Finding Text
Criteria: Housing quality inspections must be performed at the time of the initial occupancy and at least annually thereafter to assure that the units are decent, safe, and sanitary. In addition, any needed repairs are completed timely.
Condition:
1) 2 of the 41 units selected for testing were missing housing inspection reports performed at the time of initial occupancy.
2) 7 signed work orders selected for testing with the completion date and time were not available for review.
3) 2 work orders were not completed timely.
Cause: Sufficient internal control procedures to ensure that all required inspections were performed and any needed repairs are completed timely did not exist.
Effect: Housing could potentially not meet the requirement that it be decent, safe, and sanitary.
Auditor's Recommendation: We recommend that an internal control procedure be implemented to ensure that all required inspections are performed, and any needed repairs are completed timely. In addition, all documentation as evidence of the completion of the work orders are maintained properly.
Views of Responsible Officials and Planned Corrective Action:
1) Management will continue to work consistently to comply with performing all unit inspections within 30 days of lease date and properly document all unit inspections accordingly in the tenant file.
2) The maintenance supervisor will ensure that at completion of all work orders, the work order form must be filled out and signed by the maintenance technician. All complete work orders will be documented and filed at the Business Office each day. Before leaving the apartment, the maintenance staff will leave a carbon copy of the work order indicating what work was performed in the apartment. The maintenance supervisor will also ensure that all work orders coded as emergencies will be assigned to a technician in a timely manner and completed within 24 business hours.