Director Briefing - August 18, 2025

Tell Congress: Support Federal Library Funding

Many library systems across New York are joining together during the week of August 25–29 to encourage Congress to continue supporting federal library funding. This is short notice for many libraries, but it is important that staff, trustees, and dedicated patrons take action.

You can find information and a ready-to-use email template here: Tell Congress – OWWL Libraries

Most of our System is represented by Congresswoman Claudia Tenney. The page also includes an option to email New York State Senators.

Why this matters: Federal funds provide critical support for library infrastructure across the entire state. Advocacy from local voices helps ensure that these resources remain available.

What you can do:

• Use the template to email your congressional representative
• Share the link with trustees, staff, and dedicated patrons
• Add this action item to your library’s social media calendar beginning August 25

Together, we can make sure our libraries continue to receive the resources they need to serve every community.

Database Review Questionnaire

Thank you for your input on the System-funded databases: Consumer Reports, Mango Languages, ASL Inside, and Kanopy. This short questionnaire (under 2 minutes) will help us understand:

• How much your library values these services
• Whether they’re considered a priority locally
• How actively they’re promoted to patrons

CLICK HERE FOR THE SURVEY

Non-responses will be treated as indicating low priority for your library.

Please share your thoughts by August 21. I’ll share the results next Friday (August 22, 2025) and add the discussion to the September OWWLDAC Agenda.

Thanks in advance for your input; it will directly inform how we invest System funds moving forward.

Electronics Recycling

We are expecting a higher volume of electronics for recycling this year than usual. To accommodate this, we are offering an extended drop-off period for electronics recycling.

Drop-off period: 10 AM to 3 PM on Wednesdays, Thursdays, and Fridays from August 20 to November 21.

Eligible items: old library computers, monitors, printers, network equipment (routers, firewalls, modems), and accessories (mice, keyboards, cables, etc.).

Please do not send electronic recycling through delivery.

Email: support@owwl.org if you need help getting equipment to HQ or if the drop-off days and times do not work for you.

Some of the computers and monitors that are brought in to be recycled may instead be kept and used for System-wide programs. If you prefer that your equipment go directly to e-waste recycling, please let us know by email or at the time of drop-off.

OWWL Directors Advisory Council (OWWLDAC) – September 5 at 10 AM

The next meeting of the OWWL Directors Advisory Council (OWWLDAC) will be held on Friday, September 5 at 10:00am at the Livonia Public Library.

The draft agenda is available here: September 5 Agenda

Grace and I will finalize the agenda items soon, but if there is anything you would like to see discussed, please let one of us know.

New Cybersecurity Reporting and Training Requirements

New York State has enacted new cybersecurity requirements for local governments and public authorities under Senate Bill S7672A. While public libraries are not classified as “municipal corporations” under this law, they are educational institutions and therefore remain subject to cybersecurity requirements from both the Office of the State Comptroller (OSC) and the OWWL Library System.

Incident Reporting

Effective immediately, libraries must:

• Report any cybersecurity incident or demand for ransom payment to the State Division of Homeland Security and Emergency Services (DHSES) within 72 hours of reasonably believing an incident occurred.
• Indicate in the report whether the library requests or declines technical assistance from DHSES.

Annual Cybersecurity Training

Beginning January 1, 2026, all local government employees who use technology in their official duties—including library staff—must complete annual cybersecurity awareness training.

• The State Office of Information Technology Services (OITS) will provide this training at no cost to local officials.

Additional Resources

• OSC Information Technology Governance Guide: [https://www.osc.ny.gov/files/local-government/publications/pdf/information-technology-governance.pdf](https://www.osc.ny.gov/files/local-government/publications/pdf/information-technology-governance.pdf)

Library-Specific Requirements

In addition to these state requirements, OWWL member libraries are required to follow the System’s Systems Access and Confidentiality of Library Records Policy: Systems Access and Confidentiality of Library Records Policy

This policy was approved by OWWLDAC and the OWWL Library System Board of Trustees in 2021.

The System has assisted member libraries with all reported cybersecurity issues. However, if a library is not following the Systems Access policy, we must apply the consequences outlined in the policy, which include:

• Loss of Access: Failure to adhere to the policy may result in suspension or termination of access to OWWL Library System information systems.
• Legal Repercussions: Unauthorized use or disclosure of patron data can lead to legal action under New York State Civil Practice Law & Rules, Section 4509.
• Reputational Damage: Breaches of confidentiality can erode public trust and damage the library's standing within the community.

Bottom line: Even though libraries are not classified as municipal corporations under state law, they are educational institutions with their own statutory obligations. Libraries must comply with OSC cybersecurity requirements and OWWL’s Systems Access Policy to stay protected, compliant, and secure.

Route Out-of-System Returns to OWWL HQ

Kathryn sent out the below reminder last week to circ staff regarding books from other systems returned to OWWL member libraries. Short answer: Route all out-of-system books to OWWL HQ through delivery.

All out-of-system library books should be returned to OWWLHQ for return to their owning libraries -- whether this is Monroe County or any other non-OWWL library.

This is for a couple of reasons: 1) the item might actually be an out-of-system ILL that has lost its documentation, and 2) OWWLHQ has an additional external courier route that covers MCLS (Monroe County Library System) to transport these items.

School library books may also be sent to OWWLHQ for return to their proper locations as we have delivery service to their respective BOCES locations which then deliver to the individual schools.

Short story: send all out-of-system items to OWWLHQ for return to their respective libraries.

Good News: Florida Court Upholds Freedom to Read

There's some good news on the Freedom to Read front. Read the Publishers Weekly article here , and see the full ruling here .

As a brief overview:

• The court rejected the State’s claim that the First Amendment does not apply in schools. Withdrawing materials from public school libraries abridges First Amendment rights.
• The court rejected the “I know it when I see it” argument concerning sexual content and affirmed the role of librarians and educators in determining the appropriateness of reading material in schools.
• “It is clear to the Court that the removal of library books without consideration of their overall value cannot be expressive activity amounting to government speech. Slapping the label of government speech on book removals only serves to stifle the disfavored viewpoints. That way, the Supreme Court warns, lies danger.” – Judge Mendoza

Libby Updates Coming Soon

A couple of exciting updates are coming to Libby soon.

Inspire Me is a major new feature utilizing AI to suggest creative book "inspirations" that lead readers to book recommendations. An example of inspirations include "Nature essays weaving indigenous wisdom with place" for lyrical adult nonfiction and "Mischievous pets causing classroom pandemonium" for silly kids fiction. Inspire Me will be rolled out to users in the next few weeks.

Holds suspensions are changing to no longer auto-unsuspend after a period of days. Holds will remain suspended until the user unsuspends the item. If an item is suspended for 365 consecutive days, the hold will be cancelled. See the FAQ on holds updates here. This change will go into effect mid-September.

End of COVID-19 Paid Emergency Leave (PEL) in New York

New York’s COVID-19 Paid Emergency Leave (PEL), which allowed up to 14 days of separate, job-protected paid leave for quarantines or isolations due to COVID-19, will officially expire on *July 31, 2025. This was part of the FY 2024–2025 State Budget signed by Governor Hochul on April 20, 2024.

What this means for libraries (and employers):

• After July 31, 2025, employees who need time off due to COVID-19 must use existing leave programs, such as:
  • New York State’s Paid Sick Leave
  • New York Paid Family Leave (NYPFL) (if caring for a seriously ill family member)
  • NYC’s Earned Sick and Safe Time (for applicable employers)
• Additionally, serious COVID-related illnesses or situations like long COVID may still qualify under:
  • The Family and Medical Leave Act (FMLA)
  • The Americans with Disabilities Act (ADA)

Action steps to take now:

• Review and update your staff handbook and leave-policy documents to remove references to COVID-specific leave.
• Communicate to staff that, as of August 2025, COVID-related absences will be managed through standard leave policies.
• Ensure clarity around eligibility for NYPFL, ADA, and FMLA where applicable.

In short: The COVID-specific leave mandate ends July 31, 2025. Going forward, institutions like libraries should pivot to existing leave frameworks—keeping everything compliant, straightforward, and consistent.

This Week in OSC Audits

Town of Pound Ridge – Procurement and Claims Auditing (2024M-150), issued August 1, 2025 Audit found that the town:

• Did not follow its own procurement policy or New York General Municipal Law, with 28 purchases (~$745,372) lacking competitive bids or documentation
• Failed to properly audit 48 claims (~$299,716) before payment, including 23 credit-card claims (685 purchases totaling $179,716)
• Lacked receipts or itemized invoices for 226 credit-card purchases (~$54,359)

Key Takeaways for Public Libraries:

• Ensure clear, up-to-date procurement policies aligned with state law (NY GML)
• Solicit multiple bids for all significant purchases and maintain complete documentation
• Require pre-payment review of every invoice or expense claim by library leadership or the board
• Maintain itemized receipts for all credit-card expenses and reconcile them monthly

Full Audit Report

Otisco Fire District – Financial Activities (2025M-42), issued August 1, 2025 Audit identified that:

• 12 collections totaling $425,202 were deposited, on average, 154 days late — some over 18 months late
• 8 collections (~$24,453) were not recorded accurately
• 11 claims (~$130,435) lacked Board approval before payment
• 26 claims (~$19,479) lacked adequate supporting documentation
• Treasurer’s reports under-reported cash by $53,424, bank reconciliations had questionable items, and were not reviewed by the Board
• Treasurer failed to supply records for annual audit; Board didn’t request them

Key Takeaways for Public Libraries:

• Deposit all funds promptly (e.g., within a week), ideally into a secure library account
• Record every revenue and expense accurately, with clear tracking (e.g., program fees, donations)
• Require Board or Finance Committee approval before processing claims
• Maintain supporting documentation for all claims, tied to payments
• Perform regular, documented bank reconciliations, reviewed by trustees or finance staff
• Ensure the Board requests and receives annual audit documentation on schedule

Full Audit Report

Note on School District Lead-Testing Audits

There have been quite a few audits come out recently on lead testing in School Districts. Currently, New York law requires only public school districts and BOCES to conduct periodic lead testing in water outlets (Public Health Law §1110; 10 NYCRR Subpart 67-4). Public libraries are not currently covered by these mandates.

However, libraries may wish to consider voluntary best practices:

• Conduct annual or triennial testing of drinking water outlets
• Promptly remediate or shut off outlets with elevated lead levels
• Provide transparent communication with staff and patrons if issues are discovered
• Post testing results online, even if not required, to build trust

The Art of Sunsetting Library Projects

Many library programs, projects, and services continue long after they have outlived their usefulness, quietly draining staff time, budget, and energy. Strategic leaders know that knowing when to end a project is just as important as knowing how to start it.

Retire with purpose

• Close the loop on programs and projects with clarity. Archive records, adjust budgets, and communicate with stakeholders. Invite staff to reflect on the work and celebrate contributions. Ending a project thoughtfully restores focus and frees up mental energy for higher-priority initiatives.

Redirect resources

• Sunsetting allows teams to reclaim capacity. Reassign staff to urgent or high-impact work and track resources recovered. Frame these changes as strategic choices, not just efficiency measures.

Repackage what’s useful

• Don’t discard the valuable parts. Identify processes, materials, or insights that can be reused or adapted. Build a knowledge base and highlight repurposed work in staff reviews to reinforce that smart reuse is part of good strategy.

Reflect

• Schedule retrospectives, document lessons learned, and hold knowledge-transfer sessions. Reflection builds trust, reduces organizational baggage, and prepares teams for what’s next.

Exercise for Library Directors

1. List all ongoing projects, programs, and recurring services.
2. For each, ask:
   • Is this aligned with our current mission and priorities?
   • Are the benefits proportional to the resources invested?
   • Could the project be concluded, scaled back, or repurposed?
3. Mark projects that might be candidates for sunsetting.
4. Discuss as a leadership team and develop a closure plan.

I challenge every director to try this exercise and see where resources can be freed. I’d love to hear any success stories from your review. At the System, I’m using this approach to examine resource-draining activities that may not fully align with our mission—and it’s already providing valuable insights.

For more ideas on strategic project closure, see the full article from Harvard Business Review: The Right Way to Sunset a Project