Tenn. Comp. R. & Regs. 0250-07-06-.05 - ADMINISTRATIVE AND FINANCIAL
(1) Policies and
Procedures
(a) The CSA shall adopt policies
and procedures governing internal operations. These internal policies and
procedures shall require all books and records be maintained in accordance with
generally accepted accounting principles, and be no less than those recommended
in the Accounting Manual for Recipients of Grant Funds in Tennessee, published
by the Comptroller of the Treasury. These internal policies and procedures
shall be approved by the Board and Commissioner.
(b) The CSA shall adopt internal policies and
procedures governing personnel matters which shall be approved by the Board and
the Commissioner.
(c) The CSA shall
adopt internal policies and procedures governing the conduct of the CSA Board's
business which shall be approved by the Board and the Commissioner.
(2) Purchasing and disposition
procedures. The purchase of programmatic or general operational goods,
materials, supplies, and the purchase of utility services, janitorial services,
postal services, repair services, or other general services shall comply with
applicable state or federal guidelines. The Board of the Community Services
Agency shall develop purchasing and disposition procedures as a component of
CSA policy. The Executive Director may negotiate and execute all agreements,
contracts or similar transactions related to such purchases in accord with the
Board's approved policies and the approved Plan of Operation. Contracts related
to this category of purchases are not required to be identified or listed in
the Agency's Plan of Operation.
(3)
Contracting for programmatic services procedures. This specifically and
exclusively includes personal, professional and consultant services purchased
on behalf of the CSA's clients. The Community Services Agency Board shall adopt
specific policies and procedures for the purchase of programmatic services and
shall submit such policies to the Commissioner for approval. These policies
shall include a mechanism ensuring competitive procurement whenever possible,
even where no formal contract is required, and may be amended from time to time
with approval of the Commissioner. These policies shall incorporate, at a
minimum, the following criteria:
(a) Purchases
of services where the individual purchase is less than $5,000 and where the
anticipated aggregate annual purchase of like services from the same vendor is
less than $25,000 do not require written contracts and are not required to be
listed in the Plan of Operation.
(b) Purchases of services where the
individual purchase is greater than $5,000 or where the anticipated aggregate
annual purchase of like services from the same vendor is greater than $25,000
require a purchase of service agreement and must be listed in the Plan of
Operation.
(c) Purchase of services
where the anticipated annual purchase of the same type of service from a single
vendor is greater than $50,000 shall require a Request for Proposal (RFP) or a
public announcement of funds.
(4) Contracts for the acquisition and
improvement of real property. These shall be pursuant to the provision of
Tennessee Code Annotated Sections
37-5-306(2) and
(3) and
4-15-102 and require approval from
the Commissioner and the State Building Commission.
(5) Contracts approval. All contracts must be
approved by the Board and evidenced by the minutes of the Board's meeting where
such approval was granted. The Executive Director may sign all documents
related to contracts that have the CSA Board's prior approval and that are
included in the approved Plan of Operation.
(6) Contract language. The Community Services
Agency shall use model contract language in a format approved by the
Commissioner.
(7) Reimbursement for
travel expenses. Reimbursement for travel expenses by Board members and
employees of a Community Services Agency shall be made in accordance with rates
established by the Commissioner of the Department of Finance and
Administration.
(8) Annual Report.
The Board of Directors shall submit, to the Commissioner and the Governor an
annual report on each fiscal year's service activities and financial
transactions within one hundred twenty (120) days of the ending date of such
fiscal year.
Notes
Authority: T.C.A. §§ 4-5-202 and 37-5-307.
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