RCLS: Business Services: Budget Information

 IT - PC and Laptop Replacement Reserve

The “PC Replacement Reserve” and “Laptop Replacement Reserve” (together, “Replacement Reserves”) are maintained by the System to hold moneys from Supported Libraries paid as part of their IT Support costs, as calculated on the Menu of IT Services. The Replacement Reserve is designated for the cost of PC & Laptop replacements that occur in the first quarter of the sixth year after the PC or Laptop is put into service.  Parties acknowledge that this Reserve is an essential component of maintaining a functional network with PCs and Laptops within the ever-changing information technology environment. The specification of the equipment purchased is designed to be fully functional through their five-year life span.

There are no cash refunds or credits issued for withdrawing a PC and/or Laptop from the Replacement Reserve and a PC or Laptop must be actively participating in the replacement program at the time it is scheduled to be replaced.

Supported Libraries wanting to phase out of the Replacement Reserve program for an upcoming IT Service Year identify in the Menu of IT Services their selections by June 30th, so they can maximize their past participation in the Replacement Reserve program.

IT - Telecommunications Reserve

To offset telecommunications costs related to the fiber network, RCLS maintains a “Telecommunications Reserve” derived from the accumulation of E-rate rebates from a federal program that helps reduce telecommunication costs for schools and libraries.

IT - 10 Year Capital Reserve

RCLS maintains an “IT Capital Reserve” by designating funds collected from Supported Libraries to cover the cost of hardware and software required to maintain the RCLS IT infrastructure. RCLS conducts annual 10-year cost projections for anticipated hardware and software replacements and upgrades to establish the target amount of the IT Capital Reserve.

ILS - Unallocated Fund Balance

This fund results from unspent ILS funds from the annual operating budget. These funds are held in trust by RCLS for member libraries and cannot be used unless authorized by the Directors’ Association. This fund is typically used to pay for new subscriptions for the first year.

As custodian of the funds, the RCLS Board of Trustees approves all budgets and budget adjustments, in addition to the Directors' Association, and RCLS Policies, such as the Procurement Policy, must be adhered to.

ILS - 10 Year Capital Fund

Member libraries contribute an annual amount to this fund which covers the cost of hardware and software required to maintain the central ILS services site and the infrastructure that support the ILS. 

As custodian of the funds, the RCLS Board of Trustees approves all budgets and budget adjustments, in addition to the Directors' Association, and RCLS Policies, such as the Procurement Policy, must be adhered to.