Personnel Policy

This policy shall apply to all Library employees. This policy does not create an employment contract for any specific duration of time with any Library employee. The Board of Trustees reserves the right to alter, amend, or repeal any or all of this policy unilaterally without prior notice. No appointment, promotion, termination, or other personnel actions shall be affected or otherwise influenced in any manner by consideration of race, creed, sex, age or national origin.

 

It is the policy of CJPL to provide equal employment opportunities for all employees or potential Library employees regardless of race, creed, color, sex, national origin, religion, age, sexual orientation, gender identity, marital status or mental or physical disability, except where age, sex or physical ability constitute a bona fide occupational qualification  necessary for job performance. This extends to all areas of personnel

administration and shall be consistent with all protections afforded by applicable federal and state statutes.

 

1. Classification:

a. To be classified as a full-time employee, the employee must be scheduled to work a minimum of 40 hours per week and/or paid on a yearly salary.

 

b. A part-time employee is one who is scheduled less than 40 hours per week and will be paid based on an hourly wage.

 

2. Personnel Procedures:

a. A copy of the Policy and Procedure handbook or a written job description shall be made available to each employee at the time of employment and shall be kept current by the Board of Trustees and by the Library Director.

 

b. Any employee that is hired by the Board of Trustees or by the Library Director will be a probationary employee during a six (6) month period. If for any reason, either the new employee or the Library wishes, individually or mutually, to terminate the employment during the probationary period, this may be done without advance notice or right of appeal.

 

c. The employee should perform his/her duties with the realization that the final jurisdiction over the administration of the Library rests with the Board of Trustees. Each employee is responsible for carrying out the policies of the Board of Trustees.

 

d. The duration of employment shall not be specified for any regular full-time or part-time appointment. Any termination of employment will be for just cause. Just cause may include any inadequate employee performance or availability and the financial situation of the employer and will be determined by the Library Director and the Board of Trustees.

 

e. A personnel file will be established for each employee at the time of hire. This file will contain all information relevant to the employment history of each Library employee and will be used to track wage and salary changes, hours worked, and used and accumulated benefits. It will also be used to track the performance of an employee through a yearly evaluation form completed during the employee's performance evaluation.

 

f. Performance evaluations will be performed for each employee by the Library Director one time during the fiscal year. This procedure will assure that Library revenues are appropriately spent on wages and may improve the work force. Evaluations shall be conducted privately between the employee and the Director.

 

g. Library employees will be permitted access to their personnel files during normal office hours provided that the employee has submitted written request to this end. An employee may request correction of any alleged misinformation contained in the file. Access to the personnel files will be limited to the employee, Library Director, and the Board of Trustees unless ordered by court.

 

h. Employees are expected to maintain a level of personal appearance and grooming that is considerate of other employees and projects an image that inspires confidence of citizens and others with whom the employee must associate in the course of work. The Library Director will make the final decision, if there is a dispute over what constitutes appropriate personal appearance. Employees are required to adhere to health, safety and sanitation standards at work. CJPL is committed to provide a safe and supportive work environment.

 

i. Staff meetings may be held as needed. All staff members will be paid for their time and are expected to be in attendance unless previous arrangements have been made with the Library Director. These meetings will be held for staff development and training. The Library Director will offer opportunities for staff to participate in State of Iowa Library educations programs.

 

            j. Any employee is subject to discharge, suspension, or demotions for any of the    following, but not limited, causes:

                 1. Inefficiency, insubordination, incompetence.

                 2. Dishonesty or theft

3 Unexcused absence or tardiness, giving false excuses for absenteeism.

4. Unauthorized time away from work including extending lunch/break    times, sleeping on the job.

                 5. Unwillingness to work scheduled hours

                 6. Failure to perform assigned duties

                 7. Falsification of time sheets

                 8. Destruction, misuse, or neglect of Library property

9. Arguing with fellow employees, volunteers or patrons including loud/abusive language, conduct which disrupts work activities.

                 10. Use of tobacco, alcohol, and controlled substance while at work.

                 11. Refusal to submit to random drug test.

                 12. At will.

 

k. The employee is expected to be at work at the designated time and to contact the Director as soon as possible if unable to work the scheduled shift.

 

l. In order to insure a safe and effective working environment, Library employees must adhere to the Library's rules regarding appropriate conduct on the job. The Library Director/Board of Trustees may take disciplinary action with an employee when necessary to insure full compliance with the Library's rules. The Library is committed to a policy of progressive discipline, which is defined as a series of disciplinary measures, including addressing problems as they occur and encouraging employees to correct inappropriate conduct or job performance.

 

m. The following steps describe the normal progressive discipline process. However depending on the seriousness of the infraction, discipline may begin at any step in the process.

                        1. Employee counseling with their immediate supervisor

                        2. Written reprimand

                        3. Suspension

                        4. Termination

 

            n. An employee may be demoted for cause by the Board of Trustees upon recommendation of the Library Director. A copy of the demotion for cause will be placed in the employee's personnel file.

 

o. An employee may file a grievance to seek remedy or resolution of an alleged violation of the Library rules and policies. Such grievances must be filed promptly following the occurrence upon which the grievance is based. The following steps must be performed in the following order:

1. The employee must first discuss the problem with the immediate supervisor in an attempt to resolve the problem informally.

2. The employee shall produce a written statement of facts relating to the    occurrence upon which the grievance is based to a citation of applicable Library        rule or policy. The written grievance must be submitted to the immediate supervisor not later than seven working days after the occurrence occurred. The immediate supervisor shall give a written answer to the aggrieved employee within seven days after the receipt of the grievance.

3. The employee shall submit a written grievance to the Board of Trustees including the response of the immediate supervisor within seven days of the receipt of the supervisor's response. The Board of Trustees will meet with the aggrieved and the supervisor either together or separately. The Board of Trustees shall prepare a written response to the grievance within ten days of the receipt of the grievance.

 

p. In the state of Iowa, employees of libraries are considered at will and may be terminated with or without cause at anytime. If any employee makes the decision to resign their position, a two week notice is expected for Library staff and a four week notice for the Library Director. This may be waived at the discretion of the Library Director/Board of Trustees

.

3. Salaries and Position Classifications

a. The Board of Trustees determines the salaries (upon approval of council) and wages      yearly of all personnel based on the following factors:

     1. Level of performance for assigned duties

     2. Education

     3. Experience

     4. Seniority

     5. Cost of living

     6. Job responsibility

     7. Budget-subject to budget consideration

 

b. Appropriate pay deductions shall be made for all employees regarding federal and state taxes, Social Security, Medicare, and IPERS (Iowa Public Retirement System).

 

c. Hourly employees will be paid at least the regulated minimum wage for all hours worked.

 

d. Overtime (more than 40 hours per week for part-time hourly employees) will be paid at the rate time and one half per hour. Overtime will not be scheduled without permission from the Library Director. The Board of Trustees reserves the right to refuse payment of overtime hours that are not properly approved.

 

            e. The organization chart is as follows:

                        Library Assistants/Employees reports to

                                    Library Director reports to

                                                Board of Trustees reports to

                                                            Columbus Junction City Council

 

4. Benefits (Full time employees)

a. During the probationary period, necessary funeral leave and time off may be taken without pay. Paid time off will begin to accumulate following the successful completion of the probationary period, per the personnel policy of the City of Columbus Junction.

 

b. Library Closure: If a last minute decision to close the Library is made by the Library Director/Board of Trustees due to inclement weather, natural disaster, or other reason, hourly employees will not be paid the hours they would have worked if the Library was open and may only be given the opportunity to make up those hours if the additional hours are needed for the operation of the Library.

 

c. Leave of absence: Any employee desiring a leave of absence must submit a written request to the Library Director or Board of Trustees. Leaves of absences, with or without pay are granted at the discretion of the Board of Trustees. During the board approved leave of absence, the employee does not receive pay from the Library unless otherwise specified, does not earn Paid Time Off, has the option to use accumulated Paid Time Off until it expires, and must pay health insurance premiums that are due during the leave of absence.

 

d. Maternity/Paternity Leave: It is the policy of the Board of Trustees to grant leave of absence for maternity/paternity upon the request of the employee. Maternity leave will be implemented per State Code 216.6(2) or the most recent changes to this code, per the City of Columbus Junction Personnel Policy.

 

e. Funeral Leave: A maximum of three days funeral leave will be granted to all employees upon request. Up to, but not to exceed, five days of Funeral leave will be paid to a full-time employee in the event of the death of an immediate family member. Immediate family includes the mother, father, brother sister, child, spouse, and grandmother, grandfather of the employee or his /her spouse. One day will be extended for a distant relative by blood or marriage. A part-time employee will be granted the time off without pay. Paid and unpaid funeral leave shall not amount to more than 15 days in a one year period without special permission from the Board of Trustees.

 

f. Travel: An employee who travels at the discretion of the Library Director or the Board of Trustees will be reimbursed to actual expenses subject to the limits established. The employee's claim for reimbursement must be supported by receipts for each expense. Employees shall be reimbursed for authorized use of their personal vehicle at the current city's reimbursement rate. The rate is subject to change by the Board of Trustees' discretion.

 

            g. Retirement Plan: The Library participates in the IPERS (Iowa Public Employee Retirement System) system for retirement for all employees.

 

            h. Holiday Pay: The following holidays will be observed on the actual day by the Library and with full-pay for full-time employees: New Year’s Day, President’s Day, Memorial Day

 Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving,

Christmas Day, and Employee Birthday, per the City of Columbus Junction’s Personnel Policy. However, the Library’s Board of Trustees reserves the right to adjust holiday closures based on the calendar, anticipated usage of the library, and staffing capacity.

 

i. Full time employees are eligible to participate in the City of Columbus Junction health insurance plan, subject to the City of Columbus Junction employee policy and rules .

 

j. Paid Time Off: The number of paid time off days shall be determined by the full time employee's length of continuous service. Paid time off allowance shall be earned          annually and shall be based on the employee's date of hire as follows:

                        After 1 year:    1 weeks

                        After 2^nd year: 2 weeks

                        After 5th year: 3 weeks

                        After 10th year: 4 weeks

                        After 20^th year: 5 weeks

 

1. Paid time off may be taken in half (1/2) day increments, up to the full amount the employee has earned.

 

2. If used for vacation, paid time off time must be submitted to the Board of Trustees at least two weeks in advance of the requested time and must be approved by them before it is taken.

 

3. The preference of each employee as to the time paid time off, or time off without pay, will be taken will be honored whenever possible. However, the operating needs of the Library will determine when vacation leaves may be granted.

 

5. Paid time off pay will be computed on the basis of the employee's straight time hourly rate at the time the paid time off period begins.

 

6. Upon separation from the Library, the employees will be paid for all unused paid time off time earned to date in full, pursuant to regulations outlined in the City of Columbus Junction’s personnel policy.

 

Written February 2000

Adopted April 2000

Revised April 2009

Reviewed March 2009

Reviewed January 2016

Amended April 2018