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AHA Minutes - 10/31/2023

MINUTES

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

October 31, 2023

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, October 31, 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 Regular Meeting was called to order at 12:04 pm by Chairperson Robert Smith.

ROLL CALL

Board Members Present: Marguerite White, Nolan Torbert, Rene Waldrop, Deborah Hand, and Robert Smith

Board Members Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer), Sandra Sanders (Staff), and Wendy Cochran (Staff - virtual)

APPROVAL OF THE AGENDA

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

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the September 26, 2023 Regular Meeting Minutes and October 5, 2023 Special Meeting Minutes. There were no corrections. Chairperson Smith asked for a motion to approve the Minutes. Commissioner Torbert moved that the Minutes be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith 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 August 2023.

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

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

D. HCV Program: June - August 2023
Commissioners were provided a copy of the HCV Department's June - August 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 various discussion regarding the proposed Ridgecrest redevelopment.

NEW BUSINESS

A. Resolution FYE2024-004: AHA Development LLCA Tenant Write-Offs
Resolution FYE2024-004 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 tenant write-offs in the amount of $651.08.

There was various discussion.

Chairperson Smith asked for a motion to approve Resolution FYE2024-004. Commissioner Torbert moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2024-005: HCV 2024 Payment Standards
Resolution FYE2024-005 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 HCV 2024 Payment Standards. The Payment Standards were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2024-005. Commissioner White moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2024-006: HCV 2024 PBV Utility Allowances
Resolution FYE2024-006 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 HCV 2024 PBV Utility Allowances. The Utility Allowances were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2024-006. Commissioner Torbert moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2024-007: Section 3 Plan
Resolution FYE2024-007 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 Section 3 Plan. The plan was reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2024-007. Commissioner Waldrop moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

E. Resolution FYE2024-008: FYE2023 Performance Award Criteria
Resolution FYE2024-008 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 FYE2023 Performance Award Criteria. The criteria were reviewed and discussed. The Board agreed to revise the criteria to include modifying the executive management's distribution. Per the Board's request, the auditor's FYE2023 review of the HCV program needs to be confirmed.

Chairperson Smith asked for a motion to approve Resolution FYE2024-008. Commissioner Waldrop moved that the resolution be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

F. Technology Update
Secretary/Treasurer Tolbert provided the Board with an update about providing Wi-Fi in each unit at AHA Development LLC, LHA, and RHA. Information was provided for the Phase 2 camera installation.

G. Next Meeting
The next Regular Meeting will be held on Tuesday, November 28, 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 FYE2024 (July 2023 - September 2023). Secretary/Treasurer Tolbert reviewed the report.

Maintenance Report: Commissioners were given a copy of the report which covered activities through FYE2024 (July 2023 - September 2023). Secretary/Treasurer Tolbert reviewed the report.

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

B. HCV Department
Commissioners were given a copy of the HCV Department report. The report reflected vouchers leased through September 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, events, 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, Chairperson Smith asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned, Commissioner White seconded. The meeting was adjourned at 1:30 pm.