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Office of General Counsel Policies & Guidelines

Extraordinary Maintenance Account : TCAT-030

Policy/Guideline Area

Tennessee Colleges of Applied Technology

Applicable Divisions

TCATs, System Office

Purpose

The purpose of this guideline is to establish and set forth procedures for the operation of Extraordinary Maintenance and Start-Up Accounts for the Colleges of Applied Technology governed by the Tennessee Board of Regents. The guideline provides for the participation of all Colleges in the support and use of the account. The account represents a pooling of the individual schools’ resources, to be used exclusively for extraordinary maintenance projects, start-up of new programs and special expenditures among the Applied Technology Colleges and TCAT central office.

Policy/Guideline

  1. Extraordinary Maintenance and Start-Up Accounts
    1. Extraordinary Maintenance and Start-Up Accounts will be established and maintained in the Board Office for the benefit of the Tennessee Colleges of Applied Technology.
    2. The amount of funds provided in the accounts at the beginning of each fiscal year shall be determined by the Board staff based on experience and judgment of anticipated emergency major maintenance and new program requirements system-wide.
    3. A review of the balance in the fund will be made at the end of each fiscal year and will be supplemented as of July 1 each year as necessary to bring the total balance in the account to an amount determined to be sufficient per I.B. above.
    4. Each College of Applied Technology will be assessed a pro rata amount annually to maintain the Extraordinary Maintenance and Start-Up Accounts.
  2. Eligible Projects
    1. Projects eligible for funding from the Extraordinary Maintenance Account shall include unexpected failures of building structures and/or systems including roofs and major equipment such as HVAC equipment. Projects eligible for funding from the Start-Up Account shall include new program offerings or expansion of additional existing programs. Special expenditures shall include, but not be limited to, salaries and benefits and operational expenses that directly support the operations of the Tennessee Colleges of Applied Technology.
    2. As a general rule the minimum project cost to be eligible for Extraordinary Maintenance funds will be $5,000.
    3. Expenditure of Extraordinary Maintenance funds will not be authorized for preventive maintenance, routine building and system or grounds maintenance, or consulting studies or evaluations.
  3. Request for Funds
    1. When an unanticipated major maintenance emergency occurs at a College of Applied Technology, the College Director shall first determine the applicability of the project and, if applicable, submit a request for Extraordinary Maintenance funds to the Vice Chancellor for the Tennessee Colleges of Applied Technology with a description of the problem and estimated cost of repairs if possible.
    2. When a new or expansion program offering occurs at a College of Applied Technology, the College Director shall first determine the applicability of the program offering and, if applicable, submit a request for Start-Up funds to the Vice Chancellor for the Tennessee Colleges of Applied Technology with a description of the program and estimated cost of the program, if possible.
  4. Allocation of Funds
    1. Extraordinary Maintenance and Start-Up funds will be allocated to Colleges of Applied Technology by the Chancellor or his or her designee.
  5. Exceptions
    1. Exceptions to these guidelines may be proposed by the Vice Chancellor for the Tennessee Colleges of Applied Technology for approval by the Chancellor.

Sources

May 17, 1984 AVTS Sub-Council Meeting; Directors Meeting February 14, 2002; Presidents Sub-Council May 21, 2002; Presidents Sub-Council August 11, 2009; Directors Meeting August 12, 2009.  

Contact

Mickey Sheen
615-366-4437
mickey.sheen@tbr.edu