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ninety (90) days prior to first scheduled site visit As subsequent site visits are scheduled throughout the <br />year by the grantee, the ADFP Trust Fund office will be notified in a timely manner of site visits due for <br />that calendar year. <br />Failure to file annual monitoring reports on or before December 31 of each year shall constitute a <br />violation of the easement and the grant contract. <br />VI. Additional Guidance and Reference - Dispute Resolutions <br />For issues in dispute, the ADFP Trust Fund Staff will report such differences to the Farmland <br />Preservation Director. If the Farmland Preservation Director is unable to find a resolution, the Director <br />will review with the appropriate NCDA&CS management for assistance and instruction, e.g. Office of the <br />General Counsel, Chief Deputy Commissioner, and Commissioner of Agriculture. See chart below. <br />ADFP Trust Fund Staff are to follow appropriate approved ADFP Trust Fund Policies and Guidelines as <br />directed by the ADFP Trust Fund Advisory Committee and the Commissioner of Agriculture, i.e. ADFP <br />Trust Fund Grantee Eligibility Classification. <br />VII. Monitoring Documents <br />The following documents will be used for the monitoring of conservation easements: <br />- Grantee Monitoring Checklist- Perpetual or Term Easement <br />-ADFP Trust Fund Staff Monitoring Report - Perpetual or Term Easement <br />-ADFP Trust Fund Staff In -Office Monitoring Report- Perpetual or Term Easement <br />- ADFP Trust Fund Staff Incident Report - Perpetual or Term Easement <br />Vill. Document Filing, Retention, and Disposal <br />All completed reports, including maps from GIS and supplemental documentation from grantees, will be <br />scanned for electronic storage and printed for paper files. The North Carolina State Property Office, Land <br />Asset Maintenance database [hap:/ /wwwncsl2o.com /fis/dhLandpss [ a ox) lists all ADFP Trust Fund <br />funded easements. Electronic copies of monitoring documents will be stored on the ADFP Trust Fund <br />server and SharePoint page. <br />All monitoring documents will be filed, retained, and disposed pursuant to the ADFP Trust Fund records <br />retention schedule. <br />F-7 Page 167 <br />