Director Briefing - January 27, 2025

Long-Range Planning Cohort

Beginning in March, we will host the Long-Range Planning Cohort again to help libraries collect community input and draft long-range plans. The meetings will be held on the first Wednesday of each month (they will be recorded if you cannot make the meetings), and we will cover the basics of long-range planning and data collection. By the end of the year, you should have enough information to draft a long-range plan compliant with NYS Minimum Standards. Please let me know if your library would like to participate by February 10. This is an every-other-year program, so please plan accordingly for your own plan development needs.

Trustee Academy

All trustees have been invited to the Trustee Academy, and just over a quarter have signed up. If any of your trustees deleted or can't find their invite link, let Piety know and she will resend it. If it's easier, feel free to share the direct link with your trustees and Piety will mediate any access requests: my.nicheacademy.com/owwltrusteeacademy.

Director Position Available at Stevens Memorial Community Library in Attica

If you know anyone who would be a good fit, the full job posting can be found here - https://nyla.mcjobboard.net/jobs/177427

NYSL Resource: Information to Help New York’s Libraries Safeguard the Rights of Immigrants

The New York State Library has posted a new resource to their website on safeguarding the rights of immigrants. I encourage you to read it over: https://nyslibrary.libguides.com/blogs/system/information-to-help-new-yorks-libraries-safeguard-the-rights-of-immigrants

Some action items your library can take now are:

• Review policies around library card applications, computer use, and the management of patron records.
• Review practices to ensure that the library is not collecting information that may inadvertently disclose a library patron’s immigration status. This may include place of birth, nationality, or passport information.
• Libraries are encouraged to develop policies that limit the amount of personally identifying information collected and retained. In general, it is best practice to limit the personally identifying information collected or retained to minimize the library’s liability against data breaches.
• Ensure library staff, trustees, and contractors are informed of library policies and trained in practices required to support these policies.

The Office of New Americans also provides a legal services hotline number and Know Your Rights resources. The confidential hotline number is 1-800-566-7636, available Monday to Friday, 9 AM – 8 PM.

Book Doctor Workshop through RRLC

There will be an in-person book repair workshop on Tuesday, April 8 from 4:30 PM - 6:30 PM at Henrietta Public Library. Register here.

This workshop is designed for librarians looking to feel confident making book repairs! The DEMCO Book Doctor, Kimberly Young, will be teaching this hands-on session. Participants will learn book care and repair techniques through engaging activities, plus tips for increasing browsing. Basic page repairs, spine reinforcement, book jacket, and laminate application will be discussed.

Please bring your scissors and a couple books to practice on, all other repair supplies will be provided.

Pizza dinner is included for this on-site workshop at Henrietta Public Library. Pizza will be available starting at 4:15 along with cold drinks. Bring your own hot beverage or purchase one in the Library vending section.

This event is coordinated by the Rochester City School District, with support from the Rochester Regional Library Council. If you have any questions, please contact Melissa Frost at Melissa.Frost@rcsdk12.org.

This is an in-person event; registration is required and the event will not be recorded. Registration closes on April 1st or when all seats are filled.

This Week in OSC Audits

Audit	Key Findings	Takeaways for Libraries
Village of Earlville	Although the Clerk-Treasurer accurately recorded collections that we reviewed in the central accounting records, she did not always deposit collections in a timely manner. We also identified that staff in the Clerk-Treasurer’s office did not routinely issue duplicate receipts or maintain a collection log or cash receipts journal showing a description of each transaction. Of the 296 collections totaling $302,050 that we reviewed, nine collections totaling $77,705 did not have a receipt date documented in the records. Therefore, we could not determine whether the collections were deposited in a timely manner. Of the remaining 287 collections, the Clerk-Treasurer did not deposit 132 collections (46 percent) totaling $77,093 in a timely manner. New York State Village Law (Village Law) Section 4-408(b) requires collections to be deposited within 10 days of receipt. Without detailed receipt records and timely deposits, the Village has an increased risk that funds could be lost or misappropriated without detection.	Timely Deposits: Libraries must ensure that collections (such as fines, fees, donations, or other payments) are deposited in a timely manner. Delayed deposits could lead to security risks, increased chance of misappropriation, or a failure to track funds properly. A policy should be put in place to ensure deposits are made within a specific timeframe—ideally within 10 days of receipt, as required by the law mentioned in the audit. Accurate Documentation: Libraries must implement a system for tracking collections with a clear, organized, and consistent method of documentation. This includes maintaining a detailed log that records a description of each transaction (including the receipt date) and issuing duplicate receipts for every payment received. Without accurate documentation, there is a risk of missing or incomplete financial records, which could lead to difficulty in tracking funds and proving that they were deposited correctly. Receipt Control: It's critical that libraries issue receipts for every collection received, as this serves as proof of the transaction and helps safeguard against potential discrepancies. A receipt log can help identify any missed or irregular transactions and ensure transparency in financial processes. Record-Keeping Systems: Libraries should consider maintaining a comprehensive collection log or cash receipts journal. This record would document each collection's details and ensure that deposits are made within the legal timeframe. A digital system could make this process more efficient and reduce human error. Regular Audits or Reviews: Periodic internal audits or reviews should be conducted to ensure that all financial practices—such as collections, deposits, and receipts—are being followed consistently and according to established policies.

HBR: Tip of the Day

Stop Hurrying All the Time

In an era of hyperconnectivity, hustle culture, and frequent change, hurry sickness—the constant feeling of needing to rush—can leave you exhausted and irritable. Here’s how to slow down without sacrificing your performance:

Build in buffer time. Schedule space between tasks to handle surprises or reflect. Block out undistracted time for deep work or reevaluating priorities.

Pause before committing. Before saying yes to a request, ask: Is this mine to handle? Does it align with my goals? Enlist a trusted person to give you feedback if needed.

Write it down. Spell out the consequences of agreeing to a request. Will it cost you more than it’s worth? Seeing the trade-offs in writing can clarify your decisions.

List the benefits of slowing down. Visualize what you gain by easing up—for example, more rest, better relationships, and less stress.

Use prioritization tools. The 4D method (Do, Defer, Delegate, Delete) helps distinguish urgent tasks from distractions. Avoid adding tasks until others are completed.

Show yourself grace. Celebrate what you’ve accomplished instead of fixating on what’s left to do. Treat yourself with the same kindness you’d offer a friend.

Practice mindfulness. A few minutes of deep breathing, a body scan, or a mindful moment with a cup of tea can reset your mental pace.

Seek support. Therapists, coaches, or accountability partners can help you make long-term changes to your pace.

This tip is adapted from “The Insidious Effects of Hurrying,” by Kandi Wiens.