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Corrective Action Plans

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Finding 503904 (2024-004)
Material Weakness 2024
The Harry and Jeanette Weinberg Woods, Inc.
MD
Questioned Costs HUD Housing Programs
Management agrees with the finding and recommendation and has reviewed the HUD requirement for replacement reserve funding. Funds have been transferred and will maintain HUD policy of monthly deposits to the replacement reserve.
Management agrees with the finding and recommendation and has reviewed the HUD requirement for replacement reserve funding. Funds have been transferred and will maintain HUD policy of monthly deposits to the replacement reserve.
View Audit 326219 Questioned Costs: $1
Finding 503902 (2024-003)
Material Weakness 2024
The Harry and Jeanette Weinberg Woods, Inc.
MD
Questioned Costs HUD Housing Programs Matching / Level of Effort / Earmarking
Management agrees with the finding and recommendation and has reviewed the HUD requirement for funding. Funds have been transferred and will maintain HUD policy of no unauthorized loans between affiliates.
Management agrees with the finding and recommendation and has reviewed the HUD requirement for funding. Funds have been transferred and will maintain HUD policy of no unauthorized loans between affiliates.
View Audit 326219 Questioned Costs: $1
Finding 503898 (2024-001)
Material Weakness 2024
The Harry and Jeanette Weinberg Woods, Inc.
MD
HUD Housing Programs Eligibility Subrecipient Monitoring
Management agrees with the finding. Managements Plan of Action for Non- Compliance of the HUD Guidelines includes the immediate steps below: 1. Provide additional training and resources to ensure that the staff has a clear understanding of HUD requirements that will include the importance of adherin...
Management agrees with the finding. Managements Plan of Action for Non- Compliance of the HUD Guidelines includes the immediate steps below: 1. Provide additional training and resources to ensure that the staff has a clear understanding of HUD requirements that will include the importance of adhering to procedures and guidelines with a specific focus on the EIV requirements and reporting, along with the timely processing of annual recertifications. 2. Implement increased monitoring and oversight mechanisms to detect and correct compliance issues. 3. Establish clear accountability measures for not following procedures through appropriate corrective actions. 4. Effectively communicate the importance of following procedures to all staff, emphasizing the impact on organizational efficiency and compliance. 5. Encourage a culture of continuous improvement where procedures are regularly reviewed, communicated with the staff and provide regular training of changing circumstances or best practices.
View Audit 326219
Finding 503896 (2024-005)
Material Weakness 2024
The Harry and Jeanette Weinberg House, Inc.
MD
Questioned Costs Cash Management HUD Housing Programs
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
View Audit 326217 Questioned Costs: $1
Finding 503894 (2024-004)
Material Weakness 2024
The Harry and Jeanette Weinberg House, Inc.
MD
Questioned Costs HUD Housing Programs Cash Management
Management agrees with the finding and has transferred the residual receipts. We will ensure transfers are completed going forward.
Management agrees with the finding and has transferred the residual receipts. We will ensure transfers are completed going forward.
View Audit 326217 Questioned Costs: $1
Finding 503892 (2024-003)
Material Weakness 2024
The Harry and Jeanette Weinberg House, Inc.
MD
Questioned Costs HUD Housing Programs
Management agrees with the finding and recommendation and has reviewed the HUD requirement for security funding. Funds have been transferred and will be maintained based on HUD requirements in a separate account from operating funds.
Management agrees with the finding and recommendation and has reviewed the HUD requirement for security funding. Funds have been transferred and will be maintained based on HUD requirements in a separate account from operating funds.
View Audit 326217 Questioned Costs: $1
Finding 503888 (2024-001)
Material Weakness 2024
The Harry and Jeanette Weinberg House, Inc.
MD
Eligibility HUD Housing Programs Reporting
Management agrees with the finding and has implemented the below policies and will continue to train, and connect our team members with the in house HUD Compliance Specialist for support. 1. Move in EIV's - All move in files will be sent to our in house compliance department and Franklin Group has a...
Management agrees with the finding and has implemented the below policies and will continue to train, and connect our team members with the in house HUD Compliance Specialist for support. 1. Move in EIV's - All move in files will be sent to our in house compliance department and Franklin Group has an EIV specialist how follows and tracks all moves for accuracy for all move files and the EIV specialist also sends out the 90 day reminders for all move in. 2. Existing Tenant EIV - It is the policy that all existing tenant EIV & 120-day reports are run per the 4350 guidelines. The Community Manager for Renaissance Gardens has been provided the HUD Trainings and have noted on her daily task reminder from One Site to pull all reports as required. The RM is required during monthly visits to spot check at least 5 existing tenants. 3. Gross Rent Change & Medical Reporting - The policy states that all Gross Rent Changes are to be completed as approved by the new rent schedule - The Community Manager is required to scheduled appointments with all residents to sign the effective gross rent change and file in tenants files, it is also required that residents 50059s are signed and in the file, the Community Manager has taken the latest HUD training with our in house HUD Compliance Manager- The Regional Manager will also spot check files to be certain that all Gross Rent Changes are in it's 6 part file folders. Medical reporting records were discussed in our HUD Compliance Training and all expenses must be in the 6-part file folder. Again, the RM will continue to spot check files during the monthly required inspections. All HUD Communities were required to participate in the HUD Training as a reminder tool. 4. Security Deposit - Franklin Companies has a policy that all security deposit refunds must be submitted within the 3 days move out period. This situation was due to the changeover in Management.
View Audit 326217
Finding 503886 (2024-005)
Material Weakness 2024
The Harry and Jeanette Weinberg Gardens at Bedford, INC
MD
HUD Housing Programs Cash Management
Management agrees with the finding and is working with ownership on reimbursements to the property. Management has submitted their Affirmative Fair Housing Marketing Plan with an effective date of September 9, 2024.
Management agrees with the finding and is working with ownership on reimbursements to the property. Management has submitted their Affirmative Fair Housing Marketing Plan with an effective date of September 9, 2024.
View Audit 326216
Finding 503884 (2024-004)
Material Weakness 2024
The Harry and Jeanette Weinberg Gardens at Bedford, INC
MD
Questioned Costs Cash Management HUD Housing Programs
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
View Audit 326216 Questioned Costs: $1
Finding 503880 (2024-002)
Material Weakness 2024
The Harry and Jeanette Weinberg Gardens at Bedford, INC
MD
Questioned Costs HUD Housing Programs Matching / Level of Effort / Earmarking
Management agrees with the finding and will ensure payroll is allocated correctly going forward. Funds have been transferred to correct the affiliate.
Management agrees with the finding and will ensure payroll is allocated correctly going forward. Funds have been transferred to correct the affiliate.
View Audit 326216 Questioned Costs: $1
Finding 503878 (2024-001)
Material Weakness 2024
The Harry and Jeanette Weinberg Gardens at Bedford, INC
MD
HUD Housing Programs
Management agrees with the finding and recommendation and has reviewed the HUD requirement for security funding. Funds have been transferred and will be maintained based on HUD requirements in a separate account from operating funds.
Management agrees with the finding and recommendation and has reviewed the HUD requirement for security funding. Funds have been transferred and will be maintained based on HUD requirements in a separate account from operating funds.
View Audit 326216
Finding 503876 (2024-003)
Material Weakness 2024
Renaissance Gardens, Inc.
MD
Questioned Costs Cash Management HUD Housing Programs
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
Management agrees with the finding and is working with ownership on reimbursements to the property. Management will collect in accordance with HUD going forward.
View Audit 326215 Questioned Costs: $1
Finding 503872 (2024-001)
Material Weakness 2024
Renaissance Gardens, Inc.
MD
HUD Housing Programs Eligibility Subrecipient Monitoring
Management agrees with the finding. Managements Plan of Action for Non- Compliance of the HUD Guidelines includes the immediate steps below: 1. Move in EIV’s – All move in files are sent to our in house compliance department and Franklin Group has an EIV specialist how follows and tracks all moves f...
Management agrees with the finding. Managements Plan of Action for Non- Compliance of the HUD Guidelines includes the immediate steps below: 1. Move in EIV’s – All move in files are sent to our in house compliance department and Franklin Group has an EIV specialist how follows and tracks all moves for accuracy for all move files and the EIV specialist also sends out the 90 day reminders for all move in. 2. Existing Tenant EIV – It is the policy that all existing tenant EIV & 120-day reports are run per the 4350 guidelines. The Community Manager for Renaissance Gardens has been provided the HUD Trainings and have noted on her daily task reminder from One Site to pull all reports as required. The RM is required during monthly visits to spot check at least 5 existing tenants. 3. Gross Rent Change & Medical Reporting – The policy states that all Gross Rent Changes are to be completed as approved by the new rent schedule – The Community Manager is required to scheduled appointments with all residents to sign the effective gross rent change and file in tenants files, it is also required that residents 50059s are signed and in the file, the Community Manager has taken the latest HUD training with our in house HUD Compliance Manager- The Regional Manager will also spot check files to be certain that all Gross Rent Changes are in it’s 6 part file folders. Medical reporting records were discussed in our HUD Compliance Training and all expenses must be in the 6-part file folder. Again, the RM will continue to spot check files during the monthly required inspections. All HUD Communities were required to participate in the HUD Training as a reminder tool. 4. Security Deposit – Franklin Companies has a policy that all security deposit refunds must be submitted within the 3 days move out period. This situation was due to the changeover in Management. In closing it is the Franklin Companies policy to always follow the HUD guidelines of the 4350. We will continue to train, and connect our team members with the in house HUD Compliance Specialist for support.
View Audit 326215
Finding 503871 (2024-002)
Material Weakness 2024
Mount David Housing, Inc.
ME
Questioned Costs HUD Housing Programs Reporting
2. Finding 2024-002: a. Comments on the Finding: We concur with the recommendation; management will make deposits to the replacement reserve account and that accounting staff be trained on the requirement to make monthly deposits into the replacement reserve account and that management monitor acco...
2. Finding 2024-002: a. Comments on the Finding: We concur with the recommendation; management will make deposits to the replacement reserve account and that accounting staff be trained on the requirement to make monthly deposits into the replacement reserve account and that management monitor account funding to ensure all required deposits have been made on time. b. Action(s) Taken on the Finding: We will make the delinquent deposits to the replacement reserve account by October 31, 2024. We will implement staff training on the requirement to make monthly deposits into the replacement reserve account and we will implement processes to monitor account funding to ensure all required deposits have been made on time by December 31, 2024.
View Audit 326202 Questioned Costs: $1
Finding 503861 (2024-001)
Significant Deficiency 2024
Shalom II Housing, Inc.
RI
HUD Housing Programs
The Organization will deposit $2,400 to the reserve for replacements account when the HAP payments are brought current.
The Organization will deposit $2,400 to the reserve for replacements account when the HAP payments are brought current.
View Audit 326183
Finding 503859 (2024-001)
Significant Deficiency 2024
Cci Apartment Corporation
MO
HUD Housing Programs Significant Deficiency Internal Control / Segregation of Duties
Finding Audit procedures identified $12,319 in funds transferred out of the residual receipts account without the approval from HUD. Withdrawals from the residual receipts account may be made only for project purposes and with the approval of HUD (24 CFR section 891.400(e)). Corrective Action Plan M...
Finding Audit procedures identified $12,319 in funds transferred out of the residual receipts account without the approval from HUD. Withdrawals from the residual receipts account may be made only for project purposes and with the approval of HUD (24 CFR section 891.400(e)). Corrective Action Plan Management will review the policies and procedures in place for all requirements and will implement changes to ensure applicable federal compliance requirements will be met going forward. The residual receipts fund were used to repay an outstanding loan loss payable to Life Unlimited, Inc. Management has recorded a receivable for this amount as of June 30, 2024 and has requested that the funds be returned to the Corporation. Person Responsible for Implementation: Brain Watson, Chief Financial Officer. Telephone (816) 474-3026 ext. 1153, Email bwatson@luinc.org Implementation Date: Implementation of the corrective action plan will begin immediately. The funds have been returned to the Corporation and management will begin the process to obtain HUD approval for withdrawal of funds from the residual receipts account.
View Audit 326176
Finding 503848 (2024-001)
Significant Deficiency 2024
Houston Rhf Housing, Inc. Dba Creekbend Gardens 114-Ee52
IN
Questioned Costs Subrecipient Monitoring HUD Housing Programs
Finding 2024-001: The Corporation did not make all of the HUD required reserve for replacements deposits for the year ended January 31, 2024. Comments on the Finding and Each Recommendation: Management should transfer $3,300 from the operating cash account to the reserve for replacements fund. Act...
Finding 2024-001: The Corporation did not make all of the HUD required reserve for replacements deposits for the year ended January 31, 2024. Comments on the Finding and Each Recommendation: Management should transfer $3,300 from the operating cash account to the reserve for replacements fund. Action(s) taken or planned on the finding: Agree. On February 28, 2024, management transferred $3,300 from the operating cash account to the reserve for replacements fund. No further action is required.
View Audit 326151 Questioned Costs: $1
Finding 503847 (2024-001)
Significant Deficiency 2024
Great Falls Housing Authority
MT
Internal Control / Segregation of Duties Special Tests & Provisions Eligibility
Planned Corrective Action: The Authority will have all tenant files reviewed after an annual to ensure accuracy of documentation and the files. The Program Supervisor will receive a list of all annuals each Leasing Specialist will be doing for the month. The Supervisor will have a checklist that the...
Planned Corrective Action: The Authority will have all tenant files reviewed after an annual to ensure accuracy of documentation and the files. The Program Supervisor will receive a list of all annuals each Leasing Specialist will be doing for the month. The Supervisor will have a checklist that they will verify and sign off on that all files are complete and in compliance with necessary requirements.
View Audit 326143
Chehalem Valley Housing Corporation
OR
Questioned Costs HUD Housing Programs Reporting
Management will ensure that any distributions of project assets are approved by HUD in advance.
Management will ensure that any distributions of project assets are approved by HUD in advance.
View Audit 326142 Questioned Costs: $1
Chehalem Valley Housing Corporation
OR
Questioned Costs HUD Housing Programs Reporting
The Project will make catch-up deposits when operating cash is available.
The Project will make catch-up deposits when operating cash is available.
View Audit 326142 Questioned Costs: $1
Finding 503820 (2024-001)
Significant Deficiency 2024
Charlevoix Public Schools
MI
Eligibility HUD Housing Programs School Nutrition Programs
This finding is due to the District not having the proper controls in place to prevent, detect, or correct incomplete applications and incorrect eligibility guideline thresholds for the Household Application for Free and Reduced Priced School Meals. This was the first full year for the District’s n...
This finding is due to the District not having the proper controls in place to prevent, detect, or correct incomplete applications and incorrect eligibility guideline thresholds for the Household Application for Free and Reduced Priced School Meals. This was the first full year for the District’s new Food Service Director, and she was unaware that the income level guidelines for eligibility were not already updated in Meal Magic at the start of the school year. The District is now aware that this is a manual change that needs to be made on an annual basis prior to the start of the next school year. The District is implementing additional procedures to ensure that applications are filled out completely and that the eligibility income thresholds are updated annually before any applications are processed. The persons responsible for the corrective action are Tamie Gillespie, the Food Service Director, and Dina Schmidt, the Business Manager. The anticipated completion date of the corrective action plan is immediate. The plan for monitoring adherence is the Food Service Director will ensure that eligibility income level guidelines are properly input each year and monitor each application to ensure they are complete.
View Audit 326120
Finding 503753 (2024-003)
Significant Deficiency 2024
Prairie Inn Corporation
ND
Cash Management HUD Housing Programs Significant Deficiency
Federal Agency Name: Department of Housing and Urban Development Program Name: Supportive Housing for Persons with Disabilities, Federal Assistance Listing #14.181 Finding Summary: The Corporation did not deposit project funds in a federally insured account within 60 days of the fiscal year end. Th...
Federal Agency Name: Department of Housing and Urban Development Program Name: Supportive Housing for Persons with Disabilities, Federal Assistance Listing #14.181 Finding Summary: The Corporation did not deposit project funds in a federally insured account within 60 days of the fiscal year end. The Corporation did not have the deposit amount determined timely enough to have the project funds deposited within 60 days of the fiscal year end. Corrective Action Plan: We will implement controls to ensure the required amount of project fund are deposited within 60 days following the end of the fiscal year. Responsible Individual: Josh Plecity, Finance Director Anticipated Completion Date: 12/31/2024
View Audit 326009
Finding 503751 (2024-001)
Significant Deficiency 2024
The Village of Brush Park Manor Paradise Valley
MI
Questioned Costs Internal Control / Segregation of Duties Eligibility
Finding Number: 2024-001 Condition: The Organization failed to maintain the proper EIV and tenant file documentation Planned Corrective Action: Management has acknowledges the significant deficiency in internal control over compliance and will implement proper procedures and controls to ensure EIV i...
Finding Number: 2024-001 Condition: The Organization failed to maintain the proper EIV and tenant file documentation Planned Corrective Action: Management has acknowledges the significant deficiency in internal control over compliance and will implement proper procedures and controls to ensure EIV is properly utilized and tenant file information is properly maintained to support tenant eligibility. Contact person responsible for corrective action: Bruce Blalock Anticipated Completion Date: 12/31/24
View Audit 326005 Questioned Costs: $1
Finding 503749 (2024-001)
Significant Deficiency 2024
Sarasota Housing Authority
FL
Questioned Costs HUD Housing Programs Significant Deficiency
Views of responsible officials and planned corrective action: The Authority has recognized the deficiencies in the Section 8 Housing Choice Vouchers program and has implemented internal control procedures that will ensure compliance of federal regulations. Prepared by: Ana Mejia – HC...
Views of responsible officials and planned corrective action: The Authority has recognized the deficiencies in the Section 8 Housing Choice Vouchers program and has implemented internal control procedures that will ensure compliance of federal regulations. Prepared by: Ana Mejia – HCV Director Description Problem #1: The HCV department has had an Audit’s finding in the inspections department due to inspections not completed within the required timeframe. Description Problem #2: The HCV department has had an Audit finding in the inspection department due to not placing units on abatement after failing two inspections. Cause Analysis: When the inspector completes an inspection, the Case Managers receive a notification from PHAWEB. These notifications were missed due to the case managers receiving several notifications for different reasons, and the notifications did not specify to a second failed inspection. Therefore, these were easy to miss. 1. The inspector was not required to copy Director alerting of upcoming abatement; therefore, providing a copy of the 2nd failed letter to anyone as a form of check and balances. 2. The Inspector was given the task of scheduling his own inspections and sending notifications to both participants and owners without proper training. This task is very time-consuming and requires ample time to be able to process and schedule inspections, this caused the inspector to miss and not schedule some of the units. Corrective Action Steps: • Print the following reports monthly: ▪ PHA-WEB: Annual/Biennial/ Triennial Inspection Status Report. ▪ REAC: SEMAP Indicators report for Indicator 12 (Annual Inspections). ▪ PIC Reports. • The HCV inspector will no longer schedule and send inspection letters. That has been assigned to another HCV employee. • Review these reports and investigate any late inspections to determine the reason inspection (s) has not been completed, (example: participant is moving, participant has moved, participant has ported out of jurisdiction, or participant is terminated from the program). • Schedule inspections that are due if not scheduled already. • The Inspector will provide the HCV Director and the assigned Case Manager with a copy of the 2nd Failed letter. • The Case Manager will place payment on hold. • The HCV Director will inform the Landlord Liaison to contact owners to discuss the upcoming abatement. • The HCV Director placed a reminder under tasks for end of month to follow up and verify hold is placed and/or inspection has not passed. Person responsible: HCV Director and any staff assigned by the HCV Director. William Russell, Chief Executive Officer, will be responsible to implement this corrective action by March 31, 2025.
View Audit 325989 Questioned Costs: $1
Alaw Odgen Gardens, Inc.
PA
HUD Housing Programs
Finding 2024-003: Noncompliance – Reserves for Replacement Deposits Monthly deposits to the reserves for replacement account were not completed for the following Entity during the year ended June 30, 2024: ALAW Ogden Gardens, Inc. – four of twelve monthly deposits not completed. Planned Corrective ...
Finding 2024-003: Noncompliance – Reserves for Replacement Deposits Monthly deposits to the reserves for replacement account were not completed for the following Entity during the year ended June 30, 2024: ALAW Ogden Gardens, Inc. – four of twelve monthly deposits not completed. Planned Corrective Action: Subsequent to report issuance management has addressed all shortfalls identified. Mark Deitcher, CFO, is responsible for the corrective action plan. If the U.S. Department of Housing and Urban Development has questions regarding this plan, please call Mark Deitcher at 1-215-557-8414.
View Audit 325962
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