Section 400 - Personnel

September 2012

SECTION 400 - PERSONNEL

 

400           GUIDING PRINCIPLES FOR PERSONNEL
 
The Valleyview Municipal Library shall employ a dynamic, effective, well-qualified and efficient staff to carry out a constantly improving library program.  The Board is committed to providing a staff of high quality, good professional qualifications, and high ethical standards, capable of designing, implementing, and evaluating programs in their assigned areas of responsibility. 
 
Further, the Board shall be responsible for approving policies that ensure the workforce in place is able to adequately and safely carry out the operations of the Library.  These policies shall facilitate mutual respect, good communication and professionalism while endeavoring to be fair to both the Board and Library staff.  The Board aims to provide a safe workplace where employees are free from violence and harassment. 
 
The Library Co-ordinator shall be responsible for implementing personnel policies.
 
                  The Board’s specific personnel service goals are to:

  • Recruit, select, employ, and retain the best qualified personnel available.
  • Provide equal employment opportunities for all candidates for positions, in accordance with the Board’s Policy on Equal Opportunity Employment.
  • Deploy available staff in such a way as to use them as effectively as possible to achieve the goals and objectives of the Library.
  • Develop and manage staff compensation, leave, and benefit programs in ways that attract competent employees.
  • Ensure that an employee evaluation program is in place to enhance staff performance and professional development.
  • Effectively administer personnel policies with the aim of safeguarding good relations between the Board and its staff

 
 
400.1.      Violence and Harassment in the Workplace                
 
The Town of Valleyview Library Board promotes an abuse-free environment in which all people respect one another and work together. Any act of violence or harassment committed by or against any individuals affiliated with this organization is unacceptable conduct and will not be tolerated.
 
Employees or other individuals affiliated with this organization shall not subject any other person to workplace violence or harassment, or allow or create conditions that support workplace violence. No action shall be taken against a complainant unless the complaint is made with malicious intent or without reasonable and probable grounds.
 
The Board shall ensure that trustees, employees and volunteers understand how to recognize workplace violence and/or harassment and that they are familiar with the procedures for responding to, reporting on and the investigation of such incidents in the workplace.
 
Employees are to have knowledge of and follow procedures for preventing, responding to and reporting incidents of workplace violence or harassment.
 
Guidelines/Definitions:
 
Acts of violence or harassment can take the form of physical contact or non-physical behaviors and can include, but would not be limited to:

  • Threatening behavior – such as shaking fists, destroying property or throwing objects.
  • Verbal or written threats – any expression of an intent to inflict harm.
  • Harassment – any behavior that demeans, embarrasses, humiliates, annoys, alarms, or includes gestures, intimidation, bullying or other inappropriate activities.
  • Verbal abuse – swearing, insults or condescending language.
  • Physical attacks – hitting, shoving, pushing or kicking.

 
The Board is committed to:
 

  1. Investigating reported incidents of violence and/or harassment in an objective and timely manner.
  2. Taking necessary action.
  3. Providing appropriate support for victims.

 
The purpose of this policy is to ensure that:

  1. Individuals are aware of and understand that acts of violence and/or harassment are considered a serious offence for which necessary action will be imposed
  2. Those subjected to acts of violence and/or harassment are encouraged to access any assistance they may require in order to pursue a complaint.
  3. Individuals are advised of available recourse if they are subjected to, or become aware of situations involving violence and/or harassment.

  
                  Consequences:
 
Violations of this policy may be subject to disciplinary action commensurate to the incident, up to and including dismissal.
 
For acts of violence and/or harassment committed by individuals outside of this organization, action taken would be commensurate with the incident, up to and including temporary or permanent withdrawal of services, or legal action.
 
Procedure:
 
Staff faced with an urgent situation involving threatening or violent conduct, where there is reasonable belief that the safety of persons may be threatened, should contact the police immediately.
 
For other incidents:

  1. All incidents that occur must be documented on an Incident Report (Schedule 400-A), dated and signed by the person involved as well as any witnesses present and kept on file.
  2. Discuss the matter with your supervisor. The person subjected to workplace violence, harassment or sexual harassment, with the assistance of the supervisor, should let their objections to the behavior be known to the alleged offender.
  3. If the incident is not resolved immediately, the complainant and/or their supervisor will notify appropriate authorities and/or the Board.



 

  1. Not Working Alone

 
No staff persons under the age of 18 will be required or permitted to work alone. 
 
400.3        Confidentiality and Security Requirements                     
 
The Library Co-ordinator, staff and volunteers may be required, as a condition of employment to:
 
a) Provide a current, acceptable criminal record check conducted by the RCMP.
 
                        b) Sign an agreement of confidentiality with the Board.
 
 


401           PERSONNEL SELECTION
 
The Board of Trustees shall hire the Library Co-ordinator who shall be responsible for the recruitment, selection, training and evaluation of Library employees. 
 
The Personnel Committee may assist the Library Co-ordinator in the selection of staff.
 
The Library Co-ordinator shall regularly inform the Board of Trustees about staff acquisitions and placements.
 
 
401.1        Equal-Opportunity Employment
 
The Board of Trustees' recruitment, selection, employment, and/or termination of individuals shall be without prejudice or discrimination.
 
401.1.1     Position Advertising
 
All vacant positions shall be advertised.
 
401.1.2     Hiring Immediate Family/Nepotism
 
The Board of Trustees shall regulate employment in such a manner so as to avoid potential favoritism or conflict of interest that may occur between employees who are related to one another. However, no individual on the basis of marital status or family relationship alone shall be denied employment with the Library.
 

  1. The Library Co-ordinator

 
401.2.1     Hiring
 
The Town of Valleyview Library Board shall hire and employ the Library Co-ordinator, who shall be officially appointed by the Library Board as per requirements of the Alberta Libraries Act.
 
 
401.2.2     Orientation
 
The orientation of the Library Co-ordinator is the responsibility of the Board Chairperson, and the Chairperson of the Personnel Committee.
 
401.2.3     Training
 
                  The Library Co-ordinator shall take advantage of professional development opportunities as afforded by the budget.  The Board may suggest specific training. The Library Board may with prior approval choose to reimburse the Library Co-ordinator for costs associated with Professional Development in part or in full. (Ie. SAIT Library Courses)
 
401.2.4     Evaluation
 
                  Probation: There shall be a three-month probation period.  Evaluation shall take place during this time.  Only after a successful probation period shall a permanent position be offered.  At the discretion of the Board an initial probation may be extended up to three additional months.
 
Evaluation: The Library Board shall complete an evaluation of the Library Co-ordinator on an Evaluation Form (Schedule 400-B) on an annual basis.
 
Dismissal of Permanent Library Co-ordinator: After an unsatisfactory evaluation, the Library Co-ordinator shall be notified in writing that she/he has been placed on three-month probation.  This notification shall include specific areas needing improvement. During this time the opportunity shall be given for the Library Co-ordinator to show improvement in the noted areas.  If no improvement is shown, dismissal shall occur. The Board is responsible for the dismissal of the Library Co-ordinator. If dismissal of the Library Co-ordinator is necessary, the Board will act according to the Employment Standards Act.
 

  1. Other Personnel

 
401.3.1     Hiring
 
The Library Co-ordinator shall hire and dismiss all full-time, part-time and casual employees of the Library. The Library Co-ordinator may request up to two members of the Personnel Committee, or other designated Board members to be present at staff interviews or evaluations.
 
The Library Co-ordinator shall keep the Board advised of all staff changes.
 
 
401.3.2     Orientation
 
The Library Co-ordinator shall be responsible for the orientation of all new staff.
 
401.3.3     Training
 
                  The Library Co-ordinator shall be responsible for the training of all staff. With prior approval, the Board may choose to reimburse (in full or in part) staff members for professional development courses.
 
401.3.4     Probationary Periods/Evaluations/Dismissals/Resignations
 
Probation: There shall be a three-month probation period for all new employees. Evaluation shall take place during this time.  Only after a successful probation period shall a permanent position be offered.  At the discretion of the Library Co-ordinator, the initial probation may be extended up to three additional months.
 
Evaluation: The Library Co-ordinator shall conduct an annual performance appraisal and of all Library staff within a month of their anniversary date and complete a Staff Evaluation Form (Schedule 400-C).
 
Dismissal of Permanent Employees:
 
In cases of dismissal, employees are to be given written notice of the cause of their impending dismissal. In exceptional cases, such as job abandonment, theft, damage to records, substance abuse on the premises, immediate dismissal may occur.
 
After an unsatisfactory evaluation, an employee shall be notified in writing that she/he has been placed on three month probation.  This notification shall include specific areas needing improvement. During this time staff members shall be given the opportunity to show improvement in the noted areas.  If no improvement is shown, dismissal shall occur according to guidelines in the Employment Standards Act. The Library Co-ordinator, in consultation with the Personnel Committee, or designated Board members, shall be responsible for the dismissal of any employee of the Library. 
 
Staff Reduction:
 
The Board may deem it necessary in certain circumstances to reduce the number of staff employed or the hours of service offered. This may include a reduction of hours, change of status (from permanent to casual), or termination of staff.
 
Employees will be retained on the basis of the most appropriate qualifications as it applies to the job descriptions and the highest level of relative competency based on previous performance appraisals.
 
Termination of employee(s) designated will be done in accordance with the Alberta Labour Code.
 
Resignations and Retirements:
 
Permanent staff members are expected to give one month written notice to the Library Co-ordinator or Board. Casual staff shall give two weeks written notice to the Library Co-ordinator. Resigning or retiring staff shall have an exit interview performed by the Library Co-ordinator.
 
Job Abandonment:
 
If an employee is unable to work their regularly scheduled shift, it is the employee’s responsibility to inform the Library Co-ordinator immediately. If an employee is absent from their position for more than three consecutive days of work and no attempt has been made to inform the Library Co-ordinator, the Board will consider that the employee has abandoned their position. The employee will be terminated and a final cheque issued in accordance with Alberta Labour Standards.
 
          
 
402     EMPLOYEE REMUNERATION AND CONDITIONS OF EMPLOYMENT
 
                  This section pertains to permanent employees, including the Library Co-ordinator.
 
 
402.1        Wage Grids
 
The Board shall review wage grids annually.
 
After successful completion of the probationary period, employees shall be considered permanent staff and shall be eligible to receive an increment on the pay grid.
 
The Library Co-ordinator shall use her/his discretion in placing new employees on the grid above Level 0, depending on relevant education and experience.
 
 
402.2        Hours of Employment
 

  1. Full-time employees shall work thirty-seven and one half (37.5) hours per week.
  2. Work schedules shall be set by the Library Co-ordinator, or his/her designate.
  3. Overtime must be authorized by the Board. If overtime is approved, it shall be paid at a rate of time and one half, or with time off in lieu of wages.



 
402.3        Benefits
 

  1. The Board shall review benefits package annually.
  2. The Library Co-ordinator shall be eligible for coverage under the Town of Valleyview.
  3. Employees may opt out of the Group Benefit Coverage only according to the rules set out in the contract between the Town of Valleyview and the Benefit Carrier.
  4. Part-time employees may be eligible for benefits through third party insurance (Eg. Oassis) at the discretion of the Library Co-ordinator or Board if they meet eligibility requirements.

 
CROSS REF:           Town of Valleyview Employee Benefits
 
 
402.4        Vacations
 

  1. All employees shall be entitled to vacations according to government regulations.
  2. Vacation entitlement for permanent full-time employees shall be:

      Two (2) weeks after 1 full year
      Three (3) weeks after 3 years
      Four (4) weeks after 8 years
 
LEGAL REF: Employment Standards Code
                        Administrative Practice 402.4       
 
 
402.5        Holidays
 
All permanent full-time and part-time employees are eligible for the following holidays if they fall on their usual day of employment. Staff shall be entitled to the Provincial Government Statutory Holidays as well as three Board-Sanctioned Holidays.
 
      Statutory Holidays
 
      1. New Years Day
      2. Family Day
      3. Good Friday
      4. Victoria Day
      5. Canada Day
      6. Labour Day
      7. Thanksgiving Day
      8. Remembrance Day
      9. Christmas Day           
 
 
      Board Sanctioned Holidays
 
      1. Boxing Day
      3. Heritage Day (Civic Holiday)
 
The Library shall be closed when any of the above holidays fall on a usual operational day.
 
If the holiday falls on a Saturday, the Library shall be closed and the staff shall individually take a day off in lieu of the holiday, coordinated by the Library Co-ordinator.
 
If the holiday (except for Remembrance Day) falls on a Sunday, the Library shall be closed the first operational day thereafter.
 
If Remembrance Day falls on a Sunday, the Library will not be closed any other day but staff shall individually receive a day off in lieu of the holiday, coordinated by the Library Co-ordinator.
 
LEGAL REF:       Employments Standards Code
 
 
402.6        Sick Leave
 
                  Full-time permanent employees are entitled to twelve (12) days sick leave per anniversary year.

  1. Employees may bank up to 80 hours of sick leave hours. If banked sick leave hours are not used before an employee resigns or is terminated, there will be no pay-out for these hours.
  2. Sick leave without pay may be granted at the discretion of the Library Co-ordinator to an employee who does not qualify for sick leave with pay, or is unable to return to work at the termination of the period for which sick leave with pay is granted.
  3. Proof of Illness: an employee who is absent for three (3) or more days due to illness may be required to produce from a qualified medical practitioner proof of inability to carry out duties.

 

  1. Leave

  
 
402.7.1     Personal Leave
 

  1. Personal leave up to three unpaid days shall be given at the discretion of the Library Co-ordinator.  Longer leave shall require Board approval.
  2. Personal leave for the Library Co-ordinator shall be given at the discretion of the Board Chairperson.

 
402.7.2     Maternity/Paternity Leave
 
Maternity/Paternity leave shall be granted according to government regulations.
 
LEGAL REF:       Employments Standards Code
 
 
402.7.3     Adoption Leave
 
Adoption leave shall be granted according to government regulations.
 
LEGAL REF:       Employments Standards Code
 
 
402.7.4     Compassionate  Leave          
 
 
a)   Temporary leave of absence of the Library Co-ordinator necessitated by critical illness (Doctor's note required) or death of relative of the employee shall be granted with salary and benefits according to the following schedule:
 

  1. In the event of death of an employee's spouse or child, time up to and including five days.
  2. In the event of critical illness on the part of the employee's spouse or child, time up to and including four days.
  3. In the event of critical illness or death of an employee's relative, time up to and including three days provided such relative is a parent, brother, sister, parent of spouse, grandparent, grandchild, or relative who is a member of the employee's household.
  4. In the event of the death of an employee's brother-in-law, son-in-law, sister-in-law, daughter-in-law, or grandparent of spouse, a time up to one day.

 

  1. Additional leave, where required, may be granted upon application to the Board.
    1. Appeal Procedures

 
a)   All staff may appeal a decision of the Library Co-ordinator to the Personnel Committee of the Board.
b)   An appeal must be made within thirty (30) days from the date of receiving the notification of the decision.
c)   If still unsatisfied the employee may appeal to the Board within thirty (30) days.
d)   Grievances must be in writing.
  

  1. Professional Development
     
  2. The budget for staff development shall be allocated among permanent employees at the discretion of the Library Co-ordinator according to need.
  3. Payment of approved educational expenses shall be on a reimbursement basis after successful completion of the activity.
  4. Professional development for the Library Co-ordinator shall be determined by the funds budgeted.
  5. At year-end, the total expenses paid by budget amount shall be reviewed.  Any funds remaining may be given to those having attended professional development activities for which they were not completely reimbursed.

 

403           VOLUNTEERS
 

  1. The Board agrees that there is an expectation that all volunteers will be treated fairly, with respect and given assignments that are suitable to their skill level.
  2. The orientation, training, and involvement of volunteers is the responsibility of the Library Co-ordinator and/or Board Development/Volunteer Committee.
  3. Volunteers shall sign a Confidentiality Agreement and Waiver of Liability. 

  
 
404           HEALTH AND SAFETY
 
The Town of Valleyview Library Board follows the recommendations and guidelines of the Province of Alberta’s Occupational Health and Safety legislation.
 
http://employment.alberta.ca/documents/WHS/WHS-LEG_ohsc_2006.pdf