HomeMy WebLinkAboutS Grant - Authorize Emergency Preparedness Grant Application to BlueCross/BlueShield of North Carolina FoundationORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: March 2, 2006
Action Agenda
Item No. ~-q
SUBJECT: Authorize Emergency Preparedness Grant Application to Blue Cross/Blue
Shield of North Carolina Foundation
DEPARTMENT: Emergency Management PUBLIC HEARING: (Y/N) No
ATTACHMENT (S):
-Grant Application and Supporting INFORMATION CONTACT:
Documents Jack Ball, 968-2050
-Partial List of Notification System Users
Across State
PURPOSE: To authorize the Department of Emergency Management to submit a grant
application to the Blue Cross/ Blue Shield of North Carolina Foundation for the purpose of
implementing an emergency telephone notification system.
BACKGROUND: In response to Hurricanes Katrina and Rita, the Blue Cross/Blue Shield of
North Carolina Foundation implemented a grant program in FY2005-06 for the purpose of
emergency preparedness in North Carolina. The Foundation has made available competitive
grants up to $50,000 each to non-profits and governmental entities across North Carolina to
offer new emergency preparedness activities for vulnerable populations. There is $300,000 in
funding available for this program.
The Department of Emergency Management learned of the grant offering on January 10, 2006
and began speaking with its partners within the County that serve vulnerable populations to
determine the best grant request to improve our emergency preparedness. It was determined
that a telephone notification system, commonly called by its brand name, "Reverse 9-1-1 ,"
would be the most effective project request.
During the October 3~d work session, the Board of Commissioners expressed interest in the
Department of Emergency Management exploring such a system and its benefits to Orange
County residents. Staff identified that the notification system could be used to call its vulnerable
residents, such as those on the Department of Social Services special needs registry, the
registry maintained by the Department on Aging, and the call down tree developed by the
Immigrant Emergency Communications Committee, which handles the Non-English speaking
populations.
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Further, the system has a mass call feature where it may access an off-site call center that cad
be used to make thousands of telephone calls simultaneously, allowing for the rapid notification
of all known telephone numbers in the entire County. This would be extremely effective if an
evacuation was necessary or some other immediate notification required.
The system has the capability of notifying a particular area defined by the emergency
management user. For example, if there was a hazardous materials spill, the individual
activating the system would be able to draw a warning area on the system's map and it would
call all known telephone numbers within that area with a message, such as to shelter in place.
The system may also be setup to notify emergency services staff of activations of the
Emergency Operations Center, emergency callbacks for disaster response. The Department on
Aging could possibly use the system for day-to-day activities such as "well being" checks on the
Department on Aging's frail and elderly populations.
Therefore, this system would not only be utilized during times of emergency, but day to day as
well, which will allow those that use the system to remain familiar with its operation.
Numerous jurisdictions within North Carolina have implemented systems such as this with great
success. Wake County Emergency Management, for example, has used this system. repeatedly
during Emergency Operation Center activations, and emergency training exercises for the
Shearon Harris Nuclear Power Plant. New Hanover County has used this system to assist with
evacuation orders and other issues during hurricane response.
The grant is due March 3, 2006 and staff expects to receive a response by May 2006. The
grant, if awarded, is a one-year grant. While matching funds are not required for this grant, the
guidance"explains that those entities that contribute funding to the initial implementation of the
project are more likely to receive funding than those that do not. Further, since this is a one-time
grant with aone-year project period, no ongoing costs are funded.
FINANCIAL IMPACT: The anticipated cost of the initial capital outlay for the system totals
$51, 450. The grant would cover $41,450 of the costs with the County matching the remaining
cost of $10,000. Should the Board authorize submission of the grant application, staff
recommends that the County match of $10,000 be included in the upcoming 2006-16 County
Capital Investment Plan (CIP).
In addition to the initial capital investment cost of $51,450, there will be ongoing operating costs
attributed to the notification system. Staff anticipates these costs to range between $13,000
and $17,000 per year beginning in fiscal year 2006-07. Examples of the on-going operating
costs include 24-hour technical support by the vendor, system and software upgrades,~and
monthly charges for 10 telephone lines (estimated at $25 per line, per month). The following
chart displays the startup and ongoing costs associated with the sustainability of this project.
Year Cost
1 $13,000
2 $15,000
3 $15,000
4 $16,500
RECOMMENDATION (S): The Manager recommends that the Board:
1. Authorize the grant submission,
2. Approve the allocation of matching funds if the grant is awarded,
3. Direct staff to budget appropriately for matching and ongoing funds,
4. Authorize the Manager to sign the application and any other documents related to the
grant.
,{ _ .
r; ~ B1ueGross B1ueShield (Foundat;ion
` of North Carolina
Emergency Preparedness Grant Program Request for Funding Application
A. Organization Profile
B. Financial Profile
C. Additional Background Information
D. Project Overview
E. Proposal Narrative (maximum 4 pages)
- Project Summary
- Project Description
- Implementation and Coordination
- Sustainability
F. Project Plan and Evaluation
G, Project Budget
H. Attachments
I. Certification
- The proposal narrative (see section E) should be typed in Arial, 12-point font with one-inch
margins at the top, bottom and sides of the page and page numbers in the footer,
- The proposal nan-ative should be no more than four single-spaced pages.
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Submit ten copies of the completed application for funding. Applications will not be considered
complete without the supporting documents as outlined in the attachments section.
Applications and supporting documents must be received by 5gm on Fr~iday, March 3, 2006.
Please mail to:
BCBSNC Foundation
Grant Review -Danielle Breslin
5901 Chapel HiU Road
Durham, NC 27707-0718
Phone: 919-765-4114
All proposals must be sent using a method that allows for tracking (e.g.., return receipt, FedEx) in
order for the applicant to independently track the receipt status..
J~
~ B1ueGross B1ue5hield Foundation
` ., ~ of North Carolina
Emergency Preparedness Grant Program Request for Funding Application
Please answer every question using the tab key to move through the application, Do not modify this
form in any way.
Date Application Submitted: 03-03-06
Legal Name of Organization: Orange County Emergency Management
(as listed on organizafion's tax determination letter)
Please list any other names under which your organization does business: County of Orange
Address {Street, City, State, Zip): P,O.. Box 8181
County: Orange
Phone Number: 919-968-2050 Fax Number: 919-968-4066
Organization Web Address: www.co.orange..nc_us/ems
Executive Director Name: John Link, Jr.
Phone: 919-245-2300
Fax: 644-3004
E-mail: jlink@co,orange,nc.us
Grant Request Contact Name: Jack Ball
Title: Director, Orange County Emergency Management
Phone: 919-968-2050
Fax: 919-968-4066
E-mail: jball@co„orange..nc.us
Organization Mission Statement: It is the mission of Orange County Emergency Management
to assist persons in need by providing prompt, appropriate,
and courteous planning, prevention, intervention, and
mitigation of real and perceived emergency situations
Provide a brief summary of your organization's history, current programs, goals, and key
accomplishments: Orange County Emergency Management was formed in the 1980s as a result of
merging the 9-1-1 Emergency Communications Department, with that of the Emergency Medical
Services Department, and the addition of the Fire Marshal's office. In 2002, a full time emergency
management specialist was hired who is dedicated to emergency management activities for the
county.. The current programs our department offers are 9-1-1 emergency communications, fire
marshal's office, emergency medical services at the Paramedic level, and emergency management
coordination and planning. The goals of the organization are to protect live and property of residents
and businesses of the county through proactive service provision and effective planning. One key
accomplishment of the department include implementing a consolidated 9-1-1 center which serves
takes emergency calls from the public and dispatches all emergency services within the county,
except for the UNC and Hospital police. Another accomplishment is the emergency medical services
ability of having very positive patient outcomes on a consistent basis. The emergency preparedness
program has provided over 20 emergency planning and preparedness talks and/or planning activities
in the past two years. (1 paragraph}
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Type of Organization: check only one
^ Arts and Culture
^ Civic and Community
^ Edu.cation
^ Health
^ Human Services
® Other -please specify: Emergency Services
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-~ ~ ~.,- ~..-Y~`~.`~ s-fir,-.`''~ a` ii - '4. ~.5 '-i .. n - _ _
Tax 1D Number: 56-6000327
Date of Incorporation (m/dlyyyy): 09/09!1752
Tax Status: check only one
^ 501(c)(3) tax-exempt public charity
® Governmental entity
Does your organization have a valid North Carolina solicitation license?
^ Yes ® No
[If No, please be aware that organizations soliciting contributions in North Carolina must first obtain an appropriate
license from the NC Department of the Secretary of State's Charitable Solicitation Licensing (CSL) Section and must
renew their license each year. For more information contac# the CSL section at 888-830-4989 or cs(Ca~sosnc.com.]
is your organization a United Way agency? ^ Yes ®No
What is your organization's operating budget for the current fiscal year? 4,937,049
Does the organization currently have an operating reserve? ®Yes ^ No
Does the organization currently have an endowment? ^Yes ®No
If yes, what is the value of the endowment?
What was the date of your last outside financial audit (m/d/yyyy)? 10/17/2005
.O
Has your organization attended a Blue Cross and Blue Shield of North Carolina Foundation Healthy
Community Institute for Non-Profit Excellence?
^ Yes ® No
(lf no, please visit our Website at www.bcbsnc.com/foundation for additional information )
Are any Blue Cross and Blue Shield of North Carolina employees involved with your organization as
volunteers/board members/committee members, etc..?
^ Yes ®No
If Yes, please explain:
Have you previously received funding from the BCBSNC Foundation?
^ Yes ®No
How many members are on your board of directors? Board of Commissioners- 5
How many board members made a personal financial contribution to your organization within the
past 12 months? Unknown, however they all pay Orange County property and sales tax
Is there any pending litigation against your organization?
^ Yes ®No
If Yes, please explain:
Has your organization had to pay any court-ordered judgments in the past three years?
^ Yes ®No
If Yes, for what and how much?
Have any of the principals of your organization or principals of any of your affiliates been convicted of
a felony within the last 10 years?
^ Yes ®No
a:.. ' _ •=ra-.. ... ~ ... --r _ • ~ ~ t~i~s ~::Y3.~~ _,~:. _ _ . ~~'e~_..-•iFS~ - =_Cd"-x•'-•~'-
Project Title: Orange County Vulnerable Populations Telephone Notification System
Overall Project Budget: $51,450
Amount Requested: $41,450
Geographic area impacted by this project (list specific county/counties): Orange County
Is this a new project for your organization?
® Yes ^ No
If No, how long has the project been in existence?
indicate the target age group for this project: check all that apply
® Infants, Toddlers and Pre-School-Aged Children (ages 0-5}
® Children (ages 6-13)
® Adolescents (ages 14-18}
® Adults (ages 19-64)
® Seniors (ages 65+)
^ Not Specified
Provide a brief demographic profile of the population in the geographic area or community your
project will serve including racial/ethnic composition and average household income {maximum two
paragraphs): The target population of this project are the members of our community with special
needs, and our aging population. The County has 14,398 persons who are aged 5 years or older who
report that they have a disability of some type. Of those 14,398 persons, 3,877 persons are 65 years
or older. There are 41.7% of the 65 year and older population group who report that they have a
disability. The project is also targeted to the Nan-English speaking community which of the 13,409
residents aged five years or older that speak a language other than English, 5,189 self classify as
speaking English less than "very well."
Although this project is targeted to persons with special needs. in the community, the project will serve
all of Orange County which includes a population of approximately 120,000. Orange County has a
varied population base, with the primary population concentraion in the southern portion of the county
which contains a higher socio-economic level, and a more rural base in the northern end that has a
lower socio-economic level, The economic distribution of the 45,916 households county is to the
lower economic levels with 41..6% of households in the county making less than $35,000 per year,
however the mean household income is $62,971. The racial/ethnic compostion of the county is
93,917 selfclassifying as White {alone or in combination), with 24,310 self classifying as a different
race brokend into the following groups: 16,999 selfclassifying as Black orAfrican-American (alone or
in combination); 1,083 American Indian or Alaskan native (alone or in combination); 5,470 as Asian
(alone or in combination); 81 as Native Hawaiian or Other Pacific Islander (alone or in combination);
and 2,866 as Some Other Race (alone or in combination)..
Source: U.S.. Census Bureau. (accessed 1/30/06}
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Please respond to each of the following statements (four-page maximum for the entire narrative}.
Structure the narrative according to the four sections indicated below; title each section with the
corresponding project heading.
PROJECT SUMMARY (suggested length is one page)
Section should include the following information:
• Statement of need (including applicable natural disaster-related statistics)
• Target population and geographic area served
• Description of project and how it addresses a vulnerable population
• Expected outcomes
• Project budget
• Amount requested
PROJECT DESCRIRTION
Section should include more detailed information on the following:
• Statement of need {including applicable natural disaster-related statistics)
• Target population (including applicable demographic statistics of vulnerable population(s) to
be served by the project)
• Description of project and haw it addresses an unmet need with regard to emergency
preparedness for vulnerable populations
• Project components
IMPLEMENTATION AND COORDINATION
Section should include more detailed information on the following:
• Provide a schedule of implementation for meeting the project objectives
• Describe any service currently available in your community that is similar to your proposed
project. Explain how the services are coordinated or complement one another.
• State whether the project requires collaboration with other organizations to accomplish its
objectives, If so, describe the responsibilities of each partner organization.
SUSTAINABILITY
Section should include the following information:
• Plan for sustainability if the project is to be continued beyond this grant
• If the total grant request is for equipment, the applicant must demonstrate that funding is
available for training, implementation, maintenance, etc.
• As a reminder, preference will be given to proposals that suggest activities, plans or
equipment that can be sustained over the long-term, versus being used during the next natural
disaster and then discarded {i:.e.., used one-time only).
Project Summary
Orange County is a robust area that contains 400 square miles of land area and
has approximately 118,227 residents. The County is at high risk for natural and man-
madedisasters. Within the past fifteen years, the County has been impacted by six
hurricanes, two tornadoes, four winter storms, one windstorm, and one moderate flood.,
!n addition to these wide area disasters, the County has also experienced more
localized emergencies such as hazardous materials emergencies and lockdowns in
schools.. The County is at risk and vulnerable to all types of natural disasters with the
exception of tsunami and volcanoes.
The proposed project will fund a telephone notification system #o benefit the
vulnerable populations in Orange County, such as those on the special needs registry
maintained by the Department on Aging, and the non-English speaking population. The
project will also provide benefits to the entire county in the event of a large-scale
disaster.
This system will assist in notifying predetermined groups, such as the list
developed by the Department on Aging that contains over 250 persons who require
specialized assistance. Other lists that can be added to the notification system are the
ones for the Non-English speaking residen#s, and the Deaf and Hard of Hearing
residents.
The project consists of procuring equipment and database information that will
allow us to make automatic telephone calls to multiple groups, such as during an
emergency. We also plan to use this system far day to day use as well, so all users can
stay current on how to use the system. A further result in the day to day use, is that this
will not be a °one- shot" project. The system will also have the capability of notifying all
those in the county that have a telephone number on file if the local telephone switching
system is operational.
Primarily, the expected outcomes from the project include:
• To ensure that 100% of the vulnerable persons on the various lists know the
speck information issued by the Department, of Emergency Management on
protective actions to take during an emergency when that information is released,
• To ensure that 100% of those on the-special needs lists who wish to evacuate
are evacua#ed whenever an evacuation order is given.,.
The project budget is $51,000 for the system with a County Match of $10,000. This
budget covers the purchase of equipment, first year lease of the telephone lines,
training, and other implementation expenses., The County is requesting $41,450 to
implement the system.
Project Description
Orange County is a robust area that contains 400 square miles of land area and
has approximately 118,227 residents. The County is at high risk for natural and man-
madedisasters. Within the past fifteen years, the County has been impacted by six
i~
hurricanes, two tornadoes, four winter storms, one windstorm, and one moderate flood.
In addition to these wide area disasters, the County has also experienced more
localized emergencies such as hazardous materials emergencies and lockdowns in
schools. The County is at risk and vulnerable to all types of natural disasters with the
exception of tsunami and volcanoes.
With this disaster history, the Department of Emergency Management has
identified that there is a pressing life safety need to make contact with residents within
our county. Communications during disasters continues to be a concern, whether they
are caused by natural or man-made events. Experience has shown that there are two
ways to quickly and easily provide information immediately before, during, and after a
disaster. The first option is the use of radio and the second through telephone lines.
The Department of Emergency Management has investigated both of these
options in regard to the most quick and efficient methods of getting infom~ation to the
public. For the radio option, the department researched the efficacy of utilizing the
existing system.established by the National Weather Service with their Weather Radia
network. This network will activate specialty designed radios that the public may
purchase during severe weather watches and warning. However during internally
conducted surveys, our Department has found that most residents within the county do
not possess NOAH weather radios. Consequently, if the county were to take the
initiative to provide each household with a NOAH weather radio, we estimate it would be
a one-time cost of $1,478,177,11 if one were provided for each of the 49,289
households in the county. There would also be an annual maintenance cost to maintain
the program as radios were lost, damaged, stolen, or for new households. These radios
also will not provide much information, beyond the type of hazard the radio was
activated for, to the deaf and hard of hearing community. This is assuming the county
was able to receive a special price of $29,99 for each radio. The department has used
private radio with some success, however the Department is reliant upon the radio
station to air the particular message that needs tp be presented, and the residents
whom the Department wishes to mach must have their radios on. and be actively
listening to receive the message.
The second option explored was using the telephone to notify residents of
information during emergencies and remind them to make preparations before
emergencies occur. This option was found to have a higher success rate in data
received from across the country. Utilizing local data, the Department found that the
landline telephone system stays intact for the most part before and during an
emergency, since the telephone companies have begun placing the switching systems
on backup.power. The Department found that most residents in Orange County have
telephone service, and that most households have their telephone numbers available
the Department through marketing companies., Further, County agencies, including
ours, have received requests from residents asking if we could call them periodically to
remind them to prepare for disasters, as well as contacting them during disasters.
Therefore, our emergency preparedness planning committee determined that the
pressing need in the county is for an emergency telephone not cation system.
The primary target for this grant is serving the members of our community with
special needs and our aging population. The County has 94,398 persons who are aged
5 years or older who report that they have a disability of some type. Of those 94,398
2
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persons with a disability, 3,877 persons are 65 years or older.. There are 41.7% of the
65 year and older population group who report that they have a disability. The project is
also targeted to the Non-English speaking community which of the 13,409 residents
aged five years or older that speak a language other than English, 5,189 self classify as
speaking English less than "very well."
This system will assist in notifying predetermined groups, such as the list
developed by the Department on Aging that contains over 250 persons who require
specialized assistance.. Other lists that can be added to the not cation system are the
ones for the Non-English speaking residents, and the Deaf and Hard of Hearing
residents.
The project consists of procuring equipment and database information that will
allow us to make automatic telephone calls to multiple groups, such as during an
emergency. We also plan to use this system for day to-day use as well, so all users can
stay current on how to use the system., A further result in the day-today use, is that this
wiq not be a "one- shot" project. The system is modular and will have the capability of
being expanding as necessary.. It is composed of computer haniware and software that
can autodial a specific group, such as those on the county's special needs registry, or
can dial based on geographic loca#ion, Examples include: if the Department on Aging
wished to notify all those on the special needs registry of an impending power outage,
they could just activate that group. If Emergency Management wanted to notify all those
who lived in a geographic area about a hazarclous materials spill, the activating officer
only has to draw a circle on a computer map, and the calling begins. A separate
message can be provided to the vulnerable populations, including those that do not
speak English as a primary language.
Most vendors offer systems that have the capability of a "two-way" interface.. This
means that when the telephone call is made, the recipient of the call may hit a button .on
their telephone to confirm that they received the message. Some systems have the
capability of referring the caller to a human contact if necessary. This feedback option
will allow the Department of Emergency Management to immediately know what
persons may have not received the information and best target any door to door
notifcation that must be implemented. Similar notification projects have been
successfully implemented in over sixteen counties or municipalities in North Carolina
with great success, such as Wake County, Brunswick, Randolph and Iredeli.
Project Implementation and Coordination
The project would be implemented according to the following schedule:
May 2006-June: Grant award Acceptance by Board
June 2006-August 2006: Final research on systems, Bid specifications, release bid
October 2006- January 2007: Receive bid, award contract, vendor meeting, installation
February Apri107-train on system, publicity, sign up public, test and modify system
May 07- Roll out system just before Hurricane season and finalize grant closeout
May 07- March 2008- Outcome Measurement, implementation changes as necessary
3
~~
There are multiple services that are similar in our county, however they are very
time consuming and labor dependent.. The County currently has multiple call down lists,
however it takes one or more people hours to call everyone on the list. One call-down
list is done through the 9-1-1 center where all the schools are notified in the event of a
severe weather warning, which ties up essential 9-1-1 dispatch personnel.
The project requires collaboration ftom partner agencies and the following
responsibilities:
• Department on Aging and Department of Social Services
o Maintain special needs call list
o Maintain staffing list
o Update as necessary into system
o Develop appropriate messages for this group
• Department of Human Rights and Relations
o Assist Immigrant Emergency Communications Committee with developing
call down list
o Provide or assist in arranging for interpretation services for messages
o Update information as necessary into system
o Develop culturally appropriate messages for various groups
• Emergency Management
o Implement system, arrange for training
a Maintain telephone lines and equipment
o Update countywide telephone database for mass call feature
o Manage contracts and maintenance agreement, troubleshooting
Sus#ainabtllty
This system will be sustained though support of County operating funds. The
operating funds are available through property taxes, sales taxes, and other remittances
through normal governmental operations. These sustaining funds would be budgeted
for each year as part of the normal budgetary process. During the authorization of this
grant proposal, the Board of County Commissioners authorized future funding of the
system, once implemented. These sustaining funds will pay for system upgrades, 24
hour technical support, access to the mass call center, lease of the telephone lines, and
an annual refresher training course,
The initial training will be provided for through the purchase contract.. The vendor will
then provide atrain-the-trainer program where representatives from each partner
agency will attend the training program and then go back and train other members in
their agency. Again, this system will have the capability of not only day to day use, but
use during multiple emergencies, as long as the system itself is not destroyed in the
disaster:. This. system has an expected life span of 10+ years with annual maintenance
and system upgrades. Similar systems in other counties have been successfully
operating for eight years or more and continue to operate.
4
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When developing a project, it is important to start by clearly identifying the objectives of the project, the strategies to achieve the
objectives, and the expected outcomes. The BCBSNC Foundation uses this information when making funding decisions because it helps
to ensure the effectiveness of the projects. This worksheet is intended to clearly define your project's objectives, activities, and outcomes.
Instructions:
1. Determine the objectives of the project. These should be broad statements about how the project will address the barriers and
opportunities described in the project description. Objectives should be limited to one or two per project.
2. Identify the activities to be implemented to achieve the objectives.
3. Identify short-term outcomes for the project that could be achieved within the firs# 12 months of funding. These outcomes
should be SMART {specific, measurable, achievable/realistic, relevant, and time-bound).
4. Identify the method of datalinformation collection to be used to determine the results of the project's short-term outcomes.
5. Identify long-term outcomes for the project and specify the timeframe for achieving those outcomes. These outcomes should be
SMART (specific, measurable, achievable/realistic, relevant and time-bound).
Tip:
While you are being asked to report the information requested above in a table format, this information is not meant to be linear
(i.e., there will not be a short-term outcome for every activity). However, for every short-term outcome, there should be a method of
data/information collection.
l31
Example: (for iiiusfrat`ive purposes only)
Develop a committee of service providers and community Committee will be cross-functional and
leaders to determine barriers to evacuation for Spanish will represent vanous Spanish dialects
speaking residents in our county. found throughout our county.
Brainstorm solutions to those barriers and rank order them Apply for or find funding for the top two
according to feasibility, cost, number of residents impacted, solutions on the list by December 31,
etc. 2006.
Hire a translator to translate evacuation routes for the Distribute 15,000 Qf the Spanish
county into Spanish and print 30,000 copies. language evacuation routes to
appropriate audiences during the 2006
Work with the_committee to develop and implement a hurricane season.
distribution plan for the evacuation routes.
Develop and implement a communications plan for
Spanish- speaking residents during a natural disaster.
Implement phase 1 of the
communications plan during the 2006
hurricane season.
Surveys, observation
Observation of submitted
applicationsifirnding
collected
Observation, interviews
Observation
To ensure that 100% ofSpanish=speaking
residents are aware when an evacuation
order has been given.
To increase the number of Spanish
speakers that evacuate under a mandatory
evacuation order from 75% to 95%.
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ORGANIZATION NAME: Orange County Emergency Management
PROJECT TITLE: Orange County Vulnerable Populations Telephone Notification System
DATE: February 13, 2006
To Increase the Number of Vulnerable Persons Notlfled of What Actions to Take
Ask service providers to request contact information of
vulnerable populations
Interpret messages from English into other primary
languages
Form working group to develop processes and
procedures for activation of the system
Increase the number of persons on the
special needs lists by 15% within 12
months
Provide information in recipient's primary
language within one month after system
is installed
Form working group consisting of
representatives from all users within six
months of grant award date
Develop Standard Operating Guidelines for the use of the I Working group writes SOGs before the
system onset of the 2007 Hurricane Season
{mplement computerized telephone notification system Begin day to day check in calls on
vulnerable populations
Begin using system to mobilize
emergency services staff
an Emeraencv or
Observation of the number
of individuals on the lists
Survey as part of the
electronic notification system
i Survey as part of the
electronic notification system
To ensure that 100% of the vulnerable
persons on the various lists know the
specific information issued by the
Department of Emergency Management on
protective actions to take during an
emergency when that information is
released.
To ensure that 100% of those on the
Observation special needs lists who wish to evacuate
are evacuated whenever an evacuation
order is given
Observation
To decrease the time to notify emergency
Surrey as part of the services staff to report to work by 25%
electronic notification system once such an order is issued.
Survey as part of the To decrease the time necessary to check
electronic notification system in with vulnerable populations or other lists
or groups of people or businesses by 25%
--~.~
{
~,~ ~~l ~N, ~C.7~3~~.,.?5t ti 13, ~' '~ 7 3t is f ~~'~
,R .
Orange County Property Taxes 10 000
BCBSNC Foundation 41450
TOTAL PROJECT INCOME $ 51,450
Telephone Notificaiton System $ 48,000: $ 41,000 $ 7,000
Telephone Lines $ 3,000 ~ $ 3,000
Evaluation $ 450 ; $ 450 $
$ -
$ -
$ -
$ -
$ _
$ -
$ -
$ -
~ v ~ Fu. rrcVdtC.1 tXt'ENSES ; $ 51,450 ; $ 41,450 $ 10,000
.._.
iq
Required Attachments: Please make sure ONE copy of the following items is attached,
The proposal will not be reviewed without these items.
• IRS tax determination letter {Government entities need to submit a letter
attesting to their status. Details are provided in the Emergency Preparedness
Grant Program Frequently Asked Questions..}
• A list of most current board of directors
• Financial document as required based on the organization's size
- Certified public accounting audit for organizations with $500,000 or more in total
annual revenue
- Finanaal review by an independent certified public accountant for organizations with
at least $100,000, but less than $500,000 in total annual revenue
- Financial statement certified as accurate and complete by the organization's chief
executive officer for organizations with annual revenues less than $100,000
- Government entities do not need to submit the full audit for their organization. Given
the large size of the audits, these entities are required to submit the following four
components of the audit:
1 } auditor's report (cover letter)
2) balance sheet
3) statement of revenues and expenditures
4) auditor's notes
• Prior fiscal year financial statements showing actual expenses and sources of
income
• Current fiscal year approved budget showing actual expenses and sources of
income year to date
• Up to three letters of support (optional)
Signature: Date:
Name of Project Director: Jack Ball
Title: Director, Department of Emergency Management
Signature: Date:
,~
`e,Y! Y Or
e
4~
Q b
r~I! !r~°"'•
Orange County
Finance Department
208 South Cameron Street Tel: 919 732-8181
Post Office Box 8181 919 968-4501
Hillsborough, NC 27278 919 688-7331
919 227-2031
Fax: 919 644-3324
February 9, 2006
Blue Cross Blue Shield of North Carolina
Foundation.
To Whom It May Concern:
I certify that the County of Orange is a governmental agency as described in Title 26,
Subtitle A, Chapter 1, Subchapter B, Part IV, Sections 170(b){1)(A){v), 170(c)(1) and
509(a)(1) of the United States Code and agrees to use the funds granted for exdusively
public purposes within the meaning of Title 26, Subtitle A, Chapter 1, Subchapter B, Part 1V
Section 170(c)(1) of the Code.
Sincerely,
~ L~C...~'f'~
Kenneth T. Chavious
Finance Director, County of Orange
~i
Orange County Commissioners
Name ~ ~Tltle/Dept. ' M VAddress.. Y7ele„ .(N~_ ! . E-mail
_.-_-__._ ,.J ______ J ___-____._ _._.__._.___,__.____J _._...._
Jacobs, Barry ~ Chain f 2105 Moox•efields Rd. ` (H)732-4384 barxy_.j{a~mindspxin .com
~ Hillsborough, N..C. 27278 ; (VV)732-4941
__.._.__ _...i ~ ! (F)732-4486
Halkiotis, Stephen ;Vice Chain ! 2930 Franklin Rd (H) 732-4813 stevehh(c~nindspxin .com
H. j Hillsborough, N.C.. 27278 (F)644-2791
Carey Jr., Moses F Commissioner ~ 203 Simexville Rd. _ __.. (H)929-8513 ':. mcateYl indspring.com
~~ u ~ Chapel Hill, N..C. 27517 j (F)968-1920
----_~~
Foushee, Valerie P. ~ Commissioner 106 Claris Court . (II)942-2661 vfoushee(~co.oxan e.nc.us
I i Chapel Hill, N.C.. 27514 ' (F)933-3203 '•
.Gordon, Alice M. Commissioner ~ 282 Frdgewood I?x~. (Fi) 933-0550 ~ ~ordonam(c~,mindspxing com
`~~.__ J Chapel Hill, N.G. 27517 _ (F~967-3823__r
r ~aa.a~ ~ cn~ ~vvv-vv
Budget Ordinance
Orange County, North Carolina
Be ft ordained by the Board of Commfsstoners of Orange County
Section 1. Budget Adoption
There is hereby adopted the following operating budget for Orange County for this fiscal
year beginning July 9, 2005 and ending June 30, 2006, the same being adapted by fund
and activity, within each fund, according to the following summary:
r--- -~
Fund
Current
Revenue
Interfund
Transfer
Fund Balance
Appropriated
Total
Appropriatton
eneral Fund $146,656;991 $3,199,88 $149,856,87
mergency Telephone
and
$493,886
$
$0
$493,88
ire Districts Fund $2 387,09 $ $ $2,387,09
' n 8 Housi Fund $4,459,58 $ $ $4,451,56
mmunfty Development
and
$915,181
$270 360
$
$1,185,541
hand Sewer Operating
and
$55,00
$85,00
$140
evaluation Fund $ $85,00 $73,3 $958 39
_
isitors Bureau Fund $557,64 $ $53,3 $690,96
drool Construction
m act Fees Fund
$2,570,000
$
$
$2,570,00
olid Waste/Landfitl
Aerations Fund
$6,698,86
$
$1,167,49
$7,866,36
as .
That for said fiscal year, there is hereby appropriated out the following:
~ Function Appropriation
_
General Fund
Governing and fVlanagement 57,7138,409
General Services 59,564,580
iCammunity and Environment 53,471,261
Human Services 532,123,721
Public Safety $13,925,289
Culture acrd Recreation 53,D85,039
Education $52,271.554
Debt Service $19,711,775
Transfers to Ofher Funds 57,915,246
Total General Pond 5149,856,874
Emergency Telephone System Fund
Public Safety 5457.868
Transfers to Other Funds 536,OOD
Total Emergency Telephone System Fun 6493,88
Fire Districts
Cesar Glove 5754,887
Chapel H-I $562
rDamasrxrs $18,319
Efiand ~ $181,626
Eno 5311,933
Little River 5148,D12
blew Hope $344,673
Orange Grate 5190,317
Orange i2Ure1 5487,997
South Orange 5365,1380
Souttrem Triangle 586.217
Wt~ Cross 5116,732
Total Are DrsLicfs Fun $387,09
Section 8 (Housing) Fund
Human Services $4.451,565
Total Secgon 8 Fun $4,451,565
Community Development Fund (Affnrdabie Housing Program)
Human Services ~.~
Total Community Development Fund (Affa-rlab/e Housing Program} 5206, b45
CornmunitSr Development Fund {HO1,ttE Program)
Human Services $978,696
Total Community Development Fun 1978,896
ESand Sewer Operating Fund
General Services 5140,D00
Total F.iYand Sewer Opera#ng Fun 6140,OD0
i2evaiuation Fund
General SBrvroes 5156.396
Total Revaluaffon Fun 1158,396
Yesttors Bureau Fund
Community and Environment 5589,960
Transfers to Other Funds $21,000
Total visitors Bureau Fund 661D,960
School Construction impact Fees
Transfers tp Other Funds $2,57Q0D0
' Total School Construction Impact Fees Fund $2,570,000
Solid WastelLandfill Operations '
Solid WasteRandfitt Operations $7,593,484
Transfers to Other Funds 5272,883
Tofal Sofrd Waste/Lana>fiA Operations $7,866,367
aecEion rlr. rCCVCrrUC~ .~~ ,
Tfie fallowing fund revenues are estimated to be available during the fiscal year
beginning July 1, 2005 and ending June 30, 2006, to meet the foregoing appropriations:
Function Appropriation
taereeral Fund
ProperiyTax 5101,464,995
Sales Tax 5~,806,21D
Licenses ~ Peemits ~ 5286,500
I~tal ~~ 514,192,353
for Services 58,885,675
investneeett Famings 5510,000
1~5CPai8nBOU5 5491
Transfers tinr» Olhsr Furey $3,199,663
Appropriated Fund Balance _ SD
TofaJ General Fund _
s"149,856~874
Emerge~r7elepfeone Sysfam Fund
Charges for Services $493,686
TofaJ Esrrerpency Telephone Feard 5493,886
Fire Districts
~P~1+T~ $2,38'1.673
Invesirrreret Famir-gs $4,424
rotalF3re t);sbfe~s Fund ~ 52,387,097
Section 8 (Hotuing) Fund
ir>fergarerxr~ 54.451.56 i
Total 5ectiorr 8 Frurd 54,451,565
Community td Fund (Affordable }lousing Program)
Transfers horn Other Furufs $206,645
rata! ~~Y~ F~(~ tbus-ne gym) 52oG,,,645
Correrrrta~itjr Deveb{errrent Feend (liO~ Proguarrrj
Mal $515,189
Transfier fiarn Fund 563,71
To[at Carruraurfi~' ~ewaloprnerrt Rmd (1 Piagram) 587$896
Efland Sewer Ope~krg Fend .
Charges for Services $55,
Transfers from OBier Funds 585,000
Total Etfand Seeger Fund 514D,000
Revaluation Fund
Transfers horn Oiht~ Ftmds $85,000
Appropriated Fund Balance 573,
Te>Jal,RevaluaSon Fund 5158,398
lrisFtors Bureau Fund
Tax $479,64D
l~ntat 575,
irrves4rrerrt F_amings $3,OOp
Aplxopria~d Fend Balance 553,320
ToW Nsltors Bateau Fund 5610,960
School Construction irtepact Fees Feend
lmpacf Fees $2,57D,D00
Total Scholl Corrstruetion lmpaed Fees Fund 52,570,0DD
Solid WasteJlsndfitl operations
Sales & Fees $6,443,1
I~tal $140,
Mscellanea~s $900
lit;enses & Pernrits 579.625
lnierest an Irrvesbsrents _ 535,00D
Appropriated f2eserves $1,167,499
To e t n eeratiorrs 6 ,367
Section iV. Tax Rate Levy
~S
There is hereb levied for the fscal ear 2005-06 a eneral coon
Y y g ty-wide tax rate of 84.3
cents pe'r $10U of assessed valuation.. This rate shall be levied in the General Fund.
Special district tax rates are levied as follows:
i
!Cedar Grove ~ 7.3~
~
~:ha el Hiil - ----~ ---
-•--.- --- -~ --
- -- --1.
.-.. -
bamascus
r--- - _. - __ 2.6
. ~.__~
Efland ~ ~ __
3.47
na __. --- --- ----
~ __
-.... - __ _~_.... ---- 5.7~
ittle River 4.6
_ __ _ _
~ew-Hope ~ _ -- - -- _ _
-
--- 6.2
~ran~e Grove_ .-_ --- -
--_-•-~- __ 3.4
~outhem Triangle ___ ___ _ _ ~ __ - 2.fi
NVhite Cross _ _ 4.2
ha el Hill-Carrboro School Distri _ _.__ i8.
Section V. School Current Expense
'The current expense allocation for both sd~-ool districts is $49,981,296. Of that total,
there is hereby. allocated a lump sum of $30,372,967 for Chapel Hi(1-Carrboro City
Schools and $19,608,329 for the Orange County Schools. This appropriation equates to
$2,796 per student based on the March 2005 North Carolina Department of Public ~
Instruction certified average daily membership of 10,863 for Chapel Hill-Carrboro City
Schools aiid 7,013 for the Orange County Schools.
Section VI. School Recurring Capital Outlay
The recurring capital outlay for both school districts is $2,290,258. Then: is hereby
appropriated $1,408,508 for Chapel Hill-Carrboro City Sd~ools for recurring capital.
There is hereby allocated $881,750 for Orange County Schools for recurring capital.
Section Vil. Schedule B License
In accordance with Sdiedule B of the Revenue Act,_ Article 2, Chapter 105 of the North
Carolina State Statutes, and any other secfion of the General Statutes. so permitting,
there are hereby levied privilege license taxes in the maximum amount permitted on
businesses, trades, occupations or professions which the County is entitled to tax.
Section Vl[i. Animal Licenses
A License costing $5 for sterilized dogs and sterilized cats is hereby levied. A license for
un-sterlized dogs and a license for un-sterlized cats is $10 per animal.
Section l)C. Board of Commissioners' Compensation
The Board of County Commissioners authorizes that: ~
• Salaries of County Commissioners will be adjusted by any cost of living increase,
any in-range salary increase and/or any other general increase granted to permanent
County employees., This includes adjusting Commissioners' salaries effective
permanent employees..
• Annual compensation for County Commissioners will include the County contribution
far health insurance, dental insurance and life insurance that is provided for
permanent County employees, provided the Commissioners are eligible for this
coverage under the insurance contracts and other contracts affecting these benefits,
• County Commissioners' compensation includes eligibility to continue to participate in
the County health insurance at term end as provided below:
/ If the County Commissioner has served less than iwo full terms in office (less
than eight years), the Commissioner may participate by paying the full cost of
such coverage. ~ (if the Commissioner is age 65 or older, Medicare becomes the
primary insurer and group health insurance ends..)
/ If the County Commissioner has served two or more full terms in office (eigh#
years or more), the County makes the same contribution for health insurance
coverage that it makes for an employee whct retires from Orange County after 10
years service as a permanent employee. if the Commissioner is age 65 or older,
.Medicare becomes the primary insurer and group health insurance ends. The
County makes the same contribution for Medicare Supplement coverage that ~t
makes for a retired County employee with 10 years service.
Annual compensation for Commissioners will include a County contribution for
each Commissioner to the Deferred Compensation {457) Supplemental
Retirement Plan that is the same as the County contribution for non-law
enforcement County employees to the State 407{k) plan..
• Travel expense allowances for Commissioners will be established at $275 per
month for the Board Chair and at $225 per month for the other four
Commissioners„
Section X. Budget Control
General Statutes of the State of North Carolina provide far budgetary control measures
to exist befween a county and public school system. The statute provides:
Per General Statute 115G-42S:
(c) The Board of County Commissioners shall have full authority to caA for, and
the Board of Education shall have the duty to make available to fhe Board of
County Commissioners, upon request, all books, records, audit reports, and
other information bearing on the financial operation of the local school
administrative unit.
The Board of Commissioners hereby directs the following measures for budget
administration and review:
That upon adoption, each Board of Education will supply to the Board of County
Commissioners a detailed report of -the budget showing all appropriations by
function and purpose, specifically to include funding increases and new program
funding,. The Board of Education will provide to the Board of County
Commissioners a copy of the annual audit, monthly financial reports, copies of all
budget amendments showing disbursements and use of {oval moneys granted to
the Board of Education by the Board of Commissioners.
CO
Section Xi. Internal Service Fund -Dental Insurance Fund
a7
The Dentai Insurance Fund accounts for the receipt of premium paymen#s from the
County for it's employees and from the employees for their dependents, and the ~
payment of employee claims and administration expenses. Projected receipts from the'
County and employees for 2005-2006 are $332,000..00 and projected expense for claims
and administration for 2005-2006 .is $400,500.00. An allocation of $68,500 will be made
from reserves in the fund to balance.
Section Xfl. Encumbrances
Opera#ing funds. encumbered by the County as of June 30, 2005 are hereby re-
appropriated to this budget.
This budget being duty adopted this 23i° day of June 2005..
Don Baker, Clerk to the Board Mose Carey, Jr., hair
~~
Barry J s, hair ~ Valerie Foushee
Alice Gordon Steve Haikiotis
~~
`°°at. w o
'o
ORANGE COUNTY DEPARTMENT ON AGING ~~ '~
v sz
POST OFFICE BOX 8 l 81
JERRY M. PASSMOAE D/RECTOR 600 HIGHWAY 86 NORTH o I °°
D/RECTTEL -91 9 24 5 2009 '~` a+~°~'
HILLSBOROUGH, I`IORTH GAROLINA 27278
WINW..CO.ORANGE . NC .US/AGING
February 7, 2006
Blue Cross Blue Shield of•North Carolina Foundation
5901 Chapel Hill Road
Durham, NC 27707-0718
To Whom It May Concern:
I write in support of Orange County Emergency Management's grant application to implement a
notification system for at risk populations in Or•atrge County. The Department on Aging
maintains a list of~seniors to be called in case of•a county wide emergency. The seniors on the
list have health conditions and little social support, which make them vulnerable in the event of
an emergency. Our' agency staff tries to reach each person before the emergency to check on
them and determine if assistance is needed. Emergency situations often happen unannounced in
which case the staff'attempts to reach the vulnerable seniors affer the event to see if they require
any assistance.
The present system of using staff~to call each person on the list is very time consuming for• the
agency and causes some seniors on the list to be notified at a late time. Thus if this project is
funded, the emergency .list will be handled more effectively as many seniors will be notified
automatically and will have more time to prepare for the impending emergency.. Agency staff
will then be freed up to respond to the seniors who are unable to manage the automated system,
which will lead to better customer service. We expect one of'the outcomes of~this.project will be
a higher number of registrants on the list because of the increased service level provided by this
p2oject
We appreciate the Foundation's willingness to offer grants for• projects such as this and are
excited to be pazt of increasing the pr~epazedness level of~the vulnerable populations in Orange
County.
Sincerely,
~r
.Jeri P ore
Dir r
TELEPHONE {919) 24S-2000 • FncsuAiLE {919) 644-3044 • e-n~tni~: jpassmore@co.orange.nc us
ag
AARP
CHAPEL HILL AARP CHAPTER #5135
Chapel Hill Senior Center, 400 S. Elliot Rd., Chapel Hill, NC
February 16, 2006
Blue Cross Blue Shield of North Carolina Foundation
5901 Chapel Hill Road
Durham, NC 27707-0718
To Whom It May Concern:
As President of the Chapel Hill AARP Chapter, I am writing on behalf of members in
support of the Orange County Emergency Management's grant application for a
notification system for special populations, including senior citizens, of Orange County.
This communication system will inform vulnerable citizens and caregivers of impending
alarming situations such as a winter storm watch or a Red Terrorist Watch. If evacuation
is necessary, the system will assist authorities in identifying those who need emergency
assistance.. This "Reverse 911" calling system will help avoid the communication
problems observed during the nine-eleven event and the more recent gulf hurricane
disasters. The mass calling function can also be directed to a specific geographic area
group for a specific alert such as people located near a hazardous waste spill.
The availability of such a communication system will be comforting to all who have
disabilities including those with mild problems such as I have. It can reduce tremendous
stress for many. Thank you in advance for your assistance.
Sincerely,
Carol Ann Parr, President
Chapel Hill AARP Chapter, #5135
3~
List of government entities in North Carolina that have a telephone notification system
from some vendor:
- City of Winston-Salem
- Pitt County
- Rowan County
- Stanly County
- Iredell County
- City of Asheville
- Charlotte-Mecklenburg
- Union County
- Gaston County
- City of Greenville
- Wake County
- Brunswick County
- New Hanover County
- Catawba County
- Cabarrus County
- Randolph County