HomeMy WebLinkAboutAgenda - 05-18-1993 - III-B 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. 171-8
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 18, 1993
SUBJECT: Community Health Advocacy Program (CHAP), Contract with UNC-CH and
subcontract with JOCCA and OCCHS.
DEPARTMENT: HEALTH PUBLIC HEARING: Yes X No
ATTACHMENT(S) : INFORMATION CONTACT:
1. Agreement between UNC-CH and OCHD HEALTH DIRECTOR'S OFFICE X2411
2. Subcontract between OCHD and JOCCA
3. Subcontract between OCHD and OCCHS TELEPHONE NUMBER:
Hillsborough 732-8181
Chapel Hill - 968-4501
Mebane 227-2031
Durham 688-7331
PURPOSE: To authorize the signature of a contract between UNC-CH and the Orange
County Health Department as well as subcontracts between the Orange County Health
Department, JOCCA and OCCHS.
BACKGROUND: The Community Health Advocacy Program (CHAP) is designed to improve
the health of minority populations in targeted communities. The Orange County
Board of Commissioners, on January 19, 1993, voted to: (1) accept the grant funds
from the Kellogg Foundation, via the UNC School of Public Health, to develop a
Community Health Advocacy Program (CHAP), (2) establish time limited positions
for a full time Health Educator I and a half-time office assistant, and (3)
authorize Orange County to enter into subcontracts with JOCCA and OCCHS.
The attached documents have been developed by the Kellogg Steering Committee
which includes, among others, representatives from UNC-CH, Gloria Williams,
representing JOCCA, Moses Carey, representing OCCHS, and Daniel B. Reimer,
representing the Orange County Health Department. These documents establish the
Orange County Health Department as the fiscal agent for the orange County
coalition. Subcontracts are provided to JOCCA and OCCHS to assure their
participation in a coalition which also includes OCHD, the Cooperative Extension
Service and representatives from two grass roots community based organizations.
The Orange County Board of Commissioners, on February 16, 1993, adopted a grant
project ordinance with initial funding of $52,820 dollars for the first year
ending September 30, 1993. The attached agreements will enable the Orange County
Health Department to receive these funds and disperse them to JOCCA and OCCHS.
RECOMMENDATION(S): The Manager recommends that the contracts be approved and
the Chair authorized to sign.
UNC Acct. No. 5-47825 •
DATE
ITEM
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,
1993 through September 30, 1994. 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.
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
do 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
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
•
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:
e,„ Robert P. Lowman, Ph.D. Moses.Carey, Jr. , Chair
Director, Office of Research -rvic,s
--firange: County`Board
of Commissioners
34 9 /21/3/93
DATE DATE ..
•
56-6000327
EMPLOYER I.D. NUMBER
5
23
STATE OF NORTH CAROLINA
ORANGE COUNTY
AGREEMENT
BETWEEN
ORANGE COUNTY HEALTH DEPARTMENT
(hereinafter referred to as OCHD)
and
JOINT ORANGE CHATHAM COMMUNITY ACTION AGENCY
(hereinafter referred to as JOCCA)
WHEREAS, OCHD, has been entered a contract with UNC-CH to
serve as lead agency in implementing the goals of the W. K.
Kellogg Foundation Community Based Public Health Project in Orange
County, North Carolina; and
WHEREAS, the services of JOCCA are needed to achieve these
goals
NOW THEREFORE; the parties mutually agree to enter a contract
on the following terms:
Article 1. Statement of Work
A. JOCCA shall perform the following services under this
agreement:
1. Serve as a member of the Orange County Coalition
and as a member of the North Carolina Community-Based
Public Health Initiative Steering Committee. Attend
all coalition, steering committee and community based
meetings .
2 . Serve as advocate for neighborhoods and communities to
facilitate communication, cooperation and problem solving
related to the project' s goals and objectives and overall
health care issues.
3. Facilitate the involvement of existing local
community-based organizations, stimulate the
formation of new ones for initiating grassroots
solutions to community problems.
4 . Organize the annual assessment forum and communicate
the results to all coalition partners.
5. Serve as a member of team responsible for training
Community Health Advocates on issues related to JOCCA
and its programs and services.
6. Provide technical services to coalition and
community groups in the areas of community organization
needs assessment, planning, grant writing, and so forth.
AGREEMENT Between Orange. County Health Department
and Joint Orange Chatham Community Action Agency
Page 2 of 4
Article 2. Period of Performance
The work under this agreement shall be performed during the
period of October 1, 1992 through September 30, 1993 . 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.
Article 3 . Compensation
A. In consideration of the JOCCA' s performance, OCHD shall
compensate JOCCA in an amount not to exceed $15,495. 00 . 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 Attachment A. JOCCA
must notify OCHD of all transfers between and/or among line items
within 30 days of occurrence.
B. Any unexpended cash funds remaining from the OCHD payment at
the close of each project year will be deducted from the payment
for each successive year, unless written request for carry forward
of such funds is submitted with the annual financial report and
approved by OCHD. If approved, JOCCA will submit a revised
successive year budget including the carry-forward funds within 10
days of notification of approval. Approval of such requests by
JOCCA is contingent upon approval by UNC-CH and the Kellogg
Foundation. The continuation of this agreement is contingent upon
funds available from UNC-CH for its support.
Article 4. Payment
JOCCA shall be awarded a payment of $15,495 . 00 within 30 days
of receipt the quarterly progress report for the period October 1,
1992 to December 31, 1992 .
Article 5. Audit and Records
Financial records, supporting documents and other records
pertinent to this agreement shall be retained by JOCCA for a
period of three years from the date of submission of the final
expenditure report.
AGREEMENT Between Orange County Health Department
and Joint Orange Chatham Community Action Agency
Page 3 of 4
Article 6. Reports
JOCCA shall render all reasonable technical reports as
described in Attachment B and required by JOCCA. 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 7 . Liability
JOCCA or its staff shall at all times be considered to be an
independent contractor and shall not hold himself/herself out as
an employee of OCHD. Each party shall be solely liable for any
claims, actions, demands or damages arising out of its performance
of this Agreement.
Article 8. 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 9. 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. JOCCA shall
immediately stop all work under this Agreement on the date and to
the extent specified in the notice of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed as of the date first written by their duly authorized
representatives.
ORANGE COUNTY JOINT ORANGE CHATHAM COMMUNITY
HEALTH DEPARTMENT ACTION AGENCY
;
fig Af
_h
Daniel B. Reimer, Health Director oria M. Y4lliams, Executive
Director
7///q--3
Date Date
ORANGE COUNTY FINANCE DIRECTOR
"This instrument has been pre-audited
in the manner required by the Local
Government Budget and Fiscal Control
Act.
Ze°4
Oran4qe County Finance Director
G- 3D- 5.7
Date
Chair Orange County Bo- d
Commissioners
5" 23' 5,3
Date
r
L"'7f~
STATE OF NORTH CAROLINA
ORANGE COUNTY
AGREEMENT
BETWEEN
ORANGE COUNTY HEALTH DEPARTMENT
(hereinafter referred to as OCHD)
and
ORANGE CHATHAM COMPREHENSIVE SERVICES, INC.
(hereinafter referred to as OCCHS)
WHEREAS, OCHD, has been entered a contract with UNC-CH to
serve as lead agency in implementing the goals of the W. K.
Kellogg Foundation Community Based Public Health Project in Orange
County, North Carolina; and
WHEREAS, the services of OCCHS are needed to achieve these
goals
NOW THEREFORE; the parties mutually agree to enter a contract
on the following terms:
Article 1. Statement of Work
A. OCCHS shall perform the following services under this
agreement:
1. Serve as a member of the Orange County Community Based
Public Health Project Steering Committee.
2 . Provide staff liaison between the communities served and
the health center operated by OCCHS and between the
communities served and other institutional health care
providers as necessary.
3. Serve as advocate for neighborhoods to facilitate
communication, cooperation and problem solving related to
primary care health issues.
4 . Serve as a member of team responsible for training
Community Health Advocates on issues and resources
related to primary care.
5 . Provide technical services to coalition and community
groups in the following areas: community organization,
needs assessment, planning, grant writing, and
information concerning primary health care issues.
AGREEMENT Between Orange County Health Department
and Orange Chatham Comprehensive Health Services, Inc.
Page 2 of 4
Article 2. Period of Performance
The work under this agreement shall be performed during the
period of October 1, 1992 through September 30, 1993 . 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.
Article 3 . Compensation
A. In consideration of the OCCHS ' s performance, OCHD shall
compensate OCCHS in an amount not to exceed $6,500 . 00 . 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 Attachment A. OCCHS
must notify OCHD of all transfers between and/or among line items
within 30 days of occurrence.
B. Any unexpended cash funds remaining from the OCHD payment at
the close of each project year will be deducted from the payment
for each successive year, unless written request for carry forward
of such funds is submitted with the annual financial report and
approved by OCHD. If approved, OCCHS will submit a revised
successive year budget including the carry-forward funds within 10
days of notification of approval. Approval of such requests by
OCCHS is contingent upon approval by UNC-CH and the Kellogg
Foundation. The continuation of this agreement is contingent upon
funds available from UNC-CH for its support.
Article 4 . Payment
OCCHS shall be awarded a payment of $6 ,500 .00 within 30 days
of receipt the quarterly progress report for the period October 1,
1992 to December 31, 1992 .
Article 5. Audit and Records
Financial records, supporting documents and other records
pertinent to this agreement shall be retained by OCCHS for a
period of three years from the date of submission of the final
expenditure report.
AGREEMENT Between Orange County Health Department
and Orange Chatham Comprehensive Health Services, Inc.
Page 3 of 4
Article 6 . Reports
OCCHS shall render all reasonable technical reports as
described in Attachment B and required by OCCHS. 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 7 . Liability
OCCHS or its staff shall at all times be considered to be an
independent contractor and shall not hold himself/herself out as
an employee of OCHD. Each party shall be solely liable for any
claims, actions, demands or damages arising out of its performance
of this Agreement.
Article 8. 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 9. 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. OCCHS shall
immediately stop all work under this Agreement on the date and to
the extent specified in the notice of termination.
IN WITNESS WHEREOF, the parties have caused this Agreement to
be executed as of the date first written by their duly authorized
representatives.
ORANGE COUNTY ORANGE-CHATHAM COMPREHENSIVE
HEALTH DEPARTMENT HEALTH SERVICES, INC.
Daniel B. Reimer, Health Director Michael Holton, Director of
Administration
5/2.tV93 2 31--
Date Date
- '
ORANGE COUNTY FINANCE DIRECTOR
"This instrument has been pre-audited
in the manner required by the Local
Government Budget and Fiscal Control
Act.
Orange County Finance Director
C.- 30 9 3
Date
# . -
Chair Orange County Board //
Commissioners
Date
Li ITEM HD93-23
ORANGE COUNTY LINE ITEM TRANSFER
Department Division Fund
HEALTH CHAP Project Grant
ACCOUNT Revenue Allocation.£s.,:rease Revenue Allocation Decrease
CODE ACCOUNT DESCRIPTION APPROPRIATION DECREASE(t)APPROPRIATION INCREASE(—,
116440002 Permanent Personnel 3,125.00
116442201 Professional Contract Services 3,125.00
Total 3,125.00 3,125.00
Explanation for Change
This change will allow lapsed salary money for positions funded fro'n April 1, 1993
but only filled on July 1, 1993, to be used to increase the contract vc Ith JOCCA as
—1 indicated in the signed agreement 1°64)
Department Head Date
Daniel B. Reimer 02—Jul-93
Recommendation Authorized By Date
_Approval Disapproval
Posted to GL Budget Office Comments
Batch Number
Effective Date
LI#
OCBOI
1o/91
I.
02—Jul-93
AGREEMENT Between Orange County .Health Department
and Orange Chatham Comprehensive Health Services, Inc.
Attachment A
Budget
October 1, 1992 through September 30, 1993
Personnel $5,600. 00
Travel 400.00
Operational Expense 500.00
TOTAL $6,500.00
AGREEMENT Between Orange County Health Department
and Orange Chatham Comprehensive Health Services, Inc.
October 1, 1992 through September 30, 1993.
Attachment B
Report Format
KELLOGG
COMMUNITY BASED PUBLIC HEALTH
PROJECT QUARTERLY REPORT
FOR THE QUARTER
INCLUDING MONTHS OF
PART I : General Information
Coalition Name:
Coordinating and Fiscal Agency:
Coalition Membership: (First Report only; Report Changes Thereafter)
Coalition Activities:
Include: 1 ) Meetings, 2) Synopsis of agenda, interactions
with other agencies in county, officials, etc.
3 ) student activity in coalition and regardless
of student origin, 4 ) talks given by coalition
members on behalf of project, etc.
PART II: Coalition Goal Status
Include a listing of coalition/project goals and comments on progress toward
each goal achievement and assistance, if any, needed to eliminate barrier.
PART III : Progress Toward of Activity Which Contributes to Kellogg
Foundation Goals
A. Assessment of public's state of health and health needs.
B. Assurance that these needs are met.
C. Leadership and policy development to improve community health.
D. Team building among academic, public health, local health and
human service agencies, and users of services.
E. Model development for public health practice.
F. Narrowing gaps in health status among ethnic, age and gender
based groups.
PART IV: Expense Report
Total
Line Item Budget Quarter Total Year to Date