3.0 At Will
Employment with Little Dixie Regional Libraries is on an “at-will” basis. This means an employee may be terminated at any time, with or without notice and with or without cause. Likewise, we respect the employee’s right to leave Little Dixie Regional Libraries at any time, with or without notice and with or without cause.
Nothing in this handbook or any other Little Dixie Regional Libraries document is creating a contract, guaranteed or continued employment, a right to termination only “for cause,” or any other guarantee of continued benefits or employment. Little Dixie Regional Libraries complies with all federal and state employment laws, and this handbook reflects compliance with those laws. LDRL also complies with any applicable local laws, although there may not be an express written policy regarding those laws contained in the handbook.
The employment policies and/or benefits summaries in this handbook apply to all Little Dixie Regional Libraries employees except where specifically indicated.
3.2 Classification
Director
Department Head - Including: Administrative Assistant, Branch Supervisor, Children’s Librarian, Adult/Young Adult Services Librarian, Circulation Department Supervisor, Outreach Supervisor, and Technical Services
Assistant to department head
Support Staff - Including: Branch Clerks, Department Clerks, Driver, Branch Custodians
3.3 Employment
The director shall have the authority to employ personnel when vacancies exist and will present the employee’s name and qualifications at the next regular board meeting.
Employment for all positions shall be solely on the basis of merit, which shall be determined by evaluation of the applicants.
i. Training, education, experience and physical requirements;
ii. Oral interview;
iii. The Little Dixie Regional Libraries shall abide by all federal and state regulations relating to Equal Economic Employment Opportunity and Affirmative Action. Discrimination against any person in recruitment, examination, appointment, training, promotion, retention, discipline or any other aspect of personnel administration because of political or religious affiliations, or because of race, color, national origin, sex, or marital status prohibited. In addition, age or handicapping condition will not, unless considered a bona fide qualification of the position, be a basis for rejection of otherwise qualified applicants. Any violation of the letter or spirit of this program by an employee of the library shall result in appropriate disciplinary action, including discharge if warranted. The director shall be responsible for the implementation of the program and for auditing and reviewing the Libraries’ personnel practices.
The director through local newspapers, various electronic means, and other public resources shall advertise vacancies for positions in the library.
Vacancies may be filled through promotion of current staff without advertising for the open position.
Employees will serve a probationary period of six months before their appointment will be considered permanent. During the probationary period the employee’s work habits, abilities, attitude, promptness and other pertinent characteristics will be observed and evaluated by his/her supervisor and the director. If the employee fails to meet required standards of performance he/she is to be dismissed.
Probationary employees may be released without the benefit of recourse.
Promptness and other pertinent characteristics will be observed and evaluated by his/her supervisor and the director. If the employee fails to meet required standards of performance, he/she is to be dismissed.
During the probationary period, the employee is not eligible for employee fringe benefits such as sick leave and vacation, but will earn credit for those to be taken at a later date. Wages for holidays falling within the probationary period will be paid to probationary employees.
3.3.1 Nepotism
No person shall be employed by the Little Dixie Regional Libraries who is directly related, or related by marriage, to the third degree, to the following:
Trustee
Director
Department Head
Branch Managers and Department Heads shall not employ persons who are directly related, or related by marriage, to the third degree, to work under their direct supervision.
3.4 Employee Relations and Personnel Procedures
Management and employees work toward the same goal. That goal is to bring efficient and economical library services to the citizens. This can only be achieved by management-employee cooperation.
It shall be the duty of each employee to maintain high standards of conduct, cooperation, efficiency and economy in their work. Whenever work habits, appearance, attitudes, production or personal conduct of any employee falls below desirable standard, supervisors should point the deficiencies at the time they are observed.
Regular attendance as scheduled and performing tasks as assigned are essential job functions on all job descriptions as a condition of employment.
Employees are required to notify the director and their immediate supervisor of any change of address or telephone number so that the employee may be contacted at all times.
The director should keep a complete file of qualifications, date of employment, raises in salary and date of termination for each employee.
Administrative assistant will maintain staff vacation and sick leave files.
No employee shall disclose any confidential information concerning library business. No confidential library business should be discussed on personal social media sites
Employees and current trustees may purchase books or audio-visual materials through LDRL at the library discount rate. Library volunteers may be extended this benefit at the director’s discretion. Friends of the Moberly Public Library and Paris Dulany Library Friends upon payment of membership dues may purchase one book or audio-visual selection at the library discount rate for that item within that membership year.
Employees will be evaluated on an annual basis or as necessary. Immediate supervisors will evaluate their staff. Copies of the evaluation will be given to the director to be filed in the employee’s permanent files.
Employees with an unsatisfactory evaluation may be given probationary status and terminations policies will be followed. (See. 3.10)
3.5 Promotions and Compensation Policy
Employees may move to a different pay rate by changing jobs within the library or, at the discretion of the director and the board of trustees.
3.6 Payment
The director shall be responsible for the development of an equitable pay plan for each employee.
Pay will be determined according to the type of position the employee holds, the education and previous work experience of the employee, number of years employed, and quality of work performed
Salary increases will be considered for each employee during the annual library budgeting process. Increases will be determined by the:
a. Little Dixie Regional Libraries ability to pay
b. Job performance of the employee
The rates of pay do not include allowances for travel or other expenses incurred in library business or allowances made to employees for the use of personally owned automobiles. The director shall determine reasonable reimbursements for such expenses. Staff expenses will be paid for attendance at approved meetings.
No full-time employee will be scheduled to work more than forty hours per week. An employee may be scheduled to work at anytime during the workweek. The work week runs from opening on Sunday to closing on Saturday. Changes in the schedule are made only with the approval of the director or immediate supervisor. Overtime hours will be allowed only in emergency circumstances to be determined by the director. In the absence of the director, a department supervisor may determine the need for overtime hours. All non-exempt employees shall be compensated at lawful rates for any work performed over 40 hours per work week.
Paychecks are issued on the 15th and last business day of the month. Paychecks reflect pay earned in the pay period prior to the period ending on any given payday. For example, pay earned the 1st through the 15th of the month will be paid on the last day of the month. At the conclusion of employment, the final paycheck will be issued on the payday immediately following the last day worked whenever possible and will include all earned pay and unused vacation pay. Checks will be electronically deposited into an account of the employee's’ choice.
3.7 Employee Benefits
All full-time employees shall receive the following fringe benefits: twelve paid holidays, sick leave, personal leave, annual vacation, national guard duty leave, maternity leave, and jury leave.
Employees working a minimum of 35 hours a week will be provided individual health insurance coverage after an employment period of one month. Coverage to begin at the first month following the waiting period.
Employees working at least 29 hours per week will be included in Little Dixie Regional Libraries’ pension plan (LAGERS) after 6 consecutive months of employment.
All part-time employees (employees who work less than a forty hour week and are paid by the hour) shall receive the following fringe benefits: paid holidays, sick leave, personal leave and annual leave at a prorated rate based on the number of hours worked in a week. (Example: A part-time staff member working 20 hours per week will receive 40 hours of annual leave after one year of service. A 20 hour a week part-time staff member will receive four hours of sick leave per month after six months of service)
All leave must be taken in at least 15 minute increments.
The library will pay 50% of each staff member’s dues to the Missouri Library Association and other Library Associations annually.
Employees may adjust their work schedule to take courses that the director has approved and considers beneficial to the library. The Libraries will reimburse the employee for tuition or fees for the approved course upon the completion of the course with a grade of C or above. No credit will be given to those working toward a degree in the form of increased compensation or promotion
3.7.1 Holidays
All full time-employees shall receive normal compensation for the holidays listed:
New Year’s Eve
New Year’s Day
Martin Luther King
President’s Day
Memorial Day
Juneteenth (June 19th) - Approved by LDRL Board July 2021
Independence Day
Labor Day
Veteran’s Day (Nov. 11)
Thanksgiving
Christmas Eve
Christmas
All part-time employees shall receive compensation for these holidays in proportion to the number of hours regularly scheduled to work per week. (Example: Holidays hours paid will be determined by dividing the number of hours scheduled per week by 5 days per week. 20 hours part-time position would earn 4 hours of holiday pay for each holiday.)
If a holiday falls on a Saturday, a floating holiday will be observed. If a holiday falls on a Sunday, the following Monday will be observed as a holiday.
The Libraries will be closed the Saturday previous to the following holidays when they fall on Monday: New Year’s Day, Memorial Day, Labor Day, Independence Day, and Christmas. These Saturdays, however, are not paid holidays for employees.
Vacation can be used the day before or after a holiday only twice during the calendar year. This applies if a staff member is taking an entire week or just a day.
To receive holiday pay, an otherwise eligible employee must be at work or on an authorized paid absence, on the workdays immediately preceding and immediately following the day on which the holiday is observed. If an employee is absent on one or both of those days because of an illness or injury, the Library reserves the right to verify the reason for the absence before approving holiday pay. (adopted - 02/09/2017)
After completing 15 years of employment, the employee shall receive his/her birthday as a paid holiday.
3.7.2 Annual Leave
Employees must be employed by the Libraries on a continuous basis for at least one year before they are eligible for annual leave.
Leave will not be advanced but can accumulate from year to year. However, under no circumstances will an employee be able to accumulate more than 240 hours of Annual Leave. Employees resigning or whose employment is terminated will be paid only for accumulated annual leave up to 240 hours.
Annual leave is granted according to the library’s schedule and with the permission of the director and immediate supervisor.
Part-time employees earn annual leave in proportion to the number of hours regularly scheduled to work. (For example, an employee scheduled to work 20 hours per week would earn 40 hours of annual leave annually for the first 10 years of employment.)
Annual leave time is awarded upon completion of years of service, as outlined below:
Full Time Employees
Assistants & Support Staff
1-9 Years: 80
10 - 14 Years: 120
15-19 Years: 120
20+ Years: 160
Department Supervisors
1-9 Years: 120
10 - 14 Years: 160
15-19 Years: 160
20+ Years: 160
LDRL DIRECTOR will receive 160 hours of annual leave.
Part-Time Employees
1-9 Years: Equivalent to 2 weeks of work
10 - 14 Years: Equivalent to 3 weeks of work
15-19 Years: Equivalent to 3 weeks of work
20+ Years: Equivalent to 4 weeks of work
3.7.3 Leaves of Absence
3.7.3.1 Sick leave
All full-time employees are entitled to sick leave at the rate of one day for each month’s service. Sick leave may be accumulated up to 960 hours. After accumulation of 960 hours sick leave hours employees shall be paid $10 for each 8 hours of unused sick leave. This shall be paid in January of the following year.
Part-time employees are entitled to sick leave in proportion to the number of hours usually worked. Sick leave will be pro-rated based on an eight-hour day. Sick leave may be accumulated up to 960 hours.. After accumulation of 960 hours sick leave hours employees shall be paid $10 for each 8 hours of unused sick leave. This shall be paid in January of the following year.
Sick leave shall accrue from the date of employment, but shall not be taken until the successful completion of the six-month probationary period.
An employee should notify the library within one hour of scheduled work time when using sick leave.
Employees needing extended sick leave must contact supervisor of the need for extended leave and check in at least weekly until return.
Sick leave in excess of two (2) consecutive working days taken for any reason shall require a doctor’s excuse in writing.
An employee may be eligible for sick leave for the following reasons:
i. Personal illness or physical incapacity requiring the employee to remain at home;
ii. Attendance at doctor’s or dentist’s appointments for self or immediate family (defined at end of section 3.7.3.1);
iv. In the case of inclement weather and an employee leaves work before the library closes, sick leave may be used;
v. Library director and immediate supervisor must approves all leaves of absence. Board of Trustees approves all leaves of absence by director.
vi. Family Leave;
This policy is written to comply with the Family and Medical Leave Act (with revision from November 17, 2008) and including the provisions of the National Defense Authorization Act for FY2008.
Family and Medical Leave up to a maximum of 12 weeks in any 12 month period may be granted in accordance with library policies on the use of annual leave, sick leave and leave without pay for the following situations. FLMA leave in a 12-month period is based on the calendar year beginning on January 1 of each year. (Revised 1/13/2011)
1. The birth of a child and the care of such child;
2. The placement of a child for adoption or foster care;
3. Serious health condition (as defined by FMLA Act) of an employee’s spouse, child, father, mother;
4. Serious health condition (as defined by FMLA Act) that makes the employee unable to perform his or her job functions.
5. A qualifying emergency arising out of the fact that an employee’s spouse, child, or parent is on active duty (or has been notified of an impending call or order to active duty in the Armed Forces) in support of a contingency operation.
Family and Medical Leave up to a maximum combined total of 26 weeks in any 12 month period may be granted in accordance with library policies on the use of annual leave, sick leave and leave without pay for the following situation:
6. To care for an employee’s spouse, child, parent, or next of kin who is a member of the Armed Forces, including a member of the National Guard or Reserves, and who is undergoing medical treatment, recuperation, therapy, or is in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury sustained in the line of duty.
To be eligible for Family and Medical Leave, an employee shall have been employed with the library for 12 months full time or at least 1,250 hours part time in a 12 month period, in compliance with the Family and Medical Leave Act.
For determining the amount of leave available, the library will use a rolling 12-month period, that is, a 12-month period measured backward from the date an employee uses any FMLA leave. Each time approved FMLA leave is taken, the amount of available leave is computed by subtracting leave already taken during the preceding 12 months from the available weeks of leave and the balance remaining is the amount the employee is entitled to take for the current leave.
When Family and Medical Leave is needed, the employee shall notify the director by completing the Family and Medical Leave Request Form. The Form indicating the possible dates of leave shall be completed at least 30 days in advance of the leave or earlier if practical. Emergency situations may not allow for 30 days notice; however, the employee must provide notice as soon as practicable. The following are guidelines for leave usage:
1. An employee’s request for a Family and Medical Leave, in situations 1 through 5 above, shall not exceed twelve (12) weeks in any rolling 12-month period.
2. In situation 6 above, an employee’s request for a Family and Medical Leave shall not exceed a maximum combined total of twenty-six (26) weeks in any rolling 12-month period.
3. The director, will respond within 5 days of the receipt of employee’s Request Form and provide the employee notice that the leave qualifies, or does not qualify, as Family and Medical Leave (FMLA). Employees will also be provided with a copy of this policy, as well as a copy of their rights and responsibilities under FMLA.
4. An employee’s request for leave may be taken on an intermittent basis, including reduced work days or reduced work weeks, but not to exceed the total number of weeks in situations 1 to 6 above in a 12-month period. Formulas for calculating time used for full and part time employees will be proportionate to the employee’s regular working hours, as outlined in the Family and Medical Leave Act Regulations. Requests concerning adjustment of the work schedule will be handled on an individual basis. Employees requesting intermittent leave or adjustment to work schedules shall complete the applicable sections of the Family and Medical Leave Request Form.
5. If the employee is requesting sick leave to cover the time away from work, the employee shall submit to his/her supervisor a doctor’s statement, or an official statement from the case or social worker, or appropriate Armed Forces documentation indicating the time needed for the employee’s illness, care of the child, or family member.
6. Sick leave used to cover the FMLA leave will be counted as sick leave.
7. When the employee qualifies for FMLA leave, the employee will first use paid leave, such as accrued sick, vacation, and/or holiday leave. When all sick leave, annual leave and holiday time have been exhausted, the employee may request leave without pay. The total leave requested including paid and unpaid leave, shall not exceed the total amounts in situations 1 to 6 above per year. The leave without pay will be approved by the director.
8. If it is necessary for an employee to take leave without pay for Family and Medical Leave, the District will continue healthcare coverage during the leave at the same level and cost to both the District and the employee as before the leave.
9. When an employee returns from Family and Medical Leave, he/she shall be reinstated to the same or an equivalent job with the same pay, benefits and terms of employment.
10. Employees returning from Military Leave shall be reinstated to their same or equivalent job with the same pay, benefits and terms of employment.
Definition: “Immediate family” is defined as parent, stepparent, spouse, brother or sister, child or stepchild, spouse’s parent, grandparent, spouse’s grandparent, grandchild, or legal guardian. In addition, the director may designate as immediate family an individual residing with the employee’s household who is related by blood or affinity and whose close relationship with the employee is the equivalent of a family relationship.
3.7.3.2 Compassionate Leave
Permanent full time and part time employees will be paid their regular rate of pay for the number of working hours normally worked during a period not to exceed three (3) days to attend funerals of their immediate family. The immediate family is defined as spouse, child, parent, parents in-laws, grandparents, brother, sister and grandchild. Other persons living in the same household will also be considered immediate family.
One (1) work day with pay is allowed for more distant relatives.
Four (4) hours with pay may be granted for attendance at funerals of close friends or business associates.
Prior to taking the leave, the employee shall notify immediate supervisor for approval.
Any additional time needed by the employee can be taken as annual leave, sick leave, or leave without pay in accordance with those policies with Director or immediate supervisor’s permission.
In unusual circumstances, the Director may grant additional time for compassionate leave without pay.
3.7.3.3 Personal leave
All full-time employees are entitled to one full day of personal leave per year after six months of employment. Personal leave may be taken upon approval of the director or immediate supervisor.
Part-time employees are entitled to one day per year (in proportion to the numbers of hours regularly scheduled to work) of personal leave after six months of employment.
If possible, the employee will notify the director or immediate supervisor 24 hours in advance.
Personal leave must be taken in the year after it is accumulated.
Personal leave may be taken in no less than 15 minute increments.
3.7.3.4 Leave Without Pay
Leave without pay is that period of time in which the employee is absent from his/her regular work assignment after exhausting all applicable leave, including sick, annual, and holiday. Leave without pay may be requested for periods of family leave, illness, educational needs, or for other unusual situations.
A written request for a leave of absence without pay shall be submitted to the director 30 days prior to the leave. Emergency situations may not allow for 30 day notice and will be handled on an individual basis.
1. The request must include the reason the leave is necessary.
2. A doctor’s statement may be required for medical leave. A supplemental medical exam may be required by a physician selected by the District.
3. If the leave is for Family Leave, the guidelines in the Family Leave Policy shall be followed including completing the Family and Medical Leave Request Form. (Appendix I)
The Library Director shall approve/disapprove leave without pay up to 480 hours. The Board of Trustees shall approve/disapprove leave without pay for more than 480 hours.
If the employee is unable to return to work on the established date, he/she may request an extension in writing two weeks prior to the expiration of the leave. The extension must be reviewed and approved/disapproved by the Director in accordance with existing policies and procedures. Failure to return to work at the end of the approved leave may be treated as a resignation.
3.7.3.5 Miscellaneous
Employees shall be granted leave with pay for donating blood, jury duty, voting, and when subpoenaed as a witness.
3.8 Work Breaks
3.8.1 Rest Breaks
Employees working eight hours a day are entitled to one 20 minute rest break during each half of their work day.
Employees working over 4 but not more than 5 hours per day are entitled to one 20-minute rest break daily.
Employees working between 5 and 7 hours a day are entitled to one 30-minute rest break daily.
Breaks cannot be accumulated.
Breaks may be taken upon approval of immediate supervisor.
3.8.2 Lunch Breaks
Employees working eight hours a day are scheduled for a nine-hour period to accommodate a one hour lunch period.
Immediate supervisor will approve lunch break hour.
Exceptions may be made on a case-by-case basis with approval of the director.
Exception - Saturdays - Employees scheduled to work eight hours on Saturday in Moberly may work from 8:00 a.m. to 4:00 p.m. with no unpaid lunch break. Employees may take two 20-minute breaks or one 40-minute rest break during the day.
3.9 Retirement
Little Dixie Regional Libraries and its employees participate in the Missouri Local Government Retirement System (LAGERS). It is mandatory that all employees participate who meet the minimum hourly requirement of 29 hours per week on a permanent basis. LDRL will make contributions at a rate set forth by LAGERS for each eligible employee who has completed six months of continual employment.
Every LAGERS member is said to be “vested” and eligible for a retirement benefit after the member has earned 60 months (5 years) of service credit with LAGERS. An employee may retire with full retirement benefits after completing 5 years of credited service, and attaining the normal retirement age of 60. Early retirement between the ages of 55-60 with a reduced benefit is possible. Under a defined benefit plan the retirement benefit is payable for the lifetime of the member of the member.
Elected healthcare benefits end on the last day of the month. Retirees who are enrolled in the Library’s healthcare plan will have the opportunity to extend their coverage for up to 18 months under COBRA. Retirees pay the full premium.
3.10 Terminations
All employment is at-will employment. It is the duty of every employee to attempt to correct any faults in his/her performance when called to his/her attention with or without an annual evaluation. Discipline shall be, whenever possible, of an increasingly progressive nature.
The step progression is:
1. Verbal warning
2. Written warning
3. Suspension
4. Termination
Any probationary employee may be suspended, reduced in pay or terminated at any time by the Director. Probationary employees shall not have the right of appeal from such action.
All permanent employees may be suspended for a period not to exceed 30 working days, reduced in pay, or terminated for just and reasonable cause by the director.
Permanent employees shall be dismissed only after having been given written notice.
Assistants and support staff are required to give and will be given at least two (2) weeks notice of intention to end employment. All salaried positions shall give at least four (4) weeks notice.
Resignations must be in writing to director or in the case of the director to the board president. Any annual leave time to which the employee is entitled will be granted in terminal pay to all personnel who comply with proper resignation procedures.
All employees of Little Dixie Regional Libraries are employed for an indefinite period unless specified otherwise at time of employment, and such employment may be terminated with or without cause at the will of either the employee or the director.
Upon the date of termination, the employee will lose status as an "employee" for benefit purposes and will no longer be eligible for any LDRL benefits.
Health Insurance: Employees who participate in the health insurance plan sponsored by LDRL will have coverage through their last day on the job or through the end of the month depending on the policy of the health carrier.
Prior to their last day on the job, the terminating employee is responsible for turning in all Library property to their immediate supervisor. This includes any items that have been within their possession, including keys, materials, equipment, and other LDRL property.
3.11 Grievance Policy
The library board of trustees will strive to make equitable adjustments of employee grievances. It is the desire of the library board of trustees to adjust the causes of grievances informally, and both supervisors and employees are expected to make every effort to resolve problems as they arise.
An employee is expected to present his/her grievance in writing in the following order:
a) To his/her supervisor
b) To the director
Director, supervisor, and aggrieved staff member shall make an effort to resolve grievances.
The director is then obligated to present the written grievance to the trustees at the next meeting of the library board.
After a reasonable time, should the situation not be corrected to the employee’s satisfaction, he/she may submit the grievance in writing to the library board.
No employee shall be disciplined or discriminated against in any way because of the proper use of the grievance procedure.
3.12 Equal Opportunity Employment
It is the policy of the Little Dixie Regional Libraries to provide an equal employment opportunity for all qualified persons. Equal employment opportunity shall be according to the provisions of State and Federal Laws and regulations.
3.13 Drug Free Workplace
In compliance with the Drug-Free Workplace Act of 1988, the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited while performing work for the Little Dixie Regional Libraries, whether that work is carried out in the workplace building or not.
All employees shall abide, as a condition of employment, by the terms of this notice and shall notify the library director or board within 5 (five) days of any criminal drug statute conviction for a violation occurring in the workplace.
Failure to comply with the above requirements shall be grounds for appropriate personnel action against such employee up to and including termination or such employee may be required to satisfactorily participate in a drug abuse assistance or rehabilitation program.
3.13.1 Employee Use of Medical Marijuana, THC, or other cannabinoids.
Any employee of Little Dixie Regional Libraries with a current physician’s prescription for the possession and use of Marijuana or other derivative products, regardless of form, based on local, county, and State law may utilize any said medically authorized and directed substance but shall refrain from use in such a way that would otherwise disturb other employees or Patrons by the creation of smoke, vapor, odor. Employees requiring ingestion of any product of Marijuana, THC, or other cannabinoids via smoke, vapor, or similar method, shall be given reasonable accommodation for the same including designated usage area outside of the building and off of library property. All possession and use of the same shall otherwise be based on the laws of the local city, county, and State as applicable.
3.14 Sexual Harassment
Harassment on the basis of sex is a violation of Title VII of the Civil Rights Act of 1964 Sexual harassment, either verbal or physical, is an unlawful employment practice and will not be tolerated by Little Dixie Regional Libraries Public Library.
Little Dixie Regional Libraries Public Library accepts and adheres to all definitions and procedures outlined in the law as regards sexual harassment. Any employee who engages in sexual harassment will subject themselves to disciplinary action up to and including discharge. Termination procedures will be followed.
3.15 Americans with Disabilities Compliance Statement
The Library will make every economically feasible effort to comply with the Americans with Disabilities Act; both in the area of employee and patron concerns. As concerns are discovered, the Library Board will address each issue; attempting to find a way to accommodate the physically challenged without overtaxing the library's resources.
3.16 Emergency Closings
Little Dixie Regional Libraries strives to provide as many hours of public service as possible in all of its facilities. At the same time, another goal is to provide an environment, which protects the safety of library staff and users.
The decision to alter the schedule of the library’s normal hours of operation because of bad weather or any other emergency situation will be made by the library director. In the absence of the director, the library board or a consensus of the department supervisors will make the decision.
If all library facilities are closed for the entire day:
All full-time employees will be paid for the hours they have been scheduled to work.
All part-time employees will be paid for the hours they have been scheduled to work.
Full-time or part-time employees not scheduled for work will not be granted compensatory time. (For example, if an employee has already scheduled vacation time for the day on which the library is closed, the employee must still use vacation time on that day.)
If one or more facilities are open and other facilities are closed because staff is unable to work their scheduled hours, decisions about enumeration will be made by the director on a case-by-case basis.
If library facilities open on time and remains open on a regular operating schedule for the entire day, employees who do not report to work for their scheduled hours or who leave before completing their scheduled hours will be required to use vacation, sick leave, or personal leave or to work extra time to replace the hours to complete a regularly scheduled workday.
A decision to close for the entire day will be made as soon as possible by director or a consensus of department heads in the absence of the director.
3.17 Travel & Continuing Education
All employees are required to attend continuing education opportunities including but not limited to workshops, seminars and conferences. The event must have relevance to the employee’s job. The department supervisor or library director will approve registration in advance and permission will be granted according to budget and schedule considerations.
Little Dixie Regional Libraries staff meetings will be held on a monthly basis as scheduled by the library director. During these meetings, library information is shared, training is conducted, and staff have an opportunity to ask questions. Staff meeting attendance is mandatory unless specifically excused by the Director. If attendance cannot be obtained, the employee must contact the Director as soon as possible. Employees must use sick leave, personal leave, or vacation to cover their lost time if they are not exempt from attendance.
The library director, at his or her discretion, may mandate some continuing education or training events.
For events held during normal working hours, release time will be given at the normal rate of pay. For one day events requiring travel outside of the normal working hours, employees will be paid or earn compensatory time for travel. Time will be counted from the employee’s library to the workshop site or from home to the workshop site, whichever is closer. For multi-day events, employees will be given release time equivalent to an 8-hour day for each day of the event. No overtime or compensatory time will be accrued.
Employees will use library vehicles whenever possible for work-related travel. If a personal vehicle is used when a library vehicle is available, no mileage will be paid. When personal vehicle use is unavoidable, a mileage record must be kept from the employee’s branch to the workshop site or from home to the workshop site, whichever is closer. The library board will set the mileage reimbursement rate annually. When driving a personal vehicle, director must approve mileage.
The library will reimburse travel, meals and incidental expenses such as taxi fare and tips. Expenses shall be controlled in order to produce the lowest practical cost to LDRL. Approved library staff may use the library credit card for travel-related expenses at the director’s discretion. Vehicle rental, taxi, or other transportation costs will be reimbursed to approved (by director) library functions.
3.18 Service Organization Membership
The Little Dixie Regional Libraries, in recognition of the importance of having key staff members interact with the community, shall offer limited reimbursement for service club memberships and fees.
For library employees, reimbursement shall be set at a rate of 50% for both dues and meal/programming functions. Reimbursement will be 100% for the library director. There shall be no mileage reimbursement to attend service club meetings or functions. (Approved 01/18)
Reimbursement shall not be given for expenses and travel related to regional or national conferences of service organizations. Examples of service clubs for which reimbursement might be given include, but shall not be limited to: Kiwanis, Optimists, Rotary, National Organization of Women's Clubs, Lions. Reimbursement shall not be given for religious, hobby, or insurance organizations.
The Director will approve all memberships which require reimbursement from LDRL.
3.19 Little Dixie Regional Libraries Social Media Policy
STAFF RESPONSIBILITIES
When representing LDRL via social media, personnel shall:
Conduct themselves at all times as representatives of LDRL and accordingly, adhere to all associated standards of conduct;
Identify him or herself by name as LDRL personnel;
Not make statements about patrons, or post, transmit, or otherwise disseminate confidential information in violation of LDRL’s Privacy Policy;
Not represent postings as official LDRL policy, unless this has been clearly approved by the Library Director;
Not conduct political activities, other social causes or private business;
LDRL personnel are prohibited from using LDRL computers to access social media sites when this activity interferes with regular duties;
LDRL personnel shall observe and abide by all copyright, trademark, and servicemark restrictions in posting materials to electronic media.
3.20 Staff Code of Ethics - ALA Code
We provide the highest level of service to all library users through appropriate and usefully organized resources; equitable service policies; equitable access; and accurate, unbiased, and courteous responses to all requests.
We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
We protect each library user’s right to privacy and confidentiality with respect to information sought or received and resources consulted, borrowed, acquired or transmitted. We recognize and respect intellectual property rights.
We treat co-workers and other colleagues with respect, fairness and good faith, and advocate conditions of employment that safeguard the rights and welfare of all employees of our institutions.
We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
We distinguish between our personal convictions and professional duties and do not allow our personal beliefs to interfere with fair representation of the aims of our institutions or the provisions of access to their information resources.
We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of potential members of the profession.
Amended June 28, 1995 by the ALA Council
3. 21 Appropriate Dress for Employees
Employees serve as representatives of the Little Dixie Regional Libraries to the community and as such must present an appropriate appearance while on duty.
Maintaining a favorable public image consistent with the District’s service environment and taking pride in appearance conveys respect for the public, respect for ourselves, and elicits confidence from the customers we serve. It is expected that all staff members will use good judgment in choosing their attire, taking into consideration their position, contact with the public and safety standards.
Therefore, all employees are required to present a clean, neat, and appropriate appearance.
In general, staff should use discretion in attire so as not to detract from the quality of service provided. Some types of clothing are considered inappropriate in public service areas, such as shorts (any pant above the knees), tank tops, flip-flops, dirty tennis shoes, t-shirts with inappropriate images or slogans, revealing necklines, holes in clothing, sweatshirts, hooded sweatshirts, etc.
The Branch manager or Immediate Supervisor has the responsibility to ensure that employees meet acceptable standard of dress. If the Manager/Supervisor determines that the employee is inappropriately dressed for work, the Manager/Supervisor may send the employee home to change or ask that the employee make acceptable modifications to their attire, such as, putting on a sweater. Employees sent home to change will not be paid for the time they are away from their work area. Repeated disregard for appropriate dress may result in disciplinary procedures.
3.22 Staff Phone Use
Staff should limit using personal cell phones and library phones calls while on duty for personal non-emergency reasons.
Cell phones are to be either turned off or the ringer set to vibrate (silent).
Cell phones may be used provided that use is to be primarily during break times and lunch hour.
Employees may not engage in cell phone conversations at public service desks or while helping patrons.
Cell phone use is prohibited while operating an LDRL vehicle.
Posted online September 7, 2021