Policy 018: Contract Services
POLICY STATEMENT:
It is the policy of the association to limit the number of full time staff and to utilize the services of Contractors to provide special program and project support on a short term basis to meet the needs of the organization.
POLICY BACKGROUND:
The association currently employees three full time positions, the Executive Director, the Manager of Financial and Program Administration and one Administrative Assistant in addition there are two half-time staff members one Administrative Assistant and one Program Coordinator. A number of contracts are currently in place to meet specific program requirements, e.g.: Chapter 290 Editor and the MATI 2 - 5 Coordination Contract.
• Major contracts are currently reviewed on a regular basis by the Board and/or Executive, i.e. the Website development and Marketing strategy contracts.
POLICY GOAL:
To have expertise available to provide support to the programs and operations of the association and to provide for a regular and fair evaluation process which will ensure efficient, effective contract services and competitive service costs for the associations activities.
POLICY OBJECTIVES:
- To meet the operation needs of the association.
- To provide for fair contracting practices and a regular review and evaluation of services provided.
- To ensure transparency in the process and procedures.
- To ensure awareness and support by the Board of Directors.
- To provide authority to staff to undertake contract services for programs and special projects to address the needs of the association and its members.
- Specific parameters for contract services shall include the following:
- Funding shall be available within the approved Annual Budget;
- Either the Executive Director or the Manager of Financial and Program Administration are authorized to enter into contracts for works or services when adequate funds have been allocated to a program area within the approved annual budget estimates, subject to a maximum contract of forty thousand dollars ($40,000) and a term of less than one year.
- Contracts exceeding this amount shall receive the approval of the Board before signing.