416 - Central staff operation.
* § 416. Central staff operation. 1. The department shall provide for the financial operations of the central staff and ensure that the central staff activities are in compliance with applicable laws and regulations. The relative responsibilities of the council and the department for the central staff are detailed below. In all cases the responsibilities of the council for the central staff shall be carried out on a day-to-day basis by the program, finance and administration committee. 2. The council shall be responsible for: (a) program results: (i) Assuring that the desired results or benefits of the central staff's work are being achieved, including that the unified planning work program activities are on schedule, of proper quality, and are documented and reported on in an appropriate manner. (ii) Assuring that the urban transportation planning objectives established by the federal regulations and the council itself are being met, including that the unified planning work program elements are responsive to federal planning requirements and area transportation issues and problems. (b) Economy and efficiency of central staff operation: (i) Assuring that desired results are achieved at lowest cost, including that central staff size, salary levels and other costs are appropriate and planning methods well chosen. (ii) Assuring that the central staff is managing or utilizing its resources (personnel, property, space, etc.) in an economical and efficient manner, including that management information systems, administrative procedures, organizational structures and other management tools are adequate. (c) Selecting consultants to perform activities in the central staff work program as provided for in the approved unified planning work program and negotiating professional services agreements, except that the department shall be entitled to have a representative in all consultant selection decisions and fee negotiations that affect contracts held by the department on behalf of the council; (d) Approving all required task work programs (task amplifications) and preparing those required for central staff activities; (e) Providing funds for a central staff director and directing him/her to: (i) Manage central staff planning activity to ensure continued compliance with federal and state regulations; (ii) Prepare and maintain work budgets for all central staff planning activities and cash flow budgets for central staff operations; (iii) Assist the department in establishing acceptable ledgers and accounting procedures to maintain complete and accurate records pertaining to revenues, expenses, work performed, and cash on hand; (iv) Assist the department in preparing appropriate documentation of payrolls, time records, grant charges, invoices, vouchers, purchases, and other expenses in accordance with state and federal requirements; (v) Assist the department with the establishment and maintenance of central staff-related accounting records and bookkeeping procedures; 3. The department shall be responsible for: (a) Prefinancing the central staff operation for the council prior to reimbursement; (b) Employing central staff and paying central staff salaries and fringe benefits; (c) Paying central staff operating expenses and program costs in accordance with the approved unified planning work program;(d) Controlling central staff revenues, expenditures, assets, and liabilities to the extent necessary to meet the department's obligations with respect to the state funds involved; (e) Purchasing, receiving, accounts payable, payroll and billings; (f) Assuring that the central staff operation is in full compliance with all applicable federal, state, and local laws and regulations, including that all central staff activities are eligible for reimbursement and that all matching requirements are met. 4. New York state shall provide the non-federal share of central staff financing as detailed in the unified planning work programs. * NB Expired June 30, 1983