Corrective Action Plans

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Based on the review of utility rate data during FY24, the utility allowance schedule was updated and approved by the Board of Commissioners in February 2024.
Based on the review of utility rate data during FY24, the utility allowance schedule was updated and approved by the Board of Commissioners in February 2024.
Each caseworker has been issued an admin plan and refer to it often. Staff has been made aware that an increase in rent must be issued a 30 day notice. If the tenant rent decreases, the decrease is to take effect immediately. Administrator is also auditing files to help alleviate any errors.
Each caseworker has been issued an admin plan and refer to it often. Staff has been made aware that an increase in rent must be issued a 30 day notice. If the tenant rent decreases, the decrease is to take effect immediately. Administrator is also auditing files to help alleviate any errors.
Our agency has implemented a scanning system which prints bar codes on each document that automatically goes to the correct tenant file. After documents have been signed they are scanned in. This will help alleviate misplaced documents/files. Staff has also been instructed to always put any type o...
Our agency has implemented a scanning system which prints bar codes on each document that automatically goes to the correct tenant file. After documents have been signed they are scanned in. This will help alleviate misplaced documents/files. Staff has also been instructed to always put any type of correspondence with tenants in the electronic tenant file.
Administrator will review with staff agency Administrative Plan in accordance to CFR 982.2(b) in regards to policies and procedures for application documentation of preferences.
Administrator will review with staff agency Administrative Plan in accordance to CFR 982.2(b) in regards to policies and procedures for application documentation of preferences.
Finding 395036 (2023-001)
Significant Deficiency 2023
Due to insufficient operating funds to repair costs, an EMERGENCY Replacement Reserve authorization request of $4,000 was attempted on December 29, 2023 via email. Due to holiday closures, that attempt failed. A subsequent post holiday response was received on January 2, 2024 recommending submissio...
Due to insufficient operating funds to repair costs, an EMERGENCY Replacement Reserve authorization request of $4,000 was attempted on December 29, 2023 via email. Due to holiday closures, that attempt failed. A subsequent post holiday response was received on January 2, 2024 recommending submission of HUD-9250. Upon submission of the HUD-9250, approval was obtained on January 8, 2024. The Project will comply with HUD regulations in reference to obtaining proper approval prior to use of replacement of reserve funds.
Finding Number: 2023-001 Condition: The Corporation was unable to provide sufficient documentation to verify that one of the participants selected for admission was selected in the appropriate order based on their position on the waiting list. Planned Corrective Action: Management has taken measur...
Finding Number: 2023-001 Condition: The Corporation was unable to provide sufficient documentation to verify that one of the participants selected for admission was selected in the appropriate order based on their position on the waiting list. Planned Corrective Action: Management has taken measures to improve their documentation process surrounding the selection of applicants from the waiting list. Contact person responsible for corrective action: Jill Kolb, Vice President – Housing Accounting Anticipated Completion Date: December 31, 2023
Finding 2023-003 Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure that the appropriate procedures are followed when housing quality inspection deficiencies are not resolved in the ...
Finding 2023-003 Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure that the appropriate procedures are followed when housing quality inspection deficiencies are not resolved in the required timeframe, as required by HUD (24 CFR 882.516) and the Uniform Guidance. Action taken: Using the newly implemented process for setting and updating google calendars with reminders.
View Audit 304912 Questioned Costs: $1
Finding 2023-002 Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure that all housing quality inspections are being performed throughout the year, as required by HUD and the Uniform G...
Finding 2023-002 Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure that all housing quality inspections are being performed throughout the year, as required by HUD and the Uniform Guidance. Action taken: The Section 8 Coordinator will print an updated calendar of the upcoming inspection schedule for comparison to the Inspector's calendar and continue to update the google calendar and set daily reminders.
View Audit 304912 Questioned Costs: $1
Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure all required Income verification and other supporting documentation is obtained when completing the HUD-50058 forms, and to the exte...
Department of Housing and Urban Development Housing Voucher Cluster - ALN Number 14.871 Recommendation: We recommend that the Authority implement procedures to ensure all required Income verification and other supporting documentation is obtained when completing the HUD-50058 forms, and to the extent they are not, that action be taken to resolve any issues, and that this action be documented Action taken: Updated "How To" and the file guides. The entire file will be reviewed at all Interims and Re certifications. The Operations Manager/Compliance Officer will review each file for quality control. I have attended training provided by Nelrod and will continue to do so.
View Audit 304912 Questioned Costs: $1
Funds were withdrawn from the reserve for replacement account to cover an operational shortfall and were withdrawn without HUD approval. Response: Management will refund the replacement reserve for the cash withdrawn as soon as possible.
Funds were withdrawn from the reserve for replacement account to cover an operational shortfall and were withdrawn without HUD approval. Response: Management will refund the replacement reserve for the cash withdrawn as soon as possible.
The Organization should fund the security deposit account immediately and cease using these funds for operations. In acknowledgement of the seriousness of the issue (security deposit funds had been moved to the operating account), a new control system has been established for a more thorough review ...
The Organization should fund the security deposit account immediately and cease using these funds for operations. In acknowledgement of the seriousness of the issue (security deposit funds had been moved to the operating account), a new control system has been established for a more thorough review of security deposit accounts. Furthermore, the Controller is no longer with the management company.
Administrative delays resulted in poor cash flow in 2023. Those delays have been resolved and Management expects to fund the replacement reserve adequately for 2024 and catch up with the missed deposits from 2023.
Administrative delays resulted in poor cash flow in 2023. Those delays have been resolved and Management expects to fund the replacement reserve adequately for 2024 and catch up with the missed deposits from 2023.
Finding Number: 2023-001 Condition: The Corporation failed to make the required reserve for replacements deposits in the current fiscal year. The Corporation made 3 deposits, a suspension was approved for 6 months, therefore 3 months were underfunded. Planned Corrective Action: Management will be...
Finding Number: 2023-001 Condition: The Corporation failed to make the required reserve for replacements deposits in the current fiscal year. The Corporation made 3 deposits, a suspension was approved for 6 months, therefore 3 months were underfunded. Planned Corrective Action: Management will be making payments during the year ended August 31, 2024 in order to correct the funding of the replacement reserve account. Contact person responsible for corrective action: Jill Kolb, Vice President Housing Accounting Anticipated Completion Date: August 31, 2024 Contact person responsible for corrective action: Jill Kolb, Vice President Housing Accounting Anticipated Completion Date: August 31, 2024
The Organization was fortunate to have sufficient cash on hand in order to continue to provide the highest quality of care to its residents during the COVID-19 pandemic, primarily as a result of federal and state stimulus funds, which were restricted in usage, received during 2020 and 2021. The Orga...
The Organization was fortunate to have sufficient cash on hand in order to continue to provide the highest quality of care to its residents during the COVID-19 pandemic, primarily as a result of federal and state stimulus funds, which were restricted in usage, received during 2020 and 2021. The Organization made it a priority to ensure that its staff continued to be compensated throughout the pandemic. Accordingly, the Organization kept cash on hand in order to meet the needs of the residents cared for daily and the dedicated staff who serve them. The Organization was not expecting a surplus cash situation at December 31, 2020 or June 30, 2021. Had the Organization not received stimulus funds through programs such as the Provider Relief Fund and Paycheck Protection Program, the Organization would not have had surplus cash at both December 31, 2020 and June 30, 2021. The required deposit due to the residual receipt account for the year ended December 31, 2020 was made on May 31, 2022. The Organization is currently in the process of discussing repayment terms for the deposit due for the period June 30, 2021 with its asset manager.
The Organization is a community based non-profit and considers supporting local businesses, including a bank, a worthwhile business practice. The Organization is currently in the process of reviewing its banking relationships, and looking at other scenarios which would involve transferring funds to ...
The Organization is a community based non-profit and considers supporting local businesses, including a bank, a worthwhile business practice. The Organization is currently in the process of reviewing its banking relationships, and looking at other scenarios which would involve transferring funds to another institution.
Finding Number 2023-2 Condition: Cathedral Towers did not indicate the date and time received on two applications. Criteria: Per HUD Handbook 4350.3, the project owner must indicate on the application the date and time received, either by using and date and time stamp or by writing and initialing...
Finding Number 2023-2 Condition: Cathedral Towers did not indicate the date and time received on two applications. Criteria: Per HUD Handbook 4350.3, the project owner must indicate on the application the date and time received, either by using and date and time stamp or by writing and initialing the date and time received. Cause: Applications are generally stamped with the date and time received and signed by a representative of Cathedral Towers, Inc. Two stamps and signatures were not appropriately applied in tenant files reviewed during compliance testing. Effect: Two tenant applications did not include evidence of the date and time received. Amount in Questioned Cost: $0 Recommendation: Cathedral Towers should review the procedures in place to ensure tenant application files include evidence of the date and time received. Auditee’s Response: Cathedral Towers agreed with the finding and will review the application process to ensure the required steps are performed and documented.
We have discussed and reviewed the HUD and State of Minnesota security deposit requirements with our staff. The staff understands the 21-day requirement and will process security deposit refunds or notify the tenant of the balance owed in excess of the deposit within 21 days of the tenant moving out...
We have discussed and reviewed the HUD and State of Minnesota security deposit requirements with our staff. The staff understands the 21-day requirement and will process security deposit refunds or notify the tenant of the balance owed in excess of the deposit within 21 days of the tenant moving out.
Comments on the Finding and Each Recommendation: The Corporation did not obtain a HUD approved Project Owner's/Management Agent's Certification (Form HUD-9839-B) and the Property paid unapproved management fees to the Agent. The Agent should submit an updated Project Owner's/Management Agent's Certi...
Comments on the Finding and Each Recommendation: The Corporation did not obtain a HUD approved Project Owner's/Management Agent's Certification (Form HUD-9839-B) and the Property paid unapproved management fees to the Agent. The Agent should submit an updated Project Owner's/Management Agent's Certification for HUD's review and approval. Action(s) taken or planned on the finding: Management concurs with the finding and recommendation, and the Agent will submit an updated Project Owner's/Management Agent's Certification for HUD's review and approval.
Department of Housing and Urban Development Federal Financial Assistance Listing #14.128 Section 242 – Mortgage Insurance ‐ Hospitals Reporting Finding Summary: The Section 242 – Mortgage Insurance ‐ Hospitals Program requires quarterly reports and certain annual reports. For the year ended July 31,...
Department of Housing and Urban Development Federal Financial Assistance Listing #14.128 Section 242 – Mortgage Insurance ‐ Hospitals Reporting Finding Summary: The Section 242 – Mortgage Insurance ‐ Hospitals Program requires quarterly reports and certain annual reports. For the year ended July 31, 2023, the Organization failed to file the annual budget prior to the start of the year. Responsible Individuals: Paul Courtney, CFO Corrective Action Plan: Management will enhance internal controls to ensure that required reports under the Section 242 Program are submitted timely and accurately. Anticipated Completion Date: June 30, 2024
Department of Housing and Urban Development Federal Financial Assistance Listing #14.128 Section 242 – Mortgage Insurance – Hospitals Department of Health and Human Services Federal Financial Assistance Listing #93.498 COVID‐19 Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution A...
Department of Housing and Urban Development Federal Financial Assistance Listing #14.128 Section 242 – Mortgage Insurance – Hospitals Department of Health and Human Services Federal Financial Assistance Listing #93.498 COVID‐19 Provider Relief Fund and American Rescue Plan (ARP) Rural Distribution Applicable Federal Award Number and Year – Period 4 TIN #370645239 Preparation of Schedule of Expenditures of Federal Awards - Other Finding Summary: Eide Bailly LLP prepated the consolidated schedule of expenditures of federal awards ("Schedule") and the accompanying notes to the Schedule as the Organization does not have a system of internal control adequate for its preparation. Responsible Individuals: Paul Courtney, CFO Corrective Action Plan: Given the size of the Organization and its limited staffing, it will be necessary for the entity to continue its reliance on Eide Bailly LLP for completion of future Schedules. Anticipated Completion Date: Ongoing
Corrective Action Plan: I am in receipt of the draft finding letter for the audit that was recently conducted for the Housing Authority of McDonough County. Of the 15 tenant files randomly chosen to review, 7 were not in compliance. Discrepancies include: • Failing to gather proper income verificati...
Corrective Action Plan: I am in receipt of the draft finding letter for the audit that was recently conducted for the Housing Authority of McDonough County. Of the 15 tenant files randomly chosen to review, 7 were not in compliance. Discrepancies include: • Failing to gather proper income verification; • Failing to properly calculate annual income; • Failing to maintain EIV documentation; • Failing to maintain birth certificates or social security cards; and • Failing to maintain Declaration 214s. As I am Executive Director, I am responsible for the Corrective Action Plan that will include rental calculation and HOTMA training for a property managers and me. I am scheduled to attend a rent calc/HOTMA training seminar the week of March 18th. The managers are scheduled to attend a rent calc/HOTMA training seminar the week of April 3rd. In addition, a Quality Assurance program to monitor tenant files will be in effect by April 30, 2024. Anticipated Completion Date: April 30, 2024. Person Responsible: Annette Carper, Executive Director
The following represents the Corrective Action Plan related to the audit finding listed in the Schedule of Findings and Questioned Costs included in the December 31, 2023 audited financial statements of Machester Supportive Housing, Inc. d/b/a Page Place: Finding 2023-001: Failure to make the correc...
The following represents the Corrective Action Plan related to the audit finding listed in the Schedule of Findings and Questioned Costs included in the December 31, 2023 audited financial statements of Machester Supportive Housing, Inc. d/b/a Page Place: Finding 2023-001: Failure to make the correct required deposit into the Reserve for Replacement Account. Condition and Criteria: The Corporation failed to increase its monthly deposits into its Reserve for Replacement account based on a required increase in its monthly deposit. The incorrect deposit was made during the months September 2022 through January 2023. As a result, its reserve for replacement account has been underfunded by $4,750. Management Response and Corrective Action Plan: Management agrees with the finding. The Corporation will make an additional deposit in April 2024 to satisfy this deficiency.
The following represents the Corrective Action Plan related to the audit finding listed in the Schedule of Findings and Questioned Costs included in the December 31, 2023 audited financial statements of McDonald Presbyterian Senior Housing, Inc. d/b/a HaveLoch Commons: Finding 2023-001: Incorrect El...
The following represents the Corrective Action Plan related to the audit finding listed in the Schedule of Findings and Questioned Costs included in the December 31, 2023 audited financial statements of McDonald Presbyterian Senior Housing, Inc. d/b/a HaveLoch Commons: Finding 2023-001: Incorrect Eligibility Assessment Condition and Criteria: The Corporation made a data entry error for the annual medical expenses of a resident. Accurate financial information is essential in order to calculate the correct subsidy each resident is eligible for. Management Response and Corrective Action Plan: Management agrees with the finding. The Corporation will perform re-education to its existing members on the importance of this data entry, and update its standard review process over these calculations in order to detect errors on a timely basis.
Condition: Gethsemane Manor Apartments did not make all twelve required deposits to the replacement reserve account. Recommendation: Gethsemane Manor Apartments should deposit the necessary funds as soon as possible to ensure that the replacement reserve is fully funded in accordance with the HU...
Condition: Gethsemane Manor Apartments did not make all twelve required deposits to the replacement reserve account. Recommendation: Gethsemane Manor Apartments should deposit the necessary funds as soon as possible to ensure that the replacement reserve is fully funded in accordance with the HUD Regulatory Agreement. Action Taken: The missed deposits will be made as soon as the operating cash becomes available.
Finding Number: 2023-017 Federal Program: 14.218, Department of Housing and Urban Development (HUD), CDBG – Entitlement Grants Cluster, Community Development Block Grants/Entitlement Grants Program (CDBG) Condition Per Auditor: The County filed the FFATA report seven months late Planned Corrective A...
Finding Number: 2023-017 Federal Program: 14.218, Department of Housing and Urban Development (HUD), CDBG – Entitlement Grants Cluster, Community Development Block Grants/Entitlement Grants Program (CDBG) Condition Per Auditor: The County filed the FFATA report seven months late Planned Corrective Action: Management agrees with this finding. The County will implement a notification process to include communication to the grants division once grant contracts are approved. Subsequent FFATA reports will be filed of notification of approval no later than the last day of the month following the month in which the subaward/subaward amendment obligation. Anticipated Completion Date: 6/30/25 Responsible Contact Person: Shauntika Bullard
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