Director Briefing - November 27, 2023

2023 System Satisfaction Survey

Please complete the 2023 System Satisfaction Survey by December 1, 2023!

Each year, Library Systems in New York are required to file a Satisfaction Survey with the Division of Library Development. This survey measures the progress of five-year plans of service. This is different than our Strategic Plan. Our 2022-2026 Plan of Service goals are more general with a broad view of System work.

It should take 10 minutes or less to complete; the deadline is December 1, 2023.

Click 2023 System Satisfaction Survey

Thank you so much!

Note: We've had 22 responses so far, an extra thank you to those libraries!

2024 Technology Training Survey from Kelsy

I have put together a survey to gather feedback about what types of technology training you would like to see for you and your staff in 2024. If you could take approximately 10 minutes to complete the survey, that would be much appreciated and a great help as I start to plan next year's trainings.

Click here to take the survey

HR Legal Update from Law Offices of Stephanie Cole Adams

Effective November 13th, 2023, all employers in New York State (including quasi-governmental employers such as municipal public libraries, and not-for-profits such as museums) must include a "Record of Employment" form with any notice confirming separation of employment.

This form must also be provided if an employee's regular hours are reduced to below 30 hours a week.

This obligation applies regardless of whether employment was terminated or reduced due to resignation, expiration of an employment contract, mutual agreement, or termination with or without cause.

The "Record of Employment" form to be completed can be found here: https://dol.ny.gov/system/files/documents/2023/11/ia12.3_0.pdf.

The law requiring this form be supplied is New York State Labor Law Section 590 (found here: https://www.nysenate.gov/legislation/laws/LAB/590).

Read the full notice from Stephanie Cole Adams here.

Ask a Lawyer: Setting Limits on Pay Outs of Accrued Vacation Time

Regardless of your library's current policy regarding vacation (especially if you do not have one), this is a really good question to read through.

If we were to change our time off accrual policy to allow staff to bank as much vacation as they like but specify that upon separation they could only be paid out 'x' number of hours, could we be accused of wage theft?

The full answer can be found by visiting the Setting Limits on Pay Outs of Accrued Vacation Time RAQ page.

OWWLDAC Meeting - December 1, 2023 at 10 AM via Zoom

This Friday is the OWWLDAC Meetings. The agenda is up on Docs, https://docs.owwl.org/Members/OWWLDACMeetingAgendaDecember12023 Zoom information is included.

Existing System Policies Impacting Member Libraries

This is on the OWWLDAC Meeting Agenda, but as a preview…to help keep everyone up to date on the policies that impact the Member Library/OWWL Library System's working relationship, I plan on putting together a document (similar to the Cost and Services Document) that outlines the System's service policies.

Right now, this list includes the following policies:

• Brand Usage Policy
• Confidentiality of Patron Records Policy
• Construction Aid Policy
• Reduced Match Eligibility Requirements
• System and Member Library Relationship Policy
• Procurement Policy
• Acceptable Use and Internet Safety Policy
• Computer Support Policy
• Data Breach Policy
• Systems Access and Confidentiality of Library Records Policy
• Wi-Fi Access Policy
• Code of Conduct Policy
• Pest Management Policy

None of these are new (except for the Data Breach Policy), but they all impact how the System provides services. I think having them in one place with an explanation will be helpful to libraries and Trustees.

Whenever a policy is updated, I add it to the Director Briefing. If a policy impacting the Library/System relationship is changed, I'll call special attention to it.

The document will be completed and reviewed at the December OWWL Library System Board Meeting and I'll set it out to all of you during the Monday, December 18 Director Briefing.

No acknowledgment or agreement will be needed, this is just to make sure everyone is on the same page. Again, just like the Cost and Services Document, but for policies.