September 23, 2025 Meeting Minutes

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

Commissioners Absent:

• Marilyn J. Harris, Vice Chair

Staff and Guests attending the meeting included the following:

Staff:

• Julie Davis, Executive Director
• Sarah Rivers, BHA Properties Administrator
• Willie Mae Simmons, BHA Resident Initiatives Manager
• Tameca Pizarro, BHA FSS Coordinator
• Vokki Moultrie, BHA Administrative Assistant

Guests

• Ronald Scott, Legal Counsel, Haynesworth, Sinkler, Boyd, P.A.
• Joseph Dickey, Legal Counsel, Haynesworth, Sinkler, Boyd, P.A.
• Kevin & Wendy Conroy- Citizen, City of Beaufort
• Al & Jane Davis- Citizen, City of Beaufort
• Kevin Riordan-Citizen, City of Beaufort
• Tammy Colyer-Citizen, City of Beaufort
• Mitchell Black, Reporter, Post & Courier

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 of Information 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
Wendy Conroy spoke on behalf of residents of Euhaw Street in Beaufort, expressing concerns about BHA property at 504 Euhaw Street that was damaged by fire on August 18, 2025. She asked about the timeline for remediation or demolition. Director Davis reported that BHA is working with local authorities, completing required inspections, and has initiated the insurance claim process. Quotes for demolition, including permitting, are being requested. Ms. Conroy asked to be kept informed on the procurement process and timeline and thanked BHA for the update.

Executive Director's Report
Financial Update. Director Davis stated that most recent financials were circulated previously to the Board of Commissioners for July 2025. In addition to credit card statements, financial dashboards for each program and a monthly financial overview prepared by the fee accountant.

Upcoming Deadlines. Director Davis informed the Board of Commissioners of several upcoming deadlines: 2025 FYE Close Out-ASAP, SCPHCFP Work Close Out-September 30, 2025, SF-424 Operating Fund Grant-October 21, 2025, 2025 HCV Shortfall Grant-October 6, 2025, FSS Grant-October 29, 2025, the SEMAP Submission-November 30, 2025, and SCPHCFP Disbursement Close Out-November 30, 2025.

Financial Operations Administrator Position. Ms. Davis stated BHA has two qualified candidates interested in the Financial Operations Administrator position that are being considered for a third interview.

General Information -504 Euhaw Street- Ms. Davis confirmed the information provided at the beginning of the meeting regarding the incident at 504 Euhaw and said she would continue to keep the Board of Commissioners updated on the process. Additionally, a fire occurred on August 23, 2025, at Sandalwood Terrace, Unit 130 and the Hilton Head Island Fire Rescue responded. The contributing factor was determined as a mechanical failure, malfunction, or other related to the ventilation bathroom fan. BHA recently received the Incident Report from HHIFR by completing a FOIA rescue. BHA was in the process of filing a claim with the SCIRF for the damage. She indicated that both 504 Euhaw and Sandalwood Unit 130 would be taken offline.

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 91, subject to change.

NSF. SC Housing completed an onsite compliance inspection of the NSP homes and tenant files on July 30 & 31, 2025. BHA staff submitted all corrective actions and received a clearance letter of compliance on September 22, 2025, for the NSP Program.

South Carolina Public Housing Capital Fund Program. Director Davis indicated that 86% of the work was completed and BHA was on track to be 100% complete by the end of the month.

10 Quail Ridge Drive. Ms. Davis provided an update regarding a program participant which resides at 10 Quail Ridge Drive BHA provided accommodations the week of September 2. BHA completed repairs in the approximate amount of $12,000.00.

Annual Evaluations. A new Annual Employee Performance Evaluation was created in accordance with the BHA Personnel Policy and Procedures. Annual evaluations for staff members under the Executive Director have been completed for FYE2025. Employees who received an "Meets Expectations" rating are subject to a 2% COLA. Employees who exceed expectations with "more than expected" or "outstanding" were eligible to a merit one-time payment up to 3%.

Resident Initiatives & Community Engagement & Training. Two program participants were awarded Carolina Council Scholarship Funds and two won the 2025 Poster Contest at the CCHRCO Annual Conference in August, Willie Mae Simmons, Resident Initiatives Manager, accepted the awards on behalf of BHA. BHA will keep the Board updated on an upcoming event to honor the participants awarded.

Ms. Davis stated that Montgomery Architecture & Planning, Inc. inquired whether BHA would be interested in purchasing their building and property located at 404 Ribaut Road. Adjacent to 410 and 412 Ribaut Road. She indicated she made a site visit and toured the property and building. She will follow up with the Commissioners with additional information.

Ms. Davis stated that several of BHA's developments were in dire need ofrepositioning, especially Sandalwood Terrace. Repositioning updates will be forthcoming; however, BHA may need to consider alternative options to address concerns in the interim.

FYE 2025 BHA Accomplishments. Attached hereto as EXHIBIT A-Board of Commissioners Meeting September 23, 2025, FY 2024-2025 BHA Accomplishments.

Old Business
FYE 2026 Annual Budget. Ms. Davis presented the FYE 2026 Annual Budget to the Board of Commissioners and requested approval. She indicated HUD required a Resolution from the Board of Commissioners of its approval by September 30, 2025. After discussion, Commissioner Achurch moved to approve the FYE 2026 Annual Budget, subject to legal review, and Commissioner Warley provided the second. The Board voted unanimously in favor of the motion.

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

1. Discussion of Personnel and Legal Matters related to the Executive Director - 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 Achurch moved to authorize the Board Chairman to execute the Settlement and Release Agreement as discussed in Executive Session under advice of legal counsel. Commissioner Warley 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 October 15, 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 7:28 p.m.