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

January 22, 2009 Happy New Year! Celebrations Celebrations New Year New Year Bad Weather Bad Weather Resolutions Resolutions New President New President DPI Public Library Annual Report DPI Public Library Annual Report

January 22, 2009 All things considered I’d rather not. (I’m sorry, but I have to insist.)

January 22, 2009 As long as you have to— Find the joy Find the joy Find “what’s in it for you.” Find “what’s in it for you.” Do it right Do it right Get ’er done! Get ’er done!

January 22, 2009 Get-R-Done Background and usefulness Background and usefulness Getting started, and timeline Getting started, and timeline Gather the information Gather the information This year’s changes This year’s changes The online form The online form Put it all together Put it all together Celebrate! Celebrate!

January 22, 2009 Background “It’s the law!” “It’s the law!” Wisc. Stats (6) Wisc. Stats (6) Library Board Powers and Duties Library Board Powers and Duties I must insist.

January 22, 2009 Usefulness USE the data from the report USE the data from the report Powerful tools to: Powerful tools to: –Report to your board, municipality –Support budget requests –Assist with building/space planning –Illustrate library’s importance in community What’s in it for you?

January 22, 2009

Usefulness Consistency! You can compare: You can compare: –Your library to itself (year to year) – Your library to other libraries Wisconsin Public Library Statistics Wisconsin Public Library Statistics ( State data also reported at national level. State data also reported at national level. (

January 22, 2009 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. ASK ASK What’s in it for you? Find the JOY!

January 22, 2009 Getting Started Read ALL the instructions SCLS Public Library Annual Report page SCLS Public Library Annual Report page ( Contains links to instructions from: Contains links to instructions from: –SCLS SCLS –DLTCL DLTCL –LINK (coming soon)

January 22, 2009 Getting Started HELP!! Cheryl Becker Cheryl Becker sclscheryl (IM) list list LINK reports (for LINK libraries) LINK reports (for LINK libraries) Each other! Each other!

January 22, 2009 Getting Started Start early! Start early! READ the directions! READ the directions! Internet Explorer 6.0 or higher Internet Explorer 6.0 or higher Adobe Reader or higher Adobe Reader or higher Complete a paper copy of report Complete a paper copy of report Complete online report Complete online report Meet those darn deadlines. Meet those darn deadlines.

January 22, 2009 Adobe Reader 7.0.9

January 22, 2009 Timeline By February 16: let me know your report is ready for review By February 16: let me know your report is ready for review Corrections, Board approval, Signatures Corrections, Board approval, Signatures Reschedule board meeting? Two printed signed copies to me by February 25. Two printed signed copies to me by February 25. Make and distribute other copies. Make and distribute other copies.

January 22, 2009 Gather the info ~But first!!~ Read and follow instructions Read and follow instructions Problems with some data? Be sure to keep good records for future Problems with some data? Be sure to keep good records for future Form changes very little from year to year! Form changes very little from year to year! (Do I repeat myself?)

January 22, 2009 Gather the Info Part I is General Information Part I is General Information (they start you out easy.) Parts II (Collection) and III (Services): Parts II (Collection) and III (Services): –Catalog records –LINK reports –ONLY cataloged items –Other records you’ve kept

January 22, 2009 Gather the Info Part IV (Library Board members): Part IV (Library Board members): –Current “as of the date of this report.” –Enter “Vacant” if you have any vacancies – addresses –#2: Total number of board members. (Report board changes during the year. ) (Report board changes during the year. )

January 22, 2009 Gather the Info Part V (2008 Operating Revenue): Part V (2008 Operating Revenue): –Your records –Your municipality –Your county –Other counties –My “memo”—info about state funds, etc. memo

January 22, 2009 Operating Revenue Some clarification about Funds carried forward Funds carried forward All other operating income All other operating income 2009 LOCAL appropriation 2009 LOCAL appropriation

January 22, 2009 Gather the Info How you spent funds in 2008 How you spent funds in 2008 Part VI (Operating Expenditures) Part VI (Operating Expenditures) Part VII (Capital Income and Expenditures) Part VII (Capital Income and Expenditures) Where to find: Where to find: –Your records –Your municipality –My “Memo” Memo Important: VI. 7. (federal funds) is a SUBSET of the total Important: VI. 7. (federal funds) is a SUBSET of the total

January 22, 2009 Gather the Info Part IX (Staff) Part IX (Staff) –As of the last day of –Enter “Vacant” for vacancies (and what annual salary would have been) –NEW! 1b:  Position  Total wages paid to ALL in that position  Hours worked per week by ALL in that position

January 22, 2009 Gather the Info Part X (Other Funds): Part X (Other Funds): –All other funds under library board’s control –That hasn’t already been reported elsewhere –“Trust Fund” –Attach a report of activity –Funds in SCLS “holding accounts” go here –If your library has an account with SCLS Foundation, those funds go here

January 22, 2009 Gather the Info Part XI (Loans to Nonresidents) Part XI (Loans to Nonresidents) –Circulation records –Circ by PSTAT report (LINK libraries) Circ to people outside your municipality Circ to people outside your municipality Not fun, but... Not fun, but... What’s in it for you? Find the joy! County payments!

January 22, 2009 Gather the Info Part XII. Technology and Youth Services Part XII. Technology and Youth Services –You know this, or it’s easy to find. Part XIII. Assurance of Compliance. Part XIII. Assurance of Compliance. –You should know this. –Important for System membership. –Be careful and honest. –Two new assurances:  Hours per week (20)  Expenditures on materials ($2,500)

January 22, 2009 This Year’s Changes Section II (Collection) Section II (Collection) –#7. Downloadable video Section V (Operating Revenue) Section V (Operating Revenue) –#2b. Payments from other counties Section IX (Staff) Section IX (Staff) –#1b. Other paid staff. Total wages paid for each classification. –ALL libraries report Section XIII (Assurance of Compliance) Section XIII (Assurance of Compliance) –2 new requirements

January 22, 2009 The Online Form “Prepopulated” information “Prepopulated” information Answer “every” question (-1) Answer “every” question (-1) No $s or commas! No $s or commas! Save/Return button Save/Return button Save periodically? Save periodically? Variance messages Variance messages Comments sections Comments sections Submit button Submit button

January 22, 2009 Let’s Go! www3.dpi.wi.gov/FormFinder www3.dpi.wi.gov/FormFinder www3.dpi.wi.gov/FormFinder Bookmark Bookmark User name and password User name and password Profile Profile (But not until John tells us to!)

January 22, 2009 — Enter User Name and Password — Click Submit — Click on “Annual Report” — Change “My Profile” if necessary

January 22, 2009

— Click on “Report Prod”

January 22, 2009 — Click on “Initiate New Process”

January 22, 2009

XI. Loans to Nonresidents Outside YOUR municipality Outside YOUR municipality Lines 2-6 equal 1 Lines 2-6 equal 1 Determines county payments Determines county payments LINK reports LINK 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 system #4 = adjacent counties not in system

January 22, 2009 With library Without library Adams0 Columbia Dane Green Portage0 Wood Totals3a3b Spring Green Other counties, in System 3a + 3b = 3c X.3

January 22, 2009 X.4 Spring Green Adjacent counties, not in System See With library Without library Juneau Vernon Richland Iowa4a4b 4a + 4b = 4c

January 22, 2009

System Effectiveness Can complete online Can complete online Can leave blank, print, complete and send directly to DLTCL Can leave blank, print, complete and send directly to DLTCL Space for Explanation Space for Explanation Date and sign (Board president) Date and sign (Board president)

January 22, 2009 Certification of Report Appears when you print Appears when you print (Bottom of page 8) (Bottom of page 8) Board approval Board approval Board president signature Board president signature Keep board informed Keep board informed May require rescheduling board meeting May require rescheduling board meeting

January 22, 2009

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

January 22, 2009 What’s in in for you? Find the JOY! Legal Data Consistency Documentation Advocacy

January 22, 2009 Questions? Cheryl Becker IM: sclscheryl Good luck!