HomeMy WebLinkAboutAgenda - 06-24-2008-4jORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 24, 2008
Action Agenda ,
Item No. ~~_
SUBJECT: Minute Preparer Agreement
DEPARTMENT: Board of County PUBIC HEARING: (Y/N) No
Commissioners
ATTACHMENT(S):
Agreement
INFORMATION CONTACT:
Donna Baker, Clerk to the Board
245-2130
PURPOSE: To consider for approval an agreement between Orange County and Becky Butler
for the transcription of minutes.
BACKGROUND: Up until 1999, staff in the Office of the Clerk to the Board of County
Commissioners expended significant time and energy transcribing and preparing written
minutes for various meetings, mostly for the Board of County Commissioners' meetings., During
the budget process in 1999, the County. Commissioners decided to outsource minute
preparation. During the past 9 years, this has definitely enhanced efficiency in the BOCC
department as the number. of BOCC meetings has increased dramatically over the years and
the minute transcriber (who many times is requested to provide verbatim minutes) has become
an invaluable asset to transcribe meeting information in an quick and efficient manner, so that
the Clerk may present the minutes for BOCC approval and thus to the community for public
review/consumption.
FINANCIAL IMPACT: Funding is included in the budget for the Clerk's office.
RECOMMENDATION(S): The Manager recommends that the Board approve the agreement
and authorize the Chair to sign on behalf of the Board.
AGREEMENT BETWEEN
COUNTY OF ORANGE
AND
BECKY BUTLER
NORTH CAROLINA
ORANGE COUNTY
This agreement made and entered into the 1st day of July, 2008 between the County of
Orange, for it's County Commissioner's Office, hereinafter referred to as "County", and Becky
Butler hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the
Orange County Commissioners.
Terms of agreement
The Agreement shall commence on July 1, 2008 and shall continue through June 30,
2010.
County Responsibilities:
1. County will provide cassette tapes/cd's and draft notes of County Commissioner
meetings for which minutes are to be prepared to Contractor within one day following
meeting.
2. County will pay invoice for services within 15 days of receipt.
Contractor Responsibilities:
1. Contractor will submit draft minutes of meetings to the Clerk to the Board of County
Commissioners within twelve days of meeting date.
2. Minutes will be prepared using MSWord, in a version that shall be compatible with that
currently being used by County. Minutes shall be submitted on disk or electronically to
DBakera~.co.oranpe.nc.us (for Commissioner minutes).
3. Contractor shall invoice County for $95 per recorded hour of tape upon completion of
draft minutes for the period July 1, 2008 through June 30, 2009 and $100 per recorded
hour of tape for the period July 1, 2009 to June 30, 2010. Invoices for Commissioner
minutes shall be sent to Clerk to the Board. County will make payment within 15 days
from receipt of invoice from Contractor.
Independent Contractor
The contractor is an independent contractor and not an employee as defined in N.C.G.S.
Section 97-2(2). The contractor will therefore not be covered by worker's compensation
insurance provided to County employees by Orange County. The contractor understands that
she is an independent contractor and agrees that no worker's compensation insurance
coverage is provided through this agreement.
Termination
Either party may terminate this agreement upon 30 days written notice to the other
pa~Y•
Notice
Notice is deemed to have been properly given when written notice is mailed or hand-
delivered to:
For County:
Orange County
Donna Baker, Clerk to the Board
PO Box 8181
Hillsborough, NC 27278
Contractor:
Add name and address here -
Barry Jacobs, Chair Contractor
Orange County Board of Commissioners
DATE:
Donna Baker, Clerk to the Board
0
Witness
This instrument has been pre-audited in the manner required by the focal Government Budget
and Fiscal Control Act.
Gary Humphries, Finance Director