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Corrective Action Plans

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Finding 387790 (2023-003)
Material Weakness 2023
Housing Authority of the City of Allentown
PA
Questioned Costs HUD Housing Programs Eligibility
Action taken in response to finding: Create a third party verification policy and procedure SOP. Name(s) of the contact person(s) responsible for corrective action: Doryan Campo Planned completion date for corrective action plan: April 2024
Action taken in response to finding: Create a third party verification policy and procedure SOP. Name(s) of the contact person(s) responsible for corrective action: Doryan Campo Planned completion date for corrective action plan: April 2024
View Audit 299848 Questioned Costs: $1
Finding 387788 (2023-002)
Significant Deficiency 2023
Housing Authority of the City of Allentown
PA
HUD Housing Programs Significant Deficiency Internal Control / Segregation of Duties
Action taken in response to finding: Create a reasonable rent management SOP. Name(s) of the contact person(s) responsible for corrective action: Aida Núñez Planned completion date for corrective action plan: April 2024
Action taken in response to finding: Create a reasonable rent management SOP. Name(s) of the contact person(s) responsible for corrective action: Aida Núñez Planned completion date for corrective action plan: April 2024
View Audit 299848
Finding 387786 (2023-001)
Significant Deficiency 2023
Housing Authority of the City of Allentown
PA
HUD Housing Programs Reporting Significant Deficiency
Action taken in response to finding: To avoid future scheduling conflicts and delays, secure vendor several month in advance. Name(s) of the contact person(s) responsible for corrective action: Aida Núñez Planned completion date for corrective action plan: April 2024
Action taken in response to finding: To avoid future scheduling conflicts and delays, secure vendor several month in advance. Name(s) of the contact person(s) responsible for corrective action: Aida Núñez Planned completion date for corrective action plan: April 2024
View Audit 299848
Finding 387737 (2023-002)
Significant Deficiency 2023
Wyoming Energy Authority
WY
Internal Control / Segregation of Duties HUD Housing Programs Reporting
2023-002: Segregation of Duties (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will implement controls when feasible. In addition, the Executive Director and the Board of Directors will continue to review ...
2023-002: Segregation of Duties (Significant Deficiency) Views of Responsible Officials and Planned Corrective Actions: Management concurs with the finding. The Authority will implement controls when feasible. In addition, the Executive Director and the Board of Directors will continue to review the Accounting Manager’s monthly financials and backup documentation. Another avenue the Authority will explore is to hire an external accounting firm to review all transactions on a quarterly basis. Completion Date - June 2024 Contact Person - Jami Blosmo, Accounting Manager
View Audit 299811
Finding 387721 (2023-002)
Significant Deficiency 2023
Housing Authority of Seymour
TX
Questioned Costs Procurement, Suspension & Debarment HUD Housing Programs
Corrective Action Plan - Online Purchases. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that supporting documentation is maintained for all online purhases. Anticipated Completion Date - Within the next fiscal year.
Corrective Action Plan - Online Purchases. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that supporting documentation is maintained for all online purhases. Anticipated Completion Date - Within the next fiscal year.
View Audit 299775 Questioned Costs: $1
Finding 387720 (2023-001)
Significant Deficiency 2023
Housing Authority of Seymour
TX
Questioned Costs HUD Housing Programs Significant Deficiency
Corrective Action Plan - Unauthorized ACH Payments. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that all ACH payments are adequately documented and approved. Anticipated Completion Date - Within the next fiscal year.
Corrective Action Plan - Unauthorized ACH Payments. Contact Person - Executive Director. Corrective Action Planned - The PHA will ensure that all ACH payments are adequately documented and approved. Anticipated Completion Date - Within the next fiscal year.
View Audit 299775 Questioned Costs: $1
Finding 387660 (2023-002)
Significant Deficiency 2023
Village of Spring Valley Housing Authority
NY
HUD Housing Programs Eligibility Internal Control / Segregation of Duties
Finding 2023-002 Eligibility Auditee's Response and Planned Corrective Action The Authority has had staff and consultant turnover during the 2022 audit period. Additionally, the eviction moratorium and lasting effects from the COVID-19 pandemic have resulted in delayed or nonexistent response from ...
Finding 2023-002 Eligibility Auditee's Response and Planned Corrective Action The Authority has had staff and consultant turnover during the 2022 audit period. Additionally, the eviction moratorium and lasting effects from the COVID-19 pandemic have resulted in delayed or nonexistent response from tenants regarding obtaining the necessary documentation for eligibility requirements. The Authority has evidentiary documentation supporting their attempts to obtain the required documents from the tenants, including certified letters. The courts suspended evictions during the eviction moratorium that resulted from the COVID-19 pandemic, which includes evictions for nonpayment and noncompliance. The Authority has been working with legal counsel on these matters and continues to pursue this vigorously. The Authority's staff and consultants have been diligently working to implement improvements to the administrative systems related to recertifications. Additionally, the Authority has put in place a checklist for occupancy documents that are reviewed during recertification and when processing new tenants that must have annotations, check mark, that confirm that all required papers are in compliance and signed where appropriate. This check list will have at least one redundant review by the Authority's directors or designee. Planned Implementation Date of Corrective Action: March 2024 Person Responsible for Corrective Action: Keith Burrell, Executive Director
View Audit 299738
Finding 387195 (2023-001)
Significant Deficiency 2023
Idaho Housing and Finance Association
ID
HUD Housing Programs Reporting Significant Deficiency
2023-001 U.S. Department of Housing and Urban Development CFDA # 14.182, 14.195, 2023 Award Year, Award Number: Not Provided Section 8 Project – Based Cluster Compliance Requirement: Reporting Type of Finding: Compliance Finding Summary: As part of the testing for wait list applicants, the auditors ...
2023-001 U.S. Department of Housing and Urban Development CFDA # 14.182, 14.195, 2023 Award Year, Award Number: Not Provided Section 8 Project – Based Cluster Compliance Requirement: Reporting Type of Finding: Compliance Finding Summary: As part of the testing for wait list applicants, the auditors selected a sample of 60 applications. Of the 60, one instance of the required documentation for the applicant was not available by the property manager. Responsible Individuals: Cory Phelps, VP Project Finance Corrective Action Plan: IHFA Compliance staff will send a memo to all owner/agents in the Project Based Section 8 program that wait list applications must be retained. IHFA will further explain that failure to have proper documentation in the maintained will result in a deficiency on the Management and Occupancy Review. Anticipated Completion Date: December 30, 2023
View Audit 299469
Finding 387094 (2023-005)
Material Weakness 2023
Isd # 682 Roseau
MN
School Nutrition Programs Eligibility HUD Housing Programs
CContact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District will implement policies and procedures to ensure all students who receive a free or reduced meal have a current and accurate application on file. Completion Date – December 29, 2023
CContact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District will implement policies and procedures to ensure all students who receive a free or reduced meal have a current and accurate application on file. Completion Date – December 29, 2023
View Audit 299411
Finding 387086 (2023-003)
Material Weakness 2023
Isd # 682 Roseau
MN
Reporting Cash Management HUD Housing Programs
Contact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District has implemented new meal count procedures effective May 2023. Completion Date – May 1, 2023
Contact Person – Thomas A. Jerome, Superintendent Corrective Action Plan – The District has implemented new meal count procedures effective May 2023. Completion Date – May 1, 2023
View Audit 299411
Finding 387083 (2023-001)
Material Weakness 2023
Housing Authority of the City of Everett
WA
HUD Housing Programs Internal Control / Segregation of Duties Subrecipient Monitoring
The Housing Authority’s strategy to address the backlog of biennial inspections is to scale our inspection capacity and develop a sustainable inspections plan for normal operations. We have steadily increased EHA staffing bandwidth for housing inspections since June of 2022, as follows: • We starte...
The Housing Authority’s strategy to address the backlog of biennial inspections is to scale our inspection capacity and develop a sustainable inspections plan for normal operations. We have steadily increased EHA staffing bandwidth for housing inspections since June of 2022, as follows: • We started the process on 6/29/2022 to replace our Housing Inspector that left EHA 5/04/2022. The person that filled this Housing Inspector position started at EHA on 1/05/2023, completed training and began taking on an inspection workload in February 2023. • In March 2023, twenty-five (25) staff in EHA’s Housing Management Department attended an HQS inspections training. EHA Housing Management staff began completing initial and annual HQS inspections at EHA PBV properties on 7/01/2023. • EHA budgeted for a second Housing Inspector position in EHA’s FYE2023 budget. We started the process to hire the second Housing Inspector on 7/13/2023. The person that filled this second Housing Inspector position started at EHA on 9/19/2023, completed training and began taking on an inspection workload at the end of October 2023. • EHA budgeted for an Inspections Coordinator position in EHA’s FYE2023 budget. We started the process to hire the Inspections Coordinator on 8/14/2023. The person that filled the Inspections Coordinator position started on 11/06/2023. • On 10/30/2023, EHA’s Executive Director decided to add a third Housing Inspector to the EHA inspections team to assist with the backlog of biennial inspections. We started the process to hire the third Housing Inspector on 10/31/2023. The person that filled this third Housing Inspector position started in the position on 1/16/2024, completed training and began taking on an inspection workload in February 2024. • On 2/23/2024, an HCV Manager was appointed to supervise the inspections team (three Housing Inspectors and one Inspections Coordinator), to provide increased oversight over EHA’s inspections workload. The HCV Manager is responsible for monitoring progress towards addressing the biennial inspections backlog, delegating inspections workload to the inspections team, and providing guidance and support to the inspections team. The HCV Manager meets with the inspections team on a weekly basis as well as conducts individual check-ins with all inspections team members. Our increased inspections capacity has allowed us to make significant progress on addressing the pandemic-caused backlog of biennial inspections. Based on our expanded internal staffing resources, we expect to complete all late biennial inspections by 12/31/2024.
View Audit 299403
Finding 386971 (2023-001)
Significant Deficiency 2023
City of Westland, Michigan
MI
Subrecipient Monitoring HUD Housing Programs Reporting
Finding Number: 2023-001 Condition: The City did not submit the Consolidated Annual Performance and Evaluation Report (CAPER) for the program year ended June 30, 2023 within 90 days after the close of the program year. Planned Corrective Action: Upon recognizing the delay in submitting the CAPER for...
Finding Number: 2023-001 Condition: The City did not submit the Consolidated Annual Performance and Evaluation Report (CAPER) for the program year ended June 30, 2023 within 90 days after the close of the program year. Planned Corrective Action: Upon recognizing the delay in submitting the CAPER for the program year ended June 30, 2023, we have taken immediate and strategic steps to address and prevent future occurrences. These include streamlining our data collection and reporting processes for greater efficiency, enhancing staff training on reporting responsibilities, and implementing robust internal monitoring to ensure adherence to reporting deadlines. These measures, designed to address both the immediate issue and bolster our overall reporting framework, demonstrate our commitment to transparency, accountability, and continuous improvement in our program operations. Contact person responsible for corrective action: Joanne Campbell Anticipated Completion Date: October 10, 2023
View Audit 299310
Finding 386943 (2023-001)
Material Weakness 2023
Eaton Place 202, Inc.
MA
Questioned Costs HUD Housing Programs Cash Management
Recommendation: Management should establish internal controls and procedures to ensure that required residual receipt remittances are made when required. Action Taken: The Corporation agrees with the finding and the auditor’s recommendations have been adopted.
Recommendation: Management should establish internal controls and procedures to ensure that required residual receipt remittances are made when required. Action Taken: The Corporation agrees with the finding and the auditor’s recommendations have been adopted.
View Audit 299288 Questioned Costs: $1
Finding 386909 (2023-009)
Significant Deficiency 2023
City of Wilmington
DE
HUD Housing Programs Reporting Subrecipient Monitoring
The City of Wilmington, Real Estate and Housing Department as the HOPWA grantee remains responsible for collecting, reviewing (for accuracy and completeness), and transmitting to HUD the Consolidated APR/CAPER workbooks. Submission of the complete set of Grantee and Provider Workbooks together cons...
The City of Wilmington, Real Estate and Housing Department as the HOPWA grantee remains responsible for collecting, reviewing (for accuracy and completeness), and transmitting to HUD the Consolidated APR/CAPER workbooks. Submission of the complete set of Grantee and Provider Workbooks together constitutes the Grantee’s annual performance report to HUD. Included in this submission is the Grantee Performance Report and all of the Provider Performance Reports together. Staff in the Real Estate and Housing Department review them to the best of our ability for accuracy and completeness. The finding notes that the documentary evidence of this review was not retained other than the subsequent data validation which occurs with HUD’s Technical Assistance (TA) HOPWA Data Validation team and through Cloudburst email. In the future the Real Estate and Housing Department will note to file the email confirmation of the received report is as complete and error free as possible.
View Audit 299217
Finding 386896 (2023-003)
Material Weakness 2023
Pittsfield Housing Authority
RI
Eligibility HUD Housing Programs Material Weakness
At the beginning of FY2024, under the terms of PHA's Recovery Agreement with HUD, PHA's consultants conducted PIH internal QCs and staffing assessments. As a result of those findings, PHA has reorganized and increased the PHA staff, with a new Public Housing Manager. Staff are being fully trained re...
At the beginning of FY2024, under the terms of PHA's Recovery Agreement with HUD, PHA's consultants conducted PIH internal QCs and staffing assessments. As a result of those findings, PHA has reorganized and increased the PHA staff, with a new Public Housing Manager. Staff are being fully trained regarding eligibility determinations and rent calculations, checklists are being developed and regular internal QCs performed, with an objective of full compliance by the end of calendar year 2024.
View Audit 299209
Finding 386895 (2023-002)
Material Weakness 2023
Pittsfield Housing Authority
RI
Questioned Costs HUD Housing Programs Special Tests & Provisions
Effective 3/3/23, PHA switched from manual calculations of rent reasonableness to a web-based Rental Reasonableness software designed to meet HUD standards. PHA began conducting reasonableness determinations utilizing the Rent Reasonableness software, beginning March 2023. Rent reasonableness determ...
Effective 3/3/23, PHA switched from manual calculations of rent reasonableness to a web-based Rental Reasonableness software designed to meet HUD standards. PHA began conducting reasonableness determinations utilizing the Rent Reasonableness software, beginning March 2023. Rent reasonableness determinations are now being made for all participants prior to initial HAP contract execution and in conjunction with any requested rent increases. Continuing compliance will be internally reviewed during a July 2024 SEMAP QC review.
View Audit 299209 Questioned Costs: $1
Finding 386894 (2023-001)
Material Weakness 2023
Pittsfield Housing Authority
RI
HUD Housing Programs Eligibility Material Weakness
The finding of missing income verifications for eligibility and recertification rent calculations is being addressed as part of a holistic review under the Recovery Agreement of Section 8 program compliance. Following an internal SEMAP QC review in July 2023, staff have been retrained and certificat...
The finding of missing income verifications for eligibility and recertification rent calculations is being addressed as part of a holistic review under the Recovery Agreement of Section 8 program compliance. Following an internal SEMAP QC review in July 2023, staff have been retrained and certification/recertification checklists have been created. Initial and annual recertifications are currently being conducted in accordance with the applicable HUD regulations and guidance and will be internally reviewed during a July 2024 SEMAP QC review .
View Audit 299209
Finding 386881 (2023-002)
Material Weakness 2023
Mental Health Center of Champaign County Housing Corporation
IL
Questioned Costs HUD Housing Programs Special Tests & Provisions
Finding: Management did not remit payment to HUD for the amount in excess of $250 per unit for their fifteen units. Uniform Guidance states that controls should be implemented to ensure the Project is in compliance with special tests and provisions. As stated in the Coronavirus Disease 2019 memorand...
Finding: Management did not remit payment to HUD for the amount in excess of $250 per unit for their fifteen units. Uniform Guidance states that controls should be implemented to ensure the Project is in compliance with special tests and provisions. As stated in the Coronavirus Disease 2019 memorandum released by HUD, remittance of residual receipts were suspended through December 31, 2021. Residual receipts were due to HUD by the next Project Rental Assistance Contracts renewal which was October 1, 2022. Management was unaware the funds needed to be remitted back to HUD in the time frame noted. We recommend management review their processes and controls surrounding residual receipts to ensure amounts due to HUD are properly remitted. Corrective Action: Management has updated their internal controls to ensure a proper review of residual receipts is conducted quarterly. This review will be completed by an assigned staff member, with a secondary review completed by management. Residual receipts in excess of allowed amounts will be properly accounted for as a liability on the books and records of the Project. Residual receipts in excess of the allowed amounts will be remitted when due.
View Audit 299197 Questioned Costs: $1
Finding 386844 (2023-001)
Significant Deficiency 2023
Woodside Village, Inc. 042-Hd112
OH
HUD Housing Programs Cash Management Reporting
Response Management has completed the required deposit to the prohibited amenities escrow of $3,971 in September 2023.
Response Management has completed the required deposit to the prohibited amenities escrow of $3,971 in September 2023.
View Audit 299175
Finding 386842 (2023-001)
Significant Deficiency 2023
Accessible Country Trail, Inc. 042-Hd033
OH
HUD Housing Programs Reporting Internal Control / Segregation of Duties
Response: Management has completed the required deposit to the reserve for replacement of $3,450 in September 2023.
Response: Management has completed the required deposit to the reserve for replacement of $3,450 in September 2023.
View Audit 299164
Mhccc Housing CORP Iic
IL
HUD Housing Programs
Finding: Management did not complete the search for a tenant prior to move-in. According to Chapter 9 ofthe HUD Multifamily Occupancy Handbook, HUD requires an Existing Tenant Search through the Enterprise Income Verification System (EIV) be completed for all new tenants prior to move in. Due to a c...
Finding: Management did not complete the search for a tenant prior to move-in. According to Chapter 9 ofthe HUD Multifamily Occupancy Handbook, HUD requires an Existing Tenant Search through the Enterprise Income Verification System (EIV) be completed for all new tenants prior to move in. Due to a clerical error, an incorrect social security number was entered while running the EIV. We recommend management verify the information entered into the EIV. Corrective Action: Management acknowledges the error and will continue to verify the social security numbers being entered.
View Audit 299143
Finding 386678 (2023-003)
Significant Deficiency 2023
Community Health and Counseling Services
ME
HUD Housing Programs
Program Affected: 93.829 Section 223 Demonstration Programs to Improve Community Mental Health Services, agreement period February 15, 2021 through August 14, 2023. Condition and Context: Of the one report haphazardly selected for testing, it was unable to be tested as it was not provided. Correct...
Program Affected: 93.829 Section 223 Demonstration Programs to Improve Community Mental Health Services, agreement period February 15, 2021 through August 14, 2023. Condition and Context: Of the one report haphazardly selected for testing, it was unable to be tested as it was not provided. Corrective Action Plan: Reporting for the Federal Award is maintained within the SAMHSA website. Reporting information should have been made available as requested. The new Finance Director will serve as the point of contact for future audits and will make reports available as requested. The new Finance Director will establish procedures to capture report submissions that are managed via a portal. The procedures will include parameters that can be used to verify timely submission. Responsible Official: Dale Hamilton, Executive Director & Kathie Norwood, Finance Director Implementation Date: April 1, 2024
View Audit 298999
Finding 386677 (2023-004)
Significant Deficiency 2023
Community Health and Counseling Services
ME
HUD Housing Programs Reporting
Program Affected: 93.498 Provider Relief Fund and American Rescue Plan Rural Distribution, agreement period January 1, 2020 through June 30, 2023. Condition and Context:Of the one report haphazardly selected for testing, it was unable to be tested as it was not provided. Corrective Action Pla...
Program Affected: 93.498 Provider Relief Fund and American Rescue Plan Rural Distribution, agreement period January 1, 2020 through June 30, 2023. Condition and Context:Of the one report haphazardly selected for testing, it was unable to be tested as it was not provided. Corrective Action Plan:The new Finance Director will establish procedures to capture report submissions that are managed via a portal. The procedures will include parameters that can be used to verify timely submission. Responsible Official: Dale Hamilton, Executive Director & Kathie Norwood, Finance Director Implementation Date: April 1, 2024
View Audit 298999
Clinch River Apartments, Inc.
TN
HUD Housing Programs
Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash.
Management will request a rent increase when the property is eligible and budget for monthly tax and escrow deposits to prevent future shortfalls in escrow cash.
View Audit 298845
Finding 386521 (2023-003)
Significant Deficiency 2023
St. Giles Manor, Inc.
AL
HUD Housing Programs Matching / Level of Effort / Earmarking
SPM terminated the employment of the person responsible for this oversight and has implemented an internal control for its Financial Planning & Analysis department to monitor the management team’s compliance with these deadlines.
SPM terminated the employment of the person responsible for this oversight and has implemented an internal control for its Financial Planning & Analysis department to monitor the management team’s compliance with these deadlines.
View Audit 298828
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