HomeMy WebLinkAbout1998 S Library - Hyconeechee Regional Library Contract Agreement Renewal°i~/P- 95 F'ft~
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L I B R A R Y
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CONTRACT
This CONTRACT, made this the 1st day of Iuly, 1998 is by and between
tba Hyconeechee Regional Library System, hareinafier referted to as the
(Regional System), and the Counties of Orange, Person and Caswell
(Coanfies);
WITNESSETH:
WHEREAS. The Regional System is organized wi[hio the framework of the
North Carolina General S[amtes, Chapter 160A, Anicle 20, Part 1 and,
WHEREAS, tha purpose of the Regional System is ro provide for [he
administration of library services within tha region which consists of the
Connties of Orange. Person and Caswell and;
WHEREAS, The Regional System desires w have [he libraries curreolly
operating within the Regional System tc function as County departments
within rbe county of location of each respective library and;
WHEREAS, the Counties of Orange, Person and Caswell have expressed a
willingness mallow the libraries ro function as County depamnents;
NOW, THEREFORE, in consideration of [he mutual promises and covenants
contained herein, the Regional System and the Counties of Orange, Person
end Caswell agree as follows
1. Puro33_f - This contract Is to provido for the operation of each
librvry located in the system ax a departmcnc of the County of
location and to provide for the assigmnent of fiscal management
fnnetlons related ro the Regional System's assets to the Orange
County Pinance Director.
i , _.
Revoonc'b'ffe of the Coon Ces Continued
B, Insure the[ all library employees era [rea[ed es employees of
the respective Coumies and receive compensation and benefits
packages accordingly.
C Prepare quarterly reports [or the Regional System to include
ivformafion perfinen[ to library operations and expenditure of
regionally appropriated funds and make all library records
available for ivspedion by ~e Regional System or its
representative at all reasonable limes.
D. ]name that disbursemen[s made on behalf of the libraries
from Stage, Federal and other restrictive sources era in
accordance with all required provisions.
4. Resonnxibil ifies of fhe Fiscal Aeent and Rinencial._Offitxi
The Fiscal Agent and Financial Officer for the Regional Sys[em will be
the Finance Director of Orange County and it shell be his or her duty
to:
A. Provitle accouniabili[y for the Regional System's financial
asses in accordance with generally accepted accounfing
principles and the Local Government Budget and Fiscal Conhol
Act.
B. Receive, deposit, disburse end invest [ha Regional Sys[em's
fonds in aecordance with Ne guidelines contained in eec[ion
4-A above.
C Prepare monthly financial statements for the Regional System
end pvesen[ these s[a[ements to the Regional Director.
D Insure [had Regional System funds are audited annually as
reyuired within the guidelines contained in SeMion 4-A above.
E Insure [hel all fiscal reports required by grantor agencies are
prepared and submitted on a timely buffs.
2. Reco ns'bl'f es of the R A' 1 Cyaf - The Regional System
will remain organived with [he statutory framework referred to
above and it shall be the duty of [he Regional System ro:
A. Maintain a Board of Directors consisting o[ nine (9) members
with three representatives from each participating Cwn[y.
8. Meet at least once per yuarter and covdnm special meetings as
required for transamion of Regional System business.
C Designate the Orange County Library us The Regional System
Headquartea and Ne Orange County Finance Director as
Regional Systems Fiscal Agent
D Adopt an annual balanced budget no later than March IS for
all regional funds received from the Nonh Caroliva Department
of Cultural Resourcee and [or all other grants and/or donations
received from agencies or individuals for Regional System
purposes. This budge[ must include appropriations to each
Connry within the region for Ibrary operafions. The County
appropriations will ba determined after sufficient funds for
regional personnel and operation, to include fiscal sevviees,
have been allocated. Funds xppropria[ed to the Counties
cannot be reduceA without the approval of the Boards of
Commiasiovers 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. Besonns'b l'fe of the Cn nt'e ~ It shall be [he duty of the
County [o:
A. Operate the libraries under the same rules, regulations,
ordinances and any and all other procedures under which [he
deperpnents of the Counties are required to operate.
5. Tern Term'na['n d R 1 -This Contract is for the
period Jcly 1, 1998 through love 30, 1999. This Conaam may be
terminated by either parry with six months notice poor to lone 30.
This Cov[mct may be renewed avnually [or 7vly 1 through love 30
fiscal years by action of [he Regional System Board of Directors and
by [he Board of County Commissioners for the Counties.
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