Public Library Annual ReportPart I Local Fiscal Year 2009
Presented by Stacey Malek Library Development Program Coordinator and State Data Coordinator
What we will cover: • Brief Introduction to Annual Report • Section 1 – General Information • Section 2 – Outlets • Section 3 – Expenditures • Section 4 – Local Financial Effort • Section 5 – Income • Contacts and Questions
Introduction • We strongly encourage submission by March 31. Report, along with System Membership application form due April 30. No exceptions. • Corrections due July 31
Why complete annual report? • Loan Star Libraries grants • TexShare databases • TexShare card program • Eligible to apply for competitive grants • “Extra” services offered by systems
How do accreditation rules fit? Some of the annual report questions come from the federal report the State Library files each year. Other questions are used to determine accreditation.
What if the library does not meet the accreditation rules? Some of the questions will allow the library to be placed on probation for up to 3 years, others require an appeal.
Where do I find the accreditation rules? The accreditation rules are on our website at http://www.tsl.state.tx.us/ld/pubs/libsysact/lsarules.html#minstd
Where do I find the report to complete? The link to the report is on our website at http://www.tsl.state.tx.us/ld/pubs/arsma/index.html Or http://collect.btol.com
SECTION 1 General Information
General Information covers: • Library address • Library phone/fax numbers • Email and web addresses (Admin and Library) • Library Director contact • Report contact • Board Chair and Friends President contact
New for this section Some of the questions are locked in this section. To change locked data, contact Bell Clarke via email. Question 1.34-Library ID is an internal unique number used by TSLAC staff
Accreditation Question Question 1.12-Does the library have a listed phone number? This is from rule 13 TAC 1.83.
SECTION 2 Outlets
Outlets covers: • Number of branch libraries • Number of bookmobiles • Any renovations, expansions, or new construction? • Square footage of main library
SECTION 3 Expenditures
Expenditures covers: • Salaries and Wages • Employee Benefits • Collections • Miscellaneous • Indirect Costs • Capital Outlay Include Loan Star Libraries expenditures!
Salaries and Wages Include: • All staff • Salaries and wages should be before deductions (Gross) • Exclude “employee benefits” • Include • Longevity • Merit • Other funds paid directly to employees
Employee Benefits • For all staff • Does not have to be available to all staff
Employee Benefits • Include the following: • Social Security • Retirement • Medical Insurance • Life Insurance • Guaranteed disability income protection • Unemployment compensation • Worker’s compensation • Tuition • Housing Benefits
Collections Expenditures Include all operating expenditures for: Print Materials • Books • Serial back files • Current serial subscriptions • Government documents • Other print materials
Collections Expenditures Electronic Materials • E-books • E-serials, including journals • Databases, NOT TexShare • Government documents • Electronic files • Reference Tools
Collections Expenditures Electronic Materials, cont’d • Scores • Maps • Pictures Exclude: • Software used only by staff • TexShare database fees
Collections Expenditures Other Materials • DVDs • Audio • Video • Microforms • New formats
Other Operating ExpendituresQuestion 3.8 Include operating expenditures not in previous categories. Examples: • Binding • Supplies • Repair or replacement of furniture and equipment • Computer hardware and software that supports library operations • Contracted services • Utilities • TexShare database fees
Indirect CostsQuestion 3.10 A cost incurred for a normal library operating expenditure that is not part of the library’s budget, but is paid for by a local government agency on behalf of the library.
Indirect Costs Example: The city purchases Internet access for all city departments, including the library. These costs are not charged back to the library’s budget.
Indirect Costs - Examples • Janitorial services • Purchasing • Accounting • Grounds maintenance • Utilities • Insurance • Telecommunications • Payroll services
Indirect Costs When does a library utilize indirect costs? When the library does not have sufficient expenditures to meet Maintenance of Effort (MOE).
Indirect Costs What is not allowed as an indirect cost? Capital expenditures “Rent” for gov’t owned space
Indirect Costs Documentation needed: Breakdown of indirect costs from governmental entity that provided support. Must be signed by government official with fiscal authority.
Indirect Costs Final note: Only report what is needed to make up MOE deficiency so it will not adversely affect MOE for the next fiscal year. Documented amount can exceed amount needed-only report enough to meet MOE
Capital Outlay One-time or extraordinary expenditures. Building sites New buildings Building additions New equipment Major computer installations Initial book stock Furnishings for new or expanded buildings New vehicles
Accreditation Questions Question 3.10-If indirect support needed to meet MOE
SECTION 4 Local Financial Effort
What is Local Financial Effort? The amount a library spends from local funds on operating expenses. Local funds are funds from the city, county, school district, library district, fines, memorials, and monetary gifts from within the county where the library is located.
What is not Local Financial Effort? • Loan Star Libraries • Tocker grants • Gates grants • Book Festival grants • LSTA grants through regional systems
Local Collection ExpendituresQuestion 4.1 This is derived from information provided in Section 3. It is the local funds expended in Print, Electronic, and Other Materials. The subtotal of these is Question 3.7.
Local Collection ExpendituresCont’d If the library spent Loan Star Libraries funds on Collections, deduct that amount from Local Collection Expenditures.
Local Funds ExpendituresQuestion 4.2 This is derived from information provided in Section 3. It is the local funds expended in Total Operating Expenditures (Question 3.11).
Local Funds ExpendituresQuestion 4.2Accreditation Question This question is what we use to determine whether the library meets MOE. Include indirect (3.10), if needed.
Maintenance of Effort is from rule 13 TAC 1.74. A public library must demonstrate local effort on an annual basis by maintaining or increasing local operating expenditures or per capita local operating expenditures… What is MOE?
Expenditures for the current reporting year will be compared to the average of the total local operating expenditures or to the average of the total per capita local operating expenditures for the three preceding years. Libraries that expend at least $13.50 per capita and at least $125,000 of local funds are exempt form this membership criterion. What is MOE?
Per the rule, we calculate both expenditure average and per capita average. We use the lesser amount to determine whether a library meets MOE. If do not meet MOE, must appeal. What is MOE?
Library X is assigned the following population: LFY2006 – 25,000 LFY2007 – 26,500 LFY2008 – 27,000 LFY2009 – 28,000 Library X reported the following amounts in Question 4.2: LFY2006-$160,000 LFY2007-$170,000 LFY2008-$180,000 MOE Example
MOE for LFY2009 would be: $160,000 + 170,000 + 180,000 = $510,000 $510,000 / 3 = $170,000 Or MOE Example-3 year ave.
MOE for LFY2009 would be: $160,000 + $170,000 + $180,000 = $510,000 25,000 + 26,500 + 27,000 = 78,500 $510,000 / 78,500 = $6.50 per capita $6.50 X 28,000 = $182,000 MOE Example-Per Capita
MOE for LFY2009 would be either: $170,000 or $182,000 We will use the lower amount of $170,000 Staff looks for at least that amount in 4.2. HOWEVER: make sure also meet 1.81(A) for the library’s appropriate population range. Amount in 4.2 divided by current pop (28,000). MOE Example
Keep in mind: Census estimates, and population assignments, are updated annually. Population assignments are not final until sources of income are analyzed for all libraries, so the 09 pops could change and affect a library’s MOE. MOE