SHA August 28, 2023 Board of Commissioners Meeting Minutes

Special Note: Please be advised that due to technical difficulties beyond SHA's control, the August 2023 board meeting failed to be recorded on Microsoft Teams; therefore, the minutes were recalled by staff members who were present at the August 28th board meeting. We were, however, unable to confidently recall who made motions and seconded the motions under the New Business section of the board meeting. All three new business agenda items were passed unanimously.

MINUTES
REGULAR MEETING OF THE
BOARD OF COMMISSIONERS OF THE
SANFORD HOUSING AUTHORITY
MONDAY, AUGUST 28, 2023, AT 6:00 P.M.
317 CHATHAM STREET SANFORD, NC 27330

Board of Commissioners Meeting Monday, August 28, 2023

BOARD MINUTES

A meeting of the Board of Commissioners for Sanford Housing Authority was held on Monday, August 28, 2023, at 6:00 p.m. at SHA Central Office, 317 Chatham Street, Sanford, NC 27330. Notice of this meeting was duly posted.

1. Roll Call:

ATTENDANCE:

Commissioner Hope White, Chairperson
Commissioner Carolyn Gilchrist
Commissioner Karen Wicker
Commissioner Aeschliman

ABSENT:

Commissioner William Newby
Commissioner Erin Britton

2. APPROVAL OF MINUTES:

Ms. White asked for a motion to be made to approve the board minutes from the July 24, 2023, regular board meeting and the August 2, 2023, special board meeting. She said that because the board was just seeing the board minutes, they could approve the minutes and if they need to revise them, they would. needed, they would. Dr. Wicker made a motion to adopt the July 24, 2023, regular board minute minutes and the August 2, 2023, special board meeting minutes and Ms. Gilchrist seconded the motion. All were in favor; the motion passed unanimously.

3. Financial Report

Jake stated that currently, we are IO months into the fiscal year. Jake referenced the Income Statement Summary for the organization. He stated that the COCC is running at a $40,921 loss compared to what was budgeted to be a $154,946 loss. Jake attributes the COCC not being at a larger loss as projected because of the $80,000 that was received back from the Concourse Group. He stated that also there is some other shortfall money that we qualify for in the amount of $90,000. Also, Mr. Goodson stated that we are nearing the first round of shortfall for the new fiscal year.

4. Public Comments

Mr. Mark Stewart came to introduce himself and find out what SHA's plans were for Stewart Manor. Mr. Stewart said that Stewart Manor is named after his late father, and he just wanted to know the plans for it because the community needs it. Ms. White said that Mr. Goodson just started advertising to get a co-developer to help share with this huge undertaking to redevelop Stewart Manor. Mr. Goodson said that since he has been back, he has never spoken about demolishing Stewart Manor. He said that it is a good building, and the community needs the 99 units. Ms. White explained that the condition of the building and the need for mold abatement and other issues caused us to close Stewart Manor. She said that it is an elderly/disabled property, and we are taking our time to get the right co-developer and if the co-developer wants to change the purpose of the facility, we are open to listen. Mr. Goodson said that the deadline to receive RFQs is mid-September.

5. Resident Services Report

Shkera reported that Family Day was a success; she said that we were able to give out about 1200 pounds of food to our residents. She said that the next event is National Night Out on October 3rd. Shkera said that it will be held on Garden Street. Ms. White asked if we would consider having it at multiple locations. Mr. Goodson stated that we would consider having the event at multiple properties. Mr. Goodson said that he has met with Tonya and Shkera regarding the planning of this event and will be meeting again next week. Ms. White asked to be a part of that meeting and Mr. Goodson said he would let her know when the meeting will take place. He said that the staff would be helpful. Ms. White asked if we could let the staff know well in advance that they are expected to help with this event. Ms. White asked how many food vendors there would be and Shkera said one. She said that there would also be live local entertainment.

Ms. White asked Shkera if she had reached out to the city to get the hotdogs donated. Shkera said that she did not. She said that last year, the city was there, and no one told her about the hotdogs. Ms. White said you have to ask the right people. She asked Mr. Haire, City Council Liaison, how many hot dogs he could get. Mr. Haire asked where it would be held and how many. Ms. White said they would have to get back to him once they meet about the event next week.

6. Public Housing and Maintenance Reports

Linden Heights, Utley Plaza, Foushee Heights

Michelle Walker reported that they are in the process of purging their wait list. She said that they are preparing to call people who qualify as we get the units turned in. She said that the contractors Sherri brought here to do the turns are doing a great job turning the units.

Stewart Manor & Harris Court

Ms. White asked about an after-hours work order for Stewart Manor. Anesha explained that it was to open the door for a contractor and that Sherri is working with maintenance to better decide what constitutes an emergency.

RAD (LIHTC) Housing & Maintenance Reports

Danielle stated that she has about 2 applicants who are ready to fill two of the units. She said that they are working to build back up her waitlist because they have exhausted it; however, they have had an influx of people coming in to apply lately. She said that they are now conducting group interview sessions so that they can give the information to a larger group of people instead of one-on-one which was holding them up. She said that Sherri recommended that they do this so that they can get more people processed quicker. Ms. White asked if that was a violation of privacy. Danielle explained that they are going over general information, not personal information. Sherri explained that they are working hard to clear the board that has the vacancies and when they do, she will start to give the report for the property managers.

HCV Report

Keren asked if there were any questions about the report. There were no questions.

Development & Modernization Report & Interim CEO's Report

Mr. Goodson reiterated that we are expecting some proposals for the RFQ for Stewart Manor. He said that they are due mid-September.

7. New Business

Resolution Approving the Revision to the Public Housing Flat Rents

Ms. White asked a board member to read the suggested motion to approve the public housing flat rents. All were in favor; the motion passed unanimously.

Resolution Approving the Revision to the Public Housing Utility Allowances

Ms. White asked a board member to read the suggested motion to approve the public housing utility allowances. All were in favor; the motion passed unanimously.

Resolution Approving the 2024 SHA Annual Plan

Ms. White explained that this is usually a long plan that the agency must do on an annual basis.

Ms. White asked a board member to read the suggested motion to approve the public housing Annual Plan. All were in favor; the motion passed unanimously.

8. Board of Commissioners' Comments

Ms. White asked for the list of outstanding balances list that she requested at the last board meeting. The list was passed out to the board members. Ms. White asked about the fact that we owe Kennedy over $17,000 and that we have over a $6,000 balance with Two Men and a Truck. She asked what the Two Men and a Truck balance was from, and Mr. Goodson said that it was from our move to the new COCC office space. She stated that we need to get the balances paid because she does not want them contacting the mayor again because we have not paid them. Mr. Goodson asked Anesha if she had been in communication with Two Men and a Truck, she replied no, because it was signed off on and she thought that the invoice for moving the COCC had already been paid.

Ms. White asked why the Kennedy invoice was so high and Mr. Goodson stated that it was due to us getting furniture for the new COCC office space. He mentioned the new receptionist desk, the new conference chairs as well, and other items needed for the new space to explain the invoice being high. The total of outstanding invoices was $665,123.8 l. Mr. Goodson said that we will be able to pay some of the invoices once we get the $100,000 for the land sold to the NC Department of Transportation and other income from the shortfalls. He said that he does communicate with the vendors about the outstanding invoices. Ms. White also asked about the contract list and Anesha replied that we had compiled that list as well and could print it out; however, Ms. White and Mr. Goodson agreed that they would meet regarding the contracts. Ms. White asked if any that had expired were pertinent and Anesha and Sherri replied, no. Mr. Goodson said they could discuss the contract list during their National Night Out planning meeting next week.

9. Public Comments

There were no public comments.

10. Closed Session

There was no close session.

11. Adjournment

The meeting ended at 7:05 pm

Attest Marcus D. Goodson