Director Briefing - September 2, 2025

OWWLDAC is Friday at the Livonia Public Library

Friday, September 5, 2025 at 10 AM at the Livonia Public Library and Online

Agenda: Directors’ Advisory Council Agenda

As always, this meeting will be hybrid. You’re welcome to attend in person at the Livonia Public Library or remotely via Zoom.

Hybrid Meeting Disclaimer

We do our best to make hybrid participation as smooth as possible, but please understand that technology can only take us so far. To help everyone have the best experience possible, keep in mind:

• Technical Difficulties: If you run into issues, use the chat to alert us. We’ll do our best to help, but we can’t guarantee every problem can be fixed.
• Audio/Video: Test your equipment before joining. Headphones or earbuds help reduce background noise.
• Internet Connection: A stable connection is key—use a wired connection if you can.
• Meeting Etiquette: Whether in person or online, please mute when not speaking and minimize distractions.

We appreciate your patience and flexibility. Thank you for helping us make the hybrid format work for everyone.

New York State eContent Consensus Brief

Here is some more information to follow-up on the eBook piece from last week.

Why This Matters

Public libraries across New York face mounting challenges in managing digital collections. Unlike physical books, digital content (eBooks, eAudiobooks) is licensed under restrictive, high-cost models. These licenses often expire, forcing libraries to repurchase popular titles again and again. The result: strained budgets, limited access, and widening inequities for patrons without devices or broadband.

Key Issues

• Unsustainable Costs: A single eBook license averages $55 for two years—far more than the $13 consumer eBook or $27 hardcover.
• Growing Demand: Usage of digital content is rising rapidly, without parallel growth in library budgets.
• Equity Gaps: Digital borrowing often favors those with devices and reliable internet access, compounding the digital divide.
• Mission at Risk: Licensing practices limit libraries’ ability to ensure equitable access to books and information.

Consensus Action Areas

The New York State eBook Working Group has identified seven areas where public libraries can act collectively and locally:

• Data & Metrics – Build a statewide framework for data collection to strengthen advocacy and negotiations.
• Collection Development – Uphold library values of stewardship, access, equity, and intellectual freedom in digital purchasing.
• Staffing Resources – Acknowledge and address the disproportionate staff time required for digital license management.
• Vendors & Platforms – Push for better functionality, transparency, and patron data protection from aggregators and discovery providers.
• Contract Negotiation – Share knowledge, eliminate NDAs, and advocate for more flexible, sustainable licensing agreements.
• Resource Sharing – Explore statewide shared collections, broader interlibrary digital lending, and access for underserved groups.
• Long-Term Solutions – Advocate for the legal right of libraries to own digital content, not just lease it.

OWWL Library System Engagement

OWWL Library System is actively participating in this statewide effort by:

• Analyzing current eBook and eAudiobook contracts to understand cost structures and licensing terms.
• Tracking expenditures and usage data to inform both local decision-making and statewide advocacy.
• Supporting advocacy initiatives led by NYLA and other library systems to secure fair, sustainable digital licensing practices.
• Providing aggregate data to the statewide conversation to help develop best practices and strengthen negotiating positions.

While the future of eBook and eAudiobook purchasing remains uncertain, OWWL is committed to moving forward with statewide initiatives, collaborating with Library Systems and NYLA to ensure New Yorkers continue to have access to high-quality digital collections.

What’s Next

The Working Group will develop surveys, frameworks, trainings, and shared talking points to guide systems and member libraries. The overarching goal is to:

• Protect taxpayer investments.
• Ensure equitable access to digital books.
• Secure sustainable pathways to library ownership of digital content.

Reminder: Last Day to Apply for 2025 Continuing Education Scholarship

Today is the final day to submit your application for the 2025 Continuing Education Scholarship. Please complete the form by the end of the day to be considered.

Application Link: 2025 Continuing Education Scholarship Application

OWWL Docs Updates and Library Hours Brochure

Kelsy is taking the lead on some OWWL Docs updates to make it a more functional source of information and resources. Thanks, Kelsy!

The updates include the regular maintenance of the Library Hours Brochure . Please check that your information is correct and let Kelsy know of any changes. Be sure to check:

• Library's name, address (including PO Box), phone/fax number.
• Library hours. If your library has different seasonal hours, let Kelsy know.

Change in Information?

Whenever your library has a change to the above information, it's best practice to submit a ticket to let us know. When we're alerted to changes, we update:

• Your library's page on the OWWL website;
• Evergreen;
• The OWWL app;
• Aspen;
• LibCal;
• The library hours brochure; and
• Automatic starts and shut-offs for your public computers at open and close.

You should also keep in mind the below places to update when a change in information occurs, including:

• Google and Google Maps
• Apple and Apple Maps
• Bing
• Your library's website
• Your library's social media
• Your phone system, including voicemails

Feel free to reach out to Kelsy and the CANS department with any questions on this. They are able to help out.

The Great Give Back | What is your library planning?

Piety sent out the program survey for The Great Give Back last week.

Purpose of Program Survey : This form is used to update the https://thegreatgiveback.org/ website with your library's project, and as a sign-up for interested libraries who haven't signed up yet.

Link to Survey : https://forms.gle/PEzR9XHLVByyiaf39

Responses will be checked and added to the website up until October 18, 2025. If you notice information on the website is incorrect, let Piety know.

I know The Great Give Back will be evolving again next year. Whether or not your library chooses to participate this year, expect a clean slate with more opportunities (besides donation drives) in Fall 2026.

Ask the Lawyer from WNYLRC

Ask The Lawyer is an excellent resource from our attorney out of the Western New York Library Resource Council. Below are some Recently Asked Questions:

Is a Public Library Responsible for Patron Conduct Outside the Library?

Question: Our public library has been told by patrons that another patron is following up on interactions at the library, including at the circulation desk, by showing up at the reporting patrons’ homes. Such behavior, if harassing, is against our Code of Conduct. Does our library risk legal liability for this?

Answer: I am sure many a wonderful friendship has been launched at a public library, but for this question, we’ll assume that each of the reported incidents were unwelcome.

To best address this matter and limit liability, the unwelcome nature of the behavior—and the Library’s response—should be documented every step of the way...

Read more here.

2025 “First Amendment Auditor” in The Library Roundup

Question: [We got some questions from a library in the midst of revising a policy on recording in the library...] Are staff required to give their first and last names (or any name) to an auditor or member of the public on demand? Is photographing and videotaping members of the public in the library without their consent permissible? Is photographing and videotaping in the library allowed “only when consistent with the nature or purpose of the facility (during programming, etc.) or “at the discretion of the Library Director”? Our current policy language reflects this, and it isn’t clear whether this is legally sound. What exactly can a 1st Amendment Auditor film or photograph? Are permissions for these activities different for members of the media; both commercial and independent, self-identifying journalists or media organizations?

Answer: For those who need a little background: a “First Amendment Auditor” is a person who visits (generally) public institutions demanding information that may or may not be available under the Freedom of Information Law (FOIL), often while making broad claims that the First Amendment allows them to engage in intrusive filming and interrogation of employees.

Because their endeavors are usually commercialized on a streaming or video platform, many “First Amendment Auditors” use tactics to create inflammatory and schadenfreude-laden footage of their encounters...

Read more here.

Public Library Taxes: Does a 259 Automatically End a 414?

Question: It had been my understanding, in the case of a 259, that the municipal funders were no longer allowed to collect the amount of money that had been used to fund the library. Is this true? The same question about apply to a 414 or a school district public library. Library trustees and directors are interested in this information and so are the voters. The reverse of this is also a question that comes up. After a successful funding vote, can a municipality decide to allocate funds from their budget to go to the library?

Answer: I imagine most people who made it through the library lingo in the question do not need a decoder ring for the answer. That said, Ask the Lawyer is for everyone, so with a few twists of the decoder ring, this question is about...

Read more here.

Best practices for faxing sensitive documents

Question: Just so that we are crystal clear: do you mean that if patrons need to use a fax machine to correspond with a doctor’s office, it’s okay as long as they are the ones who physically use the fax machine? If they require help, can staff tell them how to use the machine as long as we don’t handle the physical documents?

Answer: Not quite. What this means is that so long as the information is being transmitted as a library service, and not as library business, it is not subject to HIPAA.

Read more here.

Phishing Alert: Intellectual Property Rights Violation Notice

Piety received the attached phishing attempt last week. It is pretty convincing. Let your staff members know about this one in case you have multiple people managing your social media pages.

Be on the lookout for things like this. I hope none of our libraries have to deal with either a legitimate copyright violation claim or fall victim to a phishing scheme.

As always, forward any concerning emails to support@owwl.org and mark phishing attempts as "spam" to help improve the Zimbra filters.

Update on Public Media and PBS KIDS from WXXI

Cara from WXXI contacted me last week because of some persistent misunderstandings regarding the state of public media and its funding. The below information, straight from Cara, should address any questions you or your patrons have.

What's the difference between the Corporation for Public Broadcasting and PBS/NPR/local stations?

• The Corporation for Public Broadcasting is a private, nonprofit corporation authorized by Congress in 1967. CPB is the steward of the federal government's investment in public broadcasting.

• CPB is the largest single source of funding for research, technology, and program development for public radio, television, and related online services.

• NPR is an independent, nonprofit media organization that was founded on a mission to create a more informed public. Through its network of member public radio stations, NPR makes local stories national, national stories local, and global stories personal.

• PBS is a membership organization that, in partnership with its member stations, serves the American public with programming and services, using media to educate, inspire, entertain and express a diversity of perspectives.

• Local stations serve and are part of local communities. WXXI is the public media station (providing PBS, PBS KIDS, NPR, classical, etc.) to the Greater Rochester and Finger Lakes region.

What is being "defunded"?

• Congress voted in July to defund the Corporation for Public Broadcasting and rescind (or take-back) funds ($9 billion dollars) that had been appropriated for stations for the upcoming fiscal years.

• These decisions are leaving local stations with significant budget deficits. Federal funding is about 15% or $1.9 million of WXXI's annual budget. There are some stations in New York where federal funding is upwards of 30% of their budget.

• Federal funding cuts and the elimination of the Corporation for Public Broadcasting also means that NPR and PBS are losing some of their funding as well. But, neither PBS, PBS KIDS, or NPR are going away. There have been some staffing losses, as an example, the national PBS KIDS team has lost some key colleagues, which is very sad. There are also stations around the country, and possibly here in New York that may have to make difficult decisions about their sustainability.

How will this impact WXXI and the system?

• The 9 public television stations in New York State are chartered by the New York State Education Department. We report to the Office of Public Broadcasting within the Office of Cultural Education, alongside our library and museum friends. With this charter, we are guided by the same high, educational standards as our education partner colleagues.

• All New York stations also receive some funding from NYS which remains stable. There was even an increase in funding for public radio stations this year, as well as some state funding for specific projects. Overall, New York is very committed to public media.

• WXXI is committed to our work in Education and early learning. We are committed to our community partnerships and deepening our relationships as we navigate this funding challenge. Our mission and purpose have not and will not change.

What's happening with PBS KIDS?

• There's a lot of uncertainty, but PBS KIDS is not going anywhere. It is alive and well. It's available anytime, anywhere for children and families - on traditional television, streaming via PBS KIDS free video or games apps, on WXXI's PBS KIDS 24/7 channel, on YouTube... The 56th season of Sesame Street will premiere on PBS KIDS, local stations, and Netflix on November 16. A brand-new series called Weather Hunters, written and starring Al Roker, is premiering September 8.

I'm sending this note because you all are trusted champions of our collaborative work and because you have broad networks and communities. Recently, our team has run into a lot of community members who think PBS, WXXI, and specifically PBS KIDS are going away. Because of this, I'm also asking for your help in communicating these updates within your networks of influence - we are here, we are not going anywhere.

This Week in OSC Audits

Schenectady County – Investment Program (Issued August 8, 2025)

Objective: Did the County implement a comprehensive investment program?

Key Findings:

• No formal investment program or written procedures in place.
• Missed opportunities for $5.1–$10.6 million in earnings by not comparing interest rates.
• Cash-flow forecasting not performed.

Library Relevance: Libraries managing reserve or endowment funds must have a written investment policy, monitor cash flow, and regularly seek competitive interest rates.

Full Audit Report

Town of Lorraine – Supervisor’s Records & Reports (Issued August 8, 2025)

Objective: Were records and reports accurate and timely?

Key Findings:

• Errors up to $440,000 due to reconciliation failures.
• Monthly balance sheets not provided to the Board.
• Annual Financial Reports often late or inaccurate.

Library Relevance: Libraries must ensure timely reconciliations, accurate bookkeeping, and on-time AFR filings to support board decision-making.

Full Audit Report

Shoreham–Wading River CSD – Capital Assets (Issued August 8, 2025)

Objective: Were capital assets properly recorded and tracked?

Key Findings:

• 87% of new assets not included in inventory.
• Improper tagging and undocumented disposals.
• No property control manager or oversight.

Library Relevance: Libraries must designate staff to manage inventory, tag assets, and document board-approved disposals.

Full Audit Report

Town of Lewis – Records & Reports (Issued August 15, 2025)

Objective: Were records and financial reports accurate and complete?

Key Findings:

• $94,400 in funds unrecorded.
• Account balances overstated or understated by hundreds of thousands.
• Improper allocation of retirement and insurance costs.
• Bank reconciliations inconsistent and AFRs unreliable.

Library Relevance: Strong internal controls—duty segregation, reconciliations, and oversight—are essential for financial integrity.

Full Audit Report

Town of Wethersfield – Capital Project (Issued August 15, 2025)

Objective: Did the Board properly plan and manage its capital project?

Key Findings:

• No written multiyear capital plan or detailed budget.
• Purchases made for land and supplies with no project progress.
• Improperly established $1 million reserve fund.

Library Relevance: All library capital projects—whether building repairs or tech upgrades—should have a written plan, budget tracking, and legally compliant reserve accounts.

Full Audit Report

Summary: What Libraries Should Prioritize

Audit Topic	Focus Area for Libraries
Investment Programs	Written policies, authorizations, competitive rate checks, cash-flow forecasts
Financial Records	Reconciliations, accurate monthly reports, timely AFR filings
Capital Asset Management	Designated staff, tagging, inventory tracking, board-approved disposals
Internal Controls	Duty segregation, accurate fund allocations, oversight and audits
Capital Project Planning	Written long-term plans, project budgets, legal compliance for reserve funds