Name Change
If your name changed when you became a district you need to let people know. In many cases a simple letter should work, but each place is different. This is an initial step. Some of these agencies may require additional application forms because you are a new district. You will be working with many of these agencies on a monthly or annual basis. At this point you are making them aware of your existence so they can help you work through the requirements of each agency.
Here are some of the people you will need to contact (there are probably others):
Montana State Library - you will need to complete a W-9 form which can be obtained by contacting Carol Churchill at the State Library's accounting office at 406-444-5348 or visiting the Department of Administration's website at http://accounting.mt.gov/accountingformsinfo.mcpx. The name of the form is Substitute W-9 form. This form is important because we need the information on it in order to send the new district state aid money.
City or County Officials
State agencies
Department of Administration (http://doa.mt.gov/lgsb/default.mcpx)
Department of Labor and Industry (http://dli.mt.gov/)
Montana State Department of Revenue (http://revenue.mt.gov/default.mcpx)
Montana Public Employees Retirement Administration (PERS) (http://mpera.mt.gov/index.shtml)
State Social Security Administrator (http://accounting.mt.gov/sssa.mcpx)
Vendors
Friends or Foundation
Other government entities - such the Internal Revenue Service
The community - including the newspaper, library supporters, and residents
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