HomeMy WebLinkAboutAgenda - 06-18-2002 - 8c ORANGE F COMMISSIONERS
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 18, 2002
Action Agen e
hem No. -r
SUBJECT: MINUTE PREPARER AGREEMENT
DEPARTMENT: COUNTY COMMISSIONERS PUBLIC HEARING: (YIN) No
PLANNING DEPARTMENT
ATTACHMENT(S): INFORMATION CONTACT:
Beverly A. Blythe, ext. 2130
Yes -Agreement Craig Benedict ext. 2592
TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 9684501
Durham 688-7331
Mebane 336.227.2031
PURPOSE: To consider for approval an agreement between the County of Orange and Becky
Butler.
BACKGROUND: Staff in the Office of the Clerk to the Board of County Commissioners and in
the Planning Department expand 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 oubsource minute
preparation. During the past three years, this has definitely enhanced efficiency in both
departments and allowed staff to perform other duties.
FINANCIAL IMPACT: Funds are included in the budgets for the Clerk's office and for the
Planning Department
RECOMMENDATION (S): The Manager recommends that the Board approve the agreement
and authorize the Chair to sign on behalf of the Boartl.
z
AGREEMENT BETWEEN
COUNTY OF ORANGE
AND
BECKY BUTLER
NORTH CAROLINA
ORANGE COUNTY
This agreement made and entered Into the 1 at day Of Jul. 200a beMresn the County Of
Orange, for it's County Commissioners Office, hereinafter retained to as County', and Becky
Butler hereinafter referred to as"Contractor} for the preparation of minutes for meetings of the
Orange County Commissioners and the Orange County Planning Department
Terms Mam amens
The Agreement shall commence an July 1, 2002 and shall continue through June W
2000.
County Responsibilities:
1. County will provide cassette tapes and notes of County Commissioner meetings for
which minutes are b be prepared to Contractor within one day following meeting.
2. County viii pay invoice for services within 15 days of receipt.
Contractor Responsibilities'.
1. Contractor will submit draft minutes of meetings to the Clerk to Me Board of COOmy
Commissioners or the Planning Director within twelve days of meeting date.
2. Minutes will be prepared using MSWOm, in a version that shell be compatible with that
currently being used by County. Minutes shall be submitted on disk or electronically to
DBaken@co orahoe pa.us (for Commissioner minutes)or to
CdeneC'cti orange no us(for Planning Department minutes).
3. Contractor shall Invoice County for$70 per recorded hour of tape upon completion of
draft minutes for the period July 1, 2002 through June 30.2003 and$75 per recorded
hour of tape for the pi July 1, 2003 to June 30, 2004. Invoices for Commissioner
minutes shell be sent to Clerk to the Board and Invoices for Planning Department
minutes shall be sent to the Planning Director at P.O. Box 8181, Hillsborough North
Carolina2p98. County will make Payment within 15 days from receipt of Invoice from
Contractor.
Independent Contractor
The contractor is en independent contractor and not an employee as defined in
N.C.G.S. Section 91 The contraMrwill therefore not be covered by workers
compensaton Insurance provided to County employees by Orange County. The contractor
understands that she is an independent contractor and agrees that no workers compensation
insurance coverage is pmvitled 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:
3
For County.
Orange County
Beverly Blythe, Clerk to the Board
PO Box 3181
Hillsborough, NC 2]2]3
Contractor'.
Becky Butler
5502 Wagon Farm Road
Brand. North Carolina 27243
Barty,Jacobs, Chair Becky Butler, Contractor
Orange County Board of Commissioners
DATE'.
Beverly A. Blythe, Clerk to the Board Witness
This instrument has been pre-audited in the manner required by the Local Government Budget
and Flecal Carl Ad,
Kenneth T. Chavlous. Finance Director