Personnel Policy of Flenniken Public Library
I. Management Policy:
The duly appointed library board shall have all management rights, authorities, and responsibilities.
1. The library board shall select, appoint, and when necessary for valid reasons, dismiss the director of the library.
2. The board shall establish all other positions and all wage and benefit levels for the library staff.
3. The board shall conduct annual appraisals of the library director's performance, at which time personal and management goals will be discussed and negotiated.
II. Administrative Policy:
The person appointed as library director shall be charged with the administration of the Flenniken Public Library.
1. The director shall be responsible to the library board in matters pertaining to the library. The director shall be present at monthly board meetings, and prepare and present such reports or documents as requested.
2. The director shall maintain financial records in an efficient manner, present
periodic reports to the library board, and prepare the draft of the annual budget.
3. The director shall hold regular meetings and training for the library staff and volunteers.
4. The director shall be responsible for preparing annual performance assessments for all library staff.
5. The director shall have the responsibility for collection development of all materials in the library, which includes selection, ordering, processing, weeding, and inventory of collections.
III. Personal Days:
Each full-time employee will be provided with three personal days per year after the first year of employment. They are awarded by anniversary date and are not cumulative.
IV. Sick Leave:
FULL-TIME EMPLOYEES:
In the event that an employee is prevented by illness, accidental injury, or required medical or dental full-time treatment from performing his/her duties, the employee shall be paid his/her full-time salary for a period of up to 10 days per year for the first two years of employment; 12 days after the third year of employment; and one additional day for each year of employment, not to exceed 45 days. Unauthorized absences will result in loss of pay.
The following conditions will apply:
1. Unused sick leave may be accumulated up to 45 working days and carried indefinitely. The accumulated leave may be used at any time it becomes necessary. Upon termination of employment, payment will be made for accumulated sick leave.
2. Employees will be required to obtain a doctor's certificate after three consecutive days of absence due to illness or injury, unless approval has been granted by the Library Board.
3. Employees shall he given a written accounting of accumulated sick leave at the beginning of each year.
PART-TIME EMPLOYEES:
In the event that a part-time employee is prevented by illness, accidental injury, or required medical or dental full-time treatment from performing his/her duties, the part-time employee shall be paid his/her salary for a period of up to 10 days per year. Unauthorized absences will result in loss of pay.
The following conditions will apply:
1. Unused sick leave may be accumulated up to 20 days and carried indefinitely. The accumulated leave may be used at any time it becomes necessary. Upon termination of employment, payment will be made for accumulated sick leave,
2. Employees will be required to obtain a doctor's certificate after three consecutive days of absence due to illness or injury, unless approval has been granted by the Library Director.
3. Employees shall be given a written accounting of accumulated sick leave at the beginning of each year.
V. Vacations:
LIBRARY DIRECTOR:
The Library Director will be granted four weeks of vacation. The following will apply:
1. Vacation must be taken within the year it is granted, unless approval has been granted by the Library Board.
2. The library director must arrange his/her vacation time with the Library Board.
3. Holidays falling during vacation periods are not counted as part of the vacation compensation.
FULL-TIME/PART-TIME EMPLOYEES:
Full-time and part-time employees will be granted one week's vacation during the first year of employment, two weeks during the second through 4th consecutive years of employment, and three weeks beginning with the 5th year of consecutive employment. The following will apply:
1. Vacation must be taken within the year it is granted, unless approval has been given by the Library Director.
2. The employees must arrange his/her vacation time with the Library Director.
3. Holidays falling during vacation periods are not counted as part of the vacation compensation.
VI. Bereavement Leave:
Whenever an employee shall he absent from duty because of a death in the immediate family of said employee, there shall be no deduction in salary for an absence not in excess of three days. Members of an immediate family shall be defined as father, mother, stepfather, step-mother, sister, brother, step-sister, step-brother, daughter, son, step-daughter, step-son, husband, wife, parent-in-law, or relative who resides in the same household.
Whenever an employee shall be absent from duty because of the death of a near relative, there shall be no deduction in the salary of said employee for absence the day of the funeral. A near relative shall be defined as a first cousin, grandfather, grandmother, aunt, uncle, niece, nephew, son-in-law, daughter-in-law, brother-in-law or sister-in-law.
VII. Family Illness:
Up to ten days of any sick leave accumulated by an employee may be used in the event of illness in his/her immediate family. Immediate family shall be defined as your son or daughter, step-son, or step-daughter, or anyone living in your same household.
Leaves of absence WITHOUT pay may be granted to library employees for maternity, adoption, illness, travel, or graduate or certification training. All leaves are considered on a case-by-case basis and must be approved by the Library Director. A leave for the Library Director must be approved by the Library Board. Such requests must be submitted in writing well in advance of the time said leave is to begin. Written requests must indicate both a beginning and an ending date for the leave. Vacation time must be used before an unpaid leave will be approved for reasons other than maternity, adoption, or military training.
When an employee is on unpaid leave, he/she is responsible for all health insurance costs and other benefit premiums/deductions that may apply.
In some cases, it may be necessary to deny requests. Leaves are a privilege and can be granted only if the best interests of the library can be maintained.
VIII. Military Leave:
Library employees who are duly enrolled members of the National Guard, State Guard, or any other organized reserve component of the Armed Forces of the United States shall be allowed a military leave of absence which has been ordered. The leave, under normal circumstances, will not exceed fourteen days, excluding Sundays and legal holidays. A copy of the order requiring attendance at military training sites shall accompany all requests for a military leave. Benefits are not affected by a military leave as long as the leave stays within the fourteen day parameter.
IX. Legal Proceedings:
When an employee is called to jury duty or is a subpoenaed witness, he/she shall notify the Library Director in writing of his/her intention to serve or appear. Those servings as jurors or subpoenaed witnesses shall receive his/her regular pay and any fees paid by the court.
X. Inclement Weather:
It will be the attitude of the Library Board that the safety of its employees will be the first and foremost consideration. Therefore, during severe weather, absences may be granted at the discretion of the Library Director with the consultation of the Library Board President.
XI. Work Schedule Policy:
Major changes in the Library Director's work schedule may not be made without the approval of the Library Board. Said requests must be made in writing. Requests for changes in the work schedule of other staff or volunteers must be made in writing to the Library Director.
XII. Meetings, Conventions, Workshops:
The Library Director, staff, and Library Board members attending continuing education opportunities to aid the library shall be allowed registration expenses at the discretion of the Library Board. In addition, a $40.00 food allowance per day shall be permitted at the discretion of the Library Board.
XIII. Disciplinary Policy:
An employee of the Flenniken Public Library may be dismissed for any action or behavior that causes the library's image or operation to be diminished. This includes but is not limited to: incompetence, misconduct, inattention to assigned duties, inappropriate language or behavior, or unapproved absences from work.
Termination would be a final step which would follow:
A. a substandard performance review
B. verbal and/or written warnings
C. suspension without pay.
Complete and clear records will be maintained of all disciplinary processes for the protection of the library and the employee.
The Flenniken Public Library (both the Library Board and the Library Director) retains the right to dismiss an employee WITHOUT notice in cases involving the following:
theft, drug or alcohol abuse, criminal activity, or instances of significant misconduct.
XIV. Resignation and Retirement Policy:
Any library employee wishing to resign or retire from employment must notify the director or the Library Board as soon as possible. The Library Board requests a minimum notice of two weeks. This request must be submitted in writing, giving the exact date that employment is to be terminated.
If the employee is entitled to benefits, a lump sum payment will be made to the employee.
XV. Equal Opportunity Employment Policy:
It is the policy of the Flenniken Public Library to provide an equal employment opportunity for all qualified persons. Equal opportunity shall be according to the provisions of State and Federal laws and regulations.
XVI. Drug-free Workplace Policy:
In compliance with the Drug-free Workplace Act of 1988, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited while performing work for the Flenniken Public Library.
XVII. Sexual Harassment Policy:
Harassment on the basis of sex is a violation of Title VII (federal law) and Statute 111 .36(b) (PA state law). Sexual harassment, either verbal or physical, is an unlawful employment practice and will not be tolerated by the Flenniken Public Library. The Library Board accepts and adheres to all definitions and procedures outlined in the law as regards sexual harassment. Any employee who engages in sexual harassment will be subjected to disciplinary action up to and including termination.
Adopted by the Flenniken Public Library board of directors on January 10, 2006.
Signed by Marsh L. Nolf, board vice-president, January 10, 2006