Model Procurement Code


All purchasing will be done in accordance with the Model Procurement Code located in KRS45A.345-45A.460. These statutes specifically apply to local government, which includes libraries. With the understanding that purchases for library materials are often available through statewide or national discount programs for libraries, the Board of Trustees establishes the following policy:

1. Library Materials: Books, magazines, AV, and other such materials intended for patron use are generally purchased from vendors offering volume discounts or vendors offering a state contract. Materials available only from the publisher are generally purchased with little or no discount.

2. Capital and One-Time Purchases: The following schedule is related to capital and or one-time purchases on non-library materials where individual items are at stated prices and for which there are sufficient budget appropriations.

Purchase Amount Policy

  • Up to $1,000  Discretion of the Library Director
  • $1,000 - $3,000  Minimum of three documented telephone quotes approved by either the Treasurer or the President prior to purchase and reported to the Board of Trustees
  • $3,000 - $10,000  Minimum of three written quotes approved by the Board of Trustees
  • Over $10,000  Formal bid process approved by the Board of Trustees

3. Ongoing Expenditures: The following schedule applies to purchases where anticipated yearly expenditures for items are known to exceed the following thresholds in any of the prior three years.

Purchases Public Works Policy

  • Up to $2,000  Discretion of the Executive Director
  • $2,000 - $5,000  Minimum of three documented telephone quotes approved by either the Treasurer or the President prior to purchase and reported to the Board of Trustees
  • $5,000 - $10,000  Minimum of three written quotes approved by the Board of Trustees
  • Over $10,000  Formal bid process approved by the Board of Trustees

4. The Library will comply with all Kentucky State requirements for public works projects.

5. Emergencies: In the event of an emergency over $1,000, the Director will obtain three verbal quotes, if possible. Either the Treasurer or the President will approve the expense.

6. Disposal of surplus materials is addressed in KRS45A.425. Materials will be disposed of according to these statutes. (Approved and adopted April 20, 2011)

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