Monthly work plan. All about HOA inspections - scheduled and unscheduled: what is it and who can conduct audits? What is an audit

To the main differences between a scheduled inspection from unscheduled include:

1. carrying out scheduled audits with the established frequency;
2. the possibility of conducting scheduled inspections by civilians;
3. voluntary nature of scheduled inspections.

The main goal of a scheduled inspection of the HOA is identify errors in the financial activities of the organization and provide guidance on how to fix them. Scheduled Inspection Dates known in advance to accounting and management of the housing association. They are carried out within the time limits the charter of the organization or the housing code.

Unscheduled audits are carried out on the basis of applications or complaints from individuals by supervisory authorities.

The main purpose of unscheduled events is identify and prove violations in which the organization and/or its employees are suspected.

Who controls the activities of the housing association?

Supervision of the activities of the governing bodies of the housing association may be carried out by the following authorities:

• tax office;
• department of housing supervision;
• prosecutor's office;
• audit committee;
• Labour Inspectorate;
• control commission of residents-members of the association.

The tax authorities control the correctness of filling out tax returns and correct distribution of income and expenses under different systems of taxation, as well as the completeness of payment of taxes by employees.

Important! Housing supervision authorities check the activities of the management of the HOA for compliance with housing legislation.

Including:

1. legitimacy procedures for creating an HOA;
2. correctness clauses of the charter;
3. authenticity minutes of general meetings;
4. legality elected governing bodies and the auditor;
5. conformity activities carried out for statutory purposes.

The prosecutor's office can check for possible criminal offenses: bribery, embezzlement, etc.

Employees of the prosecutor's office have the right to enter the premises of the management of the HOA and withdraw any documentation without prior notice about verification. The tax office has the same rights.

Revision is an internal tool control of the economic activities of the board, since the auditor is elected at a general meeting from among residents who enjoy authority and cannot combine their activities with work on the board (clause 1 of article 150 of the LC RF).

Clause 1 of Article 150 of the LC RF. Audit Commission (Auditor) of a homeowners association

The audit commission (auditor) of the homeowners' association is elected by the general meeting of the association's members for no more than two years. Members of the board of the association may not be members of the audit commission of a homeowners association.

Who can request this procedure?

Who can check the activities of the HOA? Initiate audit of the financial activities of the housing association The following persons are entitled to:

• members of the audit commission;
• owners of apartments and residents of a house belonging to an HOA;
• initiative group of members of the partnership;
• elected bodies of local self-government;
• governing bodies.

The board of the housing association can order an audit from private audit firms to identify and correct their own mistakes in little financial experience, or with a large accounting staff to control its activities.

At presence of suspicions or indirect facts of violations in the activities of the board, a part of the owners-members of the partnership may create an initiative group to audit the activities of the management. In this case, the audit is usually carried out the members of this group.

Attention! Each member of the housing association has the right to get acquainted with all financial and reporting documents of the organization (paragraph 3).

If a resident of the house suspects that the management of the partnership violates the legislation of the Russian Federation, then he can initiate a prosecutor's check by writing an appropriate complaint, regardless of his status as a resident (owner, tenant, etc.).

Elected authorities have the right to initiate a parliamentary check any legal entities, including housing associations, at the request of voters.

What is an audit?

Verification (or audit) means a complete audit of the financial activities of the organization for compliance with statutory purposes. The audit method can determine:

A scheduled audit of a housing association is obliged to conduct it elected audit commission every calendar year, presenting the audit report to the meeting of tenants-members of the HOA (part 1 of clause 3 of article 150 of the LC RF).

Part 1, paragraph 3, article 150 of the LC RF. Audit Commission (Auditor) of a homeowners association

The audit commission (auditor) of the association of homeowners:

• conducts audits of the financial activities of the partnership at least once a year;
• presents to the general meeting of members of the partnership an opinion on the results of the audit of the annual accounting (financial) statements of the partnership.

An unscheduled inspection is carried out housing authorities or prosecutor's office.

In order to avoid large fines or suspension of activities as a result of visits by various state supervisory authorities, the board of the housing association applies to a private audit firm for a preliminary audit.

According to the results of the audit, employees of the audit firm can point out errors to the accountant and chairman allowed during accounting, as well as ways to eliminate them.

The order of this process

First of all, it happens conclusion of an agreement with the executing company. The contract with the audit company specifies:

• audit objectives;
• timing;
• location;
• period under review;
• list of required documentation.

Attention! An audit firm must be registered with federal audit organizations in order to obtain the right to be called such, and the employees of the firm performing the audit must have an audit certificate (Article 3 of the Federal Law No. 307 and Article 4 of the Federal Law No. 307 "On Auditing").

Article 3 of the Federal Law No. 307 "On Auditing". Audit organization

• An audit organization is a commercial organization that is a member of one of the self-regulatory organizations of auditors.
• A commercial organization acquires the right to carry out audit activities from the date of entering information about it in the register of auditors and audit organizations of the self-regulatory organization of auditors (hereinafter referred to as the register of auditors and audit organizations), of which such an organization is a member.
• A commercial organization, information about which is not included in the register of auditors and audit organizations within three months from the date of making an entry about it in the Unified State Register of Legal Entities, is not entitled to use the word "audit" in its name, as well as derivative words from the word "audit ".

As a test period usually indicated by the calendar year. After signing the contract, the company's employees proceed to the audit in the following order:

1. familiarization with the structure housing associations and peculiarities of doing business;
2. the study financial and reporting documentation for the period selected for verification;
3. comparison of the actual situation with planned indicators and identification of inconsistencies;
4. search for reasons inconsistencies;
5. drawing up an act audit check.

In the course of familiarization, the charter, accounting policy, the procedure for its implementation in a particular partnership are studied.
Upon detection discrepancies between planned and calculated indicators, employees of the executing company begin checking accounting statements and primary payment documents.

In particular, the correspondence of the entries used by the accountant of the housing association to compliance with the plan of sub-accounts of the Ministry of Finance.

How to draw up an act?

The audit report is drawn up by employees of the audit firm and contains the following information:

• name of the housing association and period of verification;
• verified areas of financial activity;
• identified shortcomings and mistakes;
• elimination methods errors.

At the end of the act, the seal of the executing company must be put and responsible person's signature. The act is a confidential document drawn up in two copies, one for the customer and the contractor.

Important! The check can be either full or partial. A full audit, with an audit of all the documentation of the HOA, is usually ordered before the visit of employees of the prosecutor's office or housing supervision, and a partial one may include a small area, for example, personal income tax declarations before the formation of tax reports.

If violations are found, the management of the partnership should be eliminated in accordance with the recommendations of the auditors before the visit of supervisory services, in order to avoid:

1. penalties;
2. layoffs;
3. civil and criminal liability;
4. deprivation of the right to hold positions in housing organizations.

If the audit was initiated and carried out by the prosecutor's office or the tax inspectorate, the partnership is given a deadline (10 working days) to correct violations.

Conclusion

So, checking the financial activities of the HOA may be carried out by supervisory authorities on complaints from residents or by an audit firm for identifying gaps in work and preparation for possible unscheduled inspections.

To avoid potential penalties, regularly conduct internal audits of accounting by the auditor of the partnership or an involved specialist, as a result of which to bring the activities of the accounting department in accordance with the rules.

"Approved" by the General Meeting of the owners of the premises, members of the HOA "Edinstvo", house 93/2, on the Saratov highway, Balakovo Annex to the protocol No. 6 of 03/29/2015 Work plan of the HOA "Edinstvo" for 2015 No. p / p Description of work 1 Work with external organizations 1.1 Conclusion or extension of contracts: - with resource supply and service organizations; - with organizations renting common house property 1.3 Inspection and recommendations for the replacement of metering devices (IPU) for the consumption of resources by residents of the house. 2 Provision of housing and communal services 2.1 Uninterrupted provision of communal services to the owners of the premises (heat, hot water supply, cold water supply, electricity, sewerage, garbage disposal, ensuring the operation of intercoms and elevators) Deadline / / frequency January Performer Manager January December Manager, electrician, plumber daily Manager, plumber, electrician, janitor 3 Technical inspection of the house 3.1 Bypass and technical inspection of the house, checking the serviceability and parameters of work: - engineering networks located in the basement of the house; - interfloor seams; - those. floors; - garbage chambers; - entrances; - electrical wiring; January, Manager - roofing; May, Board - sidewalks and approaches to entrances; September - access canopies and entrances to entrances; - condition of common areas; - house territory. Preparation of acts of inspection of the house and transfer to the Administration of the BIS. Preparation of a certificate of the necessary funds for carrying out current repairs 4 Thermal unit (heating and hot water supply system) 4.1 Verification of instrumentation May-September Plumber 4.2 Notification of residents about the date of switching off and on: heating systems; April-September, Manager - water supply during repairs as needed 4.3 Preparation of the heating and hot water supply system for the heating season: - adjustment of taps, stuffing glands, small Plumber September repair of thermal insulation, elimination of leaks; - dismantling, inspection and cleaning of mud collectors of control valves, valves, gate valves; 4.4 4.5 4.6 5 5.1 6 6.1 - descaling of shut-off valves, etc. Handing over the heating unit to the supervisory organization and obtaining an act of readiness of the heating unit for the heating season. Adjustment of the heating system Elimination of shortcomings in the operation of hot water and central heating. Repair and replacement of taps, gate valves, pipes, ball valves, automatic valves, shut-off and control valves for the water supply and heating system in the basement of the house and on those. floor Preparation of documents for the reconstruction of the hot water and heating system. Drawing up a cost estimate for the work. Choosing an organization to carry out the work. Carrying out work. Cold water supply system Preventive inspections of cold water supply and sewerage systems (change of gaskets in water taps, sealing of drains, elimination of blockages), if necessary, troubleshooting Power supply Wiping lamps in common areas 6.3 Repairs in the electrical panel room in the second entrance (painting the metal cabinet) 6.4 Replacement of burned-out electric lamps and indoor lamps in common areas and outdoor lighting. Reconstruction of sound sensors into motion sensors (according to financial capabilities) 6.5 Checking for heating of the contacts of electrical panels, if necessary, drawing contacts 6.6 Checking the condition of the switching equipment of electrical panels 6.7 Checking the condition of cable routes and wiring of the power network, lighting network 6.8 Checking the grounding of the sheath of the electric cable, measurement of insulation resistance of wiring 6.9 Inspection of the condition of circuit breakers, if necessary, replacement of faulty ones 6.10 Control of the condition of electrical installation products (sockets, switches, lamps) located in common areas, if necessary, repair or replacement of faulty ones 7 Roof 7.1 Cleaning the roof of debris, dirt, leaves 7.2 Maintenance of the roof. The scope of work is determined upon inspection after the fact 8 Maintenance and cleaning of entrances 8.1 Ensuring quality and regular, in accordance September Manager October-November January-December Plumber March-October Manager Board January-December Plumber Once a year Electrician January-March Electrician March-September Electrician after the fact April April Electrician Electrician Electrician 1 time per year Electrician 1 time per year Electrician 1 time per year Electrician permanently 1 time per year June-October Electrician By agreement Manager, contractors Cleaner 8.2 8.3 8.4 8.5 8.6 9 with contract, cleaning of stairwells and public places, including: a) sweeping all platforms and flights of stairs b) washing all platforms and flights of stairs, wiping window sills and doors c) general cleaning (washing all platforms and stairs, window sills, doors, radiators, washing windows with inside) Insulation of window and door openings Checking closers on the front doors Replacement of broken glass in the windows of entrances Production of railings at the entrance to the entrances Arrangement of concrete ramps for rolling out garbage cans in 4 garbage chambers Cleaning of the local area 9. 1 Cleaning: - playground and rubbish bins; - garbage chambers; 9.2 Garbage removal 9.3 Cleaning in winter: – cleaning paths from fresh snow – sweeping the area on days without snowfall – cleaning the area from compacted snow – cleaning the area from ice and ice – treating the area with anti-icing agents 9.4 Cleaning during the warm period: – sweeping the area – garbage collection from lawns - mowing lawns and shrubs, cutting down overgrowth, raking grass - whitewashing trees and borders floors 9.6 Carrying out cleaning after the snow melts on the playground and the adjacent territory to the house 10 Landscaping 10.1 Landscaping of the local area. Subbotniks (painting curbs of sidewalks, elements of a playground, benches, planting flowers) 10.2 Sawing a tree at the 1st entrance 11 Routine work on: 11.1 - deratization - pest control 12 Informing residents 12.1 Providing information to owners through information boards in each entrance and using the HOA website "Unity": - about changes in tariffs; - on the work of the HOA Board; – on pressing issues of operation and management; - about the hours of reception and work of HOA employees; - about emergencies; - about holding various events; 2-3 times a week 2-3 times a week 1 time per year (April-July) after the fact after the fact after May-October Under the agreement Under the agreement Under the agreement Under the agreement May-October Contractors daily according to the schedule according to the schedule Janitor in accordance with a list of works, in fact 5 times a week 1 time in 2 days at least 3 times a year 1 time a year September March-May April, May, September, October May-October By agreement Janitor Janitor subbotniks Manager, Management Board, Tenants Manager 1 time per month, 1 time per year Under the agreement permanently Manager - about debtors for utility and other payments, etc. 13 Accounting and collection of payments maintenance and overhaul) 13.2 Control of the payment by the owners of the premises of the established mandatory payments and contributions before the 10th and before the 25th day of the month following the billing month 14 Procurement 14.1 Acquisition of tools, equipment and materials necessary for technical maintenance, work and repair of ODI. 15 Maintenance and repair of ODI 15.1 Compliance with the rules for maintaining property and fire safety 15.2 Repair of interfloor joints 16 16.1 16.2 16.3 16.4 16.5 16.6 16.7 Management documentation and office work Maintaining the register of owners, the register of members of the HOA Accounting for certificates of ownership Accounting for employment contracts and job descriptions for maintenance personnel of the HOA and other documentation Conclusion of agreements with apartment owners who are not members of the HOA, on the provision of services for home maintenance and overhaul service charges Accounting for applications from owners of premises 17 Holding general meetings of members of the HOA 17.1 Extraordinary general meetings of members of the HOA. 17.2 17.3 18 18.1 18.2 18.3 permanently Accountant permanently Accountant January-December Manager Board permanently Manager after the fact Under the contract permanently permanent Manager Manager permanently Manager permanently Manager permanently Manager permanently Manager permanently Manager if necessary, 10 days in advance Manager, Board Notice of the date of the event Preparation for General Meeting in 2016: report on and Manager, results of the audit, implementation of the work plan, Management Board, January-March on financial and economic activities for 2015, auditor, approval of estimates of income and expenses for 2016 accountant Communicating decisions of the General Meetings and voting up to within 10 days Manager of the owners Deputy program Asphalting of sidewalks and intra-quarter roads according to the schedule Manager Delivery of sand and soil. Arrangement of the sports ground according to the schedule Manager Installation of benches and litter bins at the entrances according to the schedule Manager 1. All planned works will be performed at 100% payment of the maintenance rate by the residents. 2. With savings and at the expense of income received, unplanned work can be carried out. 3. Work not completed will be included in the work plan for 2016. The manager of the HOA "Unity" N.P. Egorova

In order to competently manage an apartment building, it is necessary to make a lot of effort and common sense, since this is a very difficult job that requires a number of preparatory work. As in any field of activity, in any enterprise, the basis is always a plan. Exactly planning makes it possible to compile a list of works and activities, evaluate and predict possible results based on the parameters that determine efficiency. Planning helps to clearly define the goal and set specific deadlines for activities that will help achieve this goal. When work is carried out according to the planned schedule, it is easier to track them. deviation from plan, calculate the effectiveness of the work performed by the managing organization. If you have a ready-made plan in your hands, you can analyze the work done and, if necessary, adjust the goals set, the deadlines for achieving them, or identify and foresee risks that could not be identified in the early planning stages.
In the HOA, it is usually compiled annual plan on which all work is carried out. It is he who allows the owners and persons in charge of management to imagine the goals, the general issues to be resolved, which are required to be achieved in a certain period, by putting together some efforts. To plan was officially adopted, it is first prepared by representatives of the board of the HOA, and then the plan is approved by the owners of the dwellings. At the meeting, each owner of housing in the house can make his proposals and amendments, the owners can refuse the decision made on this or that issue, vote for its change, etc. After holding the meeting and discussing all the nuances, one common goal emerges before all participants in the homeowners association, which will be achieved with the strict implementation of the approved plan. Each resident of an apartment building should perceive the goal as his own, and do everything possible to achieve it. The plan is not usually drawn up for a period exceeding one calendar year. Responsible for the implementation of the plan are the chairman of the HOA and the board.
The most important points that must be indicated in the plan are a few points. Firstly, this is a list of activities, the implementation of which is scheduled for the coming year. This can be repair and restoration work in the house, bringing all systems and intra-house networks into proper working condition, carrying out activities that will ensure the timely supply of all utility resources, creating the most comfortable living conditions for people in the house. Secondly, the plan indicates a clear cost that will be required for the implementation of a particular activity provided for by the plan. Thirdly, a mandatory addition to each event is the definition of its clear deadlines. The plan must indicate the persons who are responsible for the proper performance of work and their timeliness. It is also necessary to calculate the result of the planned activities. An important point is to anticipate possible risks, identify ways to detect and eliminate them. All of the above points can also be called the stages of drawing up a plan, following which you can avoid missing any item.
Plan is an important official document, so it must be drawn up in accordance with all the requirements for regulatory documentation. It must contain the necessary signatures and seal of the organization.
At the end of the reporting period, representatives of the board of the HOA are required to provide a complete event report, as well as indicate what was not possible to do from the planned and for what reasons. A financial report is also prepared to show the owners how the budgeted income and expenses have been completed. The report is submitted at the meeting of owners. Best to provide detailed report for each article, for example, show what part of the money went to pay workers who were hired to perform certain jobs. Everyone wants to know how justified the remuneration of workers, as well as directly employees of the HOA, whether they cope with their tasks, so any concealment of facts and amounts by the board or accounting department of the HOA can immediately provoke dissatisfaction and suspicion among residents.

In order to maintain and improve the condition of apartment buildings, save resources, and increase the comfort of living, HOA-Engineer LLC proposes that in 2020, together with the owners of the premises, work to identify the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of apartment buildings houses.

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2020 for the assigned areas.

Work plan for 2019 for the maintenance and repair of common property

In order to maintain and improve the condition of apartment buildings, save resources, and increase the comfort of living, HOA-Engineer LLC proposes that in 2019, together with the owners of the premises, work to identify the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of multi-apartment houses.

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2019 for the assigned areas.

Work plan for 2018 for the maintenance and repair of common property

In order to maintain and improve the condition of apartment buildings, save resources, and increase the comfort of living, HOA-Engineer LLC proposes in 2018, together with the owners of the premises, to work on identifying the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of apartment buildings houses.

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2018 for the assigned areas.

Work plan for 2017 for the maintenance and repair of common property

In order to maintain and improve the condition of apartment buildings, save resources, and increase the comfort of living, HOA-Engineer LLC proposes in 2017, together with the owners of the premises, to work on identifying the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of multi-apartment houses.

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2017 for the assigned areas.

1. Maintenance of elevators.
2. Maintenance of gas networks.
3. Importation of land for flower beds.
4. Repair of children's carousel d.19
5. Roof repair d.32, d.34

Work plan for 2015 for the maintenance and repair of common property

In order to maintain and improve the condition of multi-apartment buildings, save resources, increase the comfort of living, HOA-Engineer LLC proposes in 2015, together with the owners of the premises, to work on identifying the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of multi-apartment houses.

The following works are planned for 2015:

1. Sanitary work on the maintenance of common areas.
2. Maintenance of a land plot that is part of the common property.
3. Collection, transportation and utilization of municipal solid waste.
4. Maintenance of elevators.
5. Maintenance of gas networks.
6. Preparation of the house for seasonal operation, technical inspections, minor repairs.
7. Emergency dispatch service, fulfillment of requests from home owners.
8. Deratization and pest control - if necessary.
9. Replacement of internal doors in houses 36,30,32
10. Delivery of sand to playgrounds.
11. Importation of land for flower beds.
12. Sealing of horizontal and vertical seams of reinforced concrete panels of houses.
13. Installation of backrests on benches d.36 (1,2,3 entrances)
14. Repair of six openings of the children's playground d.30,32,34,36
15. Repair of children's carousel d.30,32,34,36
16. Painting benches, elements and small forms on children's playgrounds d.30,32,34,36
17. Roof repair d.36 (3 entrance)
18. Finishing slopes of entrance doors d.36 (1.2 entrances)
19. Repair of entrance 30 (entrance 1)
20. Repair of entrance 32 (1 entrance)

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2015 for the assigned areas.

Work plan for 2016 for the maintenance and repair of common property

In order to maintain and improve the condition of apartment buildings, save resources, and increase the comfort of living, HOA-Engineer LLC proposes in 2016, together with the owners of the premises, to work on identifying the opinions and wishes of residents in order to take them into account when preparing draft plans and cost estimates for the maintenance of apartment buildings houses.

We plan to carry out the following works in 2016:

1. Sanitary work on the maintenance of common areas.
2. Maintenance of a land plot that is part of the common property.
3. Collection, transportation and utilization of municipal solid waste.
4. Maintenance of elevators.
5. Maintenance of gas networks.
6. Preparation of the house for seasonal operation, technical inspections, minor repairs.
7. Emergency dispatch service, fulfillment of requests from home owners.
8. Deratization and pest control - if necessary.
9. Importation of land for flower beds.
10. Sealing of horizontal and vertical seams of reinforced concrete panels of houses. (Khrushchev, 30,32,34,36)
11. Repair of children's carousel d.19
12. Painting benches, elements and small forms on children's playgrounds d.30,32,34,36
13. Roof repair d.32, d.34
14. Repair of entrance d.34 (entrance 1)
15. Repair of entrance d.32 (2nd entrance)
16. Replacement of incandescent lamps with energy-saving lamps and replacement of ceiling lamps.

During the planned inspection of the common property of the housing stock, action plans were prepared for its maintenance and improvement in the spring-summer period of 2016 for the assigned areas.