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HomeMy WebLinkAboutAgenda - 02-19-2002 - 8e 1 }` ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: February 19, 2002 Action Agenda Item No. 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$46,697.00 to the County for providing the New Generations senior recreation program for the Town's Parks and Recreation Department. BACKGROUND: The Town of Chapel Hill's Parks and Recreation Department has provided recreation and leisure programs for senior citizens through its New Generation program. The New Generation program delivers a variety of activities including games, arts and crafts classes, and field trips for senior citizens. The Town's New Generation program has 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 in the Chapel Hill and Northside Senior Centers. The Town of Chapel Hill's Parks and Recreation Department used a permanent, full-time position to support the New Generation program as well as part time temporary staff. 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 New Generation program to Orange County and contracting with the County to provide this recreation and leisure programming for senior citizens in the Town through the Chapel Hill and Northside Centers. The attached contract between the Town and the County would continue the funding for the permanent full time Senior Citizen Program Coordinator position, temporary part time help as needed for special activities, equipment, and office supplies. The plan for the use of the funds is summarized on page 6. 2 FINANCIAL IMPACT: Since this is a continuation of an on-going program, staff included revenues totaling $46,697 from the Town of Chapel Hill in the 2001-02 fiscal year budget. 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 Chair to sign the agreement with the Town of Chapel Hill for Senior Recreation Services. t D 3 =r4 5 2002 NORTH CAROLINA - RFORMANCE io ORANGE COUNTY 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 2001- 2002. 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 perform those duties further described in the attached"Scope of Services". 3. Payments and Documentation The appropriation shall be paid to the Department in two payments as follows: A. An initial payment of$26,697 will be made upon execution of this agreement and submittal of.an accurate invoice. B. A second payment of$20,000 will be made in June 2002. This payment will be made upon receipt of an accurate invoice and a detailed report that describes all programs performed from July 1, 2001 through May 31, 2002 utilizing Town funds. A final report will be presented to the Town no later than September 1, 2002 describing all programs performed during FY 2001-02 that utilized Town funds. 4 4. Financial Records and Reports The Department agrees to allow the Town to inspect its financial books and records upon reasonable notice, during normal working hours. 5. Termination for Cause In the event that the Department 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 Department 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 In matters of employment,provision of services and contracting,the Department agrees to act without regard to race, color, sex, religion, age,national origin, affectional preference, or handicapped status. 8. Amendments This Agreement may be amended by mutual agreement of the Department and the Town. 9. Entire Agreement This Agreement constitutes the entire Agreement of the parties hereto. 2 { 5 IN WITNESS THEREOF, the parties hereunto cause this Agreement to be executed in their respective names. This the day of , 2002. THE TOWN OF CHAPEL HILL ORANGE COUNTY by and for its A Municipal Corporation DEPARTMENT ON AGING Town Manager John Link, County Manager Attest: Attest: Town Clerk Beverly Blythe, Clerk Seal Seal 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 3 6 ORANGE COUNTY DEPARTMENT ON AGING SCOPE OF SERVICES UTILIZING TOWN OF CHAPEL HILL FUNDS The Orange County Department on Aging will utilize $46,697 in Town support to fund the following projects: 1. Employ a full-time staff person who will work out of the Chapel Hill Senior Center for approximately 30 hours per week and the Northside Senior Center for approximately 10 hours per week. In addition, the employee will work evening hours as needed for special events and overnight trips. 2. Provide bi-monthly staff support to the Program Advisory Committees at the Chapel Hill Senior Center and the Northside Senior Center. 3. Maintain and facilitate the existing programming at both centers including: • Exercise and fitness-both centers and Hargraves Center • Weekly tea and music-Chapel Hill Senior Center • Special Events and Dances-both centers • Weekly movie program-both centers • Village Elder series - Chapel Hill Senior Center • Sarah West Bridge- Chapel Hill Senior Center • Craft classes-both centers • Senior games -both centers • Day and overnight trips -both centers 4. Expand the following new programs • Additional low cost overnight trips -both centers • Develop a trip planning committee • Further develop activities for single seniors- Chapel Hill Senior Center • Create programs and recreation services as identified in the Master Aging Plan(MAP) including the planning and development of a new, expanded Southern Orange Multipurpose Center. 5. Assist with all programming in both centers as needed. 6. Develop a computerized data collection system to track Chapel Hill senior residents versus other residents in other jurisdictions (Carrboro,rural Orange, and other counties). 4