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8 <br />The Grantee shall be responsible for providing sufb.cient notification and review of a <br />particular site for a facility or program paid for in whole or in part with <br />NCDOCCJPP funds. The Grantee must provide written verification of site approval <br />before proceeding with the expenditure of any funds for such a facility, except that <br />a fee such as reasonable earnest money maybe paid with prior written approval of <br />the NCDOCCJPP. Written notice of plans to locate a facility or program shall be <br />provided by the Grantee county to the Board of County Commissioners in the <br />Grantee county and, if a different county, to the Board of County Commissioners in <br />the county in which the proposed facility or program is to be located. A copy of this <br />notice shall also be provided to the Grantor. <br />It is the specific responsibility of the Grantee to ensure that the Board(s) of County <br />Commissioners and any local government body with authority over the Grantee <br />county or the jurisdiction in which the facility or program is to be located approves <br />of the use of a particular site for any operations paid for in whole or in part by <br />NCDOCCJPP funds. ~,trther, title to any property must be held. as stated in III. K. <br />above. <br />I. Operational Procedures <br />A. County Policies Ia Effect: The Grantee county shall manage the grant funds and <br />ensure that the program operation and all grant fund expenditures are carried out <br />under the fiscal policies of the Grantee county, except where otherwise provided for <br />in this contract. <br />B. Implementation of Project Withia Sixty Days: The Grantee agrees to implement <br />NCDOCCJPP projects within-sixty days following the grant contract effective date, <br />except as provided below or be subject to automatic cancellation of the grant. An <br />extension may be authorized if requested and justified in writing during the initial <br />sixty-day period. Implementation includes hiring of staff or expenditure of fiznds as <br />stated in the budget of an approved NCDOCCJPP plan or application. <br />C. Accounting Requiremeats: Grantee agrees to record all project costs following <br />generally accepted fund accounting procedures. A separate account number or <br />cost recording system must separate all project costs from the Grantee's other or <br />general expenditures. Adequate documentation must be maintained for all project <br />expenditures and commitment of funds. Such financial records and supporting . <br />documentation must be retained and available for audit purposes for three years <br />following the end of the grant period. Adequate documentation is defined as follows <br />for each major budget category: <br />1. Personael: Documentation must include time and attendance records, <br />payroll periods, payment rate and a brief description of the service(s) <br />provided. Time Reports must be signed by the employee and supervisor. <br />This requirement applies to all personnel paid from NCDOCCJPP grant <br />funds. All salary increases must comply with CJPP policy and be approved <br />as a part of the annual grant submission or in subsequent program/budget <br />amendment requests. <br />Page 4 ---July 1, 2009 to June 30, 2010 <br />