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HomeMy WebLinkAboutAgenda - 01-16-1997 - 4 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: January 16, 1997 Action Agenda Item No. SUBJECT: Capital Needs Advisory Task Force Appointments DEPARTMENT: County Manager/Budget PUBLIC HEARING: (Y/N) BUDGET AMENDMENT: (Y/N) ATTACHMENT(S): INFORMATION CONTACT: Proposed Memorandum of Agreement Rod Visser, ext 2308 Charge to Capital Needs Advisory Task Force Sally Kost, ext 2151 Task Force Applications (under separate cover) TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To make appointments to the Capital Needs Advisory Task Force and to approve a facilitator to assist the Task Force in completing its work. BACKGROUND: At the December 7, 1996 annual planning and goal-setting retreat, the Board of Commissioners approved the composition of, and charge to, the Capital Needs Advisory Task Force, The Board also indicated its intention to appoint Task Force members and a facilitator at the January 16, 1997 work session. The composition of the Task Force was to include three individuals nominated by the Orange County Board of Education,three individuals nominated by the Chapel-Hill Carrboro Board of Education, one individual nominated by the Orange County Recreation& Parks Advisory Council, and six to eight at-large members selected by the Board of Commissioners. OCS and RPAC nominations are included under separate cover with the applications of individuals willing to serve as at-large Task Force members. CHCCS nominations are scheduled to be made at the January 16 meeting of the Chapel Hill-Carrboro Board of Education. The Board may wish to appoint Task Force members at-large to include several Commissioners, and round out the Task Force by making appointments from among the applicants. The Board may also find it helpful now to appoint a Chair for the Capital Needs Advisory Task Force,to assist in preparations for the first Task Force meeting, which would likely take place during the last week of January or first week of February. Staff have met with Andy Sachs of the Dispute Settlement Center(DSC) to explore the possibilities of his serving as process facilitator for the Capital Needs Advisory Task Force. DSC has drafted the proposed memorandum of agreement for consideration by the Board of Commissioners. 2 RECQMMENDATIQN(S): The Manager recommends that the Board make appointments to the Capital Needs Advisory Task Force; designate a Task Force Chair, and approve the general content of an agreement with the Dispute Settlement Center to facilitate the Capital Needs Advisory Task Force process, authorizing the Manager to sign the agreement subject to final review by the County Attorney. Proposed Memorandum of Agreement Between Orange County and the Orange County Dispute Settlement Center (DSC) 1. DSC will provide facilitation services to the Capital Needs Advisory Committee from January 15, 1997 through April 15, 1.997. 2. During Committee meetings and in planning for Committee meetings, DSC will assist the Chair of the Committee, the County Finance Director and Committee members to ensure that Committee discussions and decision making are collaborative, well-focused, supported by appropriate and clearly understood procedures, and inclusive of all Committee members. As a third- party neutral, DSC will not provide its opinions or any substantive expertise on the topics under discussion. The County will provide DSC with all relevant information necessary for DSC to fulfill its role. 3. The County will provide for all project logistics and materials, including adequate meeting facilities, flip chart paper, masking tape, magic markers, refreshments, name tags, photocopying, and notices to participants. 4. In consideration for DSCs services described herein, the County will pay DSC $70 per hour per person for time spent by DSC on all activities necessary for this project, including overall project planning and the planning, preparation, facilitation and follow-up for meetings conducted as part of this project. The County and DSC estimate that DSC will spend no more than 100 hours on this project and that the personnel costs for Committee facilitation will be no greater than $7,000. 4 5. In addition to the personnel costs described above in item #3, the County will reimburse DSC for any out of pocket and travel expenses incurred as a necessity for this project, including for example meeting supplies, long distance telephone calls, postage, photocopying, meals, and automobile mileage at the rate of$ 31 per mile. 6. Each month, DSC will invoice the County for all costs incurred on this project during the previous month. The County will pay or contest the invoice within 10 days of receipt. Both DSC and the County agree to make every effort to resolve all contested invoices within 14 days. 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. 7. DSC agrees to designate Public Disputes Program Coordinator Andrew M. Sachs as the lead contact for this project. The County agrees to designate as project manager and liaison with DSC upon signing of this agreement. 8. In consideration for providing the County with the services described herein, the County agrees to hold DSC,, its employees and volunteers completely harmless and without legal and financial responsibility to the County. The County will not involve DSC, its employees or volunteers in any adversarial proceedings, including court or administrative proceedings. The County agrees not to subpoena or compel DSC, its employees or volunteers to be called as witnesses to testify in any court or administrative action involving any of the issues associated with this project. 9. Both DSC and the County acknowledge that should disputes emerge during or after the period of this agreement each will 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 arbiter. 10. DSC seeks to raise the awareness of its presence, mission and activities in this community, and so requests that the fact of its participation in and/or contributions to this project be mentioned where appropriate in information about this project that the County develops and provides to public officials, the general public and the news media. 11. any modification to this agreement must be written and signed by both parties. Accepted by: Date Frances W. Henderson Executive Director Dispute Settlement Center Date John M. Link, Jr. Manager Orange County,North Carolina 6 Charge to the Capital Needs Advisory Committee The purpose of the Capital Needs Advisory Committee is to recommend to the Board of County Commissioners elements and size of the proposed November 1997 bond referendum for schools and county projects. This includes: School Projects 1. Review the needs for new schools in the ten year Capital Improvements Plan as identified by the Orange County Schools and Chapel Hill/Carrboro City Schools. 2. Familiarize itself with the current long-range school capital funding plan approved by the Board of Commissioners at the October 15, 1996, meeting. 3. Confirm the need for, and timing of, new school construction projects, considering current and projected student populations. County Projects 1. Review the capital needs recommended by the County Manager for the 1997-2007 Capital Improvements Plan and follow any priorities identified by the Board of Commissioners. 2. Identify the need for and the timing of county capital projects, including those for parks and recreation. The work of the committee is to be completed by the first week of April, 1997. The Board of County Commissioners may suggest some financial guidelines for the Committee to follow.