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Home My WebLink AboutAgenda - 05-03-2011-12cORANGE COUNTY BgARD qF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: May. 3, 2011. Action Agenda Item No. J a - ~ SUBJECT; H coneechee Re Tonal Librar Board -New Appointment DEPARTMENT: Board of Commissioners PUBLIG HEARING: ~Y1N} No ATTACHMENTS}: Under Separate Cover Membership Roster Contract Resignation Letter Letter of Recommendation Applications}IResume~s} of Persons}for Consideration Applicant Interest List INFORMATION CONTACT: Clerk's Office., 245-2130 PURPOSE: Ta consider making one appointment due to a resignation} to the Hyconeechee Regional. Library Board. BACKGROUND: The Regional Library System is organized within the framework of the North Carolina General Statutes, Chapter 160A, Article 20, Part 1. The purpose of the Regional System is to provide for the administration of library services within the region, which consists of the Counties of Qrange, Person, and Caswell. The BGCC of each county Orange, Person, Caswell} is charged with maintaining a board comprised of 9 members ~3 from each county}. In addition, if one of these counties wants to terminate their annual contract the regional contract is attached}then it has to be done 6 months in advance of June 30~~ which is in the last section}. In FY 2011 2012, the HRLS Board will continue to function as a governing board through the dissolution of the region and to the transition to three ~3} independent county library systems. Therefore, it is important that grange County be actively represented during this process. Currently Grange County is without consistent representation to the HRLS Board, due to the unexpected resignation of one member, health-related issues of another and the third current members must often be absent due to job~related travel, The following appointment is for Board consideration. • Appointmenfiof a previous board member due to a resignation} far Amy Efland. If appointed Ms. Efland will be serving a first term expiring 313112012. Position Number S ecial Re resentation Ex iration Date 1 Ms. Am Efland At~Lar e 03/31/2012 FINANCIAL II~IPACT: None RECaMMENDATIQN~S~: Consider making an appointment to the Hyconeechee Library Board. 3 . o U v ,~ O ~i • ~ ~ Q ~ . ~ ~~ °' ~ N ~~^^ V1 b ,~ ~ ~ N ~ ~ ~ ~ ~ a ~ . ~ ~ ~ .r ,~ ; ~ ~ ~, U o ~ ~ o ;~ oU~ v Aa ~~~. 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A ~ W c~d U .w . C~ . T..~ r--~ .~ N ~~ ov ~' ~M ~ y' ~ U ~ ~ ~ N [~ oNo ~ ~ Yf~1 ~1f1 ~ ^ Q1 ~7t 0 0 ~ ~ ~~w~ ww w ~~ Q ~ W ~ ~ h ~ .~ ~ ~ o~~~ -~~z N ~ ~ ~~ . W .~ n cry E 41 I C~ ~ ~` Cd 0 0 aaw ~ w ~~ A '" W .~ 0 U ~m ~ ~ ~ N ~z ~~ U ~ ~~ w ~ F C~ 0 0 ~ ~ w a a w ~' Q ~ W o d. ~ ~ v ~~ ~ O ~ ~ ~ o ~ i N a~ ~4 c~ O 4a H ~ ~~ ~ ~~~ ~ ~~ ~ ~ ~ ~ ~ ~~ ~ ~~~~~ t~~~~~ ~~~~~~ Hyconeechee Regional Library System P.O. BoxS181 Hillsborough, NC 27278 (919) 245-2528 CONTRACT This CON'I~RACT, made this the 1 ~ day of July, 2009 is by and between the Hyconeechee Regional Library System, herein after referred to as the (Regional System), and the Cowities of Orange;.Person and Caswell (Counties); ~'VITNESSET`H: 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; WB~REA5, The Regional System desires to have the libraries currently operating vc~ithin the Regional System to function as County departments within.. the county of location of each respective library and, «rgEREAS, the Counties of Orange, Person and Caswell have expressed a willingness to allow the libraries to function as County departments; . . NOW, T~TEREF~I2E, 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. PurLose- 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 Qrange County Financial Services Director. Z. Responsibilities of the Regional System -The Regional System will remain organized with the statutory. framework referred to above and it shall be th.e duty of the Regional System to: A. Maintain a Board of Directors consisting of nine (9) members wi~1i 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 31 ~ 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 e~sting 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 ot}ier procedures under which the departments of the Counties are required to operate.. . ~ , 3. Responsibilities. of the Counties -Continued B, Tn~7re that all Library employees are treated as employees.of the respective Counties and recerve 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. Tnsure that disbursements made on behalf of the libraries from State, Federal and other restrictive sources are in accordance wit11 all required. provisions. 4. Responsibilities 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. S 5. Term, Termination and Renewal -This Contract is for the period July 1, 2009 through Tune 30, 2010. This Contract may be terminated by either party with six months notice prior to June 3 0. This_ Contract maybe renewed . - annually for July 1 through Ttane 30 fiscal years by action of the Regional System Board of Directors and by the Board of County. Commissioners for the Counties. Caswell County Commissioner Person County Commissioner Orange County Commissioner Date Date Donna Baker From: ~ Lucinda Munger Sent: Tuesday, April 12, 20~ 1 12:12 PM To. Donna Baker ~ ~ ~ 1- Cc: 'Betsy VVatIington' Subject: F~111: Regional Board Donna, Please forward this resignation notice onto the Commissioners. We will need t.o discuss a replacement for Ms. Stephens. Many thanks, Lucinda Lucinda M Munger Library Director Orange County Public Library Hyconeechee.Regional Library System "~"~~ Hillsborough, NC 2727$ If nothing changes, then nothing changes... --~~-~--original Message----- From: booklady52@msn.com [mailto:booklady52@~nsn.com] Sent: Tuesday, April 12, 2011 12:02 PM To: Lucinda Munger; booklady52@msn.com Subject: Regional Board From: Brenda Stephens Phone Number: Message: 1 ~. April l l To: grange County Board of County Commissioners Re: Hyconeechee Regional Library Board of Trustees I have enjoyed my association with Hyconeechee Regional Library, Inc. I wanted to inform you, however, that I will not be continuing to volunteer as a Library Trustee. I appreciate the opportunity that the BQCC have provided me. I very much enjoyed my time spent working with our library system. Best, Brenda Stephens Cc: Lucinda Munger Page t of t ~g Jeanette Jones From: Lucinda Munger Sent. Tuesday, April 1Z, 2g1,1 Z:55 PM ~ . To: Donna Baker _ Cc: Jeanette Jones; Lucinda Munger Subject: Nomination to Hyconeechee Regional Library Board . Donna, food Afternoon[ In follow-up to the email [passed along from Ms. Stephens resigning from the Hyconeechee Board of Trustees, we propose f'r[[ing her vacancy with a previous Board member. ~Ne would like for the Commissioners to consider re-appointing Ms. Amy Efland to the Hyconeechee Board to fulfil[ the remainder of Ms. ,Stephens' fierm. Ms. Efland served on the Hyconeechee Board of Trustees from July 04 ~-July 200, and had perfect attendance .at Board meetings. Ms. Efland's knowledge of the Board's role and . mission, will serve us as well as we continue through our process toward dissolution of~the region. ~ . Lucr"nda M Munger Lr"brary Direc~ar . grange County Public Library Hyconeechee Regional Lr'brary syslern Hillsborough, NC Z7'Z7S if nofhing changesr then na~bing changes..: 41~O120 t t 11 Page 1 of ~ Amy Efland Volunteer Application Orange County Advisory Boards and Commissions Name: Mrs. Amy Efland Name Called: Home Address: 210 Efland Street Efland NC 27243 Phone: (Day) 732-4554 Phone: (Eveninal 732-4554 Fax: Email: mefiland~nc.rr.com Place of Empioymentr State ofi NG Job Title: Magistrate Year of DC Residence: Township of ResidenceR Cheeks Zone of Residence: At-Large Sex: Female Ethnic Background: Caucasian Date of Birth: BoardslCommissions applied for: Hyconeechee Regional Library .work Experience: Magistrate ~ 7 years Volunteer Experience; Orange County Schools, Haly Family Catholic church; Efland Cheeks PTA ; Member ofi the Alternative Sentencing Board. . Educationx UNC Ul~ilmington Bachelor ofi Science other Comments: ~ ~ . STAFF NOTES. originally applied 4~~9104 fior Hyconeechee Regional Library Board ofi Directors. This application was current on~ 4/291204 2;12.1 PM Date Primed: 412~IZ~~ ~ .~ Applicant Interest Listing by Board Name and by Applicant Name Hyconeechee Regional Library Contact Peron: Lucinda Munger, Director Contact Phone: 9 ~9-~45-2528 Mrs. Amy Efland 210 Efland Street Efland NC 27243 Skills: Church Volunteer Wark Slalls: Schaal Volunteer Day Phone: 732-9554 Evening Phone. 732-4554 FAQ; . E-mail; mefland@nc.rr.cam Also Serves Qn: Also Serves fin; ~ ex: Female Race; Caucasian Township; Cheeks Date Applied; 04/29/2004 Thursday, Apri121, 2011 Page 1 of 1