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August 16, 2004 Page 593 UPON MOTION of Commissioner Privette, seconded by Commissioner Carruth and unanimously carried, the Board approved the sublease agreement between Cabarrus County and Cabarrus Health Alliance for approximately 33,889 square feet of existing office space at 1307 South Cannon Boulevard, Kannapolis. Further, the Board authorized the County Manager to execute the contract, subject to review and revisions by the County Attorney. The basic rent for FY 2005.will be in the amount of $190,285.00. (F-8) Cabarrus County Purchasing and Fixed Asset Policy - Updated and Revised Updates to the Purchasing and Fixed Assets Policy are required to reflect legislative changes made by the General Assembly and the Board's approval of an increase in the purchase order limit to $1,000.00. UPON MOTION of Commissioner Privette, seconded by Commissioner Carruth and unanimously carried, the Board approved the Cabarrus County Purchasing and Fixed Asset Policy as presented in the Agenda; authorized the Purchasing Agent to administer and uphold the Policy; and required all Department Heads or their designees to attend, at a minimum, one training session facilitated by the Purchasing Agent. Training session attendance must be documented in order to allow Department Heads or their designees to continue processing requisitions for purchases. The Policy as approved by the Board is on file in the County Manager}s Office and hereby included by reference as a part of the minutes. (F-9) Cabarrus Count~ Contract Administration Pollc~ 7 U~dated and Revised The Contract Administration Policy has been updated and revised through a joint effort of the Purchasing Agent/Contract Administrator and the County Attorney to ensure that all contractual and legal issues are addressed. The proposed changes included a revised Page 2 that was distributed at the meeting showing the following changes to Item 3(iv) Signature Authority and the aggregate monetary levels: Department Head - up to $15,000.00; County Manager - $15,001.00 to $50,000.00 (reduced from $100,000.00); and Chairman of the Board - above $50,001.00 (reduced from "above" $100,000.00). UPON MOTION of Commissioner Privette, seconded by Commissioner Carruth and unanimously carried, the Board approved the Cabarrus County Contract Administration Policy as set forth below; authorized 'County personnel to administer and uphold the Policy; and required all Department Heads, Executive Staff or their designees to attend, at a minimum, one training session facilitated by the Purchasing Agent. Training session attendance must be documented in order to allow Department Heads or their designees to continue processing contracts. CABARRUS COUNTY CONTRACT ADMINISTRATION POLICY (THE "POLICY") PURPOSE AND OVERVIEW: This Policy is intended for internal use of the County only and is not intended to infer benefits to nor is it to be relied upon by parties contracting with the County. Such parties-are encouraged to seek advice from their own legal counsel. Due to the rapid growth and increasing complexity of County operations, it is important to establish a Policy that: (1) organizes and catalogs all obligations and rights involving the County; and (2) insures that all federal, state and local laws, rules, regulations and ordinances with regard to County contractual obligations and rights have been met. The purpose of this Policy is to establish the criteria for documenting all County obligations, liabilities and rights with regard to other parties and to create and maintain an efficient and uniform process in the administration of these responsibilities. This Policy will ensure that such matters are handled in a manner that is consistent with excellence in the stewardship of County funds. Adherence to this Policy will also ensure that County purchasing and other applicable policies are complied with and will help ensure that the County obtains the most proficient and cost efficient product and/or service providers. A goal is to consolidate contracts when appropriate in order to reduce paper flow and administrative costs. GENERAL POLICY GUIDELINES: 1.) Written Agreement Required. Except for emergency situations, as designated by the County Manager, any consideration of any kind given by or