Finding-002
Eligibility – Significant deficiency in internal control over compliance (Unit Inspection Documentation)
Management Response Management acknowledges that this finding resulted in part from an over-reliance on partner organizations for performing initial and annual unit inspections, without ensuring that full inspection documentation was consistently maintained in internal records. To address this, the following corrective actions have been implemented:
•The Leasing Department and Support Services teams are now required to collect and retain copies of all unit inspection documentation (both initial move-in inspections and annual reinspection), even when performed by partner organizations.
•A centralized tracking log for unit inspections has been created and will be maintained by the Program Director to monitor inspection status and ensure document retention for each client.
•Program staff are required to upload inspection documents to a secure central drive and log inspection completion in the client case management database.
•Quarterly reviews will be conducted by the Compliance team to ensure all required inspection documentation is properly retained and accessible.
Training on these updated procedures will be conducted on June 10, 2025, with quarterly refresher trainings planned.
Responsible Staff: Program Directors and Leasing Manager
Implementation Date: June 2, 2025