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HomeMy WebLinkAboutAgenda - 08-21-2007-4qORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: ,August 21, 2007 Action Agen~d-a~ q Item No. ___~ SUBJECT: Continuation Agreement with the Town of Chapel Hill for Senior Recreation Services DEPARTMENT: Aging PUBLIC HEARING: (Y/N) ~~ ATTACHMENT(S): INFORMATION CONTACT: Jerry Passmore, 245-2009 Performance Agreement with the Town of Chapel Hill PURPOSE: To consider approving a continuation agreement with the Town of Chapel Hill to provide funding in the amount of $46,700 for senior recreation programs on behalf of the Town's Parks and Recreation Department. BACKGROUND: The Town of Chapel Hill's Parks and Recreation Department has provided recreation and leisure activities for senior citizens including games, arts and crafts classes, and field trips for senior citizens. The Town operated programs in coordination with the Orange County Department on Aging that were publicized through the Senior Times and also provided .space for activities at the Chapel Hill and Northside Senior Centers. The Town of Chapel Hill's Parks and Recreation Department hired a permanent, full-time staff person to conduct the programs as well as temporary part-time help. When the permanent position became vacant in FY 1997, the Town of Chapel Hill re-assessed how it delivered recreational and leisure programming for senior citizens. As a result of the assessment, the Town of Chapel Hill .proposed transferring the senior programs to Orange County and contracting with the County to provide recreation and leisure programming at the Chapel Hill and Northside Senior Centers. The attached contract between the Town and the County would continue the funding for the permanent full-time Senior Citizen Program Coordinator position and temporary part-time help as needed for special activities, equipment, and office supplies. FINANCIAL IMPACT: Since this is a continuation of an on-going program, the Orange County Fiscal Year 2007-08 budget includes revenues totaling $46,697 from the Town of Chapel Hill. This amount offsets the costs associated with the program including salary and benefits for the Senior Center Recreation Specialist and expenses necessary to operate the program. No County costs are associated with this program. RECOMMENDATION(S): The Manager recommends that the Board approve the Agreement and authorize the Manager to sign the agreement renewal with the Town of Chapel Hill for Senior Recreation Services. a NORTH CAROLINA ORANGE COUNTY PERFORM[A1VCE AGREEMENT This Agreement made and entered into by and- between the Town of Chapel Hill, c/o Chapel Hill Parks & Recreation Department, 200 Plant Road, Chapel Hill NC 27514, hereinafter referred to as "Town" and Orange County by and for its Department on Aging, hereinafter referred to as "Department", P.O. Box 8181, Hillsborough, NC 27278 for operation of a comprehensive program targeted toward Chapel Hill and Orange County residents aged 55 years and older. WITNES SETH WHEREAS, the Department offers services for senior citizens of Chapel Hill and Orange County; and WHEREAS, the services offered by the Department will enrich the Chapel Hill community and is an eligible expenditure of Town revenues; NOW THEREFORE, in. consideration of the above and the mutual covenants and conditions hereinafter set forth, the Town and the Department agree as follows: 1. Town Support: ~ The Town will provide the Department $46,700 during the Town's fiscal year 2007-2008. The Town does not obligate itself to provide any other support to the Department this fiscal year, nor in any succeeding year. 2. Duties of the Department: The Department shall operate a comprehensive program targeted toward Chapel Hill and Orange County residents aged 55 years and older. The Department shall provide an end of year report stating what services were provided using Town funds. Iri addition the report should state both the total number of persons served and the total number of Chapel Hill citizens served. 3. Payments and Documentation: The appropriation shall be paid to the Department in one payment upon execution of this agreement aild submittal of an accurate invoice. The Department shall submit a bill to the Town for work performed under the terms of this Agreement. The Department shall bill and the Town shall pay the rates set forth Therein. Payment will be made by the Town within thirty (30) days of receipt of aai accurate invoice, approved by the contact person or his/her designee: 4. Financial Records: The Department agrees to allow the Town to inspect its financial books and records upon reasonable notice, during normal working hours. 5. Termination for Cause: In the event that the Department shall cease to exist as an organization, or shall enter bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of its assets, or shall significantly reduce its services, during the term of this Revised 11.1.06 3 Agreement, or in the event that the Department shall fail to render a satisfactory accounting as provided herein, then, and in that event, the Town may terminate this Agreement and the Department, to the extent permitted by law, will return all payments already made to it by the Town, for services which have not been provided, or of which no satisfactory accounting has been rendered. 6. Hold Harmless: The Department agrees to indemnify and hold harmless the Town of Chapel Hill and its officers, agents and employees from all loss, liability, claims or expense (including reasonable attorneys' fees) arising from bodily injury, including death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Department except to the extent same are caused by the negligence or misconduct of the Town. 7. Non-Discrimination: In matters of employment, provision of services and contracting; the Department agrees to act without regard to race, color, sex, religion, age, national origin, sexual orientation, gender identity, gender expression or handicapped status. 8. Amendments: This Agreement may be amended by mutual agreement of the Department and the Town. 9. Federal and State Le ag_1 Compliance: The Department must be in full compliance with all federal and state laws, including those on immigration. 10. Term: This Agreement, unless amended as provided herein, shall be in effect until completion of the work or until the agreement is terminated by mutual consent of both parties. 11. Entire Agreement: This Agreement constitutes the entire Agreement of the parties hereto. THE REMAINDER OF THIS PAGE WAS INTESTINALLY LEFT BLANK. 2 Revised 11.1.06 This Contract is between the Town of Chapel Hill and Orange County by and for its Department on Aging, hereinafter referred to as "Department", P.O. Box 8181, Hillsborough, NC 27278 for operation of a comprehensive program targeted toward Chapel Hili and Orange County residents aged 55 years and older. IN WITNESS WHEREOF, the parties hereunto cause this agreement to be executed in their respective names. ORANGE COUNTY by and for it's DEPART ON AGING Laura Blackmon, County Manager Attest: Donna Baker, Clerk TOWN OF CHAPEL HILL ASSISTANT/DEPUTY/TOWN MANAGER ATTEST BY TOWN CLERK: TOWN CLERK TOWN SEAL Town Clerk attests date this the day of , 20 Approved as to Form and Authorization TOWN ATTORNEY This instrument has been pre-audited in the manner required. by the Local Government Budget and Fiscal Control Act. FINANCE DIRECTOR PARKS & RECREATION DIRECTOR 3 Revised 11.1.06