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AHA Minutes - 06/10/2025

MINUTES

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

June 10, 2025

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Annual Meeting on Tuesday, June 10, 2025. 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 12:08 PM by Secretary/Treasurer Sharon Tolbert.

ROLL CALL

Board Members Present: Rene Waldrop, Deborah Hand, and Marguerite White
Board Members Absent: Nolan Torbert and Robert Smith
Others Present: Sharon Tolbert (Secretary/Treasurer), Wendy Cochran (COO - virtual) and Michael Syme (Attorney - virtual)
APPROVAL OF THE AGENDA

Secretary/Treasurer Tolbert asked if there were any changes to the Agenda. There were no changes. Secretary/Treasurer Tolbert asked for a motion to approve the Agenda. Commissioner White moved that the Agenda be approved. Commissioner Hand seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the Agenda approved.

APPROVAL OF MINUTES

Secretary/Treasurer Tolbert asked if there were any corrections to the April 29, 2025, Regular Meeting Minutes. There were no corrections. Secretary/Treasurer Tolbert asked for a motion to approve the Minutes. Commissioner White moved that the Minutes be approved. Commissioner Waldrop seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

UNFINISHED BUSINESS

A. Affordable Housing Update
There were various discussions regarding the proposed redevelopment.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity: April 2025
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements for April 2025.

B. AHA Business Activity: March - April 2025
Commissioners were provided a copy of the Business Activity's March - April 2025 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

C. Multifamily Housing Department: AHA Development LLC: April 2025 
Commissioners were provided a copy of the AHA Development LLC's March - April 2025 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

D. Housing Choice Voucher Department: March - April 2025
Commissioners were provided a copy of the HCV Department's March - April 2025 Income and Expense Comparison Report and Board Operating Statement/Budget Report. 

Wendy Cochran (COO) reviewed all financial reports. There were various discussions regarding the reports.

Secretary/Treasurer Tolbert asked for a motion to accept the March - April 2025 financial reports. Commissioner Waldrop moved to accept the financial reports. Commissioner White seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the acceptance of the financial reports approved.

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

NEW BUSINESS
A. Resolution FYE2025-024: FYB2025 Budget - Business Activity Resolution FYE2025-024 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the FYB2025 budget for the Business Activity. The budget was reviewed and there were various discussions.

Secretary/Treasurer Tolbert asked for a motion to approve Resolution FYE2025-024. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the resolution approved.

B. Resolution FYE2025-025: FYB2025 Budget - AHA Development LLC
Resolution FYE2025-025 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the FYB2025 budget for AHA Development LLC. The budget was reviewed and there were various discussions.

Secretary/Treasurer Tolbert asked for a motion to approve Resolution FYE2025-025.
Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the resolution approved.

C. Resolution FYE2025-026: FYB2025 Budget - Housing Choice Voucher Program
Resolution FYE2025-026 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the FYB2025 budget the Housing Choice Voucher Program. The budget was reviewed and there were various discussions.

Secretary/Treasurer Tolbert asked for a motion to approve Resolution FYE2025-026. Commissioner White moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the resolution approved.

D. Resolution FYE2025-027: AHA Development LLC Tenant Write-Offs
Resolution FYE2025-027 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the tenant write-offs for AHA Development LLC for $1,964.70. The write-offs were reviewed and there were various discussions.

Secretary/Treasurer Tolbert asked for a motion to approve Resolution FYE2025-027. Commissioner White moved that the resolution be approved. Commissioner Waldrop seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the resolution approved.

E. RESOLUTION FYE2025-028: Elect 2025 - 2026 Chairperson and Vice Chairperson
Resolution FYE2025-028 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided a copy of the resolution and  supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to elect a Chairperson and Vice Chairperson for July 1, 2025 - June 30, 2026. Commissioner Robert Smith was nominated Chairperson and Commissioner Nolan Torbert was nominated Vice Chairperson. There were various discussions.

Secretary/Treasurer Tolbert asked for a motion to approve Resolution FYE2025-028 to approve the nominations for Chairperson and Vice Chairperson. Commissioner White moved that the resolution be approved. Commissioner Hand seconded said motion and all members voted aye. Secretary/Treasurer Tolbert declared the resolution approved.

F. Next Meeting
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL on Tuesday, July 29, 2025.

DEPARTMENT AND MISCELLANEOUS REPORTS
A. Multifamily Housing and Modernization (MOD) Department
Commissioners were given a copy of the Multifamily Housing and MOD Department Report.
The report reflected units leased, work orders completed, and MOD unit updates through May 2025, and other updates. The report was reviewed and there was discussion.

B. Housing Choice Voucher (HCV) Department
Commissioners were given a copy of the HCV Department Report. The report reflected vouchers leased through May 2025. The report was reviewed and there was discussion.

C. Human Resources Department
Commissioners were given a copy of the Human Resources Department Report. The report reflected staff updates, promotions, separations, restructuring, vacancies, and other updates. The report was reviewed and there was discussion.

D. Resident Services Report
Commissioners were given a copy of the Resident Services Report. The report reflected resident activities and events for May 2025. The report was reviewed and there was discussion.

E. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report included HUD and compliance camera updates, upcoming events, the 2025 conference schedule, and other relevant 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, Secretary/Treasurer Tolbert asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned, Commissioner White seconded. The meeting was adjourned at 1:32 PM.