[Michlib-l] Need help from the collective mind

[Nannette Miller]

Hello,
For many years this library board has approved the bills after they are
paid. Bills are paid twice a month and those payments are approved at the
next meeting. Checks require two signatures, one of which is a board
member, and every board member gets a list of bills paid for approval. Our
auditor has never had a problem with us doing it this way.

Now the board has passed a motion that bills, other than utilities, must be
approved before payment. I have been thinking about this and have more
questions than answers. I hope lots of you do it like that and can help me
figure out some things.

My first question is, what qualifies as utilities? I know the obvious ones,
but what about monthly payments that are usually the same amount, like the
copy machine lease, the floor mats we rent, cleaning, my health insurance,
the alarm company, etc.

The board meets the second Thursday of the month, which can be as early as
the 8th. I don't always have invoices that early in the month but they are
due before the board will meet again, which can be as late as the 14th. How
do I avoid being late with payments?

Our auditor suggested either the board decide the Financial Committee can
approve the bills twice a month, or they move their meeting to later in the
month.

As always, thank you so much for taking time to help me out. I know things
are crazy and there are a lot more important issues to worry about.

Nannette Miller

-- 

Nannette Miller | Director
Elk Rapids District Library
231.264.9979 | erlib.director at gmail.com | elkrapidslibrary.org
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