Finding 1167012 (2025-001)

Findings 1: Income calculation Documentation Issue identified: five(5) tenant files did not contain proper documentation supporting income calculations. Corrective action: the Gainesville Housing Authority will identify and/or develop a standardized income calculation worksheet to be incoporated into the tenant file documentation process. until the worksheet is finalized and implemented, Property Managers are required to use calculation tape to clearly document how income was calculated for each household member and each income source. property managers will attach calculation tape to all income verification documents to demonstrate step by step income calculations. once the standardized income calculator sheet is completed, it will be implemented Authority wide and used consstenty for all applicable transactions. Responsible Staff Property Managers Target completion date: implemented immediately, missing documentation and/or proper income calculation resolved within 30 days. ongoing monitoring: supervisory file reviews and periodic internal audits will be conducted to ensure income calculations are clearly documented and comply with program requirements. Responsible Staff Property Managers; assistant director of housing programs monitoring frequency: quarterly file audits. Finding 2: Missed Annual Inspection Issue Identified: One (1) tenant file did not contain documentation of a required annual public housing unit inspection. Corrective Action: The Gainesville Housing Authority (GHA) has hired a full-time Public Housing Inspector to strengthen inspection oversight and ensure timely completion of annual inspections for all public housing units. The addition of a dedicated inspector provides improved accountability and ensures inspections are conducted and documented in accordance with HUD requirements. Going forward, the Public Housing Inspector is responsible for ensuring that all public housing units receive an annual inspection and that inspection results are properly completed, tracked, and maintained in the tenant file. Responsible Staff: Public Housing Inspector; Property Managers Target Completion Date: Implemented immediately; all units brought into compliance within 30 days of CAP submission. Ongoing Monitoring: If the Public Housing Inspector is unable to gain access to a unit, the reason for the missed inspection will be clearly documented, and the Property Manager will be notified to initiate appropriate lease enforcement or follow-up actions. Management will conduct routine reviews of inspection logs to ensure continued compliance. Responsible Staff: Assistant Director of Housing Programs; Property Manager Monitoring Frequency: Monthly review of inspection logs. Findings 3: Proper Citizenship Documentation Issue Identified: Three (3) tenant files did not have proper citizenship verification documentation. Corrective Action: Citizenship verification requirements have been formally incorporated into the File Review Checklist. Property Managers are now required to verify that the following documents are present in each tenant file: • Unexpired photo identification for all household members age 18 and older • Birth certificates for all household members • Completed Citizenship Certification Forms for all household members This process ensures consistent collection and retention of citizenship documentation at admission and during recertification. Responsible Staff: Property Managers; Intake Specialists Target Completion Date: Implemented immediately; missing documentation resolved within 30 days. Ongoing Monitoring: Internal quality control audits will be conducted for each Property Manager to ensure compliance with citizenship documentation requirements. Any missing documentation will be promptly requested and corrected, and staff will receive refresher training as needed. Responsible Staff: Property Manager; Assistant Director of Housing Monitoring Frequency: audit of all new move in files