SECTION 251.5. Guidelines for Management and Disposition of 9-1-1 Equipment and Controlled Assets

(a) Purpose. The purpose of this rule is to implement the Texas Uniform Grant Management Standards (UGMS) for the management and disposition of 9-1-1 equipment and controlled assets purchased with 9-1-1 funds. Instructions provided in this rule are in addition to the direction provided in UGMS.

(b) Management and Disposition. Each RPC shall designate at least one individual who is responsible and accountable for all 9-1-1 equipment, and controlled assets in its region purchased with 9-1-1 funds.

(c) Interlocal Agreement. For all 9-1-1 equipment and controlled assets not under the RPC's direct control, the RPC will ensure, at a minimum, that:

(1) Ownership, transfer of ownership, control, and/or disposition of 9-1-1 equipment and controlled assets are covered in its interlocal agreements.

(2) Contract provisions for 9-1-1 equipment and controlled assets set forth in its interlocal agreements are consistent with UGMS.

(d) Maintenance. Maintenance procedures shall be in place to keep 9-1-1 equipment and controlled assets in good working order.

(1) RPCs funding the purchase and/or lease of 9-1-1 equipment and controlled assets shall develop and adopt, within 30 days of purchase, maintenance plans covering the equipment involved as part of the regional plan. Maintenance plans shall be provided to the Commission upon request.

(2) The Commission shall review maintenance costs for consistency with funding priorities and the approved regional strategic plan.

(e) Property Records. Each RPC shall maintain property records in an inventory list and provide the list to the Commission upon request.

(1) All 9-1-1 equipment and controlled assets shall be listed on the inventory.

(2) A physical inventory of all 9-1-1 equipment and controlled assets shall be taken at least once a year and the results reconciled to the property records. An annual certification shall be provided to the Commission in accordance with Commission rules, policies and procedures.

(f) Control System. A control system must be in place to ensure adequate safeguards to prevent loss, damage, or theft of 9-1-1 equipment and controlled assets. Documentation of the control system shall be provided to the Commission upon request.

(g) Disposition. Funds generated by the disposition of 9-1-1 equipment and controlled assets shall be reported to the Commission on the Financial Status Report. A report listing all disposals of 9-1-1 equipment and controlled assets shall be provided to the Commission annually.

Source Note: The provisions of this §251.5 adopted to be effective June 13, 1994, 19 TexReg 4194; amended to be effective September 5, 1999, 24 TexReg 6710; amended to be effective November 11, 2001, 26 TexReg 8791; amended to be effective July 18, 2004, 29 TexReg 6621; amended to be effective December 7, 2008, 33 TexReg 9971