Director Briefing - January 21, 2025

System Branding, Logos, and Asset Usage

With new System-sponsored programs including the Library Tour up and running, I thought highlighting the System Branding, Logos, and Asset Usage Policy would be helpful.

The Policy outlines appropriate usage of System imagery, such as the Library Card Logo, the OWWL Member Logo, and System-Wide Program Assets (meaning, any logos or imagery designed for System-wide programs such as One Book, OWWL Kids or the OWWL Library Tour). System-Wide Program Assets may only be used within the context of the program they are promoting. At no point may System branding, logos, or assets be altered, modified, or combined in any way, nor used on any merchandise produced by individuals or groups other than authorized System staff members. Read the full policy for more guidance.

When member library staff request that shirts, puzzles, or other merchandise be produced using program assets such as the Library Tour Booklet designs, this policy is the reason why that request cannot be fulfilled. This policy is also why System staff cannot freely provide the image files of Booklet designs or other program assets, as any designs must be produced by authorized System staff.

To maintain consistency in our System's branding and to protect our intellectual property, we require that:

• Any current materials displaying unauthorized use of our branding, logos, and assets be removed and disposed of;
• Any planned usage of System branding, logos, and assets without prior authorization be cancelled; and
• Future materials made using local branding intended to promote System-sponsored programs be submitted for review prior to production.

We want to support member libraries' promotional efforts, and we understand most violations of this policy are made with good intentions. We are happy to provide guidance on acceptable use, review promotional materials before production, and share approved templates and assets for usage.

Let me know if you have any questions on this.

Caller ID Spoofing at Member Libraries

As noted in an email last week, scammers may spoof library phone numbers to call people. This may result in upset people calling the library.

If this is happening at your library, or begins happening at your library, contact your carrier.

1. Contact your mobile carrier
If you suspect your phone number is being used in spoofing scams, you should contact your phone service provider as soon as possible.

Carriers like AT&T, T-Mobile, and Verizon have online reporting systems for submitting complaints. Unfortunately, most fraud support pages focus on helping those who have been the target of spoofed calls ? not people whose phone numbers have been spoofed. Still, it?s worthwhile to submit a detailed report, especially if the incident results in SIM swapping or a high service bill.

Read more.

IRS Mileage Rate Increase for 2025

The IRS has raised the standard mileage rate for 2025 from 67 cents per mile to 70 cents per mile. Read more .

Per our Mileage and Scholarship Reimbursement to Member Libraries Policy , the System will reimburse member libraries eligible member library staff mileage costs at 50% of the IRS-approved rate per mile, with the member library providing the other 50%. Only libraries with existing mileage reimbursement policies are eligible to receive mileage reimbursement from the System.

2024 Annual Report Aide Documents

Every year, Kelly provides Aide documents to assist you in completing the Annual Report. With so many changes to the Annual Report this year, the Aide documents have taken longer than expected. Aide D will be sent out when it is ready, and the other Aides are included below as well as in the email Kelly sent out last week.

2024 Outline of Major Changes.pdf

Instruction Memo for 2024 Annual Report.pdf

Aide A 2024 Annual Report Guideline.pdf

Aide B 2024 Annual Report Instructions.pdf

AIDE C Local Public Support Contracts 2024.pdf

AIDE E System Payment of Grants and Other Contracts 2024.pdf

AIDE F contracts paid to System by Members 2024.pdf

AIDE G 2024 Internet Speeds.pdf

AIDE H Electronic Usage.pdf

Notice of Proposed Rulemaking - Amendments to CR 90.12 State Aid for Library Construction

Commissioner's Regulations section 90.12 State Aid for Library Construction discussed the below proposed amendments at their December meeting.

• Amends the definition of “economically disadvantaged” to provide that such projects which include a library building which meets such definition are eligible for aid up to 90% of the total project costs (rather than 75%).
• Removes the definition of “economically distressed.”
• Amends the definition of the “coordinated application” to provide that coordinated projects are eligible for State aid of up to 90% of the total project cost where one or more library buildings serve an economically disadvantaged community.
• Defines the term “single building project” as a project of an individual physical location of a public or association library (it does not include public library system buildings).
• Removes language referencing the fifty percent (50%) cap on public library system allocations referenced above.
• Removes language which limits State funding for library buildings included in coordinated applications to fifty percent (50%) of total coordinated project costs for such buildings.

There is a 60-day period for public comment in effect. Comments should be submitted via email to regcomments@nysed.gov and must be received by the State Education Department on or before February 22, 2025.

If adopted at the April 2025 Regents meeting, the proposed amendment will go into effect on April 23, 2025.

Read more here .

Grant Opportunity - NYS Program for the Conservation and Preservation of Library Research Materials

The New York State Program for the Conservation and Preservation of Library Research Materials provides $500,000 each year for preserving materials in the collections of libraries, archives, historical societies and similar agencies. The grant awards for 2025-2026 will be limited to a minimum of $2,500 and a maximum of $45,000.

The Conservation Preservation Discretionary Grant Program guidelines and online grant application for 2025-2026 are now available at Online Grant System. If you do not currently have a username and password to access the online application, please submit an Account Registration Form .

The due date for applications is 5 pm Monday, March 31st, 2025

Please Note: New York State has implemented a prequalification requirement for not-for-profit entities applying for grants. Proposals received from not-for-profit applicants that have not Registered and are not Prequalified in the Statewide Financial System (SFS) on the proposal due date of 5:00 p.m. on 03/31/2025 cannot be evaluated. Such proposals will be disqualified from further consideration. As this process may take up to a few weeks, it is advised that interested agencies begin this process immediately upon RFP announcement. Even if you have prequalified in the past, please be sure you have completed the necessary steps to maintain a Prequalified Status. Additional information.

For additional information go to: Conservation/Preservation Discretionary Grant Program

Disaster Preparedness Webinar

There is an upcoming webinar on disaster preparedness policies, procedures, and practices to consider on 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.

GAO Survey on Library Facility Conditions

From PULISDO:

Reminder to Complete Survey of GAO’s Library Facility Conditions

Some of you may have received an email request from the U.S. Government Accountability Office’s (GAO) email box (Library_MuseumSurvey@gao.gov) to complete a survey on library facility conditions. We highly encourage you to check your spam folders in case the email with the survey link went in there and to participate in this survey if you received it.

As you may know, GAO has been mandated by Congress to independently review the facility repair needs of libraries, which will result in a report made available to Congress and to the public. GAO will be closing its survey soon, and it is important for Congress to hear from libraries to make GAO’s survey results fully representative of public libraries nationwide.

Your participation would provide important first-hand information to help inform Congress ahead of the reauthorization of the Institute of Museum and Library Services.

If you have any questions or concerns about the survey or the study in general, please feel free to email Library_MuseumSurvey@gao.gov or Tania Uruchima at (202) 512-5112 or Jennifer Kim at (213) 830-1115.

HBR: Tip of the Day

When Your Coworker is Unreliable

It’s frustrating when a teammate doesn’t pull their weight—but it doesn’t have to derail you. You can manage the situation without letting it harm your career. Here’s how.

Document your contributions. Keep a clear record of your work. It’s not about blaming anyone; it’s about showing your role in the project. Whether through emails, updates in project management tools, or private notes, this habit ensures transparency and provides a safety net if accountability becomes a question.

Leverage their strengths. Find something they excel at—even if it’s last-minute cramming or bold honesty. Align tasks with their natural tendencies and acknowledge their contributions. A little encouragement can sometimes motivate them and spark new reliability.

Don’t complain. Resist gossip or venting. Instead, approach your coworker directly with constructive feedback. If patterns persist, escalate to your manager thoughtfully: focus on their impact on the team and propose solutions.

Embrace the learning opportunity. Unreliable coworkers can teach you resilience, adaptability, and how to maintain professionalism under pressure. Use this as a chance to refine your skills and learn new ways to navigate challenges.

Reflect on past wins. Think back to how you handled similar dynamics before. Apply those lessons now, knowing this phase is temporary—and a stepping stone toward stronger collaboration skills.

This tip is adapted from “5 Ways to Deal with Flaky Colleagues Early in Your Career,” by Anne Sugar.