may-5-2025-board-meeting-minutes

Minutes
Benson Housing Authority
BHA Conference Room
Board of Commissioners Regular Meeting
Monday, May 5, 2025
5:30 p.m.

1. Call Meeting to Order - Chairman Bell
   Chairman Bell declared a quorum and called the meeting to order at 5:30 pm.
   
   
2. Roll Call - Chairman Bell
   Chairman Donnell Bell called the roll with the following commissioners present, Donnell Bell, Cleo McKinnon, Keith Langdon, Hazel Nelson, Florese White, Justin Powell and William Godwin. Director Allen Brown was present. Chairman Bell gave an opening prayer
   
   
3. Consent Agenda Items - Chairman Bell - Tab 1
   1. Consider approving Minutes for March 3, 2025 Regular Meeting
   2. Consider Vacancy report
   3. Consider Checks Paid Report
   4. Consider Benson Police Department Incident Report
   5. Consider CCHRCO Spring Workshop for Director Brown
      
      Request Action:
      Commissioner McKinnon made a motion to accept the consent agenda as presented; a second was given by Commission Nelson. There was no discussion, the motion was approved.
      
      
4. Public Comment - Chairman Bell
   
   
5. Old Business - Chairman Bell
   
   
6. New Business - Chairman Bell
   1. Consider March 2025 Financial Statements - Tab 3
      Allen Brown, Executive Director
      Director Brown presented the March 2025 Financial Statement. There were no questions or concerns.
      
      
   2. Consider updating Records Retention Policy - Tab 4
      Allen Brown, Executive Director
      Request Action: Director Brown presented the BHA Records Retention Policy for review and updating. There were no revisions or changes. Commissioner Langdon made a motion to approve a Resolution to update the Records Retention Policy. A second was given by Commissioner Powell. There was no further discussion, the motion was approved.
      
      
   3. Consider Credit Card Policy - Tab 5
      Allen Brown, Executive Director
      Request Action: Director Brown presented the proposed Credit Card Usage Policy. The policy outlines guidelines for authorized users, permitted expenditures, documentation requirements, monthly reconciliation procedures, and consequences for misuse. Commissioner Langdon pointed out that the policy did not give authorization to Commissioners. Director Brown will make the corrections to the policy. Commissioner Powell made a motion to approve a Resolution to approve the Policy with the correction. A second was given by Commissioner Nelson. There was no further discussion, the motion was approved.
      
      
   4. Consider Options on Explorer - Tab 6
      Allen Brown, Executive Director
      Director Brown presented a report on the maintenance shop car. The subject vehicle is a 2010 Ford Explorer with significant age. After a recent inspection and mechanical evaluation, it has been determined that the vehicle requires extensive repairs to remain in safe, operable condition. Given the severity and cost of the required repairs relative to the current value of the vehicle, replacement is strongly recommended. Director Brown recommended purchasing a new truck though the North Carolina State Contract. Commissioner Langdon made a motion to approve a Resolution to purchase a new truck through the NC State Contract. A second was given by Commissioner Nelson. There was no further discussion, the motion was approved.
      
      
7. Executive Director Report - Allen Brown
   Allen Brown, Executive Director
   Director Brown presented the Executive Director Report
   
   
8. Board of Commissioners Report / Comments - Commissioners
   Commissioner McKinnon made suitable comments concerning the Commissioners' Conference, she said that she really enjoyed it, and it was very informative. Commissioner Powell also made suitable comments on the conference, especially the roundtable discussion the last day. Commissioner Bell was glad to see everyone and looked forward to seeing everyone at the next meeting. No further comments.
   
   
9. Adjournment - Chairman
   With no further business to come before the board, the meeting adjourned at 6:00 p.m.