Response to Finding 2023-004
The Authority generally concurs with the auditor’s findings and recommendations regarding the handling of HQS deficiencies. To address this, the Authority will implement a more rigorous process to ensure timely correction of deficiencies and adherence to abatement procedures.
1. Enhanced Correction Process:
• Effective October 2024, the Authority will introduce stricter timelines and automated reminders for staff to manage I IQS deficiencies.
• Tf a deficiency is not corrected within the timeframe specified in the HAKC HCV Admin Plan, it will automatically escalate to the HCV Inspection Manager and Supervisor for immediate action.
• Immediate actions include placing the unit on hold in the Elite system, issuing a notice to the landlord and participant, and sending an email to the Specialist to issue a voucher for the participant to move, if necessary.
• A formal letter will be sent to both the landlord and tenant notifying them of the identified deficiencies, along with a set timeframe of 30 days for the repairs to be completed. A re-inspection date will be scheduled to verify that repairs have been made.
2. Abatement Process: • If repairs are not made by the set re-inspection date, an abatement letter will be sent to both the landlord and tenant, notifying them that HAP payments will cease on the first day of the following month, providing a minimum of 30 days' notice.
• At this time, a letter will also be sent to the tenant notifying them that a voucher will be issued to allow them to move to a more suitable unit.
3. Termination of HAP Contract:
• If repairs are still not completed by the end of the 30-day abatement period, the HAP contract will be terminated along with the HAP payment. A termination of HAP letter will be sent to the landlord and tenant for the current unit.
4. Documentation and Review Process:
• The Inspection Department will maintain a weekly abatement spreadsheet documenting the reason for abatement, the start and end dates of the abatement, and any associated inspection reports.
• This spreadsheet, along with the abated inspection documentation, will be reviewed at the beginning and end of each month before closeout to ensure that the abatement process is properly initiated and managed.
Name of the contact person responsible for corrective action: Deputy Executive Director
LaMonyka French
Completion Date: December 2024
If the Department of Housing and Urban Development has questions regarding this plan, please
call LaMonyka French, Deputy, Executive Director at (816) 968-4100.