Gay-Kimball Library Personnel Policy (Nov. 29, 2017)
TABLE OF CONTENTS
RSA 202 – A:11 POWERS AND DUTIES
SECTION I – GENERAL PROVISIONS
SECTION II – HIRING/RECRUITMENT AND PERSONNEL PROCEDURES
SECTION III – COMPENSATION
SECTION IV – BENEFITS
SECTION V – GENERAL CONDITIONS OF EMPLOYMENT
SECTION VI – REVISION OF THE PERSONNEL POLICY AND PROCEDURES MANUAL
SECTION VII – TRUSTEE CERTIFICATION
202-A:11 Powers and Duties. – Except in those cities where other provision has been made by general or special act of the legislature, the library trustees of every public library in the state shall:
- Adopt bylaws, rules and regulations for its own transaction of business and for the government of the library;
- Prepare an annual budget indicating what support and maintenance of the free public library will be required out of public funds for submission to the appropriate agency of the municipality. A separate budget request shall be submitted for new construction, capital improvements of existing library property;
- Expend all moneys raised and appropriated by the town or city for library purposes and shall direct that such moneys be paid over by the town or city treasurer pursuant to a payment schedule as agreed to by the library trustees and the selectmen or city council. All money received from fines and payments for lost or damaged books or for the support of a library in another city or town under contract to furnish library service to such town or city, shall be used for general repairs and upgrading, and for the purchase of books, supplies and income-generating equipment, shall be held in a nonlapsing separate fund and shall be in addition to the appropriation;
- Expend income from all trust funds for library purposes for the support and maintenance of the public library in said town or city in accordance with the conditions of each donation or bequest accepted by the town or city;
- Appoint a librarian who shall not be a trustee and, in consultation with the librarian, all other employees of the library and determine their compensation and other terms of employment unless, in the cities, other provision is made in the city charter or ordinances.
Source. 1917, 59:1. 1919, 35:1. PL 10:56. 1927, 82:4. 1933, 60:3. RL 15:59. 1943, 90:2. RSA 202:10. 1963, 46:1. 1983, 272:1, eff. Aug. 17, 1983. 2000, 9:4, eff. April 16, 2000.
Gay-Kimball Library Personnel Policy
SECTION I – GENERAL PROVISIONS
It is the intent of the Board of Trustees to establish standard personnel policies and procedures governing the employment of individuals by the Gay-Kimball Library.
The policies and procedures outlined in this manual shall apply to all temporary, seasonal, salaried, part-time and full-time employees, unless otherwise stated.
The authority to formulate, establish and enforce personnel policies and procedures for employees of the Gay-Kimball Library rests with the Board of Trustees per New Hampshire Law Title XVI Libraries, Chapter 202-A Public Libraries, Section 202-A:1, 202-A:11 Powers and Duties. Adoption of these policies by the Library supersedes all previous personnel policies. These policies are subject to regular review and amendment as needed. Any amendment to these policies shall become effective immediately upon adoption by the Board of Trustees. Due to regular updates to the Personnel Policy and Procedure Manual, a paper copy need not be maintained in the Library. If an employee or member of the public wishes to inspect the manual, it will be available digitally on one of the library’s computers. Paper copies will be printed upon request, and the requester will be charged the library’s current page rate for printing or copying.
- Full-Time Employee – A year round position scheduled for a minimum of thirty-five hours or more per week.
- Part-Time Employee – A year round position scheduled for less than thirty-five hours of work per week.
- Salaried Employee – An employee whose compensation is determined on an annual basis without a conversion to an hourly rate or number of hours worked per week.
- Workweek – The workweek is defined as seven consecutive 24 hour work periods beginning with Sunday and running through Saturday. The workweek shall be calculated by including all time during which an employee is required to be at the Library or off-site at an approved place.
- Hours Worked – Hours worked shall be defined as those hours spent in any activity required by the Library and pursued primarily for its benefit.
SECTION II – HIRING/RECRUITMENT AND PERSONNEL PROCEDURES
- EQUAL OPPORTUNITY EMPLOYMENT
The library prohibits discrimination in employment or promotion based on sex, age, race, color, marital status, physical or mental handicap, religious creed or national origin.
The library encourages promotions when possible from existing staff; however, when hiring from outside of existing staff, the library shall, in an effort to promote equal opportunity, reserve the right to utilize any available services to locate applicants, including print or media advertising, employment services and recruitment services.
When seeking to fill a position, the library shall meet the following guidelines:
- The position will be posted in two public places (e.g., the library and Town Hall).
- An ad may be placed in one local newspaper for one day.
- A listing will be posted on the New Hampshire Library Job Line.
- Applications will be accepted for at least 10 days following the announcement.
- All ads will indicate that the library is an equal opportunity employer (EOE).
Preference will be given to local residents and advancement from within the library only when all other aspects are equal.
- PERSONNEL FILES
All personnel files are confidential by their very nature. Every employee shall have the right of access to his/her file during normal working hours. Without specific written permission from the employee, no persons other than the Director and Board of Trustees may have access to the files.
- JOB DESCRIPTIONS
Job descriptions shall contain a minimum of at least the following information: job classification, duties and responsibilities and experience requirements to execute the position. Job descriptions shall be considered a part of the Personnel Policy and Procedure Manual.
- BACKGROUND INVESTIGATION. All employees and volunteers whose duties may cause them to interact with persons under the age of 18 must successfully complete a background investigation the cost of which shall be paid by the library.
SECTION III – COMPENSATION
- GENERAL POLICY
It is the policy of the Board of Trustees to establish pay rates which are commensurate with the work performed and the prevailing wages of similar libraries. Wage rates will be established by the Board of Trustees. The Board will review and make any changes annually. Every effort will be made to maintain fair, equal and competitive wage rates which serve the best interests of the library.
Wage increases will become effective for the first pay period following approval of the department budgets by the Annual Town Meeting.
- ESTABLISHMENT OF WAGE RATES FOR EMPLOYEES
Employees will be compensated based on with the work performed and the prevailing wages of similar libraries.
- TRAVEL REIMBURSEMENT
- For travel to conduct official business of the Gay-Kimball Library, the library will pay all reasonable travel expenses at the federal per diem rate for hotel charges and for meals and incidental expenses. The library will also pay airfare, car rental, registration fees, and similar charges. The employee may either pay expenses directly and be reimbursed, or have the library pay the expenses directly, or a combination of the two. Travel expense advance payments are authorized.
- For travel that is not official business of the Gay-Kimball Library, but which will benefit the library by improving the employee’s professional skills or by fostering contacts within the library profession, the library will pay all reasonable travel expenses as if the travel were for official business, but with a cap of $1,000 for the entire trip.
- When an employee uses a personal vehicle to conduct library business, the employee will be compensated for mileage at the current United States government rate.
- PAYROLL DEDUCTION
On preparation of each payroll, deductions will be made as required for Social Security, Medicare and Federal Income Tax Withholding. In addition, voluntary deductions will be made from full-time employee payrolls to cover their contributions for retirement programs and health insurance premiums.
SECTION IV – BENEFITS
All full-time and salaried employees are eligible for the benefits specified as follows while employed by the library.
- HEALTH INSURANCE
Details concerning health care coverage are contained in the Insurance File in the Selectmen’s office. The Health Insurance policy is subject to review on the anniversary date of the policy. Employees may opt to be paid a buy-out in lieu of health insurance. The amount of the payment will be 40 percent of the premium for a single person.
- LIFE INSURANCE
Life Insurance policy benefits are payable to the designated beneficiary. Details concerning coverage and terms are contained in the Insurance File in the Selectmen’s office.
- WORKERS’ COMPENSATION
The library, in conjunction with The Town of Troy, maintains a Workers’ Compensation Policy covering its employees. An employee injured on the job must report any and all injuries immediately to the trustees and the Town. The employee must complete the Notice of Accidental Injury or Occupational Disease and the First Report of Injury within 72 hours. The Town must report the injury to the New Hampshire Department of Labor within five calendar days.
- UNEMPLOYMENT COMPENSATION
A self-funding Unemployment Compensation coverage is maintained for all employees.
- LIABILITY INSURANCE
In conjunction with the Town of Troy a Liability Insurance Coverage is maintained for elected and appointed officials. Details concerning individuals insured, terms of coverage and amounts are found in the Insurance File in the Selectmen’s office.
- SHORT –TERM AND LONG-TERM DISABILITY COVERAGE
The library, in conjunction with the Town of Troy, provides short-term and long-term disability coverage for all full time employees. Details concerning coverage and terms are on file in the Selectmen’s office.
- STATE RETIREMENT
A retirement plan is offered in conjunction with the Town of Troy through the New Hampshire Retirement System for year-round employees scheduled for a minimum of thirty-five hours per week. Details concerning coverage are contained in the New Hampshire Retirement System file in the Selectmen’s office.
All full-time employees will be granted the following holidays with pay. If the holiday falls on a day the library is normally closed (e.g. Monday) the employee will take the holiday on the most convenient day either before the holiday or after depending on staffing considerations. Part-time employees will be paid for the holiday for their regularly scheduled hours and rate, if the holiday falls on their regularly scheduled work day. New Year’s Day, Civil Rights Day, President’s Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving Day, Christmas Day.
- VACATION TIME
It is the policy of the Library to provide a paid vacation for each full-time employee. Vacation schedules will be arranged to insure uninterrupted functioning of the library. Vacation time will be equal to the number of hours in the normal work week for each position. Vacation time can be used in full or half day increments.
Two weeks of vacation will be given during years one through four of service. No vacation will be given until the full-time employee has been employed a minimum of six months.
Three weeks of vacation will be given during the calendar year when the employee completes five through nine years of service.
Four weeks of vacation will be given during the calendar year when the employee completes ten years of service or more.
No more than five accumulated vacation days may be carried over to a subsequent calendar year. Upon termination, an employee shall be compensated for unused vacation time at the employee’s regular pay rate.
- PERSONAL TIME
20 hours of personal time will be provided for full time employees every calendar year to be used in a minimum of one hour increments. All unused time will lapse at the end of the year with no compensation.
- SICK TIME
Full-time employees will earn sick time at the rate of four hours during each month of continuous service, based on a forty hour work week. Full-time employees working less than forty hours per week shall earn sick time on a basis proportional to their scheduled hours of work. Employees hired after the 15th of the month will not be credited with sick time for that initial month.
Sick time will be made available and credited for use on the first of each month following a month of service. Unused sick time may be accumulated over the term of employment to a maximum of 400 hours. Verification of illness/disability from a medical doctor may be required by the Board of Trustees at any time.
Library Trustee may require that any absence of more than three consecutive days must be documented with a doctor’s statement before an employee is allowed to return to work and before payment is processed. Sick time will not be used for work-related injury/disability.
Sick time may be used in the event of the following: illness, bodily injury, mental health days, medical, surgical and dental procedures, pregnancy and maternity. Absence to provide care for an immediate family member whose illness or condition requires the employee’s presence is acceptable in cases involving an employee’s spouse, sibling, child or parent.
All outstanding sick time will be canceled at the time of termination of service.
- BREAKS AND EATING PERIODS
All employees who are scheduled to work more than five consecutive hours must take at least a 30 minute eating period, not counted as time worked. Hourly employees will not be paid for any meal time.
All employees can take a 15 minute break within every four hours of scheduled work which will be counted as working time.
- BEREAVEMENT TIME
A bereavement time of a period of five consecutive days will be granted with pay to full-time employees upon the death of a family member. Family members shall include grandparents, parents (immediate or spouse’s) spouse, siblings, children and grandchildren. Part-time employees will be granted bereavement time for five consecutive days following the death of a family member. Compensation will be for their regularly scheduled hours and pay.
- LEAVE OF ABSENCE
Leaves of Absence not to extend beyond six consecutive months may be granted to full-time employees upon request by the employee and approval by the Board of Trustees. In all requests, the employee must clearly show the reason for the leave and the benefit the leave would be to both the employee and the library. Whenever possible, requests for leave will be submitted to the Board of Trustees no later than ninety calendar days prior to the requested start of the leave.
Seniority, wage and fringe benefit consideration will be frozen during the leave and will be reinstated on the employee’s return. In cases where the leave is granted due to an illness/disability, which is not job related, the employee will keep the Board advised of his/her status. The library will not be liable to hold a position for an employee who does not return on the agreed date.
- JURY DUTY
Full-time employees shall be granted leave for jury duty. The difference in pay between library wages and the jury duty fee will be paid by the Library up to the employee’s normal hourly rate.
- FAMILY AND MEDICAL LEAVE ACT OF 1993
The Library complies with the FMLA, providing up to 12 weeks of unpaid, job-protected leave to eligible employees for certain family and medical reasons. Details concerning FMLA are contained in the health insurance file in the Selectmen’s Office.
Q: LONGEVITY UPON RETURN
If an employee leaves without a leave of absence and later returns to employment by the Gay-Kimball Library, prior service will be credited for purposes of determining longevity. Seniority, wage and fringe benefit consideration will be treated as frozen during the leave and will be reinstated on the employee’s return. For purposes of accrued vacation, if an employee leaves during the first quarter of a year and either uses or is paid for unused vacation, he or she will not accrue any additional vacation until three full quarters have elapsed after his/her return. If an employee leaves during the second or third quarter, he or she must be employed two or one full calendar quarters respectively before vacation begins to accrue. Once vacation begins to accrue, the full amount for that calendar year is considered accrued.
SECTION V – GENERAL CONDITIONS OF EMPLOYMENT
- PROBATION PERIOD
Each new employee is considered on probation for the first 6 months of employment. During this period the performance of the new staff member will be under careful observation by supervisory personnel. During the probationary period, the supervisor will monitor the employee’s performance to determine whether employment should continue. At any time during the probationary period, an employee may be dismissed with or without cause, and without application of the discipline and dismissal procedures, except that the dismissal may not be based on illegal discrimination or retaliation. During the probationary period employees earn fringe benefits in accordance with the Library’s personnel policy.
- EMPLOYEE EVALUATIONS
All employees shall receive a written evaluation annually. Each evaluation will contain an assessment of the previous year’s performance. In the event of a disagreement, an employee may, within ten days, file a written response to the evaluation. This response shall be attached to the disputed evaluation and made part of the permanent file.
- RULES AND REGULATIONS
All employees of the Library are expected to conduct themselves and perform their duties in such a manner that will be a credit to the individual and to the library. The following regulations shall pertain to all employees of the Library:
- Report to work at the designated time
- Inform the librarian or the trustees of any inability to report for work promptly.
- Not leave the designated work area without authorization.
- Not use, possess or be under the influence of any alcoholic beverage or controlled substance during working hours.
- Perform assigned work duties satisfactorily.
- Conduct themselves in a courteous and respectable manner at all times.
7. Exert due care for all library property.
- Obey all applicable Federal, State and Local laws and ordinances.
- Do not solicit or accept any gift or gratuity which could in any manner
be construed to influence the performance of his/her official duties.
In cases where an employee’s actions or performance of duty on the job requires disciplinary action, such action will be taken in the order of seriousness as indicated below:
- Verbal reprimand
- Written reprimand
Disciplinary action involving verbal or written reprimands will be executed by the director except in cases where the director is being reprimanded then disciplinary action will be executed by the Board of Trustees. Copies of all written reprimands will be given to the employee. Disciplinary action involving suspension and dismissal will only be by vote of the Trustees.
- GRIEVANCE PROCEDURE
Any employee who feels that he or she has a justified complaint or grievance concerning his or her position, job duties, job conditions, pay or personal treatment as an employee, has a right to file a grievance.
Any employee who wishes to file a complaint, should do so first with the librarian and then the Board of Trustees.
- EMPLOYEE RESIGNATION
There are no contracts for library employees. The employee or Library Trustees may terminate employment at will. Written resignations should be submitted to the librarian at least two weeks before the departure date. The librarian should submit a written resignation to the trustees at least one month before leaving.
Employee receiving medical insurance may elect to continue this coverage at their own expense.
Departing employees will receive payment for any authorized vacation time after settlement of any and all obligations with the library.
- EMPLOYEE SEPARATIONS
All separations will be pursuant to RSA 202-A:17 Employees; Removal. Employee separation from the library may occur for cause or not:
- The position may be terminated due to a lack of funding, lack of need for
the position or an unforeseen reason.
- Employment may be terminated for cause, for example:
- Failure to perform the duties of the position.
- Failure to comply with written library policy and work rules.
- Misuse, misappropriation or theft of library property.
- Commission of a felony.
- Any action which is clearly detrimental to the health, welfare and/or safety of the library or its patrons.
- NO SMOKING
Pursuant to RSA 155:45, the library prohibits smoking in enclosed public areas.
- SEXUAL HARASSMENT
The Library Board is committed to maintaining a workplace free from discrimination and harassment. We believe that all employees are to be treated with respect and dignity. In keeping with this commitment, we will not tolerate the sexual harassment of any of our employees.
Sexual harassment is unwelcome verbal or physical conduct of a sexual nature.
Unwelcome sexual advances, requests for sexual favors and other verbal or physical
conduct of a sexual nature may constitute sexual harassment when: (1) submitting to such conduct is made a condition, either directly or indirectly, of an employee’s employment; (2) submitting to such conduct or rejecting such conduct is the basis for decisions which impact the terms and conditions of an employees’ employment; or (3) such conduct has the purpose or effect of unreasonably interfering with an employee’s work performance or creates an intimidating, hostile or offensive work environment.
Examples of conduct that might constitute sexual harassment in violation of this policy include unwelcome sexual propositions, sexual innuendoes, sexually oriented “jokes” or teasing, sexually suggestive comments, displays of sexually explicit pictures or cartoons, leering, whistling, making obscene gestures, and unwelcome physical contact such as touching, pinching, kissing, brushing against another’s body or coercing sexual intercourse.
Any employee who believes that he/she has been subjected to sexually harassing conduct in violation of this policy should immediately report the matter to the library director or Board of Trustees. The library will not retaliate against any employee for reporting sexually harassing conduct and/or for otherwise assisting in the investigation of a sexual harassment complaint.
The library director will thoroughly and promptly investigate all complaints of sexual
harassment. To the greatest extent possible, confidentiality of those involved in a sexual
harassment investigation will be maintained. If an investigation into a complaint of sexual harassment confirms that a violation of this policy has occurred, appropriate disciplinary action, up to and including termination of employment, will be taken.
- OUTSIDE EMPLOYMENT
Employees should advise their director or Library Trustees of other employment. If outside employment results in scheduling conflicts or negatively effects on-the-job- performance, the employee may be asked to relinquish such employment. Where there may be a question of conflict of interest, the Library Director shall bring it to the attention of the Library Trustees for a determination.
- WORKING REMOTELY
Employees may choose to work from home or another remote location using online access subject to the following:
- Working remotely is authorized only when the library is not open.
- Working remotely is authorized only if the employee is physically present for duty in the library building each day that the library is open that week.
- Working remotely is authorized only for full-time employees unless otherwise authorized by the Board of Trustees.
SECTION VI – REVISION OF THE PERSONNEL POLICY AND PROCEDURES MANUAL
The trustees reserve the right to revise the Personnel Policy and Procedures
Manual governing employment by the library whenever such revision is necessary.
All revisions of the Personnel and Procedures Manual will become effective immediately upon the vote of the trustees.