Finding 556066 (2024-005)

Material Weakness
Requirement
P
Questioned Costs
-
Year
2024
Accepted
2025-04-28

AI Summary

  • Core Issue: The management agent is not completing duties on time, leading to significant vacancies and expired tenant subsidies.
  • Impacted Requirements: Timely filling of tenant units, annual recertification of existing tenants, and accurate management fee adjustments.
  • Recommended Follow-Up: Hire a consultant to help the management agent fulfill their duties until they are fully staffed.

Finding Text

Information on universe/ sample size: It was noted during testing that the management agent was not able to perform management duties in a timely manner. Identification of repeat finding: No Condition: All management agent duties should be performed timely. Criteria: Tenant units should be filled in a timely manner; existing tenants need to be recertified annually and management fee needs to be adjusted for vacancies. Effect: There were significant vacancies, some tenant’s subsidies had expired, and the management fee was overstated. Context: Auditor noted the vacancies and file issues during testing. Cause: Significant turnover at the management agent. Recommendation: The management agent should hire a consultant to assist with performing the necessary management agent duties until they are fully staffed.

Corrective Action Plan

Please see below the new process regarding filling vacancies and completing management duties in a timely manner: 1. Immediate Focus on Vacancies: We are prioritizing the filling of vacant units by having two staff members complete move ins at the same time. 2. Streamlined Recertification Process: We have updated our process to ensure all tenants are recertified in a timely manner. There has been a new system in place to monitor deadlines and improve efficiency. 3. Staffing and Training: We are actively recruiting and training additional staff to ensure these tasks are handled promptly, preventing future delays. These steps will address the backlog of management duties and ensure that all tasks, such as filling vacancies and completing tenant recertifications, are handled in a timely and efficient manner. Completion Date: 6/30/2025 Contact: Jackie Oliveira-Director of Affordable Housing

Categories

No categories assigned yet.

Other Findings in this Audit

  • 556051 2024-002
    - Repeat
  • 556052 2024-003
    - Repeat
  • 556053 2024-002
    - Repeat
  • 556054 2024-003
    - Repeat
  • 556055 2024-004
    - Repeat
  • 556056 2024-004
    - Repeat
  • 556057 2024-006
    Significant Deficiency Repeat
  • 556058 2024-006
    Significant Deficiency Repeat
  • 556059 2024-007
    Significant Deficiency Repeat
  • 556060 2024-007
    Significant Deficiency Repeat
  • 556061 2024-002
    - Repeat
  • 556062 2024-003
    - Repeat
  • 556063 2024-004
    - Repeat
  • 556064 2024-006
    Significant Deficiency Repeat
  • 556065 2024-007
    Significant Deficiency Repeat
  • 556067 2024-005
    Material Weakness
  • 556068 2024-005
    Material Weakness
  • 1132493 2024-002
    - Repeat
  • 1132494 2024-003
    - Repeat
  • 1132495 2024-002
    - Repeat
  • 1132496 2024-003
    - Repeat
  • 1132497 2024-004
    - Repeat
  • 1132498 2024-004
    - Repeat
  • 1132499 2024-006
    Significant Deficiency Repeat
  • 1132500 2024-006
    Significant Deficiency Repeat
  • 1132501 2024-007
    Significant Deficiency Repeat
  • 1132502 2024-007
    Significant Deficiency Repeat
  • 1132503 2024-002
    - Repeat
  • 1132504 2024-003
    - Repeat
  • 1132505 2024-004
    - Repeat
  • 1132506 2024-006
    Significant Deficiency Repeat
  • 1132507 2024-007
    Significant Deficiency Repeat
  • 1132508 2024-005
    Material Weakness
  • 1132509 2024-005
    Material Weakness
  • 1132510 2024-005
    Material Weakness

Programs in Audit

ALN Program Name Expenditures
14.157 Supportive Housing for the Elderly $338,825