HomeMy WebLinkAboutAgenda - 06-12-2007-4dORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 12, 2007
Action Age~a
Item No. -~
SUBJECT: Hyconeechee Regional Library Contract Agreement Renewal
DEPARTMENT: Library
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract
INFORMATION CONTACT:
Brenda W. Stephens, 245-2528
PURPOSE: To renew the contract agreement between the Hyconeechee Regional Library
System and the counties of Caswell, Orange, and Person.
BACKGROUND: Hyconeechee Regional Library System has entered into a contract
agreement with the counties of Caswell, Orange, and Person. The renewal of the contract for
the fiscal year 2007-2008 reflects no change in the content of the current 2006-2007 contract.
FINANCIAL IMPACT: None
RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners
approve and authorize the Chair to sign.
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Hyconeechee Regional Library System
P.O. Box 8181
Hillsborough, NC 27278
(919) 245-2528
Brenda W. Stephens, Director
CONTRACT
This CONTRACT, made this the 1St day of July, 2007 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 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 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.
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3. Responsibilities 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. 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.
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5. Term, Termination and Renewal -This Contract is for the period July 1,
2007 through June 30, 2008. This Contract maybe 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.
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Caswell aunty Commissiane Date
on County om scone Date
Orange County Commissioner Date