HomeMy WebLinkAboutAgenda - 02-06-1995 - VIII-I ORANGE COUNTY 1
BOARD OF COMMISSIONERS
Action Agenda
Item No.
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 6. 1995
SUBJECT: Community-Based Public Health Initiative (CBPHI) , Year Three Grant
DEPARTMENT: HEALTH PUBLIC HEARING: Yes X No
ATTACHMENT(S) : INFORMATION CONTACT:
HEALTH DIRECTOR'S OFFICE X2411
Agreement between UNC-CH and
the Orange County Health Department TELEPHONE NUMBER:
for Year Three Funding of the Hillsborough - 732-8181
CBPHI Project. Chapel Hill - 968-4501
Mebane - 227-2031
Durham - 688-7331
PURPOSE:
To approve the contract between the University of North Carolina-Chapel Hill
(UNC-CH) and the Orange County Health Department (OCHD) to fund year three of
the Community-Based Public Health Initiative (CBPHI) . The aim of this program
is to improve the health of African-American members in the Efland-Cheeks and
Cedar Grove communities; and to strengthen the capacity of community-based
groups to assess and address their own unique health related problems.
BACKGROUND:
The Orange County Board of Commissioners have approved the first two years of
funding of this contract on May 18, 1993 and December 6, 1993. A full report
to the Board of Commissioners is planned for the March 8, 1995, meeting in
Efland which will address the outcomes achieved, the degree of community
involvement and the plans for continuation funding after the grant from
Kellogg is completed in April, 1996.
Since the project began, the project has been governed by a coalition
representing UNC-CH, OCHD, the Joint Orange-Chatham Community Action Agency
(JOCCA) , Piedmont Health Services (formerly known as the Orange-Chatham
Comprehensive Health Service) , the Cooperative Extension Service and three
grass-roots community based organizations, the Efland Development Association,
the Cheeks Homeowners Association and the Low Income Policy Advisory Council
of JOCCA. The coalition has employed a full-time project director and a half-
time Office Assistant, who have worked with the coalition to accomplish three
major objectives. First of all, communities groups from Efland-Cheeks and
Cedar Grove have completed a ten week leadership development program called,
"Community Voices" . The communities identified two problems they wanted to
start on immediately. Secondly, in Efland, teen pregnancy was identified as
a top priority problem which was sought to be overcome by developing a teen
involvement project called, "Teens In Power" . This has been organizing
activities for teens in their community for over a year and a half.
2 •
Thirdly, the Cheeks Homeowners Association identified heavy drug traffic as
the major problem in their community. Nighttime drug patrols were organized
by the coalition Using volunteers from the community, CBPHI's staff members
and with the assistance of the Sheriff's Department. Three of five identified
drug houses have been closed and community members are feeling safer.
Objectives for project year three will include:
1. Identifying and training ten natural helpers from the community,
using the Community Health Advocacy Program (CHAP) model.
2 . Using a supplemental grant from the Kellogg foundation to hire a
temporary part-time coordinator for the Teens In Power program.
3. Implement strategies developed by the Community Voices groups during
year two.
4. Implement health careers component focusing on educational
programming for the teen population.
The enclosed contact, in the amount of $93,884 plus $9, 111, carryover from the
current year, totals a $102,095. This amount assures funding of the program
through September 30, 1995, with no matching county funds required. Attached
to the contract is a program plan which outlines, further, the goals and
objectives of the project for year three.
RECOMMENDATION(S) : The Manager recommends that the contracts be approved and
the chair authorized to sign.
3
THE UNIVERSITY OF NORTH CAROLINA
AT
CHAPEL HILL
Office of Contracts&Grants The University of North Carolina at Chapel Hill
Area Code 919: 966-3411 Campus Box#1350,440 W. Franklin St.
FAX 919:962-5011 Chapel Hill, NC 27599-1350
December 6, 1994
Daniel B. Reimer, Director
Orange County Health Department
300 W. Tryon St.
P.O. Box 8181
Hillsborough, NC 27278
RE: LTNC Account No. 5-40574
Kellogg Year 03
Dear Mr. Reimer:
Please find enclosed two (2) copies of the above referenced Agreement which have been
executed on behalf of UTNC-CH.
Please obtain the necessary signatures and return one(1)fully executed copy to me for
our files. All correspondence pertaining to this subcontract should reference the UNC
account number cited above.
Thank you for your cooperation.
Sincerely,
Donald M. Wood, Ph.D.
Contract Specialist
DMW/eme
cc: Lechelle Wilson
An Equal Opportunity/Affirmative Action Employer
4
UNC Acct. No. 5-40574
Project Year 03
AGREEMENT
Between
THE UNIVERSITY OF NORTH CAROLINA AT CHAPEL HILL
(hereinafter referred to as UNC-CH)
and
ORANGE COUNTY HEALTH DEPARTMENT
(hereinafter referred to as SUBGRANTEE)
WHEREAS, UNC-CH has been awarded a grant from the W. K. Kellogg
Foundation for the Development of Community Based Public Health in North Carolina
and WHEREAS the Foundation has given its approval for SUBGRANTEE'S participation
in this work;
NOW THEREFORE, the parties mutually agree as follows:
ARTICLE 1. STATEMENT OF WORK
The work performed under this agreement shall be in accordance with the
SUBGRANTEE's proposal attached herewith as Exhibit A.
ARTICLE 2. PERIOD OF PERFORMANCE
The work under this agreement shall be performed during the period October 1,
1994 through September 30, 1995. No costs shall be incurred under this
agreement prior to the start date nor subsequent to the termination date. The
period of performance may only be extended by mutual written agreement of the
parties.
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ARTICLE 3. COMPENSATION
In consideration of the SUBGRANTEE'S performance, UNC-CH shall
compensate the SUBGRANTEE in an amount not to exceed $93,884. It is agreed
between the parties that the above-referenced sum shall represent the total amount
of this Agreement, except that such amount may be amended in writing by mutual
written agreement of the parties. The amount set forth above will cover direct and
indirect costs of the work, as detailed in the attached budget which becomes a part
of this Agreement as Exhibit B. If it becomes necessary during the normal conduct
of project operations to transfer funds within and/or across budget categories in
order to pay for unanticipated project expenses other than equipment costing more
than $1,000, SUBGRANTEE may do so by providing written notification, within
30 days of the transfer, to the Principal Investigators:
Drs. Janice Dodds/Eugenia Eng
c/o Jacqueline Wynn, Project Coordinator
Department of Public Health Practice
University of North Carolina at Chapel Hill
CB#7400, Room 261, Rosenau Hall
Chapel Hill,NC 27599-7400
Any unexpended cash funds remaining from the UNC-CH payment at the close of
each project year will be deducted from the payment for each successive year,
unless a written request for carry-forward of such funds is submitted with the
annual financial report and approved by UNC-CH. If approved, SUBGRANTEE
will submit a revised successive year budget including the carry-forward funds
within 10 days of notification of approval. Approval of such requests by UNC-CH
is contingent upon approval by the Kellogg Foundation.
ARTICLE 4. PAYMENT
The SUBGRANTEE shall be awarded a payment of$93,884, less any
unexpended prior year funds, within 30 days of receipt and approval by UNC-CH
of the prior year final financial report as specified in Article 3 herein, and receipt
of the fully executed agreement for the current year. If any unexpended funds
remain from the prior year and carry-forward is requested and approved, this
agreement will be amended to reflect such approved amount. The additional
funds will be paid within 30 days of full execution of the amended agreement.
2
6
ARTICLE 5. AUDIT AND RECORDS
Financial records, supporting documents and other records pertinent to this
agreement shall be retained by the SUBCONTRACTOR for a period of three
(3)years from the date of submission of the final expenditure report. Records
pertaining to audits, appeals, litigation or settlement of claims arising out of
performance of this subcontract shall be retained until such audits, appeals,
litigation or claims have been settled.
ARTICLE 6. KEY PERSONNEL
Drs. Janice Dodds and Eugenia Eng shall represent UNC-CH as Principal
Investigators and shall be responsible for overall technical matters relating to
this agreement.
Mr. Daniel Reimer shall represent SUBGRANTEE as Principal Investigator and
shall not be replaced without written notice to UNC-CH within 30 days of the
change.
S. Kent Walker, or his designee, shall represent UNC-CH as Contract
Administrator and shall be responsible for all matters relating to the
interpretation and administration of this agreement.
ARTICLE 7. REPORTS
SUBGRANTEE shall render all reasonable technical reports as described in
Exhibit C and required by the UNC-CH Principal Investigators. The
SUBGRANTEE also agrees to provide an annual report of expenditures no later
than 30 days after termination of the budget period.
Failure to submit reports described in this agreement in a timely manner constitutes
non-compliance and shall be grounds for termination of this agreement.
ARTICLE 8. LIABILITY
The SUBGRANTEE shall at all times be considered to be an independent
contractor and shall not hold himself/herself out as an employee of UNC-CH.
Each party shall be solely liable for any claims, actions, demands or damages
arising out of its performance of this Agreement.
3
ARTICLE 9. SEVERABILITY
If any provision of this Agreement or any provision of any document
incorporated by reference shall be held invalid, such invalidity shall not effect
the other provisions of this Agreement which can be given effect without the
invalid provision, and to this end the provisions of this Agreement are declared
to be severable.
ARTICLE 10. TERMINATION
This Agreement may be terminated by either party, with or without cause, by
giving thirty (30) days prior written notice. The thirty(30) day termination
period shall commence on the date of receipt of the notice by the affected party.
The SUBGRANTEE shall immediately stop all work under this Agreement on
the date and to the extent specified in the notice of termination.
ARTICLE 11. - SPECIAL PROVISIONS
UNIVERSITY NAME: The SUBGRANTEE may not use the name of The
University of North Carolina at Chapel Hill in news releases or advertising or in
other publications directed to the general public without the prior written approval
of an authorized signatory of UNC-CH.
PUBLICATIONS: All publications must cite the source of support (i.e., The W.
K. Kellogg Foundation through UNC-CH) and shall indicate that the findings,
opinions and recommendations expressed therein are those of the author and not
necessarily those of UNC-CH or The Kellogg Foundation. An advance copy of all
proposed publications shall be furnished to the University's Principal Investigator.
LIMITATIONS ON LOBBYING: Funds provided under this agreement shall not
be expended to carry on propaganda or otherwise attempt to influence legislation
or to influence the outcome of any specific public election or to carry on, directly
or indirectly, any voter registration drive.
4
8
IN WITNESS WHEREOF, the parties have caused this Agreement to be executed
as of the date first written by their duly authorized representatives.
FOR THE UNIVERSITY OF NORTH FOR SUBGRANTEE:
CAROLINA AT CHAPEL HILL:
gfot
Robert P. Lowman, "e SIGNATURE
Director, Office of Research Services (Typed Name and Title)
DATE DATE
EMPLOYER I.D. NUMBER
5
9
PROGRAM PLAN EXHIBIT A
ORANGE COUNTY COMMUNITY-BASED PUBLIC HEALTH INITIATIVE
(CBPHI)
FISCAL YEAR OCTOBER 1994--SEPTEMBER 1995
c;c�ali The overall goal of this project is to improve the health
status of African-American members in the Efland, Perry Hills,
and Cedar Grove communities of Orange County. The overall
efforts of the community-based project will be to strengthen
the capacity of the communities in identifying, assessing, and
addressing their own unique health-related problems.
Objectives:*
1. By the end of the fiscal year, the Orange County CBPHI staff
will have identified and trained ten natural helpers from the
community, using the Community Health Advocacy Program (CHAP)
model .
2. By the first of January 1995, the Orange County CBPHI staff
will have hired a part-time Teens in Power coordinator to
coordinate services for a core group of at least twenty teens
from the targeted communities. (Coordinated services will
include up-ward mobility in health careers, health education,
programs for teens, revision of Community Voices for teens,
and recreational activities and cultural programming for
teens. )
3. During the fiscal year 1994-95, the Orange County CBPHI staff
will continue meeting with the established community
individuals trained in Community Voices and potential Voices
candidates, to ensure the on-going development of community
leadership skill implementation.
4. To ensure a health careers component for 1994-95, the Orange
County CBPHI staff will meet monthly with Wake Area Health
Services staff to plan and implement educational programming
for the teen population.
5. During the fiscal year 1994-95, the Orange County CBPHI staff
will enhance project publicity in the community and solicit
involvement from community residents:
a. Community Newsletter -- to be developed
b. Community Forum -- date TBA on or before 1-31-95
6. During the fiscal year 1994-95, the Orange County CBPHI staff
will continue meeting with established community organizations
to ensure community empowerment. (Organizations to include
United Voices of Cedar Grove, the Efland-Cheeks organized
group [name TBA] , Northern Orange Low-Income Policy Advisory
Council , and the Efl and-Cheeks/Cedar Grove Family Resource
Center Steering Committee. )
Yrnfr2.,rldlliti-��nN(iF . rCrjUN 10 CN ILTTIV p 1pC1
�
t EXHIBIT B
J
/.• ^ • rFnSUNNrf,
rttl ) r'imr,
rat 1 Tint^ -1n, n0 0 . nn
Frirlc)A Itr,rt�fit:a 10, non . on
Stthl:c,ka 1 .1.2,SOU .()U
�r'l'S�lllrlF' )
$52, nOn . nn
�1• CUI'MUN
ITY PRUJF(�T S(ll'f'UIt'I•
OPPRATIUNAL EXItrIVSI S 5 0 . nn
Tr.jininry
T )nf,h„hn/ on
T,?
stt , r aFagp 1 , 143 . nn
Flt► n AS/rliIII 1 i�•a I:i rig 500 . 00
i kttr P arm Arytti.PmPnt 2' non • 00
Sublot:a ) rtr,,t-al rta )
t
"CONTRACTED SE
nvirr•.S $ 4 . 403 . on
,7nrrA
OCCIIS 24 , 74 t . on
Sub L a ) Cr,rt1: r;t, f ,.d SA t2,_5.0 Q. nU
TOTAL rvj.ceq ,337,
$93, 984 . 00
I '
91-94 CARny-ovFn
*Tt•avP l /7'ra i.h i ncf
Cnmmrrrt i l y r'llptlrtrk 1 , intl.no
1PPtt Ptri}Pr.t Coo rd. 4 , non, on
Subtotal C .G_ll•03
a r•►•y-r,Vnr
• TOTAL tto.i!E'cTEb 5 9._11.1..8.3
S t 02, 99.5.0.1
Y►�lanalLOt���
f't •,vr• 1 /Training! Jn�r,,,
�qP item f„ .
work4lrnitq t �'i .i^rte
gtrehgthertihmmnil.y field tr i
'''- ntrTtttnit:Y Sun � h laclt PQ an11
PPort ! SPPd mnP , For Faml.l Y Cohferertce)
eq�ta 1 ( } r_ommltrti
it Y ttPk wPeh t y Pro j Pt ;Fq.
(:0 v fro }ect Coord. : r Greve atd Efla Id-Cheeks
i
ded
hPlr Ruhaldi.zP
�'rnvitjn ltiri.ng .� t Pert �•PPrdi.naF_vr and hP
frfn1lQ for 1:Pen [�rogr�tm
rrtnthtiltt 1 I j,+p
arFiv, e.c; ltl 1110
• I
EXHIBIT C
F
ANNUAL PROGRESS REPORT GUIDELINES
The annual progress report from your project to the Kellogg Foundation is an important document. It is
a permanent record of what you are achieving and what you are learning in the process which can help others.
Preparing this report allows you -and the Foundation- to carefully analyze your work and the context in which
that work is being done. This analysis helps to shape future grant-making directions.
Each annual progress report should address the results of the project year just completed. The Founda-
tion does not expect a project to unfold exactly as originally planned. In fact,success is often achieved because a
project made changes. The lessons learned in making changes or from not being able to attain certain goals are
as important as the successful outcomes. We encourage you to share your successes and frustrations.
The format below is suggested as'a means of helping you to respond to the important evaluation questions
that were identified specifically for your project. Many of these questions state in general terms what your own
project has stated in specific terms. Feel free to modify this format if needed as long as substantive points are
covered for your project. Strive to be brief but complete. Each annual report should build upon the last,con-
taining just enough information from previous project years to refresh the reader's mind and to desciibe the
maturation of the project.
Project Summary (1-2 pages)
This introduction to the full report tells the reader what to expect by "setting the scene."
Succinctly restate the project's intended goals,the strategies you have undertaken to achieve them,and
the methods by which you are evaluating these efforts. Weave into this brief summary the important questions
for evaluation which were stated in your commitment letter. Note if changes have been made in any goals or
strategies.
Progress Toward Goals (2-10 pages)
This section will provide detail regarding progress toward intended goals during this grant year.
A. Outcomes (accomplishments to date)
Respond to the specific outcome- questions for your project. In addition,if not already addressed,please
consider the following:
1. Summarize your progress toward achieving the stated goals of your project.
2. Does your experience to date suggest that original expectations for achieving these outcomes
were realistic? If not,why not? How will you deal with unrealistic expectations? If-,lou have
modVied your intended outcomes,indicate the changes.
3. Have there been any unanticipated outcomes? What are they?
B. Implementation(processes and day-to-day activities)
Respond to the specific implementation questions for your project. In addition, if not already adc -ssed,please
consider the following:
I. Describe activities undertaken this year directed at each of the outcomes listed above.. and
lessons you have learned from this year's experiences.
2. If some intended activities were not undertaken,please note them and
explain why they were not pursued.
3. What problems have arisen and how are they being addressed?
4. Describe any new activities or modifications and why they were added.
5. Share other pertinent observations/accomplishments.
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C. Context(characteristics of the setting,needs of targeted groups or individuals,and external and
internal project conditions that may help or impede project success)
Respond to the specific context questions for your project. In addition,if not already addressed,please
consider the following:
I. Describe factors or circumstances (positive and/or negative) within your environment
affecting progress toward achieving goals either generally or as they relate to specific activities.
2. If your project is collaborating with other organizations or institutions,describe how these
relationships are helping or hindering your progress toward addressing needs.
Future Plans (1-2 pages)
A. List the project and evaluation activities you intend to pursue during the next project year for each
intended outcome and note whether and how they involve modifications. (This list is what you
will report on next year.)
B. What will be done this coming year to increase the likelihood that the project will be self-sustaining
by the end of the grant period?
C. What indications are there that this project can (or cannot)be adopted elsewhere?
Dissemination (1/2 page)
A. What information or evaluation findings from your project has been made available to the field
and how?
B. What plans do you have, if any,at this time for disseminating information about your project
during the next year and at the conclusion of Foundation funding?
Other (1/2 page)
A. Please list issues that you would like to discuss with your Foundation program director.
B. Attach to the annual project report any appendices which will help to clarify information
contained in the body of the report. Be selective! Do not include copies of every newspaper
article,brochure, or detailed statistical report having to do with the project. If possible,attach
a copy of the organizational chart both for the project and for its place within the greater
institutional structure.
C. Attach evaluation reports generated during the past year as appropriate if they are not contained
within your project report.
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