Purpose
This policy outlines the expectations for member library compliance with the Minimum Standards for New York’s Public and Association Libraries, as defined in Commissioner’s Regulation §90.2. Compliance with these standards ensures eligibility for New York State aid, supports high-quality library service, and maintains the member library’s good standing within the OWWL Library System.
Applicability
This policy applies to all public and association libraries that are members of the OWWL Library System.
Minimum Standards
All member libraries must comply with the following 14 Minimum Standards[1]:
- Written bylaws of the Board of Trustees; reviewed and re-approved at least every five years.
- A community-based, board-approved, written long-range plan of service developed by the Board and staff.
- A board-approved written annual report to the community on the library’s progress in meeting its mission, goals and objectives.
- Written policies for the operation of the library, reviewed at least every five years.
- An annual, board-approved budget designed to address community needs as defined in the long-range plan.
- Periodically evaluate the effectiveness of the library’s programs, services and collections.
- Maintain hours of service according to a schedule based on population served.
- Maintain a facility which meets community needs, as outlined in the library’s long-range plan; including adequate space, lighting, shelving, power and data infrastructure, and a public restroom.
- Provide programming to address community needs.
- Provide a circulation system that facilitates access to the local library collection and other library catalogs as well as providing equipment, technology, and internet connectivity to address community needs and facilitate access to information.
- Provide access to current library information in print and online to facilitate the community’s understanding of library services, operations and governance. Information provided online shall include items 1-5.
- Employ a paid director with qualifications based on population served. The minimum education qualifications for library director as established in Commissioner’s Regulation §90.8.
- Provide library staff with annual technology training appropriate to their position, in order to address community needs.
- Establish and maintain partnerships with educational, cultural or community organizations which will enable the library to address the community’s needs, as outlined in the library’s long-range plan of service.
Compliance
Libraries must confirm their compliance with the Minimum Standards as part of the Annual Report to the New York State Library. Additionally, each library must submit documentation to the OWWL Library System annually confirming board-level review and affirmation of compliance. This can take the form of a board approved resolution, motion, or statement included in board meeting minutes.
Sample language for resolutions, motions, or statement included in meeting minutes may be obtained by contacting the OWWL Library System Executive Director.
This confirmation ensures the System can meet its annual obligation to certify that all member libraries are in compliance with the Minimum Standards, as required by the Division of Library Development.
Variance Requests
Libraries that are not in full compliance must submit a Variance Request Form for each unmet standard.
Libraries should contact the OWWL Library System for assistance in preparing and submitting this form.
Variance requests must outline specific plans and a timeline for achieving compliance.
Trustee Responsibility
Library trustees are legally responsible for ensuring that the library complies with Minimum Standards. Boards must be familiar with this policy and actively participate in planning and reporting processes.
Non-Compliance
Libraries that do not submit documentation affirming compliance or required variance(s) will be ineligible for LLSA and LSSA payments. Additionally, they may fall out of compliance with the System and Member Library Relationship Policy. To receive System support and access to System services, member libraries must adhere to all required policies.
Prolonged or repeated failure to meet the Minimum Standards can place a library at risk of being found in violation of Education Law. This may result in action by the New York State Education Department, up to and including revocation of the library’s charter.
System Support
The OWWL Library System provides guidance and resources to help all member libraries meet the Minimum Standards. For questions or support, contact the Executive Director.
Last Updated by the OWWL Library System Board of Trustees on August 13, 2025
[1] List adapted from the Handbook for Library Trustees of New York State (2023 Edition), https://nyslibrary.libguides.com/Handbook-Library-Trustees/laws-regulations