Director Briefing - February 24, 2025

Director Meetings at OWWLHQ

To respond to requests for more in-person gatherings, we will begin offering informal Director Meetings at OWWL HQ. These meetings will be the first Friday of the month opposite OWWLDAC at 10:00 AM: April 4, June 6, August 1, and October 3.

Topics will be pertinent to Directors (for example, we'll discuss budgeting in April), with time for chit-chat following.

AFR Non-Filers Website for Public Libraries

I wanted to share an important update from the Office of the State Comptroller (OSC) regarding the filing of the Annual Financial Report (AFR). This year, OSC has introduced a new tool that allows you, and the public, to easily check the filing status of your library’s AFR. This makes it simple to confirm whether your report has been submitted on time, and if not, to take action to ensure timely compliance.

Why is this important?
Filing your AFR is key to promoting transparency, accountability, and good financial management within your community. This report provides essential information about your library’s financial condition, which is used by local officials, residents, taxpayers, and state policymakers to make informed decisions. Late filings can delay the availability of important data and, in some cases, may impact the fiscal stress score for your library.

If you’ve already filed your AFR for all years, great job! If you notice any gaps, don’t worry—simply reach out to the OSC to get it sorted out. The process is straightforward, and the OSC has helpful resources available to guide you through it.

How to Check Your Filing Status:
Visit the OSC’s AFR Filing Status Tracker here:
AFR Filing Status Tracker

The tool allows anyone—whether a library director, staff member, or community member—to search for your library’s filing history. It’s a quick and easy way to ensure that all necessary filings are up-to-date. If your library’s information is missing or incomplete, you can contact the OSC for assistance.

Need Help Filing?
If you're new to the process or need assistance, there are plenty of resources available to make it easier. Visit the OSC’s AFR Homepage for detailed manuals, training videos, and filing deadlines.

Contact OSC:

• Email: AFRFile@osc.ny.gov
• Phone: (518) 474-6975 or (866) 321-8503, option 4

By staying on top of your AFR filings, you're helping to maintain the trust of your community and promoting a culture of good governance. Keep up the great work, and don’t hesitate to reach out if you need assistance!

Tax Cap Compliance Form Deadline Approaching

Only four libraries in our System do not have a public vote (Allens Hill, Lima, Livonia, and Marion), meaning everyone else must file their Tax Cap Compliance Form before March 1.

Each library with a public vote must file with the Office of the State Comptroller regarding their Tax Cap. It is recommended that libraries that go out for a public vote pass a board resolution indicating that they will or may exceed the tax cap. This is recommended whether you intend to exceed the tax cap or not due to the potential for reporting errors. Visit the Tax Cap OWWL Docs resource page for more information and sample Override Resolutions for your Board.

To file, visit the OSC website here: https://www.osc.ny.gov/local-government/property-tax-cap .

For help, call the OSC Help Line at 1-866-321-8503 or 518-408-4934. For technical issues, including account set-up and log-in problems, Option 1. Questions on the Tax Cap form, Option 3.

If your library has fallen behind on filing, it's a good idea to contact the OSC and get back on track as soon as possible.

Navigating Copyright Concerns: Protecting Your Library and Patrons

Recently, concerns about proper licensing and copyright infringement have been on the rise in libraries. A BBC article titled “Gruffalo Carvings Removed Over Copyright Claims” sparked conversations about how situations like this can impact libraries and the programs we offer. It’s a reminder that copyright compliance is not only important but essential to running a legally sound library.

The Risks of Ignoring Copyright

Assuming that a program, display, or activity will simply go unnoticed by copyright holders is not a risk worth taking. Being unaware of copyright laws does not provide a defense in the event of an infringement case. The consequences of a copyright violation—both financial and reputational—can be significant, and the reward of a few patrons enjoying an unlicensed movie night isn’t worth the potential cost of a legal dispute.

Finding Ways to Offer Engaging Content

Fortunately, there are ways to bring great programs to your library without running afoul of copyright laws. Consider using public domain resources, which are free to use and offer a wealth of material for programs and displays. Additionally, organizations like Swank Motion Pictures offer licensing options for films and media content, making it easier to show popular or recent movies in your library legally. We recommend discussing with your Board the potential costs of obtaining licenses for up-to-date or trending media, ensuring that your library’s offerings are both current and compliant.

Conclusion: Balancing Compliance with Creativity

While libraries must be cautious about copyright infringement, it’s important to remember that being careful doesn’t mean depriving your patrons of the programs they enjoy. By utilizing public domain media or obtaining the necessary licenses, you can continue to provide relevant and engaging content to your community without exposing your library to unnecessary risks. After all, if you plan on screening Wicked or another copyrighted film, make sure you have the proper licensing in place before showing it!

Resources

• The Ask a Lawyer Service provided by WNYLRC has quite a few resources on copyright if you're ever interested in learning more.
• If you're really interested, Coursera offers a class titled Copyright for Educators & Librarians by Kevin Smith of Duke University. He spoke at RRLC several years ago and is an expert on the topic.

Beware of "AI Slop"

404 Media has published some very interesting articles on AI-generated content on Hoopla and Amazon. For our Hoopla libraries, an email from Hoopla went out last week regarding their collection development policy updates to cull the AI-generated content that has proliferated on their platform.

I encourage everyone to review your collection development policy, and to continue to be mindful when selecting material to purchase for your library.

Read more below:

Public Library Ebook Service to Cull AI Slop After 404 Media Investigation (February 20, 2025)

A Slop Publisher Sold a Ripoff of My Book on Amazon (February 24, 2025)

‘Life or Death:’ AI-Generated Mushroom Foraging Books Are All Over Amazon (August 29, 2023)

Reminder: Phishing Emails

Kelsy sent out the below reminder email about phishing emails. Forward any emails you're unsure about to support @ owwl .org, and check out the OWWL Docs page on Common Email Phishing & Scams for more information.

Zimbra password phishing

Zimbra passwords do not expire, and we do not block or disable email accounts (unless a library director has asked us to close one). If you receive an email saying you need to confirm your Zimbra password or take steps to prevent account deactivation, it's phishing.

• Check the sender's email address. Look for suspicious domains (like the one below that ends in .de from Germany) or addresses that are not associated with OWWL in any way. Cybercriminals can spoof addresses, so if you're unsure, forward the email to support@owwl.org.
• Watch for red flags:
• Generic greetings like "Dear User";
• Obvious spelling and grammar mistakes;
• A sense of urgency and threats/consequences (in the example below: "your email account will be disabled within the next 24 hours if you do not update your information").
• Never click "Unsubscribe" links in spam or phishing emails. They are tempting, but they usually just lead to unsafe sites that can install malware on your device.

Gift card scams & spear phishing

Spear phishing is a type of phishing where the scammer researches the library to find the name of someone in a leadership role (usually a director, Board President, bookkeeper/finance clerk), creates an email account in their name, and then starts emailing staff. This happens more frequently to libraries that have staff names, job titles, and email addresses publicly available on the library's website.

Red flags include:

• Insisting on email correspondence and claiming they can't talk on the phone ("I'm in a meeting" or "I'm at a conference");
• Asking you to purchase gift cards.

Verify the sender:

• Directly contact the person the email is allegedly from: either in-person, by phone, or by sending a new message to their known email address. (Do not reply to the suspicious email.)

Notify all staff:

• If one person receives a spear phishing message, others may have too--consider alerting all staff.

If you replied to the suspicious email:

• The scammer will probably continue to contact you. Mark their emails as spam and do not reply. They will eventually give up or be blocked.

Reminder: Disaster Preparedness Webinar on Wednesday, February 26 at 2 PM

There is a disaster preparedness webinar this Wednesday, February 26 from 2 to 3:30 PM.

Disaster Preparedness Basics - People, Policies, Practices, and Procedures

In July, 2024, Rome was hit by an EF2 tornado that went through the city’s center coming within a block of the library. In this one hour program, learn what procedures, policies, and partnerships helped Jervis to respond quickly to the tornado warning and as an essential component of the community’s response. In addition, you will be invited to consider other actions that can be part of response preparedness.

Register here.

EAP Resources: March Newsletter

For our EAP Libraries, the March newsletter has financial tips and information on webinars available for free. View the March newsletter here.

Feeling Money Stress? Your EAP Can Help

When it comes to stress, money worries top the list for many people. A study by Your Money Line revealed that more than 43% of participants said they felt financial stress monthly. Generation Z and women reported the highest stress levels, with 26.2% of Gen Z and 22.9% of women reporting that they always felt stressed about money. Many reported that money worries led to postponing significant life milestones, such as retirement, home buying, and starting a family. Financial anxiety often triggers a domino effect: those experiencing high financial stress frequently struggle with depression, anxiety, and health problems.

Here are a few best practices to reduce money worries and get your financial house in order:

Educate yourself about money and finances • Build and follow a spending budget • Track household spending monthly • Work to reduce debt • Find ways to spend less • Save every pay period • Create an emergency fund • Save for long-term goals like retirement and children’s education • Review insurance needs and keep beneficiaries updated • Learn about common types of financial fraud and scams • Ensure online security to protect financial accounts • Check credit scores annually.

This Week in OSC Audits

Audit	Key Findings	Takeaways for Libraries
Greece Central School District - Procurement of Professional Services	The Board and District officials did not always seek competition for professional services. As a result, officials cannot assure taxpayers that professional services were procured in the most economical way and without favoritism. Of the 51 professional service providers that were paid more than $10,000, or a total of $5.5 million between July 1, 2023, through June 30, 2024: Officials did not seek or provide documentation to support the competition process for 33 professional service providers that were paid $2.4 million (65 percent). Officials consistently used the same attorneys since 2011, and an occupational and physical therapy provider since 2006 without seeking competition. Officials did not adhere to the District’s written policies and procedures. For example, three medical service providers were paid $346,995 without using the required Request For Proposals (RFP) process. Using RFPs increases awareness of other professional service providers who could offer similar services at a more favorable rate, could result in existing professional service providers providing more favorable terms, and helps assure taxpayers that procurements are made in their best interest.	Seek competition when procuring professional services to ensure the most economical and unbiased selection. Document the procurement process to provide transparency and demonstrate informed decision-making. Avoid long-term uncompetitive relationships with service providers; periodically reassess options to ensure the best value. Adhere to written policies and procedures, such as using the Request for Proposal (RFP) process when required. Use RFPs to increase awareness of other providers, potentially resulting in better pricing and terms.
Town of Lapeer - Budgeting	The Board did not develop and adopt realistic budgets. As a result, unrestricted fund balance in these funds increased to levels between 85 and 182 percent of the 2024 appropriations, as of December 31, 2023. The audit determined that estimated revenues were underestimated in the general and highway funds, and budgeted appropriations were overestimated in the general fund, resulting in operating surpluses totaling $669,365 during fiscal years 2021, 2022 and 2023. Actual revenues exceeded estimated revenues by an average of $147,251 (81 percent) and $99,605 (29 percent) in the general and highway funds, respectively. Actual expenditures were less than appropriations by an average of $38,397 (19 percent) in the general fund. In addition, the Board has not developed and adopted a written fund balance policy specifying the Town’s objectives and goals for using the accumulated funds.	Develop realistic budgets to avoid excessive fund balances and ensure more accurate financial planning. Avoid underestimating revenues and overestimating appropriations, as this can lead to operating surpluses and unbalanced budgets. Monitor actual revenues and expenditures, as actual revenues can significantly exceed estimates, and expenditures may come in under budget. Establish a written fund balance policy that clearly outlines objectives and goals for managing accumulated funds to ensure long-term fiscal responsibility.
Town of Penfield - Physical Accessibility to Programs and Services	Of the 679 applicable physical accessibility components (components) we reviewed, we identified 58 components (9 percent) where Town officials could consider taking additional steps to increase physical accessibility. Specifically: 27 components at the Town Hall, such as service counters at an accessible height. 12 components at the Community Center, such as accessible drinking fountains. 11 components at the Public Library, such as accessible doorways to study rooms. Eight components at the Town Court, such as signs identifying van accessible parking spaces.	Review physical accessibility to ensure all components meet accessibility standards and accommodate all individuals.

HBR: Tip of the Day

How to Take Better Breaks

Most people feel pressure to push through fatigue, but skipping breaks leads to burnout, poor focus, and lower productivity. Recognize that recovery isn’t a sign of weakness—it’s a strategy for long-term success. By taking intentional breaks, you can recharge your mind, boost creativity, and improve overall performance. Here’s how to make your breaks more effective.

Time them wisely. Short, well-placed breaks—especially in the morning or right after demanding tasks—help you sustain energy and focus throughout the day.

Get moving. Walking, stretching, or any light physical activity reenergizes your body and clears mental fog.

Relax your mind. Deep breathing, mindfulness, or progressive muscle relaxation resets cognitive function and reduces stress.

Prioritize social connection. Casual, positive conversations with colleagues boost mood and foster collaboration.

Do something creative. Breaks don’t have to be idle—brainstorming, mentoring, or reflecting can be refreshing and productive.

Take control of your time. Choose break activities that work for you, whether it’s alone time, a walk, or a quick personal task.

Handle personal errands. Running small errands or taking care of family needs can reduce mental load and help you refocus.

This tip is adapted from “A Guide to Taking Better Breaks at Work,” by Kira Schabram and Christopher M. Barnes.