Treasurer requests clarity on fund purposes and spending authority

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Re: FOL Board Meeting Page 3 of 3
To: lillulu57 < lillulu57@aol.com>
Cc: Toni Empringham <toni635@verizon.net>; George Ceman <GRCEMAN@aol.com>; Dorothy Yost
<andyost@verizon.net>; Bob Luthardt <robert.luthardt@verizon.net>
Sent: Thu, Mar 15, 2012 5:08 pm
Subject: Re: meeting
I thought we were going to wait until April, but I've heard rumors that it's scheduled as you stated. We went
around on this prior to the newsletter going out and I think the only thing decided for sure was that we wouldn't
announce a date in the newsletter. The main reason for deferral i thought was that George couldn't attend in
March and he wanted to present a "first calendar quarter" financial report. I thought it was important that he be
able to attend
Anyone else have input???
Carol
--- Original Message ----
From: lillulu57@aol.com
To: cc. Lawson@verizon.net
Sent: Wednesday, March 14, 2012 16:45
Subject: Re: meeting
Hi Carol,
Can u confirm that we are having a FOL meeting March 21 (Wed) AT 2:30PM?? Thanks,
Diane
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Re: FOL Board Meeting Page 2 of 3
---Original Message-----
From: robert.luthardt <robert.luthardt@verizon.net>
To: grceman <grceman@aol.com>
Sent: Sat, Mar 17, 2012 6:38 am
Subject: Robert re: Re: meeting
Hi George,
I thought it was 2:30; but Dorthy said that she would Try to make it at 2. So, I will be there at 2 on the 21st at Bard Street.
Is there anything that I can do to help you for the meeting? Robert
On 03/17/12, grceman@aol.com wrote:
Does the meeting start at 2 or 2:30?
George
----Original Message-..--
From: DOROTHY YOST < dndyost@verizon.net>
To: George Ceman <grceman@aol.com>; Carol Lawson <cc.Lawson@verizon.net>; illulu57 < lillulu57@aol.com>
Cc: Tony Empringham <toni635@verizon.net>; Robert Luthardt <robert.luthardt@verizon.net>; George Ceman
<grceman@aol.com>
Sent: Fri, Mar 16, 2012 5:52 pm
Subject: Re: meeting
To all
Looks like we should have the meeting on the 21st
Let's GOP forward with that date
We can firmly establish dates for the remainder of the year
I had suggested that we change the time to 2:30 but I
Will try to get there at 2:00
See you Wed.
Dorothy
From: grceman@aol.com <grceman@aol.com>;
To: <cc.Lawson@verizon.net>; < lillulu57@aol.com>;
Cc: <toni635@verizon.net>; <dndyost@verizon.net>; <robert.luthardt@verizon.net>; <grceman@aol.com>;
Subject: Re: meeting
Sent: Fri, Mar 16, 2012 2:02:44 AM
That is what I thought as well.
Regardless, I am now able to attend the meeting on March 21st and will present an interim financial report
for discussion. The report will obviously NOT reflect the entire first quarter, i.e., thru 31 March,
but I will try to make it as current as possible. It will also be in a slightly revised format.
Additionally, there are several other "financial" topics that need review, e.g., annual FOL budget estimates
(revenues and expenses), FOL revenue sources and status, overall FOL library funding
"request" categories (books, subscriptions, programs, etc), ...
See you Wednesday.
George
-----Original Message---.
From: Carol Lawson < cc.Lawson@verizon.net>
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Re: FOL Board Meeting Page 1 of 3
From: grceman <grceman@aol.com>
To: robert.luthardt <robert.luthardt@verizon.net>; cc.lawson <cc.lawson@verizon.net>; lillulu57 <lillulu57@aol.com?;
robert.luthardt <robert.luthardt@verizon.net>
Cc: grceman <grceman@aol.com>; toni635 <toni635@verizon.net>; hermosabeachfol < hermosabeachfol@gmail.com>
Subject: Re: FOL Board Meeting
Date: Sat, Mar 17, 2012 10:36 am
All
Bob asked me an interesting question in the email chain below (his comment about "...help..." is highlighted in
Red). Here is my response to him and a request to the rest of you for elucidation at the Board meeting
Wednesday.
As the new FOL Treasurer (and Board member), the primary subject areas that I need to understand better
involve the budget/funding "authorized and allocated" for Library "Expenses" and the purpose/use(s) of the various "Trusts."
As to the overall Library Budget/Funding, there are many categories for Library Expenses in our Financial Reports
[Book, Books for Children, DVD - Library, DVDs - Rentals, Library Programs (Summer Reading, Paws for
Reading, Teen Territory, etc, Mags/Subscriptions, Library Equip, Library Supplies, and so forth], but it's not clear
to me which items fall under the FOL Annual Budget Allocation to the Library and which are standalone categories
requiring separate consideration and approval.
Regarding the Trusts, each Trust seems to have an "original" purpose, but it isn't clear to me that those purposes
are still applicable. Unless guidance or direction for using these Trust monies is written down somewhere (past
The primary financial questions/topics for discussion at the Board meeting are the following:
1. What Library Expenses are (or should be) managed under the FOL Annual Budget
Allocation to the Library? As I understand it, the current allocation is $13000 for July 11
to June 12. What does that cover? Books, Books for Children, DVDs - Library,
Mags/Subscriptions, etc? Many of these expenses are significant and need to be
addressed if they are NOT already included in the Library Annual Budget Allocation
As to a very specific Expense category, what is the rationale for the DVD Rental Program? Looking at the
last 5 years, the Rental Program seems to be consistently in the Red. Since it seems to be losing
significant money every year, should the Program be discontinued or is there another motivation for it that
I'm not aware of? (Note, in looking more closely at the DVD Expenses, it is possible that the Expense vs
Revenue for the Rental Program may be corrupted because the DVD - Rentals Expense category seems
to have also included the DVD - Library replacement Expenses.)
When/if a new request for monies is received (from the Library or whatever), what is the process for
approving/authorizing? Is there a S$ level (e.g., $500) that can be approved by either the President (or VP
acting in her/his stead) or by the Treasurer? Or does the Board need to vote/approve each and every new
Are there documented guidelines for Trust fund usage? If not, they need to be established by the Board. I
recommend that we draft a set of guidelines that address primary usage, current/future fund raising,
any special considerations, letters of appreciation/gratitude when used, etc
I'm sure there will be more questions at the meeting, but these should start the ball rolling wrt financial topics.
Thanks for any help or thoughts on these subjects in advance of the meeting
Finally, I will email the Financial Report digital file for review NLT Tuesday evening, and also have hard copies of
selected material available for the Wednesday meeting
PS If the meeting starts at 2PM, we need to alert Elmita. She plans to be there.
BTW, I am meeting with Elmita today at 3PM in the Library to review Status of some of the Library Expense
categories.
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