Re: 2023-01 Audit Finding/Plan of Action
The Lexington Housing Authority (LHA) proposes this corrective plan of action to address the late recertifications (13) and annual recertification (1) from the audit conducted by Rector, Reeder & Lofton PC, onsite at LHA September 25-29, 2023.
ADDRESSING STAFFING
Securing qualified candidates to fill Housing Management Specialist (HMS) positions throughout 2020, 2021 and 2022 was challenging for LHA. In some instances, positions were vacant for up to 12 months before they were filled. LHA will do the following to address staffing:
• Seek to fill HMS positions within forty-five (45) days of the position going vacant.
• Advertise to hire two full-time HMS positions for the two management teams with the most units in their management portfolio.
• Continue to advertise open positions online, on social media and in the local newspaper.
• Offer incentive bonus up to $1,500 to newly hired HMS, paying $750 to new hires after six month of employment and an additional $750 after 12 months of employment.
• Over-time will be allowed on an as-needed basis to complete and process certifications. CERTIFICATION PROCEDURES
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.
- All housing management staff may utilize electronic signature to attain required signatures when necessary.
- The first day of each month 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.
- July 1, 2023, LHA implemented quality control (QC) of public housing files to be conducted by a newly created compliance position. LHA' s compliance coordinator will complete 229 (25%) QC reviews of public housing files during FY2024 (July 1, 2023 - June 30, 2024).
- At least once monthly on a rotating basis housing management staff from all offices will convene at a selected housing management office to complete and process certifications. This schedule will continue until all offices are up to date on certifications.
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, 2024