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August 16, 2004 Page 595 contract. On. certain occasions, the County Attorney may approve use of a generic form contract that may be used by the Department as a proposed initial draft. There will also be occasions where the County Attorney must draft "from scratch" initial contracts. The Department needing a contract must complete the "Department Section" of the Contract Control Sheet (~Exhibit A") and send it with the original proposed contract or contract terms to the Contract Administrator for processing. It is very helpful for the Department to insure that the following information is correct in this original submission: (1) Full, precise legal name of the vendor and any D/B/A (~doing business as" name). If the vendor operates under a D/B/A, North Carolina law requires the vendor to fils a Certificate of Assumed Name with the County Register of Deeds Office. Please attach a copy of this filed certificate. (Many sole proprietors operate under D/B/A names.); (2) complete physical lo6ation and mailing address of the vendor; (3) if vendor is an entity (i.e. corporation, limited liability company, partnership, etc.) the home state of such entity. The Contract Administrator will determine if the nature of the contract requires certain bid procedures to be followed and will be responsible for implementing such procedures. The Contract Administrator shall then send the proposed contract to the County Attorney for review. The County Attorney shall be responsible for reviewing the contract on a timely basis for legal sufficiency, based upon the assumption that all business terms stated (i.e., pricing, payment terms, products/services specified) are acceptable from a business perspective. The County Attorney shall make any necessary legal adjustments or redo the contract if necessary and forward the contract to the Contract Administrator for implementation. The Contract Administrator is responsible for obtaining all necessary signatures. Once the contract is fully executed and filed with the Contract Administrator, a copy will be forwarded to the County Attorney and the applicable County Department. The Contract Administrator will assign each new contract a Contract Control Number. A copy of the Contract Control Sheet will be returned to the Department after the contract has been processed and will contain the Contract Control Number as well as note if the Department funds allocated to the contract are encumbered. The Contract Administrator shall maintain all original County contracts in a fireproof contract file located in the Finance Department Vault. SUBSEQUENT CONTRACT ADDENDUMS/MODIFICATIONS: If a fully executed contract later needs an addendum and/or modification, the Department should comPlete a NEW Contract Control Sheet with all the current information. The original Contract Control Number must be included on the new Contract Control Sheet in order to identify which contract is being amended. Any change in a contract term after it has been approved by the County Attorney must also be approved by the County Attorney. PREMATURE TERMINATION OF CONTRACTS: If a contract needs to be terminated prematurely, the Department should promptly notify the Contract Administrator and forward detailed documentation to the Contract Administrator stating the reasons for the termination request. A copy of the Contract Control Sheet should be attached. ~solutely no contract is to be terminated prematurely without written authorization from the Contract Administrator and the COunty Attorney. Wrongfu! termination of a contract can have serious adverse consequences to the County. Properly terminated contracts will be removed from the contract ledger and any remaining encumbrances canceled by the Finance Director. MANDATORY TRAINING PROCEDURES: Ail Department Heads and any other County employee granted permission to execute County contracts hereunder, whether currently employed or employed in the future, must attend a mandatory training session regarding implementation of this Policy prior to executing any County contracts after October 1, 2004. Current employees authorized hereunder must attend a training session on or before October 1, 2004. (F-10) Budget ~n~ent - 4-H Afterschool Pro~ramGrant UPON MOTION of Commissioner Prlvette, seconded by Commissioner Carruth and unanimously carried, the Board adopted the following budget amendment: BUDGET REVISION/AMENDMENT REQUEST DEPARTMENT OF COOPERATIVE EXTENSION AMOUNT: $105,000.00 TYPE OF ADJUSTMENT: Supplemental Request