HomeMy WebLinkAboutAgenda - 10-20-1998 - 9aORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: October 20, 1998
SUBJECT: Skills Development Center Operations Plan and Budget
DEPARTMENT: Manager's Office
ATTACHMENT(S):
Skills Development Center
Operations Plans
State Grant Agreement
Action Agenda
Item No.
PUBLIC HEARING: (Y/1)
BUDGET AMENDMENT: (Y/N)
INFORMATION CONTACT:
Albert T. Kittrell, Assistant County Manager
TELEPHONE NUMBERS: - - ext. 2300
Hillsborough 732 -8181
Chapel Hill 968 -4501
Durham 688 -7331
Mebane 227 -2031
PURPOSE: To review the operations plan; approve a new position and budget; and accept a state
grant for the Skills Development Center.
BACKGROUND: The Skills Development Center (SDC) is scheduled to open in January 1999.
The attached "Skills Development Center Operations Plan" provides a brief history; operations,
technology, and staffing requirements; and budget to support the SDC. The Skills Development
Center Advisory Committee reviewed and commented on the operations plan and preliminary
budget on September 3, 1998. A Summary of the plan is as follows:
Operations
Integrated training and employment services will be offered in the SDC by the Department of Social
Services -Work First Program, Durham Technical Community College (DTCC), Orange County
Literacy Council (OCCC), Joint Orange - Chatham Community Action Agency ( JOCCA),
Employment Security Commission (ESC), Vocational Rehabilitation (VR) Services. Other visiting
agencies will also provide related services. The SDC will operate Monday through Friday with
evening hours. (pages 6; Appendices I, II, III)
Staffing and New Position
The Department of Social Services will staff three offices; DTCC two offices; Literacy Council four
offices; JOCCA three offices; ESC one office; VR one office; and there will be three offices for
visiting agencies. A permanent full time Administrative Assistant Position to support the operations
of the SDC has been requested by DSS. The total cost of the position, including benefits would be
$15,500 for a six month period. DTCC has agreed to contribute $10,000 to fund the position from
January 1999 to June 1999. Also, Durham Tech has agreed to contribute annual funding for the
position. The major duties of the position are listed under pages 7 — 10.
Wi
Technology
DTCC, JOCCA, ESC, and Literacy Council will supply personal computers for their staff. State
funds will purchase computers, equipment and software for DSS, Career Resource Area, VR, and
visiting agency offices. The computer network service is a component of the County IT Plan.
(page 11)
Budget
The expenditures for the SDC from January 1999 to June 1999 will be $132,159. The total
revenues are $132,159. This revenue amount includes a state grant of $68,559; DTCC's
contribution of $10,000; Literacy Council's lease payment of $3,600; and County funds budgeted in
1998 -99 for $50,000. (page 12; Appendix IV)
Custodial services have not been addressed in the budgeted amount for the Skills Development
Center. Security measures will be discussed with Durham Technical Community College.
RECOMMENDATION: The Manager recommends that the Board: (1) review the operations
plan; (2) authorize Chair to sign state workforce development grant agreement; and (3) approve the
budget/new Administrative Assistant position at salary grade 62 step 2D for the Skills Development
Center.
I
Attachment I
ORANGE COUNTY
SKILLS DEVELOPMENT CENTER
OPERATIONS PLAN
Center Partners
Durham Technical Community College
Employment Security Commission
Joint Orange Chatham Community Action Agency
NC Division of Vocational Rehabilitation Services
Orange County Department of Social Services
Orange County Literacy Council
3
r
4
Skills Development
Center
Vision Statement
All Orange County
citizens will have
access to suitable
employment,
training related
resources, and
supportive services
that will enable them
to provide for
themselves and /or
their families.
I. Background
Orange County has a long history of collaboration among human services agencies. As a result
of that history, in March 1995 the Orange County Board of County Commissioners appointed a
board to study issues specifically related to skills development for county citizens. The Skills
Development Program Board membership was representative of the many agencies in the
County that serve those in need of developing skills for the workplace, as well as employers
throughout the County.
In December 1995, the group presented a report titled "A Blueprint for Self- Sufficiency:
Creating Opportunity for All Orange County Citizens" to the County Commissioners. The report
recommended the following actions:
• A holistic approach to coordinating skills development and job search services to the citizens
of Orange County;
• A "one- stop" information center for skills development and employment services;
• Establishment of formal linkages between currently existing transportation and other
services, and skills development opportunities;
• Permanent, consistently available spaces for training;
• Training developed to better match emerging jobs and include, but go beyond, the basic
"Three R's" of education;
• Coping -world of work skills training;
• Incentives for employers; and
• A marketing plan for making citizens and employers aware of skills development
opportunities.
During calendar year 1996, the County purchased a vacant building at 503 West Franklin Street
in Chapel Hill that could be used to co- locate several agencies to better serve the skills
development and employment needs of citizens. The County Manager's Office brought together
the partner agencies to begin the planning process for co- location and integration of service
delivery; Orange County Department of Social Services, the Employment Security Commission
(ESC), Joint Orange Chatham Community Action Agency (JOCCA), NC Division of Vocational
Rehabilitation Services (VR), Durham Technical Community College (DTCC), Orange County
Literacy Council (OCLC), and the two public school systems.
On April 25, 1997, a charette was held at the site bringing together agency representatives,
architects, advisory committee members, county commissioners, and interested citizens in a
facilitated daylong workshop to develop a structural and functional vision for the Center.
The partner agencies, along with staff from the County Manager's office, and the Executive
Director of the Workforce Development Board are known as the Management Team. The
Management Team, with the support of the Orange County Commissioners, has developed a
vision statement, a mission, and strategic plan/objectives for the Center. As planning has
continued, the community has shown great support for the concept of the Skills Development
Center. Members of the Management Team have made presentations to civic clubs, churches,
and meetings of non - profit directors.
. i
6
II. Skills Development Center Operations
The Skills Development Center is:
• A user - friendly facility which offers comprehensive employment and training services to
jobseekers and employers all under one roof (Appendix I, Comprehensive Services and
Outcomes).
• Designed to enable citizens to make informed choices about careers, and assist employers to
make informed decisions about workplace needs.
An outcome of the charette was the development of a physical design for the Skills Development
Center. The 13,000 square feet structure at 503 West Franklin Street is scheduled to open
January 1999, with an open house planned for March 1999. One of the most attractive features
of the building is natural light. Skylights will add to the user - friendly atmosphere, as well as an
increase in productivity.
The Career Resource Area represents the hub of the Center. Seventeen staff offices and three
conference rooms will be positioned around the Career Resource Area to aid customers. The
Resource Area will have videos, books, four computer workstations, and other resources to help
individuals with career exploration, interviewing, resume preparation and job search.
The customers served by the Skills Development Center will be Orange County residents. Key
partners have structured a system to provide high quality services and information to employers,
workers, students, or any person seeking training and employment information. Customers will
determine the flow based on their needs and interests (Appendix II, Diagram of Customer Flow).
Entry and exit points will be customized in response to customers' needs. Depending on
customers' needs, they may enter the Center for case management assistance from the partner
agencies, or browse the Career Resource Area, requiring only minimal assistance.
The measurement of customer satisfaction will be a continuous activity and data gathered will
determine improvements. A customer survey will be used at the Center. Customers, job seekers
and employers will be questioned about desired services and asked to assess the provision of
those services. The Center Management Team will track and monitor activities and implement
improvements as necessary. Key measures of Center success will include job placements, job
retention, training, and employer contacts.
The Skills Development Center will have a distinct and separate identity from other county
departments; it will be viewed as a training and employment facility (Appendix III, Center
Governance). The general oversight, establishment of policies and procedures, and development
of the annual budget will be provided by the County Manager's Office and Department of Social
Services. The Skills Development Center Management Team will coordinate and administer
daily operations. The Department of Social Services has been designated as the lead agency for
the Center. In addition, the Skills Development Center Advisory Committee, appointed by the
Orange County Board of County Commissioners, will advise and support the vision and mission
of the Center.
WA
III. Staffing, Programming, and New Permanent Position
Existing collaborative relationships with the Department of Social Services (DSS) - Work
First, Durham Technical Community College (DTCC), Joint Orange Chatham
Community Action Agency /Job Training Partnership Act (JOCCA/JTPA), Orange
County Literacy Council (OCLC), Employment Security Commission (ESC) and
Vocational Rehabilitation (VR) already strengthens the County's ability to serve citizens.
The Skills Development Center will provide for co- location of these programs while
improving the relationship among agencies and promoting simpler and immediate access
to services for clients.
A. DSS
Staff : 3
Work First which represents North Carolina's welfare reform initiative, is an
employment and training program designed to enable Aid to Families with
Dependent Children (AFDC) recipients to become self - sufficient and self -
supporting. The program revamps the welfare system by emphasizing full -time
employment (paid or unpaid) within a designated time period or short-term
training or at least 30 hours per week. The program strives to improve the
employability of AFDC recipients through training enhancement of job seeking
and keeping skills and the provision of supportive services such as child care. The
success of the Work First program is contingent on coordination and collaboration
with numerous agencies and employers.
B. DTCC
Staff. 2
Human Resources Development - DTCC personnel will work with the Orange
County Department of Social Services, Inter -Faith Council, JTPA and other
human services agencies to identify students who will benefit from this federally -
funded program for the chronically unemployed. Each HRD class will be
designed to meet the specific needs of the population to be served; therefore, the
length of the classes will vary between 40 and 80 hours.
Computer Classes - A series of short-and long -term microcomputer classes will
be offered in a computer lab. In addition to the eleven -week college credit course,
Introduction to Microcomputers, DTCC will offer short-term, non - credit classes
in Windows, Microsoft Works, Microsoft Word, Excel, Pagemaker, Computer
Aided Drafting, and others as the need arises. Classes will be offered both during
the day and evening hours.
Nursing Assistant I - A non - credit certificate program for nursing assistants will be
offered. The Nursing Assistant I course prepares students to perform basic nursing
skills under professional supervision. Between 100 and 120 hours of instruction are
required for the certificate.
Small Business Seminars - DTCC's Small Business Center will offer seminars and
courses on small business topics including taxes, management, marketing and
business planning. These offerings will be presented during both day and evening
hours.
Other College Credit Classes - An array of other classes from DTCC's 34
curriculum programs will be offered to meet the needs and demands of the citizens.
Classes will include accounting, business administration, early childhood associate,
office technologies, college transfer, architectural drafting, fire protection, general
education, and other programs.
Continuing Education and Community Service Classes - DTCC personnel will
meet with community leaders and business owners to identify and develop specific
programs of instruction to address the unique needs of Orange County businesses.
Classes may be offered at the business location, the Skills Development Center, or
both to ensure that citizens are trained to work in Orange County businesses.
C. JOCCAUTPA)
Staff: 3
Individual Classes /Curriculum - To obtain a certificate, degree or diploma in areas
of interest, ability, and aptitude; to prepare groups of individuals for employer
specified positions.
Work Experience - Provide an opportunity to obtain the skills and knowledge
needed to perform a job.
Basic Skills GEDIESL/ABE - Classes designed to improve basic skills in reading,
writing, and math.
Human Resource Development - Provide classes to develop pre - employment, self -
esteem, and motivational skills.
Job Search - Assistance to clients to find suitable employment.
Recruitment, Assessment, Intake and Referral - Develop advertisement material
and disseminate. Determine program eligibility; assess needs, skills and abilities;
and refer to appropriate programs.
Community Based Alternatives - Provide meaningful work experience, counseling,
human resource development, and basic skills instruction to at -risk and court-
involved youth.
9
D. OCLC
Staff. 4
One -to -One Program, trained OCLC tutors use a variety of methods and materials to
tailor instruction to the individual student's long and short-term goals. Job - related
goals may include completing forms; using computers; improving basic math,
spelling, and communication skills.
Small group classes will be offered to groups of 3 to 10 students. These classes will
be learned- centered and based on the goals of the group. As community needs
dictate, classes may be offered on specific topics or more general subjects covering a
variety of job- and home - related skills.
E. ESC
Staff. 1
Job Listings — A comprehensive database lists of openings with both public and
private sector employers. These include local, statewide, and out -of -state vacancies
for those clients who are willing to relocate.
Career Information - Clients can access valuable information about careers,
vocational preparation, and job seeking skills. Much of this information is compiled
by the Department of Labor. Some of the information is automated and available for
self - directed searches. Other information is printed or in video form.
Job Seeking/Job Retention Skills Workshops - Through workshops of varying
duration, clients can receive group exposure to these skills. The program includes
videos, printed materials and handbooks, practice sessionals, etc.
Specialized Placement - Specialists will be available to provide individual assistance
to certain applicant groups including veterans, older workers, youth, and the
disabled.
10
F. VR
Staff. 1
The Division of Vocational Rehabilitation Services (VR) focuses on assisting people with
disabilities into the workforce. Individuals with chronic physical, emotional learning or
substance abuse problems that present impediments to employment may be eligible for
services. Counselors are trained to work with these populations in assessing needs, toward
employment and providing disability adjustment counseling as appropriate.
G. Request for New Permanent Position (Social Services)
Administrative Assistant
Major Duties
• Manages the local area network; troubleshoots; reports downtime;
• Assists the occupants with security concerns and issues;
• Provides day to day coordination of building activities;
• Maintains the calendar for all Center activities (for information and
referral purposes);
• Serves as support to the Center Management Team as appropriate and
necessary;
• Directs Center customer to appropriate services based on need and
interest;
• Coordinates all activities of volunteers at the Skills Development Center;
• Serves as liaison between the Skills Development Center and other county
offices such as Information Systems, Public Works, etc.
• Maintains intake logs for tracking and building security;
• Tracks usage of facility and compiles data for special reports;
• Tracks customer satisfaction and reports customer feedback for improved
service delivery;
• Ensures volunteer coverage for the children's waiting room;
• Functions as receptionist; take and routes messages;
• Operates standard office equipment such as word data processing, data entry,
copier and fax;
• Schedules visitor rooms and conference room spaces for partners and
community groups;
• Monitors Career Resources Room;
• Ensures publication, vacancy announcements, and brochures are filed, and
• Posts a wide assortment of data to the community bulletin boards.
11
IV. Technology
Goal: To fully automate the Center and assure access to an integrated management information
system that will support users in obtaining their employment goals.
Objectives:
1. Facilitate communications among agencies that provide employment related services.
2. Expedite access to information across systems.
3. Facilitate development of common intake and eligibility processes.
4. Reduce paperwork and increase one -to -one work with customers.
5. Enhance cost efficiency of all operations.
6. Provide access to the World Wide Web.
Personal computers, printers and software will be purchased with state grant funds. The network
server will be purchased by the County as part of the network initiative in the Information
Technology (IT) plan.
Requested Computer Allocations
DSS
OCLC
VR 1
Career Resource Room 4
Receptionist/Front Desk Area 2
Visiting Offices 2
DTCC, JOCCA and ESC will supply and maintain personal computers for their staff. As noted
above, OCLC requests one up -to -date PC and will provide older computers for other staff members.
12
V. Budge
The development of a holistic approach to the provision of employment and training services for
jobseekers and employers is innovative and necessary in this changing work environment. There
are start-up costs associated with the opening of the Skills Development Center. The attached
budget identifies sources of revenue and expenses (Appendix IV, Budget Summary). One major
source of revenue is an implementation grant awarded by the Workforce Development Commission
for JobLink Centers.
The design of the Center requires a full -time Administrative Assistant position. This position is
critical to the successful operation of the Center. Key responsibilities for this position are
welcoming customers to the facility, routing customers for services, tracking usage, coordinating
volunteers, and serving as a liaison between the Center and other county offices.
An automated system that enables partners to communicate electronically and have access to
customer files is required. Funds are needed to develop a local area network system, equip offices
for DSS, visiting agencies, conference rooms and the Career Resource Room. DTCC, JOCCA,
ESC, and OCLC will furnish and equip their respective offices.
Custodial services have not been addressed in the budgeted amount for the Skills Development
Center. Security measures will be discussed with DTCC.
Appendix I
13
Comprehensive Services and Outcomes
JOB SEEKERS
• Common Intake
• Eligibility and/or Sponsorship
Determination
• Assessment
• Career Information
• Case Management (based on need for the
service)
• Labor Market Information
• Job Placement
• Post - Placement Follow -up
• Customer Rating Guides
• Special Services to the Disabled
• Support Services Information and
Connections
• Filing for Unemployment Claims (Basic)
• Job Readiness Training
• Information on Upgrading Skills
• Occupational and Literacy Training
• Employment
• Work Experience
• Career Development
• Enhanced Skills
Services
EMPLOYERS
• Recruitment Assistance
• Clearinghouse for Training Information
Apprenticeship Programs
Customized Training
Upgrade Training
Workplace Literacy
• Information on Unemployment Insurance
• Information on Tax Credits and other Hiring
Incentives
• Labor Market Information
• Outreach
OUTCOMES
Flow Chart of Services
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Career Counseling ��> ���� �� � � � gg �� � ������a�
� , � �� � Job Preparation
Career Exploration _— ���� � ;����.�_ --- -
� �� ��. < Self-Development
Resumes �
Understandin Self Communication
Home Management
Assessment Conflict Management
Personal Situation Career Awareness
Family Situation (
Employment History j
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Job Development& Referral `� I
� °�� � y� > ' = Job Search
Promote Center � � A�r � ��� �
�� ��� a Resume Writing
Develop Positive Employer � � � 1�
Relations ,�,5��,� ���� ` � � � �a,��, v Interviewing Techniques
� �,.� ��c ��,
Research Labor Market ��� � ��. �� � �';��, � '°° Completing Job Applications
Soticit 1ob Slots Contacting Employers
Monitor Employer Feedback
Develop Referral Process Publishing Vacancy Notices
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��� � � �
� � -. � Training/Education Programs
Supportive Services � ��� ��'� ` Human Resources Development
Child Care ' ���' ��
Transportation _..__....____._...--.--.--..--..--_----.-- : ; ��� t -- --- -__..._._..__ Computer Classes
,._
Case Management � � � ,���f ;����� �, � Nursing Assistant I
�� '�� , Small Business Seminars
College Credit Courses
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Appendix III
15
Skills Development Center Governance
Orange County Board of Commissioners
Regional Consolidated Services
Workforce Development Board (WDB)
formerly named Regional Consolidated Services
Private Industry Council (PIC).
Orange, Alamance, and Randolph Counties
compose the Regional Consolidated Services
Workforce Development Board. The Workforce
Development Board has 18 members; 6 members
represent each county. WDB meets quarterly in
the three counties.
ork Force Development Boards in the state are
sponsible for Job Training Partnership Act
CPA) Programs and JobLink Career Centers.
Skills Development /JobLink Career Center Advisory Committee
ports the mission of the Skills Development /JobLink Center and advises BOCC
County Manager
Provides general oversight, develops annual budget, ensures policies
and procedures are consistent with State requirements
Skills Development/JobLink Career Center Management Team
The Management Team is composed of the agency heads occupying the building (JOCCA, OCLC, DSS-
WorkFirst Program, DTCC, and ESC). The management team oversees the day -to -day operations and
will meet as often as necessary, but not less than weekly to discuss coordination and Center activities.
The team leader will be the DSS- WorkFirst Program Manager. The team leader is responsible for
convening regular meetings of the management team, oversight of the physical facility, and coordinating
with other county departments (purchasing, finance, public works, transportation, etc.) for services.
Appendix IV
16
Orange County Skills Development Center
Budget Summary
January 1999 — June 30, 1999
Total Revenues
Statewide Work Force Development Grant
Durham Technical Community College
Literacy Council Lease Payment
County Funds in 1998 — 99 Budget
Total Expenditures
Start — Up Expenditures:
1. Operating
(Office supplies and materials such as
mailboxes, paper display racks,
calculators, bulletin boards, etc.)
2. Capital Furnishings
(Office furniture, waiting room
furniture, side chairs, break room
furniture, etc.)
Capital Equipment
(Copier, TV/VCR for Resource
Room, telephone system, etc.)
4. Computer Equipment
(Personal computers, software,
server, printers, etc.)
Continuation Expenditures: (Approximately 6 months)
1. Personnel
(Administrative Assistant
salary/benefits)
2. Operating
(Telephone /fax lines, postage,
printing /duplicating, motor pool,
training, ongoing office supplies, etc.)
$ 68,559
$ 10,000
$ 3,600
$ 50,000
$132,159
$11,640.00
$95,984
$43,664.00
$37,200.00
$20,231.00
$36,175
$15,944.00
$13_
Attachment II
ONE -STOP CAREER CENTER IMPLEMENTATION FUNDS 17
CONTRACT AGREEMENT
NUMBER 980JLCO2
Agreement Number 96PLO12 was made and entered into on December 3,
1997, by and between the State of North Carolina, Governor's
Commission on Workforce Preparedness, hereinafter referred to as
the "State," and Regional Partnership Workforce Development Board,
the Grant Recipient, hereinafter referred to as the WDB.
PART I
PURPOSE OF AGREEMENT
The purpose of this agreement is to establish the terms and
conditions between Orange County Government (hereinafter referred
to as the subrecipient) and the Regional Partnership Workforce
Development Board regarding One -Stop Career Center activities
funded under the authority of the Wagner - Peyser Act, Grant
Agreement Number X- 5575- 5- 00- 80 -60.
Funds provided under this agreement shall total $68,559.00, subject
to fund availability.
The time of this contract shall be from September 30 1998
to September 30 1999
PART 11
REQUIREMENTS
1. The Subrecipient shall provide adequate space for the housing
of the Orange County JobLink Career Center, located 503 West
Franklin Street ChaAel Hill Adequate space is defined as
that necessary for the provision of core services and programs
in the Center as defined in the Request for Proposal and then
in the proposal submitted by the Grant Recipient for
implementation funds.
2. The Subrecipient shall maintain the Center and its resources
and property. Maintenance of the Center is defined as
structural, janitorial, and on -site general management.
3. The Subrecipient shall use the official JobLink Career Center
system name and logo on career center signage, stationery, and
marketing /public relations materials. The Center shall be
known as the Orange County Skills Development Center /Orange
County JobLink Career Center.
4. The Subrecipient agrees to use automated system resources
provided by the State. These resources will include common
intake, and case management systems; labor market and career
development information.
18 '�
5. The Subrecipient shall be governed by the categories of cost
principles in OMB Circulars A -87 that applies to State and
local governments.
6. The Subrecipient shall use a cost allocation system for the
JobLink Career Center that is provided by the State. Agency
partners providing services in the Center shall enter into a
written Resource Sharing Agreement as part of the cost
allocation system.
7. Computers purchased for the Center shall meet the minimum
specifications established by the State in order for the
Center to fully utilize automation resources provided by the
State.
8. The Subrecipient agrees to the provision of training
opportunities for Center staff that will enhance the delivery
of quality services in the Center.
9. The Subrecipient shall comply with the inventory of non -
expendable property purchased through Implementation Grant
funds and located at the Orange County JobLink Career Center.
10. The Subrecipient shall maintain all records related to the
Agreement for the period required by federal regulation but,
in no event, less than three years after the Grant Recipient
submits its final expenditure report for the funding period.
11. The Subrecipient shall permit on -site visits and reviews by
WDB members or their designee, the State, the U.S. Department
of Labor, or their designees.
12. The Subrecipient, through its signatory, hereby agrees to the
General Contract Terms and Conditions.
PART III
INCORPORATED DOCUMENTS AND DEFINITIONS
All definitions included in Grant Agreement Number X- 557- 5- 00 -80-
60, in other applicable federal statutes, regulations, circulars
and directives, and in applicable sections of the North Carolina
General Statutes and Administrative Code are incorporated herein by
reference defined at the time of this Agreement or at any time
during the period of this Agreement. When required, the State may
define words or phrases through written directives, and such
definitions shall be incorporated herein by reference.
RCS, subrecipient Orange County Government, and the State are
governed by changes in federal and state law that occur subsequent
to this Agreement, and except for permissible retroactive
provisions, these changes are incorporated into this Agreement only
as of their effective dates.
Agreement Number 980]LCD2 Page 2 of 4
The contract administrator for this contract is the executive 19
director of RCS and staff to the Regional Partnership Workforce
Development Board.
PART 1V
GENERAL CONTRACT TERMS AND CONDITIONS
SubreciAients: Orange County Government, as the subrecipient,
shall comply with state and federal laws on procurement,
contracting and contract administration as applicable. The
subrecipient is liable to the Workforce Development Board for any
costs deemed unallowable.
Allocations and Budgets: Expenditures shall be in accordance with
the budget submitted to and accepted by the Workforce Development
Board and the Orange County Board of Commissioners. Modifications
must be requested in writing and will be subject to the approval of
the WDB or its designee. Financial reports shall be prepared for
submission to the WDB.
Record Keeping and Reportina: The subrecipient shall use
accounting and record keeping procedures that assure proper
accounting of funds, permit accessibility and verification in
monitoring, program evaluation and audit.
The Grant Recipient shall notify the State of all allegations or
suspicions of criminal misconduct, fraud, or willful misconduct in
connection with the operation of the Orange County JobLink Career
Center.
Monitorina and Oversight: The Grant Recipient shall ensure that
activities funded under the Act are audited. The State may impose
conditions on audit activity.
Sanctions and Financial Liability: The Subrecipient accepts
liability for all - funds received under this Agreement.
Disallowable costs shall be repaid by the Subrecipient to the Grant
Recipient from non - federal funds.
Amendments and Terminations: The parties may amend this Agreement
at any time, including after the services period, by written
amendment executed by both parties.
Modifications may be made in order to comply with the requirements
of any legislation, regulations, orders, or directives that are
binding on the State and WDB /Grant Recipient and that are effective
prior to the termination of the Agreement.
The Grant Recipient and the Subrecipient may terminate this
Agreement in whole or in part if both parties agree by giving 30-
days written notice to all termination provisions.
The State may terminate or modify this Agreement or Notice of Fund
Availability if necessitated by unavailability of or reduction in
funding or the non - performance of the Grant Recipient or its
Subrecipient.
Agreement Nwnber 980]LCO2 Page 3 of 4
. 20,
All contract obligations shall prevail for at least 180 days after
the effective date of the contract. After that period, for the
protection of all parties, this contract may be canceled in whole
or in part by either party by giving 30 -days prior notice in
writing to the other party. Notice of cancellation shall be
transmitted VIA US MAIL, Certified, Return - Receipt Requested. The
30 -days notice for cancellation shall begin on the day the return
receipt is signed and dated.
Governing Laws: This contract is made under and shall be governed
by and construed in accordance with the laws of the State of North
Carolina.
PART V
IN WITNESS WHEREOF, the Regional Partnership Workforce
Development Board, and Orange County Government, the
Subrecipient, hereto have executed this Agreement this
day of , 1998•
Margaret Brown, Chairperson
Orange County Board of Commissioners
Federal ID #, Tax ID #
Dianne Blackwood, Chairman
Regional Partnership
Workforce Development Board
Janice S. Scarborough
Executive Director
Regional Consolidated Services
Agreement Number 9801LCO2 Page 4 of 4
Sldlled Development Center Budget
Attached is the budget for the Skilled Development Center. Note that
this is a balanced budget. In order to balance the budget, the following
decisions were made:
• Delay the purchase of furniture for the two conference rooms
• Use surplus furniture for all visiting offices (desk and chairs from
what is available at public works)
• Use surplus computers in the visiting offices (The IT Dept. will be
asked to identify old usable PC's)
Attachment V -B 16
Orange County Stalls Development Center
Budget Summary
November 1998 —June 30, 1999
Start —Up Expenditures: $95,984.00
1. Operating
$ 3,480.00
2. Capitol Furnishings
11,640.00
3. Capitol Equipment
43,664.00
4. Computer Equipment
37,200.00
Continuation Expenditures: $36,175 (Approximately 6 months)
1. Personnel $20,231.00
2. Operating 15,944.00
137'
Orange County Budget Line Item Transfer
Fiscal Year 1998 -99
Fund
Function
Department
IOSS
Division
General
Motor Pool
Skill Development Centel
Account Code
Account Description
Revenue Increase or
Expenditure Decrease
Revenue Decrease or
Expenditure Increase
600.00
Motor Pool
$
Skill Development Perm. Personnel
$ 15,500.00
Social Security
4,700.00
$ 1,186.00
Printing
Medical Insurance
$
$ 2,613.00
Dental Insurance
$ 104.00
1,000.00
Life Insurance
Professional Dues
$ 62.00
$
Retirement
$ 766.00
Travel and Training
544.00
$ 500.00
Office Supplies
Personel Mileage
$
$ 100.00
Telephone
1,800.00
Batch Number
Effective Date
LI #
Courtesy Copies to
i
17
Postage
$
600.00
Motor Pool
$
200.00
Duplicating
$
4,700.00
Printing
$
- 2,000.00
Advertising
$
1,000.00
Professional Dues
_
$
1,000.00
Subscriptions
$
544.00
Office Supplies
$
4,500.00
Other Supplies
$
2,480.00
Capitol Equipment
$
43,664.00
Capitol Furnishings
$
11,640.00
Capitol Computer Equipment
$
37,200.00
Revenue
$82,159 +$50,000 county
Total
$ 132,159.00
$
132,159.00
Explanation for Change
Department Approval
Date
Comments
Budget Office Approval
Date
County Manager Approval
Date
Batch Number
Effective Date
LI #
Courtesy Copies to
i
17
18
Department/Division Service Plan
Major Service, Objectives, Outcomes and Measures
OCBO 9
Department/Division Name Social Services /Skills Development Center
Fund General ledger Department/Division Code
Major Service:
• Provide Labor Market and Career Information to job seekers and employers.
• Provide job listings and job placement.
• Offer assessment and case management to Orange County citizens.
• Provide vocational and human resources development training opportunities.
Objective:
• Offer businesses the opportunity to recruit qualified workers at one location.
• Coordinate skill development and job search services.
• Co- locate skill development and employment resources.
Outcomes:
• Monitor 100% customer satisfaction.
• Enable 45 citizens to access Human Resources Development Training.
• Develop a common intake and eligibility process by April 99.
• Enable 50 citizens to obtain employment or increase income_ _
• Meet the needs of citizens, including disabled and dislocated workers, veterans, older
workers, and economically disadvantaged persons.
• Make job search easier through the availability of computers and access to the World
Wide Web 5 days per week. -
Measures:
1998 -99
Projected
Customer Satisfaction Survey
100%
Training Completions
Human Resource Development Workshop
45
Vocational Training
no
Computer Skill Workshops
no
Employment Obtained or Increased Income
50
Facility Usage
200
19
Operating Detail
OCBO 1 I
Department /Division Name Orange County DSS /Skills Development Center
Fund Number Department /Division Code
Purpose of Form Provides backup information regarding operating expense requests which do not
exceed the 2% inflationary increase (account codes -1101 through - 6999).
Note: Do not i77&de requests for trawl (Azr zt code -1001, personal mileage (acxtazt code
1002), training (Awunt code -1011 ) and erzpla)ee d kelapment (account cc de -1020 fiazds on
this form Provide detail inforn=zon for these line item on Trar..el and Training Derail (OCBO
11D).
Important Points to RenerAr
• Tell how you formulated your request. Where feasible, include the type of items
being purchased and their unit cost. Examples include:
• 50,000 miles at 28 center per mile
• 800 doses of Hepatitis B vaccine at $100 per dose
• Be as specific as possible. Examples include:
• Professional Contract Servixs - list type of contract; contractor; contract
amount
• Dues and Subscriptions - list each one individually.
• Indicate one tam costs (particular items that may cause aline item to increase or
decrease significantly).
• Rates for telephone, personal mileage and motor pool can be found in the
appendix of this manual.
Acct
Request
Code
Account Description
justification
Amount
1101
Skills Dev- Telephone
Costs of Telephone /Fax lines for Skills Development Center.
$1,800
8 telephone lines and 2 fax lines at $30 per month for 6
months.
1201-
Skills Dev- Postage
Costs of mailings for letters, brochures, and pamphlets to
$600
both Job Seekers and Employers. $100 per month for 6
months.
1701
Skills Dev - Duplicating
Costs of copying of time records, verification forms,
$4,700
correspondence, training materials, etc. $783.33 per month
for 6 months. -
1801
Skills Dev - Printing
Costs of printing brochures, envelopes, stationary, business
$2,000
cards, posters, flyers, etc. $333.33 per month for 6 months.
1901
Skills Dev - Advertising
Advertising of services offered by Skills Development Center,
$1,000
10/01/98
Operating Detail (OCBO I IA)
Fiscal Year 1998.99
Page 1
- 20
10/01/98
Oµm&g Detail (OCBO I IA)
Fiscal Year 1998.99
Page 2
Ads seeking job placements for trained clients, etc. $333.33
per month for 6 months.
2001
Skills Dev -Prof. Dues
Cost of membership dues for professional regional, state, and
$1,000
national organizations that will enhance center operations. 3
memberships at $333.33 per year.
2002
Skills Dev-
Costs of subscriptions to newspapers, magazines, periodicals,
$544
Subscriptions
etc. $90.67 per month for 6 months.
2102
Skills Dev- Office
Cost of office supplies such as paper, toner, pens, pencils,
$4,500
Supplies
paper clips, staples, etc. needed to support 5 staff people and
to support clients utilizing the career resource room. $750
per month for 6 months. PLEASE NOTE THAT $1,000
OF THIS IS A ONE TIME START UP COST.
2150
Skills Dev -Other
Miscellaneous costs of $1,500 (plants, maps, pictures, clocks,
$2,480
Supplies
etc.; 1 mailbox @ $200; 1 bulletin board @ $100; 5 36' by
96" tables @ $100 =$500; and 3 calculators at $60 =$180
needed to furbish the Skills Development Center. PLEASE
NOTE THAT THIS IS A ONE -TIME START UP
COST.
10/01/98
Oµm&g Detail (OCBO I IA)
Fiscal Year 1998.99
Page 2
Travel and Training Detail
OCBO 11D
Department /Division Name Orange County DSS /Skills Development Center
Fund Number
Department /Division Code
Purpose of Form Provides backup information regarding your request for travel and training
funds.
Definitions
041
• Travel - All costs (registration, transportation, lodging, meals, etc.) associated
with attending conferences associated with professional organizations. For
example, attending the semi- annual Local Government Budget Conference.
• Personal Mileage - Reimbursement to employees for the use of personal
vehicles while on County business.
• Training — All costs (registration, transportation, lodging, meals, etc.)
incurred for acquiring new job skills, and maintaining professional
qualifications and certifications. For example, courses taught at the Institute
of Government in which you receive a certificate upon completion.
Important Points to Remember
• Be as specific as possible.
• Indicate if this training is a requirement for certification.
• Indicate one time costs (particular items that may cause a line item to increase
or decrease significantly)
Account
Request
..
justification/Outcome
1001
Skills Dev- Travel and
Costs of attending 2 state /regional
$500
Training
conferences for 2 staff. Room for 2 nights for
2 trips for 2 staff = $50.00=2 = $200;
Registration = $30X2 = $60; meals = $26 per
dayX2 daysX2 staffX2 trips= $208;
parking= $8 per day X 2 days X 2 trips= $32
1002
Skills Dev - Personal
Cost of -using personal vehicle for agency
$100
Mileage
business. 313 miles at 32 cents per mile. -
1314
Skills Dev -Motor Pool
Cost of using County vehicles for agency
$200
business. 714 miles at 28 cents per mile.
10/01/98
Public Assistance Detail (OCBO 11C)
Fiscal Year 1998.99
Page I
22
Capital Outlay Detail
OCBO 12
Department /Division Name Orange County DSS /Skills Development Center
Fund Number Department /Division Code
Purpose of Form To request those capital needs not submitted as part of the CIP. Capital outlay
includes items such as furnishings and other equipment costing between $250 and
$2,500 with a useful life of at least one year.
Important Points to Remember
• Provide detail. If this is replacement equipment, what item(s) are being
replaced and why? What is the benefit of the equipment?
• Include all necessary options.
• Indicate one time costs (particular items that may cause a line item to increase
or decrease significantly).
• Assign a priority to each requested item.
• Do no include items that were submitted during the recent CIP process.
10/01/98
Capital Outlay Detail (OCBO 12)
Fiscal Year 1998 -99
Page 1
Dept
Acct
'
•
justification
Code
rity tity
Asset
Amount
PLEASE NOTE THAT
ALL OF THE
FOLLOWING CAPITAL
- ITEMS ARE ONE -TIME
START UP COSTS
7401
N
1
Fax Machine
Fax Machine needed at Skills
$650
Development Center for
daily operations.
7401
N
1
Copier
Yearly lease of copy machine
$8,150
for operational use at Skills
Development Center.
7401
N
1
TV /VCR
Training usage for both staff
$500
and client training located in
waiting area. -
7401
N
3
Brochure/
Needed to display pamphlets,
$1,000
Magazine display
brochures, magazines, forms,
racks 3 @ $333.33
applications, etc.
10/01/98
Capital Outlay Detail (OCBO 12)
Fiscal Year 1998 -99
Page 1
23
7401
N
12
PC Security kits
Needed to secure personal
$300
computers to prevent theft.
7401
N
10
Telephone system
Costs operating telephone
$26,814
system.
7401
N
1
Break Room
Needed to furbish break
$1,250
Items (1
room /kitchen at Skills
refrigerator @
Development Center.
$500, 1 microwave
@ $250, 1 ice
maker @ $500
7401
N
1
Career Resource
Equipment and materials of
$5,000
Center
Career Resource room (video
camera with tripod @ $1,000,
overhead projector Q $500,
TV ?VCR @ $500, Resource
books /publications @
$3,000)
7405
N
4
Modular Office
Modular furniture (computer
$6,000
Furniture- 4 @
workstations „file drawers,
$1,500
storage drawers, bookshelves,
work tables) needed for DSS
staff and volunteers
7405
N
6
Desk Chairs -6 @
Desk chairs for DSS staff,
$1,560
$260
and 2 interviewing offices
7405
N
55
Side chairs, 55 @
Side chairs needed for
$3,300
$60
interviewing area, reception
area, waiting area, etc.
7405
N
6
Secretarial desk
Secretarial desk chairs ( 2 at
$780
chairs, 6 @ $130
reception area, 4 in Career
Resource Room
7420
N
14
Monitors,
Monitors, computers and
$19,800
Personal
keyboards needed for staff
computers, and
and client networked usage at
Keyboards 11 @
Skills Development Center.
$1,800
4 will be placed in the Career
Resource Room, 4 staff, 1 in
10/01/98
Capital Outlay Detail (OCBO 12)
Fiscal Year 1998 -99
Page 2
24
10 %1/98
Capital Outlay Detail (OCBO 12)
Fiscal Year 1998.99
Page 3
the OCLC office, and 2 at
the front desk.
7420
N
2
Network printers
4 laser @ $1,500; 1
inkj*et @ $400
Same as above
$6,400
7420
N
1
Server
Same as above
$5,000
7420
N
1
Router
Same as above
$3,000
7420
N
16
Groupwise
software licenses
16 @ $187.50
Same as above
$3,000
10 %1/98
Capital Outlay Detail (OCBO 12)
Fiscal Year 1998.99
Page 3
Departmental /Division Revenue Detail
OCBO 17
Department /Division Name Orange County DSS /Skills Development Center
Fund Number
Purpose of Form
Department /Division Code
Provides backup information regarding how revenue projections for the
upcoming year are calculated.
25
Important Points to Remember
• Provide detail. Show how you calculated your numbers.
• Charges for services
• Include estimated number of clients /customers /events and amount
charged for each category.
• Intergovernmental
• Is this based on the number of clients /inmates served? How many are
projected?
• Have you received official documentation or is this your best
estimate?
• Licenses & Permits
- • Include estimates of number s of permits and amount per permit
types.
• Example - 425 patients at $75 per patient visit
• Why and by how much do projections for the upcoming fiscal year vary from
prior years.
• Indicate one time revenues.
Account
Code Account Description Explanations Projection
Includes Regional PartnershipWorkforce $82,159
One -Stop Career Center Implementation
state grant totaling $68,559 (personnel -
$5,842, travel - $1,500, communications -
$1,500, other allowable operational costs -
$12,117, technology grant - $41,600, and
incentive revenue - $6,000). Also includes
rental of office space revenue of $3,600.
Also includes revenue thru Durham Tech
of $10,000
Grant 68,559
Rental 3,600
Durham Comm. Coll. 10,000
10/01/98
Departmental /Division Revenue Detail (OCBO 17C)
Fiscal Year 1998.99
Page 1
County 50,000 50,000
Total Funds Available 132,159
10/01/98
Departmental /Division Revenue Detail (OCBO 17Q
Fiscal Year 1998 -99
Page 2
26
27
Request for New Staff Resource
Request Date 9 -15 -98
1. Department(s) Division Skill Development Center
2. Working Title Administrative Assistant II
3. Type of position requested:
X New Permanent Position New Time Limited Position _ New Grant Funded Position
Requested Hours per Week 40 hours per week
4. What are the major duties of the proposed new position. (bullet list)
• Manages the local area network, troubleshoots, reports downtime;
• Assist the occupants with security concerns and issues;
• Provides day to day coordination of building activities;
• Maintains the calendar for all Center activities for information and referral purposes;
• Serves as support to the Center Management Team as appropriate and necessary;
• Directs Center customer to appropriate services based on need and interest;
• Coordinates all activities of volunteers at the Skill Development Center;
• Serves as liaison between the Skill Development Center and other county offices
such as Information Systems, Public Works;
• Maintains intake logs for tracking and building security;
• Tracks usage of facility and compiles data for special reports;
• Tracks customer satisfaction and report customer feedback for improved service
delivery;
• Ensures volunteer coverage for the children's waiting room;
• Maintains adequate an appropriate supplies for the children waiting room;
• Functions as receptionists, take and routes messages;
• Operates standard office equipment such as work processing, data entry, copier and
fax;
• Schedules visitor rooms and conference rooms space for partners and community
groups;
• Monitors Career Resources Room;
• Ensures publications, vacancy announcements, and brochures and current filed
correctly; and,
• Posts a wide assortment of data to the community bulletin boards.
5. What are the problems /needs /issues this request for additional staff is
addressing?
The Skill Development Center is a user friendly facility which provides job seekers and
employers access to a variety of employment and training resources under one roof. The
Center makes the best use of resources by co- locating training and employment resources
under one roof.
The Center represents a new concept for the community and the partners in the facility.
This position will be instrumental in customer flow, tracking job seeker and employer
needs, and ensuring information in the Center is current.
6. What other measures have been taken to address this problem/issue /need? Who
is currently during the work? If the work is being left undone, what are the
consequences of the work not being completed?
This is an innovative project scheduled to open December 1, 1998.
7. What specific outcomes or results are expected with this position? (bullet list)
• Create a one -stop information center for job seekers and employers regarding
employment and training services,
• Establish formal linkages between existing supportive services and employment and
training opportunities,
• Develop a seamless intake process for customers,
• Ensure a comprehensive system of workforce development is available.
28