Public Library Annual Report: Home

Starting Your Annual Report

1. Login into the LibPAS [https://me.countingopinions.com] portal  (A password reminder feature is located on the LibPAS login screen)
2. Print a copy of the following:
   • Annual Report Form
   • Instructions and Definitions Guide
   • Last year's Annual Report
3. Compile your library's statistics 
4. Complete the online form in LibPAS
5. Lock/Submit the form
6. For help, contact the State Data Specialist at 207-650-0190

Reminder

• Several fields in the report have been prefilled using information from the previous year. Please check to ensure the accuracy of the information and make any necessary changes by clicking inside the data entry box.
• Once the report is submitted, you will not be able to make changes. If you need to make adjustments to the report contact the State Data Specialist at 207-650-0190.

Tips for Completing the Annual Report 

•  It is important to review the data definitions annually. The definitions will help you in determining what information is being asked for, how to answer accurately, and ensure all libraries are interpreting the questions the same way. T 
• Fill out all sections of the report as accurately and completely as possible. All questions on the report must be supplied with an answer or the report will not be accepted. 
• Review all prefilled fields and make any necessary changes by clicking inside the box. 
• Use N/A only if a question is not applicable or the answer is not available. Reporting N/A means that you do have data, but you do not collect the data or do not have access to it. 
• Report zero only when the data is normally counted but there was no activity to report for that data element. For example, if no teen programs were held this year, report “0”. 
• You must supply notes to any edit checks you receive before you can submit your report. Use the Verify button to see which ones require data or an explanation. Click on the note icon next to the data input box to provide an explanation. • The report is not recognized as being complete until it is submitted. Click the Submit/Lock button in the upper right-hand quadrant of the screen to submit the report. 

Understanding Edit Checks

Respondents may generate an Edit Check following direct data entry which can be viewed on screen and used to: 

• identify and correct any errors 
• confirm the accuracy of data that generated edit warnings but did not require changes

Four types of edit checks are performed when data is entered

1.  Relational edit checks. This is a data consistency check between related data elements. For example, an edit message is generated if the number of ALA-MLS Librarians is greater than “Total Librarians.” 
2. Out-of-range edit checks. This is a range check that compares the data reported for an item to the “acceptable range” of numeric values for the item. For example, an edit Page 4 of 26 message is generated if average Public Service Hours per outlet per week is less than 11 or greater than 130 or if the ratio of the current year to the past year in Children’s Circulation is between 30.0 percent and 344.0 percent. 
3. Arithmetic edit checks. This is an arithmetical accuracy check of a reported total and its parts to the generated total. For example, an edit message is generated if Total Operating Revenue is not equal to the sum of its parts (Local Government Revenue, State Government Revenue, Federal Government Revenue, and Other Revenue).
4. Blank, zero, or invalid data edit checks. This is a check of the reported data against acceptable values. For example, an edit message is generated if the Reporting Period Start Date is missing, if Print Materials is 0, or if the Zip Code is not valid. 

Resolving Edit Checks
All edit checks must be resolved before your report can be submitted. Resolving an edit check can be done two ways: 

•  Correcting any errors by making changes to the data 
• Provide an explanation by clicking on the note icon to the left of the data input box

FY24 Annual Report Forms and Resources

FY24 Annual Report Form

FY24 Annual Report Instructions and Definitions Guide

Guide to Accessing and Printing Annual Reports in LibPAS

Guide to Running Reports in LibPAS

Instructions for:

Cloudlibrary Circulation Statistics

Counting Electronic Content Guide Reporting Electronic Materials

LibraryWorld Circulation and Holdings Statistics

Maine Balsam Libraries Consortium -Annual report instructions

MILS, Minerva and Dirigo Circulation Statistics

Wireless Sessions FAQ

Gathering Statistics for the Public Library Annual Report

With good statistics you can:

• Show how the use of the library goes up over time
• Compare and contrast your library to nearby libraries or other libraries of the same size
• Combine census information and library statistical data in grant applications
• Illustrate the effectiveness of library services and programs

Sample worksheets

• Annual Report Yearly Expenditures and Revenue Worksheet [Word, 257 KB], [PDF, 31 KB]
• Annual Report Weekly Stats Worksheet [Word, 36.2 KB], [PDF, 169 KB]
• Annual Statistics [Excel, 90 KB]

Maine Public Library Annual Report Statistics

Tips for using the numbers:

• Show how the use of the library goes up over time
• Compare and contrast your library to nearby libraries or other libraries of the same size
• Combine census information and library statistical data in grant applications
• Illustrate the effectiveness of library services and programs
• Inform decision makers and your community about the value of the library
• Advocate for budget or staff increases

Available Years

• 2023 Data
  • Salary Data (salaries being paid in 2024)
  • 5-Year Trend Data
• 2022 Data
  • Salary Data (salaries being paid in 2023) [Excel, 364kb]
  • 5-Year Trend Data
• 2021 Data
  • Salary Data (salaries being paid in 2022) [Excel, 330kb]
• 2020 Data
  • Salary Data (salaries being paid in 2021) [Excel, 104kb]
• 2019 Data
  • Salary Data (salaries being paid in 2020) [Excel, 96kb]
• 2018 Data
  • Salary Data (salaries being paid in 2019) [Excel, 58kb]
• 2017 Data
• 2016 Data
• 2015 Data
• 2014 Data

Accessing and Using Public Library Data

Maine Library Statistical Reports and Datasets
Maine public libraries have access to current and prior year data in the LibPAS reporting module. Several types of reports are available including trend and comparison reports. The report module also includes access to downloadable templates to create pamphlets and infographics that populate with data from the most recent Annual Report. All downloads open in Microsoft Excel or Word and are fully customizable. 

Public Library Annual Report 

The information in these reports and datasets are designed to help librarians and trustees assess how well their libraries are performing, identify areas for improvement and make long range plans. 

Visit Maine's LibPAS portal to access your library's ten year data history and to create your own custom reports [Word, 613 KB]. 

Visit the Statistics page for current year statistics by population category

Federal Public Library Data Products
The Institute of Museum and Library Services (IMLS) aggregates and disseminates data from the Public Library Annual Report. Several tools are available to encourage use of the PLAR data in their PLS Data Catalog. 

The PLS Data Catalog  includes:

• Library Search & Compare – This web-based tool provides an easy way to query, browse, view, and download data about individual libraries from the Public Libraries Survey.

• Data Files – Conducted annually since 1988, PLS is your definitive source on the state of public libraries in the United States. Explore the PLS data to find key information on over 9,000 public library systems and 17,000 public library outlets nationwide.

• Benchmarking Tables – These sortable tables showcase 3 years’ worth of key indicators of public library use, financial health, staffing and resources at the national, state, and library service area levels.

• Special Reports and Briefs – Various topical reports and briefs are available to view and download.

State and Federal Data and Information Sources

Communicating Library Cost and Value Using
Public Library Annual Report and Community Data

https://www.maine.gov/msl/services/calculator.htm

Library Value Calculator 

What is the library worth to your community? Use the Value Calculator to show how much your community would pay out-of-pocket for library services.

Using your Public Library Annual Report

• Enter the number of times each library service was used
• Estimated retail value of each service will be calculated
• The total value of library services is shown at the bottom of the worksheet

Return on Investment (ROI) 

To calculate the ROI, you will need the total benefits from the value calculator and municipal appropriation from the Public Library Annual Report. The calculation results in the value of the library’s services and programs for every local dollar invested.

Total Yearly Saving to the Community

Calculate the total yearly savings to the community by taking the total value of library use from the Value Calculator minus the total operating costs of the library.

Savings to Community = Total Value of Library Use - Cost of Investment

Cost per Household to Fund the Library

To calculate the average cost of funding the library per household

1. Find the valuation of the average home in your town
2. Multiply this by the mil rate
3. Multiply this by the town’s portion of the tax bill
4. Take the library’s portion of the town’s portion of the tax bill
5. This gives you the tax cost of the library per household

Where to find figures for your town:

• Valuation of the average home – town office
• Mil rate – town office
• Town’s portion of the tax bill – town office or tax statement
• Library’s portion of the town’s portion of the tax bill – town office or tax statement