January 26, 2006

Welcome to: Filing Your Public Library

Annual Report

January 26, 2006

10:00 a.m.

Presenter: Cheryl Becker

January 26, 2006

Filing Your Public Library Annual Report

Don’t Panic!—

(Even if it’s Your First Time!)

January 26, 2006

Help yourself to a (virtual) cookie!

January 26, 2006

Do I have to do an Annual Report?

“It’s the Law!” Wisc. Stats. 43.58 (6) Library Board Powers and Duties

January 26, 2006

Wisc. Stats. 43.58 (6)

“Within 60 days after the conclusion of the fiscal year. . . The library board shall make a report to the division and its governing body. . . . ”

(Goes on to specify what the report must include.)

“It’s the law!”

January 26, 2006

So, it’s the law. . . So what?

Also provides you with useful statistics! Statistics are “good things”

January 26, 2006

Statistics are your friends:

Statistics can be powerful tools:– To report to your board.– At budget time.– For building/space planning.– For presentations.– For grant applications.– Can you think of others?

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January 26, 2006

Consistency (reporting same things in same ways)

Lets you make comparisons: – Year to Year (compare your library to itself)– Library to Library (compare your library to other

libraries)

January 26, 2006

Using the State Statistics

Wisconsin Public Library Statistics(http://dpi.wi.gov/pld/dm-lib-stat.html)

2004 statistics(http://dpi.wi.gov/pld/xls/04publib.xls)

Creating a customized spreadsheet

January 26, 2006

Beyond the state level

• The state (DLTCL) must report Wisconsin statistics at the national level.

• Allows comparison of Wisconsin libraries to the rest of the country.

January 26, 2006

First Time?

Relax! Take a deep breath! Make use of sources of support. Start early. Follow steps. Follow directions. Questions? Just ASK!

January 26, 2006

Sources of Support

SCLS Public Library Annual Report page http://www.scls.info/management/annual/index.html

Contains links to Memos and other info: – “My memo”– “State’s memo”– “LINK memo”

January 26, 2006

More Sources of Support

Call or email me– (608) 246-7973– cbecker@scls.lib.wi.us

Email list (scls-annreport)– http://lists.scls.lib.wi.us/mailman/listinfo/scls-annreport– Follow instructions

LINK reports (for LINK libraries) Each other!

January 26, 2006

Steps

Read the memos and instructions.– Follow steps in my memo

Do you have Adobe Reader 7.0?– Check right away!– If you don’t

LINK libraries, call Automation Help Desk 608-266-6394

Complete a scratch paper copy? Complete the report online.

January 26, 2006

Start→Programs→Adobe Reader 7.0

Do you have Adobe Reader 7.0?

January 26, 2006

Deadlines

Let me know by February 15 that your report is ready for me to review.

– Earlier is better! ☻ 2 corrected printed copies due to me by

February 23. (Other copies are also required)

January 26, 2006

Other Things

Pre-filled information Answer every question (unless allowed) Pay attention to the directions and definitions Save/Return Variances Comments sections When (and when NOT) to “Submit”

January 26, 2006

Where to Find the Info

Part I: You know this stuff! Parts II and III:

– Catalog records– LINK reports (for LINK libraries)– Records you’ve kept

Part IV: You know this stuff!

January 26, 2006

Where to Find the Info

Part V: Your 2005 Budget (Income)– Your records – I can help with some of this– See my memo (state funds, cross border funds, etc.)– Pay special attention to:

Funds carried forward (6)All other operating income (7)2006 LOCAL appropriation (9)

January 26, 2006

Where to Find the Info

Part VI and VII: Your 2005 budget – Part VI: Operating Expenses– Part VII: Capital Income and Expenses– Pay attention to the definitions!– Line 7 of Part VI is Important

Where to find: – Your records– Your city or village

(Issue: their figures are not final, audited, ones.) – Some help in my memo and state’s instructions

January 26, 2006

Where to Find the Info

Part IX: Your current staff and info– You know this information– Include vacancies– Pay attention to the directions

Part X: “Trust Fund” Report– Bank Statements – SCLS Holding accounts– Attach a copy

January 26, 2006

Where to Find the Info

Part XI:– Circulation records– Circ by PSTAT reports (for LINK libraries)– Determines your county reimbursement!

January 26, 2006

Where to Find the Info

Part XII: You know this stuff!– Some new questions here

Part XIII: You should know this stuff– Be careful and honest– Important for System membership

Part XIV: Signatures and date– Board must sign off– Timeline may require a special board meeting?

January 26, 2006

State Aid “Attachment”

(aka Public Library System Aid Attachment)

State money you received from SCLS From elsewhere in the report See my memo

January 26, 2006

And That’s It!

So go home and get started! ☻

January 26, 2006

For Assistance:

Cheryl Becker 608-246-7973 cbecker@scls.lib.wi.us