HomeMy WebLinkAboutAgenda - 06-29-2000-8h` ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June 29, 2000
Action Agenda
Item No. ~ h
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 732-8181
Chapel Hill 968501
Durham 688-7331
Mebane 33fi-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 for
the fiscal year 2000-2001 reflects no change in the content of the current 1999-2000 contract.
FINANCIAL IMPACT: None
RECOMMENDATION(S): The Manager recommends that the Board of County Commissioners
approve and authorize the Chair to sign the contract, subject to final review by staff and the
County Attorney.
z
5/17/00
The original contract is in Caswell County for
the .Tun.e 5, 2000 $oard of County Commissioners'
meeting. Thank you
CONTRACT
This CONTRACT, made this the 1st day of July, 2000 is by and between
the Hyconeechee Regional Library System, hereinafter referred to as the
(Regional System), and the Caunties of Orange, Person and Caswell
(Gaunties);
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 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 depaztments;
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. P i~g - 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 • i ~ f - 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.
3. Resuonsibilities of the Cou_tite~ - It shall be the duty of the
County to:
3
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.
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
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.
The Fiscal Agent and Financial Officer for the Regional System will be
the Finance Director of Orange County and it shall be his ar 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 far 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.
4
l~ Insure that all fiscal reports required by grantor agencies are
prepared and submitted on a timely basis.
,~
5_ -This Contract is for the
period July 1, 2000 through June 30, 2001. 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 Jude 30
fiscal yeazs 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
Orange County Commissioner
date
date
5