The Housing Authority OF THE CITY OF NEW SMYRNA BEACH, FLORIDA 32170-0688 Teresa Pope SOUTH DIXIE FREEWAY AT THIRD STREET ACTING DIRECTOR POST OFFICE BOX 688 TEL. 386/428-8171 FAX.386/427-3429 June 21, 2010 Victoria Main, Director US Department of HUD Jacksonville Field Office Charles Bennett Federal Building 400 West Bay Street Suite 1015 Jacksonville, FL 32202-4410 In response to the HUD Management Review of April 19-23, 2010 the Housing Authority of the City of New Smyrna Beach has made the following ramifications and a timeline for those that are not completed as of this date: Finding #1: Response: Wait List The project based waiting list has been merged with the Section 8 HCV waiting list. The project based waiting list has been purged. The preferences on the applications will go before the Board June 21, 2010 to have them removed and only used date and time of application. The ACOP will be updated and reflect the changes in the application preferences by September 30, 2010. Finding #2: ACOP
Response: We are gathering sample ACOP s from Nan McKay and Daytona Beach Housing Authority and expect to have our ACOP review completed by September 30, 2010. Finding #3: File Review We have started the implementation of consistency of the tenant files and will develop a checklist from the Daytona Housing Authority for file consistency. There will be HUD income and rent training for all office staff at the HUD training seminars. Files will be transferred to the new filing system during each re-exam. This will be completed by June 30, 2011. Finding #4: Board oversight of operations The new board members will be trained by HUD staff with a tentative schedule presented at the first board meeting on June 21, 2010. The Housing Authority will provide NAHRO Handbook for Commissioners 2 nd Edition. Finding #5: Flat Rents Flat rents will be offered with all re-exams and new admissions immediately. Market survey will be completed in August 31, 2010.
Finding #6 Auditable Records The second set of public housing books were discontinued June 1, 2010. We are implementing a computerized system for the management properties and the hand written books will be discontinued at that time. Approximate completion date for the computerized system is September 30, 2010. Physical vendor files will be set up and completed by September 30, 2010. Donated assets and documentation of disposal of assets will be addressed in a disposition policy that will be brought before the board for approval and documented on the work orders. This will be brought before the board in September 30, 2010. Finding #7 Travel Policy The Housing Authority will review its travel policy and submit to the board for approval by August 30, 2010. Funds used for the funeral of the owner of New Smyrna Beach Apartments that were taken from Public Housing funds will be re-designated to the management account by June 30, 2010. Finding #8 Financial Policies We are reviewing the following financial policies and procedures: Capitalization Policy Cash Management Policy Check writing Policy
Contract Ledger Disposition Policy General Internal Controls Rent Collection Policy Security Deposit Policy Procurement Policy Finding #9 Personnel Policy We will certify that we are following our Personnel Policy by June 30, 2010. Finding #10 Hiring of Relatives We will not hire relatives effective immediately. Finding #11 Work Orders The Housing Authority will attend Lindsey software training on implementing the full features of the work order system and use it to the full advantage of the Authority. We are waiting for a response from Lindsey for local training sites and dates. Finding #12 Handicap accessible units An accessibility survey for public and common areas has been completed and the Authority s architect, Will Miller, is drawing up plans and specs for the compliance of this finding. The funding sources are being taken from the 2010 budget and the budget has been revised and sent to HUD for approval. Finding #13 Lead Based Paint The testing of lead based paint has been completed by PbO3 and we are waiting for the final results.
The results are to be in our office by the end of the week of June 21, 2010. At that time the tenants will be notified of the findings. We will have a lead based paint maintenance and reevaluation plan implemented and adopted into our regular building operations in accordance with 24 CFR 35.1355. The plan will be provided to HUD for evaluation. Abatement will be provided by the bidding process to completely remove all lead based paint from identified surfaces. The budgets will be revised to include the sources of funds and be provided to HUD. Finding #14 Procurement Violations Teresa Pope, Acting Director, has attended HUD training in Daytona Beach on the procurement procedures for Housing Authorities. All procurements are sent to HUD for prior approval and then submitted to the Board of Commissioners. Finding #15 Lack of Inventory Controls Use of the Lindsey system will be implemented with training of the inventory, work order, and asset modules by September 30, 2010. The Housing Authority will specify a designated person for the assignment of assets. Finding #16 UPCS and Lease enforcement
Move in inspections will be done by a manager of the development. Housekeeping manuals have been given to the tenants upon move in previously. We will implement the procedure again starting immediately. Once the work order system, after being implemented to its full potential, is brought to date, the UPCS inspections will be automatically entered into the computer. A preventive maintenance plan will be developed by December 30, 2010. Concern: Maintenance Building Use The Housing Authority is in the process of a change in management agreements between the owners and the Housing Authority. The owner of New Smyrna Apartments will be removing their equipment from our maintenance building by June 30, 2010. The owners of Greenbriar Village Apartments are willing to pay for the rental of the maintenance building. An agreement is in the process and will be completed by June 30, 2010.