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AHA Minutes - 11/18/2025

MINUTES

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

November 18, 2025

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama, had its Regular Meeting on Tuesday, November 18, 2025. The meeting was held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL 36832.

CALL TO ORDER

The Board of Commissioners' Regular Meeting was called to order at 12:01 PM by Chairperson Robert Smith.

ROLL CALL

Board Members Present: Rene Waldrop, Deborah Hand, Robert Smith, Nolan Torbert, and Marguerite White
Board Members Absent: None
Others Present: Sharon Tolbert (Secretary/Treasurer), Tabitha Griffin (Staff), and Wendy Cochran (Staff)

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 to approve the agenda. Commissioner Torbert seconded the 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 October 7, 2025, Regular Meeting Minutes. There were no corrections. Chairperson Robert Smith asked for a motion to approve the Minutes. Commissioner Torbert moved to approve the Minutes. Commissioner White seconded the motion, and all members voted aye. Chairperson Robert Smith declared the Minutes approved.

PUBLIC COMMENTS

There were no public comments.

EXECUTIVE SESSION

The Board did not meet in Executive Session.

UNFINISHED BUSINESS

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

FINANCIAL REPORTS

A. Accounts Receivable Report: Business Activity: July - September 2025
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements for July - September 2025.

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

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

D. Housing Choice Voucher Department: July - September 2025
Commissioners were provided with a copy of the HCV Department's July - September 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 the file size, detailed financial reports were emailed to the Board prior to the meeting.

NEW BUSINESS
A. Resolution FYE2026-012: HCV 2026 Payment Standards
Resolution FYE2026-012 was introduced by Chairperson Smith. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the HCV 2026 Payment Standards. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2026-012. Commissioner Waldrop moved to approve the resolution. Commissioner White seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2026-013: Bylaws Revision
Resolution FYE2026-013 was introduced by Chairperson Smith. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the Bylaws revisions. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2026-013. Commissioner Waldrop moved to approve the resolution. Commissioner Hand seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

C. Resolution FYE2026-014: Vehicle Write-Offs
Resolution FYE2026-014 was introduced by Chairperson Smith. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the vehicle write-offs. There were various discussions.

Chairperson Smith asked for a motion to approve Resolution FYE2026-014. Commissioner Waldrop moved to approve the resolution. Commissioner White seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

D. Resolution FYE2026-015: FYE2025 Performance Criteria and Award
Resolution FYE2026-015 was introduced by Chairperson Smith. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution is to approve the FYE2025 Performance Criteria and Award There were various discussions and modifications made.

Chairperson Smith asked for a motion to approve Resolution FYE2026-015 with modifications. Commissioner Waldrop moved to approve the resolution. Commissioner Torbert seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

E. Next Meeting
The next Regular Meeting will be held at the Auburn Housing Authority located at 931 Booker Street, Auburn, AL, on Tuesday, January 27, 2026.

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 October 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 October 2025, and other updates. 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, vacancies, transfers, improvement plans, 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 October 2025. The report was reviewed and there was discussion.

E. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report included updates on HUD and compliance cameras, upcoming events, the 2026 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, Chairperson Smith asked for a motion to adjourn. Commissioner Waldrop moved that the meeting be adjourned, and Commissioner White seconded the motion. The meeting was adjourned at 1:29 PM.