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HomeMy WebLinkAbout2009-062 Library - Hyconeechee Regional Library System - Contract Renewal between the Counties of Orange, Person and Chatham and HRLS (2),~,~~ ,~ -,~_b Q ~/x ~~a {~~ /~ C.~ ~b~~ ~~~ ~ ~ Hyconeechee Regional Library System .• P.O. Boz 8181 o Hillsborough, NC 2727$ ~ (919) 245-2528 ~~~ CONTRACT This CONTRACT, made this the 1St day of July, 2009 is by and between the Hyconeechee Regional Library System, herein after referred to as the (Regional System), and the Counties of Orange, Person and Caswell (Counties); WITNESSETH: WHEREAS, The Regional System is organized within the framework of the North Carolina General Statutes, Chapter 160A, Article 20, Part 1 and, WHEREAS, the purpose of the original Regional System is to provide for the administration of library services within the region which consists of the Counties of Orange, Person, and Caswell and; WHEREAS, The Regional System desires to have the libraries currently operating within the Regional System to function as County departments within the county of location of each respective library and, WHEREAS, the Counties of Orange, Person and Caswell have expressed a willingness to allow the libraries to function as County departments; NOW, THEREFORE, in consideration of the mutual promises and convenants contained herein, the Regional System and the Counties of Orange, Person and Caswell agree as follows: 1. Purpose- This contract is to provide for the operation of each library located in the system as a department of the County of location and to provide for the assignment of fiscal management functions related to the Regional System's assets to the Orange County Financial Services Director. 2. Responsibilities of the Regional System -The Regional System will remain organized with the statutory framework referred to above and it shall be the duty of the Regional System to: A. Maintain a Board of Directors consisting of nine (9) members with three representatives from each participating County. B. Meet at least once per quarter and conduct special meetings as required for transaction of Regional System business. C. Designate the Orange County Library as the Regional System Headquarters and the Orange County Financial Services Director as Regional System's Fiscal Agent. D. Adopt an annual balanced budget no later than May 31St for all regional funds received from North Carolina Department of Cultural Resources and for all other grants and/or donations received from agencies or individuals for Regional System purposes. This budget must include appropriations to each County within the region for library operations. The County appropriations will be divided by three and disbursed evenly. Regional expenses such as personnel, operations and fiscal service fees, will be charged back evenly to each County. Funds appropriated to the Counties cannot be reduced without the approval of the Boards of Commissioners for each County. E. Insure that all regional reporting requirements to the State and Federal governments, as well as, any and all other grantors are met. F. Insure that all existing and future Regional System materials and assets are made available for use throughout the region. 3. Responsibilities of the Counties - It shall be the duty of the County to: A. Operate the libraries under- the same rules, regulations, ordinances and any and all other procedures under which the departments of the Counties are required to operate. 3. Resuonsibilities of the Counties -Continued B. Insure that all Library employees are treated as employees of the respective Counties and receive compensation and benefits packages accordingly. C. Prepare quarterly reports for the Regional System to include information pertinent to library operations and expenditure of regionally appropriated funds and make all library records available for inspection by the Regional System or its respective at all reasonable times. D. Insure that disbursements made on behalf of the libraries from State, Federal and other restrictive sources are in accordance with all required provisions. 4. Resuonsibilities of the Fiscal Agent and Financial Officer -The Fiscal Agent and Financial Officer for the Regional System will be the Finance Director of Orange County and it shall be his or her duty to: A. Provide accountability for the Regional System's financial assets in accordance with generally accepted accounting principles and the Local Government Budget and Fiscal Control Act. B. Receive, deposit, disburse and invest the Regional System's funds in accordance with the guidelines contained in section 4-A above. C. Prepare monthly financial statements for the Regional System and present these statements to the Regional Director. D. Insure that Regional System funds are audited annually as required within the guidelines contained in Section 4-A above. E. Insure that all fiscal reports required by grantor agencies are prepared and submitted on a timely basis. 5. Term, Termination and Renewal -This Contract is for the period July 1, 2009 through June 30, 2010. This Contract may be terminated by either party with six months notice prior to June 30. This Contract may be renewed annually for July 1 through June 30 fiscal years by action of the Regional System Board of Directors and by the Board of County Commissioners for the Counties. ~-ig- 09 Date ~ ~~/~ Date ~ ~9 Date opt©.~o ~ Date con c ee Fgiona LibraryChair