August 20, 2025 Meeting Minutes

• Ethan M. James, Chair
• Linda J. Robinsons Commissioner
• John Warley, Commissioner-virtual.
• Janie Glover, Resident Commissioner

Commissioners Absent:

• Marilyn J. Harris, Vice Chair
• William "Will" Achurch, Commissioner

Staff and Guests attending the meeting included the following:

STAFF: Julie Davis, Executive Director
GUESTS:

• Ronald T. Scott, Legal Counsel, Haynesworth, Sinkler, Boyd, P.A.
• Nioka Tompo, BHA Program Participant

Chairman James asked an "Observer" participating by the virtual meeting to state their name for the record twice. The Observer did not state their name. Thereafter, explicit content displayed by the "Observer" appeared on the computer screen. Director Davis informed the Board of Commissioners of the inappropriate content and immediately ended the virtual meeting. The meeting was restarted, no one was in the waiting room to join the meeting, and the explicit content was gone.

Call to Order and Roll Call
Chairman James of the Beaufort Housing Authority called the meeting to order and thanked everyone for being there. He then took roll call, and a quorum was recognized.

Freedom oflnformation Act Statement
Chairman James asked for confirmation that public notification of the meeting was published, posted, and distributed in compliance with the South Carolina Freedom of Information Act. Ms. Julie Davis, Executive Director, confirmed
compliance.

Adoption of Agenda
Chairman James called for a motion to adopt the agenda as presented. Commissioner Warley made the motion and Commissioner Robinson provided the second. The Board voted unanimously in favor of the motion.

Public Comment
Nioka Tompo stated that she lived at 10 Quail Ridge Drive, SC. She indicated she had concerns regarding communications and information. Mr. Tompo indicated concerns about recent inspections and repairs she has reported to BHA for several years to her home. After discussion and review of information, Director Davis provided Ms. Tompo with her card and said she would be immediately in touch. Ms. Tompo was thanked by the Board of Commissioners and Executive Director for bringing the information to their attention.

Executive Director's Report
Financial Update. Director Davis stated that most recent financials were circulated previously to the Board of Commissioners for May and June. In addition to credit card statements, financial dashboards for each program and a monthly financial overview prepared by the fee accountant.

Capital Fund Program. Director Davis informed the Board of Commissioners the 2024 5-Year Action Plan and Annual Statement for the 2024 CF grant award were submitted and approved. She indicated the funds were available for drawdown after obligation. BHA completed the first draw for operations pursuant to CFP guidelines in the amount of $252,893.50. The total grant award was $1,011,574.00.

Financial Operations Administrator Position. Ms. Davis stated BHA has received applications for the position and conducted several interviews. The position is posted on Indeed, Linkedln, Carolinas Council, and SERC-NAHRO. BHA
has also been working with Robert Half who specializes in accounting and finance recruitment, along with consultants.

General Information -504 Euhaw Street- Ms. Davis informed the Board of Commissioners that BHA was notified on the morning of August 18, 2025, by a neighbor that a fire occurred at BHA public housing unit located at 504 Euhaw Street in the City of Beaufort. The neighbor reported the fire occurred approximately 1 :00am. The family of eleven who resided in the home all made it out safely and was currently staying with extended family. BHA filed a claim with the SCIRF the same day as the incident and was cooperating with authorities to conduct the appropriate onsite inspections required. BHA immediately contacted the family and is providing contacts for resources and other assistance. BHA is currently evaluating its programs for immediate rehousing options. 

NSPIRE/REAC. HUD completed an NSPIRE/REAC inspection of the Yemassee Heights AMP on July 29-31, 2025. All life threatening and severe deficiencies were mitigated within the appropriate time frame. HUD reported a preliminary score of 94, subject to change.

NSP. SC Housing completed an onsite compliance inspection of the NSP homes and tenant files on July 31, 2025. The deadline for BHA to respond to any deficiencies with corrective action is September 5, 2025. BHA staff are working
diligently towards the submission.

PHA 2023 PHAS Score Report. Director Davis reported that BHA received a substandard designation on August 15, 2025, based on the FYE 2023 PHAS Score Report, which remains effective through September 30, 2023. BHA scored 76 out of 100 overall, but failed the management indicator by one point, triggering the designation. Upon review, Davis discovered incorrect data on unit availability lowered the occupancy rate used in the report. After recalculating with accurate figures, occupancy increased to 94.16%, qualifying BHA for four additional points. An appeal was submitted to HUD on August 13, 2025. If approved, BHA will pass the management indicator and likely be redesignated from substandard to standard. BHA also submitted a recovery plan to HUD by the required deadline and will keep the Board updated on the appeal process.

Annual Evaluations. Director Davis informed the Board of Commissioners that a new Annual Employee Performance Evaluation was created in accordance with the BHA Personnel Policy and Procedures. Annual evaluations will occur
through the end of the month. Employees who receive an "Expected" rating may be eligible for a 2% COLA. Employees who exceed expectations with "more than expected" or "outstanding" may receive a merit one-time payment up to 3%. Increases and merit payments will occur prior to the end of the fiscal year.

Resident Initiatives and Community Engagement. Director Davis provided an update on the summer lunch program. BHA concluded the program administering approximately 2,430 lunches.

FSS Program. Director Davis informed the Board of Commissioners that BHA has made measurable progress in the Section 8 Homeownership Program. This year, the program has successfully assisted 3 participants in purchasing their own home. In addition, 6 participants have graduated with degrees such as nursing, medical technician, early childhood education, and dental hygienist. FSS Coordinator will present the progress of the programs in detail at an upcoming BOC meeting.

Old Business 
SC Housing Public Housing Capital Fund Program Update. Director Davis informed the Board of Commissioners the total award increased to $587,673.77 and that BHA was on track to have the work completed by the end of September.

Repositioning Update. Ms. Davis informed the Board of Commissioners a Master Development Agreement template was prepared and that BHA and Connelly Development were discussing draft business terms with review from legal counsel and consultants. In addition, Ms. Davis recommended to the Commissioners a special meeting or workshop with consultants and legal counsel to discuss the steps of the RAD Conversion process, organizational structure of LIHTC developments, and various information related to repositioning. Consultants and legal counsel will be available for questions and answers. A meeting was recommended before the end of September.

New Business
Budget Preview. Ms. Davis informed the Board of Commissioners that BHA is working with the fee accountant and consultants on a draft budget for FYE 2026. She indicated the budget will need approval from the Commissioners and must be submitted to HUD by the end ofFY2025/September 30, 2025. A draft budget would be forthcoming.

Executive Session
Chairman James called for a motion to enter a closed Executive Session. Commissioner Warley made a motion to enter Executive Session and Commissioner Robinson provided the second. The Board voted unanimously in favor of the motion.

1. Discussion of Employment Matters-S.C. Code 30-4-70(A)(1).
2. Receipt of legal advice relating to settlement of pending, threatened, or potential legal claim(s)-S.C. Code 30-4-70(A)(2).

Commissioner Warley made a motion to exit Executive Session. Commissioner Robinson provided the second. The Board voted unanimously in favor of the motion. The Board of Commissioners exited Executive Session.

Possible Votes as a Result of Executive Session
Commissioner Warley moved in pursuant to Item 2 of Executive Session on the agenda to authorize the Chairman to execute an agreement by the close of business on August 27, 2025, consistent with the content provided by legal counsel during Executive Session. Commissioner Robinson provided the second. All Board members voted in favor of the motion and the vote passed unanimously.

Questions and Comments; Next Regular Meeting
The Chairman called for any questions or comments. Hearing none, Chairman James stated the next Regular Board Meeting was scheduled for September 23, 2025, and that he would entertain a motion for adjournment.

Adjournment
Commissioner Warley made a motion for adjournment, Commissioner Robinson seconded it, the motion carried, and the meeting adjourned at approximately 6:30 p.m.