Fort Walton Beach Council agenda — 10-28-14--regular — reading text

the w co library director of each participating library, the Cooperative Coordinator, and other appointments as deemed necessary by the Governing Board. The Council will hold at a c U minimum, one meeting per month, except in December. L I 12. STRATEGIC AND ANNUAL PLAN: The Cooperative Coordinator shall coordinate development and implementation of a strategic plan for the operation, maintenance and development of tr) library services to the residents of the Cooperative Service Area. The strategic plan shall be developed in coordination with the Cooperative' s Governing Board, the participating governing bodies, residents of the Service Area, and the Library Directors' Council. The plan shall be adopted by the Cooperative Governing Board and be maintained through a yearly update by the Cooperative Coordinator in coordination with the aforementioned parties. All authority with respect to funding of the strategic plan and of any other library program 5 Packet Pg. 59-  8. 7. a or expenditure from Participating Library Governing Body funds shall lie solely with that aai Participating Library Governing Body. 13. ANNUAL BUDGET: The budget shall be developed along a fiscal year beginning October 1 and ending September 30 each year. The Cooperative budget shall be developed by the ro Cooperative Coordinator and shall take into account funds received from the County, state a and federal governmental sources, except state construction grants, and all other revenue sources received to provide library service. The budget shall be adopted by the Cooperative Governing Board. J 14. ACCEPTANCE OF GIFTS, GRANTS, FUNDS, OR BEQUESTS: The Governing Board, on behalf of the Cooperative, shall have the authority to apply for or receive gifts, grants, funds or bequests. The Board, through a Memorandum of Understanding, has designated the County as the fiscal agent to apply for or receive its funds from all sources. The Governing Board shall follow the standard operating procedure for grant applications as defined by U the County. Municipalities shall retain the authority to apply for state construction grants o and to receive gifts, funds or bequests intended for use solely at an individual Participating To Library. All monies, property or funds granted to the Cooperative shall be the property of the Cooperative, subject to termination provisions as set forth in this Agreement. Any monies, property, or funds granted to municipalities for the benefit of a Participating Library shall remain the property of the Participating Library. CD 15. FISCAL RESPONSIBILITY: All funds administered by the Cooperative Coordinator shall be audited with the County' s independent audit annually, which audit shall be prepared and a presented to the Governing Board. Upon request, the Cooperative Coordinator shall furnish to each Participating Governing Body, within thirty (30) days following the previous period a written quarterly report regarding the use and expenditure of funds under the control of the Cooperative. Reports a shall include quarterly revenues by source and expenditures by object code, year- to- date expenditures by object code, and the balance for the fiscal year; form to be determined by the Cooperative. Upon request, the governing body of each Participating Library shall furnish to the Cooperative Coordinator, within thirty ( 30) days following the previous U period, a written quarterly report regarding the use and expenditure of funds, as they co relate to library functions, under the control of the Participating Governing Body. Reports shall include quarterly revenues by source and expenditures by object code, year- to- date expenditures by object code, and the balance for the fiscal year; form to be determined by the Cooperative. a, E 16. APPROPRIATION OF PARTICIPATING MUNICIPALITY FUNDS: There is reserved to the Participating Municipalities the sole and exclusive discretion to determine the amount of annual appropriations from their own revenues and sources for the provision of library 6 Packet Pg. 60  8. 7. a= services. However, minimum support at the level of funding appropriated prior to entering the Cooperative is recommended for Participating Municipalities. Subject to that reservation, Participating Municipalities agree to expend funds using the Okaloosa County Public Library Cooperative Strategic Plan as a guide for library service development. Q 17. APPROPRIATION AND ALLOCATION OF OKALOOSA COUNTY FUNDS: The County shall provide $ 601, 213 for the period beginning October 1, 2014 and ending September 30, 2015. The amount to be provided by the County will be determined by the approved county budget with the basic agreement being revised by amendment accordingly. The Cooperative' s Governing Board shall disburse funds received by the County' s allocation as follows: a) $173, 213 of the monies allocated by the County shall be used for Administrative and Outreach Services for the Cooperative. b) $ 428, 000 of the monies allocated by the County shall be distributed to Participating Municipalities with Libraries according to the following guidelines and formula: Construction funds are expressly prohibited. Spending calculations and productivity statistics shall be based on those from two years p prior to the allocation period. Spending shall mean total audited expenditures of a library. M Percentages shall be derived from totaling statistics of the member municipal libraries. 1) Thirty percent ( 30%) divided equally among participating municipalities with libraries 2) Fifty percent ( 50%) based on productivity, which consists of circulation, internet a usage, and transits lost. 3) Ten percent ( 10%) based on funds expended through the library budget on o includes salary and benefits. personnel/ staffing, which c 4) Ten percent ( 10%) will be based on funds expended through the library budget on collection, which includes books, AV materials, databases, and periodicals. Distribution shall be based on submittal of annual operating costs with descriptive codes in a accordance with the state chart of accounts. Funds received by the Cooperative shall be o disbursed within a reasonable time ( not to exceed 90 days) after receipt. The disbursement formula shall be reviewed by the Governing Board for modifications deemed appropriate ca following review of data collected indicating the number of users for each library and/ or use of each library' s collection. Any change to the allocation formula will require a modification or amendment to this Agreement and execution by each Participating N Governing Body. E r In the event of a member library' s unplanned closure and/ or significantly reduced services for at least one week of operation, the member' s productivity statistics may be adjusted as follows: 7 Packet. Pg: 61  For a period of one week up to three weeks, calculate a weekly average based upon numbers from the previous or succeeding week in the same month. a For a period exceeding three weeks, substitute the numbers from the previous year for the corresponding month( s). Q c, A member library' s request to adjust productivity statistics must be approved by the Governing Board. a 0 v 18. LIBRARY USE: Non- resident user fees will be waived for active duty military members and their dependents who are residents of Walton or Santa Rosa counties. 19. TRAINING: Participating Libraries shall close their facilities on one weekday per year for Cooperative- wide staff training activities. The date for the training day will be determined a each year by a consensus of the Library Directors' Council.