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AHA Minutes - 07/29/2025

MINUTES

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

July 29, 2025

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama had its Regular Meeting on Tuesday, July 29, 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 Regular Meeting was called to order at 12:08 PM by Chairperson Robert Smith.

ROLL CALL

Board Members Present: Rene Waldrop, Deborah Hand, Robert Smith and Marguerite White
Board Members Absent: Nolan Torbert
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), Wendy Cochran (COO-virtual), and Michael Cohan (Attorney)

APPROVAL OF THE AGENDA

Chairperson Smith asked if there were any changes to the Agenda. There were no changes. Chairperson Robert Smith 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. Chairperson Robert Smith declared the Agenda approved.

APPROVAL OF MINUTES

Chairperson Robert Smith asked if there were any corrections to the June 10, 2025, Annual Meeting Minutes and the June 30, 2025, Special Meeting Minutes. There were no corrections. Chairperson Robert Smith asked for a motion to approve the Minutes. Commissioner Waldrop moved that the Minutes be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Robert Smith declared the Minutes approved.

EXECUTIVE SESSION

Chairperson Smith asked for a motion to go into Executive Session to discuss the CEO's employment contract. Commissioner Waldrop moved that Board goes into Executive Session. Commissioner White
seconded said motion and all members voted aye. The Board met in Executive Session beginning at 12:10 PM to discuss the CEO's employment contract. The Executive Session ended at 12:33 PM with no action taken. Chairperson Smith thanked Secretary/Treasurer/CEO Tolbert for her hard work and dedication to the AHA. There was various discussions regarding Secretary/Treasurer/CEO Tolbert's exemplary performance.

Commissioner Waldrop moved that Secretary/Treasurer/CEO Tolbert receives the noted salary increase which is outlined in the contract. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the motion approved. Secretary/Treasurer/CEO Tolbert thanked the Board for the generous salary increase and continued support. 

PUBLIC COMMENTS

There were no public comments.

UNFINISHED BUSINESS

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

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

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

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

D. Housing Choice Voucher Department: May 2025
Commissioners were provided a copy of the HCV Department's May 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.

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

NEW BUSINESS
A. Resolution FYE2026-001: AHA Development LLC 2025OCAF Resolution FYE2026-001 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the AHA Development LLC 2025 OCAF. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2026-001. Commissioner Waldrop moved that the resolution be approved. Commissioner White seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2026-002: 2025 CDBG Grant
Resolution FYE2026-002 was introduced by Chairperson Smith. Commissioners were provided a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the City of Auburn's 2025 CDBG grant award for $6,000 to support the Resident Enrichment Program. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2026-002. Commissioner White moved that the resolution be approved. Commissioner Hand seconded said motion and all members voted aye. Chairperson Smith declared the resolution approved.

C. Next Meeting 
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL on Tuesday, August 26, 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, MOD unit updates through June 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 June 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, separations, 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 June 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.

Commissioner White provided the Board with updates from the 2025 SERC-NAHRO Annual Conference.

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 1:29 PM.