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.
PURPOSE AND DUTIES
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.
1. The treasurer should include the following in his/her budget request:
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.
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.
The treasurer attends all board of trustees and membership meetings and makes reports on the financial status of the association.
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.
Revised at the 10/8/10 Board Meeting