Library Administration Timeline

Ongoing

• Record Program Attendance for Annual Report
• Participate in group purchases (Group Purchase Calendar)
  • As needed items:
    • Computers/Laptops
    • DriveShield
    • Anti-Virus Software
    • Note: Additional items may be added
• Complete Continuing Education Activity Form for each event attended
• Inform IFLS of board member changes and significant staff changes
• Monthly Board Meeting
  • Year to date budget report
  • Voucher/Bill list for board approval
  • Director’s Report
  • Provide Public Services Consultant ([email protected]) with monthly agendas and minutes
  • Review existing policies (on a rotating schedule)

Yearly

• Conduct New Trustee Orientation
• Library Board Elections
• Submit Annual Summation for Director Certification to IFLS Annual Summation of CE Activities
  • See Also: Library Director Certification
• Evaluations
  • Director conducts staff evaluations
  • Library Board conducts director evaluation

January

• Begin State Annual Report: https://dpi.wi.gov/pld/data-reports/annual-report
• Library Statistics to keep beginning each January
  • Program Attendance and number of programs (Actual count required)
    • Count all attendees based on target audience (0-5, 6-11, 12-18, 19+)
    • In-person, Live virtual, or Pre-recorded (Take-and-Make kits can be counted if you have evidence of their use)
    • Onsite or Offsite (at the library or elsewhere)
    • Download Program Tracker Spreadsheet excel document (optional)
  • Library Visits (Actual count strongly encouraged (Electronic Door Counter) or survey sample)
  • Internet Use (Actual count strongly encouraged (Pharos) or survey sample)
  • Reference Transactions (Tally Sheet–Actual count strongly encouraged or survey sample)
    • Schedule Sample Survey Weeks
      • Staff required to record tally of number of visits; internet use; and reference transactions if actual count is not used
        • Minimum—One-week spring; one week fall
        • Encouraged—One week each quarter

• MORE libraries billed in early January
  • Yearly MORE Costs
  • Additional related MORE expenses including:
    • Shared Services
    • CABS
    • Self-check maintenance
  • Courier payment billed in early January for libraries paying for additional days

February

• Complete State Annual Report online by February 15
  • Board president and director sign report once approved by IFLS
• Library Legislative Day
• MORE and Courier payments due to IFLS, as billed
• Group Purchasing
  • Library supplies such as tape, book jackets and cases

March

• Annual Report submitted by IFLS to Division (March 1 is deadline date for submission)
• County reimbursement payments (ACT 150) received
• Board review of long-range plan and goals
• Present annual report to municipal board

April/May

• Delivery Study (Bin Count)
• Conduct Sample Survey for Reference Transactions; Library Visits; and Computer Use if actual count is not used
• Wisconsin Association of Public Libraries (WAPL) Conference (Late April-Early May)
• National Library Week 
• Promote summer reading activities
  • Arrange school visits to promote summer reading
  • Brochure
  • See Also: Summer Library Programs
• Group Purchasing
  • Material Barcodes (April)
  • Spine labels (April)
  • Receipt Printer paper rolls (May)

June/July

• Begin budget development
  • Review 6-month expenditures/revenues
  • Determine municipal budget calendar
• Submit County Reimbursement (ACT 150) requests no later than July 1. Find your current county clerk here.
• MORE Budget Hearing
• MORE budget established (July)
• Director drafts budget (timing based on municipal budget calendar and library board schedule – July/August)

August/September

• Budget reviewed by municipality
• Municipality submits exemption from County Library tax
• Library Card Sign-up Month 

October/November

• Conduct Sample Survey for Reference Transactions; Library Visits; and Computer Use if actual count is not used
• Delivery Study (Bin Count)
• Budget reviewed by municipality/Public hearing on municipal budget
• WLA Conference
• Consider serving as a MORE officer or on a MORE advisory committee in the coming year
• Group Purchasing 
  • Movie Licenses
  • Library Cards

November/December

• Submit closed dates for the coming year; complete year-end record clean-up projects; fiscal close for Sierra Acquisitions users
• Spend remainder of library budget
• Adjust next fiscal year budget expenditures based upon municipal appropriation and county funding