TO: Mayor and Town Council
FROM: W. Calvin Horton, Town Manager
SUBJECT: Performance Agreement with the Chapel Hill-Carrboro Residents’ Council
DATE: July 2, 2001
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 $50,000 between the Town and the Chapel Hill-Carrboro Residents’ Council.
• The proposed Performance Agreement would be funded from 2000-2001 Housing Capital Funds.
• The term of the Agreement would be for twelve months, beginning July 1, 2001 and ending June 30, 2002.
• Payment to the Residents’ Council would be contingent upon documentation of costs and performance.
In March 2000, the Chapel Hill-Carrboro Residents’ Council submitted a proposal requesting Housing Capital Funds, formerly, 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)3 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.
Through Performance Agreements and funding appropriated under the Comprehensive Grant Program, the Residents’ Council has provided programs and services for residents of public housing since 1994. The Council approved the most recent Performance Agreement with the Residents’ Council in the amount of $52,000 on March 27, 2000. The term of the Agreement was from April 1, 2000 to March 31, 2001. 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 on their activities and accomplishments.
Below is a summary of key activities and accomplishments of the Residents’ Council under the 1999-2000 Performance Agreement.
• The after-school program at Airport Gardens operated every week during the school year.
• An average of 11 children participated in the program.
• Ten volunteer tutors were recruited to assist with the Airport Gardens after-school program.
• 83 trips were made with the van to transport residents to programs and activities such as Residents’ Council meetings, ACHIEVE! workshops, mediation workshops, senior citizens programs at the Northside Senior Center, programs at the Hargraves Recreational Center, the North Carolina Museum of Life and Science, and the North Carolina Zoo.
• The van was used to transport public housing children to the Chapel Hill Library at least twice each month.
• A bi-weekly newsletter was published and distributed to all public housing households.
• The Residents’ Council received a $100,000 grant from the U.S. Department of Housing Development under the Resident Opportunity and Self-Sufficiency (ROSS) Program. This is a 3-year grant that is to be used for leadership and development activities for the Residents’ Council.
The Residents’ Council proposes to use the requested $50,000 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:
Positions Salary
* One full-time Community Organizer Supervisor/Director $21,150
* One part-time Program Coordinator $12,000
* One part-time Administrative Assistant $ 6,750
* One part-time Van Driver $ 3,060
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 youth development activities and leadership trainings for public housing children, and publish a bi-monthly newsletter.
▪ The Administrative Assistant would assist with the operations of the Residents’ Council office and assist with coordinating programs for residents of public housing.
▪ The Van Driver would transport public housing residents to programs including programs at the Chapel Hill Library.
§ A bi-monthly newsletter would be published and distributed to all public housing households.
Housing and Community Development Advisory Board’s Recommendation: The Housing and Community Development Advisory Board reviewed the proposed Performance Agreement on May 22, 2001. The members of the Board voted 3 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 $50,000 between the Town and the Chapel Hill-Carrboro Residents’ Council.
1. Proposed Performance Agreement (p.6).
2. Letters from the Chapel Hill-Carrboro Residents’ Council (p. 11).
A RESOLUTION AUTHORIZING THE MANAGER TO EXECUTE A PERFORMANCE AGREEMENT WITH THE CHAPEL HILL-CARRBORO RESIDENTS’ COUNCIL (2001-07-02/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 $50,000.
This the 2nd day of July, 2001.
ATTACHMENT 1
PROPOSED
ORANGE COUNTY
THIS AGREEMENT, made and entered into the first day of July, 2001 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; resident activities, supplies, and insurance: 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:
1. Town Support
The Town agrees to appropriate the sum of Fifty Thousand Dollars ($50,000) from the
2000-2001 Housing Capital Fund Program 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.
2. 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.
3. Term of Agreement
The term of this Agreement shall be for twelve months, beginning on July 1, 2001 and ending on June 30, 2002.
4. 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 $50,000 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.
5. 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.
6. 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.
7. 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.
8. 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.
9. 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 _____________________ 2001
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 July 1, 2001 between the Town of Chapel Hill and the Chapel Hill-Carrboro Residents’ Council:
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,
Residents’ Council will:
A. Provide youth development activities and leadership training for public housing children. Activities and trainings will be available to children in all public housing neighborhoods, with a minimum of 20 children participating.
B. Recruit and supervise volunteers and supervise children who are participants in the youth development activities.
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 would provide transportation for public housing residents to attend workshops and training programs that are 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 an average attendance of at least 10 residents representing at least three communities.
H. Of the 9 meetings, at least one must be an annual meeting attended 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 youth development 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 may utilize Town funds for operating expenses.
The Town will reimburse the Residents’ Council as set forth in Section 4 of the performance agreement.