EAST HOUNSFIELD FREE LIBRARY PERSONNEL POLICY

The following are rules and regulations of the East Hounsfield Free Library. These are effective September 23, 2019 as adopted by the Board of Trustees of the East Hounsfield Free Library.

Equal Opportunity and Affirmative Action

It is the policy of the Library to administer its personnel system in agreement with the Town’s Equal Opportunity and Affirmative Action Policies.

Hours

Hours: The library is open 20 hours per week. The Library Director will schedule employees so that the library is adequately staffed.

Overtime and Compensatory Time: Overtime is defined to be any hours over the regularly assigned hours that each employee works. Any time which is overtime is to apply either towards time off (compensatory time) or as salary at the employee’s regular hourly time rate. No overtime is to be worked without the approval of the Library Director. Compensatory time of less than one hour must be taken within the week it was accumulated as scheduled by the Library Director.

Note: By federal law, an employee is only considered “salaried” if they earn more than $455 per week. Therefore, library employees earning less than $455 per week must be paid / given compensation time for every hour worked over their contracted number.

Employee Benefits

Social Security: All employees are covered under the Social Security Act

Medical Benefits: Medical benefits are critical and should be provided if at all possible. These benefits may be available through the local municipality.

Retirement: Retirement benefits are very important also. Please check with the local municipality to determine if the library can offer this benefit to any of its employees.

Annual Leave: [The library board has the power to determine this benefit.] Full Time Library employees are entitled to two weeks paid vacation per year. One additional paid vacation day will be earned per year up to a limit of 4 weeks of vacation.

Sick Leave:  [The library board has the power to determine this benefit.] Full Time Library employees are entitled to one week paid sick leave per year. One additional sick leave day will be earned per year, up to the limit of 2 weeks of sick time.

Paid Holidays: [The library board has the power to determine this benefit.] The Library is closed on the following legal holidays:  New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, and Christmas. If the holiday occurs on a day that the library is closed, equal time off should be allowed at another time.

Disability: In the event that the Library an employee cannot perform the Duties because of illness or incapacity, they will become eligible for New York State Disability Insurance or New York State Worker’s Compensation. The employee’s full compensation will be reinstated upon return to work.

Training and Staff Development

The Board of Trustees wishes to encourage attendance at courses and conferences related to both library services and employees’ duties as a means of enhancing the library’s offering to the community. Accordingly, it pursues a policy of paying expenses to staff members as outlined below:

Time off with pay, full or partial fee reimbursements and mileage payments at the prevailing recommended state level should be granted.

Leaves without Pay

Leave without pay may be granted at the discretion of the Board of Trustees for a period not exceeding one year. Requests for a leave of absence without pay must be submitted in writing to the Director. All requests, accompanied by recommendations of the Director, must be submitted for the approval to the Board. The Board reserves the right to stipulate any conditions for such leave.

Salary Administration

All positions in the library are categorized and a salary schedule for each type of position has been established by the Board of Directors in order to provide fair and reasonable compensation for all library employees.

Job Descriptions

All positions should have written job descriptions. Staff members should be proved with their own job descriptions.

Performance Evaluation

It is the policy of the library to have a written evaluation of employees. For a new employee, these written evaluations should be completed at the beginning of the sixth month of employment. Written evaluations for all employees should be conducted at least once annually.

Each employee should be evaluated periodically against his/her job description. The Director shall personally conduct annual evaluations of the work performance of all staff members.

The purpose of such reviews shall be to help employees make progress in their work and learn where they stand. The performance review must be accompanied by a personal conference in which the employee may examine the review and have an opportunity to ask questions or make comments.

Disagreement with the performance rating may be expressed in writing to the Director and the Board of Trustees.

Performance evaluations will be considered as one factor in determining salary increase, promotions, or dismissals. These performance evaluations shall be made available to the Board of Trustees for annual salary review.

Evaluations, as well as any written comments that the employee should make about the evaluation, should be kept in the personnel file that is locked. All employees have access to their evaluations and may examine them at any reasonable time. On all evaluation forms, the employee is given the opportunity to write his/her comments about any all written comments.

Rules of Conduct

Most employees never violate any Library rules or give the Administration any reason to impose discipline.  However, there is the probability that there will be some employees at the Library who will require discipline, up to and including dismissal, for actions that are detrimental to the Library or to other employees.

The following is a list of some, but not all, of the acts which would result in disciplinary action, up to and including dismissal.

  • Repeated absences or tardiness.
  • Persistent negativity or numerous petty complaints that undermine the morale of co-workers, or interfere with the normal flow of work.
  • Misuse of time: extended breaks or lunch hours; persistent or extended personal telephone or cell-phone calls.
  • Interrupting working employees with personal or frivolous conversations.
  • Disrespectful behavior toward management, patrons, or other Employees.
  • Insubordination (Refusal to do work or carry out a reasonable request).
  • Any act of dishonesty, deception or fraud.
  • Abandonment of job or failure to report to work without notifying a Supervisor.
  • Committing deliberate damage to Library property.
  • Unauthorized use of Library facilities, tools or equipment.
  • Disorderly conduct, such as striking another employee, use of abusive language, etc.
  • Falsifying Library records.
  • Allowing unauthorized person(s) access to Library facilities.
  • Possessing, or being under the influence of, alcohol or illegal drugs while at work.
  • Harassment of any nature, including sexual harassment.
  • Possession of firearms or other weapons on System property.
  • Illegal use of e-mail or communication systems.
  • Use of Library computers and property for personal work.
  • Removing, sending, or furnishing Library records and information to unauthorized persons.
  • Abuse or violation of State or Federal laws adversely affecting employment.
  • Any conduct contrary to common decency or morality, or liable to incite, or provoke against anyone because of race, color, sex, religion, national origin, veteran status, or disability.

The examples used above are not intended to be an inclusive list of inappropriate behavior subject to disciplinary action. These examples are given only as guidelines.  The  East Hounsfield Free Library Board reserves sole managerial discretion to determine what conduct or behavior is subject to discipline and to determine the severity and timeliness of such discipline.

Firing

An employee may be dismissed for incompetence, unfitness or for just cause. The notice of dismissal shall be in writing and shall state the specific charges.

Resignation

The library employee should provide two weeks notice. The employee’s written and signed resignation should be dated when received and retained in the personnel file.

Staff Grievances

Dissatisfaction with alleged unfair treatment, work schedules and assignments, library policies and procedures, or working conditions should be brought to the attention of proper levels of authority within the Library. Many can be settled informally and verbally by the Library Director. However if a matter is deemed important, the following steps may be taken.

Within two weeks after the occurrence of the event, an employee shall first orally discuss the same with the Library Director. Within three working days, the Library Director shall communicate his/her decision to the employee.

Emergency Closings

The Library Director will authorize closings on days of snow storms or other excessive weather conditions when the school is closed or no staff members can get to work.

Policy Board Approved Date: Monday, September 23, 2019

Library Director Job Description

East Hounsfield Free Library

Job Objective:

Under broad policy guidance and direction from the Library Board, performs professional and administrative duties in planning, developing, implementing and directing public library services for the East Hounsfield Free Library. These duties include budget preparation, evaluation, personnel, collection development, community relations and facility maintenance.

Essential Functions and Responsibilities:

  • Administers board policies, makes policy recommendations to board, provides staff support and information to the board.
  • Prepares budget for Library Board approval, monitors and approves expenditures as directed by the Library Board, administers gifts, state and federal money.
  • Supervises personnel directly or through subordinates; hires and trains employees; assigns and monitors work; evaluates personnel; disciplines employees as necessary.
  • Evaluates library services and makes recommendations for improvements; works with elected officials, school officials and civic organizations to develop programs and resolve problems.
  • Administers maintenance of library facilities and equipment; works with architects and planners on facility development.
  • Reviews and approves selection of all materials for purchase.
  • Participates in professional meetings, classes, conferences and workshops.
  • Participates in organizational management through the committee process.
  • Reads professional materials to update and maintain knowledge and skills.
  • Accountable for all activities, programs and services.
  • Performs other related duties as assigned.

Knowledge, Skills, and Abilities

  • Thorough knowledge of the theories, principles, and objectives of library science
  • Thorough knowledge of library organization theories.
  • Thorough knowledge of current trends and developments in the library field.
  • Knowledge of and experience with effective participative management techniques.
  • Considerable knowledge of management principles and practices.
  • Knowledge of supervision, training, and staff utilization principles.
  • Thorough knowledge of library reference sources, print and online.
  • Considerable knowledge of children’s, young adult and adult literature.
  • Considerable knowledge of online automation.
  • Working knowledge of public relations procedures.
  • Working knowledge of budgetary and accounting processes of the department.
  • Ability to plan, organize, supervise, and evaluate the work of employees in diversified library activities.
  • Broad experience in collection development and programming.
  • Substantial skills related to the organization of people, processes and tools in a public library setting.
  • Superior human relations and communication skills.
  • Ability to establish and maintain effective and harmonious working relationships with employees, other agencies, and the general public.
  • Ability to communicate effectively, verbally and in writing.
  • Ability to follow written and verbal communications.
  • Ability to develop and carry out program services.

Tools and Equipment Used:

Library computer system; personal computer including world wide web search engines and the library’s web site, word processing and database management software, copy and fax machine, phone and automobile.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Experience and Training:

[If the library serves a population of 7500 or more]

  • The library shall employ as director, only persons who hold the public librarian’s professional or provisional certificate or a certificate of qualification. Library Science
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

[If the library serves a population of 5000 to 7499]

  • The library shall employ as director, a person who holds a bachelor’s degree granted by an approved college or university upon the completion of four academic years of full time study.
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

[If the library serves a population of 2500 to 4999]

  • The library shall employ as director, a person who has completed not less than two academic years of full time study in an approved college or university
  • A minimum of five years experience as a librarian in an increasingly responsible supervisory and/or administrative position
  • Substantial experience in public services and dealing with the public.

Policy Board Approved Date: Monday, September 23, 2019