Friday Follow-up:
a weekly message from Brian M. Hildreth, STLS Executive Director
An Invitation to Say Your Library is Amazing
This time of year most public librarians are least excited about public service. I am not saying we discontinue our passion for our trade, but rather we must roll up our sleeves and account for transactional progress.
The majority of member libraries began their fiscal year on January 1. This means a new budget, a new outlook on services and a renewed commitment to building on last year’s successes. It also means working on the dreaded New York State Annual Report for Public and Association Libraries.
All chartered public libraries in New York State are required to submit this report to their library systems and the Division of Library Development for the purpose of certifying Minimum Standards. This report along with the Tax Cap and Tax Freeze Forms are the only State reports required of NY public libraries. For the most part we are rather fortunate. Don’t forget there are Federal reports we must file too like the IRS Form 990.
Earlier this week, STLS Consultant Margo Gustina sent an informative email to member libraries announcing, “Annual Reports Now Open.” Member libraries have until February 15 to complete their submissions. Anyone who opened this email will have noticed STLS provided specific answers to questions on your annual reports. This is different than in past years. The reasoning was to simplify the process of gathering data for library directors. Libraries still need to gather and account for non-automated transactions. But, hopefully the information provided will reduce your time spent on the annual report.
Despite being one of the most dreaded undertakings of the year, the annual report is probably the most advantageous document member libraries can develop. This report is the framework for helping community members and leaders understand your viability. It is a measure of progress and shortcomings from one year to the next. In addition to completing the report, library administrators should use the current year’s data, along with previous years, to identify service needs.
Moreover, the annual report is a great tool for conveying your successes by drafting and distributing your Annual Report to the Community. All charted public and association libraries are required under Section 90.2 of the Regulations of the Commissioner of Education to present such a report. Aside from being a mandate, it is a best practice. Community members are more inclined to vote in favor of your library when they are aware of your achievements. Think of it as an invitation to say your library is amazing.
The annual report can also be used to develop a long-range plan of service. Such a plan is another Minimum Standard under commissioner regulations. However, I encourage member libraries to keep long-range plans limited to three or five years. A three year plan is more desirable because it remains relevant, and it doesn’t get blindsided by external changes in the environment. Although, strategic plans require research and community input, the annual report can help determine measurable goals and objectives. For example, “our library will increase public computer class offerings by 5% each year over the next 3 years.” This objective is easy to measure as it is a question on the annual report.
In closing, I want to express my excitement for the new year. I honestly use this time to harness the good will created over the holidays, and channel it into planning and implementing solid public library services. 2016 is a year of expanding STLS outreach to member libraries and planning for all we intend to accomplish in 2017 – 2021. I look forward to connecting, re-connecting and improving my connections with member librarians and trustees to build an even stronger library system for the betterment of our communities.
Thank you, STLS member libraries for your continued efforts and support. Have a fantastic January weekend.
Kindest Regards,
Brian Hildreth, Executive Director
Southern Tier Library System
Follow me on Twitter: @comlibpartner
Read past Friday Follow-ups: http://www.stls.org/blog
