Transcript Filing the State’s Annual Report

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
“It’s the law!”
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.)
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?
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
–
–

Email list (scls-annreport)
–
–


(608) 246-7973
[email protected]
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
Do you have Adobe
Reader 7.0?
Start→Programs→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!
–

Part XIII: You should know this stuff
–
–

Some new questions here
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
[email protected]
January 26, 2006