HomeMy WebLinkAboutAgenda - 06-18-2024; 8-s - Approval of Interlocal Agreement for Comprehensive Countywide Emergency Operations Plan Update 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 18, 2024
Action Agenda
Item No. 8-s
SUBJECT: Approval of Interlocal Agreement for Comprehensive Countywide Emergency
Operations Plan Update
DEPARTMENT: Emergency Services
ATTACHMENT(S): INFORMATION CONTACT:
Interlocal Agreement Kirby Saunders, (919) 245-6123
Sarah Pickhardt, (919) 245-6135
PURPOSE: To approve an Interlocal Agreement with the Towns of Chapel Hill, Carrboro, and
Hillsborough for a comprehensive, countywide Emergency Operations Plan update.
BACKGROUND: The County's Emergency Operations Plan was last fully revised in 2013. While
partial updates have been made as necessary, a full update is needed to best reflect the County's
ever-growing capabilities and partnerships. The Emergency Operations Plans for the Towns of
Chapel Hill, Carrboro, and Hillsborough, respectively, are also in need of a complete update.
The Emergency Managers from the County and towns have recognized this unique opportunity
for collaboration. During large-scale disaster or emergencies, the resources, capabilities, and
needs are interconnected across all local jurisdictions. A joint Emergency Operations Plan would
help to standardize approaches to coordinating during a disaster and provide for increased
interoperability and resource sharing.
The Emergency Managers recommend that the County and Towns contract with a vendor to lead
the planning process and develop a comprehensive, countywide Emergency Operations Plan.
The plan would have the County Emergency Operations Plan as the base document with specific
annexes for each of the municipal Emergency Operations Plans.
The execution of this Interlocal Agreement will provide the framework for the implementation of
the aforementioned contract services.
FINANCIAL IMPACT: The County would be responsible for 50% of the Emergency Operations
Plan update costs not to exceed $90,000 and would be funded with Federal Emergency
Management Agency (FEMA) Emergency Management Performance Grant funds. The plan
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update would be cost shared with the Towns of Chapel Hill, Carrboro, and Hillsborough for
approximately 17% respectively, not to exceed $30,000 per municipality.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goal is applicable to
this item:
• GOAL: CREATE A SAFE COMMUNITY
The reduction of risks from vehicle/traffic accidents, childhood and senior injuries, gang
activity, substance abuse and domestic violence.
A fully updated Emergency Operations Plan will improve disaster preparedness, response, and
recovery throughout Orange County, thus creating a safer environment for all.
ENVIRONMENTAL IMPACT: There is no Orange County Environmental Responsibility Goal
impact associated with this item.
RECOMMENDATION(S): The Manager recommends that the Board approve and authorize the
County Manager to sign the Interlocal Agreement and any subsequent amendments that may be
necessary for the execution of this project.
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INTERLOCAL AGREEMENT BETWEEN ORANGE COUNTY, THE TOWN OF
CHAPEL HILL, THE TOWN OF CARRBORO AND THE TOWN OF HILLSBOROUGH
REGARDING THE PROVISION OF SERVICES RELATED TO A COMPREHENSIVE
EMERGENCY OPERATIONS PLAN
THIS AGREEMENT, made and entered into this day of 2024
between the Town of Chapel Hill, a municipal corporation in Orange County, North Carolina
(hereinafter referred to as "Chapel Hill"); the Town of Carrboro, a municipal corporation in Orange
County, North Carolina (hereinafter referred to as "Carrboro"); the Town of Hillsborough, a
municipal corporation in Orange County, North Carolina and Orange County, a political
subdivision of the State of North Carolina (hereinafter referred to as the"County"),for the provision
of a comprehensive plan outlining emergency operations for each town and the County. (The
municipalities may be referred to collectively as the "Towns," and County and Towns may be
referred to individually as "Party" and collectively as the "Parties").
WITNESSETH
WHEREAS, the County and Towns are public bodies, politic and corporate, under the
laws of the State of North Carolina and are vested with the power and authority by Article 20 of
North Carolina General Statutes Chapter 160A to enter into this Inter-local Agreement(hereinafter
referred to as the "Agreement"); and
WHEREAS, the County and Towns desire to have a qualified contractor develop a
comprehensive emergency operations plan outlining the responsibilities and expectations of each
Party during an emergency.
NOW, THEREFORE, in consideration of the foregoing and on mutual promises and
obligations set forth herein, the receipt and sufficiency of which is hereby acknowledged, the
County and Town agree as follows:
1. TERM AND TERMINATION
This Agreement will become effective upon execution by the Town and the County and remain
in effect until terminated by agreement of the Parties or by any Party upon giving the other
Party a 6 month written notice of its intent to withdraw.
2. COMPREHENSIVE EMERGENCY PLAN
County shall draft and circulate an RFP for the contractor to develop the Comprehensive
Emergency Plan. Each Town may have their own addendum to the plan addressing any
issues specific to their jurisdiction.
3. REIMBURSEMENT OF COSTS
Each party will pay a portion of the costs of this service. Orange County will pay 50% of the
total costs, not to exceed $90,000. Chapel Hill will pay approximately 17% of the total costs,
not to exceed $30,000. Carrboro will pay approximately 17% of the total costs, not to exceed
$30,000. Hillsborough will pay approximately 17% of the total costs, not to exceed $30,000.
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4. DISPUTE RESOLUTION
The Parties shall endeavor to resolve any disputes arising from or related to this Agreement
amicably through a meeting of the County and Town managers and when requested by the
managers the County Chair and Town Mayors. Should such attempts at amicable resolution
fail to resolve the dispute the County and Town managers shall mutually agree on the
selection of a certified mediator to conduct a mediation of the dispute. Should the managers
be unable to agree on a mediator the County may select a mediator. Should mediation fail to
resolve any disputes then such disputes shall be resolved in the General Court of Justice
sitting in Orange County, North Carolina. It is agreed by the parties that no other court shall
have venue or jurisdiction with respect to any suits or actions to enforce or interpret or seek
damages with respect to any provision of or performance or non-performance of, this
Agreement.
5. AMENDMENTS
This Agreement may be amended upon written approval executed by authorized individuals
of all parties to this Agreement.
6. NOTICE
Any notice required by or pursuant to this Agreement, or any amendment or renewal, shall be
in writing and delivered by United States Mail to the following:
To Orange County:
Orange County
Sarah Pickhardt
PO Box 8181
Hillsborough, NC 27278
To Chapel Hill:
To Carrboro:
To Hillsborough:
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7. ENTIRE AGREEMENT
This Agreement constitutes the entire agreement of the Parties hereto and is effective the
date first above recorded.
In witness whereof, the Parties, by and through their authorized agents, have hereunder set
their hands and seal as of the day and year first above written.
Manager, Town of Chapel Hill Manager, Orange County
Manager, Town of Carrboro Manager, Town of Hillsborough
This instrument has been pre-audited in the manner required by
the Local Government Budget and Fiscal Control Act:
Chapel Hill Finance Director
This instrument has been pre-audited in the manner required by
the Local Government Budget and Fiscal Control Act:
Carrboro Finance Director
This instrument has been pre-audited in the manner required by
the Local Government Budget and Fiscal Control Act:
Hillsborough Finance Director
This instrument has been pre-audited in the manner required by
the Local Government Budget and Fiscal Control Act:
Orange County Finance Director
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