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HomeMy WebLinkAbout2024-520-E-DEAPR-Hillsborough Historic Commission-Outside Agency Performance AgreementOrange County Outside Agency Performance Agreement Revised 06/23—County Manager Version Page 1 of 10 OUTSIDE AGENCY PERFORMANCE AGREEMENT THIS AGREEMENT, made and entered into the first day of July 2024, (“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 Hillsborough Historic Commission, a not-for-profit corporation, located at 319 N 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, 2024 to June 30, 2025. 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 $12,000. 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 $3,000. 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: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 2 of 12 Rev.06/24 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 7, April 7 and July 7 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: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 3 of 12 Rev.06/24 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 (Ardra Webster) 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. Cyber Liability. For protection from claims resulting from data breach, virus, and cyberattack; iii. 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; iv. Comprehensive Automobile Liability Insurance, including hired and non-owned vehicles, if any, covering personal injury or death, and property damage; and v. 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. vi. 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 ‐ Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 4 of 12 Rev.06/24 Statutory State NC, for each employee Limits for Coverage B ‐ Employers Liability of: $1 million Each Occurrence $1,000,000 BID limit • Cyber Liability $1,000,000 Each Occurrence; $2,000,000 Aggregate *Only required for agencies transmitting personal identifiable information that is disseminated electronically. • Commercial General $1,000,000 Each Occurrence Liability $2,000,000 Aggregate • Automobile Liability $1,000,000 Each Occurrence *Only required for agencies doing travel as part of the agreement with the County. • Professional Liability $1,000,000 Each Occurrence $2,000,000 Aggregate • Sexual Misconduct $1,000,000 Each Occurrence $2,000,000 Aggregate *Only required for agencies doing direct work with minors (under the age of 18). 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 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 5 of 12 Rev.06/24 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 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 $17.65 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. There are no third party beneficiaries of this Agreement and nothing in this Agreement, express or implied, is intended to confer on any person other than the parties hereto (and their respective successors, heirs and permitted assigns), any rights, remedies, or obligations. 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. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 6 of 12 Rev.06/24 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. 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 Hillsborough Historic Commission Attention: Ardra Webster Attention: Emma Vadney P.O. Box 8181 Address: 319 N Churton St Hillsborough, NC 27278 Hillsborough, NC 27278 Email:awebster@orangecountync.gov Email: burwellsc@gmail.com 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 _____________________________ _______________________ Emma Vadney, Executive Director Date For and on behalf of Orange County Government Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 8/28/2024 Orange County Outside Agency Performance Agreement Page 7 of 12 Rev.06/24 _______________________________ ________________________ Travis Myren, County Manager Date Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 9/5/2024 Orange County Outside Agency Performance Agreement Page 8 of 12 Rev.06/24 ORANGE COUNTY—INTERNAL USE ONLY ______________________________________________________________________________ Finance Information Vendor Name: Hillsborough Historic Commission Vendor Contact Person: Emma Vadney Phone: 919-732-7451 Address: 319 N Churton St City Hillsborough State: NC Zip: 27278 Department: DEAPR Amount: $12,000 Purpose: Outside Agency Performance Agreement Budget Code(s): 10290050 710007 Vendor # 61557 Vendor Status with NCSOS: Vendor is a BOCC consultant: Yes No Contract Details Contract Type: New Amendment (Original Contract: ) (Most Recent Amendment ) Effective Date July 1, 2024 End Date June 30, 2024 Notice Date (Notice Purpose ) Award Approved by Board (Agenda Date: June 18, 2024); Made or Administered by Signature Authority - BOCC Express Delegation (Agenda Date: ) - Policy 9.4: Under $5,000; Service Under $90,000; Construction Under $250,000 - Budget Policy Section XV (Capital Improvement Project: ) Bidding Informal Bidding ($30k-$90k); Formal RFP ($90k+); Other (<$30k); Exception(# ) Department Affirmation 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. This agreement is approved as to technical form and content. Services related to this agreement have already begun or been completed. Description of the nature of the emergency condition that was addressed: Department Director’s Signature ________________________________________ Date: ________ Information Technologies This agreement has been reviewed and is approved as to information technology content and specifications: Office of the Chief Information Officer___________________________________ Date: ________ Inapplicable because no hardware/software purchases or related services 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 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: Received for record retention: Office of the Clerk to the Board __________________________________________Date:_________ Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 8/28/2024 9/3/2024 9/4/2024 9/5/2024 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 1/13 Town of Chapel Hill, NC 1/12/2024 HSOA-24-16 Human Services/Outside Agencies Funding Application Fiscal Year 2025 Status: Active Submitted On: 1/11/2024 Applicant Emma Vadney 919-732-7451 burwellsc@gmail.com 319 N Churton St Hillsborough, NC 27278 Agency Information Agency's Legal Name Historic Hillsborough Commission Agency's Mailing Address (Street, City, State & Zip Code) 319 N Churton St, Hillsborough, NC, 27713 Agency's Physical Address (Street, City, State & Zip Code) 319 N Churton St, Hillsborough, NC, 27713 Agency’s Web Address www.burwellschool.org Tax ID: **-***0838 Date of Incorporation (Month/Year) 1963 Executive Director Name Emma Vadney E-Mail Address burwellsc@gmail.com Telephone Number 9197327451 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 2/13 Agency's Purpose/Mission Statement brief description of your organization’s past achievements Wages and Positions Does the agency pay permanent employees a living wage? Yes Is the agency an Orange County Living Wage Certified Employer? Yes Award Programs Check one or more of the following application types. Human Services Awards (Chapel Hill, Carrboro, and Orange County) Small Awards (Chapel Hill & Carrboro Applicants Only) The mission of the HHC is "to maintain and preserve the Burwell School Historic Site; to interpret the history of 19th century Hillsborough for the enrichment of the public; and to celebrate and promote the culture and heritage of Hillsborough and Orange County." The HHC has gratefully received annual financial support from both Orange County Human Services and the Hillsborough Tourism Board and has conducted timely and complete reporting and implementation of all program requirements. For over 50 years, the Burwell School has offered many visitor services, averaging around 4000 annual visitors pre-COVID while continually enhancing the site and its interpretations. Some of our most notable accomplishments: researching and incorporating the stories of free and enslaved people of color, including famed modiste Elizabeth Keckly; offering free tours to bring history to guests of all backgrounds; and hosting public events both on-site and virtually, covering a range of educational topics. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 3/13 Community Impact Awards (Chapel Hill Applicants Only) Agency Demographics Please ensure that each subsection listed below adds up to the total number of staff and board members listed here. Number of Part-Time Paid Positions 6 Number of Full-Time Paid Positions 1 Staff Members Total Number of Staff 7 Staff Members - Sex Number of Male Staff 0 Number of Female Staff 7 Number of Nonbinary Staff 0 Number of Staff who prefer not to answer 0 Staff Members - Race and Ethnicity Number of American Indian or Alaska Native Staff 0 Number of Asian Staff 0 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 4/13 Number of Black or African American Staff 0 Number of Native Hawaiian or Other Pacific Islander Staff 0 Number of White Staff 4 Number of Staff of more than one race 0 Number of staff who prefer not to answer 3 Number of Staff who identify as a race/ethnicity not listed 0 Total Number of Staff who identify as Hispanic or Latino 0 Total Number of Staff who do not identify as Hispanic or Latino – Board Members Total Number of Board of Members 32 Board Members - Sex Number of Male Board Members 15 Number of Female Board Members 16 Number of Nonbinary Board Members – Number of Board Members who prefer not to answer 1 Board Members - Race and Ethnicity Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 5/13 Number of American Indian or Alaska Native Board Members 0 Number of Asian Board Members 0 Number of Black or African American Board Members 3 Number of Native Hawaiian or Other Pacific Islander Board Members 1 Number of White Board Members 19 Number of Board Members of more than one race 2 Number of Board Members who prefer not to answer 8 Number of Board Members who identify as a race/ethnicity not listed 0 Total Number of Board Members who identify as Hispanic or Latino – Total Number of Board Members who do not identify as Hispanic or Latino – Race & Equity Consistent with our commitment to equity and inclusion, the Towns of Chapel Hill and Carrboro and Orange County Government are taking steps together to center racial equity in the Human Services Funding Program. We are requesting basic information about your organization’s racial equity work. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 6/13 Describe how the agency incorporates racial equity into its goals. (150 word limit) Describe how the intended beneficiaries of the proposed project(s) were involved in the planning and design process. (150 word limit) Percent (%) of Staff who attended racial equity trainings. 20 Percent (%) of Board Members who attended racial equity trainings. 0 Describe other racial equity related activities. It is important that we tell the full story of the Burwell School, which includes the horrific abuse and exploitation of people of color at the hands of the Burwells and their white students and neighbors. Therefore, researching and interpreting the stories of people of color, both free and enslaved, who lived and worked at the Burwell School has become an integral part of our mission. We particularly focus on Elizabeth Keckly, a woman enslaved at the site who went on to buy her freedom and become arguably the nation's first fashion designer. We aim to both reflect the horrors of slavery and honor the lives of these people of color, as they were far more than their condition. The Burwell task force researching antebellum people of color adopted several goals, including "To teach the history of the Burwell School to visitors - the good and the bad, for to do less is a distortion of what has gone before." We strive to live up to this goal in all areas of our work. The Burwell School Historic Site continues to offer its services free of charge with the support of the public. Operating exclusively with a small, part-time staff, Burwell's success relies heavily on volunteers and the full participation of the HHC members. Each aspect of Burwell's operations is guided by its own committee, inviting both commissioners and volunteers to assist in the creation, development, and implementation of its programs. Encouraging input from our volunteers and public supporters helps us offer well-rounded services and better identify shortcomings so we may effectively enhance the overall visitor experience. The HHC has been actively working to recruit a more diverse commission over the past 3 years. This diversity then carries over to all aspects of our work, as all commissioners serve on at least two committees and/or task groups. We will continue our efforts on this front in order to have a Commission that reflects and therefore serves our diverse community. We are also actively pursuing racial equity trainings for staff and commissioners. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 7/13 Program Funding Request Please list all of the current Fiscal Year Human Services (HS) funding requested for all programs and the proposed use of funds. Program Name Burwell School Historic Site - Visitor Safety & Services Town of Carrboro 0 Town of Chapel Hill 0 Orange County 12000 Total Short description of proposed use of funds. Funding Totals Carrboro Chapel Hill 12000 Funding requested will support visitor safety and services. These services include the provision of historical education, tours, programs, and other services to school-aged children and adults from all areas of the county and state. Our visitor safety and services fund will be utilized for the maintenance of our building and grounds, as well as utilities and security systems. These areas are crucial for our ability to continue to operate as a 200-year-old historic site museum. We are the only such site in Orange County that is open to the public year-round and free of charge. 0 0 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 8/13 Orange County Total Program Information Program Name Burwell School Visitor Safety & Services Primay Contact's Name Emma Vadney Primary Contact's Phone Number 9197327451 Primary Contact's Email Address burwellsc@gmail.com Describe the proposed program and the target population to benefit from the program. Please also explain how the program aligns with the Town of Chapel Hill and Carrboro's Human Services Program Results Framework and/or Orange County's BOCC Goals and Priorities (250 words or less). 12000 12000 Burwell's visitor services provide historical education, tours, programs, and other services. This aligns with the following BOCC goal: "Ensure a high quality of life & lifelong learning that champions diversity, education at all levels, libraries, parks, recreation, and animal welfare." The target populations are adults and school- aged children of all backgrounds; our tours, lessons, and experiences are carefully researched in order to offer accurate and engaging programs to our diverse audience. Our goal is to maintain a safe site and to provide free and inspiring visitor services for all. The Burwell School has been an instrumental part of Hillsborough and Orange County's historic landscape since the 1970s. We welcome visitors of all ages, both in-person and online, to learn about the girls' academy, Elizabeth Keckly and other people of color, and life in the nineteenth century. Our programs are designed to promote an interest in historical learning that extends well past the duration of the visit. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 9/13 Target Population The program target population demographics table is included as an attachement on the application cover page. Please download the excel spreadsheet and fill out the demographic data in the table and then upload it with your application. Provide one copy per program that you are requesting funding for. Program Cost This cost per individual must reflect the total program budget divided by the total number of program individuals in this application. Actual Cost 2022-2023 Total Program Cost (Actual 2022-2023) 13527 Total Number of Individuals (Actual 2022-2023) 2037 Cost Per Individual (Actual 2022-2023) 6.64 Projected Cost 2023-2024 Total Program Cost (2023-2024) 12000 Total Number of Individuals (Projected 2023- 2024) 2100 Cost Per Individual (Projected 2023-2024) 5.71 Projected Cost 2024-2025 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 10/13 Total Program Cost (Projected 2024-2025) 14000 Total Number of Individuals (Projected 2024- 2025) 2200 Cost Per Individual (Projected 2024-2025) 5.36 Performance Indicators/Program Goals Strategic Objective* 1. Children improve their education outcomes Intermediate Result* Other If applying to Orange County, please select the funding area that best aligns with your program. – Based on the strategic objective, intermediate result, and/or funding area selected above, what are the performance indicators/program goals related to this program? Actual Outcomes 2022-2023 Projected Outcomes 2023-2024 Projected Outcomes 2024-2025 Answered in attached PDF Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 11/13 Community Impact Award Please describe the impact the proposed programs will have on the target population. Please include specific quantitative and qualitative data in your response. What methods/tools will your organization use to evaluate the proposed program’s effectiveness? Please include specific examples, such as a logic model. Please briefly describe how your proposed programs aligns with evidence-based approaches to addressing human service need(s). Please describe one to three key partnerships/collaborations that add the most value to the success of the proposed programs. If you are not awarded a Community Impact Award, what would your agency’s funding request be? Applicant Statement Disclosure of Conflicts of Interest Are any board members or agency employees, including their immediate relatives and business associates, current beneficiaries of the proposed program for which funds are being requested? No Are any board members or agency employees, including their immediate relatives and business associates, members of or related to members of the governing bodies of Chapel Hill, Carrboro, or Orange County? Yes Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 12/13 Are any board members or agency employees, including their immediate relatives and business associates, paid providers of goods or services to or have other financial interest in the proposed program? No Are any board members or employees, including their immediate relatives and business associates, related to employees of that Town of Chapel Hill, Town of Carrboro, or Orange County? Yes If the answer to any of the above is yes, please provide an explanation. Non-discrimination Clause 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. Applicant Statement 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. Matt Hughes is currently a Hillsborough Town Commissioner and serves as the Chair of the HHC. Peter Sandbeck works as the Cultural Resources Coordinator for Orange County. Our 6 ex-officio members serve as employees of Orange County and are on the board by virtue of their position. Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 1/12/24, 10:17 AM HSOA-24-16 https://chapelhillnc.workflow.opengov.com/#/explore/records/63230/296812 13/13 Name of Person Submitting the Application Emma Vadney Agency Role of Person Submitting the Application Site Coordinator Agency Representative Signature Emma Caroline Vadney Jan 11, 2024 By submitting this application, the agency representative noted above affirms they are either the Executive Director, or, if someone other than the Executive Director is submitting this application, they affirm the Executive Director has reviewed the application for accuracy and approved it for submittal. Approval Details Approved Amount – Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Certified by: _______________________ Title: __________________________ Date: ____________ (Provider’s Signature) EXHIBIT “B” Scope of Services – FY 2024-25 Outside Agency Performance Agreement Agency Name: Historic Hillsborough Commission Program Name: Burwell School Historic Site - Visitor Safety and Services Program Funding Award: $12,000 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, 2025. • Maintain the Burwell School Historic Site for the benefit of visiting Orange County residents and others. • Provide free, well-researched tours of the Burwell School Historic Site, with special attention paid to women's education and the experiences of all residents, including people of color. • Promote Orange County, Hillsborough, and Burwell through increased coordination with partner organizations. 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 Site interiors and grounds maintained for safe access, comfort, and security for all visitors. Serve 2,246 annual visitors Maintain and update tour content; train docents and greeters; design customized tours for groups. Continue researching residents of the BSHS and enter data into People of the Past, the free online database created by the BSHS. Conduct 12 group tours in FY25 Cross-promote content; share resources and best practices; collaborate on events; hold quarterly partner meetings to strategize about collaborations and individual events. Organize at least 3 major collaborative events Expense Description Amount Visitor Safety and Services 12,000 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Site Coordinator 8/28/2024 Certified by: _______________________ Title: __________________________ Date: ____________ (Provider’s Signature) Performance Measures Anticipated Results Site Coordinator 7/29/24 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 12 of 12 Rev.06/24 ATTACHMENT “A” Orange County Certifications – FY 2024-2025 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: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 8/28/2024Site Coordinator Orange County Outside Agency Performance Agreement Page 13 of 12 Rev.06/24 FOR INFORMATION ONLY ATTACHMENT “B” As mentioned in Sections 3- Funding and Section 4- Agency Reporting of the performance agreement, the following two forms will be required before quarterly reimbursements can be made. They are included below for informational purposes. Forms are available online at https://www.orangecountync.gov/736/Contracts-Reporting Quarterly Expense Report Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 Orange County Outside Agency Performance Agreement Page 14 of 12 Rev.06/24 Quarterly Outcomes Form Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSR THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS AUTOSAUTOSNON-OWNEDHIRED AUTOS SCHEDULEDALL OWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-TORY LIMITSWC STATU- LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2010/05) © 1988-2010 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD 07/26/2024 The Ballard Agency 105 W King St. Hillsborough NC 27278 Lee Hammond 919-732-2158 919-732-9636 lee@ballardagencyinc.com Historic Hillsborough Commission PO Box 922 Hillsborough NC 27278-0922 Great American Insurance Company Twin City Fire Insurance Company A Y Y MAC4816275-09 12/11/23 12/11/24 1,000,000 100,000 5,000 1,000,000 3,000,000 3,000,000 A 10,000 Y Y UMB4816276-09 12/11/23 12/11/24 1,000,000 1,000,000 B Y 22WBCAM2JM5 6/18/24 6/18/25 500,000 500,000 500,000 A Directors & Officers Liability EPP4917808 1/21/24 1/21/25 $1,000,000 D&O $1,000,000 EPLI Orange County, its officers, agents and employees are listed as additional insureds as respects general liability arising out of the insured's operations. Orange County PO Box 8181 Hillsborough NC 27278 Docusign Envelope ID: F5E5F5C2-1D2F-4220-AB83-15724033E4F0