Nevada Library Association Handbook
Board of Trustees
Executive Officers
Treasurer
HISTORY
Prior to 1954, the secretary of NLA also served as treasurer. Beginning
in 1954, the treasurer was elected as a separate officer but with no
limitation on years served. In the reorganization of the early 1970's,
the treasurer's office was changed to a two-year term to run
concurrently with the executive secretary. In 1977, this two-year term
was extended one year in order to adjust the two-year term to run
alternately with the executive secretary's two-year term. It was thought
this would lend more continuity to the Board of Trustees.
The Nevada Library Association was incorporated as a nonprofit
corporation under former NRS 82.650 from 1963 to 1993, and continues as
such under its Articles of Incorporation on file with the Nevada
Department of State.
OFFICERS
1951-52
Clare Johnson, Secretary-Treasurer
1953
Constance Collins, Secretary-Treasurer
1954
Mary Boardman, Treasurer
1955
Marion Lindesmith
1956-60
Glenn Robertson
1961-62
Caroline K. Walbridge
1962-63
David W. Brunton
1964-73
William E. Andrews
1974-75
Joyce Ball
1976-78
Dorothy McAlinden
1978-80
Bobbie Cecile Nabors
1981-82
Wendy Muchmore, Washoe County Library
1983-84
Anne Hawkins, Washoe County Library
1985-86
Nancy Gwinn, Douglas County Library
1987-88
Joyce Cox, Reno Business College
1989-90
Karen Albrethsen, Spring Creek Elementary
1990
Joyce Cox, Nevada State Library and Archives
(Elected to fill unexpired term)
1991-92
Duncan McCoy, Boulder City Library
1993-94
Carolyn Rawles-Heiser, Douglas County Library
1994-95
Elizabeth Bradt, Washoe County Library
1995-96
Delsie Stayner, U.S. Courts Library-Las Vegas
(Elected to fill unexpired term)
1997
Tracy Barkhuff, Care Goldfarb Elementary School
1998
Duncan McCoy, Boulder City Library
1999
Susan Antipa, Carson City Library
2001 - 02
Michelle Mazzanti, Henderson District Public Libraries
2003-04
Ken Bierman, UNLV
2005 - 6
Joanne Ross, LVCCLD
2007-8
Susan Williams, LVCCLD
PURPOSE AND DUTIES General
The treasurer is the financial officer and provides the financial
information necessary to keep the organization in a healthy fiscal
condition. The treasurer consults with the auditor and seeks
guidance on the present and future organization of fiscal matters.
1. The treasurer is a voting member of the Board of Trustees.
2. The treasurer is an ex-officio member of the finance committee.
Operating on a calendar fiscal year, the treasurer, with the
assistance of the finance committee, is responsible for developing
the accounting procedures, accounts and codes to properly account
for all funds which support the programs, officers, sections,
districts, interest groups, and committees of NLA.
3. The treasurer maintains all financial accounts and records of
the association in accordance with generally accepted bookkeeping
practices.
4. Dues shall be mailed directly to the Treasurer, who shall
forward membership applications and renewals to the membership
chairperson.
5. The treasurer receives all funds from the annual meeting
committees (registration fees, exhibitor fees, luncheons,
workshops, etc.) and applies them to the proper accounts. The
treasurer receives funds from other sources, applying them to
proper accounts.
6. The treasurer makes payments and/or disbursements from
appropriate accounts to individuals or organizations who render
services or supplies to NLA, its sections, districts, interest
groups and committees. The requests for reimbursements, made on
NLA forms with invoices attached, shall first be approved by the
finance chairperson before payment is made by the treasurer. (See Reimbursement
below.)
7. The treasurer is responsible for NLA's bank accounts, balancing
monthly statements against accounts.
8. The treasurer recommends to the board of trustees a certified
public accountant to audit the financial records of NLA annually
in February. A written report of the audit and an explanation of
the fiscal status of NLA shall be submitted for publication and
distribution to the membership of NLA during the spring of the
following year.
9. The treasurer ensures that the auditor prepares the annual
income tax report. NLA is exempt from federal income tax
(#88-0169111).
10. The treasurer attends the Annual Conference and ensures that
local registration, speakers' fees, etc. are handled efficiently
and accurately.
11. The treasurer maintains a list of NLA members who join CLA
through the Association and ensures that the funds and names of
such NLA/CLA members is forwarded to CLA on a routine basis.
Budget 1. The treasurer should include the following in his/her
budget request:
Printing
Auditor's fee
Postage
ALA dues
Telephone
MPLA dues
Supplies
2. The board of trustees discusses and approves the final NLA
budget at its midwinter meeting. The approved budget is reported
back to all officers by the treasurer.
Reimbursement 1. Payment for NLA-related expenses is normally made on a
reimbursement basis. A copy of the reimbursement form is sent to
all incoming officers, who should make additional copies as
necessary.
2. When reimbursement is required, two copies of the form plus
receipts for all items are sent to the chairperson of the finance
committee for approval, after which the request is forwarded to
the treasurer for payment.
3. Direct payment of bills may be made through the same procedure.
The advancement of funds may also be requested, but must be
followed by a final report of all expenses accompanied by
receipts.
4. In an emergency, requests may be sent directly to the
treasurer, who will secure approval from the finance chairperson
by phone and to be followed by written forms and proper
documentation.
5. Travel and per diem expenses, when approved, will be reimbursed
at the current state rates. Exceptions are made through approval
by the Board.
6. All requests for reimbursement must be received by the finance
chairperson by December 31st, so that the books may be closed
before the midwinter meeting.
7. If funds are requested that were not a part of the approved
budget, the treasurer sends a request to the president, who will
have the board polled.
8. Conference speakers from outside the state are reimbursed at
state lodging rates, or convention lodging rates if rooms are not
available at State rates, per diem or meal function tickets for
the day(s) directly associated with their speaking. Speakers that
wish to attend the Annual Conference are provided complimentary
registration fees. Speakers drawn from instate libraries are not
reimbursed for travel and per diem unless their institutions can
not help support them and the in-state library staff member
requests those costs at state rates. Speakers from instate
libraries are not paid honorariums.
Meetings
The treasurer attends all board of trustees and membership
meetings and makes reports on the financial status of the
association.
Reports
1. The treasurer prepares and distributes quarterly financial
statements to the board of trustees, showing the up-to-date status
of each account, based on funds received and funds paid. These
quarterly statements will be sent on the fifteenth day of April,
July, October and January.
2. The treasurer issues a written statement of financial condition
of NLA at the annual convention. The treasurer establishes special
accounts when authorized by the Board of trustees.
3. The treasurer shall compile additional financial statements
upon request of the president or the Board of Trustees.
4. The treasurer prepares and submits an annual report for
presentation at the midwinter board of trustees meeting.
