In early 2009, OCCH will pilot a new method of conducting the tenant file compliance review portion of the annual site audit for properties asset managed by OCCH. If the pilot is successful, this new method will become the standard procedure for conducting OCCH annual site audits.

In the past, OCCH has conducted an annual site audit that consisted of a physical inspection and a tenant file compliance review. The Asset Manager assigned to the property, and (depending on the number of units at the property) an Assistant Asset Manager or even another Asset Manager, would travel to the property to conduct the physical inspection and review tenant files for compliance with Section 42 regulations. Frequently staff members from the property had to be on hand for much of the audit to assist with providing tenant files and to answer questions. At the same time, staff members needed to be available to assist with escorting the Asset Manager to inspect the units. This resulted in a great deal of staff time for the property, as well as a lot of travel time for the Assistant Asset Manager.

2009 Desk Audits

In 2009, OCCH plans to conduct the tenant file compliance review portion of the site audit as a “desk audit.” While the Asset Manager will still travel to the site to conduct the physical portion of the review, the OCCH compliance department will identify 20% of the tenant files to be faxed (or scanned and sent via e-mail) to OCCH for review. This new procedure should have several benefits for partners. Since OCCH will request that files be sent to OCCH within 7 days, the property will have advance notice of which files will be reviewed—and the opportunity to look through the files one more time to correct any noncompliance. Additionally, fewer property staff members will be tied up on the day of the audit. Lastly, the Asset Manager should also have more time to devote to discussing the overall management of the property with the staff.

If you have any concerns regarding the desk review process, please contact Tony DiBlasi, Todd Cromwell, or Melanie Shapiro to discuss your concerns.