OWWL Library System’s Purpose
The OWWL Library System exists to expand and strengthen public library services across Ontario, Wayne, Wyoming, and Livingston Counties. The System provides consultation services, technology support, and guidance on library operations and governance. It also facilitates discussion, coordinates services, and manages the distribution of State and Federal aid to its member libraries.
System Relationships with Member Libraries
The System supports its 42 member libraries through continuing education, policy and governance consulting, administrative guidance, and technology services. All advice and recommendations from System staff are advisory in nature and should not substitute for legal counsel or certified professional consultation.
Each member library is independently governed by its own Board of Trustees. The System does not hold any administrative, managerial, or governance authority over member libraries, except where System policies apply to shared services, resources, or support infrastructure.
The System plays no role in the hiring, supervision, or employment of staff at member libraries. Each library employs its own director and staff and oversees its own organizational structure.
The System is not responsible for decisions made by member library boards or administrations, and it assumes no liability for local governance, management, or fiscal actions. The System has no financial obligations to member libraries except where outlined in approved contracts or in accordance with New York State Education Law regarding the disbursement of State Aid.
The OWWL Library System and its member libraries operate as separate entities. Member libraries and external organizations may not use OWWL Library System information for business purposes (e.g., vendor negotiations, pricing, contracts) without explicit written approval. Any unauthorized use of such information will be considered invalid and without legal effect.
The System offers training and continuing education for library staff and trustees; however, it is the responsibility of each individual or library to document participation in compliance with institutional or State requirements.
The System provides technology support to member libraries only as outlined in the Computer Support Policy. It holds no responsibility for library-owned technologies or software outside the scope of that policy.
The System supports public library services and does not advocate for any individual or group outside the context of serving its member libraries.
System Policies Impacting Member Libraries
The following policies directly impact the relationship between the System and its member libraries. Adherence to these policies is required for access to System support, services, programs, and membership:
- Acceptable Use and Internet Safety Policy – Sets Children’s Internet Protection Act (CIPA) requirements for E-Rate funding to subsidize member library Internet costs.
- Brand Usage Policy – Defines appropriate use of the “OWWL” name and logos.
- Code of Conduct Policy – Establishes expectations for interactions with System staff.
- Collection Management and Circulation Policy – Outlines procedures for System collections and interlibrary loan.
- Computer Support Policy – Details scope and limits of System technology support.
- Confidentiality of Patron Records Policy – Complies with Civil Practice Law §4509 regarding the protection of patron information.
- Data Breach Policy – Defines roles and responsibilities related to data security incidents.
- Delivery Policy – Details guidelines for System delivery service to libraries.
- E-Rate Participation and Compliance Policy – Outlines shared responsibilities under the Federal E-Rate Program.
- Email Account and Use Policy – Establishes rules for creating and using System-managed email accounts.
- Mileage and Scholarship Reimbursement Policy – Specifies requirements for mileage and scholarship reimbursements.
- Minimum Standards Compliance Confirmation Policy – Requires member libraries to annually certify compliance with New York State’s Minimum Standards by board action and submit a signed confirmation form to support System reporting.
- New York State Aid for Library Construction Policy – Provides requirements and guidance for applying to the NYS Library Construction Aid program.
- Pest Management Policy – Details procedures for managing pest outbreaks in library facilities.
- Procurement Policy – Defines System procurement processes on behalf of member libraries; does not impact local purchasing decisions.
- Support for Trustee Education Requirements Policy – Outlines System support for libraries meeting the trustee education mandate.
- Systems Access and Confidentiality of Library Records Policy – Sets requirements for accessing Evergreen, email, and patron data.
- Wi-Fi Access Policy – Establishes rules for managing wireless access points at member libraries.
All policies are available at: https://owwl.org/system/policies/
Consultations on Sensitive Information
Consultations involving sensitive topics (such as governance, personnel, funding, or administrative authority) are limited to the System Executive Director and member library administrators (Directors and/or Trustees).
These communications are considered confidential unless disclosure is necessary to prevent legal, financial, or reputational harm. System staff may share sensitive concerns with the Executive Director as appropriate.
Requesting Support
Member libraries are encouraged to contact the System for support on a wide range of topics, including governance, policy, finance, outreach, continuing education, and day-to-day library operations. The Executive Director and System staff are available to provide guidance, answer questions, and connect libraries with the appropriate resources or services.
For all technology-related issues (including Evergreen support, cataloging, hardware, and software) libraries must submit a support ticket through the System’s Help Desk. This ensures timely response, clear communication, and accurate tracking of ongoing or recurring issues. Additional details are provided in the Computer Support Policy.
Agreements between Member Libraries and the System
All agreements between the System and its member libraries are reviewed and/or renewed annually. These include, but are not limited to:
- System Plan of Service
- Free Direct Access Plan
- Evergreen Cost Shares
- OverDrive Funding Commitments
System-Wide Decision Making
When System-wide policies, activities, or agreements may affect member libraries, the System may present them to Directors for discussion and input. Final authority on all decisions rests with the OWWL Library System Board of Trustees.
Last Updated by the OWWL Library System Board of Trustees on August 13, 2025