HomeMy WebLinkAboutAgenda - 06-05-2001-8r_,i
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 5, 2001
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Action Agen a
Item No.
SUBJECT: H coneechee Re Tonal Libra Contract A regiment Renewal
PARTMENT: Library PUBLIC HEARING: (YIN) No
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ATTACHMENT(S): INFORMATION CONTACT:
Brenda W. Stephens, ext 2528
Contract TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 968-4501
Durham 688 7331
Mebane 336-227-2031
PURPOSE: To renew the contract agreement betwee$othe Hyconeechee Regional Library
System and the counties of Caswell, Orange, and P
BACKGROUND: Hyconeechee Regional Linrae a dsPerson The renewal of thercontract for
agreement with the counties of Caswell, Ora g ,
the fiscal year 2001-2002 reflects no change in the content of the current 2000-2001 contract.
FINANCIAL IMPACT: Orange County receives $3,000 to cover administrative costs.
RECOMMENDATION(S): The Manager recommends that the Board of County
Commissioners approve the contract and authorize the Chair to sign.
G I O N A L
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I B R q~ y
;~lEM9ER COUNTY LIBRARIES: CASWELL, ORANOF and PERSON
P.q, BOX 8181. 300 WEST TRYON STREET, HiLLSHOROUCH. NORTH CAROLINA 27278 ~ 919.732-8181
CONTRACT
This CONTRACT, made this the 15t day of July, 2001 is by and between the
Hyconeechee Regional Library System, herein. after referred to as the Re Tonal
System), and the Counties of Orange, person and Caswell (Counties); ( g
~'~TNESSETH:
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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 rovide
administration of library services within the region which onsists of the
Counties of Orange, person, and Caswell and;
WHEREAS, The Regional System desires to have the libraries currentl
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 convenan
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.
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2. Responsibilities of the Regional,.S~stem -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 proposes. 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 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. Res onsibilities 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 a111ibrary 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 Ufiicer -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.
5. TermiTermination,,and.Renewal -This Contract is for the period July 1,
2001 through June 30, 2002. 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 County Commissioner
rson C ty C ~ ' sion
Orange County Commissioner
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