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HomeMy WebLinkAboutAgenda 6-a - Memorandum of Understanding with the Towns for the Orange County Food Council 1 ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 19, 2019 Action Agenda Item No. 6-a SUBJECT: Memorandum of Understanding with the Towns for the Orange County Food Council DEPARTMENT County Manager's Office ATTACHMENT(S): INFORMATION CONTACT: Attachment 1 — Draft Amended Bonnie Hammersley, 919-245-2306 Memorandum of Understanding Attachment 2 — Draft Food Council Coordinator Position Description Attachment 3 — Draft Work Plan PURPOSE: To consider entering into a Memorandum of Understanding (MOU) with Towns of Carrboro, Chapel Hill, and Hillsborough for mutual support of the Orange County Food Council (OCFC). BACKGROUND: OCFC is a coalition of community members committed to building a healthy food system for all Orange County. The OCFC includes representatives from local government, educational food institutions, and food-related agencies, as well as individual citizen-consumers, food producers, providers and entrepreneurs. The mission of OCFC is to grow a community- driven food system that ensures access to nutritious foods for all, promotes sustainable agricultural, increases economic development, and advances social justice. The OCFC approached Orange County and the Towns of Carrboro, Chapel Hill, and Hillsborough in the spring of 2018 with a proposal for a shared funding arrangement to fund a full-time Coordinator (Attachment 2) and operating expenses. The Towns provided input to Orange County in the development of the MOU, job description, and work plan. Responsive to all jurisdictions' input, the MOU stipulates the formation of an Executive Committee with representation of elected officials from each jurisdiction to oversee the OCFC. The work plan also included more extensive measurable goals and performance measures. The proposed MOU covers a 2-year period from the date of execution, which would be in effect for portions of the fiscal years 2018-19, 2019-20, and 2020-21, and could be renewed for up to five additional two-year terms. The MOU requires the OCFC to provide progress reports every six months. The jurisdictions' will have the opportunity to evaluate the renewal of the MOU upon the expiration of each two-year terms. 2 The Towns of Carrboro and Hillsborough approved the OCFC MOU in December 2018, followed by approval of the Town of Chapel Hill on January 30, 2019 with an amendment that a seat be designated for "food access". The Towns' have concurred with the change through the Town Managers. The MOU is before the Orange County Board of Commissioners (BOCC) for final approval as amended. FINANCIAL IMPACT: The development of the OCFC MOU is modeled after that of the Orange County Partnership to End Homelessness MOU. The proposed budget for a full fiscal year is $71,000, which includes $58,774 in salary and benefits for the Coordinator position and $12,226 in operating costs. The MOU proposes a population-based formula to determine each jurisdiction's portion of funding. Based on the 2010 Census data, the percentage contributions are as follows: • Orange County - 39% - $27,690 • Town of Carrboro - 15% - $10,650 • Town of Chapel Hill - 41% - $29,110 • Town of Hillsborough - 5% - $3,550 SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable to this item: • GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND INEQUITY The fair treatment and meaningful involvement of all people regardless of race or color; religious or philosophical beliefs; sex, gender or sexual orientation; national origin or ethnic background; age; military service; disability; and familial, residential or economic status. • GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY The creation and preservation of infrastructure, policies, programs and funding necessary for residents to provide shelter, food, clothing and medical care for themselves and their dependents. RECOMMENDATION(S): The Manager recommends the Board approve and authorize the Chair to sign the Memorandum of Understanding (MOU) with the Town of Carrboro, Town of Chapel Hill and the Town of Hillsborough for mutual support of the Orange County Food Council based on a population-based formula. 3 Attachment 1 Memorandum of Understanding between Orange County and the Towns of Chapel Hill, Carrboro, and Hillsborough: Orange County Food Council Whereas, since July 1, 2015, the Orange County Board of Commissioners, Chapel Hill Town Council, Carrboro Board of Aldermen, and Hillsborough Board of Commissioners have provided financial support to the Orange County Food Council. Whereas, the Orange County Food Council will provide advice and recommendations to the four jurisdictions on issues related to the county community food system and also facilitate communication between community groups, committees, commissions, and other boards whose work supports a thriving local farm economy, access to healthy food, food related economic development, strong communities, sustainable ecosystems, and healthy people. Whereas, the parties to this Memorandum understand the value of thisNto each jurisdiction and accordingly intend to continue to fund and support it. Whereas, the Orange County Food Council Execu�ive Committee consists of elected representatives appointed from each of the above governmental partners as well as the Chair of the Food Council, charged with prov' *ng oversi of the Food Council Coordinator. Whereas, the Orange County Food Council consists of a-440filember council including elected representatives appointed from each of the above governmental partners and a cross-section of Ammunity members, food access and food provider representation, charged with providing direction for the council's work, and the parties to this Memorandum intend for the 15-member food council to continue to perform this role, and - Whereas, the parts this Memorandum intend to provide funding to support a Food Council Coordinator, whose responsibilities have been outlined in a Job Description and The partiSto is Memorandum hereby clarify the roles and responsibilities of each body as is to funding and oversight. The Executive Te 1. Provi ongoing supervision of the Coordinator through the County Manager by: i. Conducting joint annual performance reviews of the Coordinator with the Manager, after gathering input from the Chair of the Food Council and others, as appropriate; ii. Approving an annual work plan for the Coordinator based on the goals of the Plan, subject to final approval by the Manager; iii. Meeting with and reviewing the work plan with the Coordinator and the Manager quarterly; 4 iv. Participating in interviews for the hiring of the Coordinator; v. Making recommendations to the Manager regarding performance concerns related to the Coordinator. 2. Operate its program on the same fiscal year as that operated by the Towns and County. 3. Not have supervisory authority over any Town or County staff who may be assigned to provide assistance to the Leadership Team or Executive Team. 4. Meet quarterly, with staff support, to review progress under the annual work plan. B. The 15-member Food Council will: i. Convene stakeholders to build strate erships across all se identify issues, ii. Conduct research, and educate the community on e Orange County food system, iii. Promote sustainable agricu ease economic development, and advance social justice, iv. Develop strategies, and advise o policy recommendat s to encourage the growth of a robust community food system and a healthier population. A. Towns and County will: 1. Appoint an elected representative to serve as liaison between the governmental jurisdiction and the Orange County Food Council. The appointed representative will serve on the Executive Committee. 2. Provi Tice spa e and supplies for the use of the Coordinator. Provide st ssista ce as needed to support the Coordinator and Orange County Fo ouncil members and workgroup members subject to Town nager ounty Manager direction. 4. Pro annual appointment from the elected governing bodies to the OCF . 5. Assist with the annual implementation efforts of food council and workgroup priorities. 6. Continue to support the Orange County Food Council. 7. The amount of funding to be provided by each partner will be determined by utilizing a population-based formula based on the latest Census data. 5 Based upon the 2010 Census data, the percentage contributions are as follows: • Orange County 39% • Town of Chapel Hill 41% • Town of Carrboro 15% • Town of Hillsborough 5% 8. Receive an annual report from Orange County Food Council. 9. Not be required or expected to continue funding the Coordinator position should the funding not be available through any one or more of the other partners. 4 10. Not require or suggest the Orange Co t ood it or it's Coordinator perform work on goaare not in he work plan for the food council. B. This Memorandum will remain in effect for two years from the date of its adoption by all Parties. The Memorandum may be renewed for up to five additional two-year terms. Any Party hereto may withdraw from the Memorandum by providing written notice to every other Party at least 12 months prior to the start of the fiscal year in which the Party 4hes to withdraw. If a Party chooses to withdraw all Parties will assist Vood Council in pursuing 501.3c Non-profit status. [SIGNATURES TO FOLLOW] V 6 Wherefore the Parties hereto have set their hands and seals on the day and dates recorded below. ORANGE COUNTY Penny Rich, Chair ATTEST STATE OF NORTH CAROLINA ORANGE COUNTY I, the undersigned Notary Public of the County and State aforesaid, do hereby certify that , personally came before me this day and acknowledged that she is the Clerk to the Board of Commissioners for Orange County, North Carolina and that by authority duly given and as the act of said County, the foregoing instrument was signed in its name by the Chair of said Board of Commissioners and attested by her as Clerk to said Board of Commissioners. Witness my hand and of mp or se th' d f , 20 ary Public (Notary Seal) My fission expires: 7 TOWN OF CHAPEL HILL Pam Hemminger, Mayor ATTEST STATE OF NORTH CAROLINA ORANGE COUNTY ' I, the undersigned Notary Public of the County and State aforesaid, do hereby certify that , personally came before me this day and acknowledged that he/she is the Town Clerk for the Town of Chapel Hill, North Carolina and that by authority duly given and as the act of said Town, the foregoing instrument was signed in its name by the Mayor of the Town of Chapel Hill, NC and attested by her as Town Clerk for the Town of Chapel Hill,NC. Witness my hand and of mp or th' day of, , 20 ary Public (Notary S , My fission expires: 8 TOWN OF CARRBORO Lydia Lavelle, Mayor ATTEST STATE OF NORTH CAROLINA ORANGE COUNTY I, the undersigned Notary Public of the County and State aforesaid, do hereby certify that , personally came before is day and acknowledged that she is the Town Clerk for the Town of Carrboro orth Carolina and that by authority duly given and as the act Town, the foregoing instrument was signed in its name by the Mayor of the Towboro, NC and attested by her as Town Clerk for the Town of Carrboro,NC. Witness my hand,,!aid th' da , 20 ary Public (Notary S My fission expires: 9 TOWN OF HILLSBOROUGH Tom Stevens, Mayor ATTEST STATE OF NORTH CAROLINA ORANGE COUNTY I, the undersigned Notary Public of the County and State aforesaid, do hereby certify that , personally came before rAbhis day and acknowledged that he/she is the Town Clerk for the Town of Hillsborough, North Carolina and that by authority duly given and as the act aid Town, the foregoing instrument was signed in its name by the Mayor of the To lsborough, NC and attested by her as Town Clerk for the Town of Hillsborough, Witness m hand and of m or th' da f� 20 . Y p 7 ary Public IV (Notary S My fission expires: 10 Attachment 2 Food Council Class Code: Coordinator ORANGE COUNTY GOVERNMENT DESCRIPTION: Under general supervision from the County Manager and/or designee, performs professional and administrative work in leading and coordinating the effort to develop a comprehensive approach to grow and support a community-driven food system in Orange County. The responsibility of this position involves collaborating with Orange County, Chapel Hill, Carrboro, and Hillsborough Town staff on sustainable food system program initiatives as well as providing staff support to the Orange County Food Council and subcommittees. EXAMPLES OF DUTIES: ESSENTIAL JOB FUNCTIONS Serves as a primary contact on Food Council program initiatives for the County and the Towns. Collaboratively works with the local-governmental agencies to build strategic partnerships and coordinating action to ensure access to nutritious foods for all, promote sustainable agriculture, increase economic development, and to advance the social justice goals of Orange County. Coordinates the updates of the Food Council in collaboration with the Executive Committee and subcommittees. Works throughout the year to achieve the goals and strategies of the work plan. Coordinates the Food Council annual reports including past year accomplishments and current year goals. Provides staff support for the Food Council Leadership Team and subcommittees, performing duties including meeting notices, agendas and recording and distributing meeting notes. Coordinates partnerships and collaborates with local and regional food system resources and statewide. Coordinates the planning and implementation of Food Council events. Coordinates the development and implementation of initiatives to achieve the goals of 11 the local-governmental agencies and the Food Council. Completes and submits annual federal and state grant applications, coordinating input from Food Council grantees and other stakeholders. Applies for other grants to support the goals of the County, Towns and Food Council. Maintains knowledge of current issues and strategies related to federal, state, regional, and local food system policies, best practices, research, statutory regulations and requirements, etc. Conveys this information to the County, Towns, Food Council committees and stakeholders. Performs all food system data reporting required by federal, state, regional, and local entities including coordinating data collection events. Utilizes and maintains the data system to provide local food system data reports to track data quality of local agencies, monitor program performance and outcomes. Responds to inquiries from the County and Town staff, the Food Council and the public requesting information to ensure access to nutritious foods for all regarding available food system resources. Coordinates development and the updates to the Orange County Food System Resources Guide for distribution to local-government, providers and the public. Coordinates and monitors the Food Council budget, provides annual fiscal information to the County and Town Managers in the budget process. Coordinates and maintains the Food Council website and social media accounts including Facebook and Twitter. ADDITIONAL JOB FUNCTIONS Operates a vehicle and a variety of office equipment such as copier, telephone, fax machine, desktop computer, printer, etc. Uses a variety computer software such as Microsoft Word, Microsoft Publisher, Microsoft PowerPoint, Microsoft Excel, etc. Attends departmental staff meetings. Performs general administrative/office duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc. Performs other related work as required. 12 TYPICAL QUALIFICATIONS: Requires extensive knowledge of sustainable food system policies and practice and any combination of education and experience equivalent to a Bachelor's degree; experience in policy, community development, and community research methods. i ��11e+n ORANGE COUNTY 13 90 FOOD COUNCIL Mission Grow and support a community-driven food system in NORTH CAROLI NA F DOD COLD N CI LS the Orange County region of North Carolina. Building strategic partnerships across all sectors, identify issues, advocate for policies, and coordinate action to ensure access to nutritious foods for all, �• � �5 promote sustainable agriculture, increase economic development, and advance social justice. T he Orange County Food Council is one of 35 food councils in North Carolina (counties with food councils highlighted above) that work together to share resources and best practices. Process In 2016, a Baseline Community Food Assessment helped the Orange County Food Council identify gaps and opportunities in the local food system. The Food Council hosted 2 community forums in 2017 and 200 community 2017 ACCOM f l I S H M E N T; stakeholders attended these meetings to OF NC FOOD C9U?!CIlS provide input on the council's priorities and == actions. Work rou s were formed short) after g p Y a these forums. These groups meet monthly to further the work of the Food Council. Our partners at Community 9 Food Strategies have compiled a list of priorities from food councils in North Carolina including: promoting farmers & economic development, increasing awareness of food systems, advocating for policy & program change, addressing equity, expanding the network, increasing food access. 'ority Areas I. Network Development& Community Engagement II. Local Food Economy III. Food Access IV. Food Waste I. Network Developm t & Community Engagement Facilitate strategic relationships and increase collaboration between local organizations, community stakeholders and elected bodies in Orange County; engage the greater Orange County community; and collaborate with regional food councils to build a stronger county food system. Goal 1.1. Facilitate conversations between regional food councils, food system practitioners and elected officials to build collaboration as a regional foodshed. Performance Measures 1.1a. Output: Attend 4 regional meetings per year. 1'6* ORANGE COUNTY 14 90 FOO❑ COUNCIL 1.1b. Outcome: The number of collaborative activities conducted will increase from 0 to 5. Deliverable: Report containing an overview of the work the regional food councils have undertaken together. Goal 1.2. Hold regular food council and workgroup meetings and community forums. Performance measures 1.2a. Output: Convene monthly meetings with Food Council members, workgroups, partners and community members and bi-annual community forums. 1.2b. Outcome: The number of people who attend meetings and community forums increases by 25%. Deliverable: Meeting minutes (posted on website) and community forum reports (posted on website, disseminated via social media and shared with elected officials and those on our listserv). Goal 1.3. Learn about barriers and opportunities to engage hard to reach populations in creating a stronger county food system. Performance Measures 1.3a. Output: a listening session guide is developed. 1.3b. Output: Up to 6 listening sessions are held across Orange County working with the Jackson Center for Saving & Making History, the Orange County Family Success Alliance, the Refugee Community Partnership, El Centro Hispano, community centers and senior centers. Deliverable: Report of the barriers and opportunities identified during the listening sessions. Goal 1.4. Develop and implement a broad communication strategy to build awareness of the resources, activities and needs within the Orange County Food System Performance Measures 1.4a. Output: Weekly social media posts. 1.4b. Output: Monthly website updates 1.4c. Outcome: website and social media engagement (clicks, likes, shares) increase by 20%. Deliverables: Frequently updated website and social media (Twitter, Facebook, Instagram) with regularly scheduled posts II. Local Food Economy 1'6* ORANGE COUNTY 15 90 FOO❑ COUNCIL Grow the local food economy through researching and proposing policies and initiatives that support local farmers, producers, farmworkers, and food entrepreneurs. Goal 11. 1. Identify other funding sources to stimulate economic growth and increase demand for local foods. Performance Measures 11.1a. Output: 12 meetings of the Local Food Economy Workgroup are held each fiscal year. 11.1 b. Output: A presentation is developed on the use of other funding sources for local food system activities. 11.1c. Outcome: Develop a plan for the use of the identified other funding sources to stimulate economic growth and increase demand for local foods. Deliverable: Orange County Food Council budget appropriation is increased with the identified funds for investment in the local food system. Goal 11. 2. Create a baseline of locally grown food consumption on UNC and Orange County public school campuses and increase the amount of locally grown food consumption by 20% (in dollars spent) within 3 years for those institutions and agencies. Performance Measures 11.2a. Output: Meetings of the Local Food Economy Workgroup are held with UNC and Orange County public schools representatives to chart out a plan to meet the goal. II. 2b. Output: UNC and Orange County public schools representatives work with local food providers to develop and implement a local food program for students. II 2c. Outcome: Students attending UNC and Orange County public schools will have increased access to locally grown foods. Deliverable: Report on the amount of locally grown foods that are served to students at UNC and Orange County public schools on a quarterly basis. III. FZ Access Orange County residents have access to healthy, affordable, and local food and equitable participation in the food system. Goal III. 1. Increase community awareness of food access resources available in Orange County. Performance Measures 111.1a. Output: 10 meetings of the Food Access Workgroup are held each fiscal year. 111.1 b. Outcome: Amount of meals/food served will expand due to increased knowledge of how and where to access nutrition support and other supplemental food resources. i ��11e+n ORANGE COUNTY 16 90 FDDDCOUNCIL Deliverable: A Community Food Resource Guide that incorporates the many different food access resource lists compiled by various agencies and organizations in the County. The guide will be updated regularly. Goal III. 2. Coordinate with the Town and County departments and associated partners to research successful policies that provide incentives and subsidize purchasing healthy, fresh foods. Performance Measures 111.2a. Output: 6 meetings with Town and County departments and food provider partners (Health, Housing, Aging, DSS, Summer Food Program etc.) to provide presentations on findings to the advisory boards associated with the Town and County departments. 111.2b. Outcome: There are Town and County departments as well as food provider partners that are better informed on policies and practices that can help increase access to healthy foods and help the Town and County departments meet their strategic goals Deliverable: The Town and County elected officials receive a presentation related to increasing healthy food access. Goal 111.3. Reduce redundancies and coordinate services to reach more people who face food insecurity Xj7 Performance Measures 111.3a. Output: Food council representatives attend, convene, and/or facilitate meetings between outside agency food providers at least six times per fiscal year. 111.3b. Outcome: The number of duplicative services will be reduced by 50%. 111.3c. Outcome: The number of sites where direct food service is provided will increase based on a ggaps analysis of redundant and missing services. IW ran verable: Report of the number of meals, bags/backpacks of food provided monthly d number of sites served within Orange County. Provide advice on funding for the owe agency food eiders on an annual basis. V. Food Waste Advocate for the education and empowerment of Orange County residents to reimagine waste utilization. Goal V.1. To reduce food waste across all sectors within Orange County. Performance Measures VA a. Output: 10 meetings of the Waste Rescue Workgroup are held each fiscal year. V.1b. Outcome: The number of businesses utilizing the Orange County Solid Waste composting program will increase by 20%. 1'6* ORANGE COUNTY 17 90 FOO❑ COUNCIL V.1 c. Outcome: The number of businesses working with the Orange County Solid Waste department to develop and implement waste diversion practices will increase by 20%. Deliverable(s): A plan for how to educate and engage business owners on reimagining food waste; a report of the businesses who have adopted composting policies.