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HomeMy WebLinkAboutAgenda - 08-04-1993 - III-N 1 ORANGE C O U N T Y BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 4, 1993 Agenda Abstract Item # - N SUBJECT: INVENTORY MANUSCRIPT PREPARATION - CONSULTANT SELECTION DEPARTMENT: Planning PUBLIC HEARING: Yes X No ATTACHMENTS: INFORMATION CONTACT: Bishir 7/14/93 Letter Planning Director X2592 5/26/93 HPC Minutes Draft 7/28/93 HPC Minutes PHONE NUMBERS: Draft Contract Hillsborough 732-8181 Mebane 227-2031 Durham 688-7331 Chapel Hill 967-9251 PURPOSE: To consider selection of a consultant to prepare the historic inventory manuscript as part of the Phase III Historic Inventory. BACKGROUND: At its January 19, 1993 meeting, the Board of Commissioners authorized the County Manager to apply for $15,000 from the Survey and Planning Grant Program administered by the State Historic Preservation Office. The Planning Director was notified on March 15, 1993 that the application had been approved, and the Board of Commissioners voted unanimously to accept the grant on April 5, 1993 . The grant amount plus the County's matching share will total $30,000 and be used to conduct an inventory of archaeological sites in the unincorporated portions of Orange County ($20,000 ) and prepare the manuscript for the countywide inventory ( $10,000) . The County share would consist of $15,000 cash plus a $5,200 in-kind contribution. Professional services funds requested as part of the Planning Department ' s FY 1993-94 budget would be used to cover the cash match. The in-kind contribution includes supplies and equipment expense, and Planning Department staff time on the project. Personnel and operating expenses will be covered in the FY 1993-94 Planning Department budget. The Historic Preservation Commission considered the selection of a consultant to prepare the historic inventory manuscript at its May 26, 1993 meeting. 2 Following a discussion of the options, it was the concensus of Commission members to use a "pool" approach; e.g. , group of potential consultants from which one could be selected. The Commission also asked that someone from Archives & History or another source be invited to attend a Commission meeting and discuss the steps involved in preparing an inventory publication. Following the Commission meeting, the Planning Director spoke with Claudia Brown and Catherine Bishir of the State Historic Preservation Office. Ms. Bishir has responded to the questions and concerns of the Commission through the attached July 14 , 1993 letter. The major points contained in her correspondence are as follows: 1. The grant awarded to Orange County for the manuscript preparation was the first of its kind. The grant was awarded because of Orange County's desire to proceed immediately to preparation of an inventory publication. 2 . The principal tasks involved in Phase III [manuscript preparation] include: a. Expand and edit overview essay from Phases I and II to incorporate additional historical research, and provide further analysis of architectural trends and their relationships to county history and statewide trends; b. Select properties to be represented in publication [Typical surveys include about 500 properties. ] ; c. Determine order of presentation of entries [e.g. , by township or other method] ; d. Expand and edit entries on properties as needed; e. Make additional photographs of properties as needed to correct for lighting problems or other conditions; f. Order publication size photographs; g. Locate and obtain prints of selected local documentary photographs; h. Obtain any HABS drawings needed; 3 i. Decide upon/commission any floor plan drawings or farm complex drawings needed; j . Assemble illustrations/label as needed; k. Write captions for illustrations; and 1. Prepare forward, acknowledgements, etc. During this phase, SHPO staff as well as Historic Preservation Commission provides intensive assistance in form of editing and suggestions. 3 . Upon completion of the manuscript and illustrative materials, Orange County can work directly with a graphic designer and/or the publisher. The manuscript is prepared in hard copy on paper and on computer disks, enabling most publishers to set type from disk. 4 . Following completion of the manuscript, the publication can be prepared with costs being covered by no-interest loans from the Federation of N.C. Historical Societies, pre- sale of books, donations from local patrons and/or county/municipal governments; and other methods. Counties normally produce 2 ,000-3,000 copies. 5. The SHPO staff strongly recommends that Todd Peck and Jody Carter be selected to prepare the manuscript for the following reasons: a. The principal investigator knows the county and its resources better than anyone; b. The principal investigator has a great deal at stake [professional reputation] to serve as an incentive to do a good job; c. Other consultants, including Kelly Lally, Ruth Little, and Scott Powers, are unavailable to prepare the manuscript; d. The best survey publications are those prepared by the principal investigators; e. The SHPO staff will be involved extensively in reviewing/editing drafts of the manuscript; and 4 f. The SHPO staff is very impressed with the quality of work performed by Todd and Jody. At its July 28, 1993 meeting, the Historic Preservation Commission voted unanimously to recommend that Todd Peck and Jody Carter be employed as the consultants to prepare the historic inventory manuscript as part of Phase III of the Historic Inventory. RECOMMENDATION: The Administration recommends that Todd Peck and Jody Carter be employed as the consultants to prepare the historic inventory manuscript as part of Phase III of the Historic Inventory. The Administration further recommends that the consultants be reimbursed for their services in an amount not to exceed $10,000. North Carolina Department of Cultural Resources James B. Hunt, Jr., Governor Division of Archives and History Betty Ray McCain, Secretary William S. Price, Jr., Director July 14, 1993 Marvin Collins, Planning Director Orange County Planning Department 306-F Revere Road Hillsborough,, NC 27278 Dear Marvin: As you requested, this letter is to summarize and expand upon our recent conversation concerning the Phase III Orange County Survey grant for FY 1993. I hope this will facilitate the planning and initiation of the project. Background and Purpose of Grant Project The purpose of this grant project is to bridge the gap between the end of the Phase I and Phase II survey projects and the production of a manuscript ready for an Orange County survey publica- tion. This is the first such grant we have awarded for this purpose. We encouraged your applica- tion for this purpose because we have observed the need for such projects in other counties and believed that Orange County would be an excellent opportunity for initiating such a project. This is particularly true because the county has a strong preservation planning approach and wants to pursue a high quality survey book as soon as possible upon completion of the survey fieldwork. We have found that in many counties, there is considerable delay between completion of the fieldwork and final report and production of a survey publication. (This was•the case, for exam- ple, in Chatham County.) This is especially a problem when, after the fieldwork and final report are completed, the county has to raise additional funds to support the additional research, rewrit- ing, selection of entries, ordering of photographs, making of drawings, and other preparation of the final manuscript. Because both the State Historic Preservation Office and Orange County see the survey publication as a very valuable preservation and planning tool, we saw this grant project as a way to assure continuity and timely production following immediately upon the completion of the fieldwork and final report which will be completed this summer. it Definition of Project • As you know, because this is a new kind of project, we will work out some of the specific tasks as we proceed, but we can define the basics of the project now. Upon completion of the Phase II project, Jody Carter and Todd Peck will have produced the following: (1.) a final report which includes a concise but thorough overview of the county's architectural and historical character; (2.) several hundred files on the properties they have surveyed, including brief, written entries of one to three paragraphs on all surveyed properties, photographs, and survey forms; (3.) survey maps with all surveyed sites marked on USGS maps. As you also know, the Phase I survey of Chapel Hill Township also produced files including entries, forms, and photographs; survey maps; and a much briefer final report in which Ruth Little and Kelly J ally summarized their find- ings in that township survey. In Phase III, the focus will be on producing from these materials a manuscript suitable for publi- cation as a survey book similar to others such as the Pitt County survey publication. Here are what I believe to be the principal tasks: Gr, 109 East Jones Street • Raleigh, North Carolina 27601-2807 � ' 6 --Expand, deepen, and edit overview essay to incorporate additional historical research, further synthesize findings of Phase I as well as Phase II, and provide further analysis of architectural trends and their relationships to county history and statewide architectural patterns. (I should mention that here, especially, the quantity of work to be done will become clearer once the final report is completed. I should also mention that in this task, especially, both I and a research his- torian here at Archives and History will provide intensive assistance in the form of editing and suggestions. We also anticipate and hope that the Orange County commission will provide sug- gestions and assistance.) The essay and the entries and all other written material will be produced both as hard copy on paper and on computer disks in a generally used word processing system, which will enable most publishers to set type from a disk rather than re-keyboarding the text. --Select which properties will be represented in the publication. The exact number and proportion of the total will be defined based on several factors, including significance and condition of properties, as well as the probable length of the book. Typically survey publications will include entries on about 500 properties. Selection will involve consultation with the commission. --Determine order of presentation of entries (e.g., by township). --Expand and edit entries on properties as needed and conduct additional research for key entries. --Make additional photographs of properties where lighting or condition previously prevented good photographs. (Note: Archives and History will provide assistance here by assigning the staff photographer to the project for key properties.) --Order publication size (usually 5x7) photographs for publication. (We anticipate that printing through our office photography lab will be part of the project budget.) --Locate and obtain prints of selected local documentary photographs of Orange County scenes and properties. --Obtain any HABS drawings needed. --Decide upon and commission any floor plan drawings or farm complex drawings needed. --Assemble illustrations (photographs, drawings, maps) and label as needed. --Write captions as needed for illustrations. --Prepare forward, acknowledgements, bibliography, and other front and back material such as glossary if desired. There are surely additional tasks which.I have omitted, but these encompass most of them. With these tasks completed, the manuscript and illustrative materials should be in a condition from which Orange County can then work directly with a graphic designer and printer. In some cases these are separate; in others a publisher will provide both, or a printer will have a good in- house designer. This project does not include the production stage; it is anticipated that, as in other county survey publications, the local government will see the project through production. I should mention here that through the Federation of North Carolina Historical Societies, we offer no-interest loans to assist in covering printing costs. Pre-sale of books, donations from local patrons, and other methods assist in publication costs as well. Normally, counties produce 2- 3,000 copies of the survey book, which usually sell out rather quickly, and sales usually pay back the cost of production. Selecting the Consultant for Phase III Normally and ideally, the principal investigator(s) who conducted the fieldwork for the survey and prepared the final report will be the best choice to carry the manuscript through its final • • 7 phase. There are several reasons. Probably the most important reason is that the principal ifiVesti gator knows the county and the resources recorded better than anyone else and is best qualified to provide the knowledge and continuity to undergird the additional analysis, tie in additional research, and make selections for the publication. Secondly, it is the principal investigator whose name will be on the book and who has, as well as the county, a great deal at stake in making that book the best it can be. When the principal investigator carries the project through to this stage, it is his or her book, and the basis for obtaining future work and establishing (or enhancing) a professional reputation. In some cases, where there has been a delay between phases, the princi- pal investigator has not been available to continue, and other consultants have been recruited to do editing and research, but this is far from the best method. In our conversation you mentioned the interest in considering a pool of qualified candidates for this next phase--in order to produce the best publication possible, a goal we all share. Prime qualifications include familiarity with Orange County architecture and history, a solid grounding in architectural history including vernacular architecture, and research, writing, photographic, and organizational skills. I have checked on a few possibilities in addition to Todd and Jody. Kelly Lally, who worked on Phase I, is now employed fulltime with Wake County and unable to take on the work. Ruth Little, who also worked on Phase I and is among our finest and most experienced architectural historians, stated that she would not be able to do this project. s that would be as well qualified as these. Ruth also stated emphatically her belief that Todd and Jody were the best people for the project, for, as she said, "this is their survey." To get a range of per- spectives, I discussed the Orange County project with Kelly, Ruth, and Scott Power, the author of the excellent Pitt County survey book, now employed in our Eastern Office. All made a few essential points independently that may be useful for your consideration. First, in nearly every case, the survey publications that are the best are those that are carried from start to finish by the principal investigators, who have the most at stake and who know the resources best. Many of our very best survey publications--including the forthcoming Wake County survey book by Kelly Tally, the fine Pitt County survey book by Scott Power, the Nash County survey book by Rick Mattson, and the Lincoln County survey book by Marvin Brown, to name a few--are works in which the principal investigators conducted their first county surveys and produced their first survey publications. In all these cases, the surveyor obviously had a great deal invested in malting the survey book of the highest quality possible, and the results speak for themselves. Second, as Kelly, Ruth, and Scott also stressed in their comments, and as'both Claudia Brown and I have mentioned in our conversations, an additional key factor in all these projects is that our office is intensively involved throughout the project. We will have the essay read and critiqued by our research historian, and, as architectural survey coordinator, I will work closely with the project to review drafts, edit for content and style, and make a variety of suggestions for assuring the quality of the manuscript. I recall specifically how closely we have worked to help both Scott Power and Kelly Lally focus and deepen and edit their manuscripts, both the essays and the entries. In addition, we hope that local experts will also assist in similar ways: this is also a key factor in the quality of such publications. For these reasons we strongly recommend that Orange County continue to employ Jody Carter and Todd Peck for this next phase. We have been quite impressed with their work thus far on the project. They have displayed great devotion to the project, and their work has been timely, effi- cient, and of high quality. They gave a first-rate presentation at the recent National Register Advisory Committee meeting, and I anticipate your commission will receive an equally excellent presentation. They have also shown exemplary willingness and ability to respond to suggestions and constructive criticism in their fieldwork and writing. We have every confidence in their ability to carry this project through this next phase. We believe that the most satisfactory results will come from their continued work on the project. Because the current project will wind up in late August, it seems wise to move as quickly as pos- sible to finalize plans and selection of consultant for the next phase. If for some reason Todd and Jody are not selected, they need to find other work as soon as possible. It would be unfortunate to 8 delay selection and put them in a situation of having to make other plans that make it impossible for them to undertake this final phase of the project. From our perspective, as our grants adminis- trator Lloyd Childers advises, we do not require a formal request for proposals in a project that continues from one phase to another in this way. (For example, Duplin County's survey is staged through two fiscal years, but as they continued with the same principal investigator, we simply wrote an additional contract for the next phase. This would be possible here if desired.) I hope that these observations will be useful to your commission as they consider the plans for this next phase. We believe that this type of grant will be a useful one in assuring continuity and timeliness in production of survey publications, and thus enhancing the educational and planning value of the architectural survey. Please let me know if I can provide any further assistance. Sincerely, , / • Catherine W. Bishir Architectural Survey Coordinator Survey and Planning Branch • 9 MINUTES HISTORIC PRESERVATION COMMISSION May 26 , 1993 MEMBERS PRESENT: Todd Dickinson, Chair Tom Allison Jean Anderson Pat Dickinson Carl Lloyd Trawick Ward, Vice Chair Norma White STAFF PRESENT: Marvin Collins, Planning Director Debra Graham, Administrative Assistant I AGENDA ITEM #1: CALL TO ORDER Todd Dickinson called the meeting to order at approximately 7 : 05 p.m. AGENDA ITEM #1: CALL TO ORDER - WELCOME NEW MEMBER AND INTRODUCTIONS Todd Dickinson introduced and officially welcomed Tom Allison to the Orange County Historic Preservation Commission. AGENDA ITEM #2 : CONSIDERATION OF ADDITIONS TO AGENDA Pat Dickinson added that she would like to talk about-the Commission ' s summer schedule. This item was placed under Decision Items. Collins added that he would like to discuss a phone call he received today from Lloyd Childers, State Historic Preservation Office, regarding a visit from a State Departmen . representative to speak at the next meeting of the Historic Preservation Commission. This item was placed under Discussion Items. AGENDA ITEM #3 : APPROVAL OF MINUTES - April 28 , 1993 MOTION: Anderson moved to approve the minutes for April 28 , 1993 . Seconded by Pat Dickinson. VOTE: Unanimous . AGENDA ITEM #4 : DISCUSSION ITEMS a. Manuscript/Publication Process - Coordination with Municipalities The Commission discussed a memo from the Planning Staff regarding how to proceed with the inventory publication, specifically how to coordinate with the municipalities in Orange County. 10 Once a consultant is selected, a committee could be set up to help combine the data on historic structures in the Towns of Hillsborough, Chapel Hill , Carrboro, and possibly Mebane , with the County ' s inventory. The committee could be made up of one Commission member and one staff member from each jurisdiction. Staff recommends that this "coordination" or "Dovetail Committee" function separately from other committees also appointed to assist the consultant (s) . That is, other committees would do the work of editing, marketing/promotion, the index, etc. With regard to the Town of Hillsborough ' s lack of a complete inventory, it appears that the consultant and committee could use the National Register nomination for the historic district as well as the "Photocensus" compiled by Susan Bellinger . Todd Dickinson pointed out that the Historical Society of Pitt County formed committees of a much larger group of people that helped to organize the Pitt County Inventory. Collins stated that he and Emily Cameron had discussed how to go about preparing the inventory and what should be included in it. Should every structure in the County identified by the consultants be included? Pat Dickinson mentioned that in the inventories she' s familiar with includes every inventory structure. Collins stated that if every structure is included, it would be in excess of 800 not counting the municipalities. Anderson stated that maybe the Commission should think of the municipalities as doing their own inventory, particularly Hillsborough and Chapel Hill. Allison pointed out that Alamance County' s inventory is in a loose leaf notebook with approximately 6-10 entries on each page. This way the inventory can be expanded. - Ward pointed out that the Commission will have to decide if they want a complete inventory that represents preservation efforts or a coffee table book. Todd Dickinson stated that he is in favor of everything being included in the inventory, which will probably make more people buy it. The Commission then discussed the layout, the kind of work involved and the time involved for the project. Collins stated that as a time saver, files are being set up for each structure inventoried, grouped by township. When someone is selected to write the manuscript, then they will start with the history, copies of all the photographs and copies of inventory sheets . Collins suggested that if a goal is set, it should be set very high to include every inventory structure in the County including the municipalities . Pat Dickinson agreed and stated that this will probably never be done again. The Commission decided to include all the municipalities or none . • Anderson asked if Chapel Hill is in the process of being 11 inventoried. Collins responded that last year Chapel Hill inventoried the Gimghoul historic district and the University, and according to Beverly Kawalec this covered what they considered to be the most significant historic sites and structures. Collins suggested to separate preparation of the manuscript and publication of the manuscript. He suggested to prepare the manuscript and then solicit contributions from municipalities, historical societies , etc. Todd Dickinson asked how much money has been funded for preparation of the manuscript. Collins responded $10 , 000 . 00 . Ward discussed the layout and what he thought would be the :heapest way to go. He stated that if you have someone to do the layout in the beginning, you would save a lot of money in the end with printing costs . He suggested doing the layout with a word processing package such as Microsoft Word or WordPerfect before sending to the publisher. Experience with word processing may be something to consider when hiring a consultant. Anderson suggested to have someone who has completed a similar inventory to come and talk to the Commission to discuss the layout, printing costs, etc. Ward stated that a colleague of his, Steve Davis, who has done layouts on several books and is an editor in southeastern archaeology, could come and talk to the Commission and would not require a professional fee. Todd Dickinson stated that Planning Staff could also arrange for a representative from Archives and History to come to the next meeting to discuss the manuscript. Collins stated that he would like for the Orange County inventory to be the best in the State. The Commission agreed that the person selected to do the manuscript should be good at writing histories, inventories, and knowledgeable in architecture. Todd Dickinson suggested that the consultants be asked what they cap give the Commission for $10, 000. 00 . White agreed that first the manuscript should be written and then the layout should be done. b. Phase III Inventory - Consultant Selection Ward stated that he had talked to Delores Hall and Mark Mathis at the Archives & History office and they recommended that the archaeological inventory be done by students through the University of North Carolina at Chapel Hill. He stated that since UNC is in the middle of the County and the students are studying archaeology, he agreed with their recommendation. He further stated that he feels a responsibility that he should see that the best job possibly is done, but he would not receive any compensation from the project. He also noted that the students are all Ph. D. candidates . Anderson asked why look any further for resources when the top- 12 notched ones are right here in the County. White stated that she agreed with Anderson. Todd Dickinson asked if the consultants would be paid by the University. Ward stated yes . The principal investigator would be responsible for the amount of work being done. Time sheets would be turned in. He stated that a specific document will be drawn up. Collins commented that the best approach would be to run the project through the University. It would also save time with RFP ' s . He stated that the Planning Department has used graduate and undergraduate students from UNC for a number of years with really good results. Trawick Ward left the room and did not participate in the vote. MOTION: Anderson moved that the archaeological portion of the inventory be done through the University of North Carolina at Chapel Hill. Seconded by White. White stated that it ' s ood if a g professional can do quality work for a set amount of money. Todd Dickinson agreed that the Commission is lucky to have great resources and don't have to explain to them what is wanted but they can explain what should be done and then do it. The Commission will also get a good financial deal. VOTE: Unanimous. Ward re-entered the room. Collins stated that there are options for the selection of consultants for the manuscript. One option is to continue to employ Todd Peck and Jody Carter for the writing of the manuscript. The other option is to send out RFP' s (Request for Proposals) to people that the Commission is familiar with and that the Historic Preservation Office recommends. He stated that the benefit of staying with Todd and Jody is that they are the consultants doing the inventory and they are familiar with the , vast majority of structures in the County. He stated that Catherine Bisher feels that Todd and Jody can do a good job writing/preparing the manuscript. It will be up to the Commission to provide the guidance in what is wanted. He further stated that if an RFP is sent out, you might possibly get someone who would do the manuscript for the amount of money involved and who had the word processing skills necessary to do a draft layout. He stated that he is looking for guidance from the Commission as to how to go about hiring a consultant for the manuscript. Ward clarified that technical skills are good to have. He stated that it would be nice to get someone with both technical skills and knowledge. Anderson stated that she would like to see Todd and Jody ' s work before she made any decision about them. White agreed with Anderson. She stated that her first reaction is to take someone who is familiar with the area. She stated that she would like to 13 see what it is that Todd and Jody has done in terms of writing. She stated that she would like to have them added to a pool of candidates. Todd Dickinson asked Collins if he had seen anything written by Todd and Jody. Collins stated that he had seen documents they had produced when at the University of Georgia on inventories they had done. Collins stated that Todd and Jody could come to the next meeting and do a presentation on what has been done. Todd Dickinson asked what is the timetable for interviewing and hiring the consultants. Collins stated that the Preservation Office wants the Commission to start as soon as possible. He suggested to have a special meeting within the next two weeks to decide on Todd and Jody or put them in a pool of candidates. The County cannot do anything until the budget year starts which will be July 1, 1993 . If the Commission decides on RFP ' s, then they will have to be sent out and returned. The soonest would probably be August. Anderson asked what is the reason for the hurry. Collins responded that the State Historic Preservation Office is the one pushing the project. Todd and Jody' s schedule calls for them to be finished before September. Allison stated that if Todd and Jody has fundamental writing skills and they already have the information and photographs, they should be the ones doing the manuscript. Ward stated that if they are not qualified to do the manuscript, they should not be doing what they are doing now. White stated that she would like to see them enter the pool because she would not feel comfortable with just giving the job to them. Pat Dickinson stated that you could get a rookie that =would work very hard and do a very fine job or you could get a person who has done a lot of inventories and can do them faster and more efficiently because they are used to doing them and both would produce similar products. 3 Todd Dickinson stated that he would like to see Ruth Little and Kelly Lally added to the pool. White stated that she believes that the Commission should get the best that can be found. Collins stated that if there is a pool, Barry Jacobs, who does National Register nominations, has expressed concerns in the past that he would be interested in doing the manuscript. He stated that there are people out there that are interested in doing the work. White stated that she would like to hear what the speakers have to say on how to produce the manuscript. There was a consensus of the Board to: a. move slowly, and b. use the pool approach. Collins recommended to have a special meeting to be held between now and the end of June. He will have a draft RFP for the 14 Commission to consider which will be sent out to a pool. If the RFP is accepted, then it could be sent to the Board of Commissioners at their last meeting in June. The Commissioners could approve it and it could be sent out allowing 30 days for return. If the RFP ' s are considered at the Historic Preservation Commission ' s last meeting in July, then the Board of Commissioners could consider them at their first meeting in August. If the consultant is approved by the Board of Commissioners, then the Historic Preservation Commission can go ahead with the contract. White stated that somewhere during this time the Commission should decide on the kind of publication wanted. Collins responded that if there is a special meeting held, the State will be contacted and there will be information about the publication for the Commission to consider. There will also be RFP information. Anderson stated that varieties of manuscripts should be looked at by the Commission members to get a general idea of what is wanted for Orange County. Collins stated that the Pitt County Inventory and the Granville County Inventory are top of the line. Pat Dickinson stated that she will bring by her copies of inventories for the Commission to look at. A special meeting was set for Thursday, June 10, 1993 at 7 : 00 p.m. to take place of the June 23 meeting. Collins stated that the Commission will look at the RFP ' s and select a consultant at its July meeting. c. Call from Lloyd Childers Collins stated that Lloyd Childers wanted to know the date of the next Commission meeting. He stated that this is a moot point now since the meeting date has been changed. She is trying to determine what is going on with the Commission. She wanted to bring in the National Park people to sit in on the next meeting, AGENDA ITEM #5: DECISION ITEMS a. Proposed Amendments to the Historic Preservation Ordinance In January, Orange County submitted to the State Historic Preservation Office its application for Certified Local Government status. During review of the application, Melinda Wall of the Survey and Planning Branch examined the County ' s Historic Preservation Ordinance and the Commission ' s Rules of Procedure. She recommended a few minor technical changes to insure compliance with CLG requirements. Changes to the ordinance will make it clear that the Historic Preservation Commission (not the Planning and Inspections Department) is responsible for investigating and preparing a report when designating historic districts and landmarks. This responsibility may be delegated by the Commission to the Planning Staff. Another change, which is optional, would make the D J;{ LI 15 AGENDA ITEM #6: DECISION ITEMS a: Manuscript Consultant Selection At its January 19 , 1993 meeting, the Board of Commissioners authorized the County Manager to apply for $15, 000 from the Survey and Planning Grant Program administered by the State Historic Preservation Office. The Planning Director was notified on March 15, 1993 that the application had been approved, and the Board of Commissioners voted unanimously to accept the grant on April 5, 1993 . The grant amount plus the County' s matching share will total $30, 000 and be used to conduct an inventory of archaeological sites in the unincorporated portions of Orange County ($20, 000) and prepare the manuscript for the countywide inventory ($10, 000) . The County share would consist of $15 , 000 cash plus a $5, 200 in- kind contribution. Professional services funds requested as part of the Planning Department's FY 1993-94 budget would be used to cover the cash match. The in-kind contribution includes supplies and equipment expense, and Planning Department staff time on the project. Personnel and operating expenses will be covered in the FY 1993-94 Planning Department budget. The Historic Preservation Commission considered the selection of a consultant to prepare the historic inventory manuscript at its May 26, 1993 meeting. Following a discussion of the options, it was the consensus of Commission members to use a "pool" approach; e.g. , group of potential consultants from which one could be selected. The Commission also asked that someone from Archives & History or another source be invited to attend a Commission meeting and discuss the steps involved in preparing an inventory publication. Following the Commission meeting, the Planning Director spoke with Claudia Brown and Catherine Bisher of the State Historic Preservation Office. Ms. Bisher has responded to the questions and concerns of the Commission. The major points contained in her correspondence are as follows: 1. The grant awarded to Orange County for the manuscript preparation was the first of its kind. The grant was awarded because of Orange County's desire to proceed immediately to preparation of an inventory publication. 2 . The principal tasks involved in Phase III [manuscript preparation] include: a. Expand and edit overview essay from Phases I and II to incorporate additional historical research, and provide further analysis of architectural trends and their relationships to county history and statewide trends; GI] T If 16 b. Select properties to be represented in publication • [Typical surveys include about 500 properties. ] ; • c. Determine order of presentation of entries [e.g. , by township or other method] ; d. Expand and edit entries on properties as needed; e. Make additional photographs of properties as needed to correct for lighting problems or other conditions; f. Order publication size photographs; g. Locate and obtain prints of selected local documentary photographs; h. Obtain any HABS drawings needed; i. Decide upon/commission any floor plan drawings or farm complex drawings needed; j . Assemble illustrations/label as needed; k. Write captions for illustrations; and 1. Prepare forward, acknowledgements, etc. During this phase, SHPO staff as well as Historic Preservation Commission provides intensive assistance in form of editing and suggestions. 3 . Upon completion of the manuscript and illustrative materials, Orange County can work directly with a graphic designer and/or the publisher. The manuscript is prepared in hard copy on paper and on computer disks, enabling most publishers to set type from disk. 4 . Following completion of the manuscript, the publication can be prepared with costs being covered by no-interest loans from the Federation of N.C. Historical Societies, pre-sale of books, donations from local patrons and/or county/municipal governments; and other methods. Counties normally produce 2 , 000-3 , 000 copies. 5. The SHPO staff strongly recommends that Todd Peck and Jody Carter be selected to prepare the manuscript for the following reasons: a. The principal investigator knows the county and its resources better than anyone; b. The principal investigator has a great deal at stake [professional reputation] to serve as an incentive to do a good job; c. Other consultants, including Kelly Lally, Ruth Little, and Scott Powers, are unavailable to prepare the 17 manuscript; d. The best survey publications are those prepared by the principal investigators; e. The SHPO staff will be involved extensively in review/editing drafts of the manuscript; and f. The SHPO staff is very impressed with the quality of work performed by Todd and Jody. The Planning Staff recommended that Todd Peck and Jody Carter be employed as the consultants to prepare the historic inventory manuscript as part of Phase III of the Historic Inventory. The Planning Staff further recommended that the consultants be reimbursed for their services in an amount not to exceed $10,000. The Commission concurred that the writing sample of Todd and Jody looked good. Anderson asked what was HABS drawings. Pat Dickinson responded that it is the Historic American Building Survey. She stated that the survey was a project that was done during the depression where architect's measured drawings of historic buildings were compiled. Collins informed the Commission that Barry Jacobs has now withdrawn from the pool of candidates. Anderson stated that she had went out in field with Todd and Jody and was very impressed with their conscientiousness and intelligence. She also stated that she feels goods with the report submitted by the consultants. She pointed out that the Commission cannot go wrong with this selection also because the SHPO will oversee the project very closely. The Commission agreed. Collins reiterated that this is the first project of this type and the SHPO will be on top of this project because it has a lot at stake. Todd Dickinson asked if the scope of work has been presented to the consultants and if they can do it for $10, 000. Collins responded that he had talked with Todd Peck and asked how long would the project take. He stated that Todd's response was that they could be finished by the end of March and it can be done for $10, 000. He also stated that the consultants have talked extensively with Catherine Bisher and Claudia Brown about what is involved in doing the manuscript. MOTION: Pat Dickinson moved to employ Jody Carter and Todd Peck as the consultants to prepare the historic inventory manuscript as part of Phase III of the Historic Inventory. Seconded by Anderson. VOTE: Unanimous. M IA CUS 18 PROJECT DESCRIPTION AND PHASE III CONTRACT for Preparation of the Orange County Historic Inventory Manuscript funded by FY 1993 CLG Survey and Planning Grant and The County of orange This Project Description and Contract are herein agreed to this day of , 1993 by the County of Orange, hereinafter known as the Grantee; Jody Carter and Todd Peck, hereinafter known as the Consultants; and the Division of Archives and History, hereinafter known as the Division. The Grantee will identify a Local Coordinator, Marvin Collins, who will work with the Consultant and the Division Representative throughout the project. The project will be conducted according to the standards established by the Division, and will be subject to its review, supervision, advice and final acceptance by the Division. A. SCOPE OF WORK: The purpose of the project is to bridge the gap between the end of the Phase I and Phase II survey projects and the production of a manuscript ready for an orange County survey publication. The survey of one township, Chapel Hill Township, was funded in FY 1991. The survey of the remaining portion of the county outside of municipal boundaries was funded in FY 1992. The findings of the FY 1991 and FY 1992 surveys will be incorporated into the inventory manuscript. The project will be accomplished under the supervision of the State Historic Preservation office (HPO) , and both HPO supervisory staff and the Principal Investigators will meet 36 CFR 61 qualifications. The work will consist of preparation of the inventory manuscript and accompanying illustrative materials in a condition from which Orange County can work directly with a graphic designer and printer on production of the finished publication. B. TIME SCHEDULE: The project is scheduled for six months, beginning on or after the date of this contract and terminating no later than March 1, 1994. The attached Time-Product- Payment Schedule is to be followed throughout the course of the project. C. SUMMARY METHODOLOGY FOR PREPARATION OF HISTORIC INVENTORY MANUSCRIPT: The principal tasks involved in Phase III [manuscript preparation] include: 1. Expand and edit overview essay to incorporate additional historic research, further synthesize findings from Phases I and II, and provide further analysis of architectural trends and their relationships to county history and statewide architectural patterns. The essay and the entries and all other written material will be produced both as hard copy on paper and on computer disks in a generally used word processing system, enabling the publisher to set type from a disk rather than re-keyboarding the text. 2. Select properties to be represented in publication. The exact number and proportion of the total will be defined based on several factors, including significance and condition of properties, as well as the probable length of the publication. Typical survey publications include entries on about 500 properties. Selection will include consultation with the orange County Historic Preservation Commission. 3. Determine order of presentation of entries (e.g., by township or other method) . 4. Expand and edit entries on properties as needed and conduct additional research for key entries. Orange county Phase III Contract 19 5. Make additional photographs of properties where lighting or other conditions previously prevented good photographs. (Note: Division will provide assistance by assigning staff photographer to the project for key properties. ) 6. Order publication size (usually 5x7) photographs for publication. 7. Locate and obtain prints of selected local documentary photographs of Orange County scenes and properties. 8. obtain any Historic American Building Survey (HAGS) drawings needed. 9. Decide upon any floor plan drawings or farm complex drawings needed. 10. Assemble illustrations (photographs, drawings, maps) and label as needed. 11. Write captions as needed for illustrations. 12. Prepare forward, acknowledgements, bibliography, and other front and back material such as glossary if desired. D. FINAL DRAFT MANUSCRIPT: At the end of the project, the Consultant will submit to the Division a copy of the final draft manuscript, including copies of illustrative materials if desired, before final reimbursement is made. The Grantee will receive an original copy of the final draft manuscript on paper as well as on computer disks. All original illustrations (photographs, drawings, maps) will also be submitted to the Grantee. E. PROJECT BUDGET AND ACCOUNTING PROCEDURES: The final budget for the project (manuscript preparation) is as follows: Personnel $11,200 PI's $10,000 Secretary $ 600 Coordinator $ 600 Travel/Per Diem $ 300 Supplies/maps, misc. $ 500 Film/developing $ 300 TOTAL $12,300 Each time reimbursements are requested from the Division by the Grantee project expenditures should be documented with cancelled (or certified) checks and invoices, and attached to a cover letter addressed to: Ms. Lloyd D. Childers, Grants-In-Aid Administrator, 109 East Jones Street, Raleigh, N.C. 27611. At the end of the project the Grantee will submit to the Division a project completion report before final reimbursement is made, and it will include the following components: 1. Restatement of project description evaluating project's original goals and actual achievements. 2. Copies of any reports, publications or brochures generated by the project. 3. Statement of financial documentation. Page 2 Orange County Phase III Contract 20 F. SERVICES AND GOODS PROVIDED BY DIVISION: In order for the provide support and guidance to the Grantee and the Consultant, the Division will provide for the following services and goods as budget and staff permit: 1. Professional assistance in content definition, reviewing drafts, editing for form and content, and making suggestions for assuring the quality of the manuscript. An architectural survey coordinator and a research historian of Archives and History will be assigned to work directly with the Consultant to serve as liaison with the Division and to provide assistance and guidance throughout the project. 2. Photographing key properties for inclusion in the publication. The Division will assign a staff photographer for this purpose. 3. Printing of black and white photographs for inclusion in publication at Division cost, if desired by Grantee. A cost list will be provided to the Grantee for various photography items. G. SERVICES AND GOODS PROVIDED BY THE GRANTEE: To insure that the project will operate efficiently on the local level for the Consultant, the Grantee agrees to do the following: 1. Conduct local administration and accounting of the grant. 2. Provide prompt secretarial assistance (if a part of the project budget) for the project, understanding that deadlines established in the project scheduled must be met. 3. Provide adequate office space (if a part of the project budget) for the Consultant, including a telephone and desk. 4. Assist the Consultant in developing local contacts and generating publicity for the project. 5. Through its Historic Preservation Commission, assist the Consultant in developing an outline of the inventory manuscript, determining the order of presentation of entries, selecting properties to be represented in the publication, and editing drafts of the manuscript. 6. Compile and submit completion report and all materials generated by the project. H. PERSONAL INCOME AND SELF-EMPLOYMENT TAX RESPONSIBILITIES OF THE CONSULTANT: It is understood that the Consultant is being employed as a professional and is an independent contractor, and that payment for services constitutes a fee which excludes all employment taxes and related benefits. The Grantee will be responsible for filing appropriate IRS income statements (FORM 1099) for the Consultant. I. CONTRACT DOCUMENTS; The contract document for Phase III of the Orange County Historic Inventory consists of this contract and the attached Appendix for Subgrant Agreements. The following documents are also incorporated herein by reference: 1. The 1993 CLG Survey and Planning Grant Application dated January 20, 1993; 2. The Subgrant Agreement, dated April 7, 1993, between Orange County and the N.C. State Historic Preservation Office; and Page 3 Orange County Phase III Contract 21 3. The North Carolina State Historic Preservation Office Grantee Handbook for Survey and Planning Grants, as revised. J. OTHER STIPULATIONS: Please refer to the attached "Appendix for Subgrant Agreements" for stipulations regarding procurement; retention of records; changes in scope; prohibition of lobbying; non-federal audit; publications; suspension or termination of subgrant; standards for final products; equal opportunity; and other requirements. NONDISCRIMINATION ASSURANCES: In consideration of the signing of this Contract for the performance of work and furnishing labor and materials as set forth herein, the parties hereto for themselves, their agents, officials, and employees or servants agree not to discriminate in any manner on the basis of age, handicap, sex, race, color, creed, sexual orientation or national origin with reference to the subject matter of this Contract, no matter how remote. This provision is hereby incorporated into this Contract for the benefit of the Grantee and may be enforced by action for specific performance, injunctive relief or other remedy as by law provided. We the undersigned, having read, understood, and agreed to the terms of this project description and Contract, so affix our signatures this day of 1993. Grantee: Consultant: Moses Carey, Chair Jody Carter Board of County Commissioners Attest: Todd Peck Beverly Blythe Division of Archives and History: Clerk to the Board of Commissioners David Brook Division of Archives and History INVCONTR.WPS Page 4 STATE HISTORIC PRESERVATION OFFICE 22 DIVISION OF ARCHIVES AND HISTORY NORTH CAROLINA DEPARTMENT OF CULTURAL RESOURCES BUBGRANT AGREEMENT • This Subgrant Agreement is entered into this 15th day of March, 1993 by the State Historic Preservation Office (HPO) , hereafter known as the HPO, and Orange County, Grantee, for and. in consideration of a federal grant in the amount of $15, 000 (fifteen thousand dollars) , for the purpose of manuscript preparation of the Orange County architectural survey, and conducting an archaeological survey of selected areas within Orange County. The project must be completed no later than September 30, 1994 . SUBGRANTEE STANDARDS: The Subgrantee agrees to: have a . satisfactory record of performance; comply with the required completion schedule for the project; conform with debarment requirements; and be otherwise qualified and eligible to receive a grant, award under applicable laws and regulations. AGREEMENT: The Subgrantee agrees to match the grant with funds or services from nonfederal sources within the grant period, to use grant and matching funds or services for the purpose specified above, and to furnish such reports-and documentation, financial or otherwise, as may be specified by the HPO. Project activities shall be performed according to the Secretary of the Interior's Standards for Archaeology and Historic Preservation, under the guidelines and professional supervision of the HPO. APPENDIX FOR SUBGRANT AGREEMENTS: The Subgrantee agrees to the stipulations contained in the attached "Appendix for Subgrant Agreements" . The Appendix shall be attached to all contracts involving project activities. PAYMENT OF GRANT FUNDS: The HPO agrees to reimburse the Grantee up to 60% of all expenditures for the project as described. Upon request the HPO may advance the Grantee up to 25% of the HPO's share of the project cost. After satisfactory documentation of this advance, including at least 40% matching share, additional advances may be requested. Final payment of grant funds will be paid only after satisfactory project completion. G T STATE HISTORIC PRE&E,$VATION OFFICE o n M. Link, ounty Manager ''��) Signature and title Depu y State Historic Preservation Officer April 6, 1993 ` Date Dat 23 APPENDIX for SUBGRANT AGREEMENTS The following stipulations apply to all subgrant projects funded in part by federal Historic Preservation Fund (HPF) monies awarded to the North Carolina Department of Cultural Resources, Division of Archives and History, State Historic Preservation Office (HPO) , by the U. S . Department of the Interior, National Park Service . Questions about the application of these conditions to specific projects are available from the HPO project specialists or from Lloyd D. Childers, Grants Administrator, State Historic Preservation Office, 109 East Jones Street , Raleigh, NC 27601 -2807 . Telephone : ( 919 ) 733-4763 , FAX: ( 919 ) 733-8653 . 1 . PROCUREMENT: Subgrantees must forward to the HPO evidence of compliance with Federal competitive procurement requirements for professional services and subcontracts prior to reimbursement , if applicable. 2. RETENTION OF RECORDS: Acceptable federal and nonfederal share supporting documentation must be submitted prior to reimbursement , if applicable. Documentation includes : copies of contract , timesheets, front and back of canceled checks (or computer printouts) , invoices, etc . 3 . CHANGES IN SCOPE: The approved scope of work, products, budget and performance/reporting milestones included in the contract cannot be changed without prior written approval from the HPO. 4. LOBBYING PROHIBITED: Subgrantees must conform with the following text of 18 U.S.C. 1913 , which prohibits the use of the subgrant funds for lobbying: No part of the money appropriated by any enactment of Congress shall , in the absence of express authorization by Congress, be used directly or indirectly to pay for any personal service, advertisement, telegram, telephone, letter, printed or written matter, or other device, intended or designated to influence in any manner a Member of Congress, to favor or oppose by vote or otherwise, any legislation or appropriation by Congress, whether before or after the introduction of any bill or resolution proposing such legislation or appropriation; but this shall not prevent officers or employees of the United States or its Department or agencies from communication to Members of Congress on the request of any Member or to Congress, through the proper official channels, requests for legislation or appropriations which they deem necessary for the efficient conduct of the public business. 24 Appendix for Agreement Page 2 • 5. NONFEDERAL AUDIT: Subgrantees are responsible for obtaining audits in accordance with the Single Audit Act of 1984 for State or local governments, or the audit requirements of OMB Circular A-110 for universities and nonprofit organizations. The audits shall be made by an independent auditor in accordance with generally accepted government auditing standards covering financial and compliance audits. 6 . PUBLICATIONS: Acknowledgment of federal grant assistance should be made in connection with—the publication of any material based on, or developed under, any activity supported by HPF grant funds, as follows : The activity that is the subject of this (type of publication) has been financed ( in part/entirely) with federal funds from the National Park Service, Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. NOTE: The design and content of any publication produced from a survey of architectural or archaeological resources must be reviewed and approved by the HPO prior to its printing. 7 . SUSPENSION OR TERMINATION OF SUBGRANT: Voluntary and involuntary suspension or termination of the subgrant , in whole or in part , by either the State or subgrantee may occur at any time prior to the date of project completion. 8. STANDARDS FOR FINAL PRODUCTS: Final products which do not conform to the terms and conditions of the grant agreement or which do not meet the applicable Secretary of the Interior 's "Standards" will not be reimbursed. 9. EQUAL OPPORTUNITY: Subgrantee must comply with Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973 . 10 . OTHER REQUIREMENTS: In addition to the terms detailed in this Subgrant Agreement , all federal requirements governing grants are applicable. (OMB Circulars A-87 or A-121 , A-102 or A-110, and A-128) DATE // Arc r 9'75 ITEM P� PROJECT DESCRIPTION AND PHASE III CONTRACT for Preparation of the Orange County Historic Inventory Manuscript funded by FY 1993 CLG Survey and Planning Grant and The County of Orange This Project Description and Contract are herein agreed to this rat* day of uuA-f,,,.AL:47 , 1993 by the County of Orange, hereinafter known as the Grantee; Jody Garter and Todd Peck, hereinafter known as the Consultants; and the Division of Archives and History, hereinafter known as the Division. The Grantee will identify a Local Coordinator, Marvin Collins, who will work with the Consultant and the Division Representative throughout the project. The project will be conducted according to the Standards established by the Division, and will be subject to its review, supervision, advice and final acceptance by the Division. A. SCOPE OF WORK: The purpose of the project is to bridge the gap between the end of the Phase I and Phase II survey projects and the production of a manuscript ready for an Orange County survey publication. The survey of one township, Chapel Hill Township, was funded in FY 1991. The survey of the remaining portion of the county outside of municipal boundaries was funded in FY 1992. The findings of the FY 1991 and FY 1992 surveys will be incorporated into the inventory manuscript. The project will be accomplished under the supervision of the State Historic Preservation Office (HPO) , and both HPO supervisory staff and the Principal Investigators will meet 36 CFR 61 qualifications. The work will consist of preparation of the inventory manuscript and accompanying illustrative materials in a condition from which Orange County can work directly with a graphic designer and printer on production of the finished publication. B. TIME SCHEDULE: The project is scheduled for six months, beginning on or after the date of this contract and terminating no later than March 1, 1994. A Time-Product-Payment Schedule will be developed by the Consultant and will be followed throughout the course of the project. C. SUMMARY METHODOLOGY FOR PREPARATION OF HISTORIC INVENTORY MANUSCRIPT: The principal tasks involved in Phase III [manuscript preparation] include: 1. Expand and edit overview essay to incorporate additional historic research, further synthesize findings from Phases I and II, and provide further analysis of architectural trends and their relationships to county history and statewide architectural patterns. The essay and the entries and all other written material will be produced both as hard copy on paper and on computer disks in a generally used word processing system, enabling the publisher to set type from a disk rather than re-keyboarding the text. 2. Select properties to be represented in publication. The exact number and proportion of the total will be defined based on several factors, including significance and condition of properties, as well as the probable length of the publication. Typical survey publications include entries on about 500 properties. Selection will include consultation with the Orange County Historic Preservation Commission. 3. Determine order of presentation of entries (e.g., by township or other method) . Orange County Phase III Contract 4. Expand and edit entries on properties as needed and conduct additional research for key entries. 5. Make additional photographs of properties where lighting or other conditions previously prevented good photographs. (Note: Division will provide assistance by assigning staff photographer to the project for key properties.) 6. Order publication size (usually 5x7) photographs for publication. 7. Locate and obtain prints of selected local documentary photographs of Orange County scenes and properties. 8. Obtain any Historic American Building Survey (HABS) drawings needed. 9. Decide upon any floor plan drawings or farm complex drawings needed. 10. Assemble illustrations (photographs, drawings, maps) and label as needed. 11. Write captions as needed for illustrations. 12. Prepare forward, acknowledgements, bibliography, and other front and back material such as glossary if desired. D. FINAL DRAFT MANUSCRIPT: At the end of the project, the consultant will submit to the Division a copy of the final draft manuscript, including copies of illustrative materials if desired, before final reimbursement is made. The Grantee will receive an original copy of the final draft manuscript on paper as well as on computer disks. All original illustrations (photographs, drawings, maps) will also be submitted to the Grantee. E. PROJECT BUDGET AND ACCOUNTING PROCEDURES: The final budget for the project (manuscript preparation) is as follows: Personnel $11,200 PI's $10,000 [50% Grant/50% Cash] Secretary $ 600 [In-Kind] ' coordinator $ 600 [In-Kind] Travel/Per Diem $ 300 [In=Kind] Supplies/maps, misc. $ 500 [In-Kind] Film/developing $ 300 [In-Kind] TOTAL $12,300 Each time reimbursements are requested from the Division by the Grantee project expenditures should be documented with cancelled (or certified) checks and invoices, and attached to a cover letter addressed to: Ms. Lloyd D. Childers, Grants-In-Aid Administrator, 109 East Jones Street, Raleigh, N.C. 27611. At the end of the project the Grantee will submit to the Division a project completion report before final reimbursement is made, and it will include the following components: 1. Restatement of project description evaluating project's original goals and actual achievements. Page 2 Orange County Phase III Contract 2. Four (4) copies of any reports, publications or brochures generated by the project. 3. Statement of financial documentation. F. SERVICES AND GOODS PROVIDED BY DIVISION: In order for the provide support and guidance to the Grantee and the Consultant, the Division will provide for the following services and goods as budget and staff permit: 1. Professional assistance in content definition, reviewing drafts, editing for form and content, and making suggestions for assuring the quality of the manuscript. An architectural survey coordinator and a research historian of Archives and History will be assigned to work directly with the Consultant to serve as liaison with the Division and to provide assistance and guidance throughout the project. 2. Photographing key properties for inclusion in the publication. The Division will assign a staff photographer for this purpose. 3. Printing of black and white photographs for inclusion in publication at Division cost, if desired by Grantee. A cost list will be provided to the Grantee for various photography items. G. SERVICES AND GOODS PROVIDED BY THE GRANTEE: To insure that the project will operate efficiently on the local level for the consultant, the Grantee agrees to do the following: 1. Conduct local administration and accounting of the grant. 2. Provide prompt secretarial assistance (if a part of the project budget) for the project, understanding that deadlines established in the project scheduled must be met. 3. Provide adequate office space (if a part of the project budget) for the Consultant, including a telephone and desk. 4. Assist the Consultant in developing local contacts and generating publicity for the project. 5. Through its Historic Preservation Commission, assist the Consultant in developing an outline of the inventory manuscript, determining the order of presentation of entries, selecting properties to be represented in the publication, and editing drafts of the manuscript. 6. Compile and submit completion report and all materials generated by the project. H. PERSONAL INCOME AND SELF-EMPLOYMENT TAX RESPONSIBILITIES OF THE CONSULTANT: It is understood that the consultant is being employed as a professional and is an independent contractor, and that payment for services constitutes a fee which excludes all employment taxes and related benefits. The Grantee will be responsible for filing appropriate IRS income statements (FORM 1099) for the Consultant. I. CONTRACT DOCUMENTS; The contract document for Phase III of the Orange County Historic Inventory consists of this contract and the attached Appendix for Subgrant Agreements. The following documents are also incorporated herein by reference: Page 3 Orange County Phase III Contract 1. The 1993 CLG Survey and Planning Grant Application dated January 20, 1993; 2. The Subgrant Agreement, dated April 7, 1993, between Orange County and the N.C. State Historic Preservation Office; and 3. The North Carolina State Historic Preservation office Grantee Handbook for Survey and Planning Grants, as revised. J. OTHER STIPULATIONS: Please refer to the attached "Appendix for Subgrant Agreements" for stipulations regarding procurement; retention of records; changes in scope; prohibition of lobbying; non-federal audit; publications; suspension or termination of subgrant; standards for final products; equal opportunity; and other requirements. NONDISCRIMINATION ASSURANCES: In consideration of the signing of this Contract for the performance of work and furnishing labor and materials as set forth herein, the parties hereto for themselves, their agents, officials, and employees or servants agree not to discriminate in any manner on the basis of age, handicap, sex, race, color, creed, sexual orientation or national origin with reference to the subject matter of this Contract, no matter how remote. This provision is hereby incorporated into this Contract for the benefit of the Grantee and may be enforced by action for specific performance, injunctive relief or other remedy as by law provided. We the undersigned, having read, understood, and agreed to the terms project description and Contract, so affix our signatures this /a day of , 1993. Gran %;�• Consultant: Si 4 i Moses Carey, Chair / Joy Cater Board of County commissio - s Attest: > � �< odd Peck Beverly Bl he — Division of Archives and History: Clerk to the Board of commissioners 4 David Brook Division of Archives and History INVCONTR.WPS Page 4