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1.1 SEDCODE – The twelve-digit agency code assigned to the system by the New York State Education Department for the purpose of receiving state aid payments.
1.2 SYSTEM NAME – The legal name of the library system as indicated on the system's charter (school library system name must match the name of the educational agency that sponsors the program).
1.3 – 1.4 BEGINNING REPORTING YEAR AND ENDING REPORTING YEAR – The reporting year (mm/dd/yyyy).
1.5 – 1.8 STREET ADDRESS - The complete street address of the system. Do not report a post office box or general delivery. Include 4-digit postal zip code extension (if unknown, enter N/A).
1.9 – 1.12 MAILING ADDRESS - The complete mailing address of the system. Do include a post office box or general delivery if appropriate. Include 4-digit postal zip code extension (if unknown, enter N/A).
1.13 TELEPHONE NUMBER - The phone number of the system, including area code (enter 10 digits only).
1.14 FAX NUMBER - The phone number for sending fax messages to the system, including area code (enter 10 digits only).
1.15 SYSTEM HOME PAGE URL - The Internet's World Wide Web address of the system's Home Page.
1.16 URL OF THE SYSTEM’S COMPLETE PLAN OF SERVICE – The Internet’s World Wide Web address of the system’s complete Plan of Service, Parts 1 through 5.
1.17 POPULATION CHARTERED TO SERVE - The official population counts given in the Bureau of the Census, 2000 Census of Population and Housing, Summary Populations and Housing Characteristics, New York, issued March 2001, U.S. Department of Commerce, Bureau of the Census.
1.18 AREA CHARTERED TO SERVE – Final Square Mile Count issued March 2001 by U.S. Department of Commerce, Bureau of the Census.
1.19 FEDERAL EMPLOYER IDENTIFICATION NUMBER – The nine-digit number assigned to the system as an employer, by the Internal Revenue Service, for the purposes of reporting taxes withheld.
1.20 COUNTY – The name of the county in which the main system building is located.
1.21 COUNTY (COUNTIES) SERVED – The name(s) of the county (counties) wholly and partially served by the system.
1.22 SCHOOL DISTRICT – For public library systems and reference and research library resources systems, the name of the school district in which the main library system building is located. For school library systems, the name of the school district in which the main BOCES/Big 5 Cities administrative office is located.
1.23 – 1.30 SYSTEM DIRECTOR AND PUBLIC LIBRARIAN CERTIFICATION NUMBER/SCHOOL ADMINISTRATOR AND SUPERVISOR CERTIFICATE AND/OR SCHOOL DISTRICT ADMINISTRATOR CERTIFICATE AND/OR SCHOOOL DISTRICT LEADER CERTIFICATE – The public library system director's name and New York State Public Librarian's Certification number. Public library system directors are required to have a New York State public librarian certificate. The 3Rs director must be eligible for public librarian certification; if a 3Rs director does not have a New York State Public Librarians Certification Number, enter N/A. School Library Systems are required to have a director who is a certified school media specialist who also possesses a School Administrator and Supervisor Certificate (SAS) and/or a School District Administrator Certificate (SDA) or a School Building Leader (SDL) and/or School District Leader (SDL) Certificate. Please do not enter school library media specialist certification numbers.
1.31 – 1.33 TELEPHONE NUMBER/E-MAIL ADDRESS/FAX NUMBER OF THE SYSTEM DIRECTOR – The telephone number and extension or the direct telephone number of the system director. The library e-mail address and fax number for contacting the system director. Enter the fax number even if the same as question 1.14. For privacy issues, the e-mail address is collected for internal use only by Division of Library Development staff and will not be disseminated.
1.34 OUTREACH COORDINATOR – The name of the public library system’s Outreach Coordinator.
NEW YORK CITY SYSTEM COORDINATORS – The name, certification and directory information for New York City library system coordinators. For privacy issues, the e-mail address is collected for internal use only by Division of Library Development staff and will not be disseminated.
1.35 – 1.41 SLS DIRECTOR’S SUPERVISOR – The name, mailing address, telephone number and e-mail address of the School Library System Director’s supervisor. For privacy issues, the e-mail address is collected for internal use only by Division of Library Development staff and will not be disseminated.
1.42– 1.46 BOCES/BIG 5 CITIES SUPERINTENDENT – The name and mailing address of the BOCES/Big 5 Cities District Superintendent.
1.47 CONTRACTUAL AGREEMENT – Indicate whether the system has a contractual agreement with a municipality or district to provide direct library services to residents of an area not served by a chartered library. If yes, provide information for each contract; if no, enter N/A in each answer field of one repeating group.
1.48 REPORT OF UNUSUAL CIRCUMSTANCE(S) – Explain any situation(s) or circumstance(s) that affected the statistics reported
Report figures as of the end of the reporting year indicated on question 1.4. Include the FTE for all positions funded in the system's budget whether those positions are filled or not. This report requires conversion of part-time hours to full-time equivalents, or FTE's. To compute the FTE of employees in any category, take the total number of hours worked per week for all budgeted positions in that category and divide that total by the number of hours per week the library considers to be full-time.
2.1-2.3 FTE (FULL-TIME EQUIVALENT) CALCULATION - Record the number of hours per week used to compute FTE for all budgeted positions for the purposes of this report. This should be no more than 40 hours per week. (35-40 hours per week equals 1.0 FTE).
2.4 – 2.21 BUDGETED POSITIONS IN FULL-TIME EQUIVALENTS (FTE) As of the end of the reporting year indicated on question 1.4, report the number of full-time equivalents (FTE) in all budgeted positions, as well as any vacant positions funded by the system’s budget. For example, 60 hours per week of part-time work by employees in a staff category divided by a 40-hour per week measure equals 1.50 FTEs. Report the FTE to two decimal places.
2.22 – 2.25 SALARY INFORMATION - Report the FTE (based on the number of hours reported on question 2.1) and the current annual salary as of the end of the reporting year indicated on question 1.4 for these positions, even if vacant. Where a position is vacant, indicate the FTE and annual salary that the employee would earn if the position were filled. If there is no set "annual" salary figure for a position, then multiply the hourly salary by the number of hours worked per week by 52 weeks (i.e., salary x number of hours worked per week x 52 weeks). The FTE should not be greater than 1. The numbers of hours worked per week should not be greater than 40. If the system does not hire entry-level librarians, enter N/A in questions 2.20 and 2.21. School library systems only – when reporting current annual salary on questions 2.23 and 2.25, enter the current annual salary for the postion(s), regardless of how the position is funded (operating aid, categorical aid, Co-Sers or any other funding sources).
3.8 OTHER (NON-LIBRARY) MEMBERS – Report the number of non-library members, including individuals, retirees, businesses, organizations, etc., per the system’s bylaws in the approved plan of service.
3.9 NUMBER OF MEMBER LIBRARIES – Report the number of libraries that are members of the public library system.
3.10 NUMBER OF MEMBER PUBLIC SCHOOL DISTRICTS – Report the total number of public school districts that are members of the reporting school library system. Report the number of participants/buildings on question 3.14.
3.11 NUMBER OF MEMBER NONPUBLIC SCHOOLS – Report the total number of non-public schools that are members of the reporting school library system. Report the number of participants/buildings on question 3.14.
3.12 TOTAL NUMBER OF MEMBERS –Total of questions 3.10 and 3.11.
3.13 NUMBER OF PARTICIPATING SCHOOL LIBRARY MEDIA CENTERS – Report the total number of school library media centers in the member public school districts and member nonpublic schools.
3.14 NUMBER OF SCHOOL LIBRARY SYSTEM PARTICIPANTS (BUILDINGS) – Report the total number of buildings served by the reporting school library system in both member public school districts and nonpublic schools.
3.15 SYSTEM HEADQUARTERS – System headquarters is the outlet that is the administrative/operational center of a system.
3.16 – 3.21 PUBLIC SERVICE OUTLETS (Public Library Systems Only)
3.16 BRANCHES
3.17 BOOKMOBILES
3.18 READING CENTERS
A reading center is a public service unit established by contract between a community and a public library system which has at least all of the following: 1) separate quarters; 2) an organized collection of materials; 3) paid or volunteer staff; 4) regularly scheduled hours for being open to the public; and 5) is operated under the authority of and within the provisions of the plan of service of the library system.
3.19 OTHER OUTLETS
Examples are outlets in senior citizen centers, daycare centers, jails or other organizations or institutions with designated space and with frequently changed collections of books and other library materials.
3.21 NAME OF CENTRAL/CO-CENTRAL LIBRARY
The name of the system’s central library. Systems with co-central libraries should enter the names of both libraries.
3.22 NUMBER OF BOARD/COUNCIL MEETINGS- Report the number of business meetings held by the library system's board as of the end of the reporting year indicated on question 1.4. The board of trustees of public library systems and reference and research library resources systems must meet at least six times during the reporting year; school library system councils must meet at least four times during the reporting year.
3.23 NUMBER OF VOTING POSITIONS ON SYSTEM BOARD/COUNCIL - Report only the total number of voting positions on the library system board/council. Do not include ex-officio (non-voting) members or community liaisons to the library system board/council.
3.24 BOARD/COUNCIL SELECTION CODE - Indicate the code that best represents the selection process for library system board/school library system council members.
3.25-3.36 PRESIDENT/COUNCIL CHAIR – Provide information for the system’s current Board President or Council Chair. For privacy issues, the e-mail address is collected for internal use only by Division of Library Development staff and will not be disseminated.
CURRENT BOARD/COUNCIL MEMBERS – Public library systems should report board members serving for the period January 1, 2009 – December 31, 2009. School library systems and 3Rs systems should report board/council members serving for the period July 1, 2009 – June 30, 2010.
3.37 COORDINATED OUTREACH COUNCIL – Indicate whether the Coordinated Outreach Council met at least two times during the (reporting) calendar year per CR 90.3(j)(2)(iv).
COORDINATED OUTREACH COUNCIL
4.1 REGISTERED SYSTEM BORROWERS – Report the total number of individual borrowers registered by the system as library cardholders (direct clients of the system only). Include here individuals that reside in areas the system has a written or verbal contract to serve. Multiply by 2.77 if registration method is by household or family.
4.2 TOTAL SYSTEM CIRCULATION
4.3 – 4.9 SYSTEM HOLDINGS
4.3 TOTAL CATALOGED BOOK HOLDINGS
4.4 NON-CATALOGED BOOK HOLDINGS – Report all non-cataloged books.
4.5 TOTAL PRINT SERIAL HOLDINGS
4.6 ALL OTHER PRINT MATERIALS HOLDINGS
4.7 TOTAL ELECTRONIC HOLDINGS
Report materials such as films, slides, filmstrips and other audio-visual materials not included in other audio-visual categories.
4.8 ALL OTHER HOLDINGS – Include library materials, which do not meet the definition of a book, serial or electronic holding, and which are not counted in other categories of holdings.
4.10 – 4.12 ROTATING COLLECTIONS/BULK LOANS – Indicate whether the library system has rotating collections/bulk loans available to member libraries. Do not include these collections in interlibrary loan. Specify the number of collections and the average number of items per each collection.
5.1 – 5.12 INTEGRATED LIBRARY SYSTEM (ILS)
An ILS is defined as a suite of software programs that support all standard library operations, including acquisitions, cataloging, inventory, serials control, circulation, the on-line public catalog, and may include media booking and community information. Library systems may not implement all of these functions, but cataloging, circulation, and public catalog are considered minimal.
5.2 Indicate which modules of an ILS your library system has implemented. Check all that apply.
5.3 Identify the ILS vendor.
5.4 Indicate how many member libraries in your system fully participate in the ILS.
5.6 Indicate the number of member libraries that participate in some ILS modules.
5.7 Indicate the features of your ILS. Check all that apply.
5.8 Indicate the total number of titles in the bibliographic database in all formats (books, serials, media, etc.).
5.9 Indicate the total number of new titles added to the collection owned by the library system during the reporting year. Include all formats (books, serials, media, etc.).
5.10 Indicate the total number of titles added that were purchased with Central Library Book Aid and Central Library Development Aid in the reporting year. Include all formats (books, serials, media, electronic media, etc.).
5.11 Indicate the total number of titles added by the system’s members only during the reporting year. Include all formats (books, serials, media, etc.).
5.13 – 5.18 UNION CATALOG OF RESOURCES
A union catalog is an accessible file of the combined cataloged holdings of all the libraries in a library system or of the collections of a group of independent libraries. This file indicates by name and/or location symbol which libraries own at least one copy of each item.
5.19 – 5.20 UNION LIST OF SERIALS
A union file of serials is an accessible file of the combined serial holdings of all the libraries in a library system or of the collections of a group of independent libraries. This list indicates by name and/or location symbol which libraries own at least one copy of each item.
5.21 COMBINED UNION CATALOG
The catalog contains both books and serials.
5.22 – 5.26 VIRTUAL CATALOG
A virtual catalog is a list, stored on multiple computer hosts, of the holdings of all the libraries in a library system or of all or a portion of the collections of a group of independent libraries. This list indicates by name and/or location symbol which libraries own at least one copy of each item. Searches made against these multiple hosts are collated into a single user interface.
5.22 – 5.24 Indicate whether your library system provides a virtual catalog for its members, how many catalogs are included and how many member catalogs are Internet-accessible.
5.25 Indicate the features of the system’s virtual catalog. Check all that apply.
5.26 Does the library system maintain a union catalog for member libraries that do not have Internet-accessible catalogs and that union catalog is a database accessible through the virtual catalog? If yes, please name using the State note.
5.27 – 5.30 NOVELNY-READY LIBRARIES - Indicate how many of the library system's member libraries have achieved any of the three levels of NOVEL-ready status (report the members under their highest level only; these are not cumulative figures). 3Rs count only academic and special library members; PLS and SLS members should count their members. For definitions of NOVEL-ready status, refer to the New York State Library’s web site at www.nysl.nysed.gov/libdev/nvlready/levels.htm.
5.31 – 5.35 SYSTEM INTERLIBRARY LOAN ACTIVITY – This category refers only to interlibrary loan activity performed/handled by the system. Include items borrowed or loaned outside the system and for items borrowed or loaned within the system on behalf of member libraries, and not counted as circulation. Include interlibrary loan activity to correctional facilities. (Public library systems only should not include rotating collections/bulk loans to members.)
5.37 – 5.38 DELIVERY
5.39 – 5.65 CONTINUING EDUCATION/STAFF DEVELOPMENT
These are programs initiated and sponsored by the system. Include all programs except regularly scheduled system business meetings.
SESSIONS: Provide the total number of sessions for each category. Count each session in a series of programs (e.g., a six-week session training course would count as six sessions.)
PARTICPANTS: Provide the number of participants for the total number of sessions under each category.
5.39– 5.40 RESOURCE SHARING - Include sessions concerning ILL procedures, collection development, union list of serials, union catalog, virtual reference, delivery, etc.
5.41 – 5.42 TECHNOLOGY - Include sessions concerning computer technology and its use in the delivery of library services. Examples would be sessions on office software, using digital cameras, scanners, union catalog software, Internet search, etc.
5.43 - 5.44 DIGITIZATION – Digitization - Include sessions designed to provide library staff with the skills and information to plan, design and carry out any aspect of a digital project.
5.45 – 5.46 LEADERSHIP – Include sessions designed to provide library staff with the skills necessary to provide direction, guidance, influence and authority in executing their library programs both within the library and in the community. Examples would be sessions on effective public speaking, awareness of current library issues, etc.
5.47 – 5.48 MANAGEMENT & SUPERVISORY - Include sessions designed to assist library staff in developing management and supervisory skills relating to running libraries and library programs. Examples would be sessions on interviewing skills, filling out reports, dealing with difficult employees, etc.
5.49 – 5.50 PLANNING AND EVALUATION - Include sessions designed to help library staff plan and evaluate library programs. Examples would be sessions on “Staffing for Results” or Outcome-Based Evaluation Training.
5.51 – 5.52 AWARENESS AND ADVOCACY - Include sessions designed to educate people, within and outside the library community, to the importance of library services. Examples would be meetings concerning local and statewide library initiatives, meetings with local and statewide legislators, and meetings with community leaders.
5.53 – 5.54 TRUSTEE/COUNCIL TRAINING - These trainings do not include regularly scheduled board/council meetings. They are held specifically for and attended by board/council members, and could include orientation of new trustees, educating trustees on statewide and local library initiatives, a regional or statewide sponsored meeting for several trustee groups, etc.
5.55 – 5.56 SPECIAL CLIENT POPULATIONS - Include sessions held to provide system and member library staff or volunteers with specific skills needed to work with any member of the populations named under Coordinated Outreach Law or with any members of special client populations defined in the system’s Plan of Service. This may include awareness or sensitivity training, as well as training in specific resources, equipment, referral sources and materials which are intended to benefit the community’s special populations.
5.57– 5.58 CHILDREN’S SERVICES/ELEMENTARY GRADE LEVELS - Include sessions held to train staff in providing programs, workshops, story times, etc. for children ages birth through eleven years of age.
5.59 – 5.60 YOUNG ADULT SERVICES/MIDDLE AND HIGH SCHOOL GRADE LEVELS – Include sessions held to train staff in providing workshops, meetings and programs for young adults, ages twelve through 18 years of age.
5.61 – 5.62 GENERAL ADULT SERVICES - Include sessions held to train staff in providing workshops, meetings and programs for adults, ages 19 and over.
5.63 OTHER – Indicate whether the system conducts training sessions in any category not covered in the above. If yes, complete one record for each category; if no, enter N/A in each answer field of one repeating group.
5.66 COORDINATED SERVICES – Indicate which services originated and are coordinated through the system for member libraries. Check all that apply.
5.67 – 5.81 CONSULTING AND TECHNICAL ASSISTANCE SERVICES – Include number of contacts (customers) relating to program content, grant writing, budget, grants administration, legal, building, technology and other areas of expertise. Include contacts between the library system’s director, assistant directors, coordinators, and specialists (librarians, consultants, coordinators) of all kinds and your system’s member libraries. Visits, e-mail, phone, fax and written correspondence should all be counted here. Sampling (targeting a specific time period to get a representative amount) may be used.
5.80 OTHER – Indicate whether the system provides consulting and technical assistance in any topic not covered in the above. If yes, specify topic and provide the total number of contacts for each topic; if no, enter N/A in each answer field of one repeating group.
5.82 TOTAL REFERENCE SERVICES - Reference transactions, including information and referral services, are defined as an information contact that involves the knowledge, recommendations, interpretation, or instruction in the use of information sources by a member of the system’s staff.
Information sources include:
If an actual count of reference transactions is unavailable, determine an annual estimate based on a count taken during a sample week or month. If the system does not provide reference services, enter zero.
5.83 – 5.89 SERVICES TO SPECIAL CLIENTS (Direct and Contractual)5.83 SERVICES TO SPECIAL CLIENTS – Indicate the services the system provides to special clients. Check all that apply.
a. People with disabilities: Those who have a physical, visual, hearing, learning or developmental disability that makes it difficult to participate in library activities in largely the same manner as patrons who do not have such a disability. Include here Books-By-Mail and other services to individuals who are homebound.
b. People who are educationally disadvantaged: Those who have attended or currently attend schools and educational programs and are not able to function at the level required to hold a job, raise a family, or carry out citizenship duties. Include here services for persons in need of basic literacy skills and English for speakers of other languages.
c. People who are aged: Those who are age 65 or over, or who, due to their age, identify themselves as members of this group and are in need of special library services.
d. People who are geographically isolated: Those who do not have a library that is accessible to them due to geographic barriers, physical barriers, language barriers, library hours.
e. People who are members of ethnic or minority groups in need of special library services: Those who self-identify as members of an ethnic or a minority group that needs special library services. This includes people with special needs due to language barriers, ethnic, religious, sexual orientation or other backgrounds that are not generally addressed by mainstream library programs.
f. People who are living in an institution on a temporary or permanent basis: Those who reside in a nursing home, correctional facility, are hospitalized, or otherwise spend all or most of their time in an institutional setting.
g. People who are unemployed and underemployed: Include here system services that support member library and correctional library job information center and education information centers, programming, resume services, small business assistance, job testing, counseling, One-Stop and other employment and training programs.
h. Services to health care professionals in New York State hospitals through the Hospital Library Services Program: Include here system services that support hospital health care professionals.
5.89 OTHER SPECIAL CLIENT SERVICES – Indicate whether the system provides services not covered in the above, for example: Nursing homes, outlets in senior citizen centers, daycare centers, or other organizations or institutions within a designated space and with frequently changed collections of books and other library materials. If yes, specify service provided and the total number of facilities/institutions served; if no, enter N/A in each answer field of one repeating group.
6.1 – 6.4 LOCAL PUBLIC FUNDS
6.1 FUNDS FROM COUNTIES
Specify by name each of the counties that are the source of the funds, report the corresponding dollar amount, and indicate whether public funds received were subject to a public vote and/or whether the funds were received through a written contractual agreement with the county. Complete one record for each county providing funds to the library system. If the system does not receive county funding, enter N/A on questions 1 through 4 of one repeating group.
6.3 ALL OTHER LOCAL PUBLIC FUNDS
Report all funds supplied by all local taxing agencies that are municipalities, school districts or special districts.
6.5 – 6.40 STATE AID
6.44 – 6.47 FEDERAL AID
6.48 – 6.49 CONTRACTS WITH LIBRARIES AND/OR LIBRARY SYSTEMS IN NEW YORK STATE
6.50 – 6.57 MISCELLANEOUS RECEIPTS
6.50 GIFTS, ENDOWMENTS, FUND RAISING – Record all money received as gifts from private persons or foundations (including Gates grants paid through the New York State Education Department), or through special/major fund raising activities or events. Money received from the sale of donated, obsolete, or unneeded books, including used book sales, withdrawn materials sales, etc., should be reported in question 6.55.
6.51 MEMBERSHIP DUES – Record all money received as dues from member libraries.
6.52 INCOME FROM INVESTMENTS – Record interest, dividends and earnings on investments. Do not record the value of investments.
6.53 – 6.54 PROCEEDS FROM SALE OF PROPERTY
6.53 REAL PROPERTY – Record receipts from sales of land and/or buildings.
6.54 EQUIPMENT – Record cash received from sales of equipment and vehicles.
6.55 OTHER – Complete one record for each category of receipts listing the receipt category that is the source of the income and the funds received. Include:
6.57 TOTAL MISCELLANEOUS RECEIPTS – Total of questions 6.50 through 6.54 and question 6.56.
6.58 TOTAL OPERATING FUND RECEIPTS – Local Public Funds, State Aid, Federal Aid, Contracts and Miscellaneous Receipts (Total of questions 6.4, 6.43, 6.47, 6.49 and 6.57).
6.59 BUDGET LOANS - Record the principal of all budget loans received during the current reporting year indicated on questions 1.3 and 1.4, and not paid back prior to the end of the current reporting year. Omit principal of budget loans made and paid back during the current fiscal reporting year.
6.60 – 6.62 TRANSFERS
6.63 CASH BALANCE - BEGINNING OF CURRENT FISCAL REPORTING YEAR – Record operating funds held in checking accounts, interest bearing time open accounts, time certificates of deposit and temporary investments. Beginning balance of current fiscal reporting year indicated on questions 1.3 and 1.4
6.64 TOTAL SLS ROLLOVER – OPERATING – Record School Library System Operating Aid funds rolled over as of July 1, 2008.
6.65 TOTAL SLS ROLLOVER – AUTOMATION – Record School Library System Automation Aid funds rolled over as of July 1, 2008.
6.66 GRAND TOTAL RECEIPTS, BUDGET LOANS, TRANSFERS, BALANCE AND ROLLOVER
NOTE: Federal Aid - Library System Operation. Funds for operating purposes received from such Federal programs as the Library Services and Technology Act, etc. (reported as receipts in question 6.44) must be shown as disbursements in the Operating Fund Disbursement report. For example, LSTA money used for library materials must be included in the appropriate question under the Library Materials section.
7.1 – 7.5 STAFF EXPENDITURES
7.1 – 7.3 SALARIES
7.1 SYSTEM DIRECTOR AND LIBRARIANS – Record salaries from system funds paid to the system director and librarians that possess or are eligible for a New York State Public Librarian's Certificate, School Media Specialist Certificate or School Administrator and Supervisor Certificate, whether provisional or permanent.
7.2 OTHER STAFF - Record salaries from system funds paid to all other staff employed by the library system. For School Library Systems: If the School Library System hired professional, certified librarians that are on staff at component school districts to manage a program or to provide training, the New York State Education Department considers them per diem staff. The salary for services rendered by per diem staff should be reported on Q7.2, Salaries, Other Staff. Details (total number of per diem staff, total days worked and total salaries paid) should be provided in the State note. Benefits paid for per diem staff should be reported on Q7.4, Employee Benefit Expenditures. The amount expended for per diem staff should be provided in the State note. NOTE: Expenditures for consultants, other than per diem staff from a component school district should be reported on Q7.42, Fees for Consultants and Professionals.
7.3 TOTAL SALARIES & WAGES EXPENDITURES - Total of questions 7.1 and 7.2.
7.4 EMPLOYEE BENEFITS EXPENDITURES
Record all employee fringe benefits paid from system funds. These include Social Security, retirement benefits, health insurance, worker’s compensation, unemployment insurance, and any other benefits paid to system staff.
7.6 – 7.9 COLLECTION EXPENDITURES
7.6 PRINT MATERIALS EXPENDITURES – Record all operating expenditures for the following print materials: books, serials, current serial subscriptions, government documents, and any other print acquisitions.
7.7 ELECTRONIC MATERIALS EXPENDITURES – Record all operating expenditures for electronic (digital) materials. Types of electronic materials include e-books, talking books, e-serials (including journals), government documents, databases (including locally mounted, full text or not), electronic files, reference tools, scores, maps, or pictures in electronic or digital format, including materials digitized by the library. Electronic materials can be distributed on magnetic tape, diskettes, computer software, CD-ROM, or other portable digital carrier, and can accessed via a computer, via access to the Internet, or by using an e-book reader. Include equipment expenditures that are inseparably bundled into the price of the information service product. Include expenditures for materials held locally and for remote electronic materials for which permanent or temporary access rights have been acquired. Include expenditures for database licenses. (NOTE: Based on ISO 2789 definition.)
7.8 OTHER MATERIALS EXPENDITURES – Record all operating expenditures for other materials, such as microform, audio, video, DVD, and materials in new forms.
7.10 – 7.20 GRANTS TO MEMBER LIBRARIES
7.10 LOCAL LIBRARY SERVICES AID – Record total of cash paid to member libraries for Local Library Services Aid (LLSA).
7.11 CENTRAL LIBRARY AID – Record total of cash paid to central/co-central library under Ed. Law 273.1.b.
7.12 REGIONAL BIBLIOGRAPHIC DATABASE AID – Record total of cash paid to member libraries for Regional Bibliographic Database (RBDB) projects. Do not include centralized services or professional fee used by the system.
7.13 HOSPITAL LIBRARY SERVICES PROGRAM – Record total of cash paid to member libraries for Hospital Library Services Program (HLSP) aid. Do not include centralized services or professional fee used by the system.
7.14 MEDICAL INFORMATION SERVICES PROGRAM – Record total of cash paid to member libraries for Medical Information Services Program (MISP) aid. Do not include centralized services of professional fee used by the system.
7.15 OTHER STATE AID – Record total of cash paid to member libraries from State aid other than aid entered on questions 7.10 through 7.13. Include Construction for Public Libraries Aid, Special Legislative Grants, Member Items and all other State aid paid to the system and distributed to member libraries.
7.16 FEDERAL AID – Record total of cash paid from Federal aid paid to the system and distributed to member libraries.
7.17 OTHER CASH GRANTS – Record total of cash paid to a member library from other system funds. System funds may be from any source other than state and federal funds entered in questions 7.10 through 7.16.
7.18 TOTAL CASH GRANTS – Total of questions 7.10 through 7.17.
7.19 BOOK/LIBRARY MATERIALS GRANTS – Record total amount spent for such library materials as books and other library materials purchased by the system headquarters and given to member libraries to support the Coordinated Collection Development Plan. (For example, grants of reference materials or children's materials, replacement of materials to build up the library’s collection subsequent to a weeding program, etc.) Report the purchase of electronic materials on question 7.7.
7.20 OTHER NON-CASH GRANTS – Record total amount spent for materials, other than those reported in question 7.17, and products and services which are purchased by system headquarters and given to member libraries (furniture, computer equipment, automation costs, communication costs, etc.). System funds may be from any source other than state and federal funds entered in questions 7.10 through 7.16.
7.21 TOTAL GRANTS – Total Cash Grants, Book/Library Materials Grants and Other Non-Cash Grants (Total of questions 7.18, 7.19 and 7.20).
7.22 – 7.27 CAPITAL EXPENDITURES
7.22 BOOKMOBILE – Record cost of bookmobile purchase made from operating funds.
7.23 OTHER VEHICLES – Record cost of other vehicles (delivery vans, staff cars, etc.) purchased from operating funds.
7.24 COMPUTER EQUIPMENT - Record cost of computer equipment (hardware, monitors, accessories).
7.25 FURNITURE/FURNISHINGS – Record costs of furniture and furnishings (chairs, desks, carpeting, window coverings, etc.).
7.26 OTHER – Record cost of other equipment not listed above.
7.28 – 7.30 Use questions 7.28 and 7.29 to break down Total Capital Expenditures (question 7.27) into "From Local Public" and/or "From Other" funds. Question 7.30 must equal question 7.27.
7.31 – 7.35 OPERATION AND MAINTENANCE OF BUILDINGS
7.31 – 7.32 REPAIRS TO BUILDING AND BUILDING EQUIPMENT – Record costs of repairs to building and its equipment. Break down into "From Local Public" and/or "From Other" funds. (NOTE: Repairs to office equipment should be entered in one repeating group following question 7.46).
7.34 OTHER BUILDING AND MAINTENANCE EXPENSES – Record costs of: utilities (fuel, electricity, water, gas, etc.); custodial supplies (materials needed for maintenance and operation of building); rental of quarters (rental costs for main building, branches, store front libraries, stations, etc.); insurance (costs of all insurance other than those reported in Employee Benefits codes); and building service contracts (costs of contracts for janitorial service, window washing, snow removal, etc.).
7.35 TOTAL OPERATION AND MAINTENANCE OF BUILDINGS – Total of questions 7.33 and 7.34.
7.36 – 7.48 MISCELLANEOUS EXPENSES
7.36 TOTAL OPERATION AND MAINTENANCE OF BOOKMOBILES AND OTHER VEHICLES – Record all expenses for operation (gasoline, oil, lubrication, etc.) and maintenance (repairs, labor, parts, tires, etc.) or all automotive equipment except for insurance and personnel costs. Include costs for bookmobiles and other vehicles.
7.37 OFFICE AND LIBRARY SUPPLIES – Record costs of such items as paper, ink and other supplies for photocopy and fax machines, computer diskettes, plastic jackets, cards and pockets, bindery supplies, etc.
7.38 TELECOMMUNICATIONS – Record fees for telecommunications including telephone and Internet operation and installation (e.g., cable, DSL, T1 lines, Internet provider fees, web hosting, etc).
7.39 BINDING EXPENSES – Record all commercial bindery expenditures.
7.40 POSTAGE AND FREIGHT – Record costs of postage, UPS, and other freight and delivery costs.
7.41 PUBLICITY AND PRINTING – Record costs of publicizing library activities; printing costs for materials produced by outside firms; poster and display costs.
7.42 TRAVEL – Record approved travel expenses for staff and trustees of library for attendance at meetings and conferences within or outside system area.
7.43 FEES FOR CONSULTANTS AND PROFESSIONALS – Record fees paid from operating funds to a consultant, auditor, architect, etc. (Salaried personnel are reported under "Total Personnel Costs", question 7.5).
7.44 SYSTEM MEMBERSHIP DUES – Record institutional dues paid to professional associations and organizations (i.e. NYLA, ALA, NYSALB) for the system’s membership only. State aid can not be used to pay for personal memberships in organizations.
7.45 INDIRECT COSTS PAID TO BOCES OR BIG 5 CITIES – Record central administration costs (e.g., expenses connected with the position and office of the chief school administrator; expenditures related to carrying out the responsibilities of supervision, business administration, research, personnel recruiting and orientation; and expenditures made by central administration to maintain and improve school-community relations), and other organization-wide costs that are incurred in connection with a program but that cannot be readily identified with the program (e.g., expenditures for keeping the physical plant open, ready for use, and for maintaining existing grounds, buildings and equipment; expenditures related to cleaning, disinfecting, heating, lighting and other utilities; expenditures for communications including cost-shared postage and telephone, power, moving furniture, providing storage, handling stores and cartage; expenditures for renovating and remodeling of district/BOCES-owned property; and expenditures for site preparation unless specific provisions are made otherwise).
7.46 OTHER MISCELLANEOUS – Record expenses not appropriate to above questions (7.36 through 7.45). Complete one record for each category of expenses, listing the expenditure category and the funds expended. Include here: benefits to retirees, contract money to libraries or systems that are not members of a New York State Public Library System; rental, maintenance and repair of office equipment (rental and maintenance costs for such equipment as typewriters, fax machines, computers, photocopy machines, etc.); and contracts with private concerns for processing (costs of processing books, films, records, etc., when this contract is made with a private concern such as Bro-Dart, Baker and Taylor, OCLC).
7.49 – 7.50 CONTRACTS WITH LIBRARIES AND/OR LIBRARY SYSTEMS IN NEW YORK STATE
7.51 – 7.55 DEBT SERVICE
7.51 – 7.53 CAPITAL PURPOSES LOANS – Record payment from operating funds of principal and of interest on capital purposes loans issued in a prior year. Use questions 7.51 and 7.52 to breakdown into “From Local Public” and/or “From Other” funds.
7.54 OTHER – Record payment from operating funds of principal and interest on budget loans issued in a prior year, and payment from operating funds of interest on short term loans (i.e., loans made and paid back within the current reporting year indicated on questions 1.3 and 1.4).
7.56 TOTAL DISBURSEMENTS – Total Staff Expenditures, Total Collection Expenditures, Grants to Member Libraries, Total Capital Expenditures, Operation and Maintenance of Buildings, Automotive Expenses, Miscellaneous Expenses, Contracts and Debt Service (Sum of questions 7.5, 7.9, 7.21, 7.27, 7.35, 7.48, 7.50, and 7.55).
7.57 – 7.61 TRANSFERS
7.57 – 7.59 TRANSFERS TO CAPITAL FUND – Record funds transferred from operating funds into capital funds. Use questions 7.57 and 7.58 to break down into “From Local Public” and/or “From Other” funds.
7.59 TOTAL TRANSFERS TO CAPITAL FUND – Recorded as a Capital Fund Receipt (same as question 8.2).
7.60 TRANSFER TO OTHER FUNDS – To be used by systems permitted to have special fund accounts (other than capital funds). Record funds transferred into special fund accounts such as memorial accounts, etc. as well as money returned to municipality, such as fines and gifts, and unspent balance where the municipality requires it.
7.62 TOTAL DISBURSEMENTS AND TRANSFERS – Total of questions 7.56 and 7.61.
7.63 CLOSING BALANCE AT THE END OF THE CURRENT FISCAL REPORTING YEAR – Record operating funds held in checking accounts, interest bearing time open accounts, time certificates of deposit, and temporary investments at the end of the current reporting year indicated on questions 1.3 and 1.4. For Public Library Systems – December 31, 2008; for 3Rs – June 30, 2009.
7.64 – 7.71 SLS ROLLOVER – Record rollover as of June 30, 2009.
7.64 – 7.67 SLS ROLLOVER – OPERATING – Record SLS Operating Aid rollover as reported in codes 40, 45 and 20 of the SLS Operating budget.
7.68 – 7.71 SLS ROLLOVER – AUTOMATION – Record SLS Automation Aid rollover as reported in codes 40, 45 and 20 of the SLS Automation budget.
7.72 GRAND TOTAL DISBURSEMENTS, TRANSFERS AND BALANCE/ROLLOVER
7.73 – 7.75 FISCAL AUDIT – Enter the date of the system’s last fiscal audit, the time period covered by the audit, and the type of audit performed.
7.76 ACCOUNT INFORMATION – Complete one record for each bank or other financial account.
7.77 CAPITAL FUND REPORT – Please indicate whether the system has a Capital Fund. If “Yes”, you must complete the Capital Fund Report; if “No”, you may stop here.
CAPITAL FUND REPORT
The Capital Fund Report is to be used by library systems in reporting fiscal matters related to the Capital Fund. Please complete the Capital Fund Report along with your financial report. If the Library System has no Capital Fund, the library system is not required to complete a Capital Fund Report.
Report all revenue to be used for major capital expenditures. Examples include funds received for a) site acquisition; b) new buildings; c) additions to or renovation of library buildings; d) furnishings, equipment, and initial book stock for new buildings, building additions, or building renovations; e) library automation systems; f) new vehicles; and g) other one-time major projects.
8.1 REVENUE FROM LOCAL SOURCES – Record all revenue to the Capital Fund from local sources. Record any gifts or endowments made to the Capital Fund, interest earned on cash in time deposits and temporary investments; gain on sale of temporary investments; accrued interest on borrowings (amount paid by purchaser over and above the face value of obligations issued and/or interest accrued between the date of the issue and the date of receipt of the proceeds); and financing from other local sources not listed above.
8.2 TRANSFER FROM OPERATING FUND – Record funds transferred from Operating Fund (question 7.59)
8.3 STATE AID FOR CAPITAL PROJECTS – Record State aid received for construction purposes under Ed. Law 273(a) and not recorded on question 6.9.
8.4 TOTAL OTHER AID AND/OR GRANTS FOR CAPITAL PROJECTS – Indicate whether the system receives any other aid or grants for capital projects. If yes, complete one record for each award; if no, enter N/A on questions 1 and 2 of one repeating group.
8.6 TOTAL RECEIPTS – Revenue from Local Sources, Interfund Revenue, State Aid for Capital Projects and Federal Aid for Capital Projects (Sum of questions 8.1, 8.2, 8.3 and 8.5).
8.7 NON-REVENUE RECEIPTS – Record all non-revenue receipts including:
8.8 TOTAL RECEIPTS – Total of questions 8.6 and 8.7.
8.9 CASH BALANCE – Beginning of current reporting year indicated on questions 1.3 and 1.4 should match the closing cash balance at the end of the previous fiscal reporting year.
8.10 TOTAL RECEIPTS AND CASH BALANCE – Total of questions 8.8 and 8.9. (Must agree with question 9.10)
9.1 – 9.5 PROJECT EXPENDITURES
9.1 TOTAL CONSTRUCTION – Record payments for general construction costs pursuant to contract including change orders. Include general construction, heating and ventilating, plumbing, electrical services and other construction costs.
9.2 INCIDENTAL CONSTRUCTION – Record architects’ commissions and other expenses of the architect (record clerk of the work’s expenses when employed and paid by the architect); site acquisition (include options, demolition of existing structures and other expense of preparation of the site for construction); capital project expenditures for furniture and other equipment; and other incidental costs (advertising costs, bond and note issue expense such as printing, travel, etc., watchmen, clerk of the works (unless paid by the architect), legal services, surveying, site improvement, utility system, etc.
9.3 BOOKS AND LIBRARY MATERIALS – Record capital fund expenditures for all library materials.
9.4 TOTAL OTHER DISBURSEMENTS – Record purchase of buildings (cost of acquiring an existing building); interest (payments from capital funds on interest charges for notes); books and library materials (capital project expenditures for books, films, audio and video materials, serials, etc.)
9.5 TOTAL PROJECT EXPENDITURES – Total of questions 9.1 through 9.4.
9.6 TRANSFER TO OPERATING FUND – Record funds transferred from Capital Fund into Operating Fund (question 6.60).
9.7 NON-PROJECT EXPENDITURES – Record all non-project expenditures including: amount paid to redeem bond anticipation notes and revenue anticipation notes; repayment of advances from the operating fund; the cost price of investments purchased; and any other non-project costs.
9.8 TOTAL DISBURSEMENTS AND TRANSFERS – Project Expenditures, Transfer to Operating Fund, Non-Project Expenditures (total of questions 9.5 through 9.7).
9.9 CASH BALANCE – Record capital funds held in checking accounts, interest bearing time open accounts, time certificates of deposit, and temporary investments at the end of the current reporting year indicated on questions 1.3 and 1.4.
9.10 TOTAL CASH DISBURSEMENTS AND BALANCE – Total of questions 9.8 and 9.9. (Must agree with question 8.10)
10.1 – 10.3 CO-SER(S) LIBRARY AUTOMATION – Record information for Library Automation CO-SER(S).
10.4 – 10.6 CO-SER(S) LIBRARY MEDIA – Record information for Library Media CO-SER(S).
10.7 – 10.18 OTHER CO-SER AID – Record the Activity Code number and dollar amount for other CO-SER Aid. Include other BOCES aidable services managed by the School Library System Director.
11.1 – 11.36 OPERATING AID – Record final expenditures and rollover from 2008-2009 Operating Aid. Rollover funds may only be expended for Purchased Services (Code 40), Supplies and Materials (Code 45) or Equipment and Furnishings (Code 20).
11.37 – 11.69 AUTOMATION AID – Record final expenditures and rollover from 2008-2009 Categorical Aid for Automation. Rollover funds may only be expended for Purchased Services (Code 40), Supplies and Materials (Code 45) or Equipment and Furnishings (Code 20).
12.1 – 12.17 PROJECTED ANNUAL BUDGET FOR LIBRARY SYSTEMS – Record the library system’s projected annual operating budget. Please report total projected operating fund receipts including local aid, state aid, federal aid, contracts and miscellaneous receipts; and total projected operating fund disbursements including staff expenditures, collection expenditures, grants to member libraries, capital expenditures from operating funds, operation and maintenance of buildings, miscellaneous expenses, contracts and debt service. Public Library Systems must report for the period from January 1, 2009, through December 31, 2009. School Library Systems and 3Rs Systems must report for the period July 1, 2008, through June 30, 2009.
Using the goals from Section 5 of the approved 2008-2011 Plan of Service for PLS or the approved 2006-2011 Plan of Service for 3Rs and SLS, briefly describe the final results of each element for this reporting year.
Example A:
Element: Resource Sharing
Results:
Example B:
Element: Communication among Member Libraries
Results:
Example C:
Element: Continuing Education and Training
Result:
14.1 – 14.3 CONTACT INFORMATION – Provide the name, telephone number and e-mail address of the primary contact person with responsibility for completing/coordinating the annual report. For privacy issues, the e-mail address is collected for internal use only by Division of Library Development staff and will not be disseminated.
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