Paperwork Checklist
Please be aware that once submitted paperwork can take a long time and go through many hands before it is completed. It is a good idea to keep a record tracking paperwork: who filled it out, if they had questions the date and time of the person from that office who helped them, when it was signed and by whom, when it was submitted, etc. If there is a question as to if it was done, who did it, or why they did it that way--you will be grateful to have those details at your fingertips.
Completed W-9 and notified Montana State Library of name changes
Applied for an EIN which means you have notified the IRS of your name change and new district.
Notified city/county/pertinent state or federal agencies of name changes
Completed paperwork for the Department of Administration
Notified Friends/Foundation of name changes
Notified any trust funds of name changes
Notified vendors of name changes
Placed an article in paper or use local community publications to notify the public of name changes and new district
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
