HomeMy WebLinkAbout2006 S Planning - Process and Facilitation Consultant Contract for Comprehensive Plan• ~ ~
RETURN THIS COPY TO THE CLERK'S _
OFFICE FOR THE PERMANENT AGENDA FILE
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Memorandum of Agreement Between Orange County, North Carolina (the County) and the r . ,
Dispute Settlement Center of Orange County (DSC) ~ ' 11
1. DSC will support the County's efforts at updating the Comprehensive Plan by providing
consultation and facilitation services to the Project Management Team (County Manager,
Planning Director, Comprehensive Planning Supervisor, and Planning Board Chair).
2. The timeframe for the services described herein will extend from the date of contract approval
through May 31, 2008. The contract maybe extended upon written consent of both parties
3. DSC agrees to designate Public Disputes Program Coordinator Andrew M. Sachs as the lead
contact for this project. Planning and Inspections Department Director Craig Benedict will serve
as the County's project liaison with DSC upon signing of this agreement.
4. Sachs will meet with the Project Management Team as needed and directed by the Team to
address the following:
a. That he and all Team members are well informed and working together on all important
aspects of the Update Process, including the sequence of events, the timeframe, their own
roles, the roles of others, and the internal process by which the Team itself will operate (set
its agenda, stay focused, make decisions, resolve conflict, and link with groups and
individuals outside of the Team as directed by the Team).
b. How well individuals and groups holding leadership roles in the Update Process other than
the members of the Project Management Team (e.g., staff from County departments other
than Planning and Inspections; the Board of County Commissioners; and advisory boards,
members and liaisons) are informed and working together on the important aspects of the
process, and what interventions if any maybe needed by the Team or process consultant to
explore or address any problems.
c. Recommend to the Team ways for a successful Update Process, including consideration of
how the process overall and key events within it (e.g., Public Information/Joint Advisory
Board meetings, Public Hearings, Outreach efforts, and substantive reviews by the Planning
Board and the Board of County Commissioners) will be coordinated, planned, managed and
facilitated.
d. Work with the Team and the Planning Board to facilitate and complete a successful Update
Process within the timeframe adopted by the BOCC.
5. The County will coordinate with the DSC to develop summaries of DSC facilitated meetings and
will provide for all project logistics and materials, including adequate meeting facilities, audio-
visual equipment, advance and follow-up communications with meeting invitees or attendees,
handouts, flip chart paper, masking tape, magic markers, maps and renderings, sticky dots,
refreshments, nametags, and photocopying.
6. In consideration for DSC's services described herein, the County will pay DSC as follows:
a. Through June 2007: (a) $85.00 per hour for all necessary time provided to this project by
Program Coordinator Andrew M. Sachs; (b) $40.00 per hour for all necessary time provided
to this project by each DSC facilitator other than Mr. Sachs (e.g., small group facilitators, co-
facilitator, temporary substitution for Sachs where that is necessary).
b. July 2007 through May 2008: (~) $90.00 per hour for all necessary time provided to this
project by Program Coordinator Andrew M. Sachs; (b) $45.00 per hour for all necessary time
provided to this project by each DSC facilitator other than Mr. Sachs (e.g., small group
facilitators, co-facilitator, temporary substitution for Sachs where that is necessary).
8. The County will reimburse DSC for all necessary automobile travel incurred to conduct the tasks
specified herein at the IRS rate in effect at the time of travel, which is currently $ 0.445/mile.
Reasonable and necessary out of pocket expenses will be reimbursed to DSC by the County
following the submission of valid receipts for those expenses.
9. DSC will invoice the County no more frequently than once per month. Each invoice will include
a summary of the tasks/meetings/deliverables completed during the time period covered by the
invoice.
10. The County will pay DSC's invoices within 10 days of receipt. Checks will be made payable to
the order of the Dispute Settlement Center, and mailed or delivered to DSC, 302 Weaver Street,
Carrboro, NC 27510. DSC federal tax identification number is F56-1216584
11. Both DSC and the County agree that if disputes related to this contract emerge between them
during or after the period of this agreement, each will first seek resolution by face-to-face
problem-solving, facilitated by a mutually agreeable third party if necessary, before taking the
grievance for resolution to any outside authority.
12. Any modification to this agreement must be written and signed by both parties.
Acce~tted by: f/
`J'~J~~`~17~Z~-G~~~~ Date ~~ ~ ~ -
F~ances W. Henderson, Executive Director
is u e Settlement C r
Date o2. Ddb
Moses Carey, Jr.
Chair, Board of County Co oners
PO Box 8181, Hillsboroug , NC
919-245-2130
This instrument has been pre-audited in the manner required by the Local Government Budget and
Fiscal Control Act.
Date Z ~ ~~
enneth T. Chavious, Finance Director