2024-01 Audit Finding/Plan of Action
As requested, the Lexington Housing Authority (LHA) proposes this corrective plan of action to address a finding and other deficiencies found during an audit conducted by Rector, Reeder & Lofton PC, onsite at LHA September 16-20, 2024. Specifically, those defici...
2024-01 Audit Finding/Plan of Action
As requested, the Lexington Housing Authority (LHA) proposes this corrective plan of action to address a finding and other deficiencies found during an audit conducted by Rector, Reeder & Lofton PC, onsite at LHA September 16-20, 2024. Specifically, those deficiencies include:
• Thirteen (13) files where the annual reexamination was completed or made effective at least two months past the due date.
• Four (4) files lacking proper verification of income or deductions.
• Three (3) files with miscalculationsof annual income.
• Four (4) files missing the EIV.
• One (1) file processed for annual reexamination without tenant involvement.
LHA proposes the following to address the finding and deficiencies.
- LHA will require training for each Housing Management Specialist (HMS) to review rent calculation, income verification, deductions and EIV file documentation.
- Like other employers nationally, LHA is challenged with staffing issues, with a turnover rate of 84% for new hire HMS. To address staffing LHA will:
• Advertise open positions online, on social media and in the local newspaper.
• Evaluate incentives that will allow LHA to retain staff.
• Allow over-time on an as-needed basis to complete and process certifications.
• Offer new HMS pay beyond the minimum position classification scale.
Further, LHA housing management staff will adhere to the following procedures to facilitate timely completion of annual certifications.
- HMS staff will continue utilize in-person interviews and mail (via USPS and email) to complete needed documentation for annual certifications.
- HMS staff may utilize electronic signature to attain required signatures when necessary.
- Periodically housing managers will run the certification audit report to be shared with the Chief Operating Officer to monitor the status of in-progress and upcoming certifications.
- LHA's compliance coordinator will complete QC reviews of 50% or 457 public housing files during FY2025. The compliance coordinator has undergone several training workshops and staff-shadowing during 2024 and is adequately trained to complete this task.
- LHA will evaluate the possibility of securing a third-party to assist in timely completion of annual recertifications.
LHA staff will apply these procedures as outlined to mitigate this finding to ensure compliance and proper documentation of future certifications.
Contact Person: Andrea Wilson, Chief Operating Officer
Anticipated Completion Date: June 30, 2025