Personnel

Marmora & Lake Public Library

Policy Type: Personnel Policy

Policy Title: Definitions and responsibilities

Policy Number: PER-01    Policy Approval Date: May 2015, Resolution Number 20-2015

Policy Approval Date: December 2018                           Date of Previous Review: 2022

Date of Next Review: June 2026

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 15(1). The library board, as employer of all library staff, seeks to create and maintain a        work environment that is conducive to attaining its vision and mission.

Definitions

In the Marmora & Lake Public Library Board Personnel Policy:

a)       ‘Board’ means the Marmora & Lake Public Library Board

b)      ‘Employer’ means the  Marmora & Lake Public Library Board

c)       ‘Library’ means Marmora & Lake Public Library

d)      ‘CEO’ means the Chief Executive Officer of the Marmora & Lake Public Library Board

e)      ‘Employee’ means any person employed by the Marmora & Lake Public Library Board

f)        ‘Permanent employee’ are those given permanent appointment to staff after satisfactory completion of a probationary period

g)       ‘Casual employees’ are those employed on an irregular basis for temporary replacement of, or supplement to, permanent employees.

General information

1.  All employees are employed by the Marmora & Lake Public Library Board.  The Board establishes personnel policies and practices.

2.       The personnel employed by the library constitute an important resource for the provision of high quality public library service.  Important contributions to the service are made by all staff members.  The library will provide the best service when it employs competent personnel, provides for staff development activities, and establishes policies and working conditions which are conducive to high morale and which enable each staff member to make the fullest contribution to the library's programs and services.

3.       It is the desire of the members of Board to make clear the duties and responsibilities of each employee, to compensate each employee in accordance with his or her duties and responsibilities, and to follow employment practices which enhance library service.

4.       In all employment practices, the Board subscribes to the provisions of the current Employment Standards Act of Ontario and of the current Ontario Human Rights Code.

Responsibilities of the Board

1. The Board hires, evaluates annually, and sets the level of remuneration for, and if, necessary dismisses the CEO.  Remuneration is handled within the framework of the Ontario Pay Equity Act, and the current pay equity plan.

2. The board supports the CEO and is available to her or him whenever necessary.

Responsibilities of the CEO

1. The CEO hires, evaluates annually, promotes and, if necessary, dismisses all other employees of the library, with the approval of the Board.

2. The CEO establishes and maintains personnel procedures and directs the training and development, performance evaluation, salary administration and discipline of staff.

3. The CEO advises the Board in staffing requirements

4. The CEO acts as liaison between the staff and the Board.

5. The CEO prepares work and vacation schedules and authorizes leaves of absence.

6. CEO responsibilities are delineated clearly in the document entitled CEO Job Description.

Marmora & Lake Public Library

Policy Type: Personnel Policy

Policy Title: Staff Selection and Job Descriptions

Policy Number: PER-02    Policy Approval Date: May 2015, Resolution Number 20-2015 Policy Approval Date: December 2018             Date of Previous Review:  November 2024

Date of Next Review: September 2028

To achieve its mission, the Marmora & Lake Public Library seeks to hire the most qualified staff possible, based on individual merit and ability.   The board attempts to identify and remove barriers that could prevent people from having a fair chance to participate and succeed in the workplace.

Section 1:  Job Descriptions

1.       A written job description shall be developed for each staff position.  The CEO's job description shall be prepared by the Board.  All other job descriptions shall be prepared by the CEO, in consultation with the person holding that position (if applicable).

2.       Job descriptions shall be reviewed annually and updated as required.

3.       A copy of the job description shall be filed by the CEO in the library's personnel file, and a copy shall be given to the employee. 

4.       Job descriptions for the Library CEO, Assistant Librarian, Library Clerk and the Clerk/Children’s Program Co-ordinator are provided in Appendix A at the end of this section of policies (Personnel section).

Section 2:  Eligibility for Employment

1.   Desirable qualities and qualifications of a prospective employee shall be based on the responsibilities and requirements outlined in the job description for the position being filled.  Such qualities and qualifications may include education, special training, basic skills, experience, potential, team skills, personal management skills, and may be determined on the basis of the written application, the personal interview during which a test of skill may be given, and personal and professional references.  They shall be set by the board for a prospective CEO and by the CEO for all other prospective employees.

2.   A person who is a member of the Board shall not be appointed to the library staff.  In addition, an employee of the library cannot be supervised by a member of his/her family, including families in common-law relationships (see Section 4: Hiring of Relatives).

3.   The provisions of the Ontario Human Rights Code shall be followed.

4.   In considering appointments to temporary positions, preference shall be given to applicants whose qualifications make them eligible for appointment to the permanent staff.

5.   Vulnerable sector checks will be conducted on all potential employees at the expense of the library.

6.   Before reporting to work a satisfactory police check must be provided.

PER-02 Staff Selection and Job Descriptions (continued)

Section 3: Notice of vacancies (Permanent and temporary)

1.       When permanent vacancies occur or new positions are created, all members of the staff shall be notified and are welcome to apply, and those who possess the necessary qualifications shall be considered for appointment.  The position will be posted at a minimum on the library’s website and in social media, as well as a hard copy will be posted in the library.

2.       Temporary vacancies, such as illness, leave-of-absences and maternity leaves, the CEO may appoint from within without notification, but is not required to do so. The salary may be adjusted to ensure funds to hire occasional temporary consultants to fill any gaps, for example, accountants or cataloguers.  Such an adjustment will be at the discretion of the Board.  The contract will state the anticipated period of the temporary appointment with a proviso that the arrangement may be terminated by either party at any time for any reason.

3.       At least two references will be contacted for the preferred candidate.

Section 4: Hiring of immediate relatives

1.   Immediate relatives of existing employees or board members may be promoted or hired provided that no direct reporting relationships exist.

2.   An immediate relative includes spouse, parent, grandparent, child, grandchild, sibling, aunt, uncle, niece or nephew, including step-relatives.

Section 5: Interviewing candidates

1.       No employee of the library shall be hired without a personal interview.  A prospective CEO shall be interviewed by a special committee of the board.  All other prospective employees shall be interviewed by the CEO and/or a member of the board if requested by the CEO.

2.       When preparing to conduct interviews, the following guidelines shall be considered.

3.       Establish criteria for selecting candidates based on the job description and desirable qualities.

4.       Evaluate applications and prepare a short list of candidates to be interviewed.

5.       Make an interview appointment with each candidate deemed to be a possible final candidate.

6.       Before the interview, provide each candidate with a copy of the job description for the position

7.       To ensure fairness, ask each candidate a list of questions prepared in advance (Conversations may lead to further and different topics, but each candidate will have a chance to respond to the same basic questions.)

8.        Encourage candidates to ask as well as answer questions

9.       Specify rates of pay and benefits relating to the position

10.   Address categories by which candidates are to be evaluated, such as interpersonal skills, education, training, work experience, special skills

11.   Personal and professional references will be checked before a final decision is made

12.   Following interviews and reference checks, a decision should be made promptly and notification given to both successful and unsuccessful candidates.

PER-02 - Staff Selection and Job descriptions (continued)

Section 6: Statement of agreement

1. When a person is hired, he or she shall receive a written statement outlining the agreement reached by the employee and the library.

2. The statement shall indicate:

a.       congratulations and welcome to the library staff

b.       the library's decision to hire the employee for the particular position

c.       that the employee will initially be hired on a probationary basis for a specified number of months

d.       the date and time the employee should be present to begin work

e.       the hours of work

f.        the rate of pay, benefits and vacation during and after the probationary period

g.       the length of notice required according to board policy in case of termination or resignation

h.       A copy of this statement shall be filed by the CEO in the library's personnel file

i.         The employee shall also receive a copy of the board's personnel policy statement and a copy of the job description for the position.

Section 7: Probationary period

1.       An initial probationary period shall be established for each position during which the employer shall have an opportunity to assess the new employee's suitability for the position. 

2.       The probation period is six months during which

a.       training, coaching, and feedback is provided

b.       a performance review is completed

c.       probationary period may be extended.

3.       Any problems that occur during the probationary period shall be documented by the CEO (or in the case of a probationary CEO, by the board) and discussed with the employee.  The employee shall be provided with an opportunity to improve.

4.       The CEO (or the board chair and/or a member of the personnel committee in the case of the CEO) will meet monthly with anyone on probation.  Written reports on how the new employee is or is not able to meet the requirements of the job shall be prepared at the conclusion of these monthly meetings by the CEO (or the board chair and/or a member of the personnel committee).  These reports shall be given to the employee and a copy filed in the library's personnel file.

Section 8: Orientation and training

1. The CEO shall ensure that new employees receive the following during the first few days on the job

a. an orientation to the library building, services and organizational structure.

b. a detailed examination of the job description and the library's personnel policy.

c. step-by-step training on procedures for specific tasks.

Marmora & Lake Public Library

Policy Type: Personnel Policy

Policy Title: Terms and conditions of employment

Policy Number: PER-03

Policy Approval Date: January 2018                   Most Recent Review: January 2026

Date of Next Review: January 2028

The library board’s terms and conditions of employment are in compliance with the Ontario Employment Standards Act S.O. 2000, Chapter 41.

Section 1:  Hours of Work

1.       The library’s hours of operation are set by the board in response to community needs and include morning, afternoon, and evening hours, throughout the week, including weekends.  As such, library employees’ hours of work are scheduled to support the delivery of library service to the public.

2.       All breaks including rest and lunch breaks are schedule by the CEO or his/her designate.

3.       Staff are entitled to a 30-minute break, free from work, taken within five hours of the start of the shift.

Section 2:  Attendance

1.       Staff are responsible for communicating before the start of their shift any absences or anticipated lateness to the CEO or her/his designate.

2.       Repeated attendance problems are cause for formal discipline.

Section 3: Dress

1.       The library strives to present an approachable and professional image to users and visitors.  Staff members are requested to wear business or business casual attire.

2.       Casual clothing (e.g., ripped jeans, short shorts, sweatpants, flip-flops) is not suitable for a work environment.

Section 4: Inclement Weather and Unscheduled Library Closing

1.       Occasionally the library will be closed due to inclement weather or maintenance issues.  If the CEO decides to close the library, staff scheduled to work that shift will be paid. Staff will not be paid should they be unable to reach the library due to inclement weather when the library is open.

2.       When weather deteriorates or a maintenance issue occurs during the workday that requires the library to close, staff sent home will be paid for the remainder of their shift.

PER-03 - Terms and Conditions of Employment (continued)

Section 5:  Professional Development

Professional development is a shared responsibility of the Marmora & Lake Public Library and the staff.   Such development allows staff to enhance their skills and meet the evolving needs of the library. 

1.       Employees are encouraged to participate in professional development activities.

2.       Professional development opportunities will take into account the accommodation needs of employees with disabilities.

3.       The library pays employees to attend approved events including seminars, workshops, and conferences. The library pays for the cost of registration and travel expenses.

4.       With authorization from the CEO, Excel courses will be paid for by the Library.

Section 6: Job Accommodation

1.       The library supports employees with disabilities by taking into account the employee’s accessibility needs.

2.       Upon request, and in consultation with an employee with a disability, the library will provide or arrange for the provision of accessible formats and communication support for information that is needed for the employee to perform his or her job as well as information that is generally available to all employees.

3.       Individualized workplace emergency response information will be provided, and employees will be designated and trained as emergency response support when an employee with a disability makes the library aware of the need for an accommodation.

4.        The CEO or his or her designate will develop and document processes to support the needs of employees with disabilities in the following areas:

a.       an individual accommodation plan which meets the legislated requirements of the Integrated Accessibility Standards (IASR) Ontario Regulation 191/11

b.        return to work for employees requiring accommodations after an absence due to an injury or illness

           c.    notice of career development and advancement opportunities.

5.        The CEO, or his or her designate, may require the employee to provide a doctor’s letter confirming accommodation requirements. The cost of preparing such a letter will be borne by the library.

PER-03 - Terms and Conditions of Employment (continued)

Section 7:  Complaints

Situations may occur where an employee believes that the fair and consistent application of a policy affecting him or her has not been followed. A complaint is defined as a claim that the library has violated a published policy in the manner in which an employee was treated. The library has a specific policy to address complaints related to harassment in the workplace: (HEA-03- Workplace Harassment and Discrimination). 

Every effort shall be made to address the complaint fairly and promptly in the following manner:

a)       Step 1. Informal Step.  In many cases, disputes over the application or interpretation of policy can be resolved through a discussion between the employee and the supervisor or the CEO.  The employee should promptly bring the matter to the attention of the supervisor or CEO explaining the nature of the problem and the relief sought.  A verbal response will be given in five business days.  A written record of the response will be prepared.

b)      Step 2. Formal Step.  If the matter is not resolved at Step 1, the employee may proceed by submitting a written statement to the CEO within 5 days of receiving the verbal response for Step 1.  This statement should outline the relevant facts that form the basis of the complaint indicating the policy that has allegedly been violated and stating the resolution sought.  Upon the receipt of the written complaint the CEO will investigate and provide the employee with a written decision within 10 working days.

c)       Step 3. Appeal. If the employee is unsatisfied with the response from the CEO the employee can submitting a written request to the Board Chair for a hearing before an appeal committee of the board.   A three-member committee of the board will hear the complaint and provide a written recommendation to the CEO base on stipulated facts and evidence presented at the hearing. The written recommendation will be reported to the CEO 20 working days after the conclusion of the hearing.  The CEO’s decision will be final and will be provided to the employee in writing. 

Section 8:  Conflict of Interest

1.        As a public sector employer, the library must ensure that its activities are consistent with public interest.  Conflict of interest is a matter of personal responsibility and integrity and should be guided by the principals of service to the public and common sense. 

2.        Conflict of interest is defined as a conflict between a staff member’s personal interest and his or her role with the library as a publicly funded employee. It generally arises when an individual has the opportunity to influence decisions in ways that could lead to personal benefit. 

3.        Conflict of interest may exist when a monetary gain has been or may be conferred on an individual and includes both actual and perceived conflicts. Direct monetary interest is one in which an individual staff member or his or her family could benefit from a decision while a larger group of people could not. 

4.        Conflict includes any social, professional, personal or organizational affiliation that could interfere or appear to interfere with a staff member’s responsibility to the library.

5.        A staff member is required to disclose to the CEO or direct supervisor, as soon as it arises, circumstances that may represent an actual, perceived or potential conflict of interest. This includes disclosure of financial interests in any entity known to have business, directly or indirectly with the library.

PER-03 - Terms and Conditions of Employment (continued)

6.        Having identified an apparent conflict of interest at the library, the CEO shall consult with the individual involved in an attempt to resolve the apparent conflict in a manner consistent with the library interests and the individual’s rights, while maintaining the highest ethical standards.

Section 9:  Resignations

1.       The library expects a staff member who is leaving to cooperate in a smooth transfer of responsibilities.

2.       The CEO shall be required to provide the Board with four (4) weeks advance notice of their intention to resign.  All others are required by law to give two (2) weeks advance notice.

Section 10- Retirement

1.       An employee’s normal retirement date is the last working day of the month of the employee’s 65th birthday. However, retirement is not compulsory.

2.       In the event that such an employee may decide not to retire at age 65, he/she must give written notice of such decision to the CEO so that the required deductions and alterations can be checked against the age of the person.

Section 11:  Termination

1.       The library values a secure employment relationship with its staff; however, in circumstances where this relationship must be terminated, the library provides fair and reasonable treatment in accordance with the Employment Standards Act.

2.       The library considers the following grounds for termination:

a)       continual absence without appropriate notification

b)      failure to meet satisfactory standards of performance after warnings and suspensions as set out in HR 6 - Performance and Discipline

c)       an act of willful misconduct, disobedience or neglect of duty

3.       Terminations are to be treated in a confidential, professional manner by all concerned.

4.       Prompt notification to the staff and the appropriate employees regarding immediate dismissal of a library employee shall be the responsibility of the CEO.

Related Documents:

●        Marmora & Lake Public Library. PER-02 Staff Selection and Assignment

●        Employment Standards Act S.O. 2000, Chapter 41

Marmora & Lake Public Library                               

Policy Type: Personnel Policy

Policy Title: Vacation, Statutory Holidays and Leave

Policy Number: PER-04

Policy Approval Date: December 2018                  Most Recent Review: February 2025

Next Review: February 2029

The Marmora & Lake Public Library Board’s terms and conditions of employment with respect to vacations, public holidays and leave are in compliance with the Ontario Employment Standards Act.

Section 1:  Public Holidays

1.       The Marmora & Lake Public Library Board recognizes the following as paid public holidays and will

     be closed on the following days:

▪          New Year's Day

▪          Family Day

▪          Good Friday

▪          Easter Monday

▪          Victoria Day

▪          Canada Day

▪          Civic Holiday (August)

▪          Labour Day

▪          Thanksgiving Day

▪          Christmas Day

▪          Boxing Day (December 26)

When any of the holidays noted above fall on a nonwork day, public holiday pay is given in that pay period.

2.       Remembrance Day is not considered to be a statutory holiday under the Ontario Employment Standards Act.  The Library will be closed until noon on November 11th, should that day fall on a day when the library is open to the public.  

3.       Employees who qualify to take these days off work will be paid public holiday pay.  The actual procedure for paying these holidays will follow the instructions contained within the Employment Standards Act.  

4.       Staff may use vacation time to observe religious holidays that fall on dates other than those listed. To do so staff must submit a vacation request.

5.       Special closing for Christmas and New Year’s shall be dealt with by the Library Board on an annual basis.

PER-04 - Vacation. Statutory Holidays and Leave (continued)

Section 2:  Annual Vacation Time Entitlement and Vacation Pay

1.       In accordance with provisions of the current Employment Standards Act, part time staff shall be entitled to a minimum of two weeks of unpaid vacation time for each 12-month vacation entitlement year.  All employees with five years of service are entitled to a minimum of three weeks of unpaid vacation time for each 12-month vacation entitlement year.

2.       All part-time employees who have worked less than five years with the Library will be paid 4 per cent of gross wages as vacation pay.  All part-time employees with five or more years of service with the Library will be paid 6 per cent of gross wages as vacation pay.

3.       The CEO receives three (3) weeks of paid vacation time, and after ten (10) years of service, to four weeks paid vacation and after fifteen (15) years of service to five weeks of paid vacation. It is expected that this time will be taken within the year it is earned. Vacation time cannot be carried over.

4.       Vacation time for staff may be taken with the approval of the CEO.

5.       An employee leaving the Library’s service before having taken all of his or her allotted vacation are entitled to receive vacation pay for the unused balance of vacation in accordance with the provisions of the Ontario Employment Standards Act. The final pay cheque will reflect a reconciliation of vacation pay to the last day worked.

Section 3: Sick Leave

1.       All employees are entitled to the equivalent of two weeks of sick leave per calendar year with pay.  The number of hours of sick pay per week will directly correspond with the employee’s regularly scheduled weekly work hours.  This sick leave allocation is non-cumulative from one year to the next, and the sick leave accumulation will re-start each January.

2.       At the CEOs discretion, after three (3) consecutive days of absence an employee may be asked to provide the CEO with a doctor’s certificate.

Section 4:  Leave of absence

Under special circumstances leaves of absence may be granted by the Board for the CEO and by the CEO for all other employees of the Library.  The conditions for a leave of absence are outlined here.

1.       Requests for a leave other than those specified in this section, must be referred by the CEO to Board or to the chairperson acting on behalf of the Board, who will decide if the request will be granted and, if so, under what conditions.

2.       Leaves of absence, as may be granted under the terms of this policy, shall be considered as continued service by the employer.

PER-04 - Vacation. Statutory Holidays and Leave (continued)

3.   Leave without pay

a.       Personal Emergency Leave – An employee may take up to ten (10) Personal Emergency Leave days per calendar year.  The first three (3) days of emergency leave will be with pay.  The remaining seven (7) days will be unpaid.

b.       Pregnancy and Parental Leave – As outlined in the Employment Standards Act, pregnant employees have the right to take pregnancy leave of up to 17 weeks of unpaid time off work.  Once started, this pregnancy leave must be taken all at once.  New parents have the right to take parental leave – unpaid time off work when a baby or child is born or first comes into their care.  Details on this leave are outlined in the Ontario Employment Standards Act. 

c.       Illness – Employees are entitled to a leave of no longer than six (6) months in a calendar year.  After this period, the CEO and Board will review the status.

d.       Other types of leave – All employees should check the provisions of the Employment Standards Act for consideration of other types of special leaves including Family Caregiver Leave, Critical Illness Leave, Family Medical Leave, Critically Ill Child Care Leave and Organ Donor Leave, and work with the CEO to institute as needed.

4.   Leave with Pay

All leaves with pay are at the discretion of the CEO.

a)       Personal Emergency Leave – An employee may take a Personal Emergency Leave for:

i) personal illness, injury or medical emergency; ii) death, illness, injury or medical emergency of an individual, or iii) an urgent matter that concerns the individual.

b)      Compassionate Leave

                                 i.            When a death occurs in the employee’s immediate family (mother, father, spouse, child, brother, sister), the employee shall be granted leave of absence with pay for up to five (5) consecutive calendar days

                               ii.            When a death occurs to a member of the employee’s extended family (grandmother, grandfather, aunt, uncle, cousin, in-law), the employee shall be granted leave of absence with pay for up to three consecutive calendar days

                             iii.            When a death occurs to a person with whom the employee has been closely associated, the employee shall be granted leave of absence with pay for one (1) working day at the discretion of the CEO.

c)   Special Leave

                                 i.            Leave with pay may be granted for civic or military duty

                               ii.            An employee having to serve on jury or reporting role, or serving as a subpoenaed witness shall be paid the difference between the pay received for such service and the pay that otherwise would have been received from the Board.

Marmora & Lake Public Library

Policy Type: Personnel Policy

Policy Title: Compensation

Policy Number: PER-05

Policy Approval Date: November 2025               Date of Next Review: November 2029

In accordance with the Public Libraries Act, R.S.O. 1990, c. P44, s. 15(1)  A board my appoint and remove such employees as it considers necessary, determine the terms of their employment, fix their remuneration and prescribe their duties. In addition, Section 22 of the Act gives boards authority to provide employee benefits including sick leave credits, if they wish.

The library provides competitive compensation by establishing job classes and setting wage rates and ranges of pay for those job classes. This begins with compliance with pay equity legislation, and ongoing review of market competitiveness to ensure that the library has the capacity to recruit qualified employees.

Section 1:  Pay Equity Legislation

All libraries regardless of size must comply with the Pay Equity Act which covers both full-time and part-time workers.  For the purposes of pay equity, many libraries are included in the job evaluation process of municipal employees.  As a result, the job classifications and salary grid are tied to those of the municipality.  That is, at some point in time, for the employees of specific libraries, the Pay Equity Hearing Tribunal arrived at the determination that, for the purposes of Pay Equity, the municipality is the employer.   This relationship exists for pay equity purposes only, keeping in mind the reference given above with respect to the Public Libraries Act, R.S.O. 1990, c. P44, s. 15(1) 

1.       The library has a Pay Equity Plan, which follows Ontario Pay Equity legislation.

2.       The library follows current pay equity legislation to score all jobs and place them into appropriate job classes.

3.       Jobs are evaluated using a method that is compatible with pay equity legislation.  For each job, the analysis covers:

Factors

Sub-factors

Skill

Formal education and experience

Responsibility

Freedom to act, complexity and consequences of error

Effort

Contacts, supervision, leadership, physical demands and sensory demands

Working Conditions

Disagreeable Conditions

4.       The library will maintain the pay equity plan on an on-going basis, as new positions are created or positions altered, with significant changes to job responsibilities for an individual. A complete review of the pay equity plan will be in accordance with the municipal timeline.

PER-05 - Compensation (continued)

Section 3:  Salary Reviews

1.        All wage rates and ranges for job classes will be reviewed and updated annually with a view to possible cost of living adjustments. The library pay grid will be reviewed at a minimum of once every three years to ensure market competitiveness.

Section 4 – Movement of Staff within the Pay Grid

1.       Within the Pay Equity Plan, each position is assigned a pay level.  The position will remain within that pay level, until such time as there is a review of the position within the overall Pay Equity Plan.  The number of steps in the salary grid will mirror that of the Municipality. To move up a step within the pay level, a staff member would need to demonstrate a successful annual performance appraisal until the final step is achieved.

2.       A person who has been employed at the library, and who changes their job to a higher pay level, will not necessarily start at Step 1 in their new pay level.  If the person has completed the EXCEL program, the modified path of movement through the steps would be that they would start at Step 2.  After one year of service in that new position AND a satisfactory Performance Review at the new pay level, they would move to Step 3, and after five years in that new position, they would move to Step 4.

3.       Cost of living increases and compensation for mileage will mirror the rates set by the Municipality. Mileage is to be preapproved by the CEO and follows the milage rate set by CRA.

Section 5:  Benefits

1.       The library contributes to the following legislated insurance plans for all full-time and part-time staff:

a)       Workplace Safety and Insurance

b)      Employment Insurance

c)       Canada Pension Plan

The Board shall contribute through an Employer’s Health Tax to the Ontario Health Insurance Plan (OHIP) on behalf of its employees, as required by current provincial legislation.

Marmora & Lake Public Library

Policy Type: Personnel Policy

Policy Title: Performance and Discipline

Policy Number: PER-06

Policy Approval Date: December 19, 2018          Date of Previous Review: October 2022

Date of Next Review: November 2026  

Employees’ work performance and achievements contribute to the operational and overall success of the library.

Section 1:  Performance Reviews

 While the term performance review suggests a focus on past performance reviews it also focuses on on-going performance improvement and professional development.  The policy and process ensure objective and fair decision-making regarding compensation, promotion, disciplinary action and termination. It also ensures that expectations and performance standards are met.

1.       The Marmora & Lake Public Library has an annual performance planning and review system for all employees.

2.       It is designed to:

a)       allow for open and ongoing communication between the staff member and CEO or supervisor

b)      align employee performance objectives to library goals

c)       establish a clear understanding and agreement on job responsibilities and the competencies required to fulfill the job

d)      allow for regular feedback on performance

e)      determine what the staff member needs to do, as well as the support needed, in order to succeed

3.       General guidelines to be followed:

a)       the performance review should be conducted in a formal and private setting

b)      the employee should be given advance notice of the review (including a copy of the appraisal form) in order to prepare a performance self-assessment

c)       the employee’s strengths should always be acknowledged and good performance reinforced

d)      weaknesses should be discussed and an action plan for development agreed upon

e)      if the employee has a conflict or concern with the review, this should be documented on the review

f)        both the employee and supervisor comments should be recorded on the review form

Section 2:  Problem Resolution and Discipline

The library promotes fair and constructive treatment of unacceptable conduct or work performance.  A progressive discipline process is intended to improve performance and behaviour.

1.       In all cases, a staff member is made aware of a performance or behavior problem promptly and will receive both verbal and written expectations to ensure that he or she knows the standard expected.

2.       The progressive disciplinary process is initiated for serious situations in which policies and procedures have been ignored or contravened, or a staff member’s performance fails to meet acceptable standards.

a)       Step One: Verbal Warning. The CEO or supervisor discusses the situation with the staff member, specifying clear expectations and standards of performances, a plan of action to bring about the desired change, and a reasonable period of time for improvements.  A date is set for a follow-up interview

b)      Step Two: Written Warning.  Should the problem continue after the time period specified in step 1, the staff member will be given a written warning. The staff member is advised that continued failure to improve the behavior could lead to further disciplinary action including possible dismissal.

c)       Step 3: Suspension.  If the staff member’s performance fails to improve or if there is a recurrence of misconduct, the CEO determines the need for and length of the suspension.  After the suspension an interview will be scheduled to discuss the conditions of return to work.

d)      Step 4:  Dismissal.  If the staff member fails to improve or if there is a recurrence of misconduct, the CEO prepares for termination.

Appendix A: Job Descriptions for Positions at the Marmora & Lake Public Library

Policy Approval Date: May 2015  Date of Previous Review: November 2024

Date of Next Review: October 2028

MARMORA & LAKE PUBLIC LIBRARY

1.  Librarian/Chief Executive Officer (CEO)

2.  Assistant Librarian

3.  Library Clerk

4.  Clerk/Children’s programmer

JOB DESCRIPTION: LIBRARIAN / CEO

REPORTING RELATIONSHIP: This position reports to the Marmora & Lake Public Library Board.

DUTIES AND RESPONSIBILITIES:

1.       Is accountable to the Board for the operation of the library within the requirements of the Public Libraries Act, the Regulations, Library Policies, the Directives of the Board and the Budget.

2.       Shall prepare and present to the Board such schedules, directives and notices required to meet Library Policy and Board Directives.

3.       Shall advise and recommend to the Board such policy changes required to enhance, improve and otherwise benefit the purpose and function of the library.

4.       Shall train and oversee duties of staff and volunteers, maintaining working schedules required for the operation of the library.

5.       Shall prepare funding applications for grants such as the annual Public Library Operating Grant, Ontario Trillium Foundation, summer student program, and other grants that are available from time to time.

6.       Shall be responsible for the interviewing, hiring and firing of staff subject to the guidelines established by the Board. 

7.       Shall prepare position descriptions for each category of employee as required and this shall include: a description of the kind and level of work; typical duties; required knowledge, ability and skills and qualifications.

8.       Shall be knowledgeable of education and training opportunities for staff and self.  Shall recommend to the board that they provide professional development opportunities.

9.       Is responsible for marketing and promotion of the library through newspaper articles, thematic displays, programmes.

10.   Shall select, purchase and retain all print and non-print material appropriate for the library as well as the purchase of furniture, fixtures, appliances, equipment and such other items as need arises.

11.   Shall accept, retain or dispose of any material or items given to the library.

12.   Shall be responsible for the care, classification, coding, cataloguing and record keeping of all material owned by or on loan to the library in keeping with Board policy and Provincial Library Guidelines.

Appendix A: JOB DESCRIPTION: LIBRARIAN / CEO Marmora & Lake Public Library (continued)

DUTIES AND RESPONSIBILITIES (continued)

13.   Shall recommend to the Board the adoption of any changes such as technical advances, communications, information and record keeping, ensuring the library stays up to date.

14.   Shall be responsible for the safety and protection of the library staff, library contents, and the public.  The Librarian shall work closely with the local Fire Department in establishing fire prevention, escape routes and security measures.

15.   Shall perform periodic inventory of the contents of the library. The time frame is to be determined by the CEO.  This report shall include the condition of all major items of equipment, appliances etc.

16.   Shall serve as Board Treasurer recording all monies received and paid out by the library with the support of the bookkeeper and deposit all monies received in a Chartered Bank approved by the Board, or work through the Municipal Clerk/Treasurer. The Treasurer shall prepare all such reports and statements as required by the Board, the Ministry, the Municipality of other recognized authorities.

17.   Shall serve as Board Secretary.  Shall give notification to members and arrange for the meeting place. Prepare agenda and minutes for each meeting and inform Board Members of pertinent information.

18.   Shall undertake any additional duties as may be required by the Board from time to time.

QUALIFICATIONS

1.       Formal education/training and experience relevant to a library environment. 

2.       Good knowledge of legislation and Library Policies as well as procedures affecting good public library operations.

3.       Organizational abilities and the capacity to work through a variety of tasks, ability to analyze data and prepare reports.

4.       Good communications and public relations skills, verbal and written.

5.       Typing and computer knowledge essential.

WORKING CONDITIONS

1.       General office working conditions, in a public environment with high public profile.  Work is subject to constant interruption due to the variety of responsibilities, deadlines and hectic peak periods.

2.       Must deal tactfully with the public.

3.       The board determines working hours.

WORK HOURS: 26 hours weekly during library open hours plus 4 discretionary hours.

Appendix A: Job Descriptions (continued)

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Assistant Librarian

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Shall be responsible for circulation desk.

2.       Shelving of returned material and shelf reading to maintain collections in a well-organized manner.

3.       Conduct the preparation of material for circulation including data entry in automated cataloguing system, preparation of labels, covering/laminating.

4.       Process interlibrary loan requests.

5.       Maintain automated patron and material files by ensuring information is current.

6.       Assist with the marketing of the library through thematic displays and electronic communication.

7.       Develop and update the website as needed.

8.       Assist patrons with basic technical questions at computer workstations.

9.       Conduct community outreach activities.

10.   Shall register new library members.

11.   Shall assist with programming.

12.   Collect and report library statistics.

13.   Plan for and conduct class visits.

14.   Prepare and distribute a monthly e-newsletter.

15.   Create and post programs for each month.

16.   Shall be willing to undertake training such as meetings, webinars, and workshops as recommended by CEO and Board.

17.   Operate the library in the event of the CEO's absence.

18.   Carry out such duties as CEO requires.

WORK HOURS: 20 hours weekly from Tuesday to Saturday.

Appendix A: Job Descriptions (continued)

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Library Clerk

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Assist with circulation of material, checking in and out and drop box.

2.       Shall maintain shelves in organized manner through proper shelf-reading and scanning.

3.       Shall assist with shelving of returned material.

4.       Perform clerical duties including data entry.

5.       Deliver materials for outreach programs.

6.       Help with displays and programming.

7.       Handle incoming and outgoing mail including post office visits.

8.       Carry out such duties as CEO requires.

WORK HOURS: 10 hours weekly from Tuesday to Saturday.

MARMORA & LAKE PUBLIC LIBRARY

JOB DESCRIPTION: Summer Program Co-ordinator/Library Clerk

REPORTING RELATIONSHIP: This position reports to the Librarian/CEO.

DUTIES AND RESPONSIBILITIES:

1.       Plan, market, implement and report on summer program for children ages 3-12.

2.       Assist with circulation duties.

3.       Shall maintain shelves in organized manner through proper shelf-reading and scanning.

4.       Shall assist with shelving of returned material.

5.       Be able to perform clerical duties including gathering mail, and clearing the drop box.

6.       Co-ordinate TD Reading Club program for children, ages 3-12, including all planning, marketing etc.

7.       Gather and report statistics for CEO.

8.       Help with displays, particularly in Children's area.

9.       Carry out such duties as CEO requires.

WORK HOURS:  30 hours weekly from Tuesday to Saturday each week over 8 weeks in the summer.