Personnel Policy

Kennedy Free Library

Personnel Policy

Mission Statement

The mission of the Kennedy Free Library is to provide quality materials and services which fulfill educational, informational, cultural, and recreational needs of the entire community in an atmosphere that is welcoming, respectful, and businesslike.

Equal Opportunity Statement

The Kennedy Free Library provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, creed, religion, gender, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, familial status, domestic violence victim status, arrest or conviction records, amnesty or status as a covered veteran in accordance with applicable federal, state and local laws. The System complies with applicable state and local laws governing nondiscrimination.

Work Week

 For payroll purposes, the work week starts at 12:01 a.m. Monday and ends at 11:59 p.m. on Sunday. The library is open 30 hours per week. The Library Director will schedule employees so that the library is adequately staffed.

Payroll

Wage payment is a contracted service. Paychecks will be distributed according to their payroll schedule.

Time Sheets

The Library Director is responsible for keeping an accurate schedule and collecting a timesheet from employees. Employees are to maintain an accurate daily record of his/her hours worked. All absences from work schedules should be appropriately recorded. The Library Director will send a copy of the hours worked to the payroll system, the Treasurer, and President.

Overtime

Overtime is defined to be any hours over the regularly assigned hours that each employee works. No overtime is to be worked without the approval of the Library Director.

Fair Labor Standards Act

The Fair Labor Standards Act (FLSA) establishes minimum wage, overtime pay, recordkeeping, and youth employment standards affecting employees in the private sector and in Federal, State, and local governments. Covered nonexempt workers are entitled to a minimum wage of no less than $7.25 per hour effective July 24, 2009. Overtime pay at a rate not less than one and one-half times the regular rate of pay is required after 40 hours of work in a workweek.

The Kennedy Free Library will follow New York State Minimum Wage requirements.

Sick and Safe Leave

All employees accrue UNPAID sick and safe leave (SSL) from the date of hire. Employees are not paid for unused SSL upon termination of employment.

All employees accrue one hour of UNPAID SSL for every thirty hours worked up to a maximum of 40 hours of UNPAID SSL per year. Employees may use up to 40 hours per year of UNPAID SSL per year. Unused SSL credits will be carried over to the next calendar year.

Employees must take SSL in increments of four hours. An employee who has a sick leave absence in excess of three consecutive working days must present medical documentation for the absence to their supervisor; the use of safe leave in excess of three consecutive working days must be reported to their supervisor.

After January 1, 2021, employees may use accrued SSL following a verbal or written request to their supervisor prior to use for the following reasons impacting the employee or a family member for whom they are providing care or assistance with care: 

Sick Leave: 

  • For mental or physical illness, injury, or health condition, regardless of whether it has been diagnosed or requires medical care at the time of the request for leave; or 
  • For the diagnosis, care, or treatment of a mental or physical illness, injury or health condition; or need for medical diagnosis or preventive care. 

Safe Leave: 

  • For an absence from work when the employee or employee’s family member has been the victim of domestic violence as defined by the State Human Rights Law, a family offense, sexual offense, stalking, or human trafficking due to any of the following as it relates to the domestic violence, family offense, sexual offense, stalking, or human trafficking: 
    • to obtain services from a domestic violence shelter, rape crisis center, or other services program; 
    • to participate in safety planning, temporarily or permanently relocate, or take other actions to increase the safety of the employee or employee’s family members; 
    • to meet with an attorney or other social services provider to obtain information and advice on, and prepare for or participate in any criminal or civil proceeding; 
    • to file a complaint or domestic incident report with law enforcement; 
    • to meet with a district attorney’s office; 
    • to enroll children in a new school; or 
    • to take any other actions necessary to ensure the health or safety of the employee or the employee’s family member or to protect those who associate or work with the employee. 

“Family member” is defined as an employee’s child, spouse, domestic partner, parent, sibling, grandchild, or grandparent; and the child or parent of an employee’s spouse or domestic partner. “Parent” is defined as a biological, foster, step, or adoptive parent, or a legal guardian of an employee, or a person who stood in loco parentis when the employee was a minor child. “Child” is defined as a biological, adopted or foster child, a legal ward, or a child of an employee standing in loco parentis.

Employees may request a summary of SSL accrual and use in the current and previous calendar years at any time. The Library Director will provide the information within three business days.

The Board of Trustees and Library Director may take disciplinary action, up to and including termination, against an employee who uses leave for purposes other than those provided for under the law, or who lies to their employer in connection with taking such leave.

Bereavement Leave

In the event of death in an employee’s immediate family (spouse, child, mother, father, sister, brother), or any close relative living under the same roof as the staff member, or “significant other” as designated by the employee to the Library Director by January 2nd of each year, an employee will be given a bereavement/funeral leave as follows:

All employees                       Up to 3 days per occurrence

Jury Duty

The Library will continue to pay its employees for the time when an employee is actually summoned for jury duty on a regularly-scheduled work day and actually appears for such jury duty in courts of competent jurisdiction.

Holidays

The Kennedy Free Library is closed on the following holidays:  New Years Eve, New Years Day, Martin Luther King Jr Day, President’s Day, Good Friday, Easter, Memorial Day, Independence Day, Labor Day, Columbus/Indigineous People’s Day, Veterans Day, Thanksgiving, Christmas Break (Dec 24-Dec 31).

Emergency Closing Notification Procedure

The Library Director will authorize closings on days of snow storms or other excessive weather conditions when the local school is closed or no staff members can get to work.

Disability

All employees are covered by New York State disability insurance. The premium for this insurance is paid in full by the library.

Workers’ Compensation Information and Procedures

The organization is covered under statutory state workers’ compensation laws. Employees who sustain work-related injuries must immediately notify their department supervisor.

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 or to other employees. The examples used are not intended to be an inclusive list of inappropriate behavior subject to disciplinary action. These examples are given only as guidelines.

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.
  • Misuse of time: extended breaks or lunch hours; persistent or extended personal telephone or cell-phone calls.
  •  Knowingly violating any library, OSHA, or state regulations, guidelines, or rules governing workplace safety.
  • Direct violation of library policy and procedures.
  •  Sleeping or dozing on the job.
  •  Disrespectful behavior toward the Board of Trustees, management, patrons, or other Employees.
  • Persistent negativity or numerous petty complaints that undermine the morale of co-workers, or interfere with the normal flow of work.
  • 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, using, buying, or selling alcohol or illegal drugs while at work.
  • Harassment of any nature, including sexual harassment.
  •  Possession of firearms or other weapons on System property.
  • Illegal use of e-mail or communication systems.
  • Use of Library computers and property for personal work.
  • Removing, sending, or furnishing Library records and information to unauthorized persons.
  • Abuse or violation of State or Federal laws adversely affecting employment.
  • Any conduct contrary to common decency or morality, or liable to incite, or provoke against anyone because of race, color, sex, religion, national origin, veteran status, or disability.
  • Unprofessional appearance, conduct, and failure to keep the public work space clean.

Employee Dress Code

Staff will wear clean and well-maintained attire appropriate to the type of work they do. Standard dress in business casual. All casual apparel will be in good taste and clean. Shoes are required and must be well maintained. Good grooming and hygiene is required. Jeans are acceptable attire provided they are not faded, dirty, or ripped. Sports jerseys are acceptable only on the day of, or day before a game.

            Examples of unacceptable attire:

  • Tank tops, tube tops, halter tops, crop tops, or muscles shirts – bare midriffs are not acceptable
  • Leggings, sweatpants, sweatsuits, and other athletic clothing
  • Strapless, or spaghetti straps unless you wear a shell or jacket over the straps
  • Clothing with slogans, large-letter advertising, foul language, cartoons, obscene images
  • Torn, wrinkled, stained, patched and/or faded clothing.
  • Short shorts and mini-skirts. No underwear should be seen.
  • Hats or head coverings – unless for religious purposes.
  • Flip-flops or shower-type shoes.

Evaluation

Employees shall be evaluated after one month, three months, and six months of employment and such evaluations will be shared with the employee.

After the probationary period, employees shall be evaluated on an annual basis by the Library Director. The Library Director will report the results of the evaluation to the Board of Trustees.

The Library Director shall be evaluated annually by the Board of Trustees using the pre-approved Library Director Job Evaluation form.

Separation of Employment

All employees shall be given written notice of their last day, and information regarding their final compensation and benefits within 5 working days after their last day, regardless of the reason for separation.

Resignation: Resignation of the Library Director shall be given in writing at least one month before its effective date.  Resignations of other staff members will be given a minimum period of two weeks before their effective dates.  The employee’s written and signed resignation should be dated when received and retained in the personnel file.

Job abandonment: Employees who fail to report to work or contact their supervisor for three (3) consecutive workdays shall be considered to have abandoned the job without notice, effective at the end of their normal shift on the third day. The Director shall initiate the paperwork to terminate the employee. Employees who are separated due to job abandonment are ineligible for rehire.

Termination: Employees of the Library are employed on an at-will basis, and the organization retains the right to terminate an employee at any time. Misconduct warranting immediate termination shall include: repeated disregard for Library bylaws and policies, breach of confidentiality, theft of the Library’s money or property, any activity which would jeopardize or increase bond or insurance premiums for the Library and any activity which would violate the New York State law applicable to the Library.

Any termination action will be in accordance with NYS Labor Law 195 and following information from the NY Department of Labor Guidelines.

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. Employees are encouraged to follow the chain of command unless it is in direct conflict with the grievance. Many can be settled informally and verbally by the Library Director. However, if a matter is deemed important, 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. Within three working days, the Library Director shall communicate his/her decision to the employee. The Library Director should notify the Board of Trustees and can defer decisions to the Board of Trustees.

Whistle Blower Policy

Kennedy Free Library is committed to operating in furtherance of its tax-exempt purposes and in compliance with all applicable laws, rules and regulations, including those concerning accounting and auditing, and prohibits fraudulent practices by any of its board members, officers, employees, or volunteers.  This policy outlines a procedure for employees to report actions that an employee reasonably believes violates a law, or regulation or that constitutes fraudulent accounting or other practices.  This policy applies to any matter which is related to Kennedy Free Library’s business and does not relate to private acts of an individual not connected to the business of Kennedy Free Library.

If an employee has a reasonable belief that an employee or Kennedy Free Library has engaged in any action that violates any applicable law, or regulation, including those concerning accounting and auditing, or constitutes a fraudulent practice, the employee is expected to immediately report such information to the library’s manager/director.  If the employee does not feel comfortable reporting the information to the Library Director, he or she is expected to report the information to the Board President.

All reports will be followed up promptly, and an investigation conducted.  In conducting its investigations, Kennedy Free Library will strive to keep the identity of the complaining individual as confidential as possible, while conducting an adequate review and investigation.

Kennedy Free Library will not retaliate against an employee in the terms and conditions of employment because that employee:  (a) reports to a supervisor, to the manager/director, the Board of Trustees or to a federal, state or local agency what the employee believes in good faith to be a violation of the law; or (b) participates in good faith in any resulting investigation or proceeding, or (c) exercises his or her rights under any state or federal law(s) or regulation(s) to pursue a claim or take legal action to protect the employee’s rights.

Kennedy Free Library may take disciplinary action (up to and including termination) against an employee who, in management’s assessment, has engaged in retaliatory conduct in violation of this policy.

In addition, Kennedy Free Library will not, with the intent to retaliate, take any action harmful to any employee who has provided to law enforcement personnel or a court truthful information relating to the commission or possible commission by Kennedy Free Library for any of its employees of a violation of any applicable law or regulation.

Smoke Free Property

Effective June 19, 2019, Public Health Law §13999-o(6) prohibits smoking within one hundred feet of the entrances, exits or outdoor areas of any public or association library as defined in subdivision two of section two hundred fifty-three of the education law; provided, however, that the provisions of this subdivision shall not apply to smoking in a residence, or within the real property boundary lines of such residential real property.

Employees found to be in violation of this policy will face disciplinary action, up to and including termination.

Personnel records

Each employee shall have his/her own personnel file which shall include the employee’s job application, references, I-9 Form, job evaluations, medical and other leave information, retirement information, disciplinary notice and any other matter pertaining to said employee’s service to the Kennedy Free Library.

Employee evaluations will be discussed with the employee by the Library Director within two weeks of the evaluation. The employee will have the opportunity to respond to his/her evaluation within two weeks of the evaluation. All evaluations and responses will be reduced to writing and will be placed in the employee’s personnel file.

The file can be accessed by the Library Director, the Board of Trustees, and the employee upon request.

Employment

Board members, family of board members, and family of current employees will not be considered for employment.

In the event of a vacancy of the Library Director position, the Board of trustees will be responsible for interviewing, selecting, and hiring an employee.

In the event of a staff vacancy, (assistant, cleaner, etc.), the Library Director will be responsible for interviewing and selecting candidates. The Director shall then make a hiring recommendation to the Board of Trustees for their approval.

Anti-Nepotism Policy

The Kennedy Free Library has determined that it will be in its best interest to:

  • Avoid conflicts of interest between work-related and family related obligations
  • Avoid favoritism or the appearance of favoritism
  • Prevent family conflicts from affecting the workplace

Relatives of Library Staff and/or Board of Trustees may be considered when hiring an applicant. Relatives will not be hired if any of the following job relations or situations would result:

  • The supervisor is related to a direct subordinate
  • The person interviewing the applicant is a relative
  • The person recommending salary increases or promotions is a relative
  • The person considered for hiring is in the same department as their relative AND absence by both would create a staffing difficulty

Where there is a position is a short term (6 months or less) temporary position, this policy may be set aside.

For definition purposes the term relative shall include: father, mother, brother, sister, husband, wife, son, daughter, grandfather, grandmother, grandson, granddaughter, aunt, uncle, a person deemed a “significant other” by the employee, and “step” and “in-law” equivalents.