HomeMy WebLinkAboutAgenda - 04-20-1993 - III-C 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
Action Agenda
Item No. =1-C-.
ACTION AGENDA ITEM ABSTRACT
Meeting Date: April 20, 1993
SUBJECT: Hyconeechee Regional Library Contract
DEPARTMENT: Library PUBLIC HEARING YES: NO: X
ATTACHMENT(S) : INFORMATION CONTACT: Brenda Stephens
Contract Ext. 2525
TELEPHONE NUMBER-
Hillsborough -732-8181
Chapel Hill -968-4501
Mebane -227-2031
Durham -688-7331
PURPOSE: To consider entering into a contractual agreement with the
Hyconeechee Regional Library.
BACKGROUND: On October 20, the Commissioners adopted a resolution
restructuring the Regional Library System. The county
libraries in Caswell, Person and Orange Counties would
become county departments with Library operations and
library staffs following the policies and procedures of
each respective county. In the first quarter of 1993
the three libraries became county departments.
At the March 10, 1993 Hyconeechee Regional Library Board
of Trustees Meeting, the Trustees approved the attached
agreement for administration of library services by the
three participating Counties. The agreement outlines
the responsibilities of the Counties and the Regional
Library System.
The Orange County Librarian will serve as Regional
Library Director; the County Finance Director will
serve as the Regional System Fiscal Agent; regional
library employees will be Orange County employees
(approximately two regional employees will be funded by
regional funds) ; and regional headquarters for the
system will be located at the Orange County Library.
RECOMMENDATION(S) : The Manager recommends that the Board approve
contract with the Hyconeechee Regional
Library and authorize the Chair to sign on
behalf of the Board.
R E G I O N A L
INC 0
L I B R A R Y*NED' DATE
CHEE ITEM „5
MEMBER COUNTY LIBRARIES: CASWELL, ORANGE and PERSON
P.O. DRAWER E, 317 MAIN STREET EAST, YANCEYVILLE, NORTH CAROLINA 27379 ` (919) 694-6241
CONTRACT
This CONTRACT, made this the ,ZQ,4/ day of 4r /, 1993 is by and
between the Hyconeechee Regional Library System, hereinafter referred to
as the (Regional System), and the Counties of Orange, Person and Caswell
(Counties);
WITNES SETH:
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 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 covenants
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 Finance 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 Finance Director as
Regional System's Fiscal Agent.
D. Adopt an annual balanced budget no later than March 15 for
all regional funds received from the 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 determined after sufficient funds for
regional personnel and operation, to include fiscal services,
have been allocated. 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.
G. Distribute all monies currently held in Capital Project Funds are
listed in the Regional System's financial statements as i.
"Development Funds" to each respective County as follows:
Person County - Mattie Maude Williams Fund and Person
County Development Fund
Caswell County - Caswell County Development Fund
2. Responsibilities of the Regional System - continued
Orange County - Rebecca Wall Fund and Orange County
Development Fund
Funds remaining under the Regional System's control include
the Automation Fund and the Vehicle Replacement Fund.
3. Responsibilities of the Counties - It shall be the duty of the
County to:
A. To 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.
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
representative 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. Responsibilities of the Fiscal Agent - The Fiscal Agent 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.
4. Responsibilities of the Fiscal Agent - continued
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.
F.. 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 March, 1993 through June 30, 1993. 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.
, • .r- ,3 - 9
`raswell County Commissioner date
Person Co,y ,C��n sioner date
_ 64 — r _ �� 7- Z3
Orange County Commissioner date