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6 Purchasing The property has a budget that is prepared for the calendar year. It is the Business Manager's responsibility to control costs so that expenses remain at or below budgeted amounts. Expenses exceeding budget must be approved by the Property Manager. Purchase Orders are utilized on this property to ensure that only authorized employees may make purchases. The purchase order defines exactly what is being purchased and documents the price and orders. Purchase Orders help to maintain inventory control. Recordkeeping and Reporting Requirements A. Resident and operating accounts are to be prepared and maintained by Agent. B. The Agent will be responsible for the preparation and submission of the monthly operating report, annual budget and unaudited financial statements. C. A separate file will be maintained for each resident. All relevant information pertaining to that individual will be included in the file. This information will be retained for a period of three years after the resident vacates the unit. The Agent will be responsible for maintaining these records. Procedures for Determining Resident Eligibility and for Certifying and Recertifying Incomes A. A separate file will be maintained for each resident. Included in each file will be the initial application, preapplication, annual inspection sheets, income verification forms, lease agreement, move-in and move-out reports and all correspondence and notices to the resident. B. The Agent will be responsible for determining Resident eligibility and for certifying and recertifying incomes. Maintenance and Repairs Program The goal of our maintenance program is to preserve the property while providing for the safety and well-being of the residents. We make every effort to handle maintenance request within 24 hours. A written work order system is utilized which allow for accurate tracking and follow-up of all maintenance calls. Office staff will follow-up by contracting 75% of residents requesting work orders to ensure appropriate completion of the task.\ Maintaining inventory for the maintenance department is the responsibility of the Maintenance Technician. We maintain a sufficient quantity of supplies and repair parts to get through a one- month period. Grounds keeping and parking lot snow removal will be contracted. A property inspection/office audit is conducted quarterly to insure that the property is maintained appropriately. Each inspection/audit is scored and is utilized in staff performance reviews. A. The Development's "as built" plans and specifications will be located at the site office.