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AHA FYB2022 EOY Report

Auburn Housing Authority

FYB2022 Annual Action Plan End of the Year Report

July 1, 2022 - June 30, 2023

Date Approved: September 26, 2023
Resolution No: FYE2024-003

GENERAL

Summary
The end of the year (EOY) report details the Auburn Housing Authority's (AHA) accomplishments toward meeting the goals and objectives outlined in its Five-Year (FYB2020-FYB2024) Strategic Plan. The EOY report outlines the actual performance of "High Priority" activities for fiscal year beginning 2022 (July 1, 2022 - June 30, 2023).

The following categories established goals and objectives for FYB2022:
A. Resident Services
B. Project-Based Voucher Units
C. Housing Choice Voucher (formerly known as Section 8)
D. Information Technology
E. Public Relations and Marketing
F. Affordable Housing
G. Human Resources
H. Finance 

Assessment of the FYB2022 "High Priority" Goals and Objectives:
A. Resident Services

Program Administration

Goal
During FYB2022, AHA's goal was to enhance and improve its programs and workshops offered to HCV participants and PBV residents.

Objective
1. Increase public and private partnerships
Outcome: During FYB2022, AHA increased its public and private partnerships to include but not limited to the following:

  • Several organizations made presentations during resident service events.
  • Staff attended various community events and meetings.
  • Staff met with local agencies to discuss collaboration in hopes of expanding services.

2. Offer recurring programs/activities
Outcome: During FYB2022, the Public Relations and Compliance Department implemented the following recurring programs and activities:

  • Wonderful Wednesday (for seniors) 
  • Mentoring Moms (various topics) 
  • Transportation Services

3. Implement PBV resident orientation session
Outcome: No activity. Will pursue during FYB2023.


Workshops and Counseling Sessions

Goal
During FYB2022, AHA's goal was to offer workshops to promote self-sufficiency.

Objective
1. Housekeeping
Outcome: Housekeeping sessions were held during the fiscal year. Referrals were made for resident with housekeeping violations. There were 8 attendees.

2. Credit Counseling and Budgeting
Outcome: The following sessions were offered during the fiscal year:

  • Smart Money Habits Workshop (8 attendees) 
  • Building Your Financial Know How (6 attendees) 
  • Energize Yourself Financially Workshop (5 attendees) 
  • Making Intelligent Decisions to Turn Pennies into Cash (9 attendees)

3. Domestic Violence
Outcome: The Domestic Violence Intervention Center conducted two workshops during the fiscal year (7 attendees).

4. College Preparation
Outcome: Staff increased their outreach efforts in hopes of garnering increased college application submissions. Numerous students applied. One (1) was awarded an AHA scholarship for $500.

The following were also offered:

  • Scholarships Workshop (5 attendees)
  • Auburn University Leadership Conference (3 attendees)

5. Housing Counseling
Outcome: Housing Counseling session was held during the fiscal year (6 attendees).

6. Online and Miscellaneous Webinars
Staff participated in the following webinars

  • Connecting Communities/Integrating Economic Inclusion to Strengthen Local Economics
  • Planting Seeds for Economic Mobility

Education, Recreation, and Miscellaneous Activities

Goal
During FYB2022, AHA's goal was to offer HCV participants and/or PBV residents' school-aged children and college students with educational support and enhance recreational activities.

Objective
1. Resident Block Parties and School Supply Distribution
Outcome: The following events were held during FYB2022:

  • Operation CommUNITY
  • Christmas Tree Decorations
  • Farmer's Markets
  • School supply distribution

2. Donate School Supplies
Outcome: AHA and the Auburn Police Department donated school supplies during the fiscal year.

3. Comply with supportive service requirements
Outcome: During FYB2022, The Resident Service Coordinator developed a plan to ensure PBV supportive service requirements were met.

4. After School Programs
Outcome: AHA paid fees for 34 youth to attend the Boys and Girls Club.

5. Scholarship Fund and College Fair
Outcome: The Resident Services Coordinated contacted AHS Counselors and seniors regarding scholarship opportunities. Scholarship Information Sessions were held during FYB2022. There were 7 - 9 attendees at each event.

JaKyra Byrd was awarded a $500 college scholarship.

6. Youth Advisory Board/AHA Youth Academy
Outcome: No activity due to staff changes.

7. Resident Advisory Board (RAB): Increase participation
Outcome: Three (3) new RAB members were added during FYB2022. Numerous meetings were held during the FY.

8. Voter Registration Drive
Outcome: No activity. Will pursue during FYB2023.

9. Food Pantry
Outcome: During FYB2022, The Food Pantry had an average of 155 monthly visits and distributed an average of 5909 pounds of food each month.

Thanksgiving and Christmas Farmer's Markets were held during the FY.

Project-Based Voucher Units
Program Administration

Goal

During FYB2022, AHA's goal was to maintain a high performer status in managing project-based voucher (PBV) units.

Objective
1. Maintain a monthly occupancy rate of 96% or higher
Outcome: There was an average occupancy rate of 94% at FYE2022. There was a decrease in occupancy due to "mod" units.

2. Decrease outstanding balances and reduce tenant write-off
Outcome: There was an increase in outstanding balances due to the COVID-19 pandemic coupled with HUD's eviction moratorium. However, the MFH Department was proactive in getting repayment agreements executed coupled with receiving in Emergency Rental Assistance.

However, towards the end of FYB2022, there was an increase in outstanding balances due to non-payment of rent and Repayment Agreements resulting to an increase in evictions.

3. Reduce evictions and unit abandonment
Outcome: There was an increase in evictions and unit abandonment due to non-payment of rent. Outreach was completed before evictions were enforced.

4. Setup electronic lease renewal and execution
Outcome: Leases have been uploaded to Document Manager. MFH intends to implement electronic lease renewal during FYB2023.

5. Maintain current banning list and post at each site
Outcome: The banning list is current and posted at each site.

Unit and Site Improvements

Goal
During FYB2022, AHA's goal was to enhance its residential units by improving their aesthetics, security, etc.

Objective
1. Ridgecrest Site: install a fence behind site
Outcome: No activity due to other departmental objectives and staff turnover.

2. Porter Site: build accessible parking and entry into units    Outcome: No activity due to other departmental objectives and staff turnover.

3. Porter Site: ramps instead of high steps on front porches
Outcome: No activity due to other departmental objectives and staff turnover.

4. Porter Site: drive up entrance to community center
Outcome: No activity due to other departmental objectives and staff turnover.

5. Drake: maintain empty lot
Outcome: Compete

6. All Sites: security - Additional police patrol/Neighborhood Watch Program (coordinate with APD)
Outcome: Surveillance cameras were installed at all sites during FYB2022. Phase 2 will be implemented during FYB2023. Additional patrol requested based on activity in the area.

7. All Sites: protective cover at bus stops
Outcome: No activity. Will pursue during FYB2023.

8. All Sites: site beautification
Outcome: Professional lawn maintenance is on a routine basis.

9. All Sites: speed bumps
Outcome: City did not approve request.

10. All Sites: additional streetlights (where needed)
Outcome: Additional streetlights were installed at all sites during FYB2022.

11. All Sites: Street improvements (where needed)
Outcome: No activity.

12. All sites: Assigned parking
Outcome: No activity. However, parking violations were issued.

13. All Sites: Develop and/or renovate Community Centers
Outcome: No activity due to Maintenance Division staff turnover and focusing on other high department objectives.

14. All Sites: Resident information board (covered in Plexiglas)
Outcome: Complete.

15. Auburn Day Care Centers Improvements (as needed)
Outcome: Repairs completed upon request.

Maintenance

Goal
During FYB2022, AHA desired to maintain a high-level Maintenance Program.

Objective
1. Comply with PCA requirements
Outcome: PCA appliances were installed during the FY.

2. Work order monthly completion rate 95% - 100%
Outcome: Average work order completion rate was 99%.

3. Housing Quality Standard (HQS) inspections rate 98 - 100%
Outcome: The annual HQS inspection was conducted during FYB2022. 281 units were inspected, 280 passed resulting in a score of 99.6%

4. Preventive maintenance on all public housing units
Outcome: Preventive maintenance began during FYB2022 but was limited (22%) due to staff shortage and restructuring.

5. Turnaround time on vacant units in 13 days
Outcome: Average turnaround on vacant units were excessive due to staff turnover.

B. Housing Choice Voucher (HCV) Program
Program Administration

Goal
During FYB2022, AHA desired to maintain a high-level HCV Program.

Objective
1. SEMAP score of 90-100% to maintain high performer status
Outcome: AHA is exempt from SEMAP scoring due to MTW designation. Performance is based on the annual audit. There was (1) finding during FYE2022. The Corrective Action Plan has been submitted and implemented.

2. Maximize funding and voucher utilization for all funded programs
Outcome: 2-Year Tool is completed monthly and reviewed with HUD Field Office staff to ensure that funds are being maximized without overspending. Converted from Affordable Housing to SACS for applications and utilizing the online SACS application portal to reduce
administrative burden and time required to issue vouchers. Challenges continue due to Auburn's tight rental market. Contract executed with the Landlord Liaison.

Participants

Goal
During FYB2022, AHA desired to improve and enhance services to HCV participants.

Objective
1. Administer the HCV Homeownership Program
Outcome: Various banks have expressed interest in program. Challenges to implement the program due to participant's interest coupled with increased interest rates.

2. Administer the Family Self-Sufficiency (FSS) Program
Outcome: The FSS program was administered during FYB2022, and funding was received to fund the FSS Coordinator's position.

3. Administer Foster Youth Initiative (FYI)vouchers
Outcome: FYI was administered during the FY.

4. Apply for various voucher programs based on NOFA and local need
Outcome: AHA did not apply for additional vouchers due to low voucher utilization as a result of having a tight rental market in AHA's jurisdiction.

5. Comply with MTW Cohort #1 requirements
Outcome: The MTW Supplement was submitted during FYB2022.

6. HCV participant brochure
Outcome: Information is provided in AHA's monthly newsletter and website.

7. HCV Briefing Video
Outcome: HCV briefing information was posted on the website. The briefing video is underway.

8. VASH: Enhance partnership with VA, maximize voucher utilization, and apply for additional VASH vouchers                                Outcome: Contract executed with the Landlord Liaison in hopes of increasing VASH utilization.

9. Offer workshops and information sessions
Outcome: HCV program information is published in the newsletter, website, and social media.

Landlords

Goal
During FYB2022, AHA desired to improve and enhance services to HCV landlords.

Objective
1. HCV landlord marketing to increase landlord participation
Outcome: HCV Landlord information is published in the quarterly newsletter, website, and social media. The Landlord Liaison will further promote HCV landlord partnership opportunities through direct contact.

2. Offer landlord incentive to increase participation
Outcome: Emergency Housing Vouchers service fees were used to provide landlord incentives for new and current landlords.

3. Setup online landlord portal
Outcome: The landlord portal is operable and available on the website.

C. Information Technology

Information and Technology Improvements

Goal
During FYB2022, AHA desired to improve and enhance its information technology to have information accessible for those served and to improve efficiency.

Objective
1. Website Updates
Outcome: The website is updated weekly.

2. Internet access for resident
Outcome: Staff attended state meetings regarding federal wi-fi funding opportunities. Funding has been identified for resident wi-fi service.

D. Public Relations and Marketing

Administration

Goal
During FYB2022, AHA desires to implement various marketing strategies to enhance communication with clients and the public.

Objective
1. Attend applicable community meetings and support community partners
Outcome: Staff attended numerous community meetings to enhance partnerships and share information regarding AHA's programs and services.

2. Develop a marketing strategy to enhance AHA's visibility and improve public perception
Outcome: Marketing information was published on social media, website, and in the newsletter.

3. Increase social media following and website subscribers
Outcome: Social Media following grew during FYB2022. There were 918 followers at FYB2022 compared to 827 at FYB2021.

4. Increase and enhance community partnerships
Community partnerships grew during FY2022. ACDC was awarded a $1000 grant from the Cadence Bank Foundation.

5. Publish quarterly newsletter
Outcome: Newsletters were published and distributed quarterly.

6. Enhance website and social media postings
Outcome: Website and social media postings were completed weekly.


E. Affordable Housing

Goal
During FYE2022, AHA desired to increase the supply of affordable housing for low and moderate-income families.

Objective
1. Acquire property for low-income housing development (multi-family/single-family)
Outcome: No activity.

2. Redevelop project-based units owned by AHA's affiliate and managed agencies
Outcome: AHA Development LLC substantially completed the 2023 9% LIHTC application but it was not submitted due to unforeseen circumstances.

3. Apply for funding to expand affordable housing opportunities
Outcome: The City of Auburn explored funding opportunities in support of the 2023 9% LIHTC but it was not committed due to the application not being submitted.

F. Human Resources

General Administration

Goal
During FYB2022 AHA desired to enhance services to employees.

Objective
1. Improve inter-office relations
Outcome: Inter-office interactions have improved.

G. Finance

Administration

Goal
During FYB2022, AHA plans implemented various activities to improve the overall performance of the Finance Department.

Objective
1. Employee cross training and professional development
Outcome: The Finance staff has been crossed-trained on various job functions.

2. Provide technology needs to enhance job performance
Outcome: Mobile inventory complete. BoldSign has been implemented for purchase orders which is substantially improved workflow.

3. Achieve financial goals to receive high performer rating
Outcome: FYE2023 ratings are pending.

4. No audit findings related to the financial performance
Outcome: Audit for FYE2022 was completed with no audit findings related to the financial performance.

5. Develop a HUD-compliant system to track CARES Act funding/ exp.
Outcome: Finance has complied with the CARES Act funding and expenditure and reporting requirements.

6. Close end of the month processing by the 15th of each month (exceptions due to end of the year processing)
Outcome: There has been improvement with closing EOM processing.

Accounts Payables and Accounts Receivables

Objective
1. Process all billing in an accurate, timely, and efficient manner
Outcome: Accounts payable processing has improved after hiring an Accountant to assist the COO.

2. Ensure intercompany receivable balances are current
Outcome: Processing of intercompany receivables through the month of May 2023 have been reimbursed and were on schedule for monthly reimbursements.

3. Reduce end of year receivable balances
Outcome: A partial reimbursement for June 2023 was completed to reduce the outstanding balance as of FYE at June 30, 2023.

4. Ensure accounts payable vendor balances remain low
Outcome: Purchase orders (PO) are maintained monthly to ensure they are closed as received. Preparation for FYE includes PO review to close and pay all outstanding POs prior to FYE.

Procurement

Objective
1. Complete procurement for standard contractors for emergency/as needed basis
Outcome: Major procurement was completed during the FY to include lawn serviced, HVAC, unit turn, etc.

2. Complete procurement for vendor lists for maintenance materials
Outcome: Cooperative agreements were executed with various vendors which expedited purchasing maintenance materials.

3. Utilize SACS Contract Module
Outcome: SACS contract module is not fully functional.

4. Prepare/monitor contract log to ensure all contracts remain current
Outcome: Contact logs are monitored monthly.

5. Section 3 Program
Outcome: Draft Section 3 Plan was submitted for review.

6. Develop a cohesive HUD-compliant procurement and contract management system
Outcome: Contact logs are monitored monthly and are administered in an HUD-compliant manner.

Purchasing and Inventory

Objective
1. Fully utilize SACS Mobile Inventory System
Outcome: All inventory information was uploaded to tablets for use in the Mobile Inventory System. The inventory valuation was completed for FYE2022.

2. Minimize outstanding purchase orders at fiscal year end
Outcome: Outstanding purchase orders (PO) were monitored monthly to ensure that there are no large accumulations of payables and PO cleared prior to EOY processing for all items received prior to end of fiscal year.

 

Describe how frequent the activities are monitored.
The CEO monitored the progress of completing the objectives on a quarterly basis to ensure the objectives were completed in a timely manner.

Describe progress in meeting priority objectives.
AHA has made significant progress in meeting priority goals and objectives by funding and implementing various high priority activities that were identified in the 5-year Strategic Plan.

Describe obstacles in goals and objectives outlined in the FYB2022 Action Plan.
Staff turnover and procurement response were the major contributing factor in meeting all the goals and objectives of the FYB2022. Despite the barriers faced in FYB2022, staff persevered and performed well.