COUNTY OF GUILFORD CONTRACT FOR OPERATION OF THE GUILFORD COUNTY ANIMAL SHELTER

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1 STATE OF NORTH CAROLINA COUNTY OF GUILFORD CONTRACT FOR OPERATION OF THE GUILFORD COUNTY ANIMAL SHELTER THIS CONTRACT is hereby made and entered into this 7 th day of May, 2010, and is effective as of the 1 st day of July, 2010, by and between GUILFORD COUNTY, a political subdivision of the State of North Carolina, hereinafter referred to as the COUNTY, and the UNITED ANIMAL COALITION, INC. a North Carolina non-profit corporation hereinafter referred to as the COALITION, and also collectively referred to as the Parties. W I T N E S S E T H : WHEREAS, the COUNTY owns certain facility and contiguous property at 4525 West Wendover Avenue, Greensboro, NC, 27409, known as the Guilford County Animal Shelter ( Shelter ); and, NOW, THEREFORE, the COUNTY and COALITION desire that the COALITION maintain and operate the Shelter for the mutual benefit of the Parties and for the citizens of GUILFORD COUNTY during the term of this Agreement pursuant to applicable law, and that this Agreement supersedes and replaces the previous agreements for operation of the Shelter. 1. Term, Funding and Termination. Subject to Paragraph 9 of this Agreement and the rights of termination set forth below, this Contract shall commence as of the 1 st day of July, 2010, and shall continue for a term of five (5) years. At the end of this Contract term, the COUNTY and COALITION may agree to extend this Contract for an additional five (5) year term by signing a Contract Amendment. To the extent allowed by law, the COUNTY agrees to appropriate annually the funding required to operate the Shelter as set out herein. During the term of this Contract, it is the desire of the Parties that this Contract be ongoing, continuing from year to year without the 1

2 necessity of re-execution (crossing the COUNTY S fiscal years), subject to continued appropriation by the Guilford County Board of Commissioners or other funding sources, pursuant to N.C.G.S. Chapter 153A-13. The COUNTY or the COALITION may terminate this Contract without cause upon ninety (90) days written notice to the other Party. If a Party finds the other Party in default under the terms of this Contract, it shall provide written notice of default upon which the Party receiving the notice shall have thirty (30) days to cure such default. All goods and/or services provided and accepted as of date of termination will be paid for; similarly, any amounts paid in advance for which goods and/or services have not been provided and accepted by the COUNTY will be promptly refunded to the COUNTY by the COALITION within thirty (30) days of date of termination of this Contract. If this Contract is terminated, the COALITION will not be responsible for the training of the new organization which is to operate the Animal Shelter. 2. Notices. All notices pursuant to this Agreement shall be in writing and delivered personally or mailed by certified mail, registered mail, postage prepaid, with return receipt requested, at the addresses appearing below, but each Party may change such address by written notice in accordance with this paragraph. Notices delivered personally will be deemed communicated as of actual receipt. Mailed notices will be deemed communicated as of three (3) days after mailing. Brenda Jones Fox, County Manager Marilyn Green, President GUILFORD COUNTY UNITED ANIMAL COALITION, INC. P.O. Box Norwalk Street 301 West Market Street Greensboro, NC

3 3. Name. Neither the name or the signage at the Shelter shall be changed without the prior written approval of the County Manager or his/her designee. 4. Access. The COUNTY and its representatives shall have access to the Shelter and the premises at all times, for the purposes of maintenance, observation, inspection, examination of records, and protection of the property. Animal Control officers shall have access to the designated areas of the Shelter for the purposes of delivering and transporting animals. 5. Personnel. Personnel at the Shelter will be employees of the COALITION and said personnel will fall under the personnel rules and policies governing the hiring, discipline, dismissal, pay and other procedures established by the COALITION affecting its employees. The Board of County Commissioners shall have the right to appoint a county commissioner to serve as a fully participating member of the COALITION Board of Directors to serve as a voting ex officio for so long as the commissioner holds office or is replaced by the Board of Commissioners as its appointee. 6. Services to be Provided. The COALTION will operate and manage the existing GUILFORD COUNTY Animal Shelter in accordance with standards set by the North Carolina Department of Agriculture. The COALITION shall operate the Shelter in a courteous and efficient manner, including housing and care of all animals brought to the Shelter for all situations either by citizens, animal control officers, law enforcement, etc., including any animals seized by animal control officers and law enforcement, assist in the return of lost animals to their owners, promoting responsible pet ownership and compliance with laws through education programs, promoting adoption of animals and humane disposition of unwanted 3

4 animals. The COALITION shall not change any fees, hours of operation nor policies or procedures affecting the public without the advance written approval of the County Manager or his/her designee. The COALITION is not responsible for providing animal control services other than those set out herein, which services encompass enforcement of applicable laws and shall remain the obligation of the COUNTY and/or appropriate law enforcement agencies. Any services provided to Animal Control outside the scope of this Contract shall be provided in a timely manner and the COALITION shall provide reviews with the appropriate responsible governmental entity. 7. Lease and Maintenance. The COALITION hereby leases the Animal Shelter facility and all personal property therein used for Shelter purposes from the COUNTY for one dollar ($1.00) per year. The COUNTY s obligation for maintenance shall include: - The roof, outside walls and other structural parts of the building - The parking lot, driveways and sidewalks - The sewer, water pipes and other matters related to plumbing, excepting clogs caused by the COALITION - The electrical wiring - The air conditioning system - The heating system - Windows and doors - Carpet/tile replacement - The crematorium - All flooring - Kennels and doors - Utilities - All other items of maintenance not specifically delegated to the COALITION under this lease The COALITION obligations for maintenance shall include: - Janitorial services 4

5 - Snow removal - Grounds maintenance GUILFORD COUNTY CONTRACT NO / Within a reasonable period of time after receipt of written notice from the COALITION, the COUNTY shall make necessary repairs (excluding such repairs for which the COALITION is responsible hereunder). Except as otherwise specifically required of the COUNTY as stated above, the COALITION agrees, at its own cost and expense to keep and maintain the Leased Premises in good condition and repair and shall surrender same to the COUNTY in such condition, normal wear and tear accepted. If either the COALITION does not maintain and repair as required hereunder and to the reasonable satisfaction of the COUNTY, or the COUNTY determines that emergency repairs are necessary, then in any such events the COUNTY may make such repairs without liability to the COALITION, and the COALITION shall immediately pay the COUNTY S cost thereof. No capital improvements shall be made to the property without prior written approval by the County Manager or his/her designee. The COUNTY reserves the right to make any necessary capital improvements it deems essential to the facility, and the COALITION will be reasonably notified of the COUNTY S intent to make such capital improvements. No capital improvements shall be made without prior written approval by the County Manager or his/her designee. All property, real or personal, present or acquired and used at the Shelter by the COALITION or COUNTY in providing services pursuant to this Contract shall become the property of the COUNTY, subject to any lawful exceptions the County Manager or his/her designee may make from time to time in writing. The COALITION shall be responsible for all costs of supplies, replacement of 5

6 personal property, and expendable items necessary to operate the Shelter. 8. Operations. The COALITION shall advertise and promote the purposes of the Shelter at such times and by use of such media as deemed appropriate in order to disseminate information concerning the Shelter and its operation. The COALITION shall provide routine security services for the Shelter, with such assistance as the COUNTY may from time to time agree to provide. The COUNTY will provide a temporary replacement facility for the Operation of the Shelter if a catastrophic event (e.g. fire or natural disaster) makes it impossible to conduct normal business at the Shelter, until such time as the facility is repaired or replaced. The COALITION is authorized to seek reimbursement for its cost associated with housing animals which may be used as evidence in legal proceedings. The COALITION is authorized to and agrees to pursue bonds pursuant to N.C.G.S. 19A-70, to cover costs associated with any animal seized by law enforcement officers or COUNTY officers where practicable. 9. Budget. The COALITION shall receive funding from the COUNTY of a sum of not less than $1,569,000 (dollar figure to be 90% of the amount of fiscal year minus routine building maintenance) for each year of this Agreement subsequent to the amount authorized for fiscal year The COUNTY may in its discretion provide additional funding upon written request. The COALITION shall bill the COUNTY for animal services not associated with sheltering of animals such as, but not limited to, State Lab rabies testing as agreed by the Parties at a reasonable rate as determined by the COALITION Board of Directors and as approved by the COUNTY Manager or his/her designee. 6

7 The COUNTY will require substantial compliance with quantifiable performance standards as a condition of funding (see Addendum #1). The COUNTY further reserves the right to acquire, at its discretion, financial and operational reports setting out operational expenses, maintenance expenses and capital improvement needs. 10. Financial Reports and Information. The COALITION will maintain records of its management and operation of the Shelter in accordance with generally accounting principles. The COALITION shall maintain at its office adequate books and records in connection with its management and operation of the Shelter for a period of at least three (3) years. The COUNTY may review and audit all records of the COALITION at any time. The COALITION will provide quarterly financial reports to the COUNTY no later than thirty (30) days after the end of the quarter for which the reports are applicable. The COALITION will provide any other reports to the COUNTY as the County Manager may require. The financial records of the COALITION for the period coinciding with the COUNTY S fiscal year shall be audited annually by an independent auditor of the COALITION S choosing. The independent auditor s report shall be submitted to the COUNTY no later than one hundred twenty (120) days following the end of the fiscal year. 11. Indemnification and Insurance. The COUNTY and COALITION shall indemnify and hold harmless each from the other as against all claims, losses and liabilities arising out of damage to property, or injury to or death of persons occasioned by or in connection with acts or omissions of the responsible Party. The COALITION shall at all times hereunder maintain comprehensive liability insurance against acts or 7

8 omissions in an amount not less than $ and the COUNTY shall be named as an additional insured. The COUNTY will maintain its own property and liability coverage on the facility. 12. General Provisions. The COUNTY and the COALITION shall not be construed as a joint venture or general partners and neither shall have the power to bind or obligate the other except as set forth in this Agreement. The COALITION shall act as an independent contractor for all purposes. Routine written administrative implementing procedures and operating decisions may be agreed to from time to time by the County Manager or his/her designee on behalf of the COUNTY and by the President on behalf of the COALITION. 13. Amendment. The terms of this Agreement may only be amended with a written Contract Amendment executed by both Parties. 14. Assumption. This Contract is not assignable by the COALITION without the prior formal approval of the Guilford County Board of Commissioners. If the COALITION should undergo merger, acquisition, bankruptcy or any change in their ownership or their name for any reason, the COALITION must immediately notify the COUNTY in writing of these changes and provide the COUNTY with legal documentation supporting these changes such as an Assumption Agreement, Bill of Sale, Articles of Incorporation, Articles of Amendment, sales contract, merger documents, etc. Further, the COALITION will submit the name and address of the assuming Provider s registered agent for service of process and/or notices required under this Contract. 15. Jurisdiction. This Contract is subject to the jurisdiction and laws of the State of North Carolina. 8

9 16. Severability. If any provision of this Contract is held unenforceable, then such provision will be modified to reflect the Parties intention. All remaining provisions of this Contract shall remain in full force and effect. 17. Entire Agreement. This Agreement, including the exhibits, addendums and/or attachments, sets forth the entire Agreement between the Parties. All prior conversation or writing between the Parties hereto or their representatives are merged within and extinguished. This Contract shall not be modified except by a writing subscribed to by both Parties. IN WITNESS WHEREOF, the Parties hereto have caused this Contract Amendment to be duly executed, effective as of the day and year first above written. ATTEST: Clerk to Board GUILFORD COUNTY By: Brenda Jones Fox, County Manager ATTEST: Corporate Secretary UNITED ANIMAL COALITION, INC. By: President This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. APPROVED AS TO CONTENT: Health Department Representative Finance Director 9

10 ADDENDUM #1 Performance Standards FY 2009 FY2010 FY Key Standard Actual Estimate Target Target Efficiency # of Animals Impounded 15,993 16,890 17,903 18,977 Animal Adoption % rate 34% 33% 52% 60% Owner Reclaim % rate 9% 10% 25% 30% Budget Information Submitted to the County on a Quarterly Basis. Key Standards Cost per animal cared for Cost per adopted animal Animals captured or processed within each City, Town and County 10

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