HomeMy WebLinkAboutAgenda - 06-07-2005-5kORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: dune 7, 2005
Action Agenda
Item No. _~_~~.__._
SUBJECT: Hyconeechee Regional Library Contract Agreement Renewal
DEPARTMENT: Library
PUBLIC HEARING: (Y/N) No
ATTACHMENT(S):
Contract
INFORMATION CONTACT:
Brenda W. Stephens, ext. 2528
TELEPHONE NUMBERS:
Hillsborough
Chapel Hill
Durham
Mebane
732-8181
968-4501
688-7331
336-227-2031
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 far
the fiscal year 2005-2006 reflects no change in the content of the current 2004-2005 contract.
FINANCIAL IMPACT: None.
RECOMMENDATION(S): The Manager recommends that the Baard approve the contract
renewal and authorize the Chair to sign.
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MEMDER COUNTY LIBRARIES: CASWELL, ORANGE and PERSON
P.O. D07C 8181. 300 WEST TRYON STREET. HILLSBOROUGH. NORTH CAROLINA 2727R 919-772-8181
CONTRACT
This CONTRACT, made this flee 1 Rc day of July, 2005 is by and between the
Hyconeechee Regional Library Systeul, herein after refereed to as the (Regional
System), and the Counties of Orange, Person aild Caswell (Cowlties);
WITNESSETH:
WHEREAS, The Regional System is orgaziized within the fiameworlc 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 witlnn
the couzlty 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 nn>tual promises and convenants
contained herein, the Regional System and the Counties of Orange, Person and
Caswell agree as follows:
1. Pur ose- 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
assigzunent of fiscal management functions related to the Regional System's
assets to the Orange County Finance Director.
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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 guar°ter° 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 amrual balanced budget no later than March 15 for all
regional fiords received from the North Carolina Deparinrent 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 operations, to include
fiscal services, have been allocated. Funds appropriated to the
Counties carurot be reduced without the approval of the Boards of
Commissioners for each Comity.
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 heated as employees ofthe
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 respective 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 will generally accepted accounting principles and the Local
Government Budget and Fiscal Contr°ol Act,
B. Receive, deposit, disburse and invest the Regional System's fiznds 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 fiulds are audited annually as required
within the guidelines contained in Section 4-A above,
E. Insure that all fiscal reports requir°ed by grantor agencies ar°e prepared
and submitted on a timely basis,
5. Term Termination and Renewal -This Contract is for the period July 1,
2005 though June 30, 2006. This Contract may be terminated by either party
with six months notice prior to June 30. This Contract may be renewed
amiually for July 1 through June 30 fiscal years by action of the Regional
System Board of Directors and by the Board of County Conunissioners for
the Counties.
I ~ -
Caswell County Commissioner ate
P Son County Connna si er Date
Orange County Commissioner
Date