Finding 375637 (2023-002)

Low Rent Program-CDFA#14.850 Finding 2023-002-Inventory of Maintenance Equipment and Office Furniture Should Be Updated-Special Tests Criteria and Condition Federal regulations require that the Authority update its inventory of equipment and Office Equipment at least every two years. Context The listing has not been updated in several years. We do note that the ranges, refrigerators, and hot water heaters in each unit are maintained by serial number on Excel, and are checked at the annual or move-in inspections Effect The estimated effect of non-compliance is likely minimal. The office and Maintenance Shop have not been remodeled or moved. The E.D. asserts that he is familiar with the vehicles and large pieces of equipment. Cause Oversight by management. Questioned Costs None Recommendation There are various ways to document an update of the inventory. A common method is to tag with a number all of the pieces of office furniture and maintenance equipment. Small items, hanging framed prints, etc. can be disregarded. Then, on Excel or something similar, a description such as “E.D. desk” is entered on the page, along with its assigned number. Further breakdowns likely could be “E.D.’s office”, “conference room”, etc. View of Responsible Officials We will comply with the auditor’s recommendation.