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 COMMUNITY SERVICES AGENCY RULES AND REGULATIONS CHAPTER 0250-7-6 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.