2014–11–03-ANRL_Manual_converted_from_original

2014–11–03-ANRL_Manual_converted_from_original

Updated Nov 04, 2014 rap

Note:
1. This document was scanned (Nov 04, 2014) from a library folder which was located on top of the filing cabinets. It was then converted to a text file and annotated with simple Markdown. The original document was not dated except for some treasurer’s procedures which were dated 01/17/2002. This document is now being rewritten.

  1. The “==========” mark signifies a page break in the original document
  2. I didn’t try to reproduce the **Purchase Order" form that appears toward the end of this document.

AMERICAN NUDIST RESEARCH LIBRARY

INSTRUCTIONS FOR

  1. TREASURER’S PROCEDURES
  2. MAGAZINES IN ALCOVE & BACK STORAGE
  3. Club Sponsorships
  4. Surplus shelves by the door ETC.

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IMPORTANT GUIDELINES IN FILING

  • Do not include any actual publications in any file. Use photo copies.
  • Do not include any actual correspondence to or from the Library in any special file.. This belongs in our correspondence files- Please use photo copies if this information is considered important for the file,
  • When using photo copies, utilize both side of the photo sheets where feasible to optimize our file drawer space.
  • If placement of material is questioned, please confer with one or another officer of the Library.
  • All data added to a file should/fie in support of the file’s purpose (see definition of file) and should be related in some way to our main purpose of preserving nudist history.

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PERSONALITIES

Physical File
CONTENT DEFINITION:

A file designed to store data and information on a particular individual, couple or associated group of individuals of enough importance relative to the nudist movement to warrant isolation of material associated with that person(s).

The file will be indexed alphabetically by the main name of the person(s).

Included in the file may be biographical treatises, articles about the party, pictures including the file person(s), and any other pertinent information that might be of interest relative to the party in the file.

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THESES, HISTORY, ARTICLES

Physical File
CONTENT DEFINITION:

A file designed to store written theses, histories and published articles by a particular author in some way related to the nudist/naturist idea. Such author should be someone that has enough interest that others might be attracted to his/her work. Also, the person might be a prolific writer, has written pieces that might be unusual, maybe thought provoking, controversial or of special interest.

The file will be indexed alphabetically by the name of the author.

The contents of this file will be limited to actual written theses, composed history of a particular club or organization or nudism itself, articles published and written by the author, and any other written material of interest by the named author. Although this file may include comments and other writings relative to this author’s works, it usually would not include biographical data and other unrelated information to the actual writings. This type of information would normally be included in a Personalities File. For this reason one individual could be located in both files if they were of enough importance to warrant isolation of this data.

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SUBJECT FILE

Physical File
CONTENT DEFINITION:

A file designed to hold records according to a specific subject relative to nudist/naturist concepts regardless of the origin of the data.

The file will be indexed alphabetically by subject names.

The contents of this file could be of almost any source considered important enough to warrant an additional contribution to the subject. It could made up of articles, examples, references or any other media that adds something to the subject. Data duplicating the information that already exists in the file is not needed.

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ORGANIZATIONS

Physical File
CONTENT DEFINITION:

This file is designed to hold information on Nudist/Naturist organizations (not clubs). This would normally include national organizations such as AANR, The Naturists, NNC, etc. It would also house international organizations such as INF and other organizations outside of the US (again, not clubs). In that AANR is broken down into regions, these too would be included such as FANR, ESA, etc. and any other future regions for both national and international organizations.

This file is indexed first by national and international organizations, and after each their respective regions, if any.

The contents of this file will contain pertinent information relative to the filed organizations. It should include historical information not archived elsewhere in the Library. The data should be of enough importance that reference back to it is at least conceivable, especially from a historical point of few.

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CLUBS

Physical File
CONTENT DEFINITION:

This file is designed to hold material of the many nudist/naturist clubs, past and present, domestic and foreign.

The file is indexed alphabetically by club name.

Newsletters comprise the biggest share of data in this regard, although other historical information can be in the form of brochures, patches, club write-ups, awards, etc. Due to space conservation, many club’s newsletters are maintained in loose leaf binders rather than physically in their file folders. Also neck tags, possibly patches, caps, etc. may also be kept separate from the club’s file folders. Like other files, any material that is added should have some relation to our purpose of preserving nudist history.

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AUDIO CASSETTES

Physical File
CONTENT DEFFNITION

A file designed to store actual audio cassettes containing interviews, commentary, discussions, etc. relative to nudism

The file is indexed by assigned numbers, each in turn by side A or B. More than one subject on a single side would be sub-numbered (i.e. Al, A2, Bl, B2, etc.)

For the most part the speakers are people that have relative importance in the nudist movement.

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DONATIONS - MAGAZINES, BOOKS

When donations of magazines and books arrive, each item is entered into the white onation manual on the desk. At the top of a page, if there is a name, this is included, along with the address and date. If there is no name, anonymous is written in, along with the date.

The magazines are then checked with the Surplus Magazine shelves to see if we already have those issues and if we do, they are added into that issue on the computer under Surplus Magazines. Then these are stamped on the back and the page inside the back if the cover is slick with a “D” stamp and added to the duplicate issues in the box on the surplus shelves.

If there are no issues of these magazines on the shelves, they are put on the cart in the locked room for the Head Librarian or whoever is in charge of magazines being collected for binding and back-up (duplicate) magazines.

If there are quite a few items listed on the donation sheets, these may be copied and included with a nice thank you letter to the donor. Each item is to be checked off as it is dealt with.

On the bottom shelves by the door, there are a number of special magazines for “donation”. These are identified by a “D” stamp and are included with the Surplus inventory in the computer.


Books are checked with those on the shelves (or on the book list on top of the filing cabinets) to see if we already have them and how many we have. We try to have at least three and once in awhile four if it is a well-known book. To add one to the shelves it is added to those already in the computer under Archived Books. If it is a new one, a new page is added. These are to be stamped inside the front cover with the American Nudist Research Library and address stamp. There are a few books, also, in the Alcove (mostly David Hamilton’s which are very expensive photo books)and a few “quasi-nudist” books.

The books are shelf coded by the first three letters of the author and if there is no apparent author, the first three letters of the name of the book. (Do not use THE, A or AN but use the next word)

If we have enough of any one book on the shelves, it is added to those for “donation” on the shelves by the front door. There is a purple inventory folder in Helen’s tray and it can be added to the book pages. Include the name and price. When sold, add the date. If the donated books are autographed by the author, they can be substituted for those already on the shelves. Then put the original books with those on the “donation” shelves.

Alcove

Currently, items in the alcove are subdivided as:

  • Donald Johnson Archived material
  • Rare/ antique books and magazines
  • Books noted to be of higher than average value
  • Material that may be erotic in nature or intent
  • Magazines (some bound) from foreign countries
  • Legal reference materials

At this time there are also some miscellaneous magazines which need to be sorted for content. Many of these will be bound in the temporary white or blue binders and placed on the main Library floor. The magazines listed as foreign are sorted by country of origin rather than language, followed by magazine name, and date of publication. Although most have been sorted by country, further sorting by name and dates is still necessary.

Back Storage

Magazines kept in the back storeroom are:

  • Magazines currently published, being held for binding. Once a third copy of any particular issue is obtained, that copy will be listed as surplus, and be placed on the main library floor.
  • Magazines no longer in circulation, but not currently bound on the main floor. These are being held in anticipation of receipt of other issues concurrent with the year or volume number of those being held. Some of these are “miscellaneous”, where it is most likely that other issues or complete volumes do not exist. These will be bound in white or blue temporary binders.
  • Duplicate copies. These are magazines which also currently exist in a bound condition on the main library floor. It is desirable to have at least two copies of any one issue as a backup, the second to be used for replacement binding if necessary. Some of the more popular magazines such as Sunshine and Health. Modern Sunbathing. American Nudist Leader and American Sunbather may have three copies in reserve due to their demand.

Also in the back storeroom are some legal reference materials, as well as copies of The Bulletin.

Any new donations should be placed in the back room on the small brown cart.

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ANRL MEMBERSHIP PROCEDURES

2950 Sun Cove Drive
Kissimmee, FL 34746–2773

When Membership renewals are received, make out receipts (stamping the check with the deposit stamp) and enter in brown book.

In the middle drawer on the left side of the desk are envelopes containing “thank yous” for single and couple memberships and “thank yous” for membership and added gifts for both single and couples. Fill in proper slips, small membership

—strike this out…. cards (one for single and one for each member of a couple membership) and send to the renewal person.

Change dates for the renewals in the computer Membership File and initial the top right of the white slip received with the check.


For a new membership, assign the next new number on the side of the file cabinet by the desk, marking the next number available. Make out receipt (stamping the check with the deposit stamp) and enter in brown book. If there is a filled-in large membership card, add new number and give it to the treasurer so he or she has the information needed, then you will receive it back to file. If there is no filled-in membership application card, fill one in.

Fill in small membership card or cards and letter in computer. Send with brochure and latest newsletter to the new member.

AMERICAN NUDIST RESEARCH LIBRARY

2950 Sun Cove Drive
Kissimmee, FL 34746–2773

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INSTRUCTIONS FOR NEW CLUB SPONSORSHIPS

Assign new number posted on black file cabinet and mark next new number to use.

In computer membership file, make a new page for the club with the new sponsorship. Be sure to mark a Y in company space and mark the new membership number. Include CS in the correct field.

Make out the receipt as usual, recording it in the brown book.

Type a new small Membership card, adding Club Sponsorship on it, plus other information.

Fill in the welcome letter in the computer with name, address and new Club Sponsorship membership number.

Fill out a large Membership Card, adding Club Sponsorship at the top, plus the new # and other information and hi-lite Club Sponsorship in yellow. Then file in the small black cabinet on top of the black file cabinet.

strike this out— If available on the computer, fill in a certificate with the name and // of the

Put the letter, membership card, certificate and brochure in an addressee envelope to mail to the Club.

On the computer page for this Club (in the Club File) put a CS in the correct field.

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Procedure for Sustaining Members

To set up a sustaining membership, if the person is already a Library Member, find the person in Membership on the computer. Mark the space for Sustaining Member and amount the person has paid. If it’s a second or third payment, add to the total amount already designated. In the right side of the form, mark $125 as the payment, date paid and change the expiration date for the next year.

If the person is a new member, give him/her a new membership number. The next available one is listed on the side of the file cabinet by the main desk. Fill in a new form on the computer with their name, address and above information. Make out the usual receipt and enter into brown book.

Fill in a membership card and send with a special letter of thanks, mentioning the purpose of the Library. Sample letters are in a file folder in Helen’s tray. Send both to the Member.

If a new member, file the Membership card which they filled in into the small file boxes on top of the cabinets. If necessary, fill in a new card if they haven’t.

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Procedure for Setting Up Life Membership

When a Sustaining Member has a total of $500 toward a Life Membership, find the person on the Membership listing on the computer. Change Sustaining Member to L for Life. On right side of the form, blank out expiration date and payment amount. Make out the usual receipt and enter into the brown book, including name and member number.

Fill in a membership card and send with a special letter of thanks, mentioning the purpose of the Library. Sample letters are in a file folder in Helen’s tray. A Life Member Certificate (with our Library seal) is to be made and all three items are to be sent to the person.

A brass plaque is to be engraved for the wall listings, following the font of the former ones.

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CHECK DISBURSEMENT RECORD

Forms for check disbursement to the president or vice president for charges on credit cards other than the Library account are in the file cabinet in a folder marked as such.

These can be filled in and, with the receipts, given to the treasurer for reimbursement to that person. Be sure he or she fills in the check number and signs it and returns a check and a copy to you.

TREASURER RESPONSIBILITIES AND PROCEDURES

** RESPONSIBILITIES **
* To accurately protect, record and report on all financial matters. * Classify all income and expense in a meaningful manner so it is useful to the Library in analyzing if s financial work, help make decisions and aid in planning future action. * Maintain records and controls on all separate accounts in accordance with normal accepted accounting procedures. * Maintain a history of financial activity for reference. * Maintain source detailed records (i.e.. checks, receipts, etc.) for a period of no less than three years.
* Produce and render any required financial reports and data required by Federal or State law.

PROCEDURES

Receipts

All receipts in any form (check, cash, money order) are recorded on a pre-numbered, two or three copy receipt indicating date, brief description (member name, and # if membership payment), amount and name or initials of person making out the form. The original copy is saved for treasurer pickup and the duplicate remains in the receipt book. If a third copy is used it can be given to the person paying.

Recording Receipts

Each pre-numbered receipt is entered on a Income Detail listing. This records the receipt number (used for control), date, description or name, member # (if applicable), check #(if applicable), and the amount caricaturized by the type of income (i.e.. Membership, Gift to Library, Donation for Magazine/Book, Donation for Video, Scholarship Fund or Miscellaneous Income (payments for copies, or reimbursements for whatever).

Periodically, the above information is totaled in order to make a deposit. The totals are entered on the Income Detail listing as well as a buck slip attached to the actual original receipt forms. In turn these totals are entered to the respective income accounts on whatever bookkeeping system is being used (machine or manual).

Page 1

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A deposit slip is made out in accordance with bank requirements; generally the date, a listing of all checks with the number of each (name is encouraged) plus cash amount and total.. The deposit total and income detail totals are made to and recorded on the Money Market Account (highest interest).

Disbursements
As need arises, and on a timely basis, controlled payments must be made for products and services to the Library. Each payment must be approved in accordance with directions set forth by the Board of Directors. That is, all payments under $40 or those made on a perpetual basis can be rendered with approval of the Treasurer. All payments in excess of $40 should have the approval of any two officers (i.e., President, Vice President, Treasurer, Secretary, or Director).

Each payment request would be represented by some type of invoice. Those not rendered to the Library as such will be detailed on a special payment form. All payment backup will carry the initials of the approval, check number, the word “paid”, the date, and the amount. A check is completed with reference made to the invoice, if applicable. The information of the check is listed on our Regular Checking Account Register.

General - Income and Disbursements

Monthly, bank statements are to be reconciled to the Money Market and General Checking Accounts in accordance with general accounting procedures.

Special Accounts

  1. ANRL Memorial Scholarship Fund
    • This special fund is part of the Money Market Account and is balanced to it along with the regular money market deposits, transfers, etc. The income for scholarship awards is actually paid from the Certificate of Deposit (CD) either by withholding the award amount before reinvesting a CD or repaying it to the account after a CD reinvestment. The timing would depend on the maturity date of the CD.
  2. Petty Cash Fund
    • This fund is available in the Library for small miscellaneous cash expenses. It is maintained at a $50 level totaled from the cash on hand plus any disbursements made. Such disbursements are recorded on a Petty Cash Slip and kept together with the fund in a locked draw in the Library. As needed, the Treasurer will reimburse the fund and record the actual expenses from the completed Petty Cash Slips.
  3. SUN COVE Restricted Asset Account
    • This account represents an asset to the Library and, in effect, is the balance of a $25,000 loan made to Cypress Cove in September 1996 and to be fully paid by August 1, 2011. Its repayment is the Library’s rent expense of $250 per month offset to a degree by a month’s interest on the outstanding amount of the loan at 8.76% interest. Consequently, it is part of the Library’s worth at any point in time, but not usable money as long as we continue to house the Library in its present building.

Reporting

The Treasurer should be able to advise the Officers and Board, at any point, as to the financial state of the Library as well as any financial detail(s) needed. It is recommended that at each Board meeting the Treasurer should report the total assets broken down into the various accounts as stated above. It also should contain a total of year to date receipts and expenses. At year end. usually at the January Board of Directors and Membership meeting, a complete listing of all financial activity should be available. That would include a copy of all disbursement checks, receipts, deposits, etc, in all accounts throughout the year. A record of financial reports is maintained in a separte binder on premise. A treasurer’s copy is maintained by the Treasurer at his own home.

Budget
To date the Library has not set up a formal financial budget to calibrate the expected income against planned disbursements. When the information from such an operation is available and approved by the Officers and Board it can be developed and followed (possibly with built in approved minor deviations). Any budget is a “plan” that helps direct operations. Once approved, however, major deviations must then be re-approved prior to committing any payments.

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PURCHASE ORDER PROCEDURE

The object of the Purchase Order procedure is to
* Control the Library expenditures. * Establish a follow-up for receipt of all orders.
* Allow for verification of order vs actual receipt. * Permit review of shipping/order receipt time.

A file of pending Purchase Orders will be available in the Library. Upon receipt of an order it will be verified against the original Purchase Order, attach any packing slip, etc., initial the PO and place it in the Treasurer’s in-box

The Treasury function will check the completion of all Purchase Orders with the invoice or receipt, attach the documents and remit payment if it is outstanding.

01/17/2002

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AMERICAN NUDIST RESEARCH LIBRARY

2950 Sun Cove Drive, Kissimmee, FL 34746 - 407–933–2866 - ANRL@netzero.net

PURCHASE ORDER
ORDER FROM SHIP TO: ANRL 2950 Sun Cove Drive Kissimmee, FL 34746 PAYMENT METHOD Check Credit card Amt. enclosed Card type Card number On account COD Tax exempt Account no. Exemption no. |59–00–033031–57C Purchase order number
Substitutions allowed?
Backorder allowed?
Ship via
FOB destination Date ordered
Please supply the following items
ITEM NO. DESCRIPTION OMIT OTT UNIT COST TOTAL AMOUNT

SUBTOTAL
Shipping charges Handling charges
Ordered & Approved by
Insurance TOTAL DUE

Special Instructions

PURCHASE ORDER GRAPH
Need to Purchase No Over $40 ? Phone Order? No Yes Obtain Receipt Prepare PO Yes Prepare PO I. Obtain Approval Order it! PO File

NOTE 1 If required, the Treasurer can issue a check payable to the supplier. For small purchases, usually under $15, Petty Cash fund can be used.

NOTE 2 This procedure is not applicable to recurring expenses such as the telephone bill.

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TREASURY RECORD RETENTION

All Treasury reports made at Board meetings and, especially yearend, should be maintained on a permanent basis. Copies of yearend reports are kept in the Library along with Board minutes. A copy of all, including interim reports where available, are kept by the Treasurer for reference.

Detail accounting material should be maintained for a minimum of three (3) years to conform to IRS rules. It is suggested this be done on a four (4) year basis for safety purposes. It is also suggested that we maintain any detail expense and income printed information on a permanent basis for future reference and analysis.

Other accounting detail such as receipt books or posted copies, bank statements, backup detail for payments (disbursement records), check book stubs and deposit copies can be destroyed on the above stated 3 or 4 years basis.

10/3/02

MEMBERSHIP RENEWAL LETTERS

Timing: Approximately the middle of each month, review “Membership Reminder - Mailing Record” to deterrnine which month’s expiration reminders are to be mailed It is suggested we send reminders out about 15 days prior to the month of expiration, a second notice about one to two months after, a third about one to two months after the second and our fourth about six months after the month of expiration and no sooner than two months after third reminder. Record: On the “Membership Reminder - Mailing Record” write in opposite the month of expiration the date and number mailed.

Computer Operation

  1. Open Filemaker Pro, open existing file, open “Filemaker”, choose and open Membership Records, enter operational password.
  2. At the top left (over the rolodex simulation), click layout to obtain the list of reminder letter layouts and mailing labels. Also, click existing page to layout.
  3. Layouts: (a) First, it-is recommended that the date on all letters (1,2,3 and 4) be changed to expected date of mailing.
    • In that our single membership fee changed from $12 to $14 in July 2002, be sure that any letter going out that has an expiration month July or later carried the $14 amount at the bottom of the letter.
    • If necessary and approved by the President, the text of the letter, or an additional letter can be changed or initiated.
    • Go back to “Member Records” on the layout menu and on to Find.
    • First, we determine next month’s expirations. To find these under Find mode, enter after Expire Date as follows:

Expire Month (2 digits) / / Expire Year (4 digits) Example: 10 //2002 Meaning: October /any/2002 /day/

  • Verify that the records found appear correct. Type “S” or “C”, present address, etc. If any exceptions, make a note of the member number and hold out for review by the President, (i.e. Life or Sustaining members). Also, verify that the records (found) are the total records shown.
  • After verification (above) switch “Layout” to chosen letter number
  • Click File and Print On print screen be sure “Portrait” is chosen and click o.k. In some cases a blank sheet will come out after a letter. This is nothing to worry about and reflects a problem in “layout” which has to be corrected by someone later.
  • Go back to layout on top and now choose labels (normally layout
  • Verity only those names shown which match the letters already printed. (This can be viewed and reviewed in “Preview” mode).
  • Follow print procedures as outlined in “g”.
  • Repeat procedure “e” through “i” for other reminders desired (2nd, 3rd and 4th).

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BINDING FOR PRESERVATION

When one or more complete years of any one publication have been saved (U.S. or Foreign) it may be hard cover bound.

If a substantial number of the same publication are saved but one or more issues are missing it can be temporarily “wire bound” and indexed as to its contents under the discretion of the Head Librarian.

If very few issues of a publication have been saved for a reasonable period, with some doubt as to receiving missing copies, they too can be temporarily wire bound at the discretion of the Head Librarian.

All others can be stored in the Archive Hold File normally kept in magazine storage boxes.

12/04/2002