Housing Authority of Lafourche Parish

Housing Authority of Lafourche Parish Minutes of the Special Meeting Housing Authority of Lafourche Parish The special meeting of the Board of Commissioners was held on September 15, 2025 at 12:00pm at the office of the local authority located at 3920 Peggy St. Raceland, LA. The Chairman then called roll and those present and absent were as follows: PRESENT: Phyllis Major, Morris Guidry, Greg Johnson ABSENT: Carol Araujo, Christopher Richardson There also present was Erial Branch, Executive Director; Chad Pruitt, Maintenance Foreman; Mindy Danos, Assistant Director The Chairman then ordered that the following Waiver and Consent be spread upon the minutes: We the undersigned, do hereby accept notice of this Special Meeting waiving any and all irregularities in the service of notice and do hereby consent and agree that the Board of Commissioners of the Housing Authority of Lafourche Parish, shall meet at 12:00pm on the 15th day of September, 2025 for the following purpose: Architect's Contract, Budget FYE 2026, Board Member Removals, Updated Policies, Write Offs, and any and all other business that may come before the board. Commissioner Major, Commissioner Johnson, Commissioner Guidry. There being a quorum present, the following business was transacted: Commissioner Johnson motioned to approve of and dispense of the minutes of the June 30th meeting. Commissioner Major seconded. Motion carried. Ms. Branch started the meeting by getting approval for the architect's contract for the capital funds program. The contract had been mailed or emailed prior to the meeting for the Board's review. Ms. Branch went over the contract and asked the Board if they had any questions. The Board was ok with the contract and gave Ms. Branch authorization to sign GFP's contract. Ms. Branch moved on to the FYE 2026 budget. Ms. Branch stated that she sent the budget previously but she had a new budget to review. The first budget had a deficit of about $40,000. She and the fee accountant had discussed the amount for protective services. There was a misunderstanding about the COPPs officer's role. The amount was lowered. Ms. Branch mentioned that the Authority had over 1.4 million in operating reserves. She also mentioned some was from insurance proceeds. She pointed out the loss for the current year for non-routine expenses. Those were hurricane related expense. Mr. Johnson asked was the agency done paying the consultants. Ms. Branch stated no because they were still working on City Place. Ms. Branch mentioned that the agency scored 12 for the quick ratio and 11 for the MENAR ratio. The agency has enough expendable funds to cover average expenses for 13 months. Ms. Branch went over the salaries and explained they are increased for the annual raise and overtime is added for maintenance. Ms. Branch stated there was an increase in the office supplies budget from the previous years. The agency has plans to go paperless. New scanners, computers, and a kiosk for the lobby will be purchased to help with that goal. Mr. Johnson questioned the flood insurance amount. He suggested that be raised and the property insurance be lowered. Ms. Branch stated that might put the budget in a deficit. The Board was ok with that. Mr. Johnson mentions he knows of some properties in New Orleans where the property insurance went down but the liability insurance went up. It's something we have to pay attention to because you never know. Ms. Branch stated it could be revised. Mr. Johnson asked what was other maintenance costs. Ms. Danos explained it was the unit turnarounds. The agency would get help from a contract worker if needed. Commissioner Major asked was there more than one. Ms. Branch stated it has one contractor that helps in Thibodaux. There is one maintenance man for those two sites. Ms. Branch stated that the office supply budget could be reduced. The computers could wait. Mr. Johnson stated the agency needed to be modern. The computers could stay. Mrs. Danos mentioned that she contacted the software provider about going paperless and memory. They stated most of the information is stored with them, but we would need to back it up if the agency stopped services. Ms. Major thinks the kiosk is a good idea. Ms. Branch asked for approval of resolution 575-approval of the FYE 2026 operating budget. Commissioner Johnson motioned to approve Resolution 576 and Commissioner Major seconded. Ms. Branch spoke about needing to replace two Board members. Mr. Richardson never attends meetings. She asked if they all agreed to remove him. Commissioner Major asked about Ms. Araujo. Ms. Branch stated that she had to have an election for a new tenant Board Member. Ms. Araujo moved out awhile back. An election was not needed because only one person applied. Mr. Johnson asked was the position advertised. Ms. Branch stated she had sent a letter to all tenants about a vacant tenant board member position and an election. Commissioner Johnson thought more would apply and Commissioner Major thought the person had to have interest. Ms. Branch stated she would be sending the application from the tenant to the Parish. Commissioner Guidry, Major, and Johnson all agreed to have Mr. Richardson removed, and to contact the Parish for new appointments. Ms. Branch discussed policy updates. Ms. Branch stated she contacted HUD for guidance on sending tenants to collections. HUD asked what did the policy state. Ms. Branch stated not much. It had one sentence in the ACOP. HUD advised to get a new policy and publicly announce it. Ms. Branch stated she would send notices to the tenants and have a 45-day comment period. Ms. Branch passed out the proposed Vacated Tenant Policy to the Board for review. The vacated tenants will get 90 days from the move-out statement date to pay before being sent to collections. Commissioner Major asked did they need to accept it. Ms. Branch stated she would ask for a resolution after the comment period at the next meeting. Ms. Branch stated Mrs. Danos had discussed a problem and idea with her. Staff would line units up to be leased, and then the applicant would change their mind. It was slowing down the leasing of units. Ms. Danos stated that the staff would give the applicants three days to lease up, and they would not have the deposit or they could not get utilities turned on in their name. The staff started lining up the vacant units based on maintenance staff's estimated turnaround time. This could be fourteen to thirty days or longer in some cases. Ms. Danos stated that the applicants were still holding up units with more time. The applicants would still show up without clearing their utility debt or not having the deposit. Some applicants would change their mind and not show up at all. The process of pulling applicants off the waiting list would start all over. She proposed a new Lease-Up Deposit and Utility Clearance Policy. The applicant would forfeit their deposit if they failed to clear a debt or changed their mind. She thinks it will help house the applicants who really want to be housed and deter those who are not serious. Mr. Johnson asked how much was the deposit. Mrs. Danos stated $300.00. Mr. Johnson asked when would they contact the utility provider. Mrs. Danos stated when they came in to pay the deposit. Mr. Johnson asked did they have to sign anything. Mrs. Danos stated yes, and she had given everything to Ms. Branch for her review. Ms. Branch stated she had everything and the proposed policy would have a public hearing and comment with the vacated tenant's policy. Ms. Branch, Mrs. Danos and the Board reviewed the write offs. The amount was a decrease from the past write off amounts. Ms. Branch asked for approval of Resolution 576- write-off of $4,280.89 in bad debts. Commissioner Major motioned to approve. Commissioner Guidry seconded. With no further business to discuss, Commissioner Guidry motioned to adjourned. Commissioner Major seconded. Meeting adjourned 12:24pm Erial Branch Secretary Publication Dates LLOU0383010 $