HomeMy WebLinkAboutAgenda - 06-18-2002 - 8j ORANGE COUNTY
BOARD OF COMMISSIONERS
- ACTION AGENDA ITEM ABSTRACT
Meeting Data: June 18,2002
Action A9en
Item No.
SUBJECT: Hyconeechee Regional Library Contract Agreement Renewal
DEPARTMENT: Library PUBLIC HEARING: (YIN) NO
ATTACHMENT(S): INFORMATION CONTACT:
Brenda W. Stephens, e#2528
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TELEPHONE NUMBERS:
Hillsborough 732-8181
Chapel Hill 8684501
Durham 683.7331
Mebane 3364273031
PURPOSE: To renew the contract agreement between Me Hyconeechee Regional Library
System and the counties of Caswell, Orange, and Person.
BACKGROUND: Hyoaneechee Regional Library System has entered Into a contract
agreement with the counties of Caswell, Gm%e,and Person. The renewal of the contract for
the fiscal year 2002-2003 macts no change in the content of the current 2001-2002 contract.
FINANCIAL IMPACT: None
RECOMMENDATION(S): The Manager recommends that the Board of County
Commissioners approve the contract and authorize the Chair to sign.
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CONTRACT
This CONTRACT, made this the V day of July, 2002 is by and between the
Hyconcechce Regional Library System, her em 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 Stamms, Chapter 160A, Article 20, Part 1 and,
WHEREAS, the purpose of the original Regional System is to provide for the
adatinistration 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 Counry 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. Farooeb This contract is in provide fm 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 in the Orange County Finance Director.
2. Risumnsibilifics aftht Regional Sv t m - 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
far 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 fm regional personnel and operators,to include
fiscal services, have been allocated_ Funds appropriated to the
Counties carrot 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
goverone s, 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. Resoovsibilities of the Counties - It shall be the duty of the County to:
A.Operate the libraries under the same rates,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 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 mspmtmn 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 me in accordance with all required
previsions.
4. Raoa.sibiuges of the Fiscal Agent and Financial OIDeer- 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 fm 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 W the Regional Earector.
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 repots 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 I,
2002 through June 30, 2003. This Contract may be terminated by either party
with six months notice prior in 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.
Caswell County Commissioner Date
Person County Commissioner Date
Orange County Commissioner Dale