Corrective Action Plans

Finding 2025-001 - Procurement Policy Contact Person Responsible for Corrective Action: Gregory F. Sherman, General Manager Houlton Water Company Corrective Action To address Finding 2025-001 regardingthe absence of a formal Procurement Policy, the Houlton Water Company will implement the following corrective measures: Houlton Water Company is actively developing a comprehensive Procurement Policy to remedy the deficiency identified in the audit. Management is currently drafting the policy, ensuring it aligns with applicable regulatory requirements, industry standards, and internal operational needs. Upon completion of the internal draft, the policy will be presented to the HWC Board of Directors at the May 19, 2026 Board Meeting for review and preliminary approvaL. Should the Board request revisions, management will incorporate the necessary changes and resubmit the updated policy for final approval at the June 16, 2026 Board Meeting. Anticipated Completion Date: June 17, 2026

In the future, to ensure that all grant activity is included on the SEFA in the proper year per the UG, Miami University will: Create a new year end folder called “Future Fiscal Year Agreements FYXX” and save any new documents that have a future fiscal year start date in the file. At the beginning of the new fiscal year review the documents that are in the file and if fully executed agreements have been received, create the new grant with the appropriate start date in the current fiscal year. Not set up the grant or fund prior to the grant agreement start date unless pre-award spending is allowed. A “review upcoming fiscal year agreements” reminder will be added to the calendar to ensure that the grant is set up in the correct fiscal year and that expenses are charged in the appropriate fiscal year.When the SEFA is prepared each year, check to make sure any new agreements that were in the fiscal year folder are captured on the report if there were expenses for that year. Contact person responsible for corrective action: Linda Manley, Director Grants and Contracts.

Views of Responsible Officials: District is reviewing the internal procedures related to documenting salaries and wages charged to federal programs and will work with our auditors to ensure we meet this requirement. Name of Responsible Person: Anne Marie Gordon, Interim Chief Financial Officer Implementation Date: Fiscal Year 2023-2024