AG 2001 06 18 - Laserfiche WebLink

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with the original contract(s) to the Contract Administrator for processing. A copy of the Contract Control Sheet will be returned to the department after the contract has been processed. {Exhibit WA" attached) EXPENDITURE CONTRACTS When a contract requires the County to make an expenditure, it is required by G.S. 159-~8(a) that the contract he pre-audited and encur~bered into the accounting system. The Finance Officer is responsible to make the decision regarding whether a contract is to be encumbered or not. The department head, however, needs to understand the two methods of encumbering funds for contracts: a. Dedicated Account - When a budget (line-item} account is dedicated to a single contract, the budget for that account acts as the encumbrance because any attempt to overspend the budget for that account will be denied by the computerized accounting system. For these contracts, it is deemed redundant and unnecessary to encumber these funds further by individual contract number. b. Combined Account - When a contract shall be paid from a budget (line-item) account that is also used for other expenditures, the contract should be encumbered in the same ~nner as purchase orders to prevent overspending the account. The Contract Administrator will record the encumbrance into the accounts. This will be noted on the Contract Contro~ Sheet.. Future payments resulting from this contract must ~ave the Contract Number referenced (same as Purchase Order numbers) when processing invoices in order to liquidate the contract encumbrances. MAINTENANCE AGREEMENTS Maintenance Agreements that are evidenced by a formal written agreemeut shall be handled in the same manner as any other contract according to the procedures described in this manual. In the case of a maintenance agreement that only has an invoice or other similar documentation, each individual department shall be responsible to anticipate and budget for these funds as they do any other routine expense. At any time, a department may request that a maintenance agreement be encumbered. If there is no fo~al contract, the department should complete a Contract Control Sheet and forward it to the Finance Office along with supporting documentation (i.e., copy of prior year invoice or letter from · vendorl. These agreements will use the same procedures as all other contracts as described in this manual. CONTRACT ADDENDUMS If a contract needs an addendum to the original, the department should complete a NEW Contract Control Sheet with all the current information. The original Contract Number must be included on the new Contract Control Sheet in order to identify which contract is being amended. TEPd4INATED CONTRACTS If a contract is terminated prematurely, the department should forward the addendum or other documents indicating termination to the Contract Administrator. A copy of the Contract Control Sheet should be attached. The Finance Office cannot liquidate valid contracts according to the Local Government Budget and Fiscal Control Act. Proper documentation must be received. Terminated contracts will be removed from the contract ledger and any remaining encumbrances canceled. Propose~ Fund~nq for the Fu~nnapolis T=ain Station Pro,eot - Frank Cliftonl Mr. Clifton proposed the County allocate $60,000.00 to assist with the construction of a new Amtrak station in Kannapolis. The State is funding 90 percent of the $2.4 million project with local funds to make up the remaining. 10 percent. Currently, funding includes $7S,000.00 by the Cannon Foundation and $112,500.00 set aside by the City of Kannapolis. Mr. Clifton stated the new station would be beneficial to County residents, specifically in the areas of tourism and industrial development.