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for all funds and materials received from Depar[ment. Within thirty (30) days of the beginning of the term of each Contract (including each renewal of the Contract, if any), each member of Contractor's board shall sign a statement aff'uming his or her acknowledgement of personal accountability for Contract funds on a form supplied by Department. New members of the board shall sign the statement within thirty (30) days of becoming a board member. Contractor shall maintain the signed form for inspection by DSHS. The responsibility of Contractor's governing board shall also include accountability for compliance with Department Rules, policies, procedures, and applicable federal and state laws and regulations; and correction of fiscal and program deficiencies identified through self-evaluation and Department's monitoring processes. Further, Contractor's governing board shall ensure separation of powers, duties, and functions of board members and staff. Staff inembers, including the executive director, shall not serve as voting members of the Contractor's governing board. No member of Contractor's governing board, or officer or employee of Contractor shall vote for, confirm or act to influence the employment, compensation or change in status of any person related within the second degree of affinity or the third degree of consanguinity (as defined in Tex. Gov. Code Chapter 573) to the member of the governing body or the officer or any employee authorized to employ or supervise such person. This prohibition does not prohibit the eazs" rior to employment of a person who has been continuously employed for a period of two (2) y P the election, appointment or employment of the officer, employee, or governing body member related to such person in the prohibited degree. These restrictions shall also apply to the governing board, officers and employees of Contractor's subcontractors. Ignorance of any Contract provisions or other requirements contained or referenced in this Contract shall not constitute a defense or basis for waiving or appealing such provisions or requirements. Section 12.02 Management and Control Systems. Contractor shall comply with all the requirements of the Department's Contractor s Financial Procedures Manual, and any of its subsequent amendments, which is available at the Department's web site: htt ;//www.dshs.state.tx.us/contracts. Contractor shall rnaintain an appropriate contract administration system to insure that all terms, conditions, and specifications are met. Contractor shall develop, implement, and maintain financial management and control systems that meet or exceed the requirements of UGMS and adhere to procedures detailed in Department's Contractor's Financial Procedures Manual. Those requirements shall include.at a minimum: a) financial planning, including the development of budgets that adequately reflect all functions and resources necessary to carry out authorized activities and the adequate determination of costs; b) financial management systems that include accurate accounting records that are accessib e and identify the source and application of funds provided under each Program Attachment of this Contract, original sourcedoA~ achment d are traceable fromsthe transaction tlo the solely allocable to the Progr~ general ledger; and c) effective internal and budgetary controls; comparison of actual costs to budget; determination of reasonableness, allowableness, and allocability of costs; timely and appropriate audits and resolution of any findings; billing and collection policies; and a mechanism capable of billing and making reasonable efforts to collect from clients and third parties. 6/5/08 Page 19 of 38 General Provisions (Core Subrecipient 2009) - 000050