FHC + MLS = Budget Question

rolandc · #1

One of our Official FHC's uses MLS for their deposits and the balance has grown quite sizable. What is the Director allowed to use that money for? She pretty much just buys paper and small supplies.

Is she allowed to use that money to buy another PC? Stake approval not withstanding.

SLC has no money budgeted for computers for the remainder of this year for FHC's

johnshaw · #2

rolandc,

As a stake clerk, I investigated a similar situation. We found that the stake was being charged for all the orders, but the collecting was all happening at the FHC MLS. You might see if there has been Stake Budget used to pay for some of that FHC operation and get some of your budget $$ back.

We also closed down all checking accounts for MLS @ FHC and moved it to the stake. It was easier than trying to mange 5 FHC's MLS, added auditing, etc...

russellhltn · #3

rolandc wrote:One of our Official FHC's uses MLS for their deposits and the balance has grown quite sizable. What is the Director allowed to use that money for?

Where is this money coming from? If it's microfilm orders, there should be a matching withdrawal. If it's coming from something else, you may want to investigate if it's within policy.

According to policy, "If funds are donated for the purpose of purchasing a computer or printer for the family history center, the hardware should be ordered through the FamilySearch Support Office using the Family History Computer Hardware and Software Order Form."

I'm hearing stories about something new coming down the line that would affect getting new computers. Call Family History support for the details. Make sure you ask for a "Knowledge Document" to back what you are told.

rolandc · #4

Its been a slow accumulation over several years and this FHC has two DIS machines so they are within guidelines as to what the ballance should be.

FHC operations guide wrote: Centers that have reader-printers should let
patron fees accumulate to approximately
US$1,500 per machine to cover the cost of maintenance and repairs. Centers that have digital
imaging systems should let patron fees accumulate to approximately US$500 per system.

Is she allowed to spend some of those funds to purchase a computer? The person that would receive the check in SLC just said it would have to be purchased with local funds.

aebrown · #5

rolandc wrote:Its been a slow accumulation over several years and this FHC has two DIS machines so they are within guidelines as to what the ballance should be.

That excerpt from the FHC operations guide states that these funds are "to cover the cost of maintenance and repairs." So I don't see how the accumulated funds can properly be used for purchasing other hardware; they should be reserved for the purpose for which they were accumulated. Particularly if these funds have been accumulated over "several years," it seems like the odds of needing repairs are ever increasing.

rolandc · #6

aebrown wrote:That excerpt from the FHC operations guide states that these funds are "to cover the cost of maintenance and repairs." So I don't see how the accumulated funds can properly be used for purchasing other hardware; they should be reserved for the purpose for which they were accumulated. Particularly if these funds have been accumulated over "several years," it seems like the odds of needing repairs are ever increasing.

That's a fair statement. The accumulated amount is in excess of that line. Can she use it for other items?