Annual Timeline

Annual Calendar of Significant Dates and Deadlines for Member Library Directors and Trustees
(Like to make changes to this for yourself? Download the Word Document HERE)
 
JANUARY
School Ballot and Tax Cap
Libraries following a Jan.-Dec. fiscal year should have adopted a budget for the new year and decide about seeking an increase through the School Ballot in May.
·         Once budget has been adopted and decision about school ballot made:
o   File the NYS Comptroller’s Office Property Tax Levy Limit Report
o   Pass the Tax Cap Override Resolution if required
                       For more information, go to:  www.nclsweb.org and click on “Services”, then “Consulting”, then “Tax Cap”. 
 
JAB (Joint Automation Board) Meeting. 
All directors (or other assigned representative) of automated libraries are contractually obligated to attend at NCLS or via videoconference from Oswego, Potsdam, or Carthage. The JAB Meetings usually are in the morning, from 10:00 AM to 12:30 PM.
 
North Country Public Library Directors Organization
A meeting of the Directors Organization usually follows the JAB meeting.  Directors of all NCLS member libraries should attend.  Directors discuss topics of local, regional and state interest.  Directors are often asked to vote on items in order to provide guidance to the NCLS Board and Director.  
 
Barcode order for SIRSI/Dynix item and patron labels. 
Watch for an e-mail from Marcia Bulger to nclsall@ncls.org.  Barcode orders happen only twice a year in January and June.
 
E-RATE: 
·         watch for the opening of the filing window, then file the Form 470
·         Address every bid for service received from Service Providers. See instructions.

 

FEBRUARY
Annual Reports
New York State Annual Reports are due to NCLS. 
For more information, go to:  www.nclsweb.org and click on “Libraries”, then “Annual Reports” or contact Dawn Vincent at NCLS.
 
E-RATE:
After waiting 28 days from the date of the Form 470 application, file the 471. Deadline for filing the 471 is approx. March 28. Don’t wait. Respond immediately to any emails from USAC regarding your application. 

 

MARCH
Comptroller’s Report
NYS Comptroller’s Financial Annual Report is due within 60 days of the end of the library’s fiscal year, unless the report is filed together with the local municipality.  For more information, please contact Dawn Vincent at NCLS.
 
School Ballot
Libraries placing a referendum on their school district ballot should have visited their district Superintendent and must turn in petitions (with at least 25 signatures) to their school board no later than March.  For more information about the school ballot referendum, go to:  www.nclsweb.org, click on “Services”, then “Consulting”, then “School Ballot Toolkit”.
 
E-RATE:
Deadline for filing 471 is Approximately March 28.  Consult USAC’s website for exact date.

 

APRIL

NCLS Board of Trustees
The NCLS Board is elected by the member library Boards.  Each year one or two NCLS Trustees will be at the end of their terms and the NCLS Board will ask the libraries for nominations.  

 

MAY
Federal Tax Exempt Status 501c3 / 990 / NYA CHAR500
Libraries and Friends Groups with 501c3 (federal tax exempt) status must file either a 990N (online postcard) or 990EZ by May 15th in order to retain tax exempt status.  Organizations failing to file a 990 for three years will have their status revoked.  For more information, go to www.irs.gov, then click on “Information for Charities and Non-Profits”, then “Annual Reporting and Filing”.
 
If applicable, a CHAR500 form must also be filed with the New York State Office of the Attorney General.
 
Construction Grant
Guidelines for the application process (eligibility, site visits, project narratives)are sent out to the member libraries.  Libraries interested in applying for State Aid for Library Construction submit a narrative to Dawn Vincent and their Consultant and schedule a site visit.
 
E-RATE: 
Be watching for the Funding Commitment Decision Letter to come from USAC.  It could be anytime from May to July (or beyond).  Once the letter is received, file Form 486.

JUNE

JAB (Joint Automation Board) Meeting. 
All directors (or other assigned representative) of automated libraries are contractually obligated to attend at NCLS or via videoconference from Oswego, Potsdam, or Carthage. The JAB Meetings usually are in the morning, from 10:00 AM to 12:30 PM.
 
North Country Public Library Directors Organization
A meeting of the Directors Organization usually follows the JAB meeting.  Directors of all NCLS member libraries should attend.  Directors discuss topics of local, regional and state interest.  Directors are often asked to vote on items in order to provide guidance to the NCLS Board and Director.  
 
Barcode order for SIRSI/Dynix item and patron labels.
Watch for an e-mail from Marcia Bulger to nclsall@ncls.org.  Barcode orders happen only twice a year.
 
Construction Grant

Dawn Vincent will do site visits for construction grants.  The purpose of the site visit is to do a walk-through of the proposed project and discuss eligible/ineligible components, the construction grant process, and any necessary forms.

 
E-RATE:  
Approximate time frame:  Watch for a commitment letter from USAC (Universal Service Administrative Company) regarding E-Rate.  Once a commitment letter is received, the library has 120 days to file Form 486.*

 

JULY

E-RATE :  

Last year’s E-RATE funding ended as of June 30.  Time to file Form 472.  Deadline for filing, approximately October 28. Check USAC’s webpage for exact dates. Do not wait to file.

 
AUGUST
Construction Grant
NYS Construction Grant applications are due to NCLS in August.  Submitted applications will be thoroughly reviewed by Dawn Vincent prior to submission to the Division of Library Development (DLD) on October 1st.  For more information, go to:  www.nclsweb.org, click on “Services”, then “Grants”, then “Construction Grants”.
 
Summer Reading Program Stats
Summer Reading Program statistics are due.  Please send to Angela Newman at NCLS.

 

SEPTEMBER
Annual Meeting Awards
Deadline for registering to attend the NCLS Annual Meeting and submit applications and nominations for Improvement and other awards to be presented at the annual meeting.  For more information, contact Paulette Roes at NCLS.
 
Cisco renewals for routers / wireless service happen each September.  For more information, please contact Jerry Schell at NCLS.

 

OCTOBER
Annual Meeting
The NCLS Annual Meeting typically takes place on the first Saturday of October. 
 
North Country Public Library Directors Organization
A meeting of the Directors Organization usually follows the JAB meeting.  Directors of all NCLS member libraries should attend.  Directors discuss topics of local, regional and state interest.  Directors are often asked to vote on items in order to provide guidance to the NCLS Board and Director.
 
 
E-Rate:
Form 472 for the funding year ending  this past June 30th must be filed by approximately October 28, Check USAC’s webpage for exact date.

 

NOVEMBER
Anti-virus renewals happen in November every 3 years.  The most recent renewal was November 2014.  For more information, contact Jerry Schell at NCLS.
 
 

 

DECEMBER

NCLS Directory
Update your trustee listings and directory information in preparation for the NYS Annual Report and any changes for the new year. If you use one of the NCLS web site templates, this has the added advantage of having your updates immediately reflected on your web site.  
 
VARYING TIMES THROUGHOUT THE YEAR
·         All trustees of public libraries must file an oath of office at the beginning of each term and file it with their local municipality or county.
·         The North Country Library Public Library Director’s Organization usually meets three times a year in April, June, and October.