Director Briefing - August 11, 2025

Red Creek Goes Fine Free

Congratulations to Patti at Red Creek for going fine free last week!

There are now 31 libraries System-wide that are fine free. If you are one of the remaining eleven, I encourage you to read our Resolution, Library Fines and Fees as a Form of Social Inequity. Let me know if you have any questions on this.

.gov Domain Names

Local governments in New York State with a population of 1,500 or more are required to use a ".gov" domain name beginning December 21, 2025. From my research, this requirement does not apply to libraries. If someone tells you otherwise, please let me know, and I will draft up some information.

I will let you know if anything changes.

Ebook Pricing

At the System Director's Conference I attended last week, there was a broad discussion about the challenges libraries face with eBook pricing. A library working group is investigating different strategies for working with OverDrive and publishers. Many Systems are finding eBook purchasing unsustainable due to issues around price and licensing.

A statewide working group has written a content brief on these developments. Here’s some info on the group:

A group of librarians representing the public library field came together after a multi-state eBook Summit in May 2025. Their goal is to develop a brief that represents a broad consensus on the shared challenges of managing eContent collections across New York State libraries. This brief is intended to support and inform NYLA’s legislative approach to digital content licensing terms for public libraries and assist library leaders in negotiating vendor contracts aligned with consensus best practices.

Topics discussed include:

1. Data and Metrics
2. Collection Development Practices for Digital Lending
3. Staffing Resources for Digital Collection Development
4. Aggregators
5. Contract Terms and Negotiation
6. Resource Sharing
7. Long Term Solutions

I will keep everyone updated as this work progresses.

Call for OWWLDAC Agenda Items

The next OWWLDAC Meeting is on Friday, September 5, 2025 at 10 AM in Livonia. If anyone has items they'd like to see on the agenda, please let me know.

Member Library Grants

CE Scholarship Application

OWWL Library System is offering a limited number of Continuing Education Scholarships to help cover registration, travel, or lodging costs for professional development opportunities. Priority will be given to NYLA Annual Conference attendance, but other training opportunities will be considered.

Apply here by August 23.

Reach Out, Read On: Alternative Delivery Grant

This one-time seed or pilot grant is intended to help libraries test or expand new ways of getting library materials directly to patrons. Projects must serve at least one of New York State’s nine targeted outreach populations. Funds may be used for things like postage, mileage reimbursement, promotional materials, or limited temporary staffing.

Thank you for helping us pilot this service and for continuing to find meaningful ways to reach your communities. We’re looking forward to seeing the local solutions you develop next.

Apply here by September 1.

Candid Foundation Directory | Check-in

There was a question at the New Directors Meeting last week on the Candid Foundation Directory. See the June 2 Director Briefing for a quick overview of the Directory.

I am waiting to hear back from RRLC on whether "staff" can include member library staff, or if it is limited to System staff. Their response will determine whether I can freely share the login information or whether we will have to designate System staff to search the Directory on behalf of member libraries.

I will let you know as soon as I hear one way or the other.

Central Library - Mailbox Plus

A library asked us to investigate Mailbox Plus from Infobase to see if it would be appropriate for Central Library Funding. The cost is $4,021 per year for a System-wide membership. While it is not an expensive database, I would only recommend pursuing it if a majority of libraries are interested in the service. With the other database reviews, I will develop a questionnaire for Directors and send it out soon.

NYLA Membership

There is often concern about the value of NYLA membership, but it is important to remember that NYLA serves as the first line of advocacy for libraries. They influence legislation beneficial to our community. NYLA is leading the charge on eBook reform and advocating for sustained state aid. Supporting them means supporting the future of libraries in New York State.

Upcoming Trustee Education Sessions

Check the Trustee Academy for recordings of the virtual sessions. We are still working out the details of sharing audio recordings of the in-person sessions.

Title	Date	Link
Critical Personnel Policies (in-person at Sodus Community Library)	TONIGHT, Monday, August 11 at 5 PM	Register
Procurement and Other Common Topics in OSC Audits (in-person at Livonia Library)	Monday, September 15 at 5 PM	Register
Board Meeting Prep and The Critical Partnership (in-person at Cordelia A. Greene Library in Castile, NY)	Wednesday, September 17 at 5 PM	Register
Trustee Handbook Book Club: Next Level Trusteeship - Building an Effective and Impactful Board Culture (online)	Tuesday, November 18 at 5 PM	Register
SAVE THE DATE: Gather & Grow	Friday, December 5 from 9:30 AM to 3:30 PM	Register

Database Review Summary

Here’s a quick overview of the evaluations for four key databases: Consumer Reports, Kanopy, Mango Languages, and ASL Inside.

Consumer Reports

• Cost: $15,250/year (OWWL-funded)
• Contract Ends: October 31, 2025
• Usage: Declined from 86% of libraries in 2023 to 40% in 2025
• Cost per Use: Skyrocketing to about $101 in 2025 (industry benchmark is $1–25)
• Future Pricing: Slight increases over next 3 years, totaling nearly $47,000
• Considerations:
  • 60% of libraries don’t use it
  • Effective cost per active library near $900/year
  • Options: promote more, renegotiate, cost-sharing, subsidized buy-in, or discontinue
• Recommendation: Reassess value and align next steps with member needs

Kanopy

• Cost: $18,000/year (Central Library Budget-funded)
• Renewal: December 2025
• Usage: Strong and steady since 2023 launch; 3,000+ monthly visits
• Engagement: Increasing depth with more completed videos and longer viewing times
• Cost Efficiency: Improved despite 12.5% price hike; users consume 5,000+ hours annually
• Recommendation: Continue investment, boost usage with targeted promotion and user education

Mango Languages and ASL Inside

• Cost: $15,675/year total ($11,025 Mango; $4,650 ASL Inside) (OWWL-funded)
• 2024 Performance: Mango sessions up 65.7% with $2.10 cost per session (excellent)
• 2025 Projection: Sessions down 60.7%, cost per session rising to $5.34
• ASL Inside: Limited but growing use (up to 4.9% of sessions), high cost per session (~$32)
• Usage Notes: Nearly half of Mango sessions are mobile users
• Next Steps: Launch focused 2026 promotion campaign—multi-channel marketing, programming, community outreach, ASL-specific efforts
• Goals:
  • Return to 2024 usage levels
  • Reduce cost per session below $2.25
  • Increase ASL sessions to 300+ annually
• Summary: Despite recent drops, these tools remain valuable for language learning

Overall Summary

• Consumer Reports faces serious challenges and needs strategic decisions.
• Kanopy is a strong performer with clear value.
• Mango Languages and ASL Inside show promise but require active promotion to regain momentum.

I welcome input on next steps, especially concerning Consumer Reports and opportunities for cost-sharing or alternative funding models. I'll send out a questionnaire to libraries and have information for the OWWLDAC meeting.

Here are the full reports:

• Consumer Reports Analysis
• Kanopy Analysis
• Mango and ASL Inside Analysis

This Week in OSC Audits: Key Findings and Best Practices for Libraries

The New York State Comptroller's Office has released several audits highlighting financial oversight and operational practices in local governments and school districts. While these audits focus on municipalities and educational institutions, libraries can draw valuable lessons to enhance their own financial management and operational efficiency.

Town of Oxford – Financial Condition (2024M-135)

Key Findings:

• The Town of Oxford's financial oversight was found lacking, with the Board not receiving complete and accurate financial reports.
• There was insufficient planning and management of the Town's financial condition, leading to potential fiscal instability.

Best Practices for Libraries:

• Regular Financial Reporting: Ensure that library boards receive comprehensive and timely financial reports to make informed decisions.
• Financial Planning: Develop and maintain long-term financial plans to anticipate future needs and challenges.
• Board Training: Encourage attendance at ongoing training for board members on financial oversight and best practices.

Village of Penn Yan – Water Treatment Plant Overtime (2025M-6)

Key Findings:

• Overtime costs at the Village's water treatment plant were not properly approved or monitored, leading to unnecessary expenses.
• The Chief Water Operator accounted for a significant portion of the overtime costs, raising concerns about staffing and scheduling practices.

Best Practices for Libraries:

• Overtime Management: Implement clear policies for approving and monitoring overtime to control costs.
• Staff Scheduling: Regularly review staffing levels and schedules to ensure efficiency and prevent over-reliance on overtime.
• Budget Oversight: Monitor budget allocations closely to identify and address any discrepancies promptly.
• Exemption: Libraries are not exempt from overtime pay. Please be aware of all the laws and requirements as an employer.

Southwestern Central School District – Claims Audit (2025M-34)

Key Findings:

• The District's claims auditor did not properly audit claims prior to payment, potentially allowing unauthorized or improper expenditures.
• The delegation of auditing duties to an external entity was not adequately managed, leading to lapses in oversight.

Best Practices for Libraries:

• Claims Auditing: Ensure that all claims are thoroughly reviewed and approved before payment to prevent unauthorized expenditures.
• Internal Controls: Establish strong internal controls and segregation of duties to safeguard library funds.
• Regular Audits: Conduct regular internal and external audits to identify and rectify any financial discrepancies.

Conclusion

These audits underscore the importance of strong financial oversight, effective planning, and adherence to policies. By adopting these best practices, libraries can enhance their operational efficiency, ensure fiscal responsibility, and better serve their communities.

For more detailed information, you can access the full audit reports through the OSC website.