January 22, 2009 Filing Your State Annual Report January 22, 2009 10:00 a.m. Cheryl Becker, South...

January 22, 2009January 22, 2009

Filing Your State Annual Filing Your State Annual ReportReport

January 22, 2009 January 22, 2009 10:00 a.m.10:00 a.m.

Cheryl Becker,Cheryl Becker,South Central Library SystemSouth Central Library System


Happy New Year!Happy New Year!

CelebrationsCelebrations New YearNew Year Bad Weather Bad Weather ResolutionsResolutions New PresidentNew President DPI Public Library Annual ReportDPI Public Library Annual Report


All things considered. . . All things considered. . .

. . . I’d rather not. . . . I’d rather not.

(I’m sorry, but I have to insist.)


As long as you have toAs long as you have to——

Find the joyFind the joy Find “what’s in it for you.”Find “what’s in it for you.” Do it rightDo it right Get Get ’’er done!er done!


Get-R-DoneGet-R-Done Background and usefulnessBackground and usefulness Getting started, and timelineGetting started, and timeline Gather the informationGather the information This year’s changesThis year’s changes The online formThe online form Put it all togetherPut it all together Celebrate!Celebrate!


BackgroundBackground

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

I must insist.


UsefulnessUsefulness

USE the data from the reportUSE the data from the report Powerful tools to:Powerful tools to:

– Report to your board, municipalityReport to your board, municipality– Support budget requestsSupport budget requests– Assist with building/space planningAssist with building/space planning– Illustrate library’s importance in Illustrate library’s importance in

communitycommunity

What’s in it for you?



UsefulnessUsefulness

Consistency!Consistency! You can compare:You can compare:

– Your library to itself (year to year)Your library to itself (year to year)– Your library to other librariesYour library to other libraries

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

State data also reported at national State data also reported at national level.level.

(http://harvester.census.gov/imls/publib.asp)(http://harvester.census.gov/imls/publib.asp)

http://dpi.wi.gov/pld/dm-lib-stat.html


Let’s Get Started!Let’s Get Started!

Start as early as you can.Start as early as you can. Read everything. Read everything. Follow all directions.Follow all directions. Meet deadlines.Meet deadlines. ASKASK

What’s in it for you?

Find the JOY!


Getting StartedGetting Started

Read ALL the instructionsRead ALL the instructions SCLS Public Library Annual Report SCLS Public Library Annual Report

pagepage(http://www.scls.info/management/annual/(http://www.scls.info/management/annual/index.html)index.html)

Contains links to instructions from: Contains links to instructions from: – SCLSSCLS– DLTCLDLTCL– LINK (coming soon) LINK (coming soon)



HELP!!HELP!! Cheryl BeckerCheryl Becker

[email protected]@scls.lib.wi.ussclscheryl (IM)sclscheryl (IM)

Email listEmail listhttp://lists.scls.lib.wi.us/mailman/listinfo/scls-http://lists.scls.lib.wi.us/mailman/listinfo/scls-annreportannreport

LINK reports (for LINK libraries) LINK reports (for LINK libraries) Each other!Each other!



Start early!Start early! READ the directions!READ the directions! Internet Explorer 6.0 or higherInternet Explorer 6.0 or higher Adobe Reader 7.0.9 or higherAdobe Reader 7.0.9 or higher Complete a paper copy of reportComplete a paper copy of report Complete online reportComplete online report Meet those darn deadlines. Meet those darn deadlines.

January 22, 2009

Adobe Reader 7.0.9


TimelineTimeline By By February 16February 16: let me know your : let me know your

report is ready for reviewreport is ready for review Corrections, Board approval, Corrections, Board approval,

SignaturesSignaturesReschedule board meeting? Reschedule board meeting?

TwoTwo printed signed copies to me by printed signed copies to me by February 25February 25. .

Make and distribute other copies. Make and distribute other copies.


Gather the infoGather the info~But first!!~~But first!!~

Read and follow instructionsRead and follow instructions

Problems with some data? Be sure Problems with some data? Be sure to keep good records for futureto keep good records for future

Form changes very little from year to Form changes very little from year to year! year!

(Do I repeat myself?)


Gather the InfoGather the Info

Part I is General InformationPart I is General Information(they start you out easy.) (they start you out easy.)

Parts II (Collection) and III (Services): Parts II (Collection) and III (Services): – Catalog recordsCatalog records– LINK reportsLINK reports– ONLY cataloged itemsONLY cataloged items– Other records you’ve keptOther records you’ve kept



Part IV (Library Board members):Part IV (Library Board members):– Current “as of the date of this report.”Current “as of the date of this report.”– Enter “Vacant” if you have any Enter “Vacant” if you have any

vacanciesvacancies– Email addressesEmail addresses– #2: Total number of board members. #2: Total number of board members.

(Report board changes during the (Report board changes during the year. )year. )



Part V (2008 Operating Revenue):Part V (2008 Operating Revenue):– Your recordsYour records– Your municipalityYour municipality– Your county Your county – Other countiesOther counties– My “memo”My “memo”——info about state funds, etc.info about state funds, etc.


Operating RevenueOperating Revenue

Some clarification about Some clarification about

Funds carried forwardFunds carried forward All other operating incomeAll other operating income 20092009 LOCAL appropriation LOCAL appropriation


Gather the InfoGather the Info How you spent funds in 2008How you spent funds in 2008 Part VI (Operating Expenditures) Part VI (Operating Expenditures) Part VII (Part VII (CapitalCapital Income Income andand

Expenditures)Expenditures) Where to find: Where to find:

– Your recordsYour records– Your municipalityYour municipality– My “Memo” My “Memo”

Important: VI. 7. (federal funds) is a Important: VI. 7. (federal funds) is a SUBSET of the totalSUBSET of the total



Part IX (Staff)Part IX (Staff)– As of the As of the last day of 2008last day of 2008. . – Enter “Vacant” for vacancies (and what Enter “Vacant” for vacancies (and what

annual salary would have been)annual salary would have been)– NEW!NEW! 1b: 1b:

PositionPosition Total wages paid to ALL in that positionTotal wages paid to ALL in that position Hours worked per week by ALL in that Hours worked per week by ALL in that

positionposition



Part X (Other Funds): Part X (Other Funds): – All other funds under library board’s controlAll other funds under library board’s control– That hasn’t already been reported elsewhereThat hasn’t already been reported elsewhere– ““Trust Fund” Trust Fund” – Attach a report of activityAttach a report of activity– Funds in SCLS “holding accounts” go hereFunds in SCLS “holding accounts” go here– If your library has an account with SCLS If your library has an account with SCLS

Foundation, those funds go hereFoundation, those funds go here



Part XI (Loans to Nonresidents) Part XI (Loans to Nonresidents) – Circulation recordsCirculation records– Circ by PSTAT report (LINK libraries) Circ by PSTAT report (LINK libraries)

Circ to people Circ to people outsideoutside your your municipalitymunicipality

Not fun, but. . . Not fun, but. . . What’s in it for you? Find the joy!

County payments!



Part XII. Technology and Youth Part XII. Technology and Youth ServicesServices– You know this, or it’s easy to find. You know this, or it’s easy to find.

Part XIII. Assurance of Compliance. Part XIII. Assurance of Compliance. – You should know this. You should know this. – Important for System membership. Important for System membership. – Be careful and honest. Be careful and honest. – Two Two newnew assurances: assurances:

Hours per week (20)Hours per week (20) Expenditures on materials ($2,500)Expenditures on materials ($2,500)


This Year’s ChangesThis Year’s Changes Section II (Collection) Section II (Collection)

– #7. Downloadable video#7. Downloadable video Section V (Operating Revenue) Section V (Operating Revenue)

– #2b. Payments from other counties#2b. Payments from other counties Section IX (Staff)Section IX (Staff)

– #1b. Other paid staff. Total wages paid #1b. Other paid staff. Total wages paid for each classification. for each classification.

– ALL libraries report ALL libraries report Section XIII (Assurance of Section XIII (Assurance of

Compliance)Compliance)– 2 new requirements2 new requirements


The Online FormThe Online Form ““Prepopulated” information Prepopulated” information Answer “every” question (-1)Answer “every” question (-1) No $s or commas!No $s or commas! Save/Return buttonSave/Return button Save periodically?Save periodically? Variance messagesVariance messages Comments sectionsComments sections Submit buttonSubmit button


Let’s Go!Let’s Go!

www3.dpi.wi.gov/FormFinderwww3.dpi.wi.gov/FormFinder BookmarkBookmark User name and passwordUser name and password ProfileProfile

(But not until John tells us to!)


— Enter User Name and Password

— Click Submit

— Click on “Annual Report”

— Change “My Profile” if necessary



— Click on “Report Prod”


— Click on “Initiate New Process”

















XI. Loans to NonresidentsXI. Loans to Nonresidents

Outside YOUR municipalityOutside YOUR municipality Lines 2-6 equal 1Lines 2-6 equal 1 Determines county paymentsDetermines county payments LINK reportsLINK reports #2 = your home county#2 = your home county #3 = other counties in your system#3 = other counties in your system #4 = adjacent counties not in #4 = adjacent counties not in

systemsystem


With With librarylibrary

Without libraryWithout library

AdamsAdams 00ColumbiaColumbia

DaneDane

Green Green

PortagePortage 00WoodWood

TotalsTotals 3a3a 3b3b

Spring Green

Other counties, in System

3a + 3b = 3c

X.3


X.4Spring Green

Adjacent counties, not in System

See http://dpi.wi.gov/pld/wisysdir.html

With libraryWith library Without Without librarylibrary

JuneauJuneau

VernonVernon

RichlandRichland

IowaIowa 4a4a 4b4b

4a + 4b = 4c




System EffectivenessSystem Effectiveness

Can complete online Can complete online Can leave blank, print, complete and Can leave blank, print, complete and

send directly to DLTCLsend directly to DLTCL Space for ExplanationSpace for Explanation Date and sign (Board president) Date and sign (Board president)


Certification of ReportCertification of Report

Appears when you print Appears when you print (Bottom of page 8)(Bottom of page 8) Board approvalBoard approval Board president signatureBoard president signature Keep board informedKeep board informed May require rescheduling board May require rescheduling board

meetingmeeting



Get-R-Done?Get-R-Done? Background and usefulnessBackground and usefulness Getting started, and timelineGetting started, and timeline Gather the informationGather the information This year’s changesThis year’s changes The online formThe online form Put it all togetherPut it all together Celebrate!Celebrate!


What’s in in for you?

Find the JOY!

•Legal•Data•Consistency•Documentation•Advocacy


Questions? Questions?

Cheryl BeckerCheryl Becker

608-246-7973608-246-7973

[email protected]@scls.lib.wi.us

IM: sclscherylIM: sclscheryl

Good luck!

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January 22, 2009 Filing Your State Annual Report January 22, 2009 10:00 a.m. Cheryl Becker, South...

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