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HomeMy WebLinkAboutAgenda - 09-07-1999 - 8f ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. g-.~_ ACTION AGENDA ITEM ABSTRACT Meeting Date: September 7, 1999 SUBJECT: MINUTE PREPARER CONTRACTS DEPARTMENT: County Commissioners Planning Department ATTACHMENT(S): Yes - 2 contracts INFORMATION CONTACT: PUBLIC HEARING: (Y/N) Na'°. BUDGET AMENDMENT: (Y/N) No Beverly A. Blythe, 2130 Craig Benedict, 2592 TELEPHONE NUMBERS: - -ext. 2130 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To consider for approval two contracts between the County of Orange and Becky Butler and Candace V. Roberts, for the preparation of County Commissioners and Planning Board meeting minutes. BACKGROUND: Staff in the Office of the Clerk to the Board of County Commissioners expends significant time and energy transcribing and preparing written BOCC meeting minutes. During the budget process, Commissioners decided to outsource minute preparation. to enhance efficiency and free the Clerk's staff to perform other duties. The proposed contracts are based on a cost of $65.00 per hour of recorded tape. FINANCIAL IMPACT: Staff estimates that the FY 1999-2000 costs of these contracts will be in the range of $9,000 to $11,000, based on an estimate of 40-50 Commissioner and Planning Board meetings at an average of three hours each. Funds are included in the budgets for the Clerk's office and for the Planning Department. RECOMMENDATON(S): Approve the two contracts and authorize the Chair to sign on behalf of the Board. 2 AGREEMENT BETWEEN COUNTY OF ORANGE AND BECKY BUTLER NORTH CAROLINA ORANGE COUNTY This agreement made and entered into the 7`h day of September, 1999 between the County of Orange, for it's County Commissioner's Office, hereinafter referred to as "County", and Becky Butler hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the Orange County Board of Commissioners and the Orange County Planning Department. TERMS OF AGREEMENT Term of Agreement The Agreement shall commence on September 7, 1999 and shall continue through September 30, 2000. County Responsibilities: 1. County will provide cassette tapes and notes of any meetings for which minutes are to be prepared to Contractor within two days following meeting. 2. County will pay invoice for services within 15 days of receipt. Contractor Responsibilities: 1. Contractor will submit draft minutes of meetings to the Clerk to the Board of County Commissioners or the Planning Director within eight days of meeting date. 2. Minutes will be prepared using MSWord, in a version that shall be compatible with that currently being used by County. Minutes shall be submitted on disk or electronically to BblytheCq~co.orange.nc.us (for Commissioner minutes) or to Cbenedict(g~co.orange.nc.us (for Planning Department minutes). 3. Contractor shall invoice County for $65 per recorded hour of tape upon completion of draft minutes. Invoices for Commissioner minutes shall be sent to Beverly Blythe and invoices for Planning Department minutes shall be sent to Craig Benedict, Planning Director at PO Box 8181, Hillsborough, NC 27278. County will make payment within 15 days from receipt of invoice from Contractor. Termination Either party may terminate this agreement upon 30 days written notice to the other party. Notice Notice is deemed to have been properly given when written notice is mailed or hand delivered to: For County: Orange County 3 Beverly Blythe, Clerk to the Board PO Box 8181 Hillsborough, NC 27278 Contractor: Becky Butler 5502 Wagon Farm Road Efland, North Carolina 27243 Independent Contractor This contractor shall be deemed an Independent Contractor as that term is defined under North Carolina laws. This contractor is not covered by worker's compensation insurance owned by Orange County. The contractor understands and agrees that no worker's compensation insurance coverage is provided through this agreement. Becky Butler, Contractor Witness Alice M. Gordon, Chair Beverly A. Blythe, Clerk AGREEMENT BETWEEN COUNTY OF ORANGE AND CANDACE V. ROBERTS NORTH CAROLINA ORANGE COUNTY This agreement made and entered into the 7th day of September, 1999 between the County of Orange, for it's County Commissioner's Office, hereinafter referred to as "County", and Candace V. Roberts hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the Orange County Board of Commissioners and the Orange County Planning Department. TERMS OF AGREEMENT Term of Agreement The Agreement shall commence on September 7, 1999 and shall continue through September 30, 2000 County Responsibilities: 1. County will provide cassette tapes and notes of any meetings for which minutes are to be prepared to Contractor within two days following meeting. 2. County will pay invoice for services within 15 days of receipt. Contractor Responsibilities: 1. Contractor will submit draft minutes of meetings to the Clerk to the Board of County Commissioners or the Planning Director within eight days of meeting date. 2. Minutes will be prepared using MSWord, in a version that shall be compatible with that currently being used by County. Minutes shall be submitted on disk or electronically to Bblythe~co.orange.nc.us (for Commissioner minutes) or to CbenedictC~co.orange.nc.us (for Planning Department minutes). 3. Contractor shall invoice County for $65 per recorded hour of tape upon completion of draft minutes. Invoices for Commissioner minutes shall be sent to Beverly Blythe and invoices for Planning Department minutes shall be sent to Craig Benedict, Planning Director at PO Box 8181, Hillsborough, NC 27278. County will make payment within 15 days from receipt of invoice from Contractor. Termination Either party may terminate this agreement upon 30 days written notice to the other party. Notice Notice is deemed to have been properly given when written notice is mailed or hand delivered to: For County: Orange County 5 Beverly Blythe, Clerk to the Board PO Box 8181 Hillsborough, NC 27278 Contractor: Candace V. Roberts 8307 North Carolina Highway 86 North Cedar Grove, North Carolina 27231 Independent Contractor This contractor shall be deemed an Independent Contractor as that term is defined under North Carolina laws. This contractor is not covered by worker's compensation insurance owned by Orange County. The contractor understands and agrees that no worker's compensation insurance coverage is provided through this agreement. Candace V. Roberts, Contractor Witness Alice M. Gordon, Chair Beverly A. Blythe, Clerk ~~F 9_~ ~9 AGREEMENT BETWEEN COUNTY OF ORANGE AND CANDACE V. ROBERTS NORTH CAROLINA ORANGE COUNTY This agreement made and entered into the 7m day of September,1999 between the County of Orange, for it's County Commissioner's Office, hereinafter referred to as "County", and Candace V. Roberts hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the Orange County Board of Commissioners and the Orange County Planning Department. TERMS OF AGREEMENT Term of Agreement The Agreement shall commence on September 7, 1999 and shall continue through September 30, 2000 County Responsibilities: 1. County will provide cassette tapes and notes of any meetings for which minutes are to be prepared to Contractor within two days following meeting. 2. County will pay invoice for services within 15 days of receipt. Contractor Responsibilities: 1. Contractor will transcribe the minutes and submit draft minutes of meetings to the Clerk to the Board of County Commissioners or the Planning Director within eight days of meeting date. 2. Minutes will be prepared using MSWord, in a version that shall be compatible with that currently being used by County. Minutes shall be submitted on disk or electronically to Bblythe@co.orange.nc.us (for Commissioner minutes) or to Cbenedict@co orange.nc.us (for Planning Department minutes). 3. Contractor shall invoice County for $65 per recorded hour of tape upon completion of draft minutes. Invoices for Commissioner minutes shall be sent to Beverly Blythe and invoices for Planning Department minutes shall be sent to Craig Benedict, Planning Director at PO Box 8181, Hillsborough, NC 27278. County will make payment within 15 days from receipt of invoice from Contractor. Independent Contractor The contractor is an independent contractor and not an employee as defined in N.C.G.S. § 97-2(2). The contractor will therefore not be covered by worker's compensation insurance provided to County employees by County. The contractor understands that she is an independent contractor and agrees that no worker's compensation insurance coverage is provided through this agreement. s, Termination Either party may terminate this agreement upon 30 days written notice to the other party. Notice Notice is deemed to have been properly given when written notice is mailed or hand delivered to: For County: Orange County Beverly Blythe, Clerk to the Board PO Box 8181 Hillsborough, NC 27278 Contractor: Candace V. Roberts 8307 North Carolina Highway 86 North Cedar Grove, North Carolina 27231 a l,~t.Ct~c~- Candace V. Roberts, Contractor Alice M. Gordon, Chair fitness Beverly A. ythe, Clerk mydocuments/candaceroberts.con ~,4~9..~-9~ ,: AGREEMENT BETWEEN COUNTY OF ORANGE AND BECKY BUTLER NORTH CAROLINA ORANGE COUNTY This agreement made and entered into the 7th day of September,1999 between the County of Orange, for it's County Commissioner's Office, hereinafter referred to as "County", and Becky Butler hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the Orange County Board of Commissioners and the Orange County Planning Department. TERMS OF AGREEMENT Term of Agreement The Agreement shall commence on September 7, 1999 and shall continue through September 30, 2000 County Responsibilities: 1. County will provide cassette tapes and notes of any meetings for which minutes are to be prepared to Contractor within two days following meeting. 2. County will pay invoice for services within 15 days of receipt. Contractor Responsibilities: 1. Contractor will transcribe the minutes and submit draft minutes of meetings to the Clerk to the Board of County Commissioners or the Planning Director within eight days of meeting date. 2. Minutes will be prepared using MSWord, in a version that shall be compatible with that currently being used by County. Minutes shall be submitted on disk or electronically to Bblythe@co.orange.nc.us (for Commissioner minutes) or to Cbenedict@co.orange.nc.us (for Planning Department minutes). 3. Contractor shall invoice County for $65 per recorded hour of tape upon completion of draft minutes. Invoices for Commissioner minutes shall be sent to Beverly Blythe and invoices for Planning Department minutes shall be sent to Craig Benedict, Planning Director at PO Box 8181, Hillsborough, NC 27278. County will make payment within 15 days from receipt of invoice from Contractor. Independent Contractor The contractor is an independent contractor and not an employee as defined in N.C.G.S. § 97-2(2). The contractor will therefore not be covered by worker's compensation insurance provided to County employees by County. The contractor understands that she is an independent contractor and agrees that no worker's compensation insurance coverage is provided through this agreement. ;: '~ Termination Either party may terminate this agreement upon 30 days written notice to the other party. Notice Notice is deemed to have been properly given when written notice is mailed or hand delivered to: For County: Orange County Beverly Blythe, Clerk to the Board PO Box 8181 Hillsborough, NC 27278 Contractor: Becky Butler 5502 Wagon Farm Road Efland, North Carolina 27243 Becky Butler, Contractor Witness Alice M. Gordon, Chair Beverly A. Blyt ,Clerk m ydocuments/beckybutler.con