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HomeMy WebLinkAboutAgenda - 03-18-1997 - 9e 1 i ORANGE COUNTY BOARD OF COMMISSIONERS Action Agenda Item No. ACTION AGENDA ITEM ABSTRACT Meeting Date: March 18, 1997 SUBJECT: Agreement Renewal/Status Report-Automated Information and Referral System DEPARTMENT: Manager's Office PUBLIC HEARING: (Y/1S) BUDGET AMENDMENT: (Y/N) ATTACHMENT(S): INFORMATION CONTACT: Status Report Albert T. Kittrell,Assistant County Manager Agreement TELEPHONE NUMBERS: --ext. 2300 Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 227-2031 PURPOSE: To renew agreement with Triangle United Way for Automated Information and Referral Services and receive a status report on the project. BACKGROUND: In August 1995,the County entered into an agreement with the United Way of Greater Orange County to develop a county-wide automated I&R system for human services agencies and provide ongoing administration. The Partnership for Young Children(Smart Start) awarded$50,000 and the County contributed$40,000 for start-up and ongoing administration through June 30, 1996. In January 1996,the United Way of Orange, Wake and Durham Counties consolidated to form the Triangle United Way. In March 1996,the Automated I&R became operational and officially named the"Orange Resource Connection". From May 1996 to September 1996 staff turnovers and reassignment of duties among the personnel of the new Triangle United Way created service gaps during this period. Since October 1996 new United Way staff has begun an intensive effort to eliminate all service gaps and improve the system. In June 1996,the Partnership for Young Children approved$19,720 and the County allocated$31,000 to the Triangle Unite:Way for administration of Orange Resource Connection during the 1996-97 fiscal year. An agreement with the Triangle United Way was not executed in June 1996 because of the staff turnovers at the United Way. County funds have not been disbursed to the United Way for this fiscal year. Tom Dugard, President,Triangle United Way and Bill Norcross I&R Coordinator will present the status report and discuss the agreement renewal. RECOMMENDATION(S): The Manager recommends that the Board approve the agreement with the Triangle United Way for the administration of the Orange Resource Connection for Fiscal Year 1996-97. 2-- 'ORANGE RESOURCE CONNECTION Fact Sheet What does Orange Resource Connection (ORC) do? • Provides a central telephone service which responds to inquiries from the general public, agencies and professionals. • Maintains and updates a comprehensive information database on existing community services. • Ensures maximum access to the necessary information through other avenues such as a "Directory on Disk°, printed directories, Internet access, etc. • The single main objective of information and referral services is to connect people in need to services that may be able to assist them. • In Orange, 1&R has additional component of software management and technical support for over 40 agencies in the community with copies of IRis software containing the information and referral database. What are the Benefits of having Orange Resource Connection? • Anyone can call Orange Resource Connection directly to find out about information. • Anyone can access the information from the Orange County Library in Hillsborough. • Over 50 community service agencies have the same information about community resources. • Installation, education, and training is provided to the agencies by Orange Resource Connection at no charge. • Anyone can access the database on the intemet. What is the history of Orange Resource Connection? • Developed under direction of Orange County Manager's Office and Partnership for Young Children in conjunction with Project Team comprised of public and private human service agencies, business, United Way and community at large. • Manager's Office requested that United Way take over day to day management of the program in fall of 1995. • During the months of May-October 1996, there were gaps of service due to staff turnover. Orange Resource Connections phone line was forwarded to First Call Wake (Information & Referral line for Wake County) during these times. How does the information line work? • Phone lines began operating in April 1996. • Trained operators answer the phone during the hours of 8:30am-5pm, Monday-Friday. • A recorded message is in place for people to leave their name and number for follow-up return calls; and the message provides an emergency phone number in case the caller is in a crisis. What capabilities do you have by using a database for the community resources? • Able to put the IRis program in the agencies that need client tracking, produce statistical reports, with a component of information and referral. • Create a read-only version of the community resources for information and referral only. • Distribute updated resources to these agencies by computer disks. • Produce a hard copy Directory. • Generate specialized Directories of services for interested groups like youth, elderly, or health related programs. Where is the information? • The read only software is placed in 30 community agencies including public libraries; while the full blown version of IRis is in 18 agencies. • Information database accessilgle through Internet at http://smartage.sowo.unc.edu:100/orange/ What kind of technical support do the agencies have? 3 • There is a user group meeting for agencies with interactive software conducted every 3 months. +' This gives them the opportunity to discuss hardware and software barriers of using the database effectively. Participants were enthusiastic about potential software offers them. • Since October 1996, Coordinator has visited 16 agencies to provide technical support and training. • Correspondence was provided to the 40 plus participants to introduce the new coordinator and offer available assistance. What kind of marketing has been done to inform the public about this service? • Distributed over 30,000 brochures and hundreds of posters featuring Orange Resource Connection, First Call Durham, and First Call Wake throughout Triangle. • Information about Orange Resource Connection is included in United Way newsletters sent to over 2,000 employers participating in the United Way Campaign. • Orange Resource Connection was included in radio advertising placed on G105 and FOXY 107/104 shortly before Christmas. • Additional exposure through cooperation with Straight Talk. • Radio interview about Orange Resource Connection was conducted on WCHL in February. • Free advertisement about ORC will be in the"Voice of the Town Find It Guide" being distributed in March. What is the work plan for the next 6 months? • Regularly scheduled meetings with the Coordinator and a County representative every other month. A status report is provided in these meetings. • Updating database information in preparation for merging information from three counties (Orange, Durham and Wake) by May 1, 1997. • Continue site visits to agencies with access to IRis, and provide quarterly group training opportunities. • Publish hardcopy directory--the Orange Book. • Identify additional agencies which may benefit from on site access, particularly those receiving funding from the Partnership for Young Children and Orange County. • Exploring and implementing cost efficiencies such as consolidating phone services while maintaining locally oriented training and technical support. What is the Advisory Committee for ORC? • A project team provided initial guidance and oversight to the program. • This month, an Advisory Committee will be in place with representatives from Orange County Government, non-profit agencies, the United Way Board of Directors and staff. The Advisory Committee will meet bi-monthly,with user group meetings to take place on the alternate months. Who are the partners in Orange Resource Connection? • Start up and operating funds were provided by Orange County Government and Orange County Partnership for Young Children. The Triangle United Way provided in-kind services. • Current year operating expenses were provided as follows: Orange County Government, $31,000 (45%); Orange County Partnership for Young Children $20,000 (29%); United Way of Greater Orange County $18,000 (26%). For additional information and comments please contact: Karen Polk, I&R Director, 460-3979 ext. 251 Bill Norcross, Coordinator ORC, 933-6371 � 4 t� AGREEMENT BETWEEN ORANGE COUNTY GOVERNMENT AND UNITED WAY OF GREATER ORANGE COUNTY Introduction and Contract Purpose This agreement is entered into between Orange County Government and United Way of Greater Orange County for the purpose of continuing the development and implementation of a comprehensive information and referral (I&R)service named Orange Resource Connection. The service is available to public and private,non-profit agencies and the general public in Orange County. As the agency identified by Orange County Government as the most appropriate to administer the information and referral service,United Way of Greater Orange County has completed the first implementation phase of the project. Forty-eight agencies have on-site access to the information and referral database,and have received training on its use. CD9 The County agrees to provide United Way of Greater Orange County with funding in the amount of$31,000 to assist with the annual operating budget for the period July 1, 1996-June 30, 1997. Responsibilities United Way of Greater Orange County will: 1) Hire,train and supervise all staff for Orange Resource Connection. 2) Recruit representatives from appropriate County agencies to sit on an Advisory Committee that will oversee the overall operation of Orange Resource Connection. 3) Submit progress reports to the Advisory Committee. The Committee shall consist of representatives from County,private,non-profit agencies and the Towns of Carrboro and Chapel Hill. Orange Resource Connection will be responsible for convening these meetings. 4) Provide office space and equipment for I&R staff. 5) Develop ongoing training for public and private,non-profit staff in use of the I&R system. 6) Work with Orange Resource Connection to continue to identify appropriate sites for locating the information and referral database. 7) Document all expenditures for the I&R services and submit annual or as requested,detailed accounting reports for grant moneys received from Orange County. 8) Conduct periodic evaluations of the I&R service, including statistical data and community needs assessments. 9) Conduct promotion,public relations,advertising and marketing to increase and maintain public awareness of I&R services. 10) Work with public and private,non-profit agencies to identify gaps in service delivery and assist in redirecting efforts to improve service delivery. Timeline This agreement becomes valid upon signature by both parties. Financial agreement and all other agreements in this document will continue through June 30, 1997 when the County will assess the I&R for future funding. Authorized Signatures Orange County Government Date United Way of Greater Orange County Date