In the late 1950's and early 1960's, two committees appeared on NLA lists, a budget committee and an auditing committee, the latter because the association was unable to pay for an auditor. There are no records of either committee after 1963, but in 1968, a finance committee began to be listed as a standing committee. The finance chair is a voting member of the board.
Finance Committee Chair
DUTIES AND RESPONSIBILITIES
1. The Finance Officer is responsible for the finances of the Nevada Library Association. The incumbent oversees the preparation of the budget in accordance with the priorities as determined by the board of trustees. The Finance Officer advises on judicious use of funds, monitors accounting procedures, approves all expenditures of the budgeted funds and aids the treasurer whenever possible.
2. Any recommended changes in the bylaws which pertain to finances shall be studied by the Finance Officer who shall report findings to the board of trustees and the membership.
6. The Finance Officer sends out budget request forms to all officers, committee chairs, interest groups, district representatives and the ALA and MPLA delegates. A copy of the previous year's budget request and allocations shall be sent to guide the new appointees.
7. The Finance Officer assembles the budget requests and prepares a budget for presentation and consideration of the board of trustees at the midwinter meeting. The budget shall be assembled according to the established practices of the Association:
a. The cost of travel for members residing more than 30 miles from the site of the midwinter board meeting will be borne by NLA. This also applies to advisory, nonvoting members, the recording secretary, and other officials required to attend the meeting.
b. Travel and per diem are reimbursed at the current state rates for both members and nonmembers such as speakers whose expense is budgeted by the district, interest group or section sponsoring the event. Speakers for meetings and programs held in conjunction with the NLA annual meeting are not reimbursed unless approval has been received from the Board of Trustees.
c. No member of the association shall be reimbursed for travel and per diem to the annual meeting of the association.
d. Those who are local residents (within 30 miles) with respect to a meeting do not qualify for travel or per diem.
e. A meal at the board meeting is normally catered. If a meal is catered, meal claims for the day and time of the meeting shall not be honored.
f. The ALA and MPLA delegates shall be reimbursed for a minimum one-half travel and per diem expenses for two meetings per year. The full cost of the MPLA delegate's attendance at the first MPLA board meeting in Denver is paid by NLA, since MPLA does not pay for this meeting.
g. Traditionally, the president caters a lunch for the board of trustees at the midwinter meeting and hosts a cocktail party for attendees of the annual meeting.
h. The purchasing of goods and services for NLA activities and events is subject to state and local sales tax. NLA is a nonprofit organization, however NLA does not qualify as a charitable or educational organization.
8. The Finance Officer attends the midwinter board of trustees meeting to present the finance committee's recommendations.
9. Results of board action relating to funds shall be sent to expending groups and officers by the Finance Officer.
10. Both the Treasurer and Finance Officer must have their signatures authorized in order to write checks.
1. Payment for NLA-related expenses is normally made on a reimbursement basis. A copy of the reimbursement form is posted on the NLA website for all to access.
2. When reimbursement is required, two copies of the form plus receipts for all items are sent to the Finance Officer 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. If a request for reimbursement does not fall within the approved budget, the request is returned to the person who submitted it. The Finance Officer shall instruct the person on the procedure for receiving additional funds:
a. A request is sent to the president;
b. The president instructs the executive secretary to poll the board of trustees regarding the request.
5. In an emergency, requests may be sent directly to the treasurer, who will secure approval from the finance chairperson by telephone, fax or email.
6. Travel and per diem expenses, when approved, will be reimbursed at the current state rates.
7. All requests for reimbursement must be received by the finance chairperson by December 31st, so that the books may be closed and audited in a timely fashion.
8. The Finance Officer notifies any unit of the association of a shortage of funds or impending over-use of funds, and the procedure to be followed to request additional funds.
Revised at the 10/8/10 Board Meeting