Director Briefing - April 21, 2025

May 2025 Evergreen Requests

Do you anticipate having an Evergreen data request or another significant Evergreen project, such as major circulation policy updates, in the next 6-8 weeks? Please submit any requests as early as possible. Turnaround times may be longer than usual next month. Additionally, with several staff members attending the Evergreen International Online Conference in mid-May, early notice will help us ensure that your needs are met in a timely manner.

State Aid for Library Construction: Intent to Apply due by May 30, 2025

Click here to access and complete the Intent to Apply form to indicate your library's intent in pursuing FY 2026 State Aid for Library Construction.

The information submitted will be used by the OWWL Library System's Construction Aid Committee to determine eligibility and the level of funding for your library. Libraries are required to complete this Intent to Apply form before they start working on the full State Aid for Library Construction Application. Libraries who do not submit an accurate Intent to Apply by the deadline will be ineligible for a State Aid for Library Construction this cycle.

To complete this form, you will need:

• A brief description of the project
• An approximate timeline of the project

Once you complete this form, you must then email a contractor quote or quotes for the project to rkirsop @ owwl.org.

The deadline to submit your Intent to Apply is May 30, 2025.

For more information, including a timeline and general overview of the process, including eligible projects, visit: https://docs.owwl.org/Community/Construction

Accounts for Streaming Services Used in Library Programs

Copyright concerns have featured in the Briefing before ( see February 24, 2025 ). For the libraries that use streaming services as the basis of library programs, there are a few things to consider, since programs like this constitute a public performance.

First, this updated Ask The Lawyer ( Showing movies in a school: [March] 2025 update! ) clarifies the contractual agreements that go along with streaming accounts such as Netflix, Hulu, and Amazon Prime.

Second, the terms of service for accounts on streaming services typically restrict use to personal and non-commercial purposes only. Using a personal account on a streaming service for a library program would go against the contract associated with the personal account and possibly go against copyright law. This could result in fines to the library for showing unlicensed content. Even if your library maintains a Swank license, be mindful of whether the streaming service used is under a personal account for a staff member or an institutional account for the library itself.

Third, pursuing licenses directly from rights holders may get your library access to titles not currently available via Swank or other methods.

Some other considerations include:

• Contractual Restrictions: The terms of use for many streaming services explicitly state that the service and its content are for personal and non-commercial use only and may not be shared beyond a household. This contractual agreement can override copyright exceptions like fair use or educational use.
• Public Performance: Using a personal streaming account for a library program constitutes a public performance, which is generally prohibited by the terms of service of these platforms.
• Risk of Liability: Libraries that allow the use of personal streaming accounts for public performances risk violating the streaming service's terms of use. While the streaming services might target the account holder, the library could also face scrutiny or be seen as contributing to the infringement.
• Limited Educational Exceptions: Some streaming services, like Netflix, offer very limited licenses for educational screenings of specific documentaries. However, these licenses have specific conditions, such as being non-profit and non-commercial, and often require accessing the content through the library's own account.
• Swank Movie Licensing as an Alternative: For showing movies legally in a library setting, services like Swank Movie Licensing offer institutional licenses that permit public performances. These licenses may even cover the use of legally acquired copies licensed for home use only. However, even with a Swank license, using a personal streaming account might still violate the streaming service's terms.
• Importance of Institutional Accounts: The sources suggest that institutions should obtain streaming accounts in the name of the institution if they need to use streaming services for educational or library programming purposes. Relying on personal accounts for institutional use is considered risky.

Risk management is an essential aspect of developing programs at your library. Let me know if you have any questions.

OWWLDAC - May 2 at Geneva Public Library

OWWLDAC is scheduled for Friday, May 2, 2025 at 10 AM. It will be in-person at Geneva Public Library (244 Main Street, Geneva, NY 14456) with an online option as well.

Please note: Hybrid meetings may encounter technical difficulties. While we will strive to address these issues promptly, we cannot guarantee a completely uninterrupted experience.

Agenda and Zoom info here: https://docs.owwl.org/Members/DirectorsAdvisoryCouncilAgendaMay22025

We will have a special guest joining us remotely from Swank Movie Licensing. He will give a brief presentation on some of the common issues we've been running into with licensing.

Let me or Grace (Avon) know if there is anything you would like to see added to the agenda.

Grant Opportunity: Harold Hacker Fund for the Advancement of Libraries

There is a grant available through the Friends & Foundation of the Rochester Public Library (FFRPL). The application is now open, and all applications are due May 2, 2025.

Funding will be available for projects that meet the following areas:

• To further education and professional development for librarians and library staff throughout the five-county region served by Rochester Regional Library Council.
• To further innovative library projects and programs at RRLC member libraries and the Monroe County Library and OWWL Library Systems and their member libraries.

For more information, visit: https://rrlc.org/services/grant-opportunities/harold-hacker-fund-for-advancement-of-libraries/

HBR: Tip of the Day

How to Recognize and Learn from Subtle Feedback

Not all feedback is direct. Repeated questions, increased oversight, or sudden disengagement can signal someone’s hidden concerns. When you notice these cues, it’s time to get curious. Ask yourself what might be left unsaid—and why—and use these three techniques to tactfully prod for more information.

Make it safe for others to tell you the truth. People, especially direct reports, often hesitate to share honest feedback unless they feel it’s safe to do so. Normalize the process by tying it to your growth: “I’m working to improve—what am I missing?” If direct feedback doesn’t come, reframe your ask as a request for advice or observations. Lowering the stakes can open the door to more useful insights.

Listen to learn. Once someone begins to share, don’t assume the first comment is the full story. Let silence work, follow up with genuine curiosity, and confirm what you heard. Reflecting their message back to them builds trust and clarity.

Reward the risk they took. Appreciation matters. Even if the feedback is tough to hear, thank the person for their honesty. Share what you plan to do with the input and check back in later. This follow up encourages continued candor and strengthens the relationship.

This tip is adapted from “How to Recognize ‘Hidden Feedback’,” by Jeff Wetzler.