Only the Library Director and/or another agent designated by the Board of Trustees may commit the library to purchases. With a few exceptions and for purchases requiring action to secure the immediate safety of the staff and public, all purchases require advance planning. The Library Director and/or designated agent will work to ensure the most economical purchase of required items to obtain the greatest value for every tax dollar expended. 3.31 Insurance Coverage Types of coverage purchased include:
· Public Officials Liability Bond · Employee Dishonesty · Surety Bond · Workmen’s Compensation · Building Contents · General Liability · Automobile · Health · Dental · Vision · Life (paid by Employee)
Insurance policies renew annually and may be bid as needed. The Library Director will review annual premiums to determine if bidding is necessary. If determined that the insurance policy needs to be rebid the Library Director will compile the requirements and make public notice of such bid in a least one newspaper in both Barry and Lawrence Counties. After the bids are received, they will be opened and reviewed at the next regularly scheduled board meeting. The Board of Trustees will review and approve the bid based on the maximum amount of coverage for the lowest bid. Insurance policies are reviewed annually to determine that coverage includes any and all possible losses. 3.32 Professional Services Professional services include but are not limited to:
· Architect Fees · Attorney Fees · Auditor Fees · Computer Maintenance · Contracted Maintenance Services
Above mentioned services are ongoing and will require an informal bid process in the event of any change in current status.
Informal bids will be obtained by the Library Director and presented to the Board of Trustees at the next regularly scheduled meeting for review and approval.
Barry-Lawrence Regional Library Policies and Procedures Manual
3.33 Library Materials
Books and other library materials will be purchased through established book jobbers and publishers offering the best discount and availability under guidelines outlined in the Materials Selection Policy (see Section 5—Collection Development, 5.2 Materials Selection).
3.34 General Purchases and Maintenance Repairs
Whenever possible, purchase of goods and services from local vendors in the two county region is strongly encouraged.
Purchase of goods available through an exclusive state contract is encouraged where quantities are useable by the library.
Sole-source purchases may occur when there is no substantial equivalent, or when the goods or services is available from only one source and is deemed necessary to the library district.
The following schedule applies to maintenance repairs and purchases of supplies, equipment, furnishings, and goods.
· Any repair or purchase up to $3,000 is at the discretion of the Library Director and requires no formal bids or quotes, although comparison shopping is encouraged. The Library Director will notify the Board of Trustees of any such expenditure at their next regularly scheduled meeting.
· Any repair or purchase from $3,000 to $10,000 generally requires quotes be solicited from at least three sources. At their next regularly scheduled board meeting, the Board of Trustees will review all solicited quotes and approve the one that best meets the needs of the library district.
· Any repair or purchase over $10,000 requires a formal solicitation of written bids. The library Director will compile the requirements and make public notice of such in at least one newspaper in both Barry and Lawrence Counties. After the bids are received, they will be opened and reviewed at the next regularly scheduled board meeting. The Board of Trustees will review and approve the bid based on the published requirements that best meets the needs of the library district. A written, itemized, signed contract is required.
3.35 Public Works
The following schedule applies to public works projects involving services, labor, or construction. Prevailing wage regulations apply to all public works projects.
· Any public works project up to $3,000 is at the discretion of the Library Director and requires no formal bids or quotes, although comparison shopping is encouraged. The Library Director will notify the Board of Trustees of any such expenditure at their next regularly scheduled meeting.
· Any public works project from $3,000 to $10,000 generally requires quotes be solicited from at least three sources. At their next regularly scheduled board meeting, the Board of Trustees will review all solicited quotes and approve the one that best meets the needs of the library district.
· Any public works project over $10,000 requires a formal solicitation of written bids. The Library Director will compile the requirements and make public notice of such in at least one newspaper in both Barry and Lawrence counties. After the bids are received, they will be opened and reviewed at the next regularly scheduled board meeting. The Board of Trustees will review and approve the bid based on the published requirements that best meets the needs of the library district. A written, itemized, signed contract is required.
3.36 Emergency Situations
Emergencies where immediate action is required such as an accident or other unforeseen occurrence; a situation in which public buildings, property, or customers are at risk; or a situation where repairs to equipment affects the ability of the library district to deliver services; is not subject to bid.
The Library Director will assess the emergency situation and notify the Board of Trustees’ President of the immediate action that is needed. If the Board President is unavailable, two other board members must be contacted. If repairs or replacement exceed $3,000, Board of Trustees’ authorization must be obtained through either e-mail ballot or telephone poll of all board members.
A record of such authorization must be kept on file in the Board of Trustees’ book of minutes.
Revision approved by the Library Board of Trustees 06/27/2013
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