County Actions
Within 10 days of the election county commissioners need to certify the results of the election. This begins the process of becoming a library district. See the "Certificate of Election" from Jefferson County for an example of what this looks like.
Appointment of the district library board will need to occur within 30 days of certification of the election. The county commissioners are responsible for appointing the first library board. Note: If more than one county is in your service area commissioners from all counties will be a part of the appointment process.
If you are an existing library consider formally asking the county commissioners to appoint the current library board. Most likely this board assisted with the districting process and their appointment should help ensure a smoother transition between the existing library and the new district.
If you were a branch library or didn't exist at all you will need to find volunteers to serve on the new library board. If you can convince library district volunteers to be on this first board it might help with the transition since these folks helped campaign for the district. The county commissioners might want to have an application process where interested people apply. It's always good to try and represent as much of the new district area as possible so, if appropriate, suggest having representation from each of the main areas of your district. This might even be something to include in the new board's bylaws.
If multiple different libraries joined forces to create the district you will need to work together to recommend appointments for the first library district board. Most likely some combination of board members from each of the existing libraries should be recommended.
As quickly as possible start developing positive relations with the county clerk and treasurer. You will need their help as you transition to becoming a district - even if you choose to handle everything internally.
Fairly early on in the process you need to talk to the county official in charge of property tax revenue because you need to make sure that you are on the tax rolls, and that the transfer of the district library levy money will happen without any problems. Talk to the county commissioners or clerk and recorder about the process for your county. It might be as simple as writing a letter to the treasurer or clerk and recorder about the number of mills needed.
If you were a county library or the county was responsible in any way for your existence you will have to work with county officials when it comes to the transfer of staff, cash, facilities, equipment, etc. The process for transferring staff, cash, etc. is similar for both the city and county so it will be discussed in a later section of this chapter.
Develop good relations with county officials. In particular the clerk and recorder, treasurer, and if the county has one the chief financial officer can help the new district. These individuals play an important role in the process of transitioning to a new district. They can also help the district by answering questions about budgets, elections, mill levies, and even human resources.
ASPeN: The New Library Directory
- Home
- Introduction
- Challenges of being a library district
- Joys of being a library district
- Contact Us
- Getting Started - Helpful Hints
- Develop an Action Plan
- Work/Life Balance
- Celebrate Your Successes
- Getting Started Checklist
- Working with the city and county during the transition
- County Actions
- City Actions
- Memorandums of Agreement
- Independent or with County
- City/County Transitions Checklist
- Paperwork, paperwork, paperwork!
- Employer Identification Number
- Name Change
- Notify Department of Administration
- Create List of Contacts
- Paperwork Checklist
- Accounting and other money matters
- Funding during the transition phase
- Decide how to handle accounting
- Paperwork and other details
- Transfer of cash and other liquid assets
- Develop agreements with the Friends and Foundation
- Funding for the First Year
- Accounting Checklist
- Payroll and Personnel
- Initial Decisions
- Take a class
- Notify Revenue Departments - State and Federal
- Personnel
- A note about independent contractors
- Payroll
- Payroll and Personnel Checklist
- Property and other assets
- Transfer Assets
- Obtain Insurance
- Maintenance, Repair, and Utility Costs
- Depreciation of Assets
- Assets Checklist
- The Library Board and its Duties
- Create and adopt an action plan
- Support library staff
- Adopt bylaws for the board
- Hire legal counsel
- Purchase errors and omissions insurance
- Begin work on a long range plan
- Begin adopting policies
- Adopt resolutions and a budget
- Election of board members
- Board Checklist
- Public relations and library services
- Keep the public informed
- Design a new logo and look
- Plan for new services
- Public Relations Checklist
- Reporting Requirements
- IRS Reporting
- Department of Administration Reporting
- Auditing the Library's Accountings
- Depreciate Assets
- Montana Department of Revenue Reporting
- Montana Department of Labor and Industry Reporting
- Montana Public Employees Retirement Administration
- Create an annual report for the library
- Montana State Library Reporting
- Reporting Checklist
- Conclusion
- Appendices