2004 ANNUAL SURVEY FOR MUNICIPALITIES, LOCAL SERVICES BOARDS AND by 6Zm93B8d

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									                  ONTARIO MINISTRY OF TOURISM, CULTURE AND SPORT

  2011 ANNUAL SURVEY FOR MUNICIPALITIES, LOCAL SERVICES BOARDS AND FIRST
            NATIONS BANDS THAT CONTRACT FOR LIBRARY SERVICE
                       DEFINITIONS AND INSTRUCTIONS

Introduction
The Annual Survey of Public Libraries provides important data on library services in Ontario. It is
one of the requirements for receiving the provincial library operating grant, and must be
completed by libraries, and organizations that contract for public library service. We
appreciate your co-operation in collecting and compiling accurate statistics for this survey.

Target Dates
 The target date for contracting municipalities and local services boards is June 30, 2012.
 The target date for contracting First Nations bands is June 30, 2012.

What to Submit
 A completed copy of the survey.
Keep a copy of the completed survey for your records.

Program Requirements for 2012-13 annual Public Library Operating and Pay Equity Grants

Contracting organizations must complete and submit the following items necessary for Public
Library Operating and Pay Equity Grants:
    1) The 2011 Annual Survey of Public Libraries. Normally this is submitted by e-filing..
    2) The 2012-13 annual Application for Public Library Operating and Pay Equity Grants,
        application form
    3) All Financial Reporting Requirements
            a. Contracting organizations that receive total annual Ministry funding greater than
                 $25,000 and less than $100,000, must submit an Audited Financial Statement,
                 Review Engagement, or Ministry of Municipal Affairs and Housing, Financial
                 Information Return (FIR).
            b. Contracting organizations that receive total annual Ministry funding less than
                 $25,000, must complete Annual Survey of Public Libraries Section B – Financial
                 Report
            c. Submit a copy of your new contract for library service. If an existing contract is
                 still in place, please send a letter signed by all parties stating that a perpetual or
                 multi-year contract is still valid.

The Annual Survey of Public Libraries (and Ontario Public Library Statistics) are
administered by the Ministry’s Culture Services Unit.

The Application for Public Library Operating and Pay Equity Grants application form and
review of Financial Reporting Requirements is administered by the Ministry’s Culture
Programs Unit.
Information on the 2012-13 Public Library Operating and Pay Equity Grants (PLOG/PE) is also
posted on the Ministry’s website @
http://www.mtc.gov.on.ca/en/awards_funding/lib_operating_grant.shtml

Questions
If you have questions or need help completing the survey, contact the Ontario Library Service
Office in your area.

Ontario Library Service-North
Steven Kraus
skraus@olsn.ca
(705) 675-6467 ext. 228
1-800-461-6348 ext. 228

Southern Ontario Library Service
Hélène Golden
hgolden@sols.org
(519) 672-0663
1-877-532-2901

First Nations bands should contact the consultant for their area.

Ontario Library Service-North
Steven Kraus
skraus@olsn.ca
(705) 675-6467 ext. 228
1-800-461-6348 ext. 228

Southern Ontario Library Service
Patty Lawlor
plawlor@sols.org
(416) 961-1669 ext. 5108
1-800-387-5765, ext. 5108

General
Please refer to the following instructions and definitions in completing this survey.
Please round all dollar amounts to the nearest dollar. Please answer all questions.

*Please note: The Annual Survey of Public Libraries contains new questions and sections.

Comment Boxes
At the end of each section of this survey are blank comment boxes. Please use these boxes to
elaborate on, or further explain, the data that has been entered for that particular section. For
example, if there is a large variance in a number compared with the previous year, use this box to
briefly explain the reason for that variance.

Certification and Sign-off
Once a Public Library or First Nation Public Library signs-off on its submission, the submitting
library can no longer make changes or corrections to the data, except by request to the ministry.

Saving Data
Uses should ensure that they save data frequently and before moving on to the next section. If
you need to leave your computer, ensure that you save data before leaving. Please note that the
LibStats will timeout after fifteen minutes of no activity.

‘Purge Data’
Please note: the ‘Purge Data’ button erases all of the information you have entered. DO NOT
click this button unless you wish to clear all your entries and begin again.




SECTION A GENERAL INFORMATION
A1.0 Identification
 A1.1 Legal name: This is the legal name of the Municipality, Local Services Board or First
   Nations Band that is contracting for library service.
 A1.2 Period for which this survey applies.


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   A1.5, A1.6, A1.7, A1.8, A1.9, A1.10, A1.11, A1.12 Mailing address and street address:
    Some organizations have separate mailing and street addresses. State the street address if
    it is different from the mailing address.
   A1.4 A1.13 Web Site Address: If the municipality, Local Services Board or First Nations Band
    has a web site, state its address.

A2.0 Current Municipal Clerk, Local Services Board Chair or Person With Signing
Authority for the First Nations Band
 A2.1, A2.2, A2.3, A2.4, A2.5: Please give the first and last name, telephone number, fax
   number and e-mail address of the Municipal Clerk, Local Services Board Chair or person with
   signing authority for the First Nations Band.

A3.0 Contact Person
 A3.1, A3.2, A3.3, A3.4, A3.5: Please state the name, telephone number, fax and e-mail
   address of the person to contact if the Ministry has any questions about information provided
   on the survey, if the library Municipal Clerk, Local Services Board Chair or person with
   signing authority for the First Nations Band is not the contact person.

Comment Box
Please use this box to indicate changes to mailing address, physical address of library, website
URL or other important pieces of information for this section.


SECTION B FINANCIAL INFORMATION
B1.0 Net Balance Brought Forward From Previous Year
 B1.1: Report, as in standard accounting audit procedures, all monies not used in the previous
   year. Check the appropriate box to indicate whether the amount you are reporting is a
   surplus, deficit, or nil. If there is neither a surplus nor a deficit, you must click ‘nil’ and enter
   zero.

B2.0 Operating Revenue
 B2.1 Provincial Operating Funding: This is the annual library operating grant that the
   municipality, First Nations Band Council or Local Services Board receives from the Ministry of
   Tourism, Culture and Sport. This does not include project revenue.
    B2.1.1 Public Library Operating Grant (PLOG)

   B2.2 Local Funding: This is the amount of funding the local Municipal Council, First Nations
    Band or Local Services Board provides for library purposes (i.e. do not count provincial
    operating funding here).

   B2.5 Donations: Please state the amount of money donated for library service by individuals,
    Trust Funds or such organizations as Public Service Clubs (e.g. Rotary Club, Lions Club).
    Do not report value of “in kind” donations.

   B2.8 Other: Report funding under the “other” category only if it does not fall under any of the
    previous categories (e.g., interest)

B4.0 Operating Expenditures
 B4.8 Funds Returned to Government Sources: Include funds that have been returned to the
   Federal and/or Provincial government(s).

   B4.9 Contract payments made to library boards for library service: Give the name of the
    library board(s) your organizations contracts with and the amount paid to each. Add new lines
    as needed.




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   B4.10 Other: Please review all of section B4, before reporting any expenditure under B4.10.
    Report other expenditures for library service not cited above. Include such items as, contracts
    for consulting, legal and audit services, related to library services. Add new lines as needed.

Comment Box
Use this comment box to highlight changes or variations in financial data from previous years,
elaborate on other items related to project funding or describe any major expenditure such as
capital etc.

SECTION I (previously section H) CERTIFICATION

Ensure that each section of the Annual Survey indicates ‘Complete’ in the ‘Status’ column.
Once all sections are complete, proceed to the ‘Certification’ section below and follow instructions
provided. Please complete, print and keep a signed copy for your records.




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