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<p class="MsoNormal"><span style="font-size:12.0pt">Directors,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Please review the attached PDF – recently, much of the reimbursement request paperwork submitted has not been filled out completely, i.e., there are blanks left on some of the forms. I’ve attached all three
of the forms used w/GO Bonds and included instructions for each line as to what goes there; these have been revised from prior samples. On those I’d left some blanks because I assumed people would know to fill in every blank, but evidently not.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Please share w/finance staff.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Specifically note on the Exhibit 1 and Exhibit 2 forms:<o:p></o:p></span></p>
<ol style="margin-top:0in" start="1" type="1">
<li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:12.0pt">Reporting period (Ex. 1) – we are in FY22 (July 1, 2021 – June 30, 2022) and that date needs to reflect that.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:12.0pt">Everywhere it says Circle, please circle. I try to catch them all when I’m reviewing the paperwork; there are three (3) places for circles.<o:p></o:p></span></li><li class="MsoListParagraph" style="margin-left:0in;mso-list:l0 level1 lfo1"><span style="font-size:12.0pt">Finance needs to be involved with the forms because the checks are going to Finance (city, town, village, tribal) and when they get the checks, you want
to be sure they’re entering the info in the correct place in their budgets. The checks generally do NOT indicate that they are a GO Bond reimbursement. The finance signature doesn’t need to be the head person – probably a staff member actually knows what’s
going on w/your allocation in the day-to-day work.<o:p></o:p></span></li></ol>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">If I haven’t been clear, please get back w/me. I learned long ago that there may be several ways to interpret what’s required on a form and my instructions may not include every possibility.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">Our paperwork is undergoing more rigorous review as it moves up the financial chain and it is very important that fiscal year paperwork is reported in the correct fiscal year. Thank you for your help in keeping
this all straight for me and the State Library’s staff and for DCA’s finance staff and for DFA (Dept. of Finance and Administration).<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt">BTW, there is a misspelling on one of the forms. No prize for finding it other than knowing that you did.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:12.0pt"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span style="font-size:12.0pt">Patricia<o:p></o:p></span></b></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal">Patricia Moore<o:p></o:p></p>
<p class="MsoNormal">GO Bond / Public Library Consultant<o:p></o:p></p>
<p class="MsoNormal">New Mexico State Library / Development Bureau<o:p></o:p></p>
<p class="MsoNormal">1209 Camino Carlos Rey / Santa Fe, NM 87507<o:p></o:p></p>
<p class="MsoNormal">505-476-9724 / 800-340-3890<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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