Welcome to: Filing Your State Annual Report

1. Welcome to:Filing Your State Annual Report January 18, 2007 10:00 a.m. Cheryl Becker, South Central Library System

2. Don’t Panic! from IMDB

3. Annual Reports and Movies

4. Today’s Script • Why we do Annual Reports • Getting started and deadlines • The online form • Gathering the information you need • Changes since last year • Putting it all together

5. Why do I have to do an annual report? • You should—it’s the law. • Wisc. Stats. 43.58 (6) • Library Board Powers and Duties Frankly, my dear, I don’t give a damn.

6. 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. . . . ” From IMDB

7. I coulda been a contender! • Use the statistics from your report to be a contender. • Statistics are powerful information to • Report to your board • Support budget requests • Assist with building/space planning • And more

8. Libraries 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) • Wisconsin Public Library Statistics (http://dpi.wi.gov/pld/dm-lib-stat.html) • State statistics also reported at national level.

9. Tomorrow is another day. . . • Start early. • Read everything. • Follow directions. • Meet deadlines. • Questions? Just ASK! From IMDB

10. Let’s not have a failure to communicate • SCLS Public Library Annual Report page http://www.scls.info/management/annual/index.html • Contains links to information from: • SCLS • DLTCL • LINK [password required]

11. Cheryl Becker (608) 246-7973 cbecker@scls.lib.wi.us Email list (scls-annreport) http://lists.scls.lib.wi.us/mailman/listinfo/scls-annreport LINK reports (for LINK libraries) Each other! Who ya gonna call?

12. Who’s on first? • READ the memos and instructions. • Do you have Adobe Reader 7.0? • Check NOW! • If you don’t: • For LINK workstations, call Automation Help Desk • 608-266-6394 • Complete a scratch paper copy. • Complete the report online. • Deadlines.

13. Do you have Adobe Reader 7.0? Start→Programs→Adobe Reader 7.0 Being prepared means never having to say you’re sorry

14. Go ahead, make my day: • Let me know by February 15 that your report is ready for me to review. • 2 printed signed copies due to me by February 22. (Othercopies also required) From IMBD

15. You ain’t heard nothin’ yet: • Pre-filled information • Answer every question (unless allowed) • Pay attention to directions and definitions • Save/Return • Variances • Comments sections • When (and when NOT) to “Submit”

16. Enter User Name and Password. Click Submit.

23. Clicking on Submit locks your report

25. Round up the usual suspects • Part I (General Information): • You know this. • Parts II (Collection) and III (Services): • Catalog reports • LINK reports (for LINK libraries) • Records you’ve kept (programs, etc.) • Part IV (Library Board): • No sweat!

26. Show me the money • Part V: Your 2006 Budget (Income): • Your records • Your municipality • www.scls.info/management/annual/memo.html has info about state funds, cross border funds, etc. paid to you • Pay special attention to: • Funds carried forward (6) • All other operating income (7) • 2007 LOCAL appropriation (9)

28. Show me the money • Part VI (Operating Expenses) • Part VII (Capital Income and Expenses) • Where to find: • Your records • Your municipality • www.scls.info/management/annual/index.html • Pay attention to the definitions! • Line 7 of Part VI is important

30. Cast of characters (& more money) • Part IX (Staff): • You know who works for you! • As of the last day of 2006. • Include vacancies. • Read the directions. • Part X (Other Funds): • Bank Statements • SCLS Holding accounts • Enter total funds; Attach a report of activity.

31. Toto was a nonresident • Part XI (Loans to Nonresidents): • Circulation records • Circ by PSTAT reports (for LINK libraries) • Circ to people outside your municipality. • Determines your county reimbursements. Toto, I don’t think we’re in Kansas anymore. From Wikipedia

32. The end is in sight • Part XII (Technology and Youth Services): • You should know this. • Some new questions here—do your best. • Part XIII (Assurance of Compliance): • You should know this. • Be careful and honest. • Important for System membership. • Part XIV (Signatures and date): • Board must sign approve and sign. • Timeline may require a special or rescheduled board meeting?

33. Last Minute Re-writes • Section II (Collection): • Total book and serial volumes combined. • Number of book and serial titles eliminated. • Number of audio and video added. • Section III (Services): • “Users of electronic resources” renamed “Users of public internet computers.”

34. More re-writes • Section VII (Capital): • Rent. • Section XI (Circ to Nonresidents): • Circ to nonresidents in adjacent counties. • Loan periods eliminated. • Section XII (Technology and Youth Services): • Questions about youth programming.

35. Final rewrites • Section XIII (Assurance of Compliance): • Addition: Director’s schedule—10 hours per week. • State Aid Attachment eliminated.

36. Flashback Sequence • Read everything • Gather info • Follow instructions • Ask questions • Meet deadlines • Online form • Board approval, signatures, copies to SCLS

37. That’s a wrap! Are you ready for your close-up?

38. Questions? Cheryl Becker 608-246-7973 cbecker@scls.lib.wi.us This could be the beginning of a beautiful friendship.

39. May the Force be with you!