Library Rules and Regulations

Personnel Rules and Regulations

NOTES: This is ONE way to set Personnel Rules and Regulations which include Code requirements (federal, state, local), negotiated benefits, and local choices. The assumption is that the library is established under an ordinance that follows closely the model ordinance and that the library does not have a union agreement/contract.

XYZ Public Library

XYZ Public Library Personnel Rules and Regulations

The XYZ Public Library Board of Trustees recognizes that customer service is dependent upon employees who are fairly compensated and well informed as to employment rules, regulations, and benefits. To provide the necessary information, these Personnel Rules and Regulations have been adopted, are distributed to each new employee, and are available to anyone through the web page or request to the Director or Assistant Director.

Personnel Rules and Regulations Contents

Definitions
Purpose, Authority, and Scope
Non-discrimination
Management of Operations
Special Conferences
Classification Plan
Pay Plan
Attendance
Probation
Termination
Layoff and Recall
Overtime for Non-exempt Employees
Work Schedules for Exempt Employees
Promotion and Transfer
Discipline
Performance Evaluation
Longevity/Merit Bonus
Dispute Resolution
Vacation Leave
Sick Leave
Holidays
Funeral and Serious Illness
Temporary Military Leave
Family, Maternity and Paternity Leave
Jury Duty
Leave Without Pay, Leave of Absence
Insurance Benefits
Physical Examination
Job Incurred Injury
Employee and Trustee Training and Continuing Education
Professional Conferences and Dues
Travel Reimbursement and Vehicles
Use of Library Equipment
Residence Requirements
Holding and Campaigning for Public Office
Prohibited Actions
Retirement
Deferred Income Plan
Adoption and Amendment of Personnel Rules and Regulations

Rules and Regulations

DEFINITIONS. As used herein, the terms

"Library" shall mean the XYZ Public Library;

"Board" shall mean the XYZ Public Library Board of Trustees;

"Personnel Rules" shall mean the XYZ Public Library Personnel Rules and Regulations;

"Director" shall mean the person appointed by the Board to serve in the office of Director for the Library;

"Exempt employees" shall mean salaried, full time Library employees who qualify for exemption from wage and hour provisions of the federal Fair Labor Standards Act under either the "executive", or "administrative", or the "professional" standards and definitions provided in he Act and regulations, and in some cases, as further identified and described in the "City Job Study";

"Non-exempt" employees shall mean either full time or part time employees to whom the wage and hour provisions of the federal Fair Labor Standards Act apply and the positions to which assigned in the ordinary course of business do not meet "executive", "administrative" or "professional" exemption standards under said Act and regulations;

"Full time " non exempt employees shall mean employees whose terms of employment include the understanding that they shall be available to be working in excess of 2079 hours in the ordinary course of business during a consecutive 12 month period;

"Part time" non exempt employees shall mean employees hired pursuant to an understanding that they will be working on either a temporary or seasonal or "permanent" basis, but in any event working only 2079 or less hours during any consecutive 12 month period;

"Permanent part time" non exempt employees shall mean employees hired pursuant to an understanding that in the ordinary course of business they will work less than forty (40) hours per week in a position that is permanent in nature, in the sense that the position is neither temporary nor seasonal, and that they shall average anywhere from 15 to 39 hours per week on an annual basis putting in from 780 to 2038 total hours of work for the year.

PURPOSE, AUTHORITY, AND SCOPE
1. Purpose. The Board has adopted these Personnel Rules on behalf of the Library for the purpose of establishing a set of published terms and conditions of employment for all Library employees.
  All employees are bound by these Rules and Regulations. Benefits are assigned to full time employees unless otherwise specifically stated.
  
  The terms and conditions as provided herein are meant to follow as closely as legally applicable or practically feasible, those established by the City for other city employees.
2. Authority and Scope. These Personnel Rules have been duly adopted by resolution of the Board under and by virtue of authority as provided in the Library Enabling Ordinance, City Personnel Ordinance, the City Personnel Rules and Regulations, and under Chapter 43 of the XYZ Municipal Code (Rev 1989), and have been made applicable to all employees of the Library, both exempt and non-exempt, as well as both full and part time employees. They are not intended, however, to apply to independent contractors, volunteers or any other agents who may provide or donate services to the Library from time to time.
NON-DISCRIMINATION.

As provided in federal and state law, no appointment, recruitment, training, discipline, promotion, termination, or any other aspect of personnel administration for any position with the Library shall be affected or influenced in any manner by any consideration of race, creed, sex, age, national origin or physical or mental disability except where specific occupational qualities are demonstrably necessary for proper and efficient operation and administration of a job.

MANAGEMENT OF OPERATIONS.

The Library Director shall have in addition to all powers, duties and rights established by constitutional provision, statute, ordinance, charter or special act, the exclusive power, duty and the right to:

Direct the work of library employees.
Hire, promote, demote, transfer, assign and retain employees in positions within the Library.
Suspend or discharge employees for proper cause.
Maintain the efficiency of governmental operations.
Relieve employees from duty because of lack of work or for other legitimate reasons.
Determine and implement methods, means, assignments and personnel by which the Library's operations are to be conducted.
Take actions as may be necessary to carry out the mission of the Library.
Initiate, prepare, approve, present, and administer its budget.
Exercise all powers and duties granted to the Library by law.
Assign other staff to act on the directors behalf

SPECIAL CONFERENCES.

Employees are encouraged to proceed through their supervisor and the Director to obtain information or discuss a personnel policy. An employee is also welcome to meet with the Director to review personal problems that may affect work. The Director is encouraged to obtain information or discuss a personnel policy with the Personnel and Policies Committee of the Library Board. The Director is welcome to meet with Personnel & Policies to review personal problems that may affect work.

The Library will review questions with the appropriate City officials when the application or understanding of these provisions needs clarification.

CLASSIFICATION PLAN.

A plan establishing job classifications by job descriptions covered by these rules and regulations shall be adopted by resolution of the Board.

PAY PLAN.
1. Pay plan. A pay plan for classifications covered by these personnel rules and regulations shall be established by resolution of the Board.
2. Advancement. Advancement to the maximum pay of any classification shall be based upon continued and improved performance. If any employee satisfactorily completes the probationary period, the employee shall receive a pay increase provided the employee is not at the maximum rate.
3. Periods. Pay periods shall be biweekly, and all employees shall be paid by check or automatic deposit every other Thursday. No advance payment will be made.
4. Pay ranges. Pay ranges for each exempt (salaried) position shall be established by the Board. Movement in the salary range shall be based upon the pay steps according to time in the job, or educational advancement, except that the Board, in the case of the Director, or the Director, in case of other employees, may withhold a step increase or grant any part of a step increase at their discretion based upon the performance of the employee. New employees shall start at step 1 of the salary range unless; based on experience, education or job market dictates; the Board authorizes starting at a higher step at the time of appointment.
5. Lost Check. An employee who loses a payroll check shall notify (appropriate department) as soon as possible. The lost payroll check will be replaced after a minimum of five (#) business days have passed and a "Stop Payment" has been placed for the check at the bank.
6. Payroll Check Distribution. If an employee is unable to pick up the employee's payroll check on payday, (appropriate department) (select) 1. will hold the check for later pickup, 2.will deposit the check into the employee's bank account if the employee leaves two deposit slips with the (appropriate department). The check stub and duplicate deposit slip will be returned to the employee as verification of the deposit.

ATTENDANCE.
1. Normal work week.
  1. A normal work week for full-time employees is forty (40) hours. The specific work schedule for each full-time employee shall be determined by the Director.
  2. A normal work week for a part-time employee is that which is determined by the Director and posted on the work schedule.
2. Work schedule change. When required by operating needs, the Director may change the work schedule.
3. Expectation. Unless on an approved leave, an employee is expected to be at work as scheduled, ready to work at the scheduled time and to observe the working hours established by the Director.
4. Tardiness. In the event of an isolated instance, the actual time shall be recorded on the time sheet and the makeup of the time shall also be specifically recorded. Habitual tardiness may be cause for dismissal.
5. Report to work. An employee unable to report to work at the established starting time shall notify library staff within thirty (30) minutes unless mitigating circumstances make such notification impossible. Failure to provide such notification may, at the option of the Director; result in loss of pay for that day or a portion thereof.
6. Absences. Arrangements for absences, except sick leave, must be made in advance with the Director and the substituting employee, in accordance with the provisions regulating attendance.
  Substitute. Except in case of emergency, an employee shall attempt to find a substitute for hours the Library is open and post the name of the substitute and the scheduled hours on the bulletin board. Substitutes shall be sought first from employees with similar tasks. Substitutes shall generally not be requested for periods of less than two (2) hours. Leave shall generally not be taken for periods of less than one (1) hour.
  
  Request for Schedule Change. This form is required for any schedule change, even one that does not require a substitute. This form tells all staff members of any change in the working staff available at any one time. Requests should generally be submitted at least seven (7) days in advance of the date of the requested change.
  
  Requests must be approved by Director. Requests not filled shall be referred to the Director. Director may assign a substitute, suggest alternate arrangements, or deny the change. The person originally scheduled for the hours shall remain responsible for the hours if no substitute or other arrangement can be made, except in case of verified sick leave.
  
  Every part time employee is expected to participate in trades and substitution on a reasonably equal basis. Exempt personnel and hourly full time personnel may be expected to participate as possible without interfering with the completion of their regular duties.
  
  Leave priority. The Director will determine how many employees may be on leave at any one time. Preference is given to earliest requests. Past vacation times and other types of leave in effect for other employees may be factors.
  
  Leave shall generally be taken for a minimum of one (1) hour with one (1) hour increments. Changes from this practice may be permitted with the prior approval of the Director.
7. Lunch or Supper Breaks. All employees will receive a one/half hour, 45 minute or one hour lunch or supper break (unpaid). The break shall be according to the schedule established by the Director.
8. Breaks. An employee may take a break of fifteen (15) minutes near the middle of each half of their work day. Generally, an eight (8) hours work day will include two (2) fifteen (15) breaks plus a meal break. Any three hour or more assignment will receive one (1) fifteen (15) minute break.
  Breaks may not be taken at the very beginning or the end of the work period. Breaks may not be "saved" and used for time off.
PROBATION.
1. Length. A new employee shall serve a probationary period of twelve months. This probationary period may be reduced upon the recommendation of the Director that the employee has demonstrated full capability of performing the work and serving as a reliable employee of the Library.
2. Termination. Termination of an employee during or at the conclusion of the probationary period shall be final, without right of appeal.

TERMINATION. An employee shall be terminated for the following reasons:
1. Resigns or retires.
2. Is discharged for cause which shall include but shall not be limited to the following
  - Willful or negligent failure to carry out assigned duties and tasks;
  - Abusive conduct toward Library patrons;
  - Failure to comply with Personnel Rules and/or to comply with agreed probationary or discretionary terms and conditions;
  - Engaging in Prohibited Actions as described in paragraph 35 below.
3. Is absent for three (3) scheduled working days without notifying the Library. Exceptions may be made by the Director.
4. Does not return from an unpaid leave of absence.
5. Does not return to work when recalled from layoff as set forth in the recall procedure. Exceptions to this may be made by the Library.
6. Is laid off and is not re-employed within twelve (12) months from date of layoff.
7. Is separated upon settlement covering total disability.
8. Is separated for disability when unable to perform the required duties of the position because of physical or mental impairment. Attempts will be made to make reasonable accommodations and if such cannot be made or are not feasible, then the employee will be transferred to a vacant position, if one exists, provided the employee is qualified for that position.

LAYOFF AND RECALL. When it is determined by the Library that a reduction in working force is necessary, the following procedure shall be followed in making layoffs:
1. Type of position. Probationary part-time employees shall be laid off first; then part-time; then probationary full time employees shall be laid off.
2. Length of service. Employees shall generally be laid off in reverse order of length of service, provided employees not laid off can perform the remaining work without additional training or additional supervision. In this context, performance and capability shall be considered.
3. Notice. An employee to be laid off for an indefinite period shall have at least seven (7) calendar days' notice prior to layoff.
4. Recall. When the working force is increased after a layoff, the employees will generally be recalled in reverse order of layoff, with consideration given to competencies required. Notice of recall shall be sent to the employee's last known address by receipted mail.

OVERTIME NON EXEMPT FULL TIME AND PART TIME HOURLY EMPLOYEES.
1. Overtime for non exempt full time hourly employees shall constitute authorized work hours in excess of forty (40) hours in a work week.
2. Overtime for non exempt part time employees shall be handled as follows. Normal work schedules for part time and permanent part time employees shall be established by the Director and shall routinely involve substituting for other employees. Such substitutions shall not be paid at the premium rate unless the hours worked extend beyond 40 hours in a given week.
  The employee shall specifically identify substitution or other changes requiring work beyond 40 hours in any given week when requesting a schedule change. Work beyond 40 hours in a given week must be approved in advance.
3. Non exempt full time or part time hourly employees shall be compensated for overtime in one of the following manners with the concurrence of the Director.
  1. Compensatory time off equivalent to one and one half times the hours of overtime worked (Accumulation of compensatory time shall not exceed 240 hours.); or
  2. Payment of one and one half times the employee's regular hourly rate for all overtime hours worked.
4. Overtime of less than 15 minutes in one day is not included in determining total hours worked.
5. Overtime shall be assigned at the discretion of the Director.
6. There shall be no duplication of overtime for the same hours worked and the employee shall not be paid twice for the same hours reported as worked.

WORK SCHEDULES FOR EXEMPT EMPLOYEES.

Normal work schedules for exempt employees shall be established by the Director. It is expected that these employees shall observe their normal work schedule together with any other time necessary for emergencies, meetings, special projects or other circumstances necessary to fulfill their job responsibilities.

An informal system of compensatory time off may be established. Exempt personnel shall maintain compensatory earned hours at a rate of one hour earned for one hour worked.

It is not expected that exempt personnel will take off all the compensatory time earned. The purpose of maintaining records for hours earned is for accountability, not for expectation that those hours will be taken as time off.

With the prior approval of the Director, exempt personnel may receive time off for any reasonable purpose. Compensatory time is not to be used as a substitute for vacation time. No more than sixteen (16) hours of compensatory time off may be taken within a forty (40) hour work period, or more than twenty-four (24) within a two week period. The Director may approve exceptions from this restriction in special circumstances.

It is expected that this provision will not be abused and that exempt personnel shall set a good example by their attendance, promptness and job dedication.

PROMOTIONS AND TRANSFERS.
1. Responsibility. The Director, with consultation with the Personnel and Policies Committee of the Board, shall determine whether to fill any vacancy by restricted recruitment of only current employees or open recruitment of both employees and non-employees. The Director shall be responsible for appointing the most qualified applicant for each position.
2. Probation. A person promoted shall serve a probationary period of three months. This probationary period may be reduced upon the recommendation of the Director and approved by the Library Board, or in the case of the Director, by the Library Board, if the employee has demonstrated full capability of performing the work. If the employee does not perform satisfactorily during or at the conclusion of the probationary period, the employee's promotion shall be terminated and the employee may return to the employee's former classification and pay if such position is still available or such employee may be terminated, as the case may be.

DISCIPLINE.
1. Levels. Discipline shall consist of the following levels:
  1. Oral reprimand. An official warning to an employee from employee's immediate supervisor that certain conduct or performance is unacceptable, a written notation of which shall be maintained in the employee's personnel file.
  2. Written reprimand. A written warning to an employee regarding the employee's unsatisfactory conduct or performance, which written warning shall be included in the employee's personnel file.
  3. Suspension. An employee is not permitted to report for work for a specific period of time and does not receive pay for that time.
  4. Termination. An employee is involuntarily separated from employment.
2. Start. Disciplinary action may start at any level and multiple application of levels is possible when the seriousness of the incident warrants such discipline.
3. Cause. An employee may be disciplined for violating provisions of these rules and regulations, the personnel ordinance, administrative regulations established by the Director, or the established standards of the library profession.
4. Written notice. Suspensions, loss of time off, and termination notice to the employee shall be in writing and shall generally state the reason(s) for the action.

PERFORMANCE EVALUATION.
1. The performance of each employee shall be evaluated once each year in the anniversary date month after the probationary period is completed. An exempt employee who has reached Step 5 in the classification shall be evaluated not less than once per calendar year as scheduled by the Director or, in the case of the Director, by the Personnel & Policies Committee of the Board. Employees in a probationary period shall be additionally evaluated, at least, at the end of the first month, first 3 months, at the end of six months and more often as determined by the Board.
2. The performance evaluation shall be conducted in writing by the Director or, in the case of the Director, by the Personnel & Policies Committee, reviewed with and signed by the employee, and placed in the employee's personnel file.

LONGEVITY/MERIT BONUS BENEFITS. Eligible employees are exempt and non exempt full time employees.
1. Establishment and Dates. A longevity/merit bonus may be paid to an eligible employee in recognition of continuous service and satisfactory performance. The bonus shall be paid on or before Dec. 15th to eligible employees on the payroll as of December 1st of that year.
2. Eligibility. An employee shall be eligible for the longevity/merit bonus if the employee completes four (4) years of continuous service with the library prior to December 1.
3. Amount. An employee shall receive fifty (50) dollars per year for each year of continuous service with the library, commencing after the fourth year and reaching a maximum at twenty (20) years. The years of continuous service shall be determined as of December 1 of each year.
4. Unsatisfactory evaluation. A deduction of 50% of the bonus may be made in the event the employee has received an unsatisfactory performance evaluation within the previous twelve (12) months.

EMPLOYEE DISPUTE RESOLUTION.
1. Policy and Definitions. It is hereby declared Library policy that all disputes shall be attempted to be resolved in accordance with procedures hereinafter provided in this Section 17, and that no employee at any level, shall either commit or suffer, either directly or indirectly, any act, word or omission in retaliation or recrimination for having sought the resolution of any grievance or dispute as defined herein. As used in this Section, the terms
  "Dispute" shall mean any difference, grievance or conflict between employees or between an employee and a supervisor over the meaning or application of any Personnel Rule, or any directive from a supervisor, or any directive from the Board or any committee of the Board, and
  
  "Offended" employee shall mean an employee who feels grieved by reason of any such dispute.
2. Dispute Resolution for Non-exempt Employees. It shall be incumbent on offended employees to seek resolution of a dispute as soon as practical after it arises by initiating the process in accordance with the following procedures in the order listed:
  1. Informal Process. Offended employee's first step shall be to discuss the matter honestly and openly with the employee's immediate supervisor. It shall be the duty of the supervisor to listen carefully, to receive all comment, including any negative or provocative comment both civilly and courteously, and to maintain an objective attitude both in the course of the interview and in the course of any post interview session or response, if any.
    Upon due consideration and within a reasonable time, the supervisor shall provide a response which, as fairly and objectively as he or she knows how, balances the best interests of the Library against the best interests of the offended employee in the interpretation, application or enforcement, as the case may be, of the Personnel Rule or other directive. If the offended employee has not obtained a response that the employee believes to be satisfactory within a reasonable time, such employee may then discuss the matter with the Director. The matter may be taken up in the first instance with the Director if the dispute involves alleged wrongdoing on the part of the supervisor, or if the employee, in good faith, believes that a satisfactory resolution cannot be obtained from the immediate supervisor,
    
    If after seven (7) calendar days from the date of the informal discussion with the Director, the offended employee believes that the dispute has not been or will not be resolved to the employee's satisfaction, the offended employee shall have the further option to seek resolution through the more formal process described in the next subparagraph "c".
  2. Formal Process.
    1. Initiating the Process: Formal Process shall not become available as an option until after the Informal Process described above has been tried and has been found to be unsatisfactory by the offended employee. The offended employee must initiate it by preparing a written grievance statement and submitting it to the Director.
    2. The Written Statement. To be properly considered and acted upon, a written grievance statement must contain the following elements, namely,
    3. Furthering the Process. Within (14) calendar days of receiving the offended employee's written statement, the Director shall meet with such employee both for the purpose of hearing what else the employee has to say, and for the purpose of providing a response that attempts to resolve the matter. Within seven (7) calendar days of such meeting, the Director shall deliver to the offended employee a written statement which either summarizes the Director's understanding of an agreed upon resolution, if one has been reached or, in the absence of resolution, summarizes the Director's determinations and opinions with respect to all of the disputed matters and issues raised in the offended employee's written statement.
      If after receiving the Director's statement, the offended employee either agrees to abide by it, or following negotiation, another form of written understanding is otherwise agreed upon, the writing evidencing such understanding shall be signed and retained by both parties. A copy of all such written statements, including the final understanding, shall also be placed in the employee's permanent personnel record, and whenever applicable, shall provide a basis for future implementation or enforcement by either party, as the case may be.
    4. Appeal to the Personnel and Policies Committee. If, the Director and the offended employee have been unable to reach an agreement within seven (7) days of the date upon which the Director's written response has been delivered to such employee, both the Director and the offended employee shall have the option to appeal the matter for determination by the Personnel and Policies Committee.
      If the offended employee decides to elect such option, he or she shall notify the Director who shall forthwith copy each member of the Committee with all written statements pertaining to the dispute. If it is the Director who elects such option, the Director shall accordingly notify the offended employee. An offended employee shall be granted the right to be heard personally by the Committee if the employee makes the request in writing at the time of electing to appeal, and shall be notified accordingly when such hearing is scheduled to take place.
      
      All determinations by the Personnel and Policies Committee shall be final, unless, at the option of such Committee, the dispute is referred to the Board as a whole for determination. In that event, a determination by the Board shall be final.
3. Dispute Resolution for Exempt Employees. Exempt personnel are hired by the Director and serve at the discretion of the Director, or in the case of the Director at the discretion of the Board. As professionals, a higher standard of conduct and dedication is expected of them, which includes the expectation that they will conscientiously perform their responsibilities with a strong sense of personal contribution and dedication to their positions, the Library, and the citizens of XYZ. Also expected is a strong sense of loyalty to the needs of the Library, its mission, and its programs, which shall be a paramount consideration within the context of any dispute (as defined herein) that may arise in the performance of duties and responsibilities on behalf of the Library.
  Although the same Dispute Resolution Process for Non-exempt Employees prescribed above shall apply as a matter of right to exempt employees, it is the express desire of the Board that exempt employees shall try especially hard to resolve their disputes through informal consultation with the Director as described in paragraph B. 1. above, before electing the more formal procedures prescribed in the subparagraphs under B. 2. To this end, the Director may at any time consult the Personnel and Policies Committee, or the full Board, for guidance or assistance with respect to any dispute.
4. Attendance at Dispute Resolution Meetings. It shall be understood that an employee may attend meetings to resolve a dispute during regular working hours without loss of pay.
5. Confidentiality. It shall be understood by all staff members and Board members alike, that all underlying facts and issues pertaining to disputes and persons involved in disputes shall be considered strictly confidential, and shall be discussed only with persons who by reason of an official position or job or other special relationship relating to the dispute, have a significant right to know.

VACATION LEAVE BENEFITS.
1. Accrual and Crediting. Employees shall accrue and be credited for vacation leave based upon anniversary year of the employee provided that the employee satisfies all applicable requirements of this section.
  Accrual and Use. During the first twelve (12) full months of employment, the employee shall accrue vacation leave but not be able to take vacation leave until the accrued vacation leave has been credited for use (vested) on the employee's first anniversary date. Thereafter, vacation leave shall continue to be accrued in one year then credited for use in the next. Employees are not permitted to borrow ahead on vacation, to take vacation not yet credited.
2. For purposes of this section, an employee must have actually worked or be credited with working a minimum of two-thirds of the regular daily work schedules or assigned shifts during any month in order to accrue vacation leave.
3. Carry-over. Each employee shall make every effort to use current allotted vacation leave.
  1. Exempt and non exempt full time employees unable to use current allotted vacation leave may be permitted to carry up to eight (8) working days or sixty-four (64) hours, whichever is less, of unused vacation leave into the following year. Approval for this carryover is required in advance from the Director. Any unused vacation leave in excess of sixty-four (64) hours shall be forfeited.
  2. All non exempt part-time employees entitled to accrue vacation shall use vacation leave in the year it is credited to them. Any unused vacation leave shall be forfeited.
4. Rate.
  1. Non exempt full time employees shall accrue vacation leave for continuous service in accordance with the following schedule:
    1. For the first twelve (12) months of continuous employment, (one year), employees shall accumulate vacation leave on an hourly basis for each month worked as follows: three and one third (3 1/3) hours per month. (1 week).
    2. For the next ninety-six (96) months of continuous employment (8 years), an employee shall accumulate vacation leave on an hourly basis for each month worked as follows: six and two-thirds (6 2/3) hours per month. (2 weeks)
    3. For the next one hundred and eight (108) months of continuous employment (9 years), employees shall accumulate vacation leave on an hourly basis for each month worked as follows: ten (10) hours per month. (3 weeks)
    4. For all months worked beyond two hundred and sixteen (216) months of continuous employment (18 years), employees shall accumulate vacation leave on an hourly basis for each month worked as follows: thirteen and one-third (13 1/3) hours per month. (4 weeks)
    5. For all months worked beyond three hundred (300) months of continuous employment (25 years), employees shall accumulate vacation leave on an hourly basis until the rate equals 16 2/3 hours per month or 200 hours per year.
  2. Non exempt permanent part-time employees shall be allowed to accrue vacation leave for continuous service in accordance with the following schedule. To qualify for any paid vacation leave, permanent part time employees must average a minimum of fifteen (15) hours per week over the preceding 52 weeks.
    1. Hours actually worked shall be used in figuring the percentage of full time hours worked per year. (Hours actually worked divided by 2080 hours).
    2. The percentage of full time hours worked during the first year shall be taken times forty (40) to determine the vacation leave hours to be credited for use in the second year.
    3. The percentage of full time hours worked in the second year and all subsequent years shall be taken times eighty (80) hours to determine the vacation leave hours to be credited for use in each subsequent year.
  3. Exempt full time employees shall accrue vacation leave for continued service in accordance with the following schedule:
    1. For all months worked in the sixty (60) months prior to the fifth service date with the Library, an employee shall accumulate vacation leave at the rate of ten (10) hours for each month worked. (3 weeks per year)
    2. For all months worked in the beyond the fifth anniversary date with the Library, an employee shall accumulate vacation leave at the rate of thirteen and one-third (13 1/3) hours for each month worked. (4 weeks per year)
  4. The Director shall accrue vacation leave for continued service in accordance with the following schedule:
    1. For all months worked in the year prior to the second service date with the Library, the Director shall accumulate vacation leave at the rate of ten (10) hours for each month worked. (3 weeks)
    2. For all months worked in the year beyond the second service date with the Library, the Director shall accumulate vacation leave at a rate of thirteen and one-third (13 1/3) hours for each month worked. (4 weeks)
    3. For all months worked beyond three hundred (300) months of continuous employment (25 years), the Director shall accumulate vacation leave on an hourly basis until the rate equals 16 2/3 hours per month or 200 hours per year.
  5. All permanent part time employees who do not average fifteen (15) hours per week over the previous 52 weeks, shall not be entitled to accrual or credit.
5. Record. Employees shall be informed on a quarterly basis through a written report of the remaining amount of vacation in the employee's anniversary year. It is the responsibility of the employee to insure that the amount shown on this report is correct.
6. Requests. The "Request for schedule change" shall be completed for every requested absence. See Section 8, Attendance.
7. Vacation Settlement Upon Termination.
  1. Upon termination of employment, an employee shall receive pay for credited and/or accrued vacation leave unless one of the following applies:
    1. Any non exempt employee who fails to give at least 15 days notice, and any exempt employee who fails to give at lease 15 days notice, shall forfeit his or her right to receive pay for credited and/or accrued vacation leave. Such forfeiture may be waived at the discretion of either the Director or the Personnel and Policies Committee upon a written application by the employee, showing good cause in the opinion of either the Director or the Committee.
    2. An employee leaves the Library prior to the completion of the employee's original probationary period.
    3. An employee is involuntarily terminated from employment.
    4. Partial year payouts.
      1. Vacation leave for payout of a partial year for full time employees is specified on a monthly basis.
      2. Vacation leave for payout of a partial year for permanent part time employees shall be the percentage of actual hours worked of possible full time hours for the partial year, times the applicable rate, provided that the 15-39 hours per week average has been met for the partial year.
8. Holiday. A holiday is not categorized as a day of vacation.

SICK LEAVE BENEFITS.
1. Benefits. Part time employees shall not be eligible for sick leave benefits. For exempt and full time non exempt employees, sick leave benefits shall be earned at the rate of twelve (12) hours per month for each full month of employment. In order to accrue sick leave in any month, the employee must actually work a minimum of two-thirds (2/3) of the work shifts assigned for the month. A person on sick leave cannot be credited with working the time or shifts while the employee is on sick leave.
2. Accumulation. Sick leave benefits may be accumulated and utilized in future years. Accumulation rights shall be limited to 1040 hours. When sick leave accumulation reaches maximum accumulation, the employee will stop accumulation of additional hours until the employee uses hours and drops below the maximum amount that is permitted to be accumulated.
  The City will notify each employee of any accumulated sick leave by means of the biweekly payroll check stub.
3. Compensation. In the event of illness or injury, the non exempt full time employee shall receive sick leave benefits at the employee's regular hourly rate, at the time of the illness or injury, for each regular shift that the employee is unable to work because of illness or injury, to the extent of the earned and accumulated sick leave.
  In the case of exempt employees, the employee shall receive sick leave benefits in an amount equal to a daily pro-rated amount of annual salary for each eight (8) hours, or fraction thereof, of accumulated sick leave as calculated in accordance with paragraph A. above.
  
  No employee shall be allowed to receive more than one regular work week of sick leave at straight time in any one calendar week.
4. Extension. An employee may, at the employee's option, utilize unused and earned vacation leave to extend compensation as provided in "C" above, until the vacation leave has been exhausted.
5. Calculation for Vacation or Holidays. In calculating utilization of sick leave, no reduction shall be made in available sick leave or vacation for a day that is defined as a holiday.
6. Notification. An employee who is to be absent due to illness or injury shall notify staff as soon as practicable prior to the hour scheduled to report for work. Whenever possible, the employee shall also notify the Director. Unless waived by the Director, the employee shall continue to give notice for each succeeding day of absence. Failure to give such notice may result in the loss of the employee's entitlement to sick leave benefits.
7. Purpose. Sick leave may used for medical, mental, optical, dental, or chiropractic examinations or treatments for exempt and non exempt full time employees. When possible, an employee shall notify the Library at least five (5) days in advance of the date on which the employee intends to be absent. A recommendation for the necessity and the duration of absence may be requested for use in determining staffing during the absences. Approval of the request shall not be unreasonably denied, but the Library reserves the right to request reasonable rescheduling, or to deny the request in the event of emergency.
  Part time employees are expected to make an effort to schedule such examinations or treatments when not scheduled for work. Exceptions may be granted at the discretion of the Director.
8. Leaving work.
  1. For illness or injury during the regular work shift of the employee, the employee may request to be excused from work for the remainder of the day's schedule.
  2. Should the Director consider that the continued presence of an employee constitutes a health hazard to the employee or to other employees, the Director may require that the employee leave for the remainder of the day's schedule.
  3. Accumulated sick leave benefits, if any, may be used for that portion of the regular work shift not worked by the employee.
9. Termination. Upon termination of employment, for whatever reason, accumulated sick leave benefits shall be forfeited.
10. Suspected abuse. In the event the Library suspects that an employee is abusing sick leave, the Library shall have the right to demand verification. The Library may request an employee to submit to a physical examination by a physician of the Library's choice. The Library shall pay for such an examination.
11. Abuse. Should the Library determine that an employee is abusing the sick leave provisions, the Library shall have the right to take appropriate disciplinary action.
12. Doctor's release. For injury and/or extended illness or medical treatment, a doctor's release to return to work may be required at the discretion of the Director for employees or the Board for the Director.

HOLIDAY BENEFITS.
1. The following days are recognized as designated holidays:
  1. New Year’s Day
  2. Easter Sunday
  3. Memorial Day
  4. Independence Day
  5. Labor Day
  6. Thanksgiving Day
  7. Day before Christmas
  8. Christmas Day
2. The Library shall be closed for the above-named holidays if the holidays fall on days when the Library is normally open.
3. New Year’s Eve Day is not a designated holiday; however the Library shall close at 5:00 p.m. on New Year’s Eve.
4. When a holiday falls on Saturday it shall be observed on the preceding Friday unless that day is also a holiday in which case the holiday would be observed on the following Monday. When a holiday falls on a Sunday, it shall be observed on the following Monday unless that day is also a holiday in which case the holiday will be observed the preceding Friday. Exceptions to this rule may be made at the discretion of the director.
5. For each designated holiday, all exempt and non exempt full time employees shall receive holiday pay equivalent to one full work day (8 hours).
6. In order to receive pay for a designated holiday, the employee must have worked the full scheduled hours or shift or be on approved leave on both the last scheduled workday before the holiday and the first scheduled workday after the holiday.
7. Non exempt full time employees working on a designated holiday shall receive pay, in addition to their holiday pay at a rate of one and one-half (1 ½) times their normal hourly rate for all hours worked on the holiday.
8. Exempt and non exempt full time employees shall also receive the following floating holiday time:
  1. Upon reaching one (1) year of employment, the employee shall receive four (4) floating holiday days beginning the next calendar year.
  2. Floating holiday time shall be accrued in one calendar year and taken the following calendar year. Employees beginning employment with the Library between January 1^st and June 30^th of the calendar year shall accrue three (3) floating holidays. Employees beginning employment with the Library between July 1^st and December 31^st of the calendar year shall accrue two (2) floating holidays.
  3. Approval to use floating holiday time must be received from the director in advance. The Library shall not unreasonably withhold approval to use floating holiday time, but hereby reserves the right to disapprove requests if in the opinion of the director the time loss would adversely affect library operations.
  4. If the Library requests an employee to postpone the employee’s floating holiday time it shall be carried forward into the next calendar year. If the employee does not use the employee’s floating holiday time for any other reason, it shall not be carried forward to the next year.
FUNERAL AND SERIOUS ILLNESS LEAVE BENEFITS.
1. Funeral. An exempt or non exempt full time employee shall be allowed a maximum of twenty-four (24) hours off with pay in the event of death of each of the following members of the immediate family: spouse, son, daughter, mother, father (either natural mother or step mother and either natural father or step father), brother, sister, (natural, step or half) or ward living with the employee's household; and the immediate family of the employee's spouse: mother, father, brother, sister.
  These days shall be taken within the time period either two calendar days prior to or two calendar days after the actual funeral date.
2. Funeral. An exempt or non exempt full time employee shall be allowed a maximum of twenty-four (24) hours off with pay in the event of death of each of the following members of the immediate family: grandparent, grandchild, including step or half grandparent or grandchild (natural, step or half). This time off shall be taken to include one calendar day prior to the funeral day, the funeral day, and one calendar day immediately thereafter, in general.
3. Serious Illness. An exempt or non exempt full time employee may be allowed to use a maximum of twenty-four (24) hours accumulated sick leave per year in the event of serious illness for each of the following members of the employee's family: spouse, son, daughter, mother, father, brother, sister, (natural, step or half), or ward living with the employee's household; and the immediate family of the employee's spouse: mother, father, brother, sister.
  An exempt or non exempt full time employee may be allowed a maximum of eight (8) hours off with pay per year in the event of serious illness for each of the following members of the immediate family: grandparent, grandchild (natural, step, or half).
  
  This serious illness leave shall be charged to the employee's accumulated sick leave.
4. Definition. For the purpose of this section "serious illness" shall be defined as that which the attending physician of the employee's family member as listed above requires the presence of the employee in cases of surgery or illness.
5. When it is necessary to use funeral or serious illness leave, the employee shall provide prior notice to the Director. Failure to provide such notice may relieve the library of any responsibility to compensate the employee during the employee's absence.
6. An employee may use accumulated vacation or floating holiday leave or request leave without pay if additional time is desired for a funeral or serious illness.
7. This policy is not intended to provide paid time off for all time necessary in the event of funeral or serious illness needs in an employee's family. It is meant to alleviate some of the problems in some situations. If an employee is not scheduled to work during the times specified near the funeral or the serious illness crisis, no paid funeral or serious illness leave benefits will be provided.

TEMPORARY MILITARY LEAVE. [You may want to check City Policy provisions.]
Reserve training leave for inactive duty, such as weekly or monthly meetings or weekend drills. Temporary military leave when ordered to full-time active military duty for training for a period not to exceed 180 calendar days, including time spent traveling to and from such duty. Extended military leave when an employee is ordered into active-duty service of any length or active-duty training in excess of 180 days or when an employee is ordered into active Federal military duty as a member of the National Guard or Naval Militia. Such leave shall be granted for a period not to exceed 5 years. In addition, leave shall be granted for a period up to 6 months from the date of release from duty. Emergency National Guard leave when an employee who as a member of the National Guard is called to active duty by proclamation of the Governor during a state of emergency.

A military leave of absence will be granted to employees who are absent from work because of service in the U.S. uniformed services in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA). Advance notice of military service is required, unless military necessity prevents such notice or it is otherwise impossible or unreasonable.
FAMILY LEAVE, MATERNITY AND PATERNITY LEAVE BENEFITS.
1. Sick Leave. Sick leave benefits for maternity shall be granted, if requested by the employee, for the period as specified by state law during the time an employee would be scheduled to work. Except as hereinafter modified, all benefits applicable to employees who are granted sick leave shall be applicable to employees applying for maternity leave. Sick leave benefits for maternity purposes, to the extent of an employee's accumulated sick leave, shall be paid only during the period as provided by state law.
2. Notice. The employee shall give notice to the Director whether the employee plans to continue her duties during the period of pregnancy, the date the employee expects to commence leave for maternity purposes and the date the employee expects to return to work following childbirth. Should the employee not plan to return to work following the period of maternity leave, the employee shall so inform the Director, or, in the case of the Director, the Personnel and Policies Committee of the Board in writing.
3. Leave without pay. Leave-without-pay may be granted for the period of maternity leave specified in state law that exceeds the employee's accumulated sick leave.
4. Paternity leave. Accumulated vacation leave, accumulated floating holiday leave and leave-without-pay may be requested for use around the time of the birth of an employee's child.

JURY/CIVIL LEAVE.
Employees will be paid their full salary during an absence mandated by jury duty. If an employee receives any compensation for this duty, they should present it to their manager as a temporary payroll adjustment, unless prohibited by law. Employees must present a copy of the Jury Summons to the Director.
LEAVE-WITHOUT-PAY, LEAVE OF ABSENCE.
1. Leave-without-pay. Such leave may be granted any employee when possible considering library staffing needs and availability of substitutes. Such leave shall not be for more than six (6) calendar weeks in a calendar year.
2. Leave of Absence. The Director may grant an employee a leave of absence without pay for a period not to exceed one year. Such a leave does not guarantee that the employee's position will be open upon the employee's return; leave of absence merely indicates that a qualified employee with a good work record will be given prime consideration for any open position.
3. Library benefits, including insurance coverage, accrual of vacation and sick leave, shall be discontinued at the commencement of leave-without-pay or leave of absence.

INSURANCE BENEFITS.
1. Amount of coverage. The Library shall provide single or family insurance coverage to employees who are eligible under the city contracts. The premiums for single or family coverage shall be covered for library employees under the same terms and to the same extent that they are covered by the city for city employees.
2. Policies. Copies of the insurance policies shall be maintained at the (city office) and in the Director's office and shall be available for review during the regular operating hours of each agency.
3. Types of coverage. All types of personal insurance coverage available through city group policies shall be available to library employees.

PHYSICAL EXAMINATIONS.
1. The library may require a pre-employment physical examination for the purpose of determining the fitness to perform the work for which an employee may be hired.
  Such physical may include testing for substance abuse as allowed in the Code of Iowa 730.5(1987). This pre-employment physical shall be by a licensed medical practitioner designated and paid for by the Library. A copy of the report shall be made available to the Library and the prospective employee. Should the prospective employee contest the report, the prospective employee may follow the procedure delineated in section 27 C.
2. The Library shall have the right to require any employee who is thought to be ill, injured, or unable to perform designated responsibilities to submit to a physical and/or mental examination by a licensed medical practitioner. In the event the Library shall deem such an examination of an employee to be necessary and/or advisable, the Library shall make the necessary arrangements for the physical and/or mental examination with the licensed medical practitioner of the Library's choice. The Library shall pay for the costs of the physical and/or mental examination. Copies of the report shall be made available to the Library and the employee.
3. Should the employee contest the report, the employee shall notify the Library of objections within ten (10) days after receiving a copy of the report. The employee shall, within twenty (20) days after receiving the report, submit to the Library a report of a licensed medical practitioner, of the employee's choice, containing findings and opinions reached after a physical and/or mental examination of the employee. It shall be the responsibility of the employee to make the necessary arrangements for such examination and pay the cost thereof. Should the reports of the examining licensed medical practitioner confirm and document the employee's dispute, it shall become binding upon both parties.
  The Library may within ten (10) days of receipt of the report request clarification of the report, by directing questions to the employee's selected examining practitioner. The cost of securing any supplemental or clarifying opinion shall be paid by the Library. Unless there is an alteration as a result of the request for clarification, the original opinion and findings of the employee's selected licensed medical practitioner shall be final.
JOB INCURRED INJURY. Use City Policy provisions or Your Insurance carrier requirements.

EMPLOYEE AND TRUSTEE TRAINING AND EDUCATION. Every employee and trustee has the responsibility to stay current with opportunities to meet changing needs through changing services.
1. It shall be the policy of the Library to provide opportunities for all employees in training and education and provide for such training and education in the annual budget. All such training and education shall be approved by the Director subject to the following:
  1. Such training is for official certification as required by the employee's job description; or
  2. Such training is deemed of substantial benefit to the Library in providing for responsibilities and functions.
  The Library may require an employee to attend such training or educational programs as a part of the employee's work assignments.
2. Attendance hours. When the Library requires an employee to attend a training program outside the Library, the employee shall be paid the employee's regular hourly rate for all time spent in attendance at the training program, with a maximum of eight (8) hours a day, plus reasonable expenses incurred. When the Library is required to have an employee attend a training program within the city limits of XYZ, the employee may be required to attend such training session without compensation other than straight hourly rate. It is understood that such training program shall be held, as reasonably as possible and practical, during normal operating hours of the Library.
3. Optional training or educational programs. When an employee desires to pursue optional training or educational programs, the Library may at its discretion and upon prior approval, authorize reimbursement for all or part of the expenses incurred by the employee. The employee shall be responsible for verification of cost incurred and the satisfactory completion of the course. The Library may require the employee to enter into an agreement to refund to the Library any cost for training and education upon the employee voluntarily terminating employment with the Library prior to the Library realizing the benefit of the training or educational program based on the cost of it.
4. Opportunities for workshops and training for Library Board members shall be provided through the library budget as planned each year.

PROFESSIONAL CONFERENCES AND DUES.
As funded in the current year's budget, all exempt (salaried) personnel shall be permitted to attend one state conference of a professional association each year and Directors may additionally attend one national conference of a professional association each year. Specific authorization to attend a conference shall be obtained from the Director.

TRAVEL REIMBURSEMENT AND VEHICLES.
1. Use City Policy provisions.

USE OF LIBRARY EQUIPMENT.
Employees may use equipment available to the public under the same terms and conditions as those for the general public. Employees may not use equipment or tools belonging to the Library and not available to the general public for personal use. Employees may use the employee rate in paying for use of the copiers.

It is the responsibility of an employee to notify the Library of any prescription or over-the-counter drugs the employee may be taking that would affect or impair the employee's operation of any Library equipment or City vehicle or private vehicle in use for Library purposes.

RESIDENCE REQUIREMENTS.
Employees are encouraged to reside within the XYZ city limits but are not required to do so. Employees are expected to meet library scheduling needs and community participation responsibilities regardless of personal residence.

HOLDING AND CAMPAIGNING FOR PUBLIC OFFICE. Employees are prohibited from the following activities:
1. Campaigning for public office during working hours. An employee who is a candidate for public office shall not, in any way or manner, campaign for the office during working hours as an employee of the Library.
2. Conflict of interest. No employee shall hold a public office under the jurisdiction of the city that in any way would constitute a conflict of interest between the office and the employee's active employment with the Library.

PROHIBITED ACTIONS.
1. No alcoholic beverages or controlled substances shall be stored or consumed on or at any buildings, facilities, or land owned, leased and/or operated by the Library or the City of XYZ. No alcoholic beverages or controlled substances shall be consumed by library employees while on duty for the Library.
  Library employees are hereby notified that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the City of XYZ workplaces including the Library. Workplaces include but are not limited to buildings, facilities and land owned, leased and/or operated by the City of XYZ, including the Library. Should an employee(s) violate the above policy, the employee will be referred to an appropriate agency for substance abuse counseling and rehabilitation. A violation of the above policy will result in immediate suspension and/or termination from employment.
  
  An employee shall notify the Library in writing of the employee's conviction for a violation of a criminal drug statute occurring in the work place no later than five calendar days after such conviction. The Library will provide notice, including position title, to the Director, Office of Federal Assistance, HCHB Room 6204, Washington D.C. 20230 and to the Library Board.
2. No employee shall, directly or indirectly, solicit, accept or receive any gift having a value of three (3) dollars or more in any one occurrence, in accordance with the Code of Iowa (1993). No employee shall accept money or gifts for an act which the employee would be required, or is expected, to render in the course of the employee's regular duties as a library employee.
3. Sexual harassment. Sexual harassment is deliberate or repeated unsolicited verbal or written comments, gestures, or physical contact of a sexual nature that is unwelcome. Unwelcome contact of this nature shall be reported to the Director or the Library Board immediately. Such contact will not be tolerated.

RETIREMENT AGE AND MANDATORY RETIREMENT AGE.
1. RETIREMENT. Employees of the Library shall reach retirement age on the last workday of the month in which they shall obtain the age of 70 years. Unless otherwise agreed between the Library and the employee, the employment relationship shall cease on that date.
2. MANDATORY RETIREMENT. Employees of the Library shall reach mandatory retirement age when they have worked the last workday of the month in which they obtain the age of seventy-five (75) years. In no event shall the Library as a regular paid employee retain an employee after such date.
3. The employee and the Library shall have the option to agree to continue their employment relationship between the ages of 70 and 75 for the employee. Should the employee desire to continue employment with the library, the employee shall notify the library in writing no less than sixty (60) days prior to the date upon which the employee reaches the retirement age (70). Upon approval of the Director and a majority of the members of the Library Board, such employment relationship may be continued from year to year thereafter until such time that the employee shall have reached the mandatory retirement age (75). Annual renewal of the employment relationship shall be required and the procedure set forth in this paragraph shall be followed during each succeeding year.
4. Employees who are not continued in their regular full-time or part time status by the Library may be eligible for employment by the Library until the age of 75 on a reduced work schedule at the option of the Library.
5. An employee must notify the library in writing of the employee's retirement date at least sixty (60) days in advance of the retirement date. Once the Library has been notified of such retirement date, it cannot be changed unless agreed upon by the Library. In cases where there is mutual agreement, the sixty (60) day notice requirement may be waived and a date less than sixty (60) days from the date of the notice may be agreed upon.
6. Eligible employees shall be afforded coverage under the Iowa Public Employees Retirement System and the Social Security Program of the Federal Government as required by law. Contributions required to be made on behalf of the library employees shall be made in order to implement this provision of these policies. Any contribution required by the employee to maintain coverage under either the Iowa Public Employees Retirement System or the Social Security Program of the Federal Government shall be deducted from the wages of the employee on a uniform payroll deduction program.

DEFERRED INCOME PLAN.
Library employees shall have the opportunity to participate in investment or deferred income plans as such are made available to city employees and are approved by the Board.

ADOPTION AND AMENDMENT.
These personnel rules and regulations shall be effective as provided by resolution unless otherwise specifically provided and shall be amended as necessary by the Library Board.

Revised and adopted by Board: date

Cont. Education. Revised and adopted by Board: date

Revised and adopted by the Board for change to City Accounting: date

Holiday and Floating Holiday. Revised and adopted by Board: date

7.C. and 8.G. Revised and adopted by Board: date

17.C, 19.1.E, 19.4.C Revised and adopted by Board: date

These Personnel Rules and Regulations parallel those in place for other city employees with some exceptions due to the difference in normal operating hours for different city departments.