Skip to Main Content
menu
 Auburn, LaFayette & Roanoke Housing Authority Mobile Logos
menu
Like us on Facebook

AHA FYB2021 EOY Report

Auburn Housing Authority

FYB2021 Annual Action Plan

End of the Year Report

July 1, 2021 - June 30, 2022

Board Approved: October 25, 2022

Resolution No: FYE2023-011

 

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 compares the actual performance of activities listed in the FYB20211 Annual Action Plan to be completed July 1, 2021 - June 30, 2022.

The following categories established goals and objectives for FYB2021:
A. Resident Services
B. Project-Based Voucher Units
C. Housing Choice Voucher (formerly known as Section 8)
D. Information Technology
E. Affordable Housing
F. Human Resources
G. Finance
H. Public Relations and Marketing

Assessment of the FYB2021 Goals and Objectives:
A. Resident Services

Program Administration

Goal
During FYB2021, 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 FYB2021, AHA increased its public and private partnerships to include but not limited to the following:

  • The Church of the Highlands donated a 12-passenger van. 
  • Staff was appointed to serve on various local boards and committees. 
  • Staff attended various community events and meetings. 
  • Staff made presentations at various local events. 
  • Staff met with local agencies to discuss collaboration in hopes of expanding services. 

2. Offer recurring programs/activities
Outcome: During FYB2021, the Public Relations and Compliance Department implemented the following recurring programs and activities:

  • Wonderful Wednesday (for seniors) 
  • Talk to Us Tuesdays (various topics) 
  • Exciting Excursions (transportation assistance)

There was no activity for the following objectives due to staff's absence and other barriers. The objectives will be moved to the FYB2022 Annual Plan.

  1. Implement activity/program evaluations 
  2. Implement PBV resident orientation session

Workshops and Counseling Sessions

Goal
During FYB2021, AHA's goal was to offer workshops to promote self- sufficiency and needs of HCV participants/PBV residents.

Objective
1. Credit Counseling and Budgeting
Outcome: The Resident Services Coordinator is studying the "Your Money Your Goals" curriculum to offer AHA and its managed agencies families.

2. Domestic Violence
Outcome: The Domestic Violence Intervention Center conducted a workshop on October 26, 2021.

3. College Preparation
Outcome: Staff increased its outreach efforts in hopes of garnering increased college application submissions. Applicant submissions increased but none were awarded.

4. Housing Counseling
Outcome: Keller Williams Realty conducted a Home Buying workshop on November 16, 2021.

5. Online and Miscellaneous Webinars
Outcome: Staff hosted numerous virtual sessions as part of its "Talk With Us Tuesday" series. There was no activity for the following objectives due to staff's absence and other barriers. The objectives
will be moved to the FYB2022 Annual Plan.

  1. Housekeeping

Education, Recreation, and Miscellaneous Activities

Goal
During FYB2021, 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 FYB2021:

  • Back to School events were held at each site on August 2, 2021 and August 5, 2021.
  • National Night Out was held on October 18, 2021.
  • School supplies were also distributed towards the end of the school year.

2. Comply with supportive service requirements
Outcome: During FYB2021, The PR and Compliance and HCV Departments developed a plan to ensure PBV supportive service requirements are met.

3. Resident Advisory Board (RAB): Increase participation
Outcome: PR and Compliance Department is re-evaluating the RAB in hopes of improving participation.

4. COVID-19 testing and supply kits
Outcome: No activity due to the downward trajectory of COVID cases.

5. Food pantry
Outcome: During FYB2021, The Food Pantry had 1,156 visits and distributed 44,435 pounds of food.

The following programs were also offered during the fiscal year.

  • The Church of the Highlands (COH) donated ACDC (AHA's affiliate) a 12-passenger van. AHA is very appreciative of COC's generous gift.

There was no activity for the following objectives due to staff's absence and other barriers. The objectives will be moved to the FYB2022 Annual Plan.

1. Resident Resource Center
2. AHA Scholarship Funds
3. College Fair
4. Youth Advisory Board
5. Voter registration drive
6. Sports activities for children

B. Project-Based Voucher Units
Program Administration

Goal
During FYB2021, 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 97% at FYE2022.

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 nearly 70 repayment agreements executed totaling $50,133 coupled with receiving $88,126 in Emergency Rental Assistance.

3. Reduce evictions and unit abandonment
Outcome: There were minimal evictions due to non-payment of rent during FYE2022 because of the eviction moratorium. However, evictions were enforced related to criminal activity.

4. Setup electronic lease renewal and execution
Outcome: Staff worked with SACS to finalize the software installation and uploading the lease. Anticipate the goal will be implemented during FYB2022.

5. Setup rental drop box
Outcome: Complete

6. Setup online resident portal
Outcome: Complete

7. Utilize electronic notification system
Outcome: Complete

8. Setup Web Document Manager
Outcome: Complete

9. Maintain current banning list and post at each site
Outcome: The banning list is current. Water-proof bulletin boards are in the process of being installed at each site.

There was no activity for the following objectives. The objectives will be considered in FYB2022.

1. Panic button at front counter
2. Solid core door at front entrance
3. Admin Office: warning signal or signage at side driveway

Unit and Site Improvements

Goal
During FYB2021, AHA's goal was to enhance its residential units by improving their aesthetics, security, etc.

Objective
1. Drake: maintain empty lot
Outcome: Compete

2. All Sites: security - Additional police patrol/Neighborhood Watch Program (coordinate with APD)
Outcome: Surveillance cameras were installed at all sites during FYB2022. The working relationship between AHA & APD continues to be positive.

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

4. All Sites: additional streetlights (where needed)
Outcome: Alabama Power changed out all the existing light fixtures to LED lights which expands light coverage.

5. All Sites: Street improvements (where needed)
Outcome: City of Auburn was contacted during FYB2022. There was no activity.

6. All Sites: Resident information board (covered in Plexiglas)
Outcome: Boards installed at East Park and Sparkman. Pertinent resident information is published in the quarterly newsletter, via flyer distribution, and/or website.

7. Auburn Day Care Centers Improvements (as needed)
Outcome: The following were completed per request: plumbing doors, mulch for playground 

Due to staff changes, restructuring, and other factors, there was no activity for the following objectives. The objectives will be considered in FYB2022.

1. Blinds provided for each unit
2. Ridgecrest: Install fence behind site
3. Porter: Replace steps with ramp and add accessible parking
4. Porter Community Center: Drive up entrance
5. All Sites: protective cover at bus stops
6. All Sites: speed bumps
7. All sites: Assigned parking

Maintenance

Goal
During FYB2021, AHA desired to maintain a high-level Maintenance Program.

Objective
1. Comply with PCA requirements
Outcome: HVAC and refrigerators were install as needed.

2. Work order monthly completion rate 95% - 100%
Outcome: Work order completion rate was 96%.

3. Housing Quality Standard (HQS) inspections rate 98 - 100%
Outcome: The annual HQS inspection was conducted during FYB2021. 281 units were inspected, 280 passed resulting in a score of 99.8%

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 (69 days) due to staff shortage and restructuring.

C. Housing Choice Voucher (HCV) Program

Program Administration

Goal
During FYB2021, AHA desired to maintain a high-level HCV Program.

Objective
1. SEMAP score of 90-100% to maintain high performer status
Outcome: HUD did not issue FYE2021 SEMAP scores due to COVID-19 waivers.

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. Increased payment standards were approved by the Board and became effective 1/1/2022. Small Area FMR Exception payment standards were approved for three areas within the AHA jurisdiction which will result in an additional increase in payment standards for those areas. AHA prepared for a Landlord Symposium during FYB2021 which was held during FYB2022. A Landlord Liaison will be hired to help participants with their housing search and to provide outreach to increase properties available for voucher holders.

Participants

Goal
During FYB2021, AHA desired to improve and enhance services to HCV participants.

Objective
1. Visa or MasterCard prepaid cards or direct deposit for participants that receive a utility allowance check
Outcome: Awarded vendor failed to respond. A new procurement is being completed for prepaid cards.

2. Administer the HCV Homeownership Program
Outcome: The recommended revisions to the HCV Homeownership Action Plan were submitted during FYB2021 and approved during FYB2022.

3. Administer the Family Self-Sufficiency (FSS) Program
Outcome: The FSS program was administered during FYB2021, and funding was received to fund the FSS Coordinator's position. The final rule related to FSS has been issued and the FSS Action Plan was updated to include all related changes.

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

5. 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.

6. Comply with MTW Cohort #1 requirements
Outcome: No activity due staff changes and departmental restructuring.

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

8. Setup online Participate Portal
Outcome: The online applicant portal has been created. Applicants can create online applicant accounts and upload all required documents to the portal. Application documents have been revised to allow for digital signature to be received through the software and stored in digital document manager files. The online participant portal has been created for TBV participants which allows participants to upload all required documents to the portal.

9. Setup electronic notification system
Outcome: Software implementation pending.

10. VASH: Enhance partnership with VA, maximize voucher utilization, and apply for additional VASH vouchers
Outcome: Working to enhance the partnership with the VA. Priority has been given to processing all VASH Vouchers and performing virtual voucher briefings for VASH Voucher holders have been implemented in order to decrease processing time. An online applicant portal is available and is being updated to allow VASH referrals to apply through the portal and upload all documents online.

Landlords

Goal
During FYB2020, AHA desired to improve and enhance services to HCV landlords.

Objective
1. HCV landlord brochure
Outcome: A flyer for landlord incentives was created and the website is updated to provide relevant information for landlords. A Landlord Brochure has been created that provides program related information to current and prospective landlords. The HCV Landlord information on the website has been updated to promote the program and provide easy access to program information.

2. Develop marketing strategy to increase landlord participation
Outcome: A Landlord Symposium is scheduled to promote the HCV program and increase housing opportunities for the participants. A Landlord Liaison will be hired for landlord recruitment, to assist program participants with their housing search, and to serve as a contact point for current and prospective landlords to assist landlords with any issues related to the program.

3. Offer landlord incentive to increase participation
Outcome: CARES funding was used to provide landlord incentives for new and current landlords.

4. Setup online landlord portal
Outcome: Currently landlords can download documents from the AHA website. The HCV Landlord information on the website has been updated to promote the program and provide easy access to program information. A Landlord Portal is being created that will allow landlords to digitally sign required landlord documents and submit requests for rent increases or other landlord related items through the online portal.

D. Information Technology

Information and Technology Improvements

Goal
During FYB2020, AHA desired to improve and enhance its information technology to have information accessible for those served and to improve efficiency.

Objective
1. Annual website Outcomes
Outcome: Various Outcomes were completed during the FY.

2. Initiate MFH Resident and Landlord Portal and Virtual Services
Outcome: Complete

3. Initiate HCV Participant Portal and Virtual Services
Outcome: Complete

4. Initiate HCV Landlord Portal and Virtual Services
Outcome: Underway.

5. Upgrade office telephone system
Outcome: Continuing to be evaluated.

6. Computers for afterschool programs
Outcome: No progress was made during the FY.

7. Internet access for resident
Outcome: Staff is exploring funding opportunities to offer internet at all sites. In the interim, WiFi hubs are being considered at each community center.

8. Laptop/tablets for residents
Outcome: Evaluated the need and feasibility during the FY.

9. Surveillance cameras at all sites
Outcome: Surveillance cameras install at all sites during FYB2021.

10. Evaluate/upgrade computer software
Outcome: Computer software demos were completed by numerous vendors.

The following were not implemented during the FY but may be considered for FYB2022.

E. Affordable Housing

Goal
During FYE2021, 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: ACDC submitted a Letter of Interest to purchase a 64-unit development in Auburn. ACDC was selected in the "Best and Final Offer" category. The offer was increased but ACDC wasn't the highest bidder.

CEO met with potential property owners and City personnel to discuss opportunities to rezone properties to expand affordable housing opportunities to increase HCV utilization.

2. Redevelop project-based units owned by AHA's affiliate and managed agencies
Outcome: AHA Development LLC submitted a 2021 9% LIHTC application but it was not approved during the first quarter. The CEO and co-developer submitted comments for the 2022 QAP.

3. Apply for funding to expand affordable housing opportunities
Outcome: The City of Auburn confirmed its commitment to provide gap financing regarding the proposed Ridgecrest redevelopment. CEO participated in the AHFA stakeholder's meeting regarding ARP funds to be used for affordable housing initiatives.

F. Human Resources

General Administration

Goal
During FYB2021, AHA desired to enhance services to employees.

Objective
1. Offer Health Savings Account
Outcome: Employees were polled but there was minimal interest.

2. Improve inter-office relations
Outcome: Inter-office interactions has improved. There were no formal grievance hearings filed during the FY.

3. Implement Safe Workplace Plans
Outcome: Employee safety training and an onsite risk assessment was conducted during the FY.

G. Finance

Administration

Goal
During FYB2021, AHA plans implemented various activities to improve the overall performance of the Finance Department.

Objective
1. Employee cross training and professional development
Outcome: Due to staff shortages, cross training was not performed among regular full-time staff, but a temporary employee was hired to assist with various finance functions.

2. Provide technology needs to enhance job performance
Outcome: All inventory labels and software were updated to facilitate the mobile inventory system. Cell phones and laptops were provided to the Purchasing/Inventory Clerk and Procurement Specialist to allow for remote work as well as increase accessibility for vendors/contractors. SACS software is implementing new software changes and updates to enable AHA to utilize changes to improve performance.

3. Achieve financial goals to receive high performer rating
Outcome: Based on the audited financial data completed in January 2022, high performer rating was received in all financial indicators.

4. No audit findings related to the financial performance
Outcome: Audit for FYE2021 was completed with no audit findings related to the financial performance.

5. Develop a HUD-compliant system to track CARES Act funding/ exp.
Outcome: CARES Act funding and expenditures are tracked using the current SACS housing software. All funding was expended by the 12/31/21 deadline and the Operating Subsidy Portal was updated with the SF-425 Form related to the expended CARES Act funding by 3/31/2022.

6. Close end of the month processing by the 15th of each month (exceptions due to end of the year processing)
Outcome: New fee accountants were contracted as of 12/1/2021. 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: There were processing delays due to mail delivery, staff shortages, and internal restructuring.

2. Ensure intercompany receivable balances are current
Outcome: Processing of intercompany receivables up through the month of May 2022 have been reimbursed and were on schedule for monthly reimbursements. A partial reimbursement for June 2022 was completed to reduce the outstanding balance as of FYE at 6/30/22.

3. Reduce end of year receivable balances
Outcome: A partial reimbursement for June 2022 was completed to reduce the outstanding balance as of FYE at 6/30/22.

4. Ensure accounts payable vendor balances remain low
Outcome: Outstanding Purchase Orders were reviewed and cleared prior to EOY processing for all items received prior to end of fiscal year. COVID-related delays of equipment/materials were experienced which prevented receipt of all items prior to fiscal year end.

Procurement

Objective
1. Complete procurement for standard contractors for emergency/as needed basis
Outcome: There were delays with contract procurement due to the restructuring of the MFH department.

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

3. Complete procurement for HCV Prepaid Cards for program participants
Outcome: Awarded bidder failed to respond.

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

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

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

Purchasing and Inventory

Objective
1. Fully utilize SACS Mobile Inventory System
Outcome: All inventory information was uploaded to the iPad 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.

H. Public Relations and Marketing

Administration

Goal
During FYB2020, 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: AHA increased its social media presence during the FY. AHA had extensive coverage in preparing for its Landlord Symposium to include but not limited to news, newspaper, radio, and social media.

3. Increase social media following and website subscribers
Outcome: Social Media following grew during FYE2022. There were 827 followers at FYE2022 compared to 590 at FYE2021.

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

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

6. Set up electronic monitor in lobby
Outcome: Complete.


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 FYB2020 Action Plan.
Staff turnover and shortages were the major contributing factor in meeting all the goals and objectives of the FYB2021 Annual Action Plan. Despite the barriers faced in FYE2022, staff persevered and performed well. Coupled with working through COVID-19 waivers. As a result, progress toward goals was hindered.