Director Briefing - July 14, 2025

Closes Today: System-Wide Community Survey for 2025 Long Range Planning Cohort

The System-wide Community Survey closes today! As a reminder, this survey was designed to gather valuable insights from library users across the System. While specifically intended to support libraries participating in the 2025 Long Range Planning Cohort, the insights gathered will benefit all member libraries.

We’re currently at 178 responses; it would be amazing if we could reach 200 today. Every response helps strengthen the data we’ll be sharing with libraries.

Please share this link one more time if you can: owwl.org/2025CommunitySurvey

August Director Meeting: Friday, August 1 at 10 AM at System HQ

The August Director Meeting will be held on Friday, August 1, at 10 AM at System HQ. The topic will be a conversation about unique program ideas.

This idea came from a great discussion with Rachael and the Bloomfield Public Library Board at their recent retreat, where we explored ways to connect with different generations through library programming. Bring your favorite programs, biggest flops, and questions. We’ll learn from each other!

As a reminder, these are informal meetings at OWWL HQ on topics pertinent to Directors, with time for chit-chat following. These meetings are held at 10 AM on the first Friday of the month opposite OWWLDAC. In 2025, the remaining Director Meetings will be held on August 1 and October 3.

Reminder: Support for Trustee Education Requirements Policy

A question came up at a recent trustee education session regarding new trustees and the annual required two hours of trustee education (per NYS Education Law 260-D ). The System's Support for Trustee Education Requirements Policy covers requirements as well as recommendations. For example, the Policy states:

Education Completion Requirements:

1. Each trustee must complete a minimum of two hours of education annually.
2. The education requirement may follow the term year as specified in the library's charter and bylaws.
3. It is recommended that newly elected or appointed trustees begin their education within the first six months of their term.
4. Newly elected or appointed trustees to a partial term may be allowed additional time to complete annual training for the partial first year.

Let me know if you have any trustee education questions.

Digitization Kit is Now Available on LibCal

The Digitization Kit is now available for reservation via LibCal. View all our available equipment here: https://owwl.libcal.com/reserve/equipmentlending

If your library is looking at a digitization project, let us know how we can support you. Direct questions to Piety.

Reminder: Library Card Orders Due Friday, July 18

This is a reminder to submit your library card order if you haven't already done so. I have received orders from the following libraries:

Bloomfield, Clifton Springs, Clyde, Livonia, Mount Morris, Newark, Red Creek, Stevens, Victor, and Wyoming

If you are interested in submitting an order, you have until this Friday, July 18th. The next order won't be placed until January 2026, so please plan accordingly.

Order here: Library Card Order Form

Reach Out, Read On: Alternative Delivery Grant

Application Deadline: September 1, 2025

This one-time seed or pilot grant is intended to help libraries test or expand new ways of getting library materials directly to patrons. Projects must serve at least one of New York State’s nine targeted outreach populations. Funds may be used for things like postage, mileage reimbursement, promotional materials, or limited temporary staffing.

Eligible project ideas might include:

• Book delivery for homebound patrons
• Bulk lending to residential facilities or daycares
• Drop-offs at food pantries or senior centers
• Neighborhood-specific or community-based delivery models

We’re here to help workshop ideas, talk through logistics, or connect you with sample materials. Just reach out to Piety if you’re interested.

Action Item: Please remove all Books by Mail promotional materials or website links from your library’s digital and print communications.

Thank you for helping us pilot this service and for continuing to find meaningful ways to reach your communities. We’re looking forward to seeing the local solutions you develop next.

Complete the application here: https://forms.gle/LMmkMnxG1nT6qizJ7

This Week in OSC Audits

Each week, the Office of the State Comptroller (OSC) releases audits that offer insights relevant to library operations. This week’s findings focus on IT asset tracking, payroll approvals, procurement compliance, and budget forecasting.

Key Takeaways for Libraries

Track and Secure Your IT Assets: The Vertus Charter School audit showed weak practices in IT inventory and disposal—some devices were unaccounted for or disposed of without documentation.

• Library Application: Maintain a centralized IT asset list. Include purchase dates, serial numbers, locations, and disposal procedures. Regularly verify inventory and document asset transfers.

Payroll Approvals Must Be Documented: The Port Washington Union Free School District audit found payrolls were processed without documented board approval or oversight.

• Library Application: Payroll summaries should be approved by the board or finance committee monthly. Include supporting timesheets or documentation, and document all approvals in meeting minutes.

Follow Procurement Procedures Every Time: The Town of Cohocton audit revealed missing documentation for required procurement procedures.

• Library Application: Always obtain and retain quotes for purchases per your Procurement Policy. Keep written justifications on file for non-competitive purchases.

Realistic Budget Planning Matters: The City of Yonkers audit highlighted that overly optimistic revenue projections can lead to budget instability.

• Library Application: Base budgets on historical trends and conservative estimates. If revenue sources fluctuate, build a contingency plan or maintain reserve funds to manage risk.

Suggested Library Actions

• Review and update your IT asset inventory and disposal process.
• Document and retain payroll approvals for each pay period.
• Ensure all purchases follow your written procurement procedures.
• Revisit budget projections and reserves ahead of your next fiscal year.

Strong documentation and oversight practices help ensure accountability and smooth audits.