Asset Management Support to South Bend, Indiana Housing Authority | HCV and Affordable Housing Leadership

Asset Management Support to South Bend, Indiana Housing Authority | HCV and Affordable Housing Leadership | PMW Management Partners, Inc.

Asset Management Support to
South Bend, Indiana Housing Authority

Type

Technical Assistance Cooperative Agreement Work Plan

Role

Paul Watkins and Magdalene Skretta directed the work and performed onsite assessments and Technical Assistance Service

Agency & Address

US Department of Housing and Urban Development (HUD) 451 7th Street, SW, Washington, DC, 20410

Period of Performance

July 2015 through March 2017

During the needs assessment, the TA team had identified a critical need for short-term fee accounting services to support HASB’s finance department with account balancing and reconciliations for financial reporting for the months of October 2015 through January 2016. Support was provided onsite and remotely, resulting in several outputs and outcomes:

Federal fiscal year-end clean up;
Formatted and balanced financial statements through 01/31/2016.
Trial balances were reconciled with all prior years closed to correct and update data reported in the HAB, Inc. system software as of 9/30/14 and figures were rolled forward to close the e 9/30/15 year activity.
The general fund and all miscellaneous bank statements were reconciled to balance with the financial statements dating through 1/31/16.
Prepared February and March 2016 data for HASB’s reporting in the Voucher Management System (VMS).

The short-term fee accounting support enabled HASB to commence a procurement process to solicit competitive quotes and technical proposals for contract fee accounting assistance. Due to an established history of department mismanagement and the documented management and quality assurance findings resulting from HUD monitoring and the OIG audit, the Team recommended implementation of onsite, HCV program management support. This support resulted in the on-time submission of a response to an audit of HCV tenant files issued by the OIG.

Development and training for the HCV program manager on the monthly Housing Assistance Payments (HAP) reconciliations procedure and report.
As a second expansion to the original work plan, Econometrica implemented a calendar of executive coaching sessions focused primarily on HCV program management and principles of PHA financial management, including but not limited to: intensive training sessions related to SEMAP quality control, use of the two-year tool, and other topics relevant to executive oversight of HCV program management, as well as the development of a revised position description and performance measures for, and support related to the recruitment of, a permanent HCV program director.
Implemented a schedule of seven (7), 90-minute, focused training sessions on topics identified as critical for HCV program staff to be trained or re-trained on, because of issues cited during the OIG file audit:

Topics applicable for all HCV program transactions: Subsidy Size/Voucher Size/Payment Standard; and Utility Allowances
Topics applicable for interim and annual re-certifications: Verification Hierarchy/EIV; and Income/Allowances
Topics applicable for new admissions, moves, and annual re-certifications: Core Documents/Leasing Documents; Affordability at until lease-up; and HAP Contract execution.
Topics applicable for all HCV program transactions: Subsidy Size/Voucher Size/Payment Standard; and Utility Allowances
Topics applicable for interim and annual re-certifications: Verification Hierarchy/EIV; and Income/Allowances
Topics applicable for new admissions, moves, and annual re-certifications: Core Documents/Leasing Documents; Affordability at until lease-up; and HAP Contract execution.

Revisions to the HCV Administrative Plan and the Admissions and Continued Occupancy Plan (ACOP) for low-rent public housing had not been completed within the last five (5) years. The documents required significant updates to reflect HUD regulatory changes and align HASB policies with recommended best practices. The HCV program manager, housing specialists, and asset managers were provided 1-day trainings on the updated Administrative Plan and ACOP.
Once placed, the new HCV program manager and Family Self Sufficiency (FSS) coordinator received guidance on FSS plan development and implementation.

Asset Management Support to South Bend, Indiana Housing Authority | HCV and Affordable Housing Leadership | PMW Management Partners, Inc.