1. Tracking Deficiencies The Housing Authority will use its ERP system, Yardi, for tracking all failed inspections. The system will have record of all relevant inspection-related information, and inspection staff will update the log on the same day that deficiencies are identified and as corrections...
1. Tracking Deficiencies The Housing Authority will use its ERP system, Yardi, for tracking all failed inspections. The system will have record of all relevant inspection-related information, and inspection staff will update the log on the same day that deficiencies are identified and as corrections and follow-up inspections are completed. Management will review the log regularly to monitor outstanding deficiencies, ensure timely corrective action, and verify compliance with required deadlines. 2. Notification Procedures For a 24-hour correctable deficiency resulting in a failed inspection, the tenant and landlord (if present) will be notified at the time of inspection, and both will receive follow up notice via email or phone immediately thereafter. Where notification is made via phone, a note will be made on the inspection booklet recording the time and details of the conversation. A letter summarizing the conversation will be sent to tenant and/or landlord as applicable. For deficiencies with longer correction times (e.g. 30 days), notification will be sent to the tenant and landlord within 5 business days of the inspection. Notification will include relevant information, including the deficiency identified, the required timeframe for correction, the party responsible for correcting the violation, and potential consequences for failure to complete the required repairs or corrections. Management will periodically review documentation to ensure notifications are completed timely and in accordance with Housing Authority policy and HUD requirements. 3. Management Oversight Management will monitor all open deficiencies to ensure that required notices are issued within required timeframes, corrections are completed and verified timely, and appropriate follow-up actions are taken when repairs or corrections are not completed as required. If deficiencies are not corrected within the required timeframe, the Housing Authority will take appropriate enforcement action in accordance with program requirements and applicable regulations, including HAP abatement and termination of tenant assistance, if required. In addition, failure by staff to complete required inspection and follow-up responsibilities will be reported to executive management for corrective action to ensure continued compliance and accountability. 4. Verification of Corrections All remediation of deficiencies must be verified before the deficiency is considered corrected and closed. Verification may include: Reinspection conducted by Housing Authority staff, with dates of correction documented; Remote video inspection, if it is feasible to discern whether the deficiency was adequately cured; or Photographs clearly documenting completed repairs or corrections 5. Staff Training Inspection and program staff will receive training on: HUD inspection requirements; Identification of life-threatening and 24-hour deficiencies; Required correction and verification timelines; and Documentation and recordkeeping procedures.