HomeMy WebLinkAboutAgenda - 08-17-2004-5rORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: August 17, 2004
Action Agenda
Item No. 5 - r
SUBJECT: Minute Preoarer Aoreement
DEPARTMENT: County Commissioners PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Donna Baker, ext. 2130
Yes -Agreement
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688-7331
Mebane 336-227-2031
PURPOSE: To consider for approval atwo-year agreement between the County of Orange and
Becky Butler for the preparation of BOCC meeting minutes.
BACKGROUND: In the past, staff in the Office of the Clerk to the Board of County
Commissioners expended significant time and energy transcribing and preparing written
minutes for various meetings including the Board of County Commissioners' meetings. During
the budget process in 1999, the County Commissioners decided to outsource minute
preparation. During the past 5 years, this has definitely enhanced efficiency in the BOCC
department and has allowed staff to perform other duties.
FINANCIAL IMPACT: Funds are included in the budget for the Clerk's office for the 2004-2005
fiscal year and total $13, 425, providing prepared minutes for 179 recorded meeting hours at
$75 per recorded hour. It is expected that $14,400 ($80 per recorded hour) will need to be
budgeted for the 2005-2006 fiscal year.
RECOMMENDATION(S): The Manager recommends that the Board approve the two-year
agreement and authorize the Chair to sign on behalf of the Board.
AGREEMENT BETWEEN
COUNTY OF ORANGE
AND
BECKY BUTLER
NORTH CAROLINA
ORANGE COUNTY
This agreement made and entered into the 1st day of July, 2004 between the County of
Orange, for it's County Commissioner's Office, hereinafter referred to as "County', and Becky
Butler hereinafter referred to as "Contractor", for the preparation of minutes for meetings of the
Orange County Commissioners.
Terms of agreement
The Agreement shall commence on July 1, 2004 and shall continue through June 30,
2006.
County Responsibilities:
1. County will provide cassette tapes and notes of County Commissioner meetings for
which minutes are to be prepared to Contractor within one day following meeting.
2. County will pay invoice for services within 15 days of receipt.
Contractor Responsibilities:
1. Contractor will submit draft minutes of meetings to the Clerk to the Board of County
Commissioners within twelve days of meeting date.
2. Minutes will be prepared using MSWord, in a version that shall be compatible with that
currently being used by County. Minutes shall be submitted on disk or electronically to
DBakera(~co.orange.nc.us (for Commissioner minutes).
3. Contractor shall invoice County for $75 per recorded hour of tape upon completion of
draft minutes for the period July 1, 2004 through June 30, 2005 and $80 per recorded
hour of tape for the period July 1, 2005 to June 30, 2006. Invoices for Commissioner
minutes shall be sent to Clerk to the Board. County will make payment within 15 days
from receipt of invoice from Contractor.
Independent Contractor
The contractor is an independent contractor and not an employee as defined in N.C.G.S.
Section 97-2(2). The contractor will therefore not be covered by worker's compensation
insurance provided to County employees by Orange County. The contractor understands that
she is an independent contractor and agrees that no worker's compensation insurance
coverage is provided through this agreement.
Termination
Either party may terminate this agreement upon 30 days written notice to the other
party.
Notice
Notice is deemed to have been properly given when written notice is mailed or hand-
delivered to:
For County:
Orange County
Donna Baker, Clerk to the Board
PO Box 8181
Hillsborough, NC 27278
Contractor:
Becky Butler
5502 Wagon
Efland. North
Farm Road
Carolina 27243
Barry Jacobs, Chair
Orange County Board of Commissioners
DATE:
Donna Baker, Clerk to the Board
Becky Butler, Contractor
Witness
This instrument has been pre-audited in the manner required by the Local Government Budget
and Fiscal Control Act.
Kenneth T. Chavious, Finance Director