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ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: January 31, 2012
Action Agenda
Item No. a
SUBJECT: Discussion on Intergovernmental Agreements Approval and Recognitions at
Board Meetings
DEPARTMENT: Board of Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): Under Separate Cover INFORMATION CONTACT:
Attachment A— Examples of Board- Clerk's Office, 245-2130
Approved Intergovernmental John Roberts, 245-2318
Agreements
Attachment B — Excerpt from June 16, 2011
Approved BOCC Meeting Minutes
Attachment C — Excerpt from November 10,
2011 Approved BOCC Meeting Minutes
Attachment D — Listing of Past Recognitions
PURPOSE: To discuss the approval process for intergovernmental agreements and contracts
and consider criteria for that approval process; and to discuss whether or not to have a standing
policy and/or process/criteria for requests from Board members as it relates to recognizing an
individual, group or corporate entity's accomplishments at a BOCC Regular meeting.
BACKGROUND:
Interqovernmental Aqreements
At the June 7, 2011 regular meeting the County Attorney suggested the Board authorize the
County Manager to sign intergovernmental service agreements within the current contract
signature authority. The Board stated it needed more information to make a determination of
the appropriate signature authority including the type of service agreements involved and
examples of the amounts involved. Attachment A provides examples of intergovernmental
agreements that have been approved by the Board since June of 2011.
One approach to delegating signature authority could be that the Board authorize the Manager
to sign new, renewal or amended intergovernmental service agreements in amounts under
$90,000. The Board would retain signature authority over intergovernmental service
agreements of $90,000 or more and also would retain signature authority over all non-service
intergovernmental agreements.
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Recoqnitions at Reqular Board Meetincts
The Board does not currently have a standing policy or process/criteria (outside of the petitions
process) for requests from Board members as it relates to recognizing an individual, group or
corporate entity's accomplishments at a BOCC Regular meeting.
This item was tabled from the June 16, 2011 and the November 10, 2011 BOCC Work
Sessions. The decision points that are to be considered are:
Decision Points:
Does the Board want to adopt a formalized policy/process as it relates to recognition
requests?
If so, what criteria/timeframe would the Board like to see as it relates to these types of
recognitions?
FINANCIAL IMPACT: None.
RECOMMENDATION(S): The Manager recommends the Board discuss these issues and
provide direction to staff as needed.
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���� BOA D OF COMM SS NERS
ACTION AGEND B�'TI�A
Meeting Date: August 23, 2011
Action Agenda .
Item No. 5 - I
SUBJECT: Intergovernmental Agreements
DEPARTMENT: Various Departments PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Annette Moore, Staff Attorney,
245-2317
Dorothy Cilenti, Health, 245-2412
Frank Montes de Oca, Emergency
Services, 245-6100
Nancy Coston, Social Services,
245-2802
Tara Fikes, Housing, Human Rights &
Community Development, 245-2490
PURPOSE: To approve various intergavernmental agreements.
BACKGROUND: The Board directed that it review all intergovernmental agreements. Provided
below are a list of Agreements and brief synopsis of each that have been reviewed by the
Caunty Attomey's Office and staff is asking the Board to approve.
1. Parties to Contract: State of North Carolina, Department of Health and Human
Services, Division of Public Health and Orange County (Health Department)
a. Services: On April 19, 2011, the Board approved the Renewal of Consolidated
Agreement between Health Department and NC Department of Health and
Human Services (the "Agreement") for the period from July 1, 2011 to June 30,
2012. This is Agreement is an Amendment to the Consolidated Agreement that
provides the following:
i. References Senate Bill 245 approval during the 2011 North Carolina
General Assembly session which addresses Medicaid billing for local health
departments
ii. Corrects a reference to fiscal year of 2009-2Q10 in the Fiscal Control
Section of the Agreement.
iii. Changes fiscal year to FY 12 in the Responsibilities of the State Section of
� the Agreement.
iv. Adds a provision relating to shipping and packaging of samples submitted
to the State Laboratory, qualifications and certification of the State
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Laboratory and its personnel, invoices, and collection of interest and late
fees.
b. Amount: These amendments do not effect any other terms of the original
Agreement.
2. Parties to Contract: Person County and Orange County (Health Department)
a. Services: The Preparedness Coordinator (PC) shall ensure that all agreement
deliverables as set out in the Preparedness Agreement Addendum 514 for the
2011-12 year are met with the exception of the OSHA compliant respiratory
protection program. The Orange County Health Department has responsibility for
this program.
b. Amount: nat to exceed $38,000
3. Parties to Contract: State of North Carolina, Department of Crime Control and
Pub(ic Safety, Office of Interoperabi(ity (the "State"} and Orange County (Emergency
Services)
a. Services: The State will conduct a three-day training course to equip two County
employees to serve as County Programmers of Vaice Interoperability Plan for
Emergency Responders (VIPER) radio units. The State will provide software and
cables to allow programming of Motorola radios.
b. Amount: Training provided by the State at no cost to the County.
4. Parties to the Contract: The University of North Carolina at Chapel Hill and Orange
County.
a. Services. This is an amendment to the contract for the services of an Interim
Health Director for an additional period of three months.
b. Amount. An additional amaunt of$34,025 will be added to this contract for a total
of$64,050 for reimbursement of salary and benefits.
5. Parties to Letter of Agreement The Institute for the Studies of the Americas (the
"Institute") and the School of Government (the "SOG") at the University of North
Carolina at Chapel Hill and Orange County through the Department of Housing,
Human Rights, and Community Development.
a. Services: The Institute and the SOG will assist the County and diverse
community stakeholders to generate locally-relevant immigrant integration
strategies and outcomes. Between March 2011 and March 2013, the Institute and
the SOG will accomplish this goal by planning and facilitating up to three
community workshops, developing strategies fo address challenges, and
evaluating the community's progress. Orange County will provide fogistical
support including meeting space and food for the workshops, recruit stakeholders
for participation in the programs, and create and implement action plans.
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b. Amount: The Institute and the SOG will provide in-kind suppart, which is funded
primarily by a Z. Smith Reynolds Foundation grant. The County will be
responsible for providing food for workshops and covering the costs associated
with recruiting and communicating with stakeholders.
6. Parties to Contract: The University of North Carolina through the Department of
Family Medicine in the School of Medicine and Orange County through the Health
Department.
a. Service: This is the annual cantract with the Department of Family Medicine in
the School of Medicine will provide the Services of a Medical Director. The
Medical Director will act as the principal medical advisor to the Health Director and
provide clinical services to the Health Department. In addition, the Agreement
designates a Medical Director and back ups to the Medical Director.�
b. Amount: The amount payable for the basic services is one hundred forty-five
thousand four hundred sixteen dollars ($145,416) which is payable in equal
monthly installments of finrelve thousand one hundred and eighteen dollars
($12,118).
7. Parties to Contract: Chatham County and Orange County through the Department
of Social Service.
a. Service: Orange and Chatham Counfy have joined together to receive funds
for community based correctional programs through the North Carolina
Department of Corrections Criminal Justice Partnership Program. These funds
provide continuum of care services to individuals in the intermediate punishment
population in Orange County. Orange County is the fiscal agent for the funds.
The services previously had been provided to both Orange and Chatham Counties
by Freedom House Recovery Center. Chatham County wants to use the funds
allocated to them for Ghatham 360, a program within Chatham County
government to provide community based correctional service.
b. Amount The amount of funding allocated to Chatham County is currently
$65,416; but is contingent upon funding at this level by the Narth Carolina General
Assembly and may be reduced dollar for dollar due to any reduction made by the
General Assembly.
FINANCIAL IMPACT: Financial impact is listed in each section above.
RECOMMENDATION(S): The Manager recommends that the Board authorize the County
Manager to sign the above listed agreements and any amendments ar renewals of those
Ag reements.
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ORANGE COUNTY
���� BOARD OF COMMISSIONERS
ACTION AGEND
� Meeting Dat October 4, 2011
Action Agenda
Item No. �- j
—�—
SUBJECT: Intergovernmental Agreements
DEPARTMENT: Various Departments PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Annette Moore, County Attomey's
Office, 245-2317
Frank Montes de Oca, Emergency
Services; 245-6100
David Stancil, Environment, Agriculture,
Parks and Recreation (DEAPR), 245-2522
PURPOSE: To approve various intergovernmental agreements.
BACKGROUND: The Board directed that it review all intergovernmental agreements. Provided
below are a list of Agreements and brief synopsis of each that have been reviewed by the
County Attorney's Office and staff is asking the Board to approve.
1. Parties to Agreement: The North Carolina Department of Crime Control and Public
Safety, Division of Emergency Management and Orange County (Emergency
Services).
a. Services: Pursuant to the Emergency Management Performance Grant Program
(the "EMPG"), Orange County Emergency Services will enhance and sustain all-
hazards emergency management capabilities.
b. Amount: Under the first Cost Report, the County is eligible to receive $35,000 for
all Universal activities completed. Additional funding amounts are listed as to be
determined for Optional work activities identified in the EMPG Activity Directory
completed by Orange County Emergency Services.
Z. Parties to Agreement: The North Carolina Department of Crime Control and Public
Safety, Division of Emergency Management and Orange County (Emergency
Services)
a. Services: Orange County Emergency Services will receive funding from the State
to plan and conduct a discussion-based exercise that will test the capabilities of all
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agencies involved in responding to a Natural Disaster according to Orange
County's Emergency Operation Procedures (the "EOP"). Through this exercise,
County partners will have an opportunity to review the EOP to ensure all partners
understand their responsibilities as well as to identify and address training needs.
b. Amount: The State will reimburse Emergency Services for actual eligible costs
incurred for this exercise in an amount up to $5,Q00.
3. Parties to Memorandum of Understanding Addendum: The North Carolina
Cooperative Extension Service (North Carolina State University), the North Carolina
Cooperative Extension Program (North Carolina A&T State University) and Orange
Counfy (DEAPR) �
a. Updates: The original MOU adapted in 2007 is updated in the following ways:
i. The affiliation of the Orange County Center with the Department of
Environment, Agriculture, Parks and Recreation in a coordination and
liaison function. To facilitate this, the Orange County Extension Director
and the DEAPR Director meet periodically to ensure coordination and
collaboration on programs and activities.
ii. The change in payroll arrangement provision for staff in the Orange County
Center as of January 1, 2011 to be classified as "send-in" State employees.
iii. The reinstatement of Section 7.3.6 addressing the County propo�tional
share of longevity.
b. Amount: There is no financial impact associated with the MOU addendum.
4. Parties to Memorandum of Understanding Addendum: The North Carolina
Department of Agriculture and Consumer Services, North Carolina Forest Service
and Orange County (DEAPR and Emergency Services)
a. Services: Each year, Orange County and the North Carolina Forest Service enter
into an agreement to provide for the continued protection, development,
reforestation, management and improvement of forestlands in Orange County
b. Amount: As is done each year, the anticipated budget for the Forest Senrice
contract is shared with the County prior to budget approval, and amounts
budgeted accordingly and approved as part of the County budget in June. The
appraved FY 2011-12 Forest Service budget is $187,357, with the County's share
as per the proposed contract at $74,963. The adopted budget inciuded $64,963,
and did not include $10,000 toward vehicle replacement. These funds were
subsequently added to the budget in Budget Amendment #1 on August 23, 2011,
bringing the County's share to the $74,963 contract amount.
FINANCIAL IMPACT: Financial impact is listed in each section above.
RECOMMENDATION(S): The Manager recommends that the Board authorize the County
Manager to sign the above listed agreements and any amendments or renewals of those
Agreements.
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ORANGE COUNTY
���� BOARD OF COMMISSIONERS
ACTION AGEND
Meeting Dat ` November 15, 2011
Action Ag�a „
Item No. _�
SUBJECT: Intergovernmental Agreements
DEPARTMENT: Information Technologies (I�, PUBLIC HEARING: (YIN) No
Health, Housing, Human
Rights 8� Community
Development (HHRCD)
ATTACHMENT(S): , INFORMATION CONTACT:
County Attorney's Office, 245-2317
Todd Jones, IT Director, 245-2285
Colleen Bridger, Health Director,
245-2412
Tara Fikes, HHRCD Director, 245-2492
PURPOSE: To approve various intergovemmental agreements.
BACKGROUND: The Board directed that it review all intergovernmental agreements. Provided
below is a list of Agreements and brief synopsis of each that have been reviewed by the County
Attorney's Office and staff is asking the Board to approve.
1. Parties to the Proposal: UNC School of Govemment Foundation (the "Foundation")
and Orange County (Information Technologies)
a. Services: The Foundation will provide a consultant to work together with the
County to develop and draft a Strategic Information Technology Plan that will
provide a framework for strategic IT investments and management for the next
three years. The plan will offer a comprehensive view of County accomplishments
over the past five years, as well as examine the current state of technology in
Orange County and its peer local governments. Department technology efforts
and ongoing activities will be reviewed for consistency with the strategic plan.
b. Amount: The total cost is not to exceed $10,000.
2. Parties to the Proposal: UNC Hospitals and Orange County (Heaith Department)
a. Services: UNC Hospitals wi{I develop, facilitate, and evafuate five professional
interpreter workshops (two hours in duration each) for local interpreters from
Burma.
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b. Amount: The totai cost is not to exceed $2,000.
3. Parties to the Agreement: The North Carolina Housing. Finance Agency {the
"Agency") and Orange County (Housing, Human Rights, and Community
Development)
a. Services: The Agency will provide funds for Orange Couniy to administer and
disburse funds to program-eligible home owners under the Single-Family Housing
Rehabilitation Program. This is an annual agreement.
b. Amount: The Agency has approved a set-aside of$160,000 to Orange County:
FINANCIAL IMPACT: Financial impact is listed in each section above.
RECOMMENDATION(5): The Manager recommends that the Board authorize the County
Manager to sign the above listed agreements and any amendments or renewals of those
Agreements.
ATTACHMENT B 10
Excerpt from the June 16, 2011 Approved BOCC ineetinq�minutes
4. Recoqnitions
The Board does not currently have a standing policy or process (outside of the petitions
process)for requests from Commissioners as relates to recognizing an individual, group or
corporate entity's accomplishments at a BOCC Regular meeting.
Decision Points:
- Does the Board want to adopt a formalized policy/process as it relates to recognition
requests?
- If so, what criteria/timeframe would the Board like to see as it relates to these types
of recognitions?
Commissioner Gordon said that she would like to have a formalized process. She
suggested asking staff about this.
Commissioner Yuhasz said that if they are doing recognitions of third parties, he would
like some criteria to go by to choose who to recognize.
Commissioner McKee said that if it is left up to the ChairNice-Chair and Manager or
other group without a standard policy, then some people may be left out and offended.
Chair Pelissier said that she does not want to make a decision about whether or.not to
recognize a particular individual. She is not sure how to develop criteria that will not create
problems.
Commissioner Jacobs asked the Clerk to go back to see who has been recognized in
the past ten years and see what categories have been included.
Commissioner McKee agreed.
Donna Baker said that she could go back ten years to research this item. This item will
be brought back for further discussion.
ATTACHMENT C 11
' Excerpt from the November 10, 2011 Approved BOCC Meeting Minutes
1. Recoqnitions
The Board does not currently have a standing policy or process (outside of the petitions
process)for requests from Commissioners as it relates to recognizing an individual, group or
corporate entity's accomplishments at a BOCC Regular meeting.
Decision Points:
- Does the Board want to adopt a formalized policy/process as it relates to recognition
requests?
- If so, what criteria/timeframe would the Board like to see as it relates to these types
of recognitions?
Chair Pelissier said that there was not a consensus on this item from the June 16�'
meeting yet. .
Commissioner Hemminger asked how it is done now.
Chair Pelissier said that various departments will submit the recognitions and other
times outside entities will ask the Board to recognize a person, event, theme, etc. This could
become a problem if some are recognized and not others.
Commissioner Yuhasz said that he does not want a blanket prohibition on recognitions,
but there needs to be some parameters for the Chair and Vice-Chair to decide upon.
Chair Pelissier said that Commissioner Hemminger brought up those recognitions that
are County-related to be a priority.
Commissioner Jacobs said.that both points are well made and they need to have a way
to differentiate between events such as anniversaries for churches for 100 years old, or people
that have done things in the community. There should be some criteria but not so exclusive.
Frank Clifton said that sometimes the County may want to recognize homegrown firms
that have made a significant impact on the County. This should be considered.
The Board asked the Clerk to categorize the list of resolutions and proclamations that
were requested by Commissioner Jacobs at the June 16"' meeting and send to all Board
members to review. This item will be tabled for now and brought back to a future work session.
Until the work session, the leadership will decide who is to be recognized, as part of the agenda
process.
ATTACHMENT D 12
RESOLUTIONS from 2003 to present (honoring people, places, and things)
2003
Resolution of Support of"Eno Wilderness" Project
Resolution of Appreciation for Tommy Thompson
Resolution Protecting Civil Rights and Civil Liberties and
Opposing Portions of the USA Patriot Act
Resolution of Commendation for ponna Torain and Teresa
Daniels
Resolution of Appreciation - Kate Dixon
Proclamation to Mark the 40th Anniversary of the Inter-Faith
Council for Social Service (IFC)
Acknowledgement of Completion of Clock Restoration and
Approval of Commemorative Plaque to be Placed in the Historic
Courthouse
Resolution of Recognition on UNC Women's Soccer Team
Winning the 2003 NCAA Women's Challenge Cup
Resolution Supporting Governor Easley in Opposing an Outlying
Landing Field at Any Site that is Unacceptable to the State of
North Carolina
2004
Resolution on the Future of the Dix Hospital Campus
Resolution Recognizing John Robinson
Recognition of Stanley Hughes - 2004 Small Farmer of the Year
Recognition of Orange County Courthouse Mural Project
Resolution Regarding Erika Cruz Romero's Petition for Asylum
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Resolution In Support of Scenic Byway Designation for Old NC 86
Resolution - To Declare Saturday, September 11, 2004 as a Day of
Remembrance in Orange County
Resolution Requesting Congress and the President of the United
States of America to Reauthorize the Assault Weapon Ban '
Resolution of Commendation for Commissioner Margaret Brown
2005
Recognition of Millard Fuller- Founder of Habitat for Humanity
International
Resolution Honoring Kingsdown, Inc
Resolution of Appreciation for Jerry Wagner
Resolution Honoring Armacell, LLC
Resolution of Recognition and Congratulations to the UNC Tar
Heels on Winning the 2005 NCAA Men's Basketball Championship
Resolution to honor Mr. Tommy Leonard
Resolution Supporting the End of the War in Iraq
Proposed Resolution To Name the New Southern Orange Senior
Center For Robert and Pearl Seymour
� Resolution Calling for New Federal Priorities
Resolution Honoring Piedmont Minerals
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2006
Resolution Honoring Allen Lloyd and Evelyn Lloyd
Resolution of Appreciation - Trish and Lee Rafalow
Resolution Acknowledging The Women's Center for its Role in the
IDA Program
Resolution to Recognize the Chapel Hill Garden Club for 75 years
for service to the community
Resolution to Recognize Bob Hall for Community Involvement and
Political Reform and Oversight
Resolution To Recognize Sheriff Lindy Pendergrass for
Expenditure Reductions Through Alternative Funding
Resolution Honoring Sports Endeavors
Resolution To Recognize Orange Congregations in Mission for 25
Years of Service to the Community
National Tourism Week
Drinking Water Week & OWASA Taste of Hope Program
Orange County Board of Commissioners Resolution in Support of �
OPC Area Programs
Resolution Honoring the Turnabout Goat Farm
Resolution of Commendation for Deputy London ivey and Mr. Russ
LeBlanc
Resolution To Declare October 12, 2006 as Rebecca Sellers Clark
Day in Orange County
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Resolution to Recognize Hispanic Heritage and History.Month in
Orange County
Resolution to Declare December 9, 2006 as Reverend John R. �
Manley Day in Orange County
Resolution to Support the North Carolina Vietnam Helicopter Pilots
Association
Resolution of Commendation for Commissioner Stephen H.
Halkiotis
Resolution Honoring Carolina Brewery
Resolution Honoring Lantern Restaurant
2007
Resolution Recognizing Cable N Advisory Committee Volunteers
Proclamation Recognizing UNC Women's Soccer 2006 NCAA
Championship
Resolution Celebrating the 25th Anniversary of Hillsborough Hog
Day
Resolution Supporting Efforts to End Human Trafficking in North
Carolina
Resolution in Support of the State Energy Office
Resolution of Commendation to the Master Aging Plan Task Force
Resolution Honoring US Navy Pre-Flight Band Reunion
Resolution Recognizing North Carolina House Speaker Joe
Hackney
Resolution Recognizing Elizabeth Mason Carter for Community
Service
Resolution Recognizing and Honoring Doctor Phail Wynn ( Durham
Tech)
Resolution Recognizing and Honoring Barbara Baker (Durham
Tech)
Resolution Recognizing Ken Chavious
2008
Resolution Recognizing and Honoring Bob Nutter
Resolution of the BOCC-The Bluffs at Moorefields �
Resolution Celebrating the Centennial of the North Carolina
Association of County Commissioners '
Resolution Support for Piedmont Regional Shar.ed Use Value
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Added Food and Agricultural Processing center
Resolution to Name the New Central Orange Senior Center for �
Mariah Ann McPherson
Resolution Remembering Eve Carson
Turkey Farm Road Bridge Resolution
Resolution Recognizing Steve Scroggs �
Resolution of Commendation for Commissioner Moses Carey Jr.
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Resolution of Recognition and Appreciation for Rebecca Clark
Proclamation Recognizing UNC Women's Soccer Championship
Resolution Honoring Central High School
Proclamation Kick Butts Day
Resolution Recognizing Gretchen Aylsworth
Resolution to Foster Genocide Remembrance
Resolution Recognizing The People's Channel for Ten Years of
Community Service
Resolution Supporting An Alternative Method of Recognizing
Veterans Status for Merchant Marine Seamen from World War II
Resolution Honoring County Manager Laura Blackmon
Resolution Official Naming of Local History Area of-the New Main
Library for Rebecca B Wall
2010
Resolution to Foster Genocide Remembrance
Resolution Naming the Central Orange Adult Day Health Program
for Florence G. Soltys .
Resolution Honoring Joe Thompson —2010 Small Farmer of the
Year
Resolution — "Coal-Free" UNC Co-generation Facility
Resolution of Recognition for Register of Deeds Joyce Pearson
A Proclamation to Honor the Community School for People Under
Six on its 40th Anniversary .
Resolution of Commendation for Commissioner Mike Nelson
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2011
. Resolution Recognizing and Congratulating the Town of Carrboro
On Its One-Hundredth (100th)Anniversary
Resolution In Support of Smart Start and More at Four