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HomeMy WebLinkAboutAgenda - 11-17-2009 - 4eORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: November 17, 2009 Action Age Item No. SUBJECT: Performance Agreements with the Town of Chapel Hill for Senior Services DEPARTMENT: Aging PUBLIC HEARING: (YIN) ATTACHMENT(S): INFORMATION CONTACT: Draft Senior .Lunch Program Performance Jerry Passmore, 245-2020 Agreement Draft Retired and Senior Volunteer Program Agreement Draft Senior Center Services Performance Agreement PURPOSE: To consider approving three Performance Agreements with the Town of Chape( Hill to provide the Department on Aging with funding totaling $68,000 for senior services. BACKGROUND: The Town of Chapel Hill provided financial support for the Senior Lunch Program during its many years of operation by the Joint Orange-Chatham Community Action agency. When this service was transferred to the Orange County Department on Aging at the FY 2009-2010, the town agreed to continue its financial support of the program. The funds awarded through this Agreement purchase noon meals served at the Robert and Pearl Seymour Center. The Town of Chapel Hill sponsored the Retired and Senior Volunteer Program (RSVP) when it began in 1973. After the Department on Aging was established in 1980, the town transferred sponsorship to Orange County with a commitment to continue its financial support of operational expenses. Prior to the current fiscal year, this funding was provided through an inter-governmental transfer. The Chapel Hill Parks and Recreation Department had employed a Senior Citizens Coordinator who provided the New Generations leisure programs and activities for older adults. During FY 1996 the Town of Chapel Hill entered into an Agreement with Orange County for the Department on Aging to provide leisure recreation programs at the Chapel Hill and Northside Senior Centers. When those two facilities merged in May 2007, the Senior Citizens Program Coordinator position was assigned to the new Seymour Center. The funds provided through this Agreement support this position. FINANCIAL IMPACT: The funds provided in the three Performance Agreements were included in the Department on Aging's current fiscal year budget. The funding amounts are: • Senior Lunch Program - $18,900 • Retired and Senior Volunteer Program - $12,300 2 • Senior Center Services - $36,800 RECOMMENDATION(S): The Manager recommends that the Board approve the three Town of Chapel Hill Performance Agreements and authorize the Chair to sign the Agreements contingent upon the receipt of final agreements from the Town of Chapel Hill with changes incorporated as requested by the County Attorney's Office. DRAFT NORTH CAROLINA ORANGE COUNTY PERFORMANCE AGREEMENT THIS AGREEMENT, made and entered into by and between the TOWN OF CHAPEL HILL, a North Carolina Municipal Corporation, 405 Martin Luther King Jr. Boulevard, Chapel Hill, North Cazolina, hereinafter referred to as "Town" and the Orange County.Department..on.Aging (Senio>"LunchPsogram).,.Post Office Box 8181, Hillsborough, _. __. North Cazolina 27278, hereinafter referred to as "Senior Lunch Program." WITNESSETH That for and in consideration of the mutual promises and conditions set forth below, the Town and SENIOR LUNCH PROGRAM agree: WHEREAS, SENIOR LUNCH PROGRAM operates the lunch program for senior citizens in the Town of Chapel Hill; and WHEREAS, SENIOR LUNCH PROGRAM, through this program, provides meals, social interaction activities, educational activities and support services to elderly residents of the Town of Chapel Hill; and WHEREAS, it is in the interest of the Town that said program be assisted by the Town and thereby be available to the residents of the Town, and said program addresses an important community human services need, as identified by the Town's Human Services Advisory Board; NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereinafter set forth, the Town and SENIOR LUNCH PROGRAM agree as follows: TOWN SUPPORT: SENIOR LUNCH PROGRAM agrees to provide the services described in the Work Statement of this Agreement. By resolution 2009-06-22/R-7 the Town Council appropriated the sum of Eighteen Thousand Nine Hundred Dollars ($18,900) to SENIOR LUNCH PROGRAM for fiscal yeaz 2009-2010. The Town does not obligate itself to provide any other support to SENIOR LUNCH PROGRAM this fiscal year or in succeeding years. SENIOR LUNCH PROGRAM agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense (including reasonable attorneys' fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Contractor except to the extent same aze caused by the negligence or misconduct of the Town. Non-Discrimination: The Contractor shall administer all functions without discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression. PAYMENT AND DOCUMENTATION: The appropriation shall be paid to SENIOR LUNCH PROGRAM insemi-annual instalhnents at the end of each half-year period in which services were provided, pursuant to the Work Statement attached hereto. Each semi- annual installment will be for Nine Thousand Four Hundred Fifty Dollars ($9,450). The Town's obligation to make each payment is contingent upon receiving satisfactory documentation and accounting of expenditures as detailed in the attached Work Statement. FINANCIAL RECORDS: SENIOR LUNCH PROGRAM agrees to furnish the Town with semi-annual financial statements as detailed in the attached Work Statement. In addition, SENIOR LUNCH PROGRAM agrees to allow the Town to inspect its fmancial books and records upon reasonable notice during normal working hours. WORK STATEMENT: 4 SENIOR LUNCH PROGRAM agrees to provide those services described in the Work Statement attzched hereto and incorporated herein by reference, to residents of Chapel Hill and to maintain a high level of professionalism in the provision of these services. TERMINATION FOR CAUSE: In the event that SENIOR LUNCH PROGRAM shall cease to exist as an organization or shall enter bankruptcy _. _.proceedings,.or.be...declared.ipsolvent,<,or._liquidate.all or substantially all of its assets,-or shall significantly- reduce its services or accessibility to Chapel Hill residents during the term of this Agreement; or in the event that SENIOR LUNCH PROGRAM shall fail to render a satisfactory accounting as provided herein, then and in that event the Town may terminate this Agreement and SENIOR LUNCH PROGRAM will return all payments already made to it by the Town for services which have not been provided or for which no satisfactory accounting has been rendered. 5 This Contract is between the Town of Chapel Hill and Orange County Department on Aging Senior Lunch Program for a Performance Agreement. IN WITNESS WHEREOF, the parties hereunto cause this agreement to be executed in their . _..,, .... .u.,.. V.,...._ . _ _..: ,. ..._..... _... ,r. _~.,:. _ .., _..j.._. t~e~pectiv~`na~~s: ORANGE COUNTY DEPARTMENT ON AGING SIGNATURE ATTEST TOWN OF CHAPEL HILL ASSISTANT/DEPUTY/TOWN MANAGER ATTEST BY TOWN CLERK: TOWN CLERK PRINTED NAME & TITLE PRINTED NAME & TITLE TOWN SEAL Town Clerk attests date this the day of , 20 Approved as to Form and Authorization TOWN ATTORNEY This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFICER POLICE CHIEF 6 Attached to that certain PERFORMANCE AGREEMENT dated , 2009, between the Town of Chapel Hill and the Orange County Department on Aging Senior Lunch Program: WORK STATEMENT For the Orange County Department on Aging Senior Lunch Program., hereinafter referred to as "SENIOR LUNCH . , .....RROGRAM"._ . , _ ,...., .. _ ..... .._ . ~.~,,, I. SENIOR LUNCH PROGRAM agrees to provide nutritious lunches for older adults in Chapel Hill. II. It is mutually agreed upon by both parties that in the performance of this Agreement, SENIOR LUNCH PROGRAM will: Provide luncheon meals for older Chapel Hill adults especially those with the greatest nutritional need such as low income and minority seniors. III. Town funds may be utilized by SENIOR LUNCH PROGRAM for staff time and to purchase food for the nutrition program for seniors. TV. SENIOR LUNCH PROGRAM will provide the Town with semi-annual reports which should be directed to Karen Rose, Human Services Coordinator, including demographic information on Chapel Hill, Carrboro, and Orange County residents served. These reports will also include a budget breakdown showing expenditures of Town appropriations. The reports shall include the amount of expenditures during the reporting period and year-to-date amounts, the number of individuals receiving services during reporting period and year-to-date numbers. Semi-annual reports will be due on January 15, 2010 and July 15, 2010. V. The Town will reimburse SENIOR LUNCH PROGRAM for the above services upon receipt of a satisfactory semi-annual report. 7 DRAFT NORTH CAROLINA PERFORMANCE AGREEMENT ORANGE COUNTY THIS AGREEMENT, made and entered into by and between the TOWN OF CHAPEL HILL, a North Carolina Municipal Corporation, 405 Martin Luther King Jr. Boulevard, Chapel Hill, North Carolina, hereinafter referred to as "Town" and the Orange County-RSVP 55+ Volunteer Program., 2551 Homestead Road, Chapel Hill, North Carolina 27516, hereinafter referred to as "RSVP." WITNESSETH That for and in consideration of the mutual promises and conditions set forth below, the Town and RSVP agree: WHEREAS, RSVP provides services to match individuals over 55 years of age with volunteer opportunities in the Chapel Hill community; and WHEREAS, RSVP enhances and promotes public welfare; and WHEREAS, it is in the interest of the Town that said program be assisted by the Town and thereby be available to the residents of the Town, and said program addresses an important community human services need, as identified by the Town's Human Services Advisory Board; NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereinafter set forth, the Town and RSVP agree as follows: TOWN SUPPORT: RSVP agrees to provide the services described in the Work Statement of this Agreement. By resolution 2009- 06-22/R-7 the Town Council appropriated the sum of Twelve Thousand Three Hundred Dollars ($12,300) to RSVP for fiscal year 2009-10. The Town does not obligate itself to provide any other support to RSVP this fiscal year or in succeeding years. RSVP agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense (including reasonable attorneys' fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Contractor except to the extent same are caused by the negligence or misconduct of the Town. Non-Discrimination: The Contractor shall administer all functions without. discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression. PAYMENT AND DOCUMENTATION: The appropriation shall be paid to RSVP in semi-annual installments at the end of each half-year period in which services were provided, pursuant to the Work Statement attached hereto. Each semi-annual installment will be for Six Thousand One Hundred Fifty Dollars ($6,150). The Town's obligation to make each payment is contingent upon receiving satisfactory documentation and accounting of expenditures as detailed in the attached Work Statement. FINANCIAL RECORDS: RSVP agrees to furnish the Town with semi-annual financial statements as detailed in the attached Work Statement. In addition, RSVP agrees to allow the Town to inspect its financial books and records upon reasonable notice during normal working hours. WORK STATEMENT: RSVP agrees to provide those services described in the Work Statement attached hereto and incorporated herein by reference, to residents of Chapel Hill and to maintain a high level of professionalism in the provision of these 8 services. TERMINATION FOR CAUSE: In the event that RSVP shall cease to exist as an organization or shall enter bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of its assets, or shall significantly reduce its services or accessibility to Chapel Hill residents during the term of this Agreement; or in the event that RSVP shall fail to render a satisfactory accounting as provided herein,-then' and in that event the Town may terminate this Agreement and RSVP will return all payments already made to it by the Town for services which have not been provided or for which no satisfactory accounting has been rendered. 9 This Contract is between the Town of Chapel Hill and Orange County Department on Aging RSVP f for a Performance Agreement. IN WITNESS WHEREOF, the parties hereunto cause this agreement to be executed in their _ ._ _. respective names. ORANGE COUNTY DEPARTMENT ON AGING SIGNATURE ATTEST TOWN OF CHAPEL HILL ( ASSISTANT/DEPUTY/TOWN MANAGER ATTEST BY TOWN CLERK: PRINTED NAME & TITLE PRINTED NAME & TITLE TOWN CLERK TOWN SEAL Town Clerk attests date this the day of , 20_. Approved as to Form and Authorization TOWN ATTORNEY This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFICER POLICE CHIEF ~o Attached to that certain PERFORMANCE AGREEMENT dated , 2009, between the Town of Chapel Hill and the Orange County Department on Aging RSVP: WORK STATEMENT For the Orange County Department on Aging RSVP., hereinafter referred to as "RSVP": I. RSVP agrees to provide services to match volunteers with nonprofit agencies in Chapel Hill. II. It is mutually agreed upon by both parties that in the performance of this Agreement, RSVP will: Provide recruitment and referral services for nonprofit agencies to match individuals over 55 years of age with volunteer opportunities in the Chapel Hill community. Identify community needs and develop volunteer placements to meet those needs. III. Town funds may be utilized by RSVP for supplies, equipment and staff time for the operation of the volunteer program. IV. RSVP will provide the Town with semi-annual reports which should be directed to Karen Rose, Human Services Coordinator, including demographic information on Chapel Hill, Carrboro, and Orange County residents served. These reports will also include a budget breakdown showing expenditures of Town appropriations. The reports shall include the amount of expenditures during the reporting period and year-to-date amounts, the number of individuals receiving services during reporting period and year-to-date numbers. Semi-annual reports will be due on January 15, 2010 and July 15, 2010. V. The Town will reimburse RSVP for the above services upon receipt of a satisfactory semi-annual report. DRAFT " NORTH CAROLINA PERFORMANCE AGREEMENT ~ ORANGE COUNTY THIS AGREEMENT, made and entered into by and between the TOWN OF CHAPEL HILL, a North Carolina. Municipal Corporation, 405 Martin Luther King Jr. Boulevazd, Chapel Hill, North Cazolina, hereinafter referred to as "Town" and the Orange County Department on Aging (Senior Center Services)., Post Office Box 8181, Hillsborough, North Cazolina 27278, hereinafter referred to as "Senior Center Services." WITNESSETH That for and inconsideration of the mutual promises and conditions set forth below, the Town and SENIOR CENTER SERVICES agree: WHEREAS, SENIOR CENTER SERVICES provides recreation programs for senior citizens in the Town of Chapel Hill; and WHEREAS, SENIOR CENTER SERVICES, through this program, provides programs, events, social interaction activities, and support services to elderly residents of the Town of Chapel Hill; and WHEREAS, it is in the interest of the Town that said program be assisted by the Town and thereby be available to the residents of the Town, and said program addresses an important community human services need, as identified by the Town's Human Services Advisory Board; NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereinafter set forth, the Town and SENIOR CENTER SERVICES agree as follows: TOWN SUPPORT: SENIOR CENTER SERVICES agrees to provide the services described in the Work Statement of this Agreement. By resolution 2009-06-22/R-7 the Town Council appropriated the sum of Thirty-six Thousand Eight Hundred Dollars ($36,800) to SENIOR CENTER SERVICES for fiscal year 2009-2010. The Town does not obligate itself to provide any other support to SENIOR CENTER SERVICES this fiscal yeaz or in succeeding years. SENIOR CENTER SERVICES agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense (including reasonable attorneys' fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Contractor except to the extent same are caused by the negligence or misconduct of the Town. Non-Discrm;nation: The Contractor shall administer all functions without discrimination because of race, creed, sex, national origin, age, economic status, sexual orientation, gender identity or gender expression. PAYMENT AND DOCUMENTATION: The appropriation shall be paid to SENIOR CENTER SERVICES in semi-annual installments at the end of eachhalf-yeaz period in which services were provided, pursuant to the Work Statement attached hereto. Each semi-annual installment will be for Eighteen Thousand Four Hundred Dollars ($18,400). The Town's obligation to make each payment is contingent upon receiving satisfactory documentation and accounting of expenditures as detailed in the attached Work Statement. FINANCIAL RECORDS: SENIOR CENTER SERVICES agrees to fiunish the Town with semi-annual financial statements as detailed in the attached Work Statement. In addition, SENIOR CENTER SERVICES agrees to allow the Town to inspect its financial books and records upon reasonable notice during normal working hours. 12 WORK STATEMENT: { ' SENIOR CENTER SERVICES agrees to provide those services described in the Work Statement attached hereto and incorporated herein by reference, to residents of Chapel Hill and to maintain a high level of professionalism in the provision of these services. TERMIl~IATION FOR CAUSE: In the event that SENIOR CENTER SERVICES shall cease to exist as an organization or shall enter bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of its assets, or shall significantly reduce its services or accessibility to Chapel Hill residents during the term of this Agreement; or in the event that SENIOR CENTER SERVICES shall fail to render a satisfactory accounting as.provided herein, then and in that event the Town may terminate this Agreement and SENIOR CENTER SERVICES will return all payments akeady made to it by the Town for services which have not been provided or for which no satisfactory accounting has been rendered. 13 This Contract is between the Town of Chapel Hill and Orange County Department on Aging Senior ~ Center Services for a Performance Agreement. IN WITNESS WHEREOF, the parties hereunto cause this agreement to be executed in their respective names. ORANGE COUNTY DEPARTMENT ON AGING SIGNATURE ATTEST TOWN OF CHAPEL HILL ~ ASSISTANT/DEPUTY/TOWN MANAGER ATTEST BY TOWN CLERK: PRINTED NAME & TITLE PRINTED NAME & TITLE TOWN CLERK TOWN SEAL Town Clerk attests date this the day of , 20 Approved as to Form and Authorization TOWN ATTORNEY This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act. FINANCE OFFICER POLICE CHIEF 14 Attached to that certain PERFORMANCE AGREEMENT dated , 2009, between the Town of Chapel Hill and the Orange County Department on Aging Senior Center Services: WORK STATEMENT For the Orange County Department on Aging Senior Center Services., hereinafter referred to as "SENIOR CENTER SERVICES": I. SENIOR CENTER SERVICES agrees to provide recreation programs for older adults in Chapel Hill. II. It is mutually agreed upon by both parties that in-the performance of this Agreement, SENIOR CENTER SERVICES will: Plan and provide recreation programs and events for older Chapel Hill adults. Promote the health and well being of older adults in Chapel Hill. IH. Town funds maybe utilized by SENIOR CENTER SERVICES for supplies, equipment and staff time for the operation of the senior recreation program. IV. SENIOR CENTER SERVICES will provide the Town with semi-annual reports which should be directed to Karen Rose, Human Services Coordinator, including demographic information on Chapel Hill, Carrboro, and Orange County residents served. These reports will also include a budget breakdown showing expenditures of Town appropriations. The reports shall include the amount of expenditures during the reporting period and yeaz-to-date amounts, the number of individuals receiving services during reporting period and year-to-date numbers. Semi-annual reports will be due on January 15, 2010 and July 15, 2010. V. The Town will reimburse SENIOR CENTER SERVICES for the above services upon receipt of a satisfactory semi-annual report.