Nonresident Circulation Offset
M.G.L c.78, s. 19A(4) & s. 19B(7) and 605 CMR 4.02, a regulation effective October 7, 1994, and amended January 9, 1997, states that "libraries must begin collecting data in compliance with the requirements of 605 CMR 4.02 by July 1, 1995." Public libraries certified to receive State Aid to Public Libraries awards must "include in their annual report the total number of nonresident loans and nonresident circulation as a percentage of the library's total circulation, as certified by the librarian and subject to an audit by the state auditor."Based on data collected in the prior fiscal year and certified by the library director in the current fiscal year, municipalities certified for State Aid to Public Libraries will receive an offset (financial award) for direct, over the counter loans of library materials including renewal of these items, to Massachusetts residents of other municipalities certified to receive State Aid to Public Libraries.
What is required of a public library in order to receive a Nonresident Circulation Offset award?
A library must report on the Annual Report Information Survey (ARIS) the total number of on-site loans during the prior fiscal year to residents of other municipalities certified for State Aid to Public Libraries that year. A library must also report on the ARIS, the number of on-site loans to residents of municipalities not certified for State Aid to Public Libraries and on-site loans to residents of other states.
A municipality must be certified by the Board of Library Commissioners to receive State Aid to Public Libraries in the current fiscal year.
How do we know the certification status of a municipality?
The State Aid & Data Coordination Unit distributes lists of certification status by e-mail and posts a list on the agency website after each Board of Library Commissioners meeting at which the Board takes action on State Aid to Public Libraries' applications. These meetings occur in November, December, January, and February.
In January we distribute a list by e-mail and post the list on our website of all municipalities that did not apply for State Aid to Public Libraries and are therefore not certified.
In February we will distribute a complete list of municipalities that applied for certification in the current fiscal year but were denied, all municipalities that were certified, and all municipalities that did not apply.
What happens if there is a change in the certification status of a municipality?
When there is a change in the certification status of a municipality, within five workdays of the board meeting a letter will be distributed to the library community informing everyone of said change. A change in status means either losing certification or gaining certification.
How quickly do we need to start separating out or including circulation to residents of a municipality that has experienced a change in certification status?
You have up to three months to exclude or include circulation to residents of that municipality. This is three months from the date of the board meeting at which the status is changed. For municipalities that have been certified in the past but do not apply for certification in the current fiscal year's State Aid round, you have three months from the January board meeting to begin excluding them from the total number of eligible loans.
What happens if we can't keep an actual count?
Libraries that cannot keep an actual count should see ALA's Output Measure for Public Libraries, 2nd edition, page 19, for a description of how to do samples and estimates. Please contact staff for further information.
When a municipality is certified, is it certified until the end of the fiscal year or until next year when it applies for certification again?
Certification goes from the date of the board meeting at which a municipality is certified until the board meeting the following year at which they are either certified, denied certification, or decertified.
If a municipality has been certified in the past but does not apply for certification in the current State Aid to Public Libraries round, it is considered uncertified as of the January board meeting.
Will we receive a Nonresident Circulation Offset award for loans to residents of municipalities not certified for State Aid to Public Libraries?
No, you will only receive the Nonresident Circulation Offset for loans to Massachusetts residents of other certified municipalities. It is for this reason that you must report eligible and ineligible loans to nonresidents separately on the ARIS form. Please refer to our fact sheet entitled, When a Neighboring Municipality is not Certified to Receive State Aid to Public Libraries.
DEFINITIONS
Certified
A municipality must apply for State Aid to Public Libraries to be certified by the Board of Library Commissioners. To be certified a municipality must have met the municipal appropriation requirement and certain minimum standards of public library service as defined by M.G.L. c. 78, s. 19A & 19B and 605 CMR 4.00.
Decertified
A municipality is decertified if the Board of Library Commissioners withdraws its certification. This action is taken only when a public library closes. It is in effect as of the date of the closure and is confirmed by the Board at their next meeting.
Denied Certification
A municipality is denied certification if it applies for certification for State Aid to Public Libraries, but fails to meet the municipal appropriation requirement and/or the minimum standards of public library service as defined by M.G.L. c. 78, s. 19A & 19B and 605 CMR 4.00.
Fiscal Year
The fiscal year is from July 1 to June 30 of the following year.
Nonresident Circulation Offset
The nonresident circulation offset is an award intended to offset the cost of circulating library materials to residents of other certified Massachusetts municipalities. It is part of State Aid to Public Libraries and is based on the total number of eligible nonresident loans a library reports.
Uncertified
A municipality is uncertified if it has not applied for certification or if it does not have a public library.