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HomeMy WebLinkAboutAgenda - 08-17-2004-5vORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 17, 2004 Action Agenda Item No. 5 - v SUBJECT: Continuation Agreement with the Town of Chapel Hill for Senior Recreation Services DEPARTMENT: Aging PUBLIC HEARING: (Y/N) ND ATTACHMENT(S): INFORMATION CONTACT: Jerry Passmore, ext 2009 1 -Performance Agreement with the Town of Chapel Hill TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider approving a continuation Agreement with the Town of Chapel Hill to provide funding in the amount of $46,697 for senior recreation programs on behalf of the Town's Parks and Recreation Department. BACKGROUND: The Town of Chapel Hill's Parks and Recreation Department has provided recreation and leisure activities for senior citizens including games, arts and crafts classes, and field trips for senior citizens. The Town operated in coordination with the Orange County Department on Aging which has publicized programming through the Senior Times and has also provided space for activities at the Chapel Hill and Northside Senior Centers. The Town of Chapel Hill's Parks and Recreation Department hired a permanent, full-time staff person to conduct the programs as well as temporary part time help. When the permanent position became vacant in FY 1997, the Town of Chapel Hill re-assessed how it delivered recreational and leisure programming for senior citizens. As a result of the assessment, the Town of Chapel Hill proposed transferring the senior programs to Orange County and contracting with the County to provide recreation and leisure programming at the Chapel Hill and Northside Senior Centers. The attached contract between the Town and the County would continue the funding for the permanent full time Senior Citizen Program Coordinator position and temporary part time help as needed for special activities, equipment, and office supplies. 2 FINANCIAL IMPACT: Since this is a continuation of an on-going program the Fiscal Year 2004-05 budget includes revenues totaling $46,697 from the Town of Chapel Hill. This amount offsets all costs associated with the program including salary and benefits for the Senior Center Recreation Specialist and expenses necessary to operate the program. No County costs are associated with this program. RECOMMENDATION(S): The Manager recommends that the Board approve the Agreement and authorize the Manager to sign the Agreement with the Town of Chapel Hill for Senior Recreation Services. 3 NORTH CAROLINA ORANGE COUNTY PERFORMANCE AGREEMENT This Agreement made and entered into by and between the Town of Chapel Hill, c/o Chapel Hill Parks & Recreation Department, 200 Plant Road, Chapel Hill, NC 27514, hereinafter referred to as "Town" and Orange County by and for its Department on Aging, hereinafter referred to as "Department", P.O. Box 8181, Hillsborough, NC 27278. WITNESSETH WHEREAS, the Department offers services for senior citizens of Chapel Hill and Orange County; and WHEREAS, the services offered by the Department will enrich the Chapel Hill community and is an eligible expenditure of Town revenues; NOW THEREFORE, in consideration of the above and the mutual covenants and conditions hereinafter set Forth, the Town and the Department agree as follows: 1. Town Support The Town will provide the Department $46,697 during the Town's fiscal year 2004- 2005. The Town does not obligate itself to provide any other support to the Department this fiscal year, nor in any succeeding year. 2. Duties of the Department The Department shall operate a comprehensive program targeted toward Chapel Hill and Orange County residents aged 55 years and older. The Department shall provide an end of year report stating what services were provided using Town funds. In addition the report should state both the total number of persons served and the total number of Chapel Hill citizens served. 3. Payments and Documentation The appropriation shall be paid to the Department in one payment upon execution of this agreement and submittal of an accurate invoice. 4. Financial Records and Reports The Department agrees to allow the Town to inspect its financial books and records upon reasonable notice, during nonnal working hours. 4 5. Termination for Cause In the event that the Deparhnent shall cease to exist as an organization, or shall enter bankruptcy proceedings, or be declared insolvent, or liquidate all or substantially all of its assets, or shall significantly reduce its services, during the term of this Agreement, or in the event that the Deparhnent shall fail to render a satisfactory accounting as provided herein, then, and in that event, the Town may terminate this Agreement and the Department, to the extent permitted by law, will return all payments already made to it by the Town, for services which have not been provided, or of which no satisfactory accounting has been rendered. 6. Hold Harmless To the extent permitted by law, the Department agrees to protect, defend, indemnify and hold harmless the Town of Chapel Hill from all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, death or property damage to any person or persons caused in whole or in part by the negligence or willful misconduct of the Department, except to the extent same are caused by the negligence or misconduct of the Town of Chapel Hill. 7. Non-Discrimination h1 matters of employment, provision of services and contrasting, the Department agrees to act without regard to race, color, sex, religion, age, national origin, affectional preference, or handicapped status. 8. Amendments This Agreement maybe amended by mutual agreement of the Department and the Town. 9. Entire Agreement This Agreement constitutes the entire Agreement of the parties hereto. THE REMAINDER OF THIS PAGE WAS INTENTIONALLY LEFT BLANK 5 This Contract is between the Town of Chapel Hill and Orange County by and for its Department on Aging for operational support of a comprehensive recreation program targeted toward Chapel Hill and Orange County residents aged 55 years and older for FY 2004-05. fN WITNESS THEREOF, the parties hereunto cause this Agreement to be executed in their respective names. This the day of , 2004. ORANGE COUNTY by and for its DEPARTMENT ON AGING John Link, County Manager Seal Attest: Donna Baker, Clerk THE TOWN OF CHAPEL HILL A Municipal Corporation Town Manager Seal Attest: Town Clerk Approved as to Form and Authorization: Town Attorney This instrument has been preaudited in the manner required by the Local Government Budget and Fiscal Control Act. Finance Director Director of Parks and Recreation