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Home My WebLink About1996 NS Facilitation Contract - Dispute Settlement Center -Shaping Orange County's Future- 3 ti Proposed Memorandum of Agreement Between Orange County(the County) and the Orange County Dispute Settlement Center(DSC) 1. DSC will assist the "Shaping Orange County's Future Task Force" in developing a countywide vision for quality growth and community building by providing the following services: Planning and facilitation of a retreat to be held on the evening of Friday,November 15, 1996 and all day on Saturday,November 16, 1996, at which Task Force members would develop the capacity to work as a team, conduct effective meetings and operate under effective consensus-based procedures. Planning and facilitation of Step 6 in the "Shaping" process, through which Task Force members would generate ideas for addressing critical issues, evaluate those ideas and develop preliminary recommendations for community action. Planning and facilitation of an Assembly of Governments meeting at which elected officials from the county and municipal governing boards will deliberate and determine the jurisdictions'joint commitment to the Task Force's recommendations. Meeting facilitation, mediation, process and meeting design, and citizen participation activities as needed over the course of the "Shaping" process. 2. The time period for this contract shall be from September 17, 1996 to June 30, 1999. 3. The County will provide for all project logistics and materials, including adequate meeting facilities, flip chart paper, masking tape, magic markers, refreshments, meals, name tags, photocopying, and notices to participants. 4. In consideration for DSC's services described herein,the County will pay DSC $70 per hour per person for time spent by DSC on all activities necessary for this project, including overall project planning, and the planning, preparation, facilitation and follow-up for any'meetings, retreats and trainings conducted as part of this project. 5. In addition to the personnel costs described above in item#3, the County will reimburse DSC for any out of pocket and travel expenses incurred as a necessity for this project, including for example meeting supplies, long distance telephone calls, postage, photocopying, meals, and automobile mileage at the rate of$ .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 4 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 David Stancil, Orange County Planning Department, 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 a 5 Estimated Costs Desim anti =aration for kick-off retreat_ S1,260 Meet and consult with Steering Committee prior to retreat, $630 Backe~ Cassilly and Allen 3 hrs each @ S70/how. -Sachs~ pro bono Draft Retrear Pkm for Steering Committee review and comment $350 S hrs @$701hr Revise Rem PI=based on Steering Committee comment $280 4 hrs @ S701hr Photocopy/Distribution No direct cast('jurisdictions provide) Facilitation ofkickoffretreat 53,890 Provide retreat lead won and training team. $3,360 Sarkis; Cassilly and Allen 2 nays @$560 1day per person Gokboan pro bow Provide small group imitators and assistants, as needed DSC vohatteers provided to project pro bona Prepare re neat summary report and submit to Steering Committee. $280 4 hrs(a3$70 Meeting Facilities No Bred cast(Homesmad Center) Retreat Meals and Refreshments $200 Equipment/Supplies $100 Photocopy/Distribution No&rect car ffiri=ctiwrs provide) Assess interim stxhis of rrocess- Design Step 6_ 51,120 Review Task Force mim from previous meetings and other interim do=nents. Observe final meeting of Step 5. Meet with Steering Cow, Develop Step 6 process Plan. Sachs: 2 darys @$560 Photoco"Mistributiom No&ect cast&Oiydiedoas provide) Facflitatien of Stan 6_ S7,560 Poor xnwltations with Steering Committee as needed. Draft meeting plans for each meeting. Review documents and prepare dip charts, as needed. Facilitate meetings. Follow-up consultations with Steering Committee and Task Force®embers as needed. Sachx 9 mays @$560 a 11 Co-facilitator, 9 days @$280 6 Small group facflitators, as needed Pro bono. Photocopy/Distribution. No direct cast(jurisdictions pravide) Desi y of Governments meeting_ S1.684 Review minutes of community and Task Force meetings and other interim documents. Meet with Steering Committee. Consult with officials, as needed Develop Meeting Plan Sachs, 3 days @$560 Photocopy/Distn'butioa No direct cast(jurisdictions provide) Facilitation of AR-gembly of Governments meeting. S560 Sachs and co-facilitator, 112 day each @$560 each per day Conti =Gy As noted in the REP,the potential exists for additional facilitated meetings over the course of this project For example, there might be a need for one or more facilitated community meetings at which members of the Task Force would receive citizen input. Although not envisioned in the RFP,we think it possible that the Task Force will want to use facilitators at one or more of its sessions during Steps 3,4 or 5. It would be prudent to plan for such contingencies. .r As a local resource,DSC can be available for consultations and facilitation to this process on an as-needed basis. To provide for predictable cost estimates over the course of this 30-month project,we propose to charge$70.00 per hour per person for up to two co- facilitators and $20 per hour for any small group moors needed as a contingency . . under this project. Planning,preparation and follow-up time would be included in all calculations of costs to the project in addition to time spent by&cilitators in meetings. In addition,DSC would be compensated by the sponsoring jurisdictions for any necessary out of pocket expenses. 12