AGENDA #4g

MEMORANDUM

TO: Mayor and Town Council

FROM : W. Calvin Horton, Town Manager

SUBJECT: Performance Agreement with the Chapel Hill--Carrboro Residents’ Council

DATE: March 27, 2000

The purpose of this memorandum is to present a proposed Performance Agreement with the Chapel Hill-Carrboro Residents’ Council.

The attached resolution would authorize the Manager to execute a Performance Agreement in the amount of $52,000 between the Town and the Chapel Hill-Carrboro Residents’ Council.

SUMMARY

· The proposed Performance Agreement would be funded from the 1999-2000 Comprehensive Grant Program.

· The term of the Agreement would be for twelve months, beginning April 1, 2000, and ending March 31, 2001.

· Payment to the Residents’ Council would be contingent upon documentation of costs and performance.

BACKGROUND

In March 1999, the Chapel Hill-Carrboro Residents’ Council submitted a proposal requesting $52,000 of the 1999-2000 Comprehensive Grant Funds. The requested funds would be used for staffing and operating expenses of the Residents’ Council. The Residents’ Council is a non- profit organization incorporated under Section 501(c) of the Internal Revenue Code of 1986. The primary purpose of the Residents’ Council is to organize resident associations in public housing neighborhoods and coordinate or provide activities beneficial for public housing residents.

The Residents’ Council was incorporated as a non-profit organization in 1992 and has provided programs and services for residents of public housing since 1994. Since 1994, $171,621 has been appropriated under the Comprehensive Grant Program for Performance Agreements with the Residents’ Council. The appropriated funds were used primarily for the staffing needs of the Residents’ Council.

The Council approved the most recent Performance Agreement with the Residents’ Council in the amount of $52,000 on February 22, 1999. The term of the Agreement was from February 1, 1999, to January 31, 2000. All of the major elements of the Agreement were met. Payments were made to the Residents’ Council after we received documentation of expenditures and progress reports on their activities and accomplishments.

Below is a summary of key activities and accomplishments of the Residents’ Council under the 1998-99 Performance Agreement.

The after-school program at Airport Gardens was open every week during the school year, except for the month of October. During the month of October, the Community Center Director position was vacant and the after-school program did not operate.

There was an average of 12 children per day in the Airport Gardens after-school program

Nineteen volunteers were recruited to assist with the Airport Gardens after-school program

284 trips were made with the van to transport residents to programs and activities, such as Residents Council Meetings, GED classes, a crime prevention workshop, Senior Citizens programs at the North side Senior Center, Hargraves Recreational Center and Summer Youth Camps

The van was used to transport public housing children to the Chapel Hill Library 10 times. The van was also used to transport public housing children to the Ackland Art Museum, the Morehead Planetarium, the North Carolina Museum of Life Science, and the North Carolina Zoo.

The Residents’ Council held 7 monthly meetings with an average of 8 residents in attendance. There were no meetings in July, August and December.

A bi-monthly newsletter was published and distributed to all public housing households.

The Residents’ Council, with assistance from UNC Public Administration students, prepared and submitted grant proposals to Z. Smith Reynolds, and the Mary Duke Biddle Foundation. The proposals were not approved for funding.

DISCUSSION

The Residents’ Council proposes to use the requested $52,000 for continued staffing and operating expenses of its office, and for programs and activities for residents of public housing.

The staff positions of the Residents’ Council would include:

Salary

* One full-time Community Organizer Supervisor/Director $21,150

* One part-time Program Coordinator $12,000

* One part-time Center Director $ 6,750

* Two part-time Van Drivers $ 3,000

Duties of the staff would include the following:

· The Community Organizer Supervisor/Director would supervise the day-to-day operations of the Residents’ Council office, coordinate training for public housing residents, write grant proposals and serve as liaison to the Department of Housing, other Town departments, the schools and other community agencies.

· The Program Coordinator would coordinate programs and services designed to meet the needs and interests of residents, and provide information and referral services for residents of public housing.

· The Community Center Director would implement programs for public housing youth and adults at the Airport Gardens neighborhood, and recruit and supervise volunteers.

· The Van Drivers would transport public housing residents to programs including programs at the Chapel Hill Library.

Elements of the Performance Agreement

The proposed Agreement lays out the responsibilities of the Town and Residents’ Council. It also describes the programs and services the Residents’ Council would provide for residents of public housing.

Key elements of the Performance Agreement include the following:

Provide After-School Program at Airport Gardens

· 60% of children from kindergarten through eighth grade would be served.

· Program would be conducted Monday – Thursday of all school weeks.

· Volunteers would be recruited and supervised.

Provide Transportation

· Children would be transported to programs at the Chapel Hill Library at least two times a month.

· Residents would be transported to workshops and training programs.

Provide Community Outreach

· A bi-monthly newsletter would be published and distributed to all public housing households.

· The Residents’ Council would meet at least nine times a year with the objective of at least five communities being represented.

· The Residents’ Council would apply for grants with the goal of becoming self-sufficient.

RECOMMENDATIONS

Housing and Community Development Advisory Board’s Recommendation: The Housing and Community Development Advisory Board reviewed the proposed Performance Agreement on February 22, 2000. The members of the Board voted 4 to 0 to recommend that the proposed Performance Agreement be approved.

Manager’s Recommendation: That the Council adopt the attached resolution authorizing the execution of a Performance Agreement in the amount of $52,000 between the Town and the Chapel Hill-Carrboro Residents’ Council.

ATTACHMENTS

1. Proposed Performance Agreement (p.6)

2. Residents’ Council proposal (p.12)

3. Comprehensive Grant Performance Agreement (p. 16)

A RESOLUTION AUTHORIZING THE MANAGER TO EXECUTE A PERFORMANCE AGREEMENT WITH THE TOWN AND THE CHAPEL HILL-CARRBORO RESIDENTS’ COUNCIL (2000-03-27/R-7)

BE IT RESOLVED by the Council of the Town of Chapel Hill that the Council authorizes the Town Manager to execute a Performance Agreement with the Chapel Hill-Carrboro Residents’ Council in the amount of $52,000.

This the 27^th day of March, 2000.

PROPOSED

ATTACHMENT 1

NORTH CAROLINA

PERFORMANCE AGREEMENT

ORANGE COUNTY

THIS AGREEMENT, made and entered into the first day of April 1, 2000 by and between the TOWN OF CHAPEL HILL, a North Carolina Municipal Corporation, 306 North Columbia Street, Chapel Hill, North Carolina, hereinafter referred to as “Town” and the CHAPEL HILL- CARRBORO RESIDENTS’ COUNCIL, 317 Caldwell Street Extension, Chapel Hill, North Carolina 27516, hereinafter referred to as “RESIDENTS’ COUNCIL”.

WITNESSETH

WHEREAS, the Residents’ Council is an independent organization and not an agency of the Town of Chapel Hill; and

WHEREAS, the Residents’ Council has requested funding for staffing staff training, supplies, and accounting services: and

WHEREAS, it is in the interest of the Town to support the efforts of the Residents’ Council;

NOW, THEREFORE, in consideration of the above and the mutual covenants and conditions hereinafter set forth, the Town and the Residents’ Council agree as follows:

Town Support

The Residents’ Council agrees to provide the services described in Section 5 of this Agreement. The Town agrees to appropriate the sum of Fifty Two Thousand Dollars ($52,000) from the 1999-2000 Comprehensive Grant Program Funds to the Residents’ Council. The Town does not obligate itself to provide any other support to the Residents’ Council this fiscal year or in succeeding years.

Indemnification of the Town

The Residents’ Council hereby agrees to hold the Town harmless against any claims or actions from damages, injury, or death relating to or arising out of the Residents’ Council use of these funds or due to acts or omissions of the Residents’ Council officers, employees, contractors or agents; and shall name the Town as an additional insured on the Residents’ Council general liability policies; and shall provide, upon the Residents’ Council execution of this agreement, a certificate of insurance with an insurer and in a certificate form satisfactory to the Town Manager.

Term of Agreement

The term of this Agreement shall be for twelve months, beginning on April 1, 2000 and ending on March 31, 2001

Payment and Documentation

The appropriation shall be paid to the Residents’ Council pursuant to the Work Statement attached hereto. Payment will be based upon actual billing against the $52,000 appropriation and is contingent upon receiving satisfactory documentation and accounting of expenditures as detailed in the attached work statement. Payments shall be made not more than once a month.

Duties of the Town

Duties of the Town will include, but are not limited to the following:

· Provide office space at the Department of Housing and small office supplies, copying services and telephone services.

· Assistance to assure compliance with the requirements of the U.S. Department of Housing and Urban Development.

Financial Records

The Residents’ Council agrees to furnish the Town with financial statements as detailed in the attached work statement. In addition, the Residents’ Council agrees to allow the Town to inspect its financial books and records upon reasonable notice during normal working hours.

Work Statement

The Residents’ Council agrees to provide those services described in the Work Statement attached hereto and incorporated herein and to maintain a high level of professionalism in the provision of these services.

Termination for Cause

In the event that the Residents’ Council shall cease to exist as an organization or shall enter bankruptcy proceedings, or be declared insolvent, or shall significantly reduce its services or accessibility to the Residents of public housing during the term of this Agreement, or in the event that the Residents’ Council shall fail to render a satisfactory accounting as provided herein, then and in that event the Town may terminate this Agreement.

Provision for Amendment

The Residents’ Council and the Town mutually agree that this Agreement may be amended for just cause with 30-days of written notice from the Residents’ Council to the Town, or from the Town to the Residents’ Council.

IN WITNESS WHEREOF, the parties hereunto cause this Agreement to be executed in their respective names.

This the _______________________ day of _____________________ 2000

TOWN OF CHAPEL HILL CHAPEL HILL-CARRBORO RESIDENTS’

A Municipal Corporation COUNCIL

By: _________________________ By: ____________________________

Town Manager PRESIDENT

Attest: _______________________ Attest: __________________________

Town Clerk

Approved as to Form: ________________________________________

Town Attorney

The instrument has been pre-audited in the manner required by the Local Government Budget and Fiscal Control Act.

________________________

Town Finance Director

_______________________________

Director, Department of Housing

(SEAL)
Attached to that certain Performance Agreement dated ________________, 2000 between the Town of Chapel Hill and the Chapel Hill-Carrboro Residents’ Council:

WORK STATEMENT

For the CHAPEL HILL-CARRBORO RESIDENTS’ COUNCIL, hereinafter referred to as the “Residents’ Council”.

I. The Residents’ Council agrees to maintain day-to-day operation of its office and to provide programs, activities, and services for the residents of public housing.

II. It is mutually agreed upon by both parties that in the performance of this Agreement, the

Residents’ Council will:

A. Provide after-school activities for public housing youth in the Airport Gardens neighborhood. At least 10 children per day on average will be served and the center will be open Monday through Thursday of all school weeks.

B. Recruit and supervise volunteers and supervise children who are participants in the

programs at Airport Gardens.

C. Support the children’s programs of the Chapel Hill Library by providing

transportation for public housing children to participate in programs at the library.

Public Housing children will be transported to the library a minimum of two

times per month.

D. The Residents’ Council will provide transportation for public housing residents to

attend workshops and training programs that are of interest to residents.

E. Publish and distribute a bi-monthly newsletter to public housing residents.

F. Serve as liaison to the Department of Housing, other Town Departments, community service agencies, and public housing residents.

G. Conduct Residents’ Council meetings at least 9 times per year, with the objective of at least three communities being represented.

H. Of the nine meetings, at least one must be an annual meeting with the objective of at least five communities being represented.

I. Of the nine meetings, at least one meeting, in addition to the annual meeting must be a social event, to encourage participation.

J. Continue to submit grant proposals with the goal of becoming self-sufficient.

K. Provide the Town with an evaluation of the Airport Gardens activities.

L. Comply with all relevant rules and regulations of the U.S. Department of Housing and Urban Development.

M. Comply with relevant equal employment requirements.

N. Comply with the Town’s Financial Reporting Requirements.

III. The Residents’ Council for operating expenses may utilize Town funds.

IV. The Residents’ Council will provide the Town with quarterly reports. These reports shall include expenditures during the reporting period and year-to-date amounts, the number of Residents’ participating in activities, and a summary of accomplishments of the Residents’ Council during reporting period. Reports will be due on July 30,2000, October 30,2000, January 30,2001, and April 30,2001.

V. The Town will reimburse the Residents’ Council as set forth in Section 3 of the performance agreement.