The Jackson County Public Library is a governmental body that is authorized to enter into contracts under the Indiana Public Purchasing Law. The Jackson County Public Library Board of Trustees is the “Purchasing Agency.”
The “Purchasing Agent” of the Jackson County Public Library is the Library Director or Library Administrator. Other staff authorized by the Purchasing Agency to make routine purchases are the Maintenance Specialist, Head of Youth Services, Head of Information Services, Circulation Manager, Information Technology Specialist, Administrative Assistant, and Community Services Manager.
The Purchasing Agent(s) may purchase supplies costing up to $5,000. Any supplies costing $5,001 or more require the approval of the Jackson County Public Library Board of Trustees. This provision excludes “library materials,” those items purchased for the use of the library clientele of the library. All purchases under $50,000 will be made on the open market. All items costing between $50,000 and $150,000 will be purchased only after inviting at least three quotes from persons known to deal in the lines or classes of supplies to be purchased unless another procedure is authorized by statute. The library reserves the right to reject unsatisfactory quotes.
In accordance with state statute, all items costing over $150,000 will be purchased following competitive bidding procedures unless another procedure is authorized by statute. The Jackson County Public Library will follow all the proper steps for competitive bidding procedures or the inviting of quotes as required by statute or by the guidelines of the appropriate state agency.
The Board of Trustees or the Purchasing Agent(s) will purchase services on the basis of provisions of the contract, cost, experience of the vendor or any other factor deemed appropriate to the services being purchased.
The Library will obtain a credit card with no fee or a competitive annual fee that will best fit the library’s needs. The Library Director and Library Administrator are the only staff members authorized to use the library’s credit card. The Administrative Assistant will pay statements in a timely manner to avoid any interest, carrying charges, or penalties due to late payments. Claims filed in connection with the use of the credit card must be itemized before being approved and paid. Any and all charges incurred and charged to the credit card must be business related and not personal in nature. A 15% “tip” or gratuity is allowable where service has been provided unless in a group setting the restaurant may apply a larger gratuity. In case of the card being lost or stolen, the issuing credit card company must be notified immediately and notification must be given to the Board of Trustees at the next scheduled board meeting.
Adopted July 21, 1998, Revised July 20, 2015