HEPBURN LIBRARY OF MADRID PERSONNEL POLICY

The following rules and regulations have been revised and reviewed by the Board of Trustees of the Hepburn Library of Madrid, March 2023. All questions should be addressed to the Director of the Library.

Job Descriptions/Probationary Period

Every staff member should be provided with a job description detailing their roles, duties, and scope of practice. A probationary period is in effect upon the first date of hire to the first day of the sixth month in which an evaluation will be done to determine fitfulness for continued service.

Salary/Hourly Remuneration       

All library positions are categorized and pay for each type of position has been established by the Board of Trustees, in alignment with the budget allocations of the Town of Madrid.

Employee Benefits

  • Social Security: All employees are covered under the Social Security Act.
  • Medical Benefits: Staff will be made aware of any and all plans or benefits available to them through the Town of Madrid.
  • Annual Leave: Outlined below for the Library Director.
  • (Disability no longer applies)

Vacation (Annual Leave) and Sick Leave Time Accruals

The Library Director will accrue 2 hours of sick leave and 2 hours of vacation leave each month.  This allows for a total of 24 hours per year of each. Sick leave may be accrued up to a total of 4 weeks.  If the Library Director is ill and not able to come to work, he/she should schedule a substitute if possible, and notify the Library Board President or another member of the Board. Vacation leave can be accrued up to a total of 4 weeks, and must be approved by the Board of Trustees prior to use. Vacation and sick hours must be recorded in the employee hour record binder with any vouchers.

Jury Duty

Employees summoned to serve court mandated grand jury or jury duty will be granted leave to do so and will be paid the difference between any compensation they receive for jury duty and their full salary according to open library hours. Upon return to work, proof of time served and proof of jury duty compensation should be submitted to the Director or Board Treasurer. 

Expenses/Mileage

Expenses incurred for Library acquisitions and programs will be reimbursed with the provision a voucher and all receipts are submitted. The Library’s tax exempt number must be used to be eligible for reimbursement.

Mileage for Library meetings and errands will be paid at the rate in effect for the Town of Madrid, in conjunction with New York State. Mileage requests will be approved by the Director and subsequently, by the Treasurer of the Board of Trustees.

Overtime and Compensatory Time

Overtime is defined to be any hours over the regularly assigned hours that each employee works which is paid at the regular hourly rate of that employee. In general, an employee may work hours to cover another employee’s absence, up to the maximum weekly allotted hours for both employees combined. Any hours worked above an employee’s established weekly schedule will be authorized by the Director and paid at the employee’s regular hourly rate. In the event staff work for a Library event outside of normal working hours, their time will be tracked by the Director and applied against their regular working hours within the same pay period. (Example, a Saturday afternoon two-hour event would reduce the work week of that hourly employee by two hours, on a work day to be agreed upon with the Director.) It is understood that on occasion total allotted hours are not used within a pay period, while other pay periods may exceed total employee hours due to special assignments or events. Employees are paid for hours worked during a pay period, and may not accrue hours. Oversight is taken to ensure there is an appropriate balance between “unused” pay period hours and “overtime” exceeding combined employee hours.

Dress Code

Appropriate attire that is comfortable and neat in appearance will be worn during work hours. Sweat pants, exercise clothing/spandex tights, pajama tops or bottoms, low-cut blouses or shirts, skirts above mid-thigh, or overly worn and holey clothing with visible undergarments are not acceptable work attire.

Operating Policy

The following rules and regulations are effective December, 2021, as adopted by the Board of Trustees of the Hepburn Library of Madrid. For a complete overview, please refer to the Operations Policy in the HLM Policy Handbook.

  • The library will serve all residents within the Town of Madrid and surrounding areas.
  • Non-residents: The library will serve registered borrowers from other member libraries in the NCLS area.
  • Use of the library and its services may be denied for due cause such as failure to return books, destruction of library property, and/or objectionable behavior on library premises.
  • Service will not be denied or abridged because of sexual orientation or gender identification, neither on the basis of religious, racial, social, economic, or political status.

Hours/Holidays

The library is open 22 hours per week. The Library Director will schedule employees so that the library is adequately staffed. Part time staff are not paid for holiday time and no compensatory time will be given.

Hepburn Library of Madrid hours are as follows:

Monday:            2pm – 7pm
Tuesday:         11am – 2pm
Wednesday:      2pm – 7pm
Thursday:        11am – 2pm
Friday  :           10am – 2pm

The following holidays are observed, at which time the library will be closed:

New Year’s Eve                      Memorial Day                                     Veteran’s Day                Christmas Eve Day    

New Year’s Day                     Independence Day                            Thanksgiving Day          Juneteenth  

Thanksgiving Friday               Martin Luther King Jr. Day                Labor Day                              

President’s Day                       Columbus/Native People’s Day         Christmas Day

  • If one of the above holidays fall on a Saturday, the Friday will be observed. In the case of a Sunday, the following Monday will be observed.
  • The above schedule is subject to change with prior approval of the Board of Trustees. The Library Director whose religious beliefs require the celebration of religious holidays other than those for which the library is closed, may be permitted to use up to two days per year for this purpose without requiring the use of compensatory time.

Emergency Closings

  • The responsibility of closing the library building rests with the Library Director.
  • The closing of the library may be required by natural, mechanical, or other emergencies (refer to Disaster Policy).
  • In the event of an emergency closing of a full day for full time staff only:
    • All scheduled work will be considered to have been worked and will be paid for the hours scheduled. Scheduled staff may make up their hours during the same pay period as approved by the Director.
    • Appropriate notice will be made to the public via news outlets, social media, and website.

Training and Staff Development

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

  • Time off with pay, full or partial fee reimbursements and mileage payments at the prevailing recommended town level will be granted at a maximum amount of $600.00 per year, including the cost of a substitute employee, or at the discretion of the Board of Trustees. 
  • In order to qualify for reimbursement, participation in training must have prior approval by the Library Director and Board of Trustees.
  • If a workshop becomes available between Board meetings, is relevant to the Director’s job description and she/he notifies the president of the workshop prior to attendance, mileage can be post-approved by the Board of Trustees.
  • Any hourly pay compensation must be approved by the Board of Trustees and will be reviewed on case-by-case basis.

Leave without Pay

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

Performance Evaluation

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

The job description of each employee is the evaluation measurement standard. The Director shall personally conduct written annual evaluations of the work performance of all staff members.

The purpose of such reviews shall be to help employees make progress in their work by learning what aspects of job performance need improvement as well as highlighting particular strengths. The performance review must be accompanied by a personal conference in which the employee may examine the review and have an opportunity to ask questions or make comments verbally or on the space available at the end of the evaluation form.

The Executive Director’s written evaluation will be done by the Board of Trustees annually, or as often as deemed necessary by the Board/ President of the Board. Any comment and /or disagreement with the performance rating may be expressed in writing to the Board of Trustees.

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

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

Rules of Conduct

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

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

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

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

Discipline/Termination

Disciplinary action will take place if there is/are violation(s) of the code of conduct or incompetence shown in the position the employee holds. Disciplinary action follows the following protocol:

1)  A verbal warning when an employee has two consecutive poor evaluations showing repeated failure to meet “needs improvement” in at least one-third of the employee’s duties when evaluated every 60 days.  A verbal warning may also be issued in the instance of a recent marked and blatant disregard for library polices and conduct, even if this behavior had not been previously noted on an evaluation.

 2) A written warning is given after the third poor evaluation showing no improvement in areas that were marked “needs improvement” on the previous two evaluations and an evaluation will be given in 30 days. A written warning will also be given in the instance of a repeated marked and blatant disregard for library policies and conduct, if this behavior has received a verbal warning and no improvement has been made after 30 days.

3) At the 30-day evaluation, if once again there shows duties that still “needs improvement” then there will be a move to terminate. If following the 30-day written warning, the employee continues to disregard library policies and demonstrate inappropriate conduct, there will be a move to terminate.

Termination of an employee may occur for incompetence, unfitness or for just cause. The notice of dismissal shall be in writing and shall state the specific charges, signed by the President of the Board of Trustees.

Resignation

It is expected the employee will provide two weeks of notice to the library when she/he resigns. The employee’s written and signed resignation should be dated when received, and retained in the personnel file.

Staff Grievances

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

-Within two weeks after the occurrence of the event, an employee shall first orally discuss the same with the Library Director.

-Following the Director being made aware of the concern, a decision will be communicated to the employee within three working days.

Equal Opportunity and Affirmative Action

It is the policy of the Library to administer its Personnel Policy in agreement with the Town of Madrid’s Equal Opportunity and Affirmative Action Policies.  Please also refer to the Whistleblower, Anti-Harassment, and Anti-Discrimination Policies found on the Library’s website, or in the Policy Handbook.                                                         

Personal Telephone Use

  • The Library’s telephone is not for public use.
  • The Library Director may make emergency calls on behalf of an individual.
  • The Library Director or member of the Board of Trustees may make long distance calls for pertinent Library business.
  • Personal phone calls for staff are discouraged.

Patron Behavior Policy and Library Employee Behavior

  • Please refer to the Patron Behavior Policy.
  • Any activity that interferes with the rights of other patrons to use the library, disrupts the normal functioning of the library, could result in physical, emotional, or mental injury to oneself or others, or could result in damage to the facilities, equipment, or materials is considered disruptive and unacceptable behavior.
  • The Library Director shall report illegal activities to law enforcement officials as soon as possible.
  • All instances of inappropriate behavior will be reported to the Board of Trustees at their next meeting or if deemed necessary, prior to their meeting.
  • Course of action when the Patron Behavior Policy is violated:
    • The Library Director shall ask users to cease inappropriate behavior.
  • If the situation is not corrected after the Library Director has confronted the individual or the individual becomes rowdy or belligerent, the Library director may: call parent/guardian when appropriate, or call Law Enforcement.
  • All Library employees are expected to model a standard of behavior excellence, exceeding that of the Patron Behavior Policy.
  • At no time are employees expected to endanger their safety through either direct confrontation or enforcing policy without appropriate backup support.
  • In the case of disturbances happening on Library lawns, parking lot, or steps, an employee may lock the door and call law enforcement if appropriate.

 Computers, Email, and the Internet

Please refer to the Internet, Wifi, and Computer Use Policy in the Policy Handbook. Violations of this policy will be taken seriously and may result in disciplinary action, including possible termination and, where applicable, civil and criminal liability.

Permitted Use of Computer System

The computer system is the property of the Hepburn Library of Madrid and may only be used for approved purposes. Employees are permitted access to the computer system to assist them in the performance of their jobs. Occasional, limited, appropriate personal use of the computer system is permitted if the use does not:

(1) interfere with the employee’s work performance;

(2) interfere with any other employee’s work performance;

(3) have undue impact on the operation of the computer system; or

(4) violate any other provision of this handbook or any other policy, guideline or standard of the Hepburn Library of Madrid.  Personal use of computers (e.g. email) must be limited to break and lunch periods and after work hours.  At all times, users have the responsibility to use computer resources in a professional, ethical, and lawful manner. Personal use of the computer system is a privilege that may be revoked at any time.

Identity and Communication

Anonymous or pseudonymous electronic communications are not to be used. Employees must identify themselves honestly and accurately when sending e-mails or communications on-line.

Blocking of Inappropriate Content

The Hepburn Library of Madrid may use software to identify inappropriate internet sites. Such sites may be blocked from access. In the event you encounter inappropriate material while browsing on the internet, immediately disconnect from the site.

Computer Software

All software and software templates written by the Hepburn Library of Madrid personnel as part of their work duties is the property of the Hepburn Library of Madrid and may not be sold or distributed without the written permission of the Director.

Definitions

The term computer resources, refers to the Hepburn Library of Madrid’s entire computer network. Specifically, computer resources include, but are not limited to: host computers, file servers, application servers, communication servers, mail servers, fax servers, web servers, workstations, stand-alone computers, laptops, software, data files and all internal and external computer and communications networks, owned by or leased for the use of the Hepburn Library of Madrid.

Illegal Copying

Employees may not illegally copy material protected under copyright law or make that material available to others for copying. You are responsible for complying with copyright law and applicable licenses that may apply to software, files, graphics, documents, messages and other material you wish to download, upload, or copy. You may not agree to a license or download any material for which a registration fee is charged without first obtaining the express written permission of the Director.

Internet Use

Employees are provided with access to the internet to assist them in performing their jobs, with the expectation of good judgment regarding its use. If an employee abuses their right to use the internet, they will lose this privilege. In addition, the employee may be subject to disciplinary action, including possible dismissal and, where applicable, civil and criminal liability.

Monitoring of Computer Usage

The Information Technology Department has the right, but not the duty, to monitor any and all aspects of the computer system, including, but not limited to: sites visited by employees on the internet, monitoring chat groups and news groups, reviewing material downloaded or uploaded by users to the internet and reviewing email sent and received by employees.

No Expectation of Privacy

The computers and computer accounts given to employees are to assist them in the performance of their jobs. Employees should not have an expectation of privacy in anything they create, store, send, or receive on the computer system. The computer systems belong to the Hepburn Library of Madrid and are to be used primarily for business purposes.

No Privacy in Communications

Employees should never consider electronic communications to be either private or secure. Email may be stored indefinitely on any number of computers including that of the recipient. Copies of your messages may be forwarded to others either electronically or on paper. In addition, email sent to nonexistent or incorrect usernames may be delivered to persons never intended.

Prohibited Activities

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

  • Employees must not use the Hepburn Library of Madrid computers to gain unauthorized access to the Hepburn Library of Madrid’s network or computer systems or to any other network or computer systems.
  • Employees must not make any attempt to damage computer equipment or software.
  • Employees must not make any attempt to alter software configurations on any LIBRARY PC or computer system or to any other networks or computer systems. Employees may not use the Hepburn Library of Madrid’s internet connection to download games or other entertainment software, or to play games over the internet.
  • The Hepburn Library of Madrid’s computer systems may not be used for dissemination or storage of commercial or personal advertisements, solicitations, promotions, destructive programs, political material or any other unauthorized use.
  • Material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by email or other form of electronic communication (such as bulletin boards, newsgroups, chat groups) or displayed, or stored on the Hepburn Library of Madrid’s computers. Employees receiving this kind of material should immediately report the incident to their Director.

Spamming (Sending Unsolicited Email)

Without the express permission of their Director, employees may not send unsolicited email to persons with whom they do not have a prior relationship.

Use of Encryption Software

Employees may not install or use encryption software without first obtaining written permission from the Director. You must not use passwords or encryption keys that are unknown to your Director.

Wasting Computer Resources

Employees must not deliberately perform acts that waste computer resources or unfairly monopolize resources to the exclusion of others. These acts include, but are not limited to, sending mass mailings or chain letters, subscribing to non-business related list servers and mailing lists, spending excessive amounts of time on the internet, playing games, engaging in online chat groups, printing multiple copies of documents or otherwise creating unnecessary network traffic. Because audio, video, and picture files require significant storage space, files of this sort may not be downloaded unless they are business-related.

Volunteer Guidelines

Please refer to the Volunteer Policy in the Policy Handbook for a full scope of volunteer requirements and responsibilities.

A volunteer is defined as anyone who, without compensation or expectation of compensation beyond reimbursement, performs a task at the direction, and on behalf, of Hepburn Library of Madrid. Volunteers at the Hepburn Library of Madrid must be at least 14 years old and accompanied by a responsible adult while on duty.

            Benefits of Volunteering

1. Opportunity to give back to the community.

2. Gain experience in a working environment.

3. Be a role model for friends, peers, siblings, and young children.

4. Feeling of having made a difference and contributing to a community organization.

Duties may include, but are not limited to:

  • Bundling newspapers
  • Cleaning- materials, shelving, sweeping and picking up trash (both inside and out), computer keyboards, mice, and screens
  • Cutting out letters using die machine
  • Emptying outside book drops
  • Filing
  • Handouts – making copies and then folding or cutting
  • Maintaining/Organizing romance novels
  • Preparing craft projects for children’s department
  • Preparing library items for removal as directed
  • Recycling tasks – gathering, taking out to receptacles; crushing aluminum cans, etc.
  • Removing stickers from library items as directed
  • Shelving materials
  • Shredding
  • Straightening shelves, shelf reading
  • Watering plants

Volunteers will be expected to complete assigned tasks before moving on to other available tasks. Not all tasks will need to be assigned at all times; every effort will be made to match a volunteer’s particular skills to available tasks.

Director’s Job Description

1. Staffing:

a. With the approval of the Board of Trustees, hire staff and substitute staff to meet library requirements, including coverage for Director’s time off, attendance at meetings, sick leave, and vacation. Payment is made through library’s budget.

b. Provide supervision and annual evaluations for staff, with input from the Board of Trustees.

c. Submit payroll and petty cash vouchers to Town Treasurer in a timely fashion. They can be faxed or scanned to expedite submission.

d. Maintain records of all staff working hours to be shared with the Board of Trustees.

2. Library Schedule and Appearance:

a. Be sure Library is opened and closed in a timely manner based on the schedule. This will require arriving a few minutes early before opening hours. “OPEN” flag to be displayed promptly.

b. Front desk and presentation to the public should be organized and uncluttered, as well as other areas including the office and storage areas.

c. Maintain a well-organized and up-to-date book collection using the Dewey Decimal System when appropriate. Best practice: Label and map out library resources to make Library user-friendly.

d. Schedule volunteers to help with various tasks depending on volunteer’s skill set. Set up training sessions with volunteers.

3. Meetings and Communication:

a. Pick up and sort mail daily; notify Board Treasurer and/or other Board members of any immediate follow-up required, especially bills. Delegate duties and communicate with staff.

b. Communicate regularly with NCLS through telephone, computer, weekly book bag and/or in person.

c. Attend NCLS meetings and workshops with approval by the Board of Trustees.

d. Attend monthly Library Board meetings and special meetings as requested by Board. Prepare

    Director’s Report for Library. Work towards having all notes typed and submitted to the Board via email prior to meeting date (as time allows). Communicate with Board President and/or other Board Members as needed between meetings.

f. Communicate with Staff, Friend’s Group, Town Supervisor, and other Town personnel as needed.

g. Work with Library Board to prepare Annual Report to NCLS and summarize report for the Board and or the public in the media.

4. Programs and Events:

a. Oversee, organize, present, and follow through on children’s activities and events, as well as adult programs.

b. Ensure that special programs and events are well-advertised to maximize attendance using various types of media.  (ex: radio, websites, newspapers, etc.)

c. Keep abreast of all possible programs that the library might sponsor. Present ideas to the Board.

    Work with Board and Friends group to find ways the library could improve service to the public.

d. Plan with a view to the future – growth and optimization of Library resources and holdings.

5. Finances:

a. Keep accurate accounting of revenues spent during the year.

b. Keep accurate account of revenues and invoices received each month (fines, donations, gifts, etc.) as well as payroll and petty cash.

c. Makes oneself available when Board prepares annual Library budget.

6. Technology:

a. Schedule time of public computer use and give assistance within reason to public computer users when needed. Assisting patrons can be time consuming thus briefly showing them how to access a website or program only is acceptable. Patrons should use tutorials and other means to inform themselves on how to use the website and programs themselves.

b. Update oneself with all technological forms of programming and communications on the computer such as data processing, email, MSWord, scanning, etc.

c. Update and maintain library website, ensuring proper grammar and spelling.

7. Community Room, Kitchen and Bathrooms:

a. Schedule activities for Community Room

b. Walk through daily to check on all areas.

c. Use handicap lift daily to ensure proper function.

d. Purchase cleaning supplies, plastic bags, etc. when needed.

e. Be in contact with housekeeper(s) or maintenance person approved by Board if something needs their attention. Contact Board President if a situation needs the Board’s attention.

8. Miscellaneous:

a. Take note of care of library grounds, sidewalks, and steps. Inform Board President if needed.

b. Act as supervisor when minors are present in the library.

c. Be on call when an emergency should arise in the building and/or maintenance of the building is needed. Example: if fire alarm should go off or meeting with a person that is scheduled to fix something in the building.

            d. Be familiar with Library By-Laws and Policies for operating library, monthly report, contacting  substitutes when needed. Carry out policies set by the Board.           

e. Work with the Library Board to learn of grant opportunities and be available to assist with developing  grant proposals.           

f. Find ways to ensure the library remains progressive and user friendly.

Interpretation of any and all material contained within this employee hand booklet document is subject to the purview of the Board of Trustees of the Hepburn Library of Madrid.

Adopted by the Hepburn Library of Madrid Board of Trustees, March 2023. 

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