ࡱ> z|yq` `bjbjqPqP =::X'~(~(~(8($(tA.Z)Z)())))))MAOAOAOAOAOAOA$BhdEsA+))++sA))A...+X))MA.+MA..N=a@)N) ƵJ~(+q?0 ADA0A?E,E`a@Ea@)L)6.*,0*W)))sAsA-X)))A++++"~(~( PURPOSE OF THIS POLICY The purpose as set forth herein is to give reasonable assurance to the Board of Directors (hereinafter Referred to as the Board) and to the employees of the Sanford Library Association, d.b.a. The Louis B. Goodall Memorial Library, which certain basic conditions of employment are established and benefits defined so that personnel problems may be dealt with on an equitable basis and that proper employee morale may be preserved. Each staff member shall be provided a copy of these policies. This policy does not constitute an employment contract; it supersedes all previous personnel policies. CONDITIONS AND BENEFITS OF EMPLOYMENT Employment The Library shall employ without discrimination, the best qualified persons, who are available at the salary levels established for employment. Job Descriptions The Library administration will have available for each staff member and future job applicants job descriptions for referral. Such position descriptions shall be reviewed periodically by the Board. Recruitment and Selection Within the limits of time during which a position must be filled, there shall be as wide a search for qualified candidates as is practicable. The character of this search will vary from position to position. The search may include: advertising in local and regional newspapers, and any other appropriate media; contact with State and other employment offices; contact with special sources of information. Members of the immediate families of the Board or of the Library staff may not be hired. The Director, who has the authority to hire, will conduct interviews. Interviews for the position of Director will be conducted by the Board, which has the authority to hire. The Board must authorize the filling of all positions not already included in the budget or in normal staff listings. C. Orientation Period A new employee hired to fill a regular position must serve an initial three-month orientation period. The purpose of such orientation period is to test the new employees suitability for the job. It is the responsibility of the Director or his/her designee to see that each new employee receives sufficient instruction in his/her job in accordance with his/her job description during the orientation period in order that he/she may be fairly evaluated upon completion of the probationary orientation period. Termination may be made at any time during the orientation period, if deemed necessary by the Director, if the employees work or conduct is not satisfactory. The orientation period for the Director will be one year. Change in Position Present employees shall be given first consideration in filling a position vacancy, but it is recognized that, from time to time, the good of the Library will require that a vacancy be filled from outside the Library. Employees who change position must serve a trial period of one month in that position. Prior to the end of this period the Director may require the employee to return to his/her former position at the employees former rate of pay. Resignation, Retirement, Lay-off Any staff member wishing to resign or retire shall notify the Director, in writing, at least two weeks in advance, one month in advance for the Assistant Director. The Director shall notify the Board one month in advance of his/her intent to resign or retire. If personnel cutbacks become necessary, the affected employee(s) shall be given fourteen calendar days written notice of such an action. Discipline After the completion of the orientation period, the Director may take disciplinary action when it is warranted in his/her judgment. Such disciplinary action shall include the following (unless unlawful activities are the reason for termination, in which case termination may be immediate): Initial reprimand, oral and written. Second reprimand, written. Day off with pay. Written report on correction of infraction or behavior issue to be submitted to the Director on next scheduled day of work. 4. Termination. If unlawful activities are suspected, the Director, with approval of the Board President, may contact law enforcement authorities. If necessary, charges may be brought against the accused individual. Disciplinary action against the Director is taken by a majority of the Board with notice served by the President or his/her designee. In the case of an extremely serious breach of conduct, discharge shall be immediate. An employee may appeal any decision of demotion or discharge in writing to the Director within five (5) working days of the date the notice of demotion or discharge is presented. The Director must present the document to the Board, which may uphold or reject the decision of the Director. An opportunity will be given to the employee for an informal hearing before the Director and the personnel committee of the Board. The Director may appeal a decision of demotion or discharge in writing to the Board within five (5) working days of the date of notice of demotion or discharge is presented. The Board may uphold or reject its previous decision. An opportunity will be given for an informal hearing before the Board. G. Termination and Vacation Upon termination, resignation, lay-off or retirement, an employee shall be entitled to his/her accrued vacation benefits earned under Section IV. II. Compensation Salaries The Director shall recommend starting hourly wages and salaries with final approval by the Board. Raises will be recommended by the Director and approved by the Board. Travel Expenses Within the limits of the budget, it is the policy of the Board to allow mileage expenses based on federal mileage policy for any travel authorized by the Director or by the Board. Employees or volunteers authorized to travel for the Library must provide proof of insurance. III. Attendance, Hours of Work Attendance Employees shall be at their respective places of work in accordance with the general regulations pertaining to the hours of work. The regular hours of work for employees shall be posted in a conspicuous place. The Director shall keep attendance records. Hours of Work A regular workweek for all full-time employees shall be a minimum of 35 hours. During the school year full-time employees will be required to work on alternate Saturdays. For the week that the employee will work on Saturday, he/she will be given another day off during that week. An employees working day shall provide for an uncompensated 30-minute lunch period. A fifteen-minute break shall be provided for work stretches of more than three hours. Employees are expected to return from breaks on time. The Director and Assistant Director are salaried employees and shall regularly work an average of 40 hours each week. All other Library employees are hourly employees. All employees, full or part-time, who, with prior approval of the Director, work any hours beyond their scheduled number of hours during a given week, shall be paid for extra hours worked or given a commensurate amount of time off within that same week, at the discretion of the Director Overtime is anything over 40 hours of work per week with prior approval of the Director. Salaried employees are exempt from overtime. Hourly employees will be paid time and a half wages for any overtime worked. Vacation Regular full time employees earn vacation time at the following yearly rate: 1 6 years service 80 hours 7 14 years service 120 hours 15+ years service 160 hours Paid vacation time will accumulate at the rate of 6.67 hours per month for regular full-time employees in the first year of service. Thereafter, the anniversary date of employment is used to determine service. Vacation for regular part-time employees will be prorated according to the above schedule. No vacation days are granted during the orientation period. Only upon successful completion of the orientation period may vacation days earned during that time be taken. During the first year of employment, the Director and the Assistant Director will both accumulate vacation time at the same rate as a full time employee. The Director and Assistant Director will receive 160 hours of vacation time on the first anniversary of employment. Accumulated vacation days may be used after six months if the regular orientation period is one year. Temporary employees are not entitled to vacation with pay. The times vacations are taken must be approved by the Director, usually on a first-come, first-served basis. The Director shall notify the President of the Board of Directors of his/her vacation. Due to staffing needs, it may not be possible to take all vacation time consecutively. Vacation pay is granted upon request the week before the vacation is to take place. Vacation time must be used within the anniversary year. Vacation time cannot be cumulated. Employees will not be paid for unused time unless they leave the service of the Library except under extreme circumstances to be determined by the Director. Sick Leave Paid sick leave for the scheduled hours missed is cumulated at the rate of eight hours per month for regular full time hourly employees in their first year of service. The number of hours cumulated is prorated for regular part-time employees. After the first year of employment, all regular full-time employees are entitled to 96 hours sick leave with pay each year. Regular part-time employees are entitled to sick leave with pay each year, prorated according to hours worked, based on full-time employee sick allowances. Sick leave may cumulate to 480 hours for regular full-time employees. This accumulation is prorated for regular part-time employees. Sick leave, which is unused, is not paid. Beginning January 1, 1988 and thereafter, sick leave not used may cumulate according to the above provisions for currently employed staff. Temporary employees are not entitled to sick pay. The Library may at any time request the employee to obtain a certificate of illness from an attending physician. Leave of Absence Under unusual circumstances, regular hourly staff members may be granted a leave of absence without pay for up to three months upon written application to and at the discretion of the Director. The Director may be granted a leave of absence without pay for up to three months on upon written application to and at the discretion of the Board. Employees who are enrolled in the medical insurance plans are required to pay full monthly premium during their leave in order to ensure continued coverage throughout the leave. Bereavement Any employee may be excused for work for up to three days because of death in the immediate family, as defined below, and shall be paid the regular rate of pay for the scheduled work hours missed. Immediate family is defined to mean spouse, parents, children, brothers, sisters, mother or father in-law, brother or sister-in-law, grandmother, grandfather or grandchildren, step-father, step-mother or step-children. At the discretion of the Director, unusual situations differing from this policy may be given consideration. Family Medical Leave The Family Medical Leave Act became effective on August 4, 1988 and requires that the Library provide to its employees, 8 weeks of unpaid family medical leave in any two year period of time, contingent on their having been employed at the Library for 12 consecutive months. Family Medical Leave means: leave required by an employee for his or her serious illness; the serious illness of a child, parent or spouse of the employee; the birth of the employees child; or the adoption by the employee of a child 16 years of age or less. Employees must give 30 days notice of the date on which the leave will begin and end, unless prevented from doing so by medical emergency. A physicians certificate may be required. If the leave is anticipated, employees are required to put their requests in writing to the Director. The Director will then notify the employee of the approval, in writing. The Library agrees to restore to the employee to the original position or to a position with equivalent seniority status, benefits and pay. The Library is not obligated to restore any position if it can be proved that the failure to restore was unrelated to the exercise of the family medical leave, such as a general layoff which affected the position. Employees who are enrolled in the Medical insurance plans are required to pay the full monthly premium during their leave in order to ensure continued coverage throughout the leave. If an employee needs an extra 4 weeks leave beyond the original 8, a request must be made in writing at least 2 weeks before the end of the first leave. If more than a 12-week leave is necessary, the Library cannot guarantee that an individual employee will have a position when he/she is ready to return to work. A physicians note may be required at the time that an employee returns to work. Jury/Witness Duty Pay The Library shall pay to an employee called for jury duty or as a witness to a case, the difference between the regular pay and the jurors pay or witness fee upon presentation of an official statement of pay received. An employee excused by the court for any reason shall be required to return to work promptly thereafter, except when arrangements have been made for replacements for a given work period. Holidays The Library will be closed for the following holidays: New Years Day Sat. before Memorial Day Columbus Day Fri. after Thanksgiving Martin Luther King Day Memorial Day Veterans Day Christmas Eve Presidents Day Independence Day Thanksgiving Day Christmas Day Patriots Day Labor Day Full-time employees will be paid for the above holidays and for any other days the Library may close due to holidays. Regular part-time employees will be paid for the total number of hours per week they work based on their regular weekly schedule, regardless of Library closings due to holidays. Personal Days In addition to the holidays listed above, regular full-time employees will be allowed three personal days per year. Part-time employees allowances will be prorated to full-time employees allowances of 24 hours. However, no personal days are earned or granted during the orientation period. Arrangement for personal days must be made in advance with the Director. The Director and Assistant Director may use personal days after six months of the orientation period has passed. After the orientation period is complete, he/she earns three personal days per year. Temporary employees are not entitled to personal days. K. Storm Days During extremely bad weather, the Library may be closed at the discretion of the Director. It shall be the responsibility of the Director or designee to notify each employee that the Library will be closed. All employees so notified or sent home early will be paid for the hours not worked. Employees leaving early because of bad weather when the Library remains open may use their vacation time or personal time, but otherwise will not be paid for time missed. At the discretion of the Director, unusual situations differing from this policy may be given consideration. IV. Staff Development Professional Education and Conferences Changes are constantly taking place in the field of librarianship and in the operation of libraries. Employees should keep abreast of developments in the library field, in accordance with the responsibilities of their positions, in order to give the best possible service to our patrons. Employees are encouraged to take advantage of educational opportunities and to attend workshops, conferences and meetings. Personal initiative should be shown in this area. Arrangements for attendance must be made in advance with the Director. Employees may be eligible for full or partial reimbursement for costs incurred in relation to education, training and attendance at meetings, as determined by the Director. Required Courses or Training Employees who are required by the Director to take courses or attend training sessions will have all reasonable expenses paid by the Library as employer. fb88 Library Association All dues for membership in the fb88 Library Association will be paid by the Library as employer. Insurance and Retirement Health Plan Any regular full-time employee who wishes to participate in the group health insurance plan may do so. The Library pays a portion of such coverage for the participating individual employee, to be determined by the Board of Directors annually. Regular part-time staffs who were formerly full-time employees of the Library (prior to January 1, 1981) may participate in the plan on the same basis as current regular full-time employees. Group health insurance is not available for other part-time employees. Basic Life Insurance is included as part of the Health Plan. Dental Insurance is also available based on the eligibility requirements as stated for the Health Plan. Workmens Compensation All employees are covered under the Workmens Compensation Act. Teachers Insurance and Annuity Association/College Retirement Equities Fund (TIAA-CREF Retirement Plan. Eligibility, participation, retirement age, plan contributions, other requirements and benefits of this plan are described in the Retirement Resolution set forth and approved by the Board of Directors of the Sanford Library Association, as of December 1, 1987, and as subsequently amended. This resolution, plus The Summary Plan Description, will be provided to each eligible participant. An employee is eligible after completing one year of service. Temporary employees are not eligible for this plan. Effective January 1, 1991, participation in this plan was made voluntary by a vote of the Board of Directors of the Sanford Library Association. Performance Evaluations The Director shall be responsible for performance evaluations of all employees at least once each year and the Board shall evaluate the Director annually. Personnel with weaknesses or below average ratings will be given remedial instruction by the Director or designee, or by the Board in the case of the Director. The character of this instruction shall be at the discretion of the Director, or of the Board in the case of the Director, subject to limitations of time, budget and expertise. Unless there is significant improvement, an unsatisfactory performance evaluation will result in reassignment to another position if this is possible and desirable, or in termination. Employee Grievances It is the policy of the Library to deal promptly with grievances. Any employee aggrieved because of some condition of employment shall have the right to appeal to the Director, or the Board, in the order named, in accordance with the following provisions: Step A. An employee shall present the grievance in writing to the Director, whose duty it shall be to give it full consideration and make an effort to settle it within five working days after its presentation. Step B. If a satisfactory settlement cannot be reached by the Director within the specified time, the employee may appeal in writing to a personnel committee of the Library Board. The Director must make a full report in writing to a personnel committee regarding the effort to settle the grievance. A personnel committee shall make an effort to settle the grievance within five working days from the time of its presentation. Step C. Failing to secure settlement at Steps A and B, the employee may appeal in writing to the full Board. The appeal will be resolved within ten working days by the full Board whose decision will be final. All grievances shall be commenced not later than ten days after the occurrence of the event giving rise to the grievance. Harassment It is the policy of the Sanford Library Association that all our employees should be able to work in an environment free from all from all forms of harassment. Harassment, both sexual and verbal, is prohibited. This policy refers not only to supervisor-subordinate actions but also to actions between co-workers. Any complaints of harassment will be investigated promptly. There will be no intimidation, discrimination or retaliation against any employee who makes a report of harassment Please refer to the Sexual Harassment Policy for further information. Public and Employee Relations Cooperation of all employees is essential to efficiency. Cooperation, courtesy and responsibility are key elements of good service. Businesslike conduct is presupposed at all times. Employees shall be at their respective places of work at the appointed starting time. Illness or any other inability to report for duty shall be reported to the Director or designee within a reasonable time, preferably at least two hours before an employee is expected to work. No employee shall engage in any business other than his/her regular duties during work hours. Appropriate attire is expected while an employee is on duty. An employee may accept no fee for services rendered as an employee of the Library, nor may any special favor or advantage be granted to relatives or friends as users of the Library. Employees are expected to be meticulous in avoiding careless or personal use of Library time or property. Employees shall not criticize the Library, its employees or Board, patrons, businesses or institutions, while on duty at the public desks of the Library. Criticisms of Library services, personnel or books by Library patrons will be referred to the Assistant Director or Director. Children will be shown the same courtesy as adults. Definitions Regular Full-time staff: those employees working 35 hours per week or more on a regular basis. Regular Part-time staff: those employees working on a schedule less than 35 hours/week on a regular basis. C. Salaried employee: an employee who is compensated with a yearly fixed bi-weekly wage not dependent upon hours worked. D. Temporary staff: those employed for a short period of time in order to fill a particular need, whether they are working full-time or part-time. They may be employed by the hour until a task is completed, by the week or for a stipulated length of time, such as 60 days or 6 months, or longer. E. Volunteer: an individual who of his/her own free will performs a task or service for the Library.     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