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2021-634-E-County Mgr-Historical Foundation of Hillsborough and Orange County-Outside Agency Funding
Orange County Outside Agency Performance Agreement Revised 10/2021 Page 1 of 10 OUTSIDE AGENCY PERFORMANCE AGREEMENT THIS AGREEMENT, made and entered into the first day of July 2021, (“Effective Date”) by and between the County of Orange, a political subdivision of the State of North Carolina, Post Office Box 8181, Hillsborough, North Carolina, 27278, ("County") and Historical Foundation of Hillsborough and Orange County, a not-for-profit corporation, located at 201 North Churton St, Hillsborough, North Carolina 27278 (“Provider”). WITNESSETH: WHEREAS, it is in the interests of the County that said program be assisted by the County and thereby enhance its availability to residents of the County, and said program addresses an important community human services need, as identified by the Board of Commissioners. NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereafter set forth, the County and Provider agree as follows: 1. Term of the Agreement. The term of this Agreement shall be a program year beginning July 1, 2021 to June 30, 2022. 2. Scope of Services. a. Provider will provide services, as outlined in the attached Outside Agency Funding Application and any amendments or revision thereto which is attached as Exhibit “A” and incorporated by reference, to the residents of Orange County. The Scope of Services and the Program Budget may be different from the original application based on County appropriation; however, any revisions or amendments to this Agreement must be approved in writing by the County and attached to this Agreement as Exhibit B. b. The Provider shall be solely responsible for the means, methods, techniques, sequence, safety program and procedures necessary to properly and fully complete the work set forth in the Scope of Services. 3. Funding. a. The County agrees to appropriate for the provision of services described in Exhibit A, Scope of Services and more particularly described in the Revised Program Budget, the maximum sum of $9,606. b. All funds appropriated shall be used for purposes described in Exhibit A. Any funds not used for the purposes stated shall be returned to the County. Any changes in the use of funds must be authorized in writing by the County prior to any expenditure of the funds by the Provider. If the funds are expended not in accordance with the Scope of Services, at the discretion of the County the Provider may be required to repay the funds to the County. c. The Provider shall be paid in four equal installments in the amount of $2,401.50. The first payment is contingent upon receipt of the agency’s performance agreement; the remaining payments are contingent upon receipt of the request for reimbursement and related supporting documentation. d. The County’s obligation to make the quarterly payments is contingent upon receipt of Progress Reports, which show satisfactory progress toward completion of performance measures and an accounting of expenditures as detailed in the attached Scope of Services. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Orange County Outside Agency Performance Agreement Page 2 of 10 Rev.10/21 e. Once Provider has satisfied its obligations as provided in (d) payment will be made 21 days after receipt of the Progress Report and Request for Reimbursement or 21 days after due date of Progress Report whichever is later. f. The County is not obligated to provide any other support to Provider in this or in succeeding fiscal years. 4. Agency Reporting. a. Provider will provide Orange County a Progress Report that includes a fiscal report and updates on performance measures as outlined in the Scope of Services. Progress Report dates are: July 1 – December 31; January 1 – March 31 and April 1 - June 30. Reports are due on January 10, April 10, and July 10 of the program fiscal year. b. Provider agrees to allow the County to inspect its financial books and records, which document costs of those services, upon reasonable notice during normal working hours. 5. Termination. a. Termination for Cause. In the event of any of the circumstances set forth below (hereinafter referred to as “default”), the County may immediately terminate this Agreement, in whole or in part, and from time to time. Notice of termination must be in writing, state the reason or reasons for the termination, and specify the effective date of the termination: i. In the event that Provider shall cease to exist as an organization or shall enter bankruptcy proceedings, be declared insolvent, or liquidate all or substantially all of its assets, or significantly reduce its services or accessibility to Orange County residents during the term of this Agreement; or ii. In the event that Provider shall fail to render a satisfactory accounting as provided section 4 above, the County may terminate this Agreement and Provider shall return all payments already made to it by the County for services which have not been provided or for which no satisfactory accounting has been rendered; or iii. In the event of any fraudulent representation by the Provider in an invoice or other verification required to obtain payment under this Agreement or other dishonesty on a material matter relating to the performance of services under this Agreement. iv. Nonperformance, incomplete service or performance, or failure to satisfactorily perform any part of the work identified in the Scope of Services or to comply with any provision of this Agreement, as determined by the County in its sole discretion. v. Failure to adhere to the terms of applicable county, state or federal laws, regulations, or stated public policy. b. In the event of default by the Provider, the county may elect to terminate this Agreement, in whole or in part and/or require the Provider to repay the funds within ten (10) business days from written notice of default. The County may (but shall not be required to) grant the Provider an opportunity to cure the default without termination of this Agreement. This clause shall not be interpreted to limit the County’s remedies in law or in equity. c. Notwithstanding the foregoing, either party may terminate the agreement at any time without penalty; provided that written notice of such termination is furnished to the other party at DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Orange County Outside Agency Performance Agreement Page 3 of 10 Rev.10/21 least 30 days prior to termination. In the event of such termination, any payment due shall be prorated to the date of termination and any unused funds shall be returned to the County within 10 days of termination. d. Any termination of this Agreement for default under this section that is later deemed to be unjustified shall be deemed a termination for convenience. e. Waiver. The payment of any sums by the County under this Agreement or the failure of the County to require compliance by the Provider with any provisions of this Agreement or the waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim for damages by the County for any breach of this Agreement or a waiver of any other required compliance with this Agreement. 6. Responsibilities of the County. Cooperation and Coordination. The County has designated (Travis Bogle) to act as the County's representative with respect to the Project who shall have the authority to render decisions within guidelines established by the County Manager or the County Board of Commissioners and who shall be available during working hours as often as may be reasonably required to render decisions and to furnish information. 7. Insurance. a. General Requirements. The Provider shall purchase and maintain, during the period of performance of this Agreement, insurance: i. Worker’s Compensation. For protection from claims under workers' or workmen's compensation acts; ii. Comprehensive General Liability Insurance covering claims arising out of or relating to bodily injury, including bodily injury, sickness, disease or death of any of the Consultant's employees or any other person and to real and personal property including loss of use resulting thereof; iii. Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any, covering personal injury or death, and property damage; and iv. Professional Liability Insurance, covering personal injury, bodily injury and property damage and claims arising out of or related to the performance under this Agreement by the Consultant or his agents, consultants and employees. v. Sexual Misconduct. Sexual Abuse/Molestation Insurance is required when Provider works directly one-on-one with children, elderly or other at-risk populations. b. Limits of Coverage: Minimum limits of insurance coverage shall be as follows: INSURANCE DESCRIPTION MINIMUM REQUIRED COVERAGE Worker's Compensation Limits for Coverage A - Statutory State NC & Coverage B - Employers Liability $500,000 each accident, disease policy limit and disease each employee DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Orange County Outside Agency Performance Agreement Page 4 of 10 Rev.10/21 Commercial General $1,000,000 Each Occurrence Liability $2,000,000 Aggregate Automobile Liability $500,000 Combined Single Limit Professional Liability $1,000,000 Each Occurrence $2,000,000 Aggregate Sexual Misconduct $1,000,000 Each Occurrence $2,000,000 Aggregate c. All insurance policies (with the exception of Worker's Compensation and Professional Liability) required under this Agreement shall name the County as an additional insured party and as a certificate holder. For more information see the Orange County Risk Transfer Policy and Orange County Minimum Insurance Coverage Requirements, (each document is incorporated herein by reference and may be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php.) Evidence of such insurance and all correspondence shall be sent to: Orange County Risk Manager Post Office Box 8181 Hillsborough, NC 27278 d. Nothing in this section is intended to affect or abrogate the County’s sovereign immunity defenses. 8. General Provisions. a. Governing Law. This Agreement and the duties, responsibilities, obligations and rights of respective parties hereunder shall be governed by the laws of the State of North Carolina. By executing this Agreement Provider affirms that Provider and any subcontractors of Provider are and shall remain in compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.58. By executing this Agreement Provider certifies that Provider has not been identified, and has not utilized the services of any agent or subcontractor identified, on the list created by the State Treasurer pursuant to G.S. 147-86.81. b. Non-Discrimination. Provider agrees as part of consideration of the granting of funds by Orange County the parties hereto for themselves, their agents, officials, employees and servants agree not to discriminate in any manner of these basis of race, color, gender, national origin, age, handicap, religion, sexual orientation, familial status or veterans status with reference to any activities carried out by the grantee, no matter how remote. The parties hereto further agree in all respects to conform to the provision and intent of Orange County Civil Rights Ordinance, as amended and the Orange County Non-discrimination Policy, which is incorporated herein by reference and can be viewed at http://www.orangecountync.gov/departments/purchasing_division/contracts.php. The County may enforce this provision by an action for specific performance, injunctive relief, or other remedy as by law provided; this provision shall be binding on the grantees, the successors and assigns of the parties hereto with reference to the above subject manner. c. Dispute Resolution. Any and all suits or actions to enforce, interpret or seek damages with respect to any provision of, or the performance or non-performance of, this Agreement shall be brought in the General Court of Justice of North Carolina sitting in Orange County, North DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Orange County Outside Agency Performance Agreement Page 5 of 10 Rev.10/21 Carolina. It is agreed by the parties that no other court shall have jurisdiction or venue with respect to such suits or actions. Binding arbitration may not be initiated by either Party, however, the Parties may agree to nonbinding mediation of any dispute prior to the bringing of such suit or action. d. Living Wage. Orange County is committed to providing its employees with a living wage and encourages agencies if funds to pursue the same goal. The Orange County Living Wage Policy, which is incorporated herein by reference, can be viewed at: http://www.orangecountync.gov/departments/purchasing_division/contracts.php. The County’s living wage is $15.40 per hour. To the extent possible, Orange County recommends that Provider provide a living wage to its employees. e. Relationship of the Parties. Provider is an independent contractor of the County. Provider represents that they have or will secure, at his own expense, all personnel required in performing the services under this Agreement. Such personnel shall not be employees or have any contractual relationship with the County. All personnel engaged in work under this Agreement shall be fully qualified and shall be authorized and permitted under federal, state and local law to perform such services. f. Compliance with all Laws. The Provider, at its sole expense, shall comply with all laws, ordinances, orders and regulations of the federal, state or local governments, as well as their respective departments, commissions, boards, and officers, which are in effect at the time of execution of this Agreement or are adopted at any time following execution of this agreement. g. Subcontract. The County and Provider deem the services provided under this Agreement to be personal in nature and Provider may not subcontract any rights or duties under this Agreement to any other party without prior written consent from the County. h. Assignment. The Provider shall not assign this Agreement, including the rights to payment, to any other party without the prior written consent of the County. i. Indemnification. Provider agrees to defend, indemnify, and hold harmless the County, for all loss, liability, claims or expense (including reasonable attorney's fees) arising from bodily injury, including death or property damage, to any person or persons caused in whole or in part by the negligence or willful misconduct of the Provider, except to the extent same are caused by the negligence or willful misconduct of the County. It is the intent of this section to require Provider to indemnify the County to the extent permitted under North Carolina law. Nothing in this section is intended to affect or abrogate the County’s sovereign immunity defenses. j. Non-Appropriation. This Agreement is subject to the availability of funds to purchase the specified services and may be terminated at any time if such funds become unavailable. k. Severability. All clauses found herein shall act independently of each other. If a clause is found to be illegal or unenforceable, it shall have no effect on the other provisions of this Agreement. It is understood by the parties hereto that if any part, term or provision of this Agreement is by the Courts held to be illegal or in conflict with any laws of the State of North Carolina or the United States, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the Agreement did not contain the particular part, term or provision held to be invalid. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Orange County Outside Agency Performance Agreement Page 6 of 10 Rev.10/21 l. Entire Agreement. This Agreement represents the entire and integrated agreement between the County and the Provider and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both parties. Modifications may be evidenced by facsimile signatures. m. Notices. Any notice required by this Agreement shall be in writing and delivered by certified or registered mail, return receipt requested to the following: Orange County Provider’s Name Historical Foundation of Hillsborough and Orange County Attention: Travis Bogle Attention: Tanya Day P.O. Box 8181 Address: 201 North Churton St Hillsborough, NC 27278 Hillsborough, NC 27278 Email:tbogle@orangecountync.gov Email: manager@orangehistorync.org n. Signatures. This Agreement together with any amendments or modifications may be executed electronically. All electronic signatures affixed hereto evidence the intent of the Parties to comply with Article 11A and Article 40 of North Carolina General Statute Chapter 66. IN WITNESS WHEREOF, the Orange County and the Provider have signed this Agreement, effective on the last date this Agreement is signed by both parties as indicated by the dates set forth under signatures below. For and on behalf of the Provider _____________________________ _______________________ Tanya Day, Site Manager Date For and on behalf of Orange County Government _______________________________ ________________________ Bonnie Hammersley, County Manager Date DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B 10/29/2021 11/1/2021 Orange County Outside Agency Performance Agreement Page 7 of 10 Rev.10/21 ORANGE COUNTY—DEPARTMENT USE ONLY ______________________________________________________________________________ Party/Vendor Name: Historical Foundation of Hillsborough and Orange County Party/Vendor Contact Person: Tanya Day Contact Phone: 919-732-2201 Party/Vendor Address: 201 N. Churton St City Hillsborough State: NC Zip: 27278 Department: DEAPR Amount: $9,606 Purpose: Outside Agency Funding Budget Code(s): 10695050-710007 Vendor # 59229 (N/A if new vendor) Vendor is a BOCC consultant? Yes No Contract Type: (Check one) New Renewal Amendment Effective Date 07/01/21 Approved by Board Yes No Agenda Date: 06/15/21 This agreement is approved as to technical form and content and I as Department Director affirmatively state work on this project has not been initiated prior to execution of the agreement: Department Director’s Signature ________________________________________ Date: ________ Agreements for emergency services or repair are not subject to the above affirmation. If services related to this agreement have already begun or been completed please briefly describe the nature of the emergency condition that was addressed: Information Technologies (Applicable only to hardware/software purchases or related services) This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Risk Management This agreement is approved for sufficiency of insurance standards, specifications, and requirements: Office of the Risk Management Officer___________________________________ Date: _________ Financial Services This instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act: Office of the Chief Financial Officer ____________________________________ Date: _________ Legal Services This agreement is approved as to legal form and sufficiency: Office of the County Attorney __________________________________________Date: ________ Clerk to the Board Received for record retention: All Docusign contracts must be copied to the Clerk upon completion: occlerkdocs@orangecountync.gov The following signature block is for hard copies only and is not required for Docusign contracts: Office of the Clerk to the Board __________________________________________Date:_________ DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B 10/29/2021 10/29/2021 11/1/2021 11/1/2021 Orange County Outside Agency Performance Agreement Page 10 of 10 Rev.10/21 ATTACHMENT “A” Orange County Certifications – FY 2021-22 Outside Agency Performance Agreement Chief Contact, Administrators, Chief Executive Officer and Chief Financial Officer I certify that I have provided a list of the chief contact, administrators, chief executive officer and chief financial officer for my agency with this Agreement and that I will keep it current to the County of Orange. The list should be in writing with the name, title, residential address; phone and email address and if possible, fax number. Officers and Board of Directors I certify that I have provided a current list of the Officers and Board of Directors with this Agreement and that we will continue to update the list as changes occur. The list should be in writing, with the name, physical address, mailing address and if possible, phone, fax and email address. Budget Submission I certify that I have provided a budget for the period to be covered by funding Orange County, and that any substantive changes made to this budget have been in advance authorized in writing by Orange County. Annual Financial Review I certify that I have provided a copy of the latest annual Financial Review for our agency and the budget adopted by the agency for the fiscal years encompassing this Agreement. If not, please explain on a separate sheet of paper. Alignment with Organization’s Mission I certify that the programs and services for which this funding is requested align with the mission of the organization. Intended Purpose I certify that the funds provided to the agency under the terms of this Agreement will be used for a public purpose and shall only be used for the purposes intended and any money not used for those purposes will be promptly returned to Orange County. Certified by: _______________________ Title: __________________________ Date: ___________ (Provider’s Signature) DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Museum Site Manager 10/29/2021 Cover Page Page 7 of 28 COVER PAGE Applicant Contact Information Applicant Organization’s Legal Name: Historical Foundation of Hillsborough and Orange County Applicant Organization’s Physical Address: 201 N. Churton Street, Hillsborough, NC 27278 Applicant Organization’s Mailing Address: 201 N. Churton Street, Hillsborough, NC 27278 Applicant Organization’s Web Address: www.orangehistorync.org Executive Director: N/A---Site Manager, Tanya Day Telephone Number: (919)-732-2201 E-Mail: manager@orangehistorync.org Tax ID Number: 56-0797289 Funding Request Please list all Fiscal Year 2022 Human Services (HS) funding requested for all programs and the proposed use of funds (please list program name only) Program Carrboro - HS Chapel Hill - HS Orange County-HS Total Ex. Youth Afterschool Program Operations or Personnel $10,000 Operations $15,000 Personnel $5,000 Operations $30,000 Orange County Historical Museum: Education through Exhibits $9,606 $9,606 Totals $9,606 $9,606 Briefly explain your proposed use of funds: To the best of my knowledge and belief all information and data in this application is true and current. The document has been duly authorized by the governing board of the applicant. The Museum will educate the public about Orange County’s history by creating two free exhibits utilizing researchers and business partnerships. We will develop and host both formal and informal educational programs and events including, but not limited to, lesson plans and virtual tours, and we will complete a collections inventory which will inform the first two efforts. We will also revitalize the permanent exhibition gallery. Collaborative efforts with county nonprofits, including the Alliance for Historic Hillsborough and the Burwell School, as well as area businesses such as Yep Records, will allow the museum to offer educational and engaging experiences that holistically connect with other heritage efforts throughout the town. EXHIBIT A- AGENCY'S APPLICATION DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Cover Page Page 8 of 28 Signature: 1/14/2021 Executive Director Site Manager Date Signature: 1/14/2021 Board Chairperson Date DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Cover Page Page 9 of 28 DISCLOSURE OF POTENTIAL CONFLICTS OF INTEREST AND NON- DISCRIMINATION CLAUSE Are any of the Board Members or employees of the agency which will be carrying out this program or members of their immediate families, or their business associates. YES NO x a) Employees of or closely related to employees of the Town of Carrboro, the Town of Chapel Hill, or Orange County? x b) Members of or closely related to members of the governing bodies of the Town of Carrboro, the Town of Chapel Hill, or Orange County? x c) Current beneficiaries of the program for which funds are being requested? x d) Paid providers of goods or services to the program or having other financial interest in the program? If you have answered YES to any question, please provide a full explanation below. NON-DISCRIMINATION Provider agrees as part of consideration of the granting of funds by funding agencies to the parties hereto for themselves, their agents, officials, employees and servants agree not to discriminate in any manner of these basis of race, color, gender, national origin, age, handicap, religion, sexual orientation, gender identity/expression, familial status or veterans status with reference to any activities carried out by the grantee, no matter how remote. The parties hereto further agree in all respects to conform to the provision and intent of Orange County Civil Rights Ordinance, as amended and the Orange County Anti- discrimination Policy. This provision is enforced by action for specific performance, injunctive relief, or other remedy as by law provided; this provision shall be binding on the grantees, the successors and assigns of the parties hereto with reference to the above subject manner. To the best of my knowledge and belief all of the above information is true and current. I acknowledge and understand that the existence of a potential conflict of interest does not necessarily make the program ineligible for funding, but the existence of an undisclosed conflict may result in the termination of any grant awarded. Signature: 1/14/2021 Executive Director Site Manager Date Signature: 1/14/2021 Board Chairperson Date DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Cover Page Page 10 of 28 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 11 of 28 AGENCY INFORMATION Please provide the following information about your agency: 1. Date of Incorporation (Month/Year): Orange County Historical Museum was incorporated in 1983. The Historical Foundation of Hillsborough and Orange County (HFHOC), incorporated in 2007, has operated OCHM for ten years. 2. Agency’s Purpose/Mission (no more than a few sentences): The mission of the HFHOC is to enlighten and engage our community and visitors from around the world by preserving and interpreting the history of Orange County. 3. Please provide a brief description of your organization’s past achievements in carrying out similar projects and evidence of successful record of meeting proposed budgets and timetables (no more than 100 words). After reopening in 2020, having been closed for over a year, first for repairs and then due to Covid-19 restrictions, the museum contracted with the Alliance for Historic Hillsborough to hire two new staff members and developed and presented two exhibitions that saw hundreds of in-person visitors, and resulted in multiple virtual tours for both school and community groups. Many successful online programs were held, ranging from academic lectures to presentations and demonstrations, reaching almost 200 people virtually and resulting in subsequent in-person visits and museum support. The permanent exhibit was also revitalized with all new text and extensive research to better understand and categorize display items, fueled by the beginning of an extensive collections inventory. 4. Living Wage: Does this agency pay permanent employees a minimum living wage? (Yes / No) No If yes, is this agency an Orange County Living Wage Certified Employer? If no, please briefly explain. The Museum has no permanent employees; staff members are employed by The Alliance for Historic Hillsborough. Although the Alliance is not a Living Wage Certified Employer, through the Alliance the Museum is paying its employees $20+ an hour, which exceeds the living wage amounts. Despite a tight budget, the Museum’s Board of Directors is committed to making it a priority to continue to pay living wage salaries. Schedule of Positions: # of FTE – Full-Time Paid Positions: 0 # of FTE – Part-Time Paid Positions: 2 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 12 of 28 PROGRAM INFORMATION *Please submit for each program if applying for funding for more than one program. 5. Program Name: Education Through Exhibits Program Primary Contact and Title: Tanya Day, Site Manager Telephone Number: (919)-732-2201 E-Mail: manager@orangehistorync.org 6. Please briefly describe the proposed program, including an explanation of how it aligns with the Town of Chapel Hill and Carrboro’s Results Framework, and Orange County BOCC Goals and Priorities, and the target population to benefit from the program. (100 words or less) The museum will design and present free exhibits to engage and educate the public about the dynamic history of Orange County. Programs, events, lectures, and a variety of educational offerings will provide further educational opportunities for the public, through which the museum will strive to promote diversity and life-long learning. The museum will also continue to increase engagement and collaboration with other nonprofits, including the Alliance for Historic Hillsborough, Burwell School, Hillsborough Garden Club, and Orange County schools to integrate and coordinate programs and events. In doing so, the museum will also work towards building stronger engagement with schools. 7. Target Population: Please complete the table below with numbers (not percentages) of individuals served and projected to be served. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 13 of 28 Program Target Population Demographics *** Projected 2019-2020 Actual 2019-20* Projecte d 2020- 21** Projected 2021-22** Gender Men 2050 CY 2019: 2074 500 625 Women 2050 CY 2019: 2074 500 625 Nonbinary/Genderqueer Self-Describe 20 30 Total 4100 CY 2019: 4148 1,020** 1,280** Race and Ethnicity % per Census data Black or African- American 488 488 100 125 American Indian or Alaska Native 32 25 100 150 Asian 328 336 25 25 White 3116 3188 675 860 Native Hawaiian or other Pacific Islander 29 4 0 0 Two or more races 107 107 100 100 Some other race 20 20 Total 4,100 CY 2019: 4,148 1,020** 1,280** Of the above, how many Hispanic/Latino 287 357 100 120 Of the above, how many non-Hispanic/Latino 2829 2883 980 Total 3116 3240 1020 1280 Age 0-5 years CY 2019: 505 20 25 6-18 years 300 355 19-50 years CY 2019: 3,643 300 500 51+ years 400 400 Total 0 4148 1020 1280 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 14 of 28 Geographic Location Town of Chapel Hill 250 300 Town of Carrboro 250 250 Orange County ( Outside of Chapel Hill/Carrboro) 395 555 Outside of Orange County 125 175 Total 0 0 1020 1280 Income Low-income (80% of the Area Median Income and Below) Please see income table in the attachments Total 0 0 200 300 * In Calendar Year 2019, the Museum hosted 3,643 adults and 505 children despite having been closed from mid-November through December due to building repairs. **Numbers impacted by Covid-19 reflect that fewer people visit the museum in person, and larger events involving school field trips or community tours are not possible. Since the Museum was closed from mid-November 2019 to late September 2020, the numbers of visitors were restricted. Therefore, these projected numbers do not align with projected numbers from FY 20-21 application and have been adjusted accordingly. In addition, it is unknown as of mid-January 2021, if and when the Museum can reopen to larger crowds. Currently timed entry and private tours are available from Friday through Sunday. Registration is required to ensure cleaning and disinfecting between visits. Masks are required at all times. ***In the past, the Historical Foundation of Hillsborough and Orange County (OCHM) did not capture statistics on gender, ethnicity, or age from museum visitors. Upon re-opening in the fall of 2020, approximate ethnicity and age was subsequently collected for on-site visitors. Demographics for those attending online programs were estimated. Gender is not collected, as guests who visit the museum or attend a virtual program are not asked to fill out a survey, and the museum does not wish to assume gender identity based on individual presentation. 8. Cost Per Individual This cost per individual must reflect the total program budget divided by the total number of program individuals in this application. Actual 2019- 20 Projected 2020- 21 Projected 2021- 22 Total Cost of Program None $9,606* $9,606** Total # of Individuals None 1,020 1,280 Cost Per Individual None $9.42 $7.50 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 15 of 28 * Numbers have dropped from the originally projected 5,000 to 1,020 due to Covid. Therefore, cost per individual has been adjusted. Zoom participants are not included in the total number. Given that Covid restrictions may well move into the first quarter of 2021, these totals are extremely conservative. We anticipate that once the Museum is fully open and operational to the public and students, these estimates will increase substantially. These numbers do not include attendance at virtual events. * *Includes honorariums for speakers/event hosts, cost of Zoom for these events as well as virtual tours, fabrication and printing for exhibitions. 9. Performance Indicators For Chapel Hill and Carrboro applicants: Please complete the following chart with information about the Strategic Objective, Intermediate Result, and the Agency Performance Indicator for each program for which you are applying for funding. Please see the Results Framework in the Attachments section as a reference. Program Name: Strategic Objective (please choose one from the Results Framework) o Children improve their educational outcomes o Residents Increase their livelihood security o Residents improve their health outcomes Intermediate Result (please choose one from the Results Framework) Insert Intermediate Result here. RESULTS Actual 2019-20 Projected 2020-21 Projected 2021-22 Performance Indicators (Please choose at least one performance indicator to Insert Performance Indicator here. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 16 of 28 report on from the Results Framework, and add additional performance indicators that you would like to report to the Towns. Please insert additional rows as needed, listing one per row). Please use the drop down menu below to select which function area best aligns with your agency and program(s) in which you are requesting funding. Please select only one from the drop-down menu below. Arts and Culture Services If you selected other, please tell us what function area best aligns with your organization: _________________ DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 17 of 28 Please indicate three program goals/performance measures below. A few notes: • If you use percentages, please put the actual number equivalence. • Please ensure your performance measures are outcome based and not outputs. Program Goal # 1 Provide free educational history and heritage opportunities to the public by designing and opening two temporary exhibits, each with 3 associated events Performance Measure (How will you accomplish your goal?) Two temporary exhibits designed to enhance the historical scope of the permanent gallery will open during FY21-22, each with at least 3 accompanying programs or events. Host 3-5 non-staff individuals, either physically or virtually, for events and programs. Track number and demographics of physical and virtual visitor numbers and analytics. Actual Results (Outcome) Ending FY19-20 Temporary exhibit utilized private collections of community individuals, and opened to the public for free, engaging over a hundred guests on site. Projected Results (Outcome) Ending FY2021 Two free temporary exhibits open (Yésah: Journeys of the Occaneechi, and Date Night). The first exhibit featured 7 accompanying online events; and brought 500+ visitors to the museum, with virtual program attendance of 300+ in total. By the end of FY 2021, at least 1,000 people will either physically engage with the Museum, or be served virtually through tours and/or events and programs. Projected Results (Outcome) Ending FY2022 Increased community education and engagement about the history of Orange County as measured through on-site attendance and virtual tour and program participation, to increase by roughly 25% from 1,020 to 1,280. Program Goal # 2 Participate in the town/countywide effort to coordinate programming across all nonprofits to promote life-long learning and diversity Performance Measure (How will you accomplish your goal?) Ensure that Museum activities are coordinated and synergistic with those of the rest of the nonprofits; actively participate in meetings; design exhibition or gallery interventions and events/programs to fit the overall themes. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 18 of 28 Actual Results (Outcome) Ending FY19-20 Entered into Management Services Agreement with the Alliance for Historic Hillsborough to provide administrative and management support. Changed drastically due to building closure, Covid and staff change. Projected Results (Outcome) Ending FY2021 Solidified and created formal policies and procedures for a management agreement with the Alliance for Historic Hillsborough, providing administrative support and allowing for avenues of collaboration and communication with the Alliance and the Burwell School. Collaborated on a Halloween-themed set of related events, hosted or provided at least one pop-up or loan between institutions, and aligned exhibit topics and programs. Projected Results (Outcome) Ending FY2022 Continued support and collaboration will result in streamlined administrative services, at least one pop-up or loan between institutions, and at least 2 aligned programs and/or exhibit topics. This will build professional capacities for the museum in order to better reach people, and further educate and enlighten visitors in a cohesive and county/town-centric manner Program Goal # 3* Develop and provide educational tours and activities/lessons for both formal and informal learning environments with community educational needs in mind, determined through communication with educators and community representatives. Performance Measure (How will you accomplish your goal?) Create and share at least 4 educational activities for various ages and interests. Design and deliver virtual/off-site/on-site formal and informal educational tours to at least 5 groups, such as schools, local community groups, and senior centers. Track analytics regarding individual schools/groups that were provided tours, the number of tours given in total, and how many people attended each tour. Reach out to at least 3 special interest clubs for tours, e.g. Scouts, film club, Rotary club. A tour is defined as a pre-booked group of people organized by a representative on their behalf as opposed to casual visitors who receive regular gallery walkthroughs. Actual Results (Outcome) Ending FY19-20 Detailed tours and interactive visits engaged guests with the free exhibit Let’s Play, which featured private collections from the community. Projected Results (Outcome) Ending FY2021 Learning groups will be made aware of and engage with 7 formal educational activities which were developed in conjuncture with temporary exhibits and posted on the DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Outside Agencies/Human Services Cover Page Page 19 of 28 website; relationships built with multiple school and community groups; at least 150+ learners of various ages participated in 5 virtual tours. Projected Results (Outcome) Ending FY2022 Continue to build relationships and engage with community learning and special interest groups through tours and educational activities relating to the permanent and temporary exhibits which align with learning group’s needs and interests. This will enrich community learning with the museum through targeted and personalized opportunities. * This goal replaces a goal on the FY 20-21 application, which sought to “Become more visible in the community where residents and visitors can engage in conversations that break down mistrust, misinformation, and ignorance” through designing and holding “listening sessions at two locations”. The museum has held two Zoom listening sessions so far this FY of 20-21 and plans to hold at least one more before the end of the FY. The museum will continue to uphold the spirit of being a space to engage in conversations, but will move to do so through the framework of providing open-ended educational opportunities. Additionally, the museum will continue to have open ears directed towards the community, but will act more informally in gathering information instead of scheduling formal listening sessions. DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Certified by: _______________________ Title: __________________________ Date: ____________ (Provider’s Signature) EXHIBIT “B” Scope of Services – FY 2021 -2022 Outside Agency Performance Agreement Agency Name: Historical Foundation of Hillsborough and Orange County Program Name: Orange County Historical Museum, Education Through Exhibits Funding Award: $9,606 Outline how the agency will spend Orange County’s funding award. Program Services Outline the critical services (activities) the agency will employ to attain the Anticipated Outcomes below, by June 30, 2022. Provide free educational history and heritage opportunities to the public by designing and opening two temporary exhibits, each with 3 associated events Participate in town/countywide efforts to coordinate programming across all nonprofits to promote life-long learning and diversity by participating in meetings and creating exhibit or other content and/or supplemental programs Develop and provide educational tours and activities/lessons for both formal and informal learning environments with community educational needs in mind, determined through communication with educators and community representatives Anticipated Outcomes The Anticipated Results column must include quantifiable results in the form of number of persons/units served within Orange County, only (all Towns and municipalities). If you use percentages, you must also provide the total number of participants within that measure’s description or for an earlier performance measure. Performance Measures Anticipated Results Using analytics, monitor and report on the number of people who engage with the museum on- site and at programs/events to track community engagement Increase of 18% in number of people who engage with the museum from FY20- 21 (1,590) to 1,876 in FY 21-22 Expense Description Amount Personnel $6,000 Exhibit Costs, including printing and promotional materials including advertisements $3,000 Supplies $606 EXHIBIT B DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B 10/29/2021Museum Site Manager Certified by: _______________________ Title: __________________________ Date: ____________ (Provider’s Signature) Performance Measures Anticipated Results Track instances of participation in town and county wide efforts through number of programs the Museum was a part of planning or engaging in, such as Last Fridays, Rev War days, or other arts/culture/heritage efforts (note, multiple Last Fridays still counts as one program). Increase in number of programmed events by 50% from FY 20-21(4) to 6 in FY21-22 Monitor and report number of educational tours conducted and individuals reached through these tours. Increase virtual/on- site tour participants by 10% from FY 20-21 (238) to 262 in FY 21-22 Report on number of educational activities offered throughout the FY, in the form of actual activities or activity plans offered on or off-site and/or virtually. Provide 30% more educational opportunities than FY 20- 21 (10) to 13 in FY 21-22 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B Museum Site Manager 10/29/2021 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 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CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD 07/29/2021 The Ballard Agency 105 W King St. NC 27278 Lee Hammond 919-732-2158 lee@ballardagency.com The Historical Foundation Of Hillsborough & Orange County, Inc. 201 N Churton St. Hillsborough NC 27278-2535 Erie Insurance Exchange Philadelphia Indemnity Insurance Company A Q442250193 08/22/21 08/22/22 1,000,000 1,000,000 5,000 1,000,000 2,000,000 2,000,000 B Directors & Officers Liability PHSD1643956 08/31/21 08/31/22 Orange County PO Box 8181 NC 27278 DocuSign Envelope ID: 356103AC-40E0-4103-A010-E5F8F693357B