board of commissioners agenda via teleconference august 12 ... · 8/12/2020 · us to resume...

Crawfordville Property

301 Thompson Street Crawfordville, Georgia 30631

Harlem Property

140 E. Milledgeville Road Harlem, Georgia 30814

Thomson Property

219 Pecan Avenue Thomson, Georgia 30824

Warrenton Property

PO Box 2 Warrenton, Georgia 30828

Board of Commissioners Agenda Via Teleconference

August 12, 2020 6 PM

I. Call to Order

II. Prayer

III. Presentation of Longevity Supplements

IV. Staff Reports

a. Departmental Reports (Written Submission)*

b. EGHAP Work Plan 2020-Executive Director*

V. Consent Agenda

a. July 21, 2020 Meeting Minutes

b. Write-off of Accounts Uncollectable

VI. Old Business

VII. New Business

VIII. Executive Session-Personnel and/or Litigation

IX. Adjourn

The next meeting will be 6 PM, on Tuesday, September 15, 2020, via Zoom www.egahousing.com


301 Thompson Street

Crawfordville, Georgia 30631

Harlem Property

140 E. Milledgeville Road

Harlem, Georgia 30814

Thomson Property

219 Pecan Avenue

Thomson, Georgia 30824

Warrenton Property

PO Box 2

Warrenton, Georgia 30828

Monthly Departmental Reports

August 2020 Occupancy Department

We continue to participate in more community outreach as the Thomson Family Y partners

with McDuffie Farm Bureau to provide fresh produce to our residents. We have worked with

every resident across the board on helping them to get their rents paid or placed on a

Repayment Agreement to avoid eviction for non-payment. I have been on site for COVID-19

testing at the Thomson Housing Authority Property that was conducted on Friday, July 24th,

and distributed flyers to our Warrenton & Crawfordville Residents advising of free COVID-

19 testing though the Community Health Care Systems, Inc. on Monday, August 10, 2020.

We will be opening the 2-bedroom Waiting List for the Warrenton Housing Authority on

Wednesday, August 19, 2020 to begin accepting online applications only. Some staff have

had to quarantine due to COVID-19 exposure, and we continue to work as a team to ensure

our residents are served and the daily affairs are carried out. Remote operations have helped

us to resume business under the new normal.

Jodie G. Key, PHM

Public Housing Manager

Maintenance Report

Maintenace currently has the Director Glenn Hayes, and three staff persons working in two

week shifts, alternating between being on-call for emergency work orders and managing unit

turnover. Maintenance will continue this process until instructed otherwise.

Glenn Hayes

Maintenance Director

Finance Department

The Finance Department has successfully processed utility reimbursements by direct deposits

for July and now August. We will also direct deposit any tenant refunds or any refunds due to

tenants by this means going forward. We are now using our new Cadence account for

Warrenton, Harlem and Crawfordville for tenant deposits/rent collection. This allows all

occupancy staff to make deposits at one bank. We will eventually be trained on their remote

deposit capabilities at each office location, hopefully by end of September. We continue to

use our old accounts at each bank for our HUD deposits/drawdowns, as we are waiting on

official word from HUD as to what we need to do to successfully change those accounts in

the eLOCCS system. Once those drawdown accounts are changed over to Cadence, we will

be looking at closing out the old accounts at the old banks and moving additional remaining

funds into the new accounts.

Our fee accountant is continuing to finish up June paperwork and will return asap. July

paperwork will be submitted to fee account no later than August 15th. We have advertised in

local newspapers, on our website and on our Facebook page for maintenance positions and

have received very few applications. The Executive Director has issued a hiring freeze until

Congress decides how they want to handle payroll taxes and unemployment benefits through

2 | P a g e

the end of the year. The second half of the month of August will focus primarily on reconciling

the YouthBuild grant and accounting for expenses in order to complete the close out for it.

Laura Williamson

Finance Manager

YouthBuild Department

Our East Georgia YouthBuild 2017 grantee program is in the final stages of the close out

phase. Our Job Developer, Mackeshia Boyd’s last day was 7/31/20. Our remaining staff will

continue to telework to assist with student follow ups with weekly access to the Thomson

Housing Authority office. As of June 30, 2020, 19 additional students were exited after

successfully fulfilling all requirements, have not been active, and/or have reached the 2 - year

service limit. The remaining 23 students were exited July 31, 2020. Our final virtual

celebration held Tuesday 07/14/2020 had participants online that included our students, staff,

grantee partners, community partners, family and friends within and outside of the McDuffie

County community was a success. The event received excellent follow up coverage from Fox

40 news, McDuffie Chamber Facebook page, and full spread printed press in the McDuffie

Progress.

Commencement exercises for our Augusta Technical College candidates for graduation has

been rescheduled for Tuesday October 20, 2020, 6:30pm at the Evans Towne Center Park,

LADY ANTEBELLUM PAVILION. Tickets are required. Graduation packets / fees have

been ordered and invoiced in June 2020 so that students interested in participating, will be

able to participate. East Georgia YouthBuild Students interested in continuing their GED

efforts may enroll in the Adult Education GED prep online sessions. Final transcripts have

been requested and required to remain filed at the Housing Authority offices for three years.

We are processing final invoice request and personnel expenses.

Elizabeth Brown

YouthBuild Director

Work Plan - Finance Item Assigned Item Description To Do Completed F1 LWilliamson Bank Account

Work Integration of all banking at one bank

A. Migrate all bank accounts to Cadence BankB. Have new board members complete signature cardsC. Setup transfers in LOCCS and SACS

6/15/20 6/15/20 Pending

F2 KEvans Procurement Retention of 10% on all contracts until contract completion

A. Review with Bob Knox and make sure it is on the standardcontract. Check procurement policy for thresholds

B. Review all 2019 Procurement for AuditF3 KEvans Clements Street Unallowable costs A. Wait for letter from HUD and then respond

B. Look at options for unitC. Submit rehab plan for ABC under health and Safety

F4 KEvans Capital Fund Process

Complete capital fund plan process

A. EGHAP Annual and 5-year plan process

F5 KEvans/ LWilliamson

Electronic Tenant Utility reimbursements

Touchless utility reimbursements

A. Move tenant utility reimbursements to an ACH format wherethey are electronically deposited.

July, 2020

F6 KEvans Response to Field Office Audit

A. Compose response 2 to 2018 Filed Office Audit.

F7 KEvans/LWilliamson Non-Profit Update

A. File 990-N PostcardB. Send original 1023 to Philip Jarrell

In progress

F8 LWilliamson Reconcile State and Federal Tax Payments

Work with Philip Jarrell to reconcile state and federal payroll tax payments

A. Reconcile state payroll tax paymentsB. Reconcile Federal tax payments

F10 LWilliamson/KEvans Auditor for 2019-2023

Procure an auditor for 2019-2023

A. Solicit quotes for auditing services for 2019-2023 audits

F11 KEvans Capital Fund Grants

Update Capital Fund Grants

A. Upload 5-year plan documents to EPICB. Reconcile CFP Funds

F13 LWilliamson/KEvans Personnel Policy Recommended changes and additions to the personnel policy

A. COVID Vacation Leave PolicyB. Recommendation Limitations Policy

5/23/20

F14 LWilliamson/KEvans Reconcile Audit Findings

Complete reconciliation of 2017 & 2018 Audit Findings

See 2017 & 2018 Audit Finding Schedule Response is under review.

Work Plan - Occupancy Item Assigned Item Description To Do Completed O2 JKey Lease & ACOP Lease and ACOP have

not been reviewed since 2015 by consultant

A. EGHAP Annual and 5-year plan process

O5 KEvans Document Manager

Provision the document manager service in SACS

A. Setup document manager in SACS with SACS Tech Support B. Setup permissions for each user. Email Hailey. C. Establish file structure for document folders. D. Test the process with Occupancy.

5/1/20

O6 KEvans Report Automation

Establish automated Monday Reports and Board reports

A. Work with SACS to develop reporting options to export a PDF to email on a calendar schedule.

Postponed to 4th Qtr 2020

O8 Kevans New Phones Setup VOIP Phones for Teams

In Process

Work Plan - Maintenance Item Assigned Item Description To Do Completed M1 GHayes/LWilliamson Asset Detail Sheet We are still

required to track items that are beyond their depreciated life span (Trailer, camera, grill, lawn mowers)

A. Review large capital items like building rehabs for accuracy B. Take pictures of all assets C. Identify all assets that have been disposed of and remove from

inventory D. Upload all information into SACS

In progress

M3 GHayes Community Room Construction Problems

Enforce the warranty on the construction work done in Pecan

A. Work with ACES to mitigate the concerns over painting and finishes in the community room.

In Progress

Avenue Community Room.

Work Plan - YouthBuild Item Assigned Item Description To Do Completed Y1 LWilliamson Budget Accrual Accrual of all in-kind

and matching funds A. Reconcile all accrual of in-kind and matching funds September

2017-Present In Progress

Y2 KEvans/EBrown Grant Closeout 2020 Closeout of the YB Grant

A. Work with the field office on the closeout of the YB grant. In Progress

Completed Items F9 KEvans COVID Leave

Policy Develop COVID Leave policy per CARES Act.

A. Develop COVID Leave policy per CARES Act. 5/15/20

F12 KEvans/LWilliamson COVID Grants Establish procedures for reconciling all COVID expenses and drawing down funds

A. Proof of concept the process for April 2020 by reviewing all expenditures to determine if they are after the March 27, 2020 date and qualify for reimbursement.

B. Email HUD with any questions regarding whether items are reimbursable.

6/8/20

O1 KEvans/JKey EIV Access for all of Occupancy

Anji, Michele and Tarsha lack EIV access for their areas

A. Review EIV process and contact the field office for technical support

11/12/19

O3 KEvans Tenant Web Portal

Establish a portal for online payments, document upload/download, and to update contact info.

A. Setup web portal software with SACS B. Setup apps.egahousing.org with JLister C. Test online payment process and proof reconciliation between

web portal, sacs, and bank accounts.

6/1/20 6/1/20 7/10/20

O4 KEvans Tenant Notifier Establish a way to text and email residents from SACS

A. Setup text capability B. Setup email capability C. Test work order notification D. Test recert notification E. Test general notification

7/7/20

O7 KEvans SMTP Routing Issues

Fix issues with domain A records, and email routing

www Point to wordpress egahousing.com @ (None) delete * (All Others) 205.178.189.129

Business Profile Network Solutions

apps.egahousing.org Move to MS Microsoft mailadmin.egahousing.org delete sacs.egahousing.org Move to MS Microsoft webmail.egahousing.org delete

5/14/20

M2 COVID Safety Updates

A. Install showers in Warrenton and Harlem Maintenance Shop. B. Install Washer/Dryer in Warrenton and Harlem Maintenance

Shop. C. Install “bank drawers” at each office. D. Install automatic hand soap and paper towels in all public and

private bathrooms. E. PPE Inventory Established. Updated and emailed out every

Friday.

August 2020 August 2020 August, 2020 Complete Ongoing

CRAWFORDVILLE- 3 OPEN FINDINGS

Finding Number Finding Title What The FO Requested For Closeout Response Received From PHA 8/2/2020 Status PHA Notes2017-001 Allocation of Expenses Policies and Procedures implemented to ensure:

1) monthly review of expenses occur in accordance with Section 13 of Consortuim Agreement are performed.2) financial reports prepared by the Authority's feeaccountant reports are reviewed to ensure expensesare properly accounted for among EGHAP members.

This item was cleared prior to the 2018 audit. OPEN Email sent 8/11/20 for clarification.

2018-001 FDS Contained Material Prior Period Adjustment -CFP

The Authority must implement a process to track CFP costs and ensure CFP funds are drawn timely. A copy of the written procedures and tracking mechanism should be provided to the FO for review.

We will implement controls to ensure that all CFP expenses are tracked and timely drawn from HUD.

OPEN Response is under review.

2018-002 Operating Budget Not Approved Prior to Start of FY

The Authority must provide a copy of the budget prepared for fiscal year (January 1 - December 31, 2020), along with the resolution granting Board approval.

We will implement controls to ensure that financial statements are reviewed to determine that operating expenses are within budget and ensure that operating budgets are approved before the beginning of the Authority's fiscal year. EGHAP has transitioned to a new accounting firm for fee accounting services. This firm reconciles the finances within our PHA software monthly and generates board reports. The board receives those reports for each month and accepts them into the minutes as a record of due diligence.

OPEN Jodie emailed the budget and minutes showing approval December, 2019.

2017 & 2018 Audit Finding Schedule

HARLEM - 3 OPEN FINDINGS

Finding Number Finding Title What The FO Requested For Closeout Response Received From PHA 8/2/2020 Status PHA Notes2017-001 Allocation of Expenses Policies and Procedures implemented to ensure:

1) monthly review of expenses occur in accordance with Section 13 of Consortuim Agreement are performed.2) financial reports prepared by the Authority's fee accountant reports are reviewed to ensure expenses are properly accounted for among EGHAP members.


2018-001 FDS Contained Material Prior Period Adjustment - CFP




2018-002 Operating Budget Not Approved Prior to Start of FY

The Authority must provide a copy of the budget prepared for fiscal year (January 1 - December 31, 2020), along with the resolution granting Board approval.



WARRENTON - 5 OPEN FINDINGSFinding Number Finding Title What The FO Requested/Needs For Closeout Response Received From PHA 8/2/2020 Status PHA Notes2017-001 Allocation of Expenses Policies and Procedures implemented to ensure:



2017-004 Noncompliance with Eligiblity - Lead Based Paint The Authority must provide the FO with policies and procedures implemented to ensure: 1) all tenants receive the required lead based paint information2)documenation is maintained in tenant files as evidence the information was provided3) quality control reviews of tenant files are performed to ensure completeness.

This item was cleared prior to the 2018 audit. Email sent 8/11/20 for clarification.

2018-001 FDS Contained Material Prior Period Adjustment - CFP




2018-002 Operating Budget Not Approved Prior to Start of FY The Authority must provide a copy of the budget prepared for fiscal year (January 1 - December 31, 2020), along with the resolution granting Board approval.



2018-004 Unsecured Deposits Totaling $69,531 General Depository Agreement, HUD-51999, executed with the new bank.

We have required the local financial institution topledge securities to cover deposits in excess of FDIC coverage and we have implemented a review process to ensure deposits are adequately secured. A key component of this change is transitioning all accounts to a single bank so we can access the data through one portal with un form reporting. This transition will be finalized by the end of 2020.

OPEN Cleared per email from FO to Laura Williamson in response to L Williamson sending over the GDAs.

THOMSON - 9 OPEN FINDINGSFinding Number Finding Title What The FO Requested/Needs For Closeout Response Received From PHA 8/2/2020 Status PHA Notes2017-001 Allocation of Expenses Policies and Procedures implemented to ensure:



2017-006 IRS Quarterly Forms Not Properly Filed for the Year The Authority must provide the FO with:1) the policies and procedures implemented to ensure employee compensation is propertly reported to the IRS quarterly 2) supporting documentation to confirm the submission of IRS form 941 during FY 2019.


2018-001 FDS Contained Material Prior Period Adjustment - CFP The Authority must implement a process to track CFP costs and ensure CFP funds are drawn timely. A copy of the written procedures and tracking mechanism should be provided to the FO for review.


OPEN

Response is under review.2018-002 Operating Budget Not Approved Prior to Start of FY The Authority must provide a copy of the budget

prepared for fiscal year (January 1 - December 31, 2020), along with the resolution granting Board approval.



2018-004 Personal Use of Authority Vehicles The Authority must provide:1) The Board approved policy governing the use of Authority owned vehicles2) a certification from the Executive Director stating that employees are no longer utilizing the maintenance vehicles for personal use.

The Maintenance Department has discontinued taking authority trucks to and from work. All trucks are parked at the authority unless an employee is on call. Due to the authority covering four counties, it is in the best interest of the authority and the residents that oncall personnel can respond as quickly as possible at night and on the weekends to attend to emergency workorders.

OPEN

Discontinued 9/2018.

2018-005 Noncompliance with Personnel Policy The Authority must provide the FO with the details of the system of oversight put in place to ensure exempt employees are not earning or using compensatory time.

We have discontinued the accrual and use of comp time for exempt employees.

OPEN

Discontinued. Response is under review.

2018-006 Unapproved Costs Related to Purchase of Real Estate - $7,894 Clements Street property

EGHAP must identify and reimburse HUD, from non-federal funds, for all of the expenditures associated with the Clements Street property. The Authority must provide the FO with a detailed list of expenses and verification that repayment has been made.

The Authority has reviewed allowable costs for each of its federal programs to ensure only allowable costs are charged. Authority personnel continue to train to gain a better understanding as to allowable costs for each of its federal programs.

OPEN

Response is under review.

2018-007 Unallowable Use of Public Housing Funds - $60,381 (tree removal, asbestos abatement & grading at Clements street property.

EGHAP must identify and reimburse HUD, from non-federal funds, for all of the expenditures associated with the Clements Street property. The Authority must provide the FO with a detailed list of expenses and verification that repayment has been made.

The Authority has reviewed allowable costs for each of its federal programs to ensure only allowable costs are charged. Authority personnel continue to train to gain a better understanding as to allowable costs for each of its federal programs.

OPEN


2018-008 Noncompliance with Reporting - CFP/Section 3 The Authority must provide the FO with the reportable HUD 60002, Section 3, data that has been tracked during the fiscal year to demonstrate compliance. In addition, the Authority must provide the FO with confirmation of submission of the HUD 60002, in the SPEARS system, by the January 2020 deadline.

The Authority's staff continues to familiarize themselves with Capital Fund Program reporting requirements through training.

OPEN



301 Thompson Street Crawfordville, Georgia 30631

Harlem Property

140 E. Milledgeville Road Harlem, Georgia 30814

Thomson Property

219 Pecan Avenue Thomson, Georgia 30824

Warrenton Property

PO Box 2 Warrenton, Georgia 30828

Meeting Minutes Via Teleconference

July 21, 2020 The monthly meeting of the Executive Board of Commissioners of the East Georgia Housing Authority Partners began at 6:02 pm. via virtual Zoom meeting. The following Commissioners were present on the Zoom meeting: Susan Benning-Tutt, Jamie Burnett, Lee Ann Meyer, Reverend Anthony Booker, Reverend Stephen Ivey, Lashanda Kitchens, and Don Pesek. Also present were Kelly S. Evans, Executive Director, Jodie G. Key, Public Housing Manager, Elizabeth Brown, East Georgia YouthBuild Director, Laura Williamson, Finance Manager and Glenn Hayes, Maintenance Director. Absent was Commissioner Julie Mae Stewart. Commissioner Jamie Burnett led the meeting with prayer. Executive Director, Kelly S. Evans, read the brief staff reports that were written and delivered to the board of commissioners with the agenda. Director Evans did extrapolate on the free COVID-19 drive thru testing that would be held at the Thomson Housing Authority campus on Friday, July 24, 2020 rom 9am-11:30 am and mentioned all appointment slots had been filled. Laura Williamson, Finance Manager, said the monthly utility reimbursements were processed today via direct deposit and Director Evans added EGHAP was moving toward a touchless, automatic tenant receivable pay system. Executive Director, Kelly S. Evans, discussed her work plan. Director Evans mentioned all individual (Warrenton, Crawfordville & Harlem) EGHAP bank accounts had been moved over to Cadence Bank and those changes would be reflected in SACS and in HUD’s Secure Systems by August 1, 2020. Director Evans said the procurement of an auditor would hopefully take place in September 2020, depending on what executive orders may be in place due to COVID-19. Executive Director, Kelly S. Evans, said there were some recommended changes and additions to the EGHAP Personnel Policy to include COVID Vacation Leave Policy and recommendations on the Limitations Policy. Director Evans said when an EGHAP employee takes approved vacation leave they are required to quarantine for 14 days, out of an abundance of caution due to COVID-19. Director Evans said laptops and other equipment had been deployed to better provide the tools necessary for the Occupancy Department to work remotely. Chairperson Tutt asked if it was possible to have YouthBuild graduates employed to help the Maintenance Department since they were short staffed and Director Evans said some already have jobs, and she doesn’t want the liability and they won’t have insurance benefits.

2 | P a g e

The next item on the agenda was the approval of the July 21, 2020 Consent Agenda which consisted of the May 19, 2020, May 21, 2020, June 16, 2020 and June 17, 2020 Meeting and Tele-Vote Minutes, and the EGHAP April and May 2020 Financials. Commissioner Meyer made the motion to accept the Consent Agenda and Commissioner Booker seconded the motion. The motion carried unanimously. There was no Old Business to discuss. The only item under New Business was the discussion on whether to move the Board Meeting from 8-18-2020 to 8-12-2020 or 8-13-2020 or cancel it. There being no further business before the board Executive Director, Kelly S. Evans, excused everyone but voting members of the Consortia Board from the Zoom call at 6:27 p.m. in order to go into Executive Session. There being no further business before the board, Commissioner Meyer made the motion to go into an Executive Session and Commissioner Burnett seconded the motion. There being no opposition the motion passed to go into Executive Session at 6:27 p.m. Commissioner Burnett made the motion to come out of Executive Session. Commissioner Meyer seconded the motion. There being no opposition the motion was made to come out of Executive Session. Commissioner Meyer made the motion that Chairperson Tutt be directed to execute an affidavit, as called for by the Georgia Law, affirming that no subject was discussed during Executive Session which violated the open meeting law of the State of Georgia. Commissioner Pesek seconded the motion and the motion passed with no opposition. There being no further business before the board, Commissioner Meyer made the motion to adjourn the meeting and Commissioner Ivey seconded the motion. The motion passed unanimously, and the meeting was adjourned at 6:31 p.m. Respectfully Submitted, _____________________________ _____________________________ Kelly S. Evans, CME Susan Benning-Tutt Executive Director Chairperson

Tenant # Name

Monthly

Rent Unit Address

Balance

Rent

Balance

Owed

8/7/2020

Balance

Other

Last

Payment

Date

Terminated

11:25:56AM Page 1 of 1

1Authority #East Georgia Housing Authority PartnersWrite Off Candidates

10151 Ceaser, Shalexis 14.00 1015 Willow Street 0.00 629.45 629.45 09/23/2019 12/16/2019

1037 Walker, Mallie 5.00 1037 Willow Street 0.00 223.58 223.58 01/06/2020 02/03/2020

0.00 853.03 853.03Totals

Tenant # Name

Monthly

Rent Unit Address

Balance

Rent

Balance

Owed

8/7/2020

Balance

Other

Last

Payment

Date

Terminated

11:29:51AM Page 1 of 1

20Authority #Warrenton Housing AuthorityWrite Off Candidates

002198.07 Rogers, Tiara 417.00 198 Hopgood Street 665.01 962.97 297.96 11/12/2019 01/28/2020

001702.02 Tanksley, LaShundra 448.00 702 Pine Street 832.70 1,261.70 429.00 10/25/2019 01/06/2020

001101.04 Yarbrough, Jada 448.00 101 Pine Street 225.75 269.19 43.44 11/19/2019 12/26/2019

1,723.46 2,493.86 770.40Totals

board of commissioners agenda via teleconference august 12 ... · 8/12/2020 · us to resume...

Documents