Library Administration Timeline
Ongoing
- Record Program Attendance for Annual Report
- Participate in group purchases https://iflsweb.org/knowledge-base/group-purchase-calendar/ (also listed below during specific months for order deadlines)
- As needed items:
- Computers/Laptops
- DriveShield
- Anti-Virus Software
- Note: Additional items may be added
- As needed items:
- 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 IFLS system director with agendas and minutes
Yearly
- Conduct New Trustee Orientation
- Library Board Elections
- Submit Annual Summation for Director Certification to IFLS Annual Summation of CE Activities
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)
- Program Tracker Spreadsheet (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
- Staff required to record tally of number of visits; internet use; and reference transactions if actual count is not used
- Schedule Sample Survey Weeks
- Program Attendance and number of programs (Actual count required)
- 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 15th
- Board president and director sign report once approved by IFLS
- Library Legislative Day http://wla.wisconsinlibraries.org/legislative/legislative-day
- MORE and Courier payments due to IFLS, as billed
- Group Purchasing https://iflsweb.org/knowledge-base/group-purchase-calendar/
- Library supplies such as tape, book jackets and cases
- Library Magnets
March
- Annual Report submitted by IFLS to Division (March 1st 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) https://www.wisconsinlibraries.org/public
- National Library Week http://www.ala.org/conferencesevents/celebrationweeks/natlibraryweek
- Promote summer reading activities
- Arrange school visits to promote summer reading
- Brochure
- Group Purchasing https://iflsweb.org/knowledge-base/group-purchase-calendar/
- 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 1st
- MORE Budget Hearing
- MORE budget established (July)
July/August
- Director drafts budget (timing based upon municipal budget calendar and library board schedule)
- Director conducts staff evaluations (this activity can occur at different times based on local needs)
- Library Board conducts director evaluation (this activity can occur at different times based on local needs)
August/September
- Budget reviewed by municipality
- Municipality submits exemption from County Library tax
- Library Card Sign-up Month http://www.ala.org/conferencesevents/celebrationweeks/card
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 https://iflsweb.org/knowledge-base/group-purchase-calendar/
- 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