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AHA Minutes - 07/21/2026

MINUTES

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

July 21, 2026

The Board of Commissioners of the Housing Authority of the City of Auburn, Alabama, had its Regular Meeting on Tuesday, July 21, 2026. 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 12:00 PM by Chairperson Smith.

ROLL CALL

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

APPROVAL OF THE AGENDA

Chairperson Smith asked for a motion to revise the Agenda to move the Unfinished Business and New Business items after Public Comments. Commissioner Torbert moved that the revised Agenda be approved. Commissioner Waldrop seconded said motion and all members voted aye. Chairperson Smith declared the revised Agenda approved.

APPROVAL OF MINUTES

Chairperson Smith asked if there were any corrections to the June 23, 2026, Annual Meeting Minutes.  There were no corrections. Chairperson Smith asked for a motion to approve the Minutes. Commissioner Waldrop moved that the Minutes be approved. Commissioner Torbert seconded said motion and all members voted aye. Chairperson 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 the Board go into Executive Session. Commissioner Torbert seconded said motion, and all members voted aye. The Board met in Executive Session from 12:02 PM to 12:17 PM with no action taken.  

Chairperson Smith thanked Secretary/Treasurer/CEO Tolbert for her hard work and dedication to the AHA. There were various discussions regarding Secretary/Treasurer/CEO Tolbert's exemplary performance.
Commissioner Waldrop moved that Secretary/Treasurer/CEO Tolbert receive the noted salary increase, which is outlined in the contract, with a modification to the contract. Commissioner Torbert 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
Secretary/Treasurer Tolbert provided an update about the proposed Ridgecrest redevelopment. There were various discussions.

B. Resolution FYE2026-034: Employee Handbook Policy Revision
Resolution FYE2026-034 was reintroduced by Secretary/Treasurer Tolbert. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution approves the Employee Handbook revisions. There were various discussions.

Chairperson Smith asked for a motion to approve revising Resolution FYE2026-034 to exclude the Bonus Leave policy from the Employee Handbook revision; however, the CEO may utilize it with discretion. Commissioner Waldrop moved to approve the revised resolution. Commissioner Torbert seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

NEW BUSINESS

A. Resolution FYE2027-001: AHA Development LLC Tenant Write-Offs
Resolution FYE2027-001 was introduced by Secretary/Treasurer Tolbert. Commissioners were provided with a copy of the resolution and supporting documentation. Secretary/Treasurer Tolbert informed the Board that the resolution approves the tenant write-offs for AHA Development LLC in the amount of $2,353.60. The write-offs were reviewed and discussed.

Chairperson Smith asked for a motion to approve Resolution FYE2027-001. Commissioner Waldrop moved to approve the resolution. Commissioner Torbert seconded the motion, and all members voted aye. Chairperson Smith declared the resolution approved.

B. Resolution FYE2027-002: 2026 CDBG Grant
Resolution FYE2027-002 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 City of Auburn's 2026 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 FYE2027-002. Commissioner Waldrop moved that the resolution be approved. Commissioner Torbert 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 25, 2026.

FINANCIAL REPORTS
A. Accounts Receivable Report: Business Activity: May 2026
Commissioners were provided with a copy of the Accounts Receivable Report. The report reflected expense reimbursements for May 2026.

B. AHA Business Activity: May 2026
Commissioners were provided with a copy of the Business Activity's May 2026 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

C. Multifamily Housing Department: AHA Development LLC: May 2026
Commissioners were provided a copy of AHA Development LLC's May 2026 Income and Expense Comparison Report and Board Operating Statement/Budget Report.

D. Housing Choice Voucher Department: May 2026
Commissioners were provided with a copy of the HCV Department's May 2026 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.

DEPARTMENT AND MISCELLANEOUS REPORTS
A. Multifamily Housing and Modernization (MOD) Department
Commissioners were given a copy of the Multifamily Housing Department Report. The report reflected units leased, work orders completed, MOD unit updates through June 2026, 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 2026. 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, the 2026 employee survey, 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 2026. The report was reviewed, and there was discussion.

E. Miscellaneous Report
Commissioners were given a copy of the Miscellaneous Report. The report included 2026 upcoming events and the conference schedule, as well as other relevant information.

F. Commissioner's Communication
Commissioner Torbert gave the Board an update from the 2026 SERC-NAHRO Annual Conference. AHA received the Resident Services Award during the conference for its High School Senior Initiative Program.

Commissioners White, Torbert, Waldrop, and Hand were recognized for their support and attendance at the 2nd Annual Partner Appreciation Luncheon on July 9, 2026. Copies 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 Hand seconded. The meeting was adjourned at 1:08 PM.