolution be approved with noted correction. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

D. Resolution FYE2023-029: FYB2023 Budget - AHA Development LLC
Resolution FYE2023-029 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 FYB2023 budget for AHA Development LLC. The budget was reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-029. Commissioner White moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

E. Resolution FYE2023-030: FYB2023 Budget - HCV
Resolution FYE2023-030 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 FYB2023 budget for the HCV Program. Upon review, it was noted that the budget had an error; therefore, the budget was Tabled.

F. Resolution FYE2023-031: AHA Development LLC Tenant Write-Offs
Resolution FYE2023-031 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 write-offs for the AHA Development LLC for $5,942.62. The write-offs were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-031. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

G. Resolution FYE2023-032: AHA Development LLC 2023 OCAF Request
Resolution FYE2023-032 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 2023 OCAF rent increases. The OCAF worksheets were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-032. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

H. Resolution FYE2023-033: Employee Handbook Revision
Resolution FYE2023-033 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 revisions to the Employee Handbook. The revisions were reviewed and discussed. The "On Call Status" section will be revised as discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-033. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

I. Resolution FYE2023-034: Fiscal Management Policy Revision
Resolution FYE2023-034 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 revisions to the Fiscal Management Policy. The revisions were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-034. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

J. Resolution FYE2023-035: PBV Lease Addendum Revision - Collections Policy
Resolution FYE2023-035 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 revisions to the PBV Lease Addendum - Collections. The Board requested the following section to remain:

Tenants who are late with their rent and service fees (have not paid rent on or before the 6th of the month), 4 times in a calendar year will receive a "LEASE TERMINATION NOTICE": Non Curable.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-035. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

K. Resolution FYE2023-036: PBV Landlord Policy Revision
Resolution FYE2023-036 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 PBV Landlord Policy revisions. The revisions were reviewed and discussed.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-036. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

L. Resolution FYE2023-037: CDBG 2023 Grant Award
Resolution FYE2023-037 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 2023 CDBG grant proceeds from the City of Auburn.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-037. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

M. Resolution FYE2023-038: Elect Chairperson and Vice Chairperson
Resolution FYE2023-038 was introduced by Vice Chairperson Torbert. The floor was open to nominate a Chairperson and Vice Chairperson for 2023 - 2024. Commissioner Robert Smith was nominated as Chairperson and Commissioner Nolan Torbert was nominated Vice Chairperson. There were no additional nominations.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-038 to approve said nominations. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

N. Resolution FYE2023-039: 2023 and 2024 LIHTC Application
Resolution FYE2023-039 was introduced by Vice Chairperson Torbert. Secretary/Treasurer Tolbert stated that resolution includes the following: 1) Not applying for LIHTC during the 2023 funding cycle due to unforeseen conditions, 2) Apply for LIHTC during the 2024 funding cycle and retain The Michaels Organization as co-developer.

Vice Chairperson Torbert asked for a motion to approve Resolution FYE2023-039. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Vice Chairperson Torbert declared the resolution approved.

O. Next Meeting
The next Regular Meeting will be held on Tuesday, July 25, 2023. Lunch will be served at 11:30 am.

DEPARTMENT AND MISCELLANEOUS REPORTS

A. Multifamily Housing Department: Property Management and Maintenance Divisions
Property Management Report: Commissioners were given a copy of the report which covered activities through May 2023. Secretary/Treasurer Tolbert reviewed the report. The Property Management report reflected an average occupancy rate of 94% for July 2022 - March 2023. Secretary/Treasurer Tolbert reported the low occupancy rate was due to having ten (10) casualty units. Plans are underway to "turn" non-casualty units quicker.

Maintenance Report: The report reflected an average work order completion rate of 99% for July 2022 - May 2023.

Resident Services Report: The report reflected programs and services for May 2023.

The reports were reviewed and discussed.

B. HCV Department
Commissioners were given a copy of the HCV Department report. The report reflected vouchers leased through May 2023. The report was reviewed and discussed.

C. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. Secretary/Treasurer Tolbert reviewed the report. The report provided an update on managed agencies, staffing, 2023 conference schedules, and other miscellaneous information.

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, 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 1:54 pm.