HomeMy WebLinkAboutAgenda - 02-21-2012 - 5gORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: February 21, 2012
Action Agenda
Item No. ~
SUBJECT: Proposed Memorandum of Understanding for Caswell, Person and Orange
Counties for Future Library Services
DEPARTMENT: Library Services
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Memorandum of Understanding
• Approved Dissolution of Regional
Library System
Timeline for FY2012-13 of Polaris
Integrated Library Services
INFORMATION CONTACT:
Lucinda Munger, Director
245-2528
Annette Moore, County Attorney,
245-2317
PURPOSE: To consider a proposed Memorandum of Understanding befinreen Caswell, Person
and Orange counties to continue selective library services of the Hyconeechee Regional Library
system after dissolution on July 1, 2012.
BACKGROUND: At its April 13, 2011 meeting, the Hyconeechee Library Board of Trustees
approved a resolution and transition plan to dissolve the Hyconeechee Regional Library,
Incorporated, effective July 1, 2012.
In May 2011, boards of commissioners for Caswell, Person and Orange counties all approved
the Plan of Dissolution developed by the Hyconeechee Regional Library Board of Trustees and
the intent to withdraw from the Regional Library on June 30, 2012. The following language was
included:
Section III, General Operation. B. Fiscal Year 2012-13, iii Memorandum of
Understandinq. The Counties will develop a Memorandum of Understanding to continue
selected library services for the benefit for all residents.
Under the proposed Memorandum, Section 5, New Services, the three county libraries, for a
period of five years beginning July 1, 2012 through June 30, 2017, will offer residents within the
three counti~s a free library card. This period may be extended for another five years by written
agreement of each of the three counties.
FINANCIAL IMPACT: According to Section 2(a)(i), Orange County will purchase the Honda
Civic Hybrid owned by the Regional Library at fair market value as determined by Kelly Blue
Book as of May 31, 2012. The proceeds of the sale of the vehicle would be divided among the
three counties on a equal basis. The estimated fair market value is $11,000; therefore each
county will receive $3,667. Orange County's total cost would not exceed $7,334.
RECOMMENDATION(S): The Manager recommends that the Board approve the
Memorandum of Understanding and authorize the Chair to sign.
3
MEMORANDUM OF UNDERSTANDING
This Memorandum of Agreement is hereby made and entered into by and between
Caswell, Orange, and Person County, to continue selective library services of the
Hyconeechee Regional Library Systems for the benefit of the residents of all three
counties.
WITNESSETH:
Whereas, the Counties of Caswell, Orange, and Person entered into a joint
agreement to provide Library Services through the Hyconeechee Regional Library
System ("Regional Library"), according to the procedures and provisions of Chapter
160A, Article 20, Part 1 of the North Carolina General Statutes as provided in the North
Carolina General Statutes 153A-270; and
Whereas, the Hyconeechee Regional Library in addition to providing library
services to the three counties also provided regional policy and priorities related to public
library service, programming, collection development, materials selection, grant funds,
regional budget approval, and appointment and evaluation of the regional library director,
and all other functions not covered or controlled by the Counties; and
Whereas, because over the years Caswell, Orange and Person Counties have
developed into distinct library services areas that now require targeted, focused library
services based on each county's unique population as determined by the 2009
Technology Planning Report commissioned by the Regional Board of Trustees; and
Whereas, a recent change in the Administrative Rules and Regulations governing
public libraries would increase costs to the Regional Library System; and
Whereas, the North Carolina State Librarian recommended that in light of the
changes to the Regional Library that it was in the best interest of the residents to have
three independent library systems; and
Whereas, the Hyconeechee Regional Library Board of Trustee on April 13, 2011
approved a resolution and transition plan to dissolve the Hyconeechee Regional Library,
Incorporated effective, July 1, 2012; and
Whereas, in May 2011 all three County Board of Commissioners approved the
Plan of Dissolution developed by the Hyconeechee Regional Library Board of Trustees
and their intent to withdraw from the Regional Library on June 12, 2012, and
Whereas, Caswell, Orange and Person Counties desire to enter into a
Memorandum of Understanding to continue select library services for the benefit or all
residents.
Memorandum of Understanding 1
Final January I1, 2012
4
NOW THEREFORE, do we, the Board of County Commissioners of Caswell, Orange
and Person Counties hereby agree to the following:
l. Migration Date. The Parties agree that migration of services from the
Regional Library to the independent county library systems shall be
completed by Apri130, 2013.
2. Transition Plan. The Parties will move from the Regional Library to
independent county library systems in accordance with the Hyconeechee
Regional Library System Plan of Dissolution approved by the County
Boards in May 2011, which is hereby incorporated by reference and
attached herein as Attachment A.
a. Transfer of Assets
i. Asset Purchase. Orange County shall purchase the Honda
Civic Hybrid owned by the Regional Library at the fair market
value as determined in Kelly's Blue Book (private party) as of
May 31, 2012. T'he proceeds from the sale of the vehicle shall
be divided among the three counties on an equal basis.
ii. Remaining Assets. Any remaining assets shall be transferred
as provided in Attachment A.
b. Integrated Library System ("ILS") - Polaris System. Each County
shall migrate from the ILS as provided in Attachment B.
c. Vendors. All vendor agreements shall end for the Regional Library
System effective June 30, 2012. Each county library system shall
directly negotiate with each vendor for individual county services after
July 1, 2012.
d. Debts. All remaining debts of the Regional Library System shall be
paid as of June 30, 2012. Any debts remaining after June 30, 2012
shall be paid by three counties or pro-rata by the county or counties
incurring such debts.
3. Failure to Transition Prior Migration Date. Any county not
transitioning to an independent county library system by June 30, 2013
shall be responsible for any debts incurred as a result of its failure to
migrate off the system. If one or more Counties fail to transfer to an
independent system, each County that fails to transfer shall be responsible
for its pro-rata cost incurred as a result of its failure to migrate to another
system.
Memorandum of Understanding 2
Final January 11, 2012
5
4. After Migration Date. The following Regional Library Services shall
continue after the Migration Date.
a. Each County agrees to provide FAQs to county residents based on
mutually agreed upon library services.
b. The Regional Librarian's contract will continue until June 30, 2013 or
until full dissolution of the Regional Library System to complete any
administrative matters. There will be no compensation associated with
this contract extension. The Regional Librarian will provide notice to
each County Manager of any substantive administrative matters.
5. New Services. Each independent county library for a period of five years
beginning, July 1, 2012 through June 30, 2017 shall offer residents within
the three counties a free library card. The period may be extended an
additional five years by written agreement of each of the three Counties.
6. Compliance with Law. The Counties agree that their officers and
employees shall be required to comply with all federal, state and local
laws, regulations and policies in compliance with the performance of this
Memorandum of Understanding.
7. Amendments. The Memorandum of Understanding may be modified or
amended only by written amendments that are approved and signed on
behalf of all the Counties.
8. Notices. All notice or other communications required or permitted by this
Plan must be in writing, addressed as follows:
For Caswell County For Orange County Far Person County
Library Director Library Director Library Director
161 Main Street East 137 W. Margaret Lane 319 S. Main Street
Yanceyville, NC 27379 Hillsborough, NC 27278 Roxboro, NC 27573
9. No Third Party Beneficiaries. Nothing expressed or implied in this
Memorandum of Understanding shall give any person other than the
Counties any rights to enforce the provision of this MOU. There are no
intended third-party beneficiaries.
10. Severability. If any provision of this Memorandum of Understanding
shall be held invalid or unenforceable by any court of competent
jurisdiction, such holding shall not invalidate or render unenforceable any
other provision of this MOU.
Memorandum of Understanding 3
Final January 11, 2012
6
IN WIT`NESS WHEREOF, the parties have hereunto signed this Contract in their official
capacities on the day and year listed below.
CASWELL COUNTY
Nathaniel Hall, Chair Date
Caswell County Board of County Commissioners
ORANGE COUNTY
Bernadette Pelissier, Chair
Orange County Board of County Commissioners
PERSON COUNTY
Date
Jimmy Clayton, Chair Date
Person County Board of County Commissioners
Memorandum of Understanding 4
Final January 11, 2012
Attachment A
Hyconeechee Regional Library System Plan of Dissolution
HYCONEECHEE REGIONAL LIBRARY SYSTEM DISSOLUTION
Whereas, the Hyconeec~ee Regional Library was incorporated under Chapter SSA
of the North Carolina General Statutes on November 8, 1948 to establish and maintain
free public libraries in the Counties of Orange, Person and Caswell for the use and tbe
benefits of the generai public; and
Whereas, in 1992, the Hyconeechee Regional Library Board of Trustees and the
goveming bodies of Orange, Person and Caswell Counties desired to provide an
unpmved level of public services and established county libraries as departments within
each respective county to establish policies and procedures regulating pmcurement,
personnel, accountiug, travel, and facility maintenance activities thereby affording each
local library tl~e rights and responsibilities of department status within their respective
county; and
Whereas, the Orange, Person and Caswell Counties entered into a joint wntract
with the Hyconeechee Regioual Library to provide joint services, according to the
procedures and provisions of Chapter 160A, Article 20, Part 1 oFthe North Carolina
General Statutes as provided in the North Carolina General Statutes 153A-270; and
Whereas, Hyconeechee Regional Library continued to receive and distribute to
each County all regional funds from the North Camlina Department of C~ltural
Resources and other grants and or donations provided to the Regional Library System;
and
Whereas, in addition the Hyconeechee Regionai Library retained the functions of
establisbing regional policy and priorities related to public library service, programming,
collection development, materials selection, gant funds, regio~al budget approval, and
appointment and evaluation of the regional library director, and all other functions not
covered or controlled by the Counties; and
Whereas, over the years Orange, Person and Caswell Councies have devetoped
into distinct library services areas Wat require targeted, focused library services based on
each county's unique population, which has been substantiated by the 2009 Technology
Planning Report commissioned by the Regional Board of Trustees; and
Whereas, a recent change in the Administradve Rules and Regulations governing
public libraries would require increased costs to the Regional Library System that could
be more appropriately absorbed by County Departments; and
Whereas, die North Carolina State Librarian met with tl~e County Library
D'uector's and it was recommended that in light of the cl~anges to the Regional Library
System that it may be in the best interest of the residents to have three independent
library systems; and
Memorandum of Understanding
Final January 11, 2012
Whereas, the I-Iyconeecl~ee Regioval Library Board of Trustees now believes that
the residents of each county would benefit from three iudependent librury systems tliat
could develop specific policies, procedures, catalog, electronic resource offerings and
loug range strategic plans that benefit each county's unique populations and allow for
geater opportunity to apply for state and federal grants based on each county's individual
needs and demographics.
NOW Tf~REFORE, we tl~e Board of Tivstees of the Hyconeechee Regional Library,
Incorporated pursuant to N.C. Gen. Stat. §SSA-14-02, do hereby vote to dissolve the
corporation effective July 1, 2012, conditioned upon the following:
I. That the Coundes of Orange, Persou and Caswell Board of County
Commissioners vote tlieir intent to withdraw from the Hyconeechee Regional
Library System on June 30, 2012; and
2. Tl~at the Plan of Dissolution (Attachment A) put forward by the Hyconeechee
Regional Library Board of Trustees is agreed upon by each County.
NOW THEREFORE, we the Board ofTrustees of the Hyconeechee Regional Library,
Incorporated do agree that if the above stated conditions are met, after winding up the
corporalion, we shall deliver to the North Camlina Secretary of State tl~e Articles of
Dissolution of the Hyconeechee Regional Library Incarporated pursuant to N.C. Gen.
Sfat. §SSA-14-04.
This the~~ay of _~jj~~ 2011
,p -~
hair, d of Truste
Hycon hee Regiona rary Inc.
The vote of the Board of Directors of the Hyconeechee Regional Library Board,
Incorporated t k place on (3~'day of~, 201 I. S Ayes O No
A
cretary
Memorandum of Understanding
Final January 11, 2012
9
Hycoueechec Rcgional Librnry System
Plnv af Dissoh~ttm-
The pu~pose of tlus Ptnu of Dissolution ("Plon") fa• tbe Hyco~~eccliee Itegionnl
Librnry System ("Regiounl Library") is to establish a comp~~e6ensive nppronch to die
dissoluliou of tiie Regionnl Library Systcm and ihe orderly U•nnsiliou of il~e services and
essels oPihe regioual syslent to Cns~vell, O~nuge aud Pe~son County.
Plnu Term. This Plan ~vill eover the period from July 1, 20l 1 Ihrough Jaiie 30,
2013 nnd contiuue iw effect so long as there nre at least hvo Parties to Uie Plan,
!I. ~ffecfive DAte of Trnusfer, Ench Cowity will assnme all responsibilily for t~eu•
sepnralc indapendeql lib~~iy syslems on July I, 2012. Tha Coundcs shall tt~ke fl~e
actions provided in tiiis clocument, or which may othe~yvise be neeessery or
nppibpri~te, to pcnnit tlie County's assumptiou of responsibility for tl~eir libihry
system on the effective dnto.
til. Genernl Opm•ntion, The frausition of fhc Region~l Library sarvkes to the tlu~ec
counties shall be conducted in a multi-ycar app~nneh ~vit6 each liUrnty assueuiug
i~espo~-sibility for libraty services as follows;
A. PiscelYear2011-12
Trt~nsiiion lo Sepai~te Sysfems. EacU Cotnriy will work in
accorclance with the North CAI'OIIDA G6nC~'AI SIAIIItCS Cliapter
153A, Article 14, auci auy coiresponding i~nplementin~
regidalions, i~~ obtaiaing slatus as a separc~te library system.
2, Regionn) Librnry Syslc~n Board. The Ragionnl L,ibra~y System
Board ~vil1 conti~zue to meet antil June 30, 2012.
B. Fisca}Ya~r2012-13
Provisional System. ~nch Couuty libi~a~y sh~U opei~te es a
sepnrnlc p~nvisional systom witliin thc Regionnl Library System
uuc{cr tlie Regional Library System's policies unfil lt~ey I~nve
migrated to their own Integreted Library System ("ILS").
2. Libi~ry Advisory Board. By luly I°', 2012 cach County will have
their own librnry adviso~y Uoard aud opert~tional budget in pl~ce
for library services.
Com•ier Serviccs. Throughottt the Pla~e Term, eacL Cotmty sliull be
responsible for assigning employees, on a~veekly rotaling bnsis, to
perform the courier services behveeu tl~v three counlies, The
inilit~l rotntion shail be:
H~cnnecM~M Regloqn! Ltbroq~ S~~slrxi
ApAI f7. 10/I
Memorandum of Understanding 7
Final January 11, 2012
10
L Orange County
2. Person Couuty
3. Caswell Cowriy
Coarier scrviccs shnll rotate between tbe Il~ree Countics•itntil tho
enA of the Pinn Term or witil e~tch Counly has mlgrated to their
own ILS. Each County will use ils o~vn vchicle for U•ansporiation.
ii. Integrated Librnry Syslem ("1LS") - Pol~ris Systom.
I. Oraugc Connly ~viU host U~e Regioual Libraey Syslem's
1LS Polnris server. 7'he Orange Cottnry Library System's
AcimLilslrntor will be the ndministrator of I~e Polaris
System al uo c6arge to Person or Caswell Cotinties. Tlils is
an in-kind service lo t~e Regional Librnry vt~lued at
$11,GO1.
2. Tbe maiiitcuance fees for the soflware of tl~e Polaris
System nt-d PC Reservntion systems shal! be divlAecl
betweeu IUe Uu~ee Cotmties' bnsed on theii• actual use of t6e
syslems.
3. Eacl~ Coimty shall begin end complete the nilgrndon
process fi•om t~e Regionnl Libi~ry System's shareA ILS lo
an ILS of theh• cl~oice. Onco each Counly I~as migi~xled
finm Iha shared [LS, the h'~usfer of materials fi•om one
librery to anolher sl~all be accomplished thi•ough Ihe Inter-
LiUrnry l.oan System.
iii, Memornudum of Understnnding. Tl~e Counlies wIll develop a
Memorendum of Undcrstandii~g to continue selecfed librniy
se~vices for the buiefit for nll residenis.
C. Fiscal Year 2013. Eac~ cainty librni~y shail offer out-of-county libipry
cards ro tl~e i~esidents of t~e other counties nt no chnrge for a period of rve
years, begiiming July 1, 2013 flunugi~ Junc 30, 2018. This period may be
extendecl by au addilional Cve years by ~vritteu eg•eemont of the Counties.
IV. T.inbillfles nnd Assets, Tl-e Ornngc Co-mty Finmiciai Seivices Direclor,
acl'uig ns f~e Regional Lib-Ytry's fiscnl agcnl, shnll provicle A list of nll assets
and linbilities of the Regiona) Libra~y to eacl~ County as of June 30 of cach
yenr during U~e Ptan Term.
A. Liabilities. Bach County ~vill assume nil liabililies of Uie Regionol Librn+y
System, to the extenl peiviiped by In~v including, bnt not limited to, nll
liabilities relatcd to the ownersl+ip of existing Regional Library System
Hyrem~ecrlrcrReglonalG!l,mq•5~ ~rni
,~p,iu~. iou
Memorandum of Understanding
Final January 11, 2012
1y
Assels wlilch have accnied of whicli m~y accr~ie pria• to the effeclive dwte
of trnusFer.
i. The Counties, however, shall retnin dzeir individunl liability, if
any, related to thcir respective use of tl~e Library System both
before t~nd ufter lhe Effeclive Dule of Trrtusfer. TUe uss~uvplion of
liabilitics by each County does uot inc(uAe tl~e assumption of
liubility for the otlier Counties indeUtedness for lib~pry services or
facilities.
ii, Tlte Regional System s~All pny any and all kuo~vn rcmaining debts
of the Regioutll Library System prior to Juue 30, 2013.
iii. Tiie RegionAl Library shall noi incur any additional liabililies ihnl
extend bcyond the tern~ of ihis Plen ~vithout the ivritte~~ conse~u of
thc Couuty Boa~d of Canmissioneis or their designee.
B. Acquire 3ystem Assets. L~ 1991, each Couuty ucquired all rtghis, tiUe and
intea•est in nll Regionnl Library Syste~v assetx cmilained within Iheir
respecUve library faciliUes. The rcmainipg assets of the Regiounl Library
sl~atl be disiributed as follo~vs:
i. Technologieel Assets. Tl~e II.S server, which as of July i, 2013
tivill hnva u valiie, following deprecialiou, of five thousand dolla-s
($5,000).
I, Utu'ing the trnnsition, to offsct tl~e vafue of the scrver,
Orauge Couuty shnll continuc to provida iT su~port to thc
Aolaris System for aU Wreo couuties As well ns provide n
syslem administretor at no charge to Cus~vell and Person
Counties. Tha iu-kind cost of Iufo~~natiou Tcchnology
suppoit and adminisUnifve services are valued at $11,601.
2. At the eud of tl~e terni of the Plan, lhe Polaris System shall
become ti~e property of Orauge County.
ii. Velucle. The Regionel .Libi~nry Syslem purcf~ased n Houda Civic
Hybrid for $21,815 in 2006. Tn Deeember 2010, tLe vchicle
sastniueci damages ui an accldeni, wl-ich lias reduced tl~e vAlnc of
the vehicle. As of tlie date of this Plnn, the value of tlie velucle I~as
fiilly deprecintecl.
t, During the trausitio» period, the vcl~icle ~vill rempin in
O~•ange County and bcs ased to provide courier service.
Orflnge , County sUt~ll wntiuue to pay nll expenses
iryroiKrrAee Regiona! /.2ra{r Sy.rlem
Apr!! 13. 70! I
Memorandum of Understanding 9
Final January 11, 2012
12
including, bnt uot limited to, the cosl of upkcep,
maintennuce, und insorance on thc vel~iclc,
2. At fhe end of the term, tha vclilcte cau be pu~~chased ut fau•
market vatue June 30, 20] 3 by auy of t~e Cauuties. Person
end Cnstivel) Counties shall hflve Gisl right of refusal to tho
vehlcle, Thc County offering tl~e most money for the
vehicle mny purcbnse the vehicle. If no Couuty, ~venis to
purchasc the vehicle the vehicto mfly be sold rud t~c
proceeds distributed es providcd belotv.
3. Any proceeds from iha snla of tl~e velucle shall be divided
nmoug tha Couuties on An equAl basls.
iii. Thc Regionnl Librnry shall llOf NUI'CI1flS6 80Y nddilional essets
duri~~g t~e tra~sition period. •
V. Pollcy. During tbe term of this Pian the Regional Library shall hava tl~a
ougou~g nuthortty end responsibility to opernte and ndmiuistc-• tlie Rcgional
Library System in accordence witl~ nll federal a~d stnte lnws, os well as tho
policies, rnles and procedures of t~e Regional Library.
VI. Cou~pHance ~vith Lew. The Counties agrees that• tho Coimties nud their
o~cers, and employees shell be requh~ed to comply witl~ el1 federal, slale and
locnl la~vs, regulations and }wlicies tLat relato to the perfoitinanco of Ragional
Library Se-vices daring tlie Plau Tenn.
VII. Reglot-al Llbrncy Systan~ Bt~dget. Eoch County shall continue to slmrc cost
allocntion of tha Rcgional Ubrary dtrring tl~s transition period. The cost shall
be allocnted as caitAiued in tlio badget, wirich is nttacheci as Exlubll 1 a~~d
hereby incorporated by reference into this Plen.
ViII. Amendmeuts. The Piau may be modifieA or nmended only by wrilteu
aroenAmeuts thnt ore approved and signed on behalf of all Qie Counties.
IX. NoHces. Ali notice or othcr comniuuicaNous required or pe~7nitted by Hiis
Plau musl be in ~vrit~~g, eddressed as follows:
For Regional Librnry Services For Cnswell Counly
Name LucLiAa Muuger Name ]tl~aid~ Griffin
Address 137 W Margnret Lane Address 1G1 Mniu Slree~ Eqst
Hillsborough, NC 27278 Ynnceyville, NC 27379
For Qrnuge County For Peison County
Hy~cauechn Re[lonal Llbrap' SSYMq
A~n11 !3, ?0!!
Memorandum of Understanding 10
Final January 11, 2012
13
Name Lucinda Mtmger Alame Christy Bondy
Address 137 W Mnrgaret Lane Address 319 S. Maui Strcct
Hillsborough, NC 27278 Roxboro, NC 27573
X. No Tl-h•d Pni•ty 13eneflcine•ies. Nothing expressed or implied in tliis Plan
sl~all give eny person other than the Countics any rigl~ts to enforce the
provision of this Plen. Thcre are no intended tLird-perty beneficinries of this
PIAn.
XI, Severnbillty. If nuy provision of tliis Plnn shall be held invalid or
unenforceable by any court of competant jurisdictiou, sucU holding shall not
invelidata or render unenforcenblc any other provIslon of Ilvs Plan.
]N WITNESS WHBREOF, the parties f~ave i~ereunto sig~ed this Contract in thcir official
eapacities on the day rnd year ]istcd below.
I-IY ONL~'L~C L~L~ ItLGIONAL LIBRAR'SC SXSTLM
-~ :~ ~. a~~
etsy lY lrngfw~, Chnir Date
Hycone chee Regionni I.ibrary System
CA COUNTX
~~~~ v o1D
NaNrmlie! Hall, Chair Date
Caswcli Cou~ily Aoard of CotEnly Commissioners
pRANGI~COUNTX
~u^-+>,Qe~~ ~,.~-~~-=~-, .~ t 1 a o/ i
Bernndel[e Pe!lsster, Chair Aete
O~~ange Cottnty Bonrd of County Commissioners •
PL~RSON COUNTI'
~~ ~, ~~. 2 ~ ZD l ~
JPr )~v Claytol~, Chai~~ Dnte
Pcrson Couvty Board of Couuty Commissioners
Hycarcsehn Rtgbnnf Ubrary Syilem
Aprtf !3. 2011
Memorandum of Understanding 11
Final January 11, 201 Z
14
Exhibit 1
Financ(al Transition Plan
Orange County is antfcipating absorbing all personnel costs currently charged to fhe
Hyconeechee Regfonal Library system.
Hyeoneechee ConEinuing Costs
Personnef
Ftscal Agent
Trustee feesffrevei
Audit fees
Supplies
Total
Fiscal Year
FY2010-11 FY2011•12 FY2012-13 Total
$ 39,988 $ 28,093 $ ~ - $ 68,081
3,000 3,000 - 6,000
2,100 2,i00 - 4,200
7,000 7,000 - 14,000
5~ Spp 1,000
52,588 40,693 - 93,281
Orange County Gosts
Assumed Costs (Increased)
Increase in County Personnel
Increase ln Counfy Personnel
7otal Orange County Costs
- 11,896 - 11,896
28,093 28,Q93
' 11,896 28,093 39,989
Share County Costs
Polaris mainlenance fees
FY 10-11 and 11-12 fees split 113rd per county . .
FY 12 - 9 3 fees based on usage per county ~
000
9
9,000
5,250
23~250
Caswefl County ,
OOU
9 9,000 5,750 23,750
Person County ,
9 000 9 000 14,000 32,000
Orange'Counry
Total Shared County Costs 27 000 27 000 25,000 79,000
Tota[ Cosfs for Transiffon Plan
Memorandum of Understanding
Final January I1, 2012
$ 79,588 $ 79,589 $ 53,093 $ 212,270
12
15
Estlmate flnancial impact 1st Year following dissolution by County FY12-93 .
The chart reflects flnanctal fmpacf if each County becomes an fndependent library systam which
does not require the ~24,000 in additionai fees to remain ln a region or 58,000 per County.
Shared County Costs
Current Regional State Ald as Regional Llbrary
Estimete SEate Aid as Independent Cnty Library
D(fference in the SEate Aid Received
Current Regional Fees paEd to Regional
Offlce which will not be paid as an
Independent Library
Caswetl Person Orange Total
Courtty County County Cost
Estimate Estimate Estimate Estimete
$ 117,500 $ . 117,500 $ 117,500 $ 352,500
91,000 101,000 117,OD0 309,000
(26,500} ~ (16,500) (500) (43,500)
18,000 18,000 18,000 54,000
Orange Counry assumes personnel costs & - - (46,OOU) (46,000)
Increased share of POLARIS maintenance
Overall Net income (Defictt) $ (S,SOp) $ 1,500 $ (28 500) S(35,500)
Memorandum of Understanding 13
Final January 11, 2012
16
Attachment B
Outline of Polaris Services for 2012 - 2013
1. Billing
a. Annual Maintenance for 7/1/2012 to 6/30/2013
i. In January 2012, Hyconeechee Regional Library System will send a
formal letter to Polaris to outline the cost breakdown by county
ii. Polaris will bill each county directly for their portion of the annual
maintenance
iii. Each county may contact Polaris directly to negotiate prorated
maintenance costs for their portion of the annual maintenance
fees
b. Additional Purchases beginning January 30, 2012
To maintain the integrity of the formal cost distribution letter
submitted to Polaris, any additional hardware, software, or
service purchases placed January 30, 2012 or later should be
requested by, billed to, shipped to and paid by the county library
identified as the end user
2. Systems Administration Support (includes Systems Administrator and County IT
support)
a. Special Projects and Training Requests -
County directors should contact the Systems Administrator to
request assistance with any special ILS projects, including but not
limited to migration preparations, database maintenance and
implementing new Polaris features no later than March 30, 2012
The Systems Administrator is available to provide basic training to
County Directors or delegate regarding Polaris operation or
management. This training is not intended to replace the
recommended vendor training proposed as part of the ILS
migration process. Requests for training should be made no later
than March 30, 2012
Memorandum of Understanding 14
Final January 11, 2012
17
iii. Actual project implementation and training dates will be based on
the nature of the support or training request. All requests are
subject to approval by the Orange County Public Library Director
b. End of Year Maintenance - The Systems Administrator will perform
typical end-of-year maintenance, outlined below. Any additional end of
year maintenance should be treated as a special project.
i. Within 2 months of the end of the 2011- 2012 Fiscal Year, the
Systems Administrator will delete: 1) withdrawn items; 2) items
lost, missing or claimed for at least 2 years; 3) unlinked
bibliographic records; and 4) unlinked authority records
ii. The Systems Administrator will prepare Polaris collection statistics
for the State Aid Report
c. End of Intralibrary Loan Services
The Systems Administrator will update Polaris Holds Routing
information to limit intralibrary loans within the timeline agreed
upon by the county library directors
ii. Local catalogers will be responsible for making any desired
changes to the holdability information at the item record level
d. Migration Support
i. Data Extraction
1. For each data migration, a copy of the database will be
made for the purpose of extracting data. Data will not be
extracted directly from the live database
In the case of complication, the live database will not be
compromised in order to facilitate a migration process
3. The Systems Administrator will not be responsible for
extracting data from Polaris
4. The Systems Administrator will not be responsible for
reformatting data as it is migrated to the new system
ii. Data Cleanup - For the benefit of remaining libraries and their
customers, the Systems Administrator will perform the following
cleanup within the existing Hyconeechee Polaris ILS database
following each data migration
Memorandum of Understanding 15
Final January 11, 2012
18
1. The week of data migration
a. Suppress branch and item information associated
with the departing library from the online catalog
2. Within one month following data migration
a. Delete the library's item records and orphaned
bibliographic and authority records
b. Delete the library's patron records
e. Support to remaining libraries following Orange County's data migration
will be limited #o
i. Adding new users and computers
ii. Running daily backups
iii. Patching servers as needed
iv. Working with Polaris to address critical failures
3. Local Administrative Permissions - After Orange County has migrated off of the
existing Polaris ILS, staff at each county will be given permission to
i. Modify their own staff member's permissions
ii. Modify their branch's parameters and profiles
iii. Modify their branch's policy and database tables
iv. Open Help Tickets with the Polaris Support Team
4. Server Access
a. All support for and access to the Polaris database will end June 30, 2013
b. All migration processes must be completed and finalized prior to this
Memorandum of Understanding 16
Final January I1, 2012