WARSAW PUBLIC LIBRARY
PERSONNEL/EMPLOYEE HANDBOOK
ADOPTED by the Warsaw Public Library Board of Trustees 9/6/2022
REVIEWED/APPROVED 2/14/2023, 2/13/2024, 12/10/2024
You are required to sign a Personnel Policy Acknowledgment Form and submit it to the Library Director no later than three (3) days after receipt of this booklet.
MISSION STATEMENT
The Warsaw Public Library’s mission is to provide a welcoming destination that supports life-long learning for all ages. The library strives to be a place where the community has access to quality materials, engaging resources and enriching services. The library promotes the joy of reading and strives to foster the pursuit of knowledge to enrich the lives in our community.
WELCOME
Warsaw Public Library has a long and proud history dating back to 1904. As a Warsaw Public Libraryemployee, you are an important part of our continued heritage.
This Handbook summarizes many of your privileges, benefits, and responsibilities as an employee of our Library. If you are a new employee, it will be helpful in acquainting you with our Library’s philosophies and human resources practices. If you are already a member of the Warsaw Public Library team, this Handbook should prove to be a useful reference. Above all, we hope it will promote consistency, fairness and understanding throughout our Library.
In order to maintain the necessary flexibility in the administration of policies and procedures, Warsaw Public Library reserves the right to change, revise or terminate any of the policies and/or benefits discussed in this Handbook with or without advance notice. After you have read your Handbook, please keep it handy for future reference and updating.
Welcome to Warsaw Public Library! We are glad that you have joined our Library and we hope that you will find your work with us to be both challenging and rewarding.
PREFACE
This Handbook* outlines the human resources policies and benefit plans currently in effect at Warsaw Public Library. In this Employee Handbook, Warsaw Public Library is also referred to as “Warsaw Public Library” or “Library.” Policies are revised or added periodically and are effective as of the date issued.
The statements regarding our Library’s policies, procedures and benefits are for information purposes only. They do not constitute a contract for employment, either expressed or implied. Our Library adheres to the principle of employment-at-will which preserves the right of either the employee or the employer to terminate the employment relationship at any time, with or without cause. No supervisor or employee of Warsaw Public Library has any authority to enter into an agreement for any employment other than at will. Only the Director and Board of Trustees have the authority to make any such agreement and then only if it is reduced to writing.
Important Information about Benefits
As our Library evolves, we will continue to review and revise these human resources policies and benefit programs. The Warsaw Public Library reserves the right to alter, reduce or terminate any pay practices, policies, premium contributions, benefits and benefit plans, in whole or in part, at any time for any reason to the extent permissible by law. Any such change may affect retirees and beneficiaries, as well as active employees.
The benefit information found in this Handbook is intended to provide an overview of the benefit plans. The actual benefits are controlled by the terms of the applicable plan documents and insurance policies. Questions regarding the interpretation of these plans will be answered in accordance with the actual plan documents and insurance policies, rather than the summaries contained in this Handbook. Employees may obtain copies of these documents from the Library Director.
Disclaimers
This Employee Handbook will be interpreted to comply with all applicable federal, state, and local laws. Nothing in this Employee Handbook is intended to unlawfully restrict an employee’s right to engage in any concerted activity protected by the National Labor Relations Act.
Note: If there is a conflict between Civil Service regulations and this Handbook, Civil Service regulations are controlling for Civil Service employees.
In this Employee Handbook, the “workplace” may refer to a physical worksite, including the Library’s private offices, any remote work location, including an employee’s home or any other place outside of the traditional workplace where an employee performs work on behalf of Warsaw Public Library.
* This Handbook and its policies are effective February, 2024 and supersedes all other personnel manuals and personnel policies previously distributed by the Warsaw Public Library. To avoid confusion, please discard any copies of previously published Employee Handbooks.
GENDER INCLUSION
Warsaw Public Library is committed to creating a safe and productive workplace environment for all employees, including those who identify as transgender or gender nonconforming.
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EMPLOYEE RIGHTS
Employees have the right to discuss their gender identity or expression openly, or to keep that information private. Employees also have the right to be addressed by the name and pronoun that correspond to their gender identity and use the restroom or other facilitiesthat corresponds to their gender identity. Employees also have the right to comply with the Library’s Professional Attire policy in a manner consistent with their gender identity.
NON-DISCRIMINATION/NON-HARASSMENT
As stated in the Equal Employment Opportunity and [the Non-Harassment/Non-Discrimination OR Non-Harassment and Sexual Harassment policies], Warsaw Public Library does not discriminate based on sex, sexual orientation, gender identity, or gender expression. Any incident of discrimination, harassment, or violence based on gender identity or expression will be given immediate and effective attention, including, but not limited to, investigating the incident, taking suitable corrective action, and providing employees and staff with appropriate resources.
ADDITIONAL INFORMATION
Employees who have questions about this policy, including changes to their official record or who would like to discuss their personal circumstances, may contact the library director. The needs of each employee will be assessed on a case-by-case basis and in accordance with applicable federal, state and local law.
INTRODUCTION TO NEW EMPLOYEE
Welcome to the staff of Warsaw Public Library. We hope you will find the working conditions comfortable, the employees friendly, and the work satisfying.
Since we are dealing with the public, they are our main concern. How we meet and greet patrons and assist them with their search of our materials and services will determine the success of our work. Positive interactions with patrons build loyalty and community support for the library. It is up to each individual to maintain the high standards expected of Warsaw Public Library employees by serving patrons to the best of his or her ability, because patrons judge us by how we treat them.
Our experience has shown that when employees deal openly and directly with the Library Director and vice versa, the work environment can be positive and communications can be clear. If you ever have concerns about working conditions, we strongly encourage you to express these concerns openly and directly with the Library Director.
We wish you the best in your new endeavor and hope that this handbook will answer any or all of your questions, but of course do not be afraid to ask. We know you will do a good job and hope your time at Warsaw Public Library will be rewarding.
LIBRARY ORGANIZATION
The Board of Trustees is the governing body of Warsaw Public Library. There are five members on the Board and they are elected directly in town elections. The Board selects officers and the Board President chooses committees. The Board meets the second Tuesday of the month at 6 pm and meetings are open to the public.
A trustee is a person to whom property is legally committed in trust. A Library trustee’s commitment is to both the physical property and resources of the Library and the services it provides. The Library Board has the final responsibility to see that its Library provides the best possible service to its community. In the words of New York’s Not-for-Profit Corporation Law, “Directors and officers shall discharge the duties of their respective positions in good faith and with that degree of diligence, care and skill which ordinarily prudent men would exercise under similar circumstances in like positions.”
The duties of trustees are few in number but broad in scope. They are:
- select and hire a qualified Library director;
- secure adequate funding for the Library’s service program;
- exercise fiduciary responsibility for the use of public and private funds;
- adopt policies and rules regarding Library governance and use;
- regularly plan and evaluate the Library’s service program;
- promote the Library in the local community and in society in general;
- conduct the business of the Library in an open and ethical manner in compliance with all applicable laws and regulations.
EMPLOYMENT PRACTICES
CIVIL SERVICE STATEMENT
If there is a conflict between Civil Service regulations and this Handbook, Civil Service regulations are controlling for Civil Service employees. Current Civil Service Rules are available for employee reference.
ANTI-NEPOTISM POLICY
The Warsaw Public Library has determined that it will be in its best interest to:
• Avoid conflicts of interest between work-related and family-related obligations
• Avoid favoritism or the appearance of favoritism
• Prevent family conflicts from affecting the workplace
Relatives of Library Staff may be considered when hiring an applicant.
Relatives will not be hired if any of the following job relations or situations would result:
1. The supervisor is related to a direct subordinate.
2. The person interviewing the applicant is a relative.
3. The person recommending salary increases or promotions is a relative.
4. The person considered for hiring is applying for a position that has the same job description as their relative AND absence by both would create a staffing difficulty.
Where Civil Service regulation or other County, State or Federal Law determines the hiring of an individual, this policy may be set aside, and for definition purposes the term relative shall include father, mother, brother, sister, husband, wife, life partner, son, daughter, grandfather, grandmother, grandson, granddaughter, aunt, uncle, and “step” and “in-law” equivalents.
VOLUNTEERS
In order to maintain compliance with Federal and State Labor Laws, the Warsaw Public Library does not utilize volunteers for any tasks that library staff are paid to perform.
CIVIL SERVICE
In terms of Civil Service, the following classes of employees are employed at Warsaw Public Library
- Competitive Class: where salary and hourly appointments are made from a list of certified eligible candidates as created by Wyoming County Civil Service (Director, Children’s Specialist/Library Assistant and Library Assistant)
- Non-Competitive Class: where all part-time appointments are made without the need of a list of certified eligible candidates, (Library Clerks and Library Pages).
Additionally, Civil Service has the following types of employment available to the Library:
- Provisional: employees are appointed to the competitive class prior to a test and subsequent canvass of a list of certified eligible candidates for the position (Director, part-time Children’s Specialist/Library Assistant and part-time Library Assistant)
- Probationary: For employees who are in their position (either competitive or non-competitive). The basic probationary term required for most original permanent appointments is not less than 26 or more than 52 weeks.
- Permanent: Employees who have been appointed and have fulfilled their probationary period. Competitive Class employees who are deemed to be permanent are subject to procedures contained in Section 75 of the Civil Service Law. Non-Competitive Class employees are subject to procedures contained in Section 75 of the Civil Service Law after five years of permanent employment.
The Board of Trustees Personnel Committee which includes one staff member, shall interview and screen applicants for the position of Director, and report to the Board with its recommendation of those applicants most qualified and suited to the job. The selection of the Director shall be the responsibility of the entire Board and must be passed with majority approval. The newly appointed Director is Provisional until he or she meets Civil Service requirements, and then Probationary until he or she has Library Board satisfaction in job performance for 26 to 52 weeks.
STAFF PERFORMANCE
The Director will coach, counsel and evaluate staff members, if necessary, in order to solve individual work performance problems. If a satisfactory positive change does not occur within an orally specified amount of time, the staff member will be orally warned, and then if necessary a written Disciplinary Notice will be issued. This may result in possible dismissal.
GRIEVANCE PROCEDURE
It is important to attempt to resolve differences or difficulties when they first occur, before they develop into issues that could be harmful to morale. Staff problems should always first be discussed with the Director. If the difficulty cannot be resolved at that level, the staff member may consult with the Board of Trustees by notifying the President in writing. The employee may further request a meeting with the full board in executive session at the next monthly meeting.
HIRING
The Director shall interview, screen and recommend applicants for Library Page, Library Clerk, Children’s Specialist/Library Assistant, Library Assistant, Librarian, and contractual maintenance positions and make recommendations to the Board of Trustees of those applicants most qualified and suited to the job. The Board shall appoint new employees.
Notice of a part-time job vacancy shall be posted conspicuously in the library, and advertised publicly, as appropriate. Warsaw Public Library may use other recruiting sources to fill the Library Assistant and Director positions.
PERSONNEL FILES
Warsaw Public Library maintains a personnel file on each employee. The personnel file includes such information as the employee’s job application, resume, emergency contact, records of training, documentation of performance appraisals and salary increases, and other employment records.
Personnel files are the property of Warsaw Public Library, and access to the information they contain is restricted. Certain information in Personnel files is subject to the Freedom of Information Law. Only supervisory staff with a legitimate reason to review information in a personnel file of an employee is allowed to do so. Employees who wish to review their own file should contact the Director. With reasonable advance notice, employees may review their own personnel files in the presence of the Director and one other library staff member (chosen by agreement between the employee and staff member). It is important that the personnel records of Warsaw Public Library be accurate at all times; therefore, employees should promptly notify the Director of any change in name, home address, telephone number, number of dependents, or any other pertinent information which may change. Warsaw Public Library is committed to protecting individual privacy and the personal information contained in the personnel file.
EMPLOYMENT REFERENCE CHECKS
The Director or his/her designee will respond to all reference check inquiries from banks, mortgage companies, or other employers. Responses to such inquiries will be limited to factual information that can be substantiated by the Library’s written records. No other employment data will be released without a written authorization and release signed by the individual who is the subject of the inquiry. Termination information on individual employees is treated confidentially.
POSITION CLASSIFICATION AND DUTIES
FLSA Classifications
Under the Federal Fair Labor Standards Act (FLSA), all positions, regardless of employment classification, are classified as either exempt or non-exempt for overtime and minimum wage requirements based on the nature of job duties and amount of wages.
Exempt Employees:
The FLSA provides an exemption from both minimum wage and overtime pay for employees employed as executive, administrative, one and one-half the regular rate of pay for all hours worked over 40 hours in a workweek. Holiday, vacation and sick pay are not included when computing overtime hours worked.
Non-Exempt Employees: Under the FLSA, non-exempt employees must be paid at least the federal minimum wage for all hours worked, and overtime pay at one and one-half the regular rate of pay for all hours worked over 40 hours in a workweek. Holiday, vacation and sick pay are not included when computing overtime hours worked.
Position Vacancies and Appointments
The Warsaw Public Library shall abide by existing Civil Service employment requirements and requirements established by the New York State Education Department. No provision herein contained shall be deemed to be contrary to the provisions of the Education Law of New York State, the Civil Service Law, or any other laws affecting libraries. In all instances, the Board will seek to employ the most qualified individual.
Resignation
Resignations must be in writing as per Civil Service requirement. Employees must provide at least two weeks’ notice. The Library Director will provide four weeks’ notice.
Staff shall notify the Director, who shall report to the Board. The Director shall report his/her own resignation directly to the Board. Upon the end of employment of the Director, the Board shall make every effort to appoint a replacement so that it is possible for the incumbent to train the new Director in his/her responsibilities, during an overlap period of up to two weeks or longer if necessary.
EQUAL EMPLOYMENT OPPORTUNITY
Warsaw Public Library is committed to a policy of Equal Employment Opportunity with respect to all employees, interns, and applicants for employment. Consistent with this commitment, our policy is to comply with all applicable federal, state and local laws concerning employment discrimination. Accordingly, the Library prohibits discrimination against qualified employees, interns and applicants in all aspects of employment including, but not limited to: recruitment, interviewing, hiring (or failure or refusal to hire), evaluation, compensation, promotion, job assignment, transfer, demotion, training, leaves of absence, layoff, benefits, use of facilities, working conditions, termination and employer-sponsored activities and programs, including wellness, social and recreational programs. Employment decisions will be made without regard to an applicant’s, employee’s or intern’s actual or perceived: race (including traits historically associated with race, such as hair texture and protective hairstyles), color, creed, religion (including wearing attire, clothing or facial hair in accordance with the tenets of religion), sex (including pregnancy, childbirth or related medical conditions and transgender status), gender identity or expression, an employee’s or dependent’s reproductive health decisions, familial status, national origin, citizenship or immigration status, physical or mental disability (including gender dysphoria and being a certified medical marijuana patient), genetic information (including predisposing genetic characteristics), age (18 and over), veteran status, military status, sexual orientation, marital status, certain arrest or conviction records, domestic violence or victim status and any other status protected by law.
MANAGEMENT RESPONSIBILITIES
All members of management are responsible for understanding the Library’’s commitment to this policy and ensuring this policy is carried out. Supervisors/Managers are responsible for immediately reporting and responding to a discrimination complaint, even if the reporting party does not want any action taken. It is critical that any observation of, or any formal or informal reference to discrimination is taken seriously and addressed promptly.
REASONABLE ACCOMMODATIONS
QUESTIONS AND COMPLAINTS
Any individual at any time, even after separation of employment, who feels this policy has been violated should immediately contact their supervisor/manager.
If not satisfied with the resolution, an employee or intern may pursue an appeal. Appeals will generally follow the steps outlined in the Open Communication policy.
NO RETALIATION
It is the policy of Warsaw Public Library that any employee, intern or applicant who makes or participates in the investigation of a discrimination complaint will not be retaliated against in any way. Employees, interns or applicants who feel they have been retaliated against for such activity should immediately contact the Director.
Anyone found to be engaging in any type of inappropriate conduct under this policy may be subject to disciplinary action, up to and including termination of employment.
HARASSMENT AND DISCRIMINATION PREVENTION
Warsaw Public Library is committed to maintaining a workplace free from all forms of harassment and discrimination. The Library prohibits unlawful harassment and discrimination against anyone, for any reason, including, but not limited to an individual’s actual or perceived: race (including traits historically associated with race, such as hair texture and protective hairstyles), color, creed, religion (including wearing attire, clothing or facial hair in accordance with the tenets of religion), sex (including pregnancy, childbirth or related medical conditions and transgender status), gender identity or expression, an employee’s or dependent’s reproductive health decisions, familial status, national origin, citizenship or immigration status, physical or mental disability (including gender dysphoria and being a certified medical marijuana patient), genetic information (including predisposing genetic characteristics), age (18 and over), veteran status, military status, sexual orientation, marital status, certain arrest or conviction records, domestic violence victim status, and any other status protected by applicable law.
The purpose of this policy is for employees and other covered individuals to recognize harassment and discrimination and to know what action to take when it occurs. This policy is one component of Warsaw Public Library’s commitment to a harassment and discrimination-free work environment where all individuals are treated with dignity and respect.
APPLICABILITY
This policy applies to all employees, applicants for employment, interns, whether paid or unpaid, anyone who is (or is employed by) a contractor, subcontractor, vendor, consultant, or anyone providing services in our workplace; collectively referred to as “covered individual(s)” throughout this policy.
All covered individuals conducting business in our workplace must refrain from engaging in unlawful harassment and discrimination.
NO TOLERANCE
Harassment, discrimination and retaliation of any kind is a violation of our policies, is unlawful, and may subject Warsaw Public Library to liability for harm to targets of harassment, discrimination and retaliation. Workplace harassment, discrimination and retaliation will not be tolerated at Warsaw Public Library. All covered individuals conducting business with Warsaw Public Library are required to conduct themselves in a manner that prevents sexual or other forms of harassment and discrimination in the workplace. Any individual covered by this policy who engages in workplace harassment, discrimination or retaliation may be subject to remedial and/or disciplinary action, up to and including termination.
Harassers may also be individually subject to liability and the Warsaw Public Library or supervisors/managers who fail to report or act on harassment may be liable for aiding and abetting such behavior. Employees of every level who engage in harassment, discrimination or retaliation, including supervisors/managers who engage in harassment, discrimination, or retaliation or who allow such behavior to continue, will be penalized for such misconduct.
DEFINITION OF SEXUAL HARASSMENT
Sexual harassment is unacceptable. Sexual harassment is a form of sex discrimination that subjects an employee to inferior conditions of employment due to their sex, sexual orientation, self-identified or perceived sex, gender expression, gender identity and the status of being transgender and is unlawful under federal, state and (where applicable) local law.
Sexual harassment is not limited to sexual contact, touching, or expressions of a sexually suggestive nature and may include any unwelcome conduct which is directed at an individual because of that individual’s sex when:
- Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile or offensive work environment, even if the complaining individual is not the intended target of the sexual harassment;
- Such conduct is made either explicitly or implicitly a term or condition of employment; or
- Submission to or rejection of such conduct is used as the basis for employment decisions affecting an individual’s employment.
There are two main types of sexual harassment:
- Hostile Work Environment. Behaviors that contribute to a hostile work environment may include but are not limited to words, signs, jokes, pranks, intimidation or physical violence which are of a sexual nature, or which are directed at an individual because of that individual’s sex. Sexual harassment also consists of any unwanted verbal or physical advances, sexually explicit derogatory statements or sexually discriminatory remarks made by someone which are offensive or objectionable to the recipient, which cause the recipient discomfort or humiliation, which interfere with the recipient’s job performance.
- Quid Pro Quo. Sexual harassment also occurs when a person in authority tries to trade job benefits for sexual favors. This can include hiring, promotion, continued employment or any other terms, conditions or privileges of employment. This is also called “quid pro quo” harassment.
Any covered individual who feels harassed should report the harassment to the director so that any violation of this policy can be corrected promptly. Any harassing or discriminatory conduct, even a single incident, can be addressed under this policy.
EXAMPLES OF SEXUAL HARASSMENT
The following describes some of the types of acts that may be unlawful sexual harassment and that are strictly prohibited:
- Physical assaults of a sexual nature, such as:
- Touching, pinching, patting, grabbing, brushing against another employee’s body or poking another employee’s body;
- Rape, sexual battery, molestation or attempts to commit these assaults.
- Unwanted sexual advances or propositions, such as:
- Requests for sexual favors accompanied by implied or overt threats concerning the victim’s job performance evaluation, a promotion or other job benefits or detriments;
- Subtle or obvious pressure for unwelcome sexual activities, including repeated requests for dates or romantic gestures.
- Sexually oriented gestures, noises, remarks, jokes or comments about a person’s sexuality or sexual experience, which create a hostile work environment.
- Sex stereotyping occurs when conduct or personality traits are considered inappropriate simply because they may not conform to other people’s ideas or perceptions about how individuals of a particular sex should act or look.
- Sexual or discriminatory displays or publications anywhere in the workplace (including visible areas of a virtual or remote workspace), such as:
- Displaying pictures, posters, calendars, graffiti, objects, promotional material, reading materials or other materials that are sexually demeaning or pornographic. This includes such sexual displays on workplace computers or cell phones and sharing such displays while in the workplace.
- Hostile actions taken against an individual because of that individual’s sex, sexual orientation, gender identity and the status of being transgender, such as:
- Interfering with, destroying or damaging a person’s workstation, tools or equipment, or otherwise interfering with the individual’s ability to perform the job;
- Sabotaging an individual’s work;
- Bullying, yelling, name-calling;
- Intentional misuse of an individual’s preferred pronouns; or
- Creating different expectations for individuals based on their perceived identities.
DEFINITION OF OTHER UNLAWFUL HARASSMENT
The creation of an intimidating or hostile working environment, based on one or more of the above protected categories, constitutes unlawful harassment. Specific types of unlawful harassment, in addition to sexual harassment covered above, include, but are not limited to:
- Physical harassment refers to pushing, hitting, crowding, cornering or unwanted physical touching;
- Verbal abuse refers to verbal comments, including but not limited to jokes or the use of slurs or other offensive language regarding, or made because of, an individual’s actual or perceived membership in one of the protected categories listed above;
- Written harassment refers to derogatory or degrading written comments regarding, or made because of, an individual’s membership in one of the categories listed above. Specific examples include, but are not limited to e-mail, text messages, memos, notes, graffiti, other visual depictions or pictures, cartoons, drawing, videos;
- Inappropriate, unwelcomed behaviors, such as offensive gestures and wearing clothes, jewelry, signage, etc. known to be offensive to particular protected classifications; and
- Any other unwelcome conduct that has the purpose or effect of creating an intimidating, hostile, or offensive working environment as defined by law, or has the purpose or effect of unreasonably interfering with an individual’s work performance or otherwise adversely affecting an individual’s employment opportunities.
Unlawful harassment, whether it is physical, verbal or visual in nature, is a form of employee misconduct which undermines the integrity of the employment relationship within our Library.
WHO CAN BE A TARGET?
Harassers can be anyone in the workplace. Harassment can occur between any individuals, regardless of their sex or gender. New York Law protects all covered individuals. A perpetrator of workplace harassment can be a superior, a subordinate, a coworker or anyone in the workplace including an independent contractor, contract worker, vendor, client, customer or visitor.
WHERE CAN HARASSMENT OCCUR?
Unlawful harassment is not limited to the physical workplace itself. It can occur while covered individuals are working remotely, traveling for business or at employer-sponsored events or parties. Calls, texts, emails, communications in virtual meeting platforms and messaging apps and social media usage by covered individuals can constitute unlawful workplace harassment, even if they occur away from the workplace premises, on personal devices (i.e., cellphones) or during non-work hours.
REPORTING HARASSMENT
In New York, harassment does not need to be severe or pervasive to be illegal. It can be any harassing behavior that rises above petty slights or trivial inconveniences. Any covered individual who has been subjected to behavior that may constitute unlawful harassment or discrimination is encouraged to report such behavior to their supervisor/manager. Anyone who witnesses or becomes aware of potential instances of workplace harassment or discrimination should report such behavior to their supervisor/manager.
Reports of workplace harassment or discrimination may be made verbally or in writing. The written complaint form is located where. All covered individuals are encouraged to use this complaint form. Employees who are reporting potential harassment on behalf of another covered individual should use the complaint form and note that the complaint is being made on behalf of another covered individual.
Covered individuals who believe they have been a victim of workplace harassment or discrimination may also seek assistance in other available forums, as outlined in the Legal Protections and External Remedies section of this policy.
BYSTANDER INTERVENTION
Any employee witnessing harassing or discriminatory behavior as a bystander is encouraged to report it. A supervisor/manager that is a bystander to these behaviors is required to report it.
To the extent in which a bystander feels safe and comfortable, they may interrupt the harassment by engaging with the individual being harassed and distracting them from the harassing behavior; asking a third party to help intervene in the harassment; documenting the incident; checking in with the person who has been harassed after the incident; or confronting the harassers and naming the behavior as inappropriate.
When confronting harassment, physically assaulting an individual is never an appropriate response.
MANAGEMENT RESPONSIBILITIES
All supervisors/managers who receive a complaint or information about suspected workplace harassment or discrimination, observe what may be harassing or discriminatory behavior or for any reason suspect that harassment or discrimination is occurring, are required to report such suspected harassment or discrimination to the director.
In addition to being subject to discipline if they engaged in harassing or discriminatory conduct themselves, supervisors/managers will be subject to discipline for failing to report suspected workplace harassment and discrimination or otherwise knowingly allowing workplace harassment and discrimination to continue.
Supervisors/Managers will also be subject to discipline for engaging in any retaliation.
COMPLAINTS AND INVESTIGATIONS
All complaints, information, or knowledge of suspected workplace harassment or discrimination will be investigated whether that information was reported in verbal or written form. Investigations will be thoroughly conducted in a prompt and timely manner and will be confidential to the extent possible. All persons involved, including complainants, witnesses and alleged harassers, will be accorded due process, as outlined below, to protect their rights to a fair and impartial investigation.
Any covered individual may be required to cooperate as needed in an investigation of suspected workplace harassment or discrimination. Warsaw Public Library will not tolerate retaliation against covered individuals who file complaints, support another’s complaint or participate in an investigation regarding a violation of this policy.
While the process may vary from case to case, investigations will generally be conducted in accordance with the following steps:
- Upon receipt of complaint, director will conduct an immediate review of the allegations, assess the appropriate scope of the investigation, and take any interim actions, as appropriate. If the complaint is verbal, the individual will be encouraged to complete the “Complaint Form” in writing. If the complainant chooses not to complete the Complaint Form, director will prepare a complaint form or equivalent documentation based on the complainant’s verbal report.
- When applicable, director may request, review and preserve documents relevant to the allegations, such as emails, phone records or other electronic communications.
- Director will interview all parties involved, including any relevant witnesses.
- Director will prepare written documentation of the investigation (such as a letter, memo or email), which may contain the following:
- A list of all documents reviewed, along with a detailed summary of relevant documents;
- A list of names of those interviewed, along with a detailed summary of their statements;
- A timeline of events;
- A summary of prior relevant incidents, reported or unreported; and
- The basis for the decision and final resolution of the complaint, together with any corrective actions action(s).
- Written documentation and associated documents will be maintained by the Library in a secure and confidential location.
- Following the investigation, director will promptly notify the complainant and the individual(s) about whom the complaint was made that the investigation has been completed and implement any corrective actions identified in the written document.
- Director will inform the complainant of their right to file a complaint or charge externally as outlined in the Legal Protections and External Remedies section of this policy.
CORRECTIVE ACTION
If a report of workplace harassment or discrimination is found to be valid, immediate and appropriate corrective action will be taken. Covered individuals who violate this policy, including the provision against retaliation, will be subject to disciplinary action, up to and including termination. This determination will be based on all the facts of the case.
NO RETALIATION
Warsaw Public Library will not tolerate retaliation against anyone who, in good faith, complains or provides information about suspected harassment or discrimination.
Unlawful retaliation can be any action that could discourage an employee from coming forward to make or support a workplace harassment claim including, but not limited to being discharged, disciplined, discriminated against, having their personnel file disclosed, except where such disclosure is permitted or required by applicable law, or otherwise being subject to adverse employment action. Adverse action need not be job-related or occur in the workplace to constitute unlawful retaliation (e.g., threats of physical violence outside of work hours).
Retaliation is unlawful under federal, state and (where applicable) local law. The New York State Human Rights Law protects any individual who has engaged in a “protected activity.” Protected activity occurs when a person has:
- Made a complaint of harassment, either internally or with any anti-discrimination agency;
- Testified or assisted in a proceeding involving harassment under the Human Rights Law or other anti-discrimination law;
- Opposed harassment by making a verbal or informal complaint to management, or by simply informing a supervisor/manager of harassment;
- Reported that another employee has been harassed; or
- Encouraged a fellow employee to report potential harassment.
Even if the alleged harassment does not rise to the level of a violation of law, the individual is protected from retaliation if the person had a good faith belief that the practices were unlawful. However, the retaliation provision is not intended to protect persons making intentionally false charges of harassment.
LEGAL PROTECTIONS AND EXTERNAL REMEDIES
Harassment and discrimination based on a protected class is against the law. The internal process outlined in this policy is one way for covered individuals to report harassment and discrimination. Covered individuals may also choose to pursue legal remedies with the following governmental entities. While a private attorney is not required to file a complaint with a governmental agency, legal advice from an attorney may be sought.
New York State Division of Human Rights (DHR)
The Human Rights Law (HRL) codified as N.Y. Executive Law, art. 15, § 290 et seq., applies to employers in New York State and protects employees and covered individuals, regardless of immigration status. A complaint alleging violation of the Human Rights Law may be filed either with DHR or in the New York State Supreme Court.
Complaints of sexual harassment and discrimination may be filed with the DHR any time within three years of the harassment. If an individual does not file a complaint with the DHR, they can sue directly in state court under the HRL, within three years of the alleged harassment or discrimination. An individual may not file with DHR if they have already filed an HRL complaint in state court.
Complaining internally to Warsaw Public Library does not extend the time to file with DHR or in court. The three years are counted from the date of the most recent incident of harassment or discrimination.
An attorney is not needed to file a complaint with DHR, and there is no cost to file with DHR.
DHR will investigate the complaint and determine whether there is probable cause to believe that harassment or discrimination has occurred. Probable cause cases receive a public hearing before an administrative law judge. If harassment or discrimination is found at the hearing, DHR has the power to award relief, which varies but may include requiring the employer to take action to stop the harassment, or redress the damage caused, including paying monetary damages, punitive damages, attorney’s fees and civil fines.
DHR’s main office contact information is: NYS Division of Human Rights, One Fordham Plaza, Fourth Floor, Bronx, New York 10458, (718) 741-8400, www.dhr.ny.gov.
Go to dhr.ny.gov/complaint for more information about filing a complaint. The website has a digital complaint process that can be completed on your computer or mobile device, in addition to, a complaint form that can be downloaded, filled out and mailed to DHR as well as a form that can be submitted online. The website also contains contact information for DHR’s regional offices across New York State.
The DHR also maintains a toll-free hotline that accepts complaints and provides limited assistance and counseling regarding workplace sexual harassment. This hotline can be reached at 1-800- HARASS3.
United States Equal Employment Opportunity Commission (EEOC)
The EEOC enforces federal anti-discrimination laws, including Title VII of the 1964 federal Civil Rights Act (codified as 42 U.S.C. § 2000e et seq.). An individual can file a complaint with the EEOC anytime within 300 days of the harassment. There is no cost to file a complaint with the EEOC. The EEOC will investigate the complaint and determine whether there is reasonable cause to believe that discrimination has occurred, at which point the EEOC will issue a Right to Sue letter permitting the individual to file a complaint in federal court.
The EEOC does not hold hearings or award relief but may take other action including pursuing cases in federal court on behalf of complaining parties. Federal courts may award remedies if discrimination is found to have occurred. In general, private employers must have at least 15 employees to come within the jurisdiction of the EEOC.
If an employee believes that they have been discriminated against at work, they can file a “Charge of Discrimination.” The EEOC has district, area and field offices where complaints can be filed. Contact the EEOC by calling (800) 669-4000 (800) 669-6820 (TTY), visiting their website at https://www.eeoc.gov/ or via email at info@eeoc.gov.
If an individual filed an administrative complaint with DHR, DHR will file the complaint with the EEOC to preserve the right to proceed in federal court.
Local Protections
Many localities enforce laws protecting individuals from sexual harassment and discrimination. An individual should contact the county, city or town in which they work to find out if such a law exists. For example, employees who work in New York City may file complaints of sexual harassment with the New York City Commission on Human Rights. Contact their main office at Law Enforcement Bureau of the NYC Commission on Human Rights, 22 Reade St, New York, NY 10007; call 311 or (212) 306-7450; or visit www.nyc.gov/html/cchr/html/home/home.shtml.
Contact the Local Police Department
If the harassment involves physical touching, coerced physical confinement or coerced sex acts, the conduct may constitute a crime. Those wishing to pursue criminal charges are encouraged to contact the local police department.
CONCLUSION
All covered individuals have the right to a workplace that is free from harassment and discrimination. This policy should be considered applicable to all protected classes under federal, state and local law.
Employees who have questions regarding this policy should contact the director.
WORKPLACE BULLYING
The purpose of this policy is to communicate to all employees and supervisors/managers, that Warsaw Public Library will not tolerate bullying behavior in the workplace.
BULLYING PROHIBITED
Warsaw Public Library defines bullying as repeated activity that is meant to diminish or disempower another individual and any use of aggressive, hostile, abusive, harassing or unreasonable conduct against another individual. It occurs when a person uses strength or influence to intimidate another, typically to force a desired act or result.
Bullying may be intentional or unintentional and may consist of threats, verbal conduct or any action intended to interfere with an individual’s work.
Bullying at work may take the form of actions that are:
- Threatening, aggressive or intimidating;
- Abusive, insulting or offensive;
- Cruel or vindictive; or
- Humiliating, degrading or demeaning.
It is the effect of the behavior on the individual that is of the utmost importance.
EXAMPLES
Warsaw Public Library considers the following types of behavior examples of bullying:
Verbal Bullying
Slandering, ridiculing or maligning a person or their family; persistent name calling that is hurtful, insulting or humiliating; using a person as the butt of jokes; abusive and offensive remarks.
Physical Bullying
Pushing, shoving, kicking, poking, tripping, assault or threat of physical assault, damage to a person’s work area or property.
Gesture Bullying
Nonverbal threatening gestures; glances that can convey threatening messages.
Exclusion
Socially or physically excluding or disregarding a person in work-related activities.
Electronic Bullying
Threatening, intimidating or offensive text messages, social media posts, etc.
The examples are not intended to be an exclusive list of the types of behavior that would be considered bullying.
ADDITIONAL INFORMATION
Employees who feel they have been bullied should contact their supervisor/manager. Reports of bullying will be investigated. Employees found in violation of this policy will be subject to disciplinary action, up to and including termination.
PREGNANCY ACCOMMODATIONS
The Warsaw Public Library will not discriminate against an employee or applicant with known physical or mental limitations related to the pregnancy, childbirth or pregnancy-related medical conditions who requests an accommodation due to pregnancy, childbirth and related conditions or who requests an accommodation due to pregnancy, childbirth or pregnancy-related medical conditions unless the accommodation would impose an undue hardship on the operation of the Warsaw Public Library.
REASONABLE ACCOMMODATIONS
Employees and applicants for employment may request a reasonable accommodation for pregnancy-related conditions, including, but not limited to, lactation. For purposes of this policy, a “pregnancy-related condition” is a medical condition related to pregnancy or childbirth that inhibits the exercise of a normal bodily function or is demonstrable by medically accepted clinical or laboratory diagnostic techniques but does not prevent the employee from performing their job functions in a reasonable manner, with or without a reasonable accommodation. Reasonable accommodations may include but are not limited to: providing an accessible worksite; acquiring or modifying equipment; job restructuring and modifying work schedules provided, however, that such actions do not impose an undue hardship on the business.
The Warsaw Public Library will provide a reasonable accommodation that would enable the employee or applicant to perform their job functions in a reasonable manner, unless the accommodation would impose an undue hardship on the Warsaw Public Library ‘s business operations.
REQUESTING A REASONABLE ACCOMMODATION
Employees or applicants who would like to request a reasonable accommodation under this policy should contact the director preferably specifying in writing what barriers or limitations prompted the request the director will evaluate the information provided regarding any reported or apparent barriers or limitations and will then communicate with the applicant or employee and engage in an interactive process to determine the nature of the limitation and what, if any, reasonable accommodation(s) may be appropriate. If, through this interactive process, the Warsaw Public Library identifies a reasonable accommodation that does not impose an undue hardship on the operation of the Warsaw Public Library ‘s, the Warsaw Public Library will make that accommodation.
Employees who wish to request time away from work to accommodate a limitation related to pregnancy, childbirth or a pregnancy-related medical condition should contact the director. However, the Warsaw Public Library will not require a qualified employee to take leave if another reasonable accommodation can be provided.
CERTIFICATION REQUIREMENTS
To the extent permitted by federal or state law, employees may be required to provide medical or other information that is necessary to verify the existence of the pregnancy-related condition or that is necessary for the Warsaw Public Library ‘s consideration of a reasonable accommodation. Such medical information will be kept confidential and disclosed only as permitted by law.
NO DISCRIMINATION AND NO RETALIATION
The Warsaw Public Library prohibits discrimination on the basis of pregnancy, childbirth or related medical conditions. The Warsaw Public Library also will not interfere with any individual’s rights under federal and state law or take any adverse action against a qualified applicant or employee because they request or use reasonable accommodations in accordance with this policy, report or oppose discrimination under federal or state law, or participate in a proceeding involving an alleged violation of federal or state law. Individuals who believe they have been subjected to, or believe that another individual has been subjected to, prohibited discrimination or retaliation should report it immediately to the director.
ADDITIONAL INFORMATION
Employees or applicants for employment who have questions about this policy or who wish to request a reasonable accommodation under this policy should contact the director. Employees who need reasonable break time to express breast milk for their child should consult the Warsaw Public Library ‘s Lactation Accommodation policy and the Policy on the Rights of Employees to Express Breast Milk in the Workplace which is available in this handbook.
LACTATION ACCOMMODATION
The Warsaw Public Library will provide a reasonable amount of break time for up to three years following the birth of a child to accommodate nursing employees desiring to express milk for their child.
LACTATION BREAKS
Nursing employees can elect to take time to express milk during their regularly scheduled meal and rest breaks. If the employee chooses a time to express milk that does not run concurrently with a scheduled break time, the lactation break time will be unpaid for non-exempt employees except where federal or state law may require otherwise. If additional lactation breaks are required or the break schedule needs to be modified from time to time, employees should work with the director regarding scheduling. A non-exempt employee can elect to work before or after their normal shift to make up the amount of time used during unpaid break time for expression of milk, so long as the additional time requested falls within the Warsaw Public Library ‘s normal work hours. However, non-exempt employees will not be required to make up any unpaid break time.
Unpaid breaks provided for the expression of milk must be at least 20 minutes. However, if the designated lactation room where such break will be taken is not close to an employee’s workstation, the provided break must be at least 30 minutes. Employees will be allowed to take longer or shorter unpaid breaks if needed. Because exempt employees receive their full salary during the weeks in which they work, all exempt employees who need lactation accommodation breaks do not need to report any extra break time as “unpaid.”
LACTATION ROOM
Employees who work onsite have the right to request a lactation room for the purpose of expressing milk. Employees will be informed as soon as practicable when a lactation room or location has been designated. The lactation room will be a well-lit, sanitary place, other than a restroom or toilet stall, that is shielded from view, free from intrusion and in reasonable proximity to the employee’s work area. The lactation room will include an electrical outlet, a chair, a working surface area on which to place a breast pump and other personal items, nearby access to running water and access to refrigeration for the purpose of storing the expressed milk. Please note that the Warsaw Public Library is not responsible for ensuring the safekeeping of expressed milk stored in any refrigerator on its premises. The employee is required to store all expressed milk in closed containers, regardless of the method of storage, and should remove such milk at the end of the workday.
REQUESTING USE OF THE LACTATION ROOM
To request use of a lactation room, employees should consult the director. The Warsaw Public Library will respond to the employee’s request within a reasonable amount of time, not to exceed five business days. Employees should contact the director with any follow-up inquiries.
A room identified for use as a lactation room may also be used for other purposes. However, an employee’s need of a room for lactation breaks will be prioritized, and during times when an employee is using the room as a lactation room, that will be its sole function. When two or more employees need to use the room for lactation purposes or in connection with other accommodations, they should contact and work together with the director to schedule room usage cooperatively and in a way that accommodates all affected employees. Employees who have questions or concerns related to lactation room scheduling conflicts can also contact the director.
EMPLOYEE’S RESPONSIBILITY
Employees are required to provide reasonable advance notice to the Library that they intend to take breaks for expressing milk upon returning to work following the birth of the child. If providing the requested lactation room will place an undue hardship on the Library‘s operations, the Library will engage in reasonable efforts to provide a private room or location, other than a restroom or toilet stall, that is in close proximity to the work area where an employee can express milk in private.
NO RETALIATION AND NO DISCRIMINATION
Employees who believe the Warsaw Public Library has failed to comply with the requirements of this policy and federal or state law should immediately notify the director. The Warsaw Public Library will not retaliate or discriminate against an employee because they exercise their rights under this policy or file a complaint or institute any proceeding under or related to New York State law or the federal Fair Labor Standards Act.
ADDITIONAL INFORMATION
Pursuant to New York State requirements, a Policy on the Rights of Employees to Express Milk in the Workplace that further explains your rights under New York State law will be provided at hire, annually after hire, and whenever an employee returns to work following the birth of a child and is available upon request.
REPRODUCTIVE HEALTH DECISIONS
Warsaw Public Library complies with state law regarding reproductive health decisions as outlined in this policy.
NON-DISCRIMINATION/ NO RETALIATION
The Library will not discriminate or retaliate against an employee because of the employee’s, or a dependent of the employee’s, reproductive health decision-making, including the use of particular drugs, devices or medical services. The Library also will not, without prior informed written consent, access personal information regarding the reproductive health decision-making of employees or their dependents and will not require an employee to sign any document or waiver denying that employee the right to make their own reproductive health decisions.
Employees subjected to unlawful discrimination or retaliation on the basis of reproductive health decision-making can bring an action in court and may be entitled to certain remedies, including monetary and injunctive relief.
ADDITIONAL INFORMATION
Employees who feel they have been subjected to discrimination or retaliation on the basis of their reproductive health decision-making, or that of a dependent, or to any other violation of this policy, should contact the Director.
RELIGIOUS ACCOMMODATION
Warsaw Public Library will provide reasonable accommodation for employees’ religious beliefs, observances and practices when a need for such accommodation is identified, and reasonable accommodation is possible.
RELIGIOUS ACCOMMODATION
A reasonable accommodation is one that eliminates the conflict between an employee’s religious beliefs, observances or practices and the employee’s job requirements, without causing undue hardship on the Warsaw Public Library ‘s operations.
The Warsaw Public Library has developed an accommodation process to assist employees and management through this process, by establishing a system of open communication between employees and the Warsaw Public Library to discuss conflicts between religion and work and to take action to provide reasonable accommodation for employees’ needs.
Any employee who perceives a conflict between job requirements and a religious belief, observance or practice should bring the conflict and their request for accommodation to the attention of director to initiate the accommodation process. The Warsaw Public Library asks that accommodation requests be made in writing, and in the case of schedule adjustments, as far in advance as possible.
INTERACTIVE DIALOGUE
Once the employee has submitted their request for an accommodation, Warsaw Public Library will evaluate the request by meeting with the employee to discuss the request and propose a reasonable accommodation. The supervisor/manager will be responsible for implementing the accommodation. If the employee rejects the proposed accommodation, the employee may lodge an appeal pursuant to Warsaw Public Library ‘s Open Communication policy.
NO RETALIATION AND NO DISCRIMINATION
Warsaw Public Library will not retaliate or otherwise discriminate against an employee or applicant because they request an accommodation in accordance with this policy. Employees who have questions concerning this policy or feel they have been unreasonably denied an accommodation should contact the director.
CODE OF ETHICS
Code of Ethics of the American Library Association
As members of the American Library Association, we recognize the importance of codifying and making known to the profession and to the general public the ethical principles that guide the work of librarians, other professionals providing information services, library trustees and library staff. Ethical dilemmas occur when values are in conflict. The American Library Association Code of Ethics states the values to which we are committed, and embodies the ethical responsibilities of the profession in this changing information environment. We significantly influence or control the selection, organization, preservation, and dissemination of information. In a political system grounded in an informed citizenry, we are members of a profession explicitly committed to intellectual freedom and the freedom of access to information. We have a special obligation to ensure the free flow of information and ideas to present and future generations. The principles of this Code are expressed in broad statements to guide ethical decision-making. These statements provide a framework; they cannot and do not dictate conduct to cover particular situations.
I. 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.
II. We uphold the principles of intellectual freedom and resist all efforts to censor library resources.
III. 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.
IV. We respect intellectual property rights and advocate balance between the interests of information users and rights holders.
V. 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.
VI. We do not advance private interests at the expense of library users, colleagues, or our employing institutions.
VII. 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 provision of access to their information resources.
VIII. We strive for excellence in the profession by maintaining and enhancing our own knowledge and skills, by encouraging the professional development of coworkers, and by fostering the aspirations of potential members of the profession.
Adopted June 28, 1997, by the ALA Council; amended January 22, 2008
CODE OF ETHICS
Warsaw Public Library’s code of ethics is dependent upon our core values maintaining ethical standards and the personal integrity of every individual in our Library. Each employee of the Library is required to ensure that they and their family members do not improperly benefit personally from the employee’s position as an employee for the Library. For this reason, it is of paramount importance that we always conduct our day-to-day activities in an ethical and responsible manner.
CONFLICT OF INTEREST
While we acknowledge that employees may have pursuits separate from their work at the Library, employees must refrain from participating in any activity or business venture which could conflict with the interests of Warsaw Public Library and their job duties and responsibilities with Warsaw Public Library. Specifically, employees may not accept personal payment or other benefits from any supplier, vendor or customers/clients of the Library, nor should they take any action as a representative of the Library for personal gain. Employees also may not accept a second job with a customer/client, competitor, supplier or vendor of the Library where there is an actual or perceived conflict
In working at Warsaw Public Library, employees may learn things about our Library and our customers’/clients’ operations which are proprietary or confidential, and the Library has a legitimate and substantial business interest in maintaining the confidentiality of such information. Every employee of the Library has a professional and ethical responsibility to treat this information as privileged and to ensure such information is not improperly or accidentally disclosed. Except as required in the performance of their duties for the Library, employees may not use or disclose any proprietary information such as [strategic and business or operational plans, pricing lists, sales and profit data, funding sources, marketing strategies, database systems, technology, trade secrets, customers’/clients’ supplier or vendor lists, and/or customers’/clients’ supplier or vendor contracts] to anyone who does not work for us or have a need to know the information.
Additionally, employees who have the following information by virtue of the performance of their job responsibilities should not disclose such information for any reason, except as required to complete job duties, without the permission of the employee at issue: Social Security Numbers, dates of birth, driver’s license or resident identification numbers, financial accounts, credit or debit card numbers, and security and access codes or passwords that would permit access to medical, financial or other legally protected information.
Confidential information does not include information lawfully acquired by non-management employees about wages, hours or other terms and conditions of employment, if used by them for purposes protected by Section 7 of the National Labor Relations Act, such as joining or forming a union, engaging in collective bargaining or engaging in other concerted activity for their mutual aid or protection. Confidential Information also does not include conduct that was, or that an employee reasonably believes to be illegal; conduct that is recognized as against a clear mandate of public policy; or the existence of a non-confidential settlement involving any such conduct.
Upon termination of employment, employees must return and not retain any duplicates of all Library property and all copies of documents, notes, flash drives and other repositories containing proprietary or confidential information such as [pricing lists, invoices, marketing methods, database systems, financial information, employee lists] and all other information that is not general public knowledge relating to Library, except as otherwise required to retain pursuant to a legal hold notice.
RECEIVING AND GIVING GIFTS
Employees should avoid situations that could create an actual or perceived conflict of interest, or that could otherwise hinder an employee’s ability to perform their job in an honest and ethical manner. To this end, employees may not accept or give substantial gifts, favors or excessive business entertainment from customers/clients, suppliers or vendors. A gift, favor or entertainment is considered substantial or excessive if it might influence an employee’s business relationship with the donor. [Option 1: Generally, substantial gifts or favors are defined as having a value of $30 or more and should be reported to the director.
EMPLOYEE’S RESPONSIBILITY
Employees are responsible for promptly reporting any violation or suspected violation of these guidelines on conflicts of interest, proprietary information or gift giving and receiving or any violation or suspected violation of any other Library policy to the director or any other member of management.
NO RETALIATION
The Library protects those employees from retaliation who in good faith report possible inappropriate, unprofessional, illegal or unethical actions. Any employee who believes they have been retaliated against in violation of this policy should notify the director immediately. Individuals who engage in any retaliation in contravention of this policy are subject to disciplinary action in accordance with the Library’s Standards of Conduct policy.
Violations of this policy are subject to disciplinary action, up to and including termination of employment and, if applicable, legal action.
Employees should meet with their supervisor/manager if they have questions regarding the application of this policy.
WHISTLEBLOWER PROTECTION
Warsaw Public Library strives to protect its employees, business, and community as best as possible. As a matter of policy and practice, as well as in compliance with various laws, we offer employees whistleblower protection when they report certain activities or make a complaint to management about a specific situation or occurrence in the workplace that may be unsafe, illegal, abusive, or fraudulent. The complaint will be taken seriously and investigated to the fullest extent possible. Employees who make complaints of this nature will be protected from retaliation.
MAKING A COMPLAINT
If an employee reasonably believes that a workplace activity or situation is unsafe, illegal, abusive, or fraudulent, they should bring the problem to the attention of the Director. Warsaw Public Library will, if appropriate, conduct a prompt and thorough investigation of the situation. Employees may report problems anonymously but should be aware that this may hamper Warsaw Public Library’s ability to obtain further details, ask follow-up questions and/or otherwise conduct a complete, thorough investigation.
Problems that are covered by other Warsaw Public Library complaint procedures (e.g., employment discrimination, harassment) should be reported in the manner and to the individual(s) set out in those specific procedures and not under this policy.
NO RETALIATION
Employees who make a complaint in good faith will not be retaliated against or penalized in any manner. The employee’s identity, if made known to Warsaw Public Library, will be protected by Warsaw Public Library to the greatest extent possible, consistent with applicable law and the need to investigate and remedy the situation. Any employee who believes they have been retaliated against in violation of this policy should notify the Director immediately.
EMPLOYMENT ELIGIBILITY&WORK AUTHORIZATION
Warsaw Public Library is committed to employing only individuals who are authorized to work in the United States and who comply with applicable immigration and employment law.
EMPLOYMENT ELIGIBILITY AND WORK AUTHORIZATION
As a condition of employment, every individual must provide satisfactory evidence of their identity and legal authority to work in the United States within three business days of commencing employment. If the employee cannot verify their right to work in the United States within three business days of employment, the Library will be required to terminate employment immediately.
Our Library offers a flexible work schedule to assist in balancing work and family life. Supervisorswill discuss the flexible work schedule policy with employees. Once an employee has established their work schedule, it cannot be changed without the supervisor’s approval.
PAY PRACTICES
Warsaw Public Library is committed to a policy of fair and equitable compensation for all employees.
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WAGE AND SALARY PROGRAM
Wage rates are assigned to each job based on job requirements and the economic conditions of the Library and the marketplace, as well as each employee’s qualifications, skills and abilities. The Library endeavors to comply with all federal, state and local laws with respect to the payment of wages.
PAY INCREASES
Pay increases may be provided annually and/or when an employee demonstrates improvement or outstanding performance in their job. When reviewing pay increases, the Library considers budget, an employee’s individual work performance and other economic factors. All merit increases are provided at the sole discretion of the Library.
PAYDAY
Employees are paid Bi-Weekly on Friday. If payday falls on a holiday, employees will ordinarily be paid on the day before the holiday.
PAYROLL
Employees have the option of being compensated by check or direct deposit. The Director answers questions regarding compensation options.
GARNISHMENTS
A court may order the Library to garnish amounts directly from an employee’s paycheck. The Library is required to withhold the amount indicated in the garnishment from the employee’s paycheck in accordance with federal, state and local law.
OVERTIME IF APPLICABLE
When operating requirements cannot be met during regular work hours, employees may be scheduled to work overtime hours. When possible, advance notification of these mandatory assignments will be provided.
Non-exempt employees will be paid one and one-half times their regular rate of pay for all hours worked over 40 hours in a workweek.
For purposes of calculating overtime, the Library’s seven-day workweek begins on Sunday and ends on Saturday.
Paid time off, including holidays, PTO/vacation, sick leave or personal leave time are/are not counted as hours worked when calculating overtime. All overtime work must receive the supervisor’s prior authorization. Failure to work assigned overtime, orworking unauthorized overtime may result in disciplinary action, up to and including termination.
OUTSIDE WORK ACTIVITIES
Unless pre-approved by the Director non-exempt employees are prohibited from performing work activities during non-working hours. This includes, but is not limited to, accessing electronic communication through cell phones, text messages and emails for work-related purposes and performing preparatory work outside of regular work hours. Time spent accessing work-related electronic communication outside of regular work hours or performing any other work during non-working hours must be pre-approved by the supervisor. Any such time, regardless of whether it has been approved or not, must be recorded and reported as time worked on the employee’s timesheet/timecard.
OVERPAYMENTS
In the event an employee is overpaid due to a mathematical or clerical error, Warsaw Public Library will proceed to recoup the overpayment via wage deductions in accordance with the New York State Labor Law. Employees who become aware of an overpayment must notify the Director immediately. For more information, employees should contact the Director.
POLICY FOR DEDUCTIONS FROM WAGES
Employee pay stubs itemize deductions made from gross earnings. The Library is required by law to make deductions for Social Security, federal income tax and any other appropriate taxes. These required deductions may also include any court-ordered garnishments. Pay stubs also itemize any voluntary deductions such as an employee’s portion of retirement, [1] to the extent applicable. If applicable, pay stubs will also differentiate between regular and overtime pay received.
It is our policy to comply with the salary basis requirements of the Fair Labor Standards Act (FLSA) and applicable state law. In turn, supervisors are prohibited from making any improper deductions from the salaries of exempt employees or from the wages of any employee that are not consistent with federal and state wage and hour laws.
PERMITTED DEDUCTIONS FROM EXEMPT EMPLOYEE’S PAY
Employees who are classified as exempt must record absences from work for reasons such as PTO/vacation or sick leave.
Exempt employees are paid on a salary basis. This means the employee regularly receives a predetermined amount of compensation each pay period, which cannot be reduced because of variations in the quality or quantity of the employee’s work. In general, an exempt employee will receive their salary for any week in which the employee performs any work, regardless of the number of days or hours worked.
Under federal and state law, an exempt employee’s salary may be subject to certain deductions. For example, absent contrary state law requirements, an exempt employee’s salary can be reduced as either partial-day or full-day deductions for the following reasons:
- Full-day absences for personal reasons other than sickness or disability.
- Full-day absences for sickness or disability, if the employee has exhausted or is not yet eligible for paid time off under a bona fide policy or plan that provides compensation for salary lost due to illness.
- Full-day disciplinary suspensions for infractions of written policies and procedures.
- Penalties imposed in good faith for infractions of safety rules of major significance.
- Unpaid leave taken under the Family and Medical Leave Act (if applicable).
- To offset amounts received as jury and witness fees or military pay.
- The first or last week of employment when an employee works less than a full week.
Any full workweek in which an employee does not perform any work. In a workweek in which an exempt employee performs any work, the employee’s salary will not be reduced for any of the following reasons:
- Partial day absences.
- Absence on a scheduled workday in which the Library has decided to close the facility at which an employee is scheduled to work and has not designated an alternate work site.
- Absences for jury duty, attendance as a witness or military leave, except that the Library may offset the employee’s salary based on the received as jury or witness fees or military pay.
- Any other deductions prohibited by federal or state law.
Please note: It is not an improper deduction to reduce an employee’s accrued PTO/vacation, sick leave, or other forms of paid time off for full- or partial-day absences.
It is Library policy to comply with the salary basis requirements of the Fair Labor Standards Act (FLSA) and applicable state law. The Library prohibits any deductions from pay that violate the FLSA or applicable state law.
REPORTING IMPROPER DEDUCTIONS OR OTHER ERRORS
Employees should immediately contact the Director with questions about deductions or to report improper deductions and/or errors. Employees will not be retaliated against for making a complaint.
Reports of improper deductions or other errors will be promptly investigated. If it is determined that an improper deduction or other error has occurred, the employee will be promptly reimbursed.
It is our policy and practice to accurately compensate employees and to do so in compliance with all applicable federal and state laws. To ensure accurate pay and proper deductions for all time worked, employees must correctly record all work time. Additionally, employees should promptly review their paychecks to identify and report all errors.
Time Sheets
All employees are responsible for completing their time sheets for hours worked by the end of the pay period. All time sheets will be signed by the employee and director. Director’s time sheet will be signed by a board member. Employees are paid on a bi-weekly basis. Checks and/or direct deposit will be received on Fridays.
NYS Deferred Compensation Plan
The NYS Deferred Compensation Plan is a fringe benefit available to all staff members who are eligible and wish to set up an account. Employees may familiarize themselves with it through the introductory packet of information they will receive.
Unemployment Insurance
Employees are covered by New York State Unemployment Insurance.
New York State Retirement
Membership in the New York State Employee Retirement System is a fringe benefit available to all staff members who are eligible and wish to apply for it. Those who enter the system may familiarize themselves with it through the introductory packet of information they will receive.
Part-Time Staff Sick Leave
Part-time staff may take unpaid sick leave and must notify the Director or staff in charge of their absence due to illness. Staff should write all anticipated shift switches in the front desk calendar book. Suspected abuse of unpaid sick leave time may result in the requirement of a doctor’s certification of illness. Abuse of sick leave time may be suspected when a pattern of sick days taken develops and may result in a disciplinary notice, notation in employee evaluation or in dismissal.
Conferences and Professional Development
Staff may travel to and from Pioneer Library System sponsored meetings and workshops, as well as continuing education opportunities and regional and national conferences within the budget approved.
TRAVEL/EXPENSE REIMBURSEMENT
Employees will be reimbursed for pre-authorized expenses, such as: Library-related travel mileage, lodging expenses, airfare, meals, or other business expenses incurred on behalf of Warsaw Public Library. Reimbursement of non-standard expenses (including the purchase of alcoholic beverages) incurred on business trips/Conference is within the sole discretion of the Library.
Employees will be reimbursed for their mileage at the current IRS approved rate per mile to employees using a personal vehicle.
If more than one Warsaw Public Library staff person is traveling, only one person will be reimbursed, therefore it is preferable to car-pool.
In addition to obtaining pre-approval, the employee must complete a voucher, attach any receipts, and submit to the Director or Board of Trustees.
Abuse of this policy, including falsifying expense reports to reflect costs not incurred by the employee, may result in disciplinary action, up to and including termination of employment.
WORKING REMOTELY POLICY
PURPOSE
The Warsaw Public Library has adopted this Working Remotely Policy to make provisions for staff to work remotely.
The primary goals of Warsaw Public Library’s Working Remotely Policy are to establish:
● The eligibility of staff to work remotely
● The responsibilities of the staff, library, and Director
● An inclusive work environment that allows all employees to make a meaningful
contribution to the library.
The Working Remotely Policy is designed to ensure an efficient workplace and employee productivity during various situations, planned and unplanned, including long term library closures.
ELIGIBILITY
Staff members may work remotely/from home under the following guidelines:
● The employee position must be conducive to working remotely
● All remote work requests must be approved by the Director
● The staff member must be able to demonstrate their ability to complete essential job
duties while working remotely
● Remote working hours must comply with the staff member’s regular working schedule
● Staff members must be available to the library by email, chat, and/or phone within a
reasonable amount of time
● Staff members are responsible for providing the necessary technology and equipment to facilitate their work remotely
Staff members will not be reimbursed for phone calls, Internet access, equipment, or other expenses incurred.
HOLIDAYS CLOSED (UPDATED ANNUALLY)
LIBRARY CLOSINGS
Procedures for emergency library closings and holidays observed can be found in your copy of the Warsaw Public Library General Policy. All staff will be paid for any scheduled workweek time missed due to an emergency closing if they were regularly scheduled to work during the time of the closure. Staff will be notified of emergency closings by telephone. Emergency closings will be at the discretion of the Library Director. Children’s Specialist, and Librarian.
ATTENDANCE
Each employee’s position and the work that they do at Warsaw Public Library is important. It is essential that employees be at work on time for us to serve our patrons and run our Library in an efficient manner.
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PUNCTUALITY
Although individual schedules may vary, employees should be at their work area on time, ready to work. Punctuality is important. Consistent, unexcused tardiness, as determined by the Library, is considered a performance issue and is subject to disciplinary action, up to and including termination of employment.
An employee who is going to be late or absent from work must contact the director, or their designee is unavailable before their scheduled start time or as soon as is practicable under the circumstance.
OPEN COMMUNICATION
Our Library is committed to the principle of open communication between employees and their supervisor concerning any aspect of the employment relationship.
WORKING TOGETHER, WE CAN FIND A SOLUTION TO ANY PROBLEM
In every Library there are honest differences of opinion about working conditions, discipline, policies. and other work-related matters. Employees should not keep concerns to themselves and are encouraged to communicate their issues to management via the steps outlined below. Problems that are unknown cannot be solved. If an employee has a work-related complaint, concern. or problem of any kind, we will welcome the opportunity to discuss it with the employee and resolve it.
FIRST STEP
Employees who have a problem, complaint, question. or suggestion about any aspect of our Library are encouraged to discuss the issue with their immediate supervisor. We hope that most matters can be satisfactorily resolved by such discussions.
Employees who are not satisfied with the outcome of this first step or are not comfortable raising a particular issue with their supervisor, are welcome to discuss the situation with the Director. They will meet with the employee and/or their supervisor and attempt to reach a satisfactory solution.
Employees who are not satisfied with the outcome of the second step or are not comfortable raising a particular issue with the Director, are encouraged to discuss the situation with the Board President. They will review the situation in its entirety, meet with the employee and attempt to reach a satisfactory solution.
If for any reason an employee does not feel comfortable speaking with their supervisor or the designated management assigned in any step of this policy, the employee should feel free to discuss their concerns with any other member of management with whom the employee feels comfortable.
NO RETALIATION
Employees will not be retaliated against in any way for raising concerns, asking questions or for making suggestions.
SOLICITATION & DISTRIBUTION
In order to prevent disruptions in the operations of our Warsaw Public Library’s solicitation and distribution of advertising material, handbills or other literature during the working time of the employee soliciting or the employee being solicited, or in working areas, is restricted as described below.
SOLICITATION DEFINED
Employees may not solicit or distribute non-work-related literature to another employee for any purpose when either the person doing the soliciting, or the person being solicited is on working time. For purposes of this policy, working time refers to that portion of any working day in which the employee is actually working or scheduled to work. It does not include such times as lunch or break time or before or after work. Employees who are on non-working time still may not solicit or distribute non-work-related literature to another employee who is on working time.
Employees may not distribute non-work-related literature to another employee for any purpose in the working areas of our Library. “Working areas” do not include areas such as, but not limited to, the cafeteria, parking lot or break rooms.
Individuals who are not employed at our Library may not distribute literature, nor solicit employees or visitors at any time on our Library’s grounds or inside our offices.
Only governmental notices required to be posted due to federal or state regulations may be posted on Library property.
STANDARDS OF CONDUCT
To ensure safety and security and provide the best possible work environment, we expect employees to follow basic, common-sense rules of conduct that will protect everyone’s interests and safety.
INITIAL DISCUSSIONS
Before taking corrective action, the supervisor will meet with the employee to explain why the need for corrective action is warranted.
It is not possible to list all forms of behavior that are considered unacceptable in the workplace, but the following are examples of infractions that may result in disciplinary action, including suspension, demotion, or termination of employment:
- Falsification of employment records, employment information or other records;
- Recording the work time of another employee, allowing any employee to record another employee’s work time, or allowing falsification of any timesheet/record;
- Theft or the deliberate or careless damage of any Library property or the property of any employee or patron;
- Use of Library materials, supplies, or tools for personal reasons without advanced permission from the Director;
- Abuse of the Library’s electronic resources, including sending personal emails during working time or in a manner that interferes with the employee’s work performance;
- Possessing, distributing, selling, transferring, using or being under the influence of alcohol or illegal drugs in the workplace;
- Provoking a physical fight or engaging in physical fighting during working hours or on premises owned or occupied by the Library;
- Carrying firearms, weapons or dangerous substances at any time, on premises owned or occupied by the Library, unless state law provides otherwise;
- Using abusive, violent, threatening or vulgar language at any time during working hours or while on premises owned or occupied by the Library;
- Failing to obtain permission to leave work during normal working hours;
- Failing to observe working schedules, including meal and rest breaks;
- Working overtime without authorization or refusing to work assigned hours;
- Violating any safety, health or security policy, rule or procedure of the Library; and
- Committing a fraudulent act or intentional breach of trust under any circumstances.
- Although no formal dress code exists, employees are asked to wear clothing that is appropriate for their position and the work that they do.
- Clothing should be neat, clean, in good taste and not constitute a safety hazard.
CORRECTIVE ACTION
Depending upon the severity of the matter, disciplinary measures may include counseling, verbal warning, written warning, suspension, demotion, transfer, or termination. The Library will determine the appropriate corrective action and does not guarantee that one form of action will necessarily precede another.
AT-WILL EMPLOYMENT
Although employment may be terminated at-will by either the employee or the Library at any time, without following any formal system of discipline or warning, we may exercise discretion to utilize forms of discipline that are less severe than termination. Examples of less severe forms of discipline include verbal warnings, written warnings, performance improvement plans, demotions, and suspensions.
Although one or more of these forms of discipline may be taken, no formal order or procedures are necessary. The Library reserves the right to determine which type of disciplinary action to issue in response to any type of performance issue or rule violation.
This statement of prohibited conduct does not alter or limit the policy of at-will employment. Either the employee or the Library may terminate the employment relationship at any time for any reason, with or without cause, and with or without notice.
As previously set forth in this Employee Handbook, only the Director and Board Trustees or their authorized representative have the authority to enter into an employment agreement that alters the at-will employment relationship, and any such agreement must be in writing and signed by only the Director and Board Trustees or their authorized representative.
HOLIDAYS
Observed holidays are determined annually by the board.
Time off for observance of holidays is paid for eligible employees/ Director, Children’s Specialist, and Librarian
HOLIDAY PAY
Holiday pay is calculated based on the employee’s straight time pay rate (as of the date of the holiday), equivalent to the number of hours the employee would have otherwise worked on that day.
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TIME OFF FOR CANCER SCREENING
In accordance with Civil Service Law Sections 159-b, the Library provides paid time off for employees to be screened for cancer. Employees are eligible to receive up to four hours of paid time off for cancer screening, per calendar year.
ELIGIBILITY
Upon hire, all employees are eligible to receive paid time off to be screened for cancer.
ADDITIONAL INFORMATION
Any questions regarding this policy should be directed to the Director.
JURY DUTY & COURT ATTENDANCE
Our Library considers service on a jury to be an important civic duty.
JURY DUTY
Upon verification of court service, the Director and all staff members will receive their regular pay less any other possible Court compensation for absences due to jury duty.
Employees must submit a copy of the Jury Duty Attendance Certificate to their supervisor indicating the dates served. Employees must ask the court to provide a copy of the attendance certificate when their jury duty is complete.
In fairness to the Library, employees are expected to return to work if they are excused from jury duty during their regular working hours.
Employees who are subpoenaed to appear in court as a witness in a criminal proceeding will be granted unpaid time off for their attendance.
CRIME VICTIM LEAVE
Our Library provides employees with time away from work if they are a victim of a crime or to participate as a witness of a crime.
ELIGIBILITY
Eligible employees who are the victim of a crime or subpoenaed to attend a criminal proceeding as a witness, may take time off from work to (1) testify in a criminal proceeding (including time off to consult with the district attorney); (2) give a statement at a sentencing proceeding; (3) give a victim impact statement at a pre-sentencing proceeding; or (4) give a statement at a parole board hearing.
Employees are eligible for time off under this policy if they are:
- The victim of the crime at issue in the proceedings;
- The victim’s next of kin, if the victim is deceased as a result of the offense;
- The victim’s representative (a person who represents or stands in the place of another person, including an agent, attorney, guardian, conservator, executor, heir, or parent of a minor);
- A good Samaritan (someone who acts in good faith to: (1) apprehend a person who has committed a crime in their presence; (2) prevent a crime or an attempted crime from occurring; or (3) aid a law enforcement officer in effecting an arrest); or
- Pursuing an application or the enforcement of an order of protection as provided under relevant law.
CRIME VICTIM LEAVE PAY
Time off under this policy is unpaid except that exempt employees will not incur any reduction in pay for a partial week’s absence for leave under this policy. However, the employee may supplement time off with paid PTO/vacation, sick leave or personal leave.
DOCUMENTATION
Employees must notify the Director of the need to take a leave under this policy no later than the day before the absence. In addition, employees must provide the Director with verification of their service upon request.
TIME AWAY FROM WORK
In fairness to the Library, employees are expected to return to work if they are excused from proceedings during their regular working hours.
NO RETALIATION
The Library will not retaliate or tolerate retaliation against any employee who seeks or obtains leave under this policy.
DOMESTIC VIOLENCE VICTIM LEAVE
The Library will reasonably accommodate employees who are the victim of domestic violence with time off in compliance with the New York State Human Rights Law.
REASONABLE ACCOMMODATIONS
The Library will reasonably accommodate employees who are the victim of domestic violence and who need a reasonable amount of time off for the following reasons, unless providing such accommodation would result in an undue hardship:
- Seek medical attention for injuries caused by domestic violence, including for a child who is a victim of domestic violence, provided that the employee is not the perpetrator of the domestic violence against the child;
- Obtain services from a domestic violence shelter, program or rape crises center;
- Obtain psychological counseling related to domestic violence incidents, including for a child who is a victim of domestic violence, provided that the employee is not the perpetrator of the domestic violence against the child;
- Participate in safety planning or other actions to increase safety from future incidents of domestic violence, including temporary or permanent relocation; or
- Obtain legal services, assist in the prosecution of an offense, or appear in court in relation to an incident of domestic violence.
EMPLOYEE’S RESPONSIBILITY
Employees must give the Library reasonable advance notice of their intention to take leave for this purpose unless such advance notice is not feasible. An employee who cannot give reasonable advance notice must provide certification supporting the need for leave within a reasonable time after the absence.
Acceptable forms of certification include:
- A police report indicating the employee or the employee’s child is a victim of domestic violence;
- A court order protecting or separating the employee or their child from the perpetrator of domestic violence;
- Other evidence from the court or prosecuting attorney that the employee appeared in court; or
- Documentation from a medical professional, domestic violence advocate, health care provider or counselor that the employee or their child was undergoing counseling or treatment for physical or mental injuries or abuse resulting from an act of domestic violence.
When taking leave under this policy, an employee must use any available paid leave, including Library-provided paid time off, such as PTO/vacation, sick leave or personal leave. Otherwise, leave will be unpaid. During the leave, the Library will maintain any health insurance coverage being provided in the same manner as if the employee had not taken leave.
CONFIDENTIALITY
Except as otherwise required by law, the Library will maintain the confidentiality of any information regarding an employee’s status as a victim of domestic violence.
NO RETALIATION
The Library will not discriminate or retaliate against an employee because the employee is a victim of domestic violence or requests leave in accordance with this policy.
MILITARY LEAVE FOR PUBLIC EMPLOYERS
The Warsaw Public Library recognizes the obligation of those employees serving in any branch of the military or other uniformed services of the United States. Employment status within the Library is protected by the Uniformed Services Employment and Reemployment Rights Act of 1994 (“USERRA”) and applicable state military leave provisions.
ELIGIBILITY FOR LEAVE
The Warsaw Public Library provides military leaves of absence to employees who serve in the uniformed services as required by USERRA and applicable state laws.
The uniformed services are defined as the Army, Navy, Marine Corps, Air Force, Coast Guard, Army National Guard, Air National Guard, Commissioned Corps of the Public Health Service and any other category of persons designated by the President of the United States in time of war or national emergency. The uniformed services also include participants in the National Disaster Medical System when activated to provide assistance in response to a public health emergency, to be present for a short period of time when there is a risk of a public health emergency, or when they are participants in authorized training, and intermittent personnel who are appointed into Federal Emergency Management Agency (FEMA) service under the Stafford Act or to train for such service.
RESERVE MILITARY DUTY
Full time employees who are members of the United States Armed Forces and or State/County organized reserved units are provided with leave consistent with the provisions of New York State Military Law up to 22 workdays or 30 days in a calendar year, whichever is greater.
LEAVE AND REEMPLOYMENT
Employees who serve on active or reserve duty will be granted a leave of absence up to the maximum time required by law. The Library is committed to preserving the job rights of employees absent on military leave in accordance with law.
Eligible employees may take leave for uniformed service as defined under USERRA or ordered military duty as defined under state law.
PAY DURING LEAVE
The Library will grant leave with pay not exceeding a total of thirty days or twenty-two working days, whichever is greater, in any one calendar year and not exceeding thirty days or twenty-two working days, whichever is greater, in any one continuous period of such absence.
Military leave beyond the 22 workdays or 30 calendar days in a calendar year will be unpaid, however employees may choose to apply PTO/vacation /sick leave/personal leave benefits to their absence at any time during the leave.
In accordance with applicable state law, employees may keep all pay received for military service.
EMPLOYEE’S RESPONSIBILITY
Employees are expected to inform their supervisor/manager of their need for military or spousal leave as far in advance as possible, unless giving notice is impossible, unreasonable, or precluded by military necessity. Employees also must submit a copy of the military orders to the director.
Employees must also notify the director prior to returning to work. For service of less than 31 days, the service member must return at the beginning of the next regularly scheduled work period on the first full day after release from service, taking into account safe travel home plus an eight-hour rest period. If this is impossible or unreasonable, then as soon as possible. For service of more than 30 days but less than 181 days, the service member must submit an application for reemployment within 14 days of release from service. If this is impossible or unreasonable through no fault of the employee, then as soon as possible. For service of more than 180 days, an application for reemployment must be submitted within 90 days of release from service. Reporting or application deadlines are extended for up to two years for persons who are hospitalized or convalescing.
REEMPLOYMENT RIGHTS
Unless an exception applies (e.g., initial enlistments lasting more than five years, periodic National Guard and Reserve training duty, and involuntary active duty extensions and recalls), if the military leave is less than five (5) years, returning service-members are reemployed in the job that they would have attained had they not been absent for military service (the “escalator” principle), with the same seniority, status and pay, as well as other rights and benefits determined by seniority. The Company will make reasonable efforts (such as training or retraining) to enable returning service members to refresh or upgrade their skills to help them qualify for reemployment. The Company will explore alternative reemployment positions if the service member cannot qualify for the “escalator” position.
BENEFITS CONTINUATION
While on leave, employees will be treated as continuously employed and will not directly or indirectly suffer any loss or reduction of service time, seniority, PTO/vacation/sick leave/personal leave, holiday privileges or any other right or privilege. However, during leave PTO/vacation/sick leave/personal leave doesnot accrue during the period of military service.
RETIREMENT PLAN
Employees may continue to have deductions made from their salary or other compensation toward any pension or retirement system. If the amount to be contributed exceeds the amount of compensation the employee is entitled to during their absence the employee may elect to pay the additional amount.
VETERANS BENEFITS
Employees who are veterans are eligible for up to five days of paid leave per calendar year for any healthcare related services that are the result of their prior military service.
Veterans must provide a copy of their DD-214, certificate of release or discharge from active duty or other applicable department of defense documentation to the Director.
CONCURRENCE WITH OTHER LEAVES
Where applicable, this leave may run concurrently with any available Family and Medical Leave, or any other leave benefit that may be required by state law.
NO DISCRIMINATION AND NO RETALIATION
Any employee who believes they have been discriminated or retaliated against based on their past, present, or future participation in the uniformed services, request for military leave, complaint or participation in any investigation of a complaint of discrimination or retaliation based on a military leave request or service participation, or any other situation protected under this policy or applicable law should notify the director immediately.
VOLUNTEER FIREFIGHTER & AMBULANCE PERSONNEL LEAVE
Our Library recognizes the obligations that our employees who serve as volunteer firefighters and ambulance personnel may have in times of emergency.
ELIGIBILITY
Employees who are volunteer firefighters or ambulance personnel are permitted unpaid time off (unless payment is required by law) in the event that a State or local state of emergency has been declared by the Governor or a local government executive (such as a city mayor) and the employee’s duties as a volunteer are related to handling/resolving the declared emergency.
NOTIFICATION
Employees who request time off under the policy must notify the Director immediately after the need for the leave becomes known. If the Library grants an employee time off pursuant to this law, the employer may request the employee provide appropriate documentation from the head of the volunteer fire department or ambulance service certifying the period(s) of time that the employee spent responding to the declared emergency.
VOTING LEAVE
Our Library believes that all employees should have the opportunity to exercise their right to vote in elections.
TIME AWAY FROM WORK
Employees who do not have sufficient time to vote outside their working hours will be allowed the necessary time off to vote at the beginning or the end of their shift. Up to two hours will be paid time off. No time off will be allowed in any election where the polls are open at least four consecutive hours before or after the employee’s shift.
Employees must return to work immediately after voting if their shift has not ended.
Employees intending to take leave to vote must inform the Director not more than ten but at least two working days prior to Election Day. The employee’s supervisor will designate when the leave should be taken (e.g., at the beginning or end of the shift).
SOCIAL SECURITY
All employees are covered by this federal program, which is funded through payroll taxes known officially as the Federal Insurance Contributions Act (FICA) taxes.
BENEFITS
Social Security is an important benefit for employees and their families as it provides death, disability, and retirement benefits.
The cost of this coverage is determined by law. The rates are subject to change in accordance with legislated amendments by Congress. The required amount of an employee’s contribution will be deducted automatically from their paycheck.
ADDITIONAL INFORMATION
Questions regarding the Social Security program should be directed to the Social Security Administration, which has answers to many common questions on its website at www.ssa.gov. Questions regarding an individual’s FICA or other payroll tax deductions should be directed to the Director.
WORKERS’ COMPENSATION
Our Library carries a workers’ compensation insurance policy which covers all employees in the event that they are injured or become disabled due to occupational illness or injury while on the job.
BENEFITS
For employees who are injured while on the job or who develop an occupational illness, medical expenses, and loss of earnings up to the specified maximum normally will be covered by our workers’ compensation insurance policy. Compensation under this plan is based on a formula using the employee’s average weekly wages.
Benefits for lost earnings begin after the seventh day of disability. If disability continues beyond two weeks, the benefits will also be paid for the first week of disability. Payment of medical expenses begins on the first day of disability.
Employees are eligible for a Disability Leave. This leave runs concurrently with any leave benefit that may be required by state law. See the Disability Leave policy for more information.
The Library pays the entire premium for this insurance policy.
Reports of accidents or injuries, even if minor, must be filed within 24 hours with the supervisor or Director. Failure to receive medical treatment in a timely manner may result in serious complications and may jeopardize eligibility for medical benefits.
EMPLOYEE ASSISTANCE PROGRAM
On occasion, everyone has personal problems. Usually, these problems are resolved with the support of relatives and close friends. But sometimes, employees or members of their family may find that they would benefit from the assistance of a trained counselor. It is for this reason that Library Name provides an Employee Assistance Program (EAP) to employees and family members who may need help with personal or behavioral problems.
ELIGIBILITY
Our EAP is available to all employees and their family members.
BENEFITS
Through this program, confidential advice and short-term counseling are provided for any employee or member of an employee’s family who requests it or for an employee who is referred by the Director. Common problems addressed through counseling include alcoholism, drug abuse, financial difficulties, family tensions and conflicts with co-workers.
The privacy of employees and their family members is always protected. The Library is not informed when anyone seeks assistance, unless the individual so requests or the Library refers the employee to the program as a requirement of continued employment.
COST
Warsaw Public Library pays the full cost of the Employee Assistance Program. Employees are responsible for the cost of outside referrals.
ADDITIONAL INFORMATION
Employees can find information regarding our EAP on the intranet and/or Company bulletin boards. If it is a crisis situation, employees should call 911. If it is not a crisis situation, employees may contact 2-1-1 /LIFE LINE at 1-877-356-9211, by dialing 211 or by visiting http://211lifeline.org/. The 2-1-1 /LIFE LINE offers referrals for emergency
food, shelter, clothing, crisis counseling, substance abuse issues, employment, financial and legal issues and physical and mental health needs.
CONFLICT OF INTEREST POLICY
Article I
Purpose
The purpose of this conflict of interest policy (this “Policy”) is to protect the Warsaw Public Library’s (the “Library”) interest when it is contemplating entering into a transaction, agreement or other arrangement that might benefit the private interest of an officer, trustee or Key Employee (as such term is defined herein) of the Library or might result in a possible excess benefit transaction. This policy is intended to supplement but not replace any applicable state and federal laws governing conflict of interest applicable to nonprofit and charitable organizations.
Article II
Definitions
1. “Interested Person” means any trustee, officer or Key Employee who has a Financial Interest (as such term is defined below).
2. “Financial Interest” means, directly or indirectly, through business, investment, or family:
a. An ownership or investment interest in any entity with which the Library has a transaction or arrangement;
b. A compensation arrangement with any entity or individual with which the Library has a transaction or arrangement; or
c. A potential ownership or investment interest in, or compensation arrangement with, any entity or individual with which the Library is negotiating a transaction or arrangement.
3. “Key Employee” means any person who is in a position to exercise substantial influence over the affairs of the Library. The term Key Employee expressly includes the Director.
4. “Related Party” means any (a) any trustee, officer or Key Employee of the Library or any Affiliate of the Library, (b) any Relative of any trustee, officer or Key Employee of the Library or any Affiliate of the Library or (c) any entity in which any individual described in (a) or (b) above has a thirty-five percent (35%) or greater ownership or beneficial interest or, in the case of a partnership or professional corporation, a direct or indirect ownership interest in excess of five percent (5%).
5. “Related Party Transaction” means any transaction, agreement or any other arrangement in which a Related Party (as such term is defined herein) has a financial interest and in which the Library or any Affiliate of the Library is a participant.
6. “Relative” of an individual means his or her spouse, ancestors, brothers and sisters (whether whole or half-blood), children (whether natural or adopted), grandchildren, great-grandchildren and spouses of brothers, sisters, children, grandchildren and great-grandchildren and domestic partner.
7. “Affiliate” of the Library means any entity controlled by, in control of, or under common control with the Library.
Compensation includes direct and indirect remuneration as well as gifts or favors that are not insubstantial.
A Financial Interest is not necessarily a conflict of interest. Under Article III, Section 2, a person who has a Financial Interest may have a conflict of interest only if the Library’s board of trustees (the “Board”) or an authorized committee thereof decides that a conflict of interest exists.
Article III
Procedures
1. Duty to Disclose
In connection with any actual or possible conflict of interest, an Interested Person must disclose the existence of the Financial Interest and be given the opportunity to disclose all material facts to the Board and any authorized committee considering the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists
After disclosure of the Financial Interest and all material facts, and after any discussion with the Interested Person, he/she shall leave the Board or committee meeting while the determination of a conflict of interest is deliberated and voted upon. The remaining Board or committee members shall decide if a conflict of interest exists.
3. Procedures for Addressing the Conflict of Interest
a. An Interested Person may make a presentation at the Board or committee meeting, but after the presentation, he/she shall leave the meeting during the deliberation of, and the vote on, the transaction or arrangement involving the possible conflict of interest. The Interested Person shall not attempt to improperly influence the deliberation of or vote on the matter giving rise to the potential conflict of interest.
b. The chairperson of the Board or committee shall, if appropriate, appoint a disinterested person or committee to investigate alternatives to the proposed transaction or arrangement.
c. After exercising due diligence, the Board or committee shall determine whether the Library can obtain with reasonable efforts a more advantageous transaction or arrangement from a person or entity that would not give rise to a conflict of interest.
d. If a more advantageous transaction or arrangement is not reasonably possible under circumstances not producing a conflict of interest, the Board or committee shall determine by a majority vote of the disinterested trustees whether the transaction or arrangement is in the Library’s best interest, for its own benefit, and whether it is fair and reasonable. In conformity with the above determination it shall make its decision as to whether to enter into the transaction or arrangement.
4. Violations of the Conflicts of Interest Policy
a. If the Board or committee has reasonable cause to believe a person has failed to disclose an actual or possible conflict of interest, it shall inform the person of the basis for such belief and afford the person an opportunity to explain the alleged failure to disclose.
b. If, after hearing the person’s response and after making further investigation as warranted by the circumstances, the Board or committee determines the person has failed to disclose an actual or possible conflict of interest, it shall take appropriate disciplinary and corrective action.
Article IV
Records of Proceedings
The minutes of the Board and all committees with board delegated powers shall contain:
a. The names of the persons who disclosed or otherwise were found to have a Financial Interest in connection with an actual or possible conflict of interest, the nature of the Financial Interest, any action taken to determine whether a conflict of interest was present, and the Board’s or committee’s decision as to whether a conflict of interest in fact existed.
b. The names of the persons who were present for discussions and votes relating to the transaction or arrangement, the content of the discussion, including any alternatives to the proposed transaction or arrangement, and a record of any votes taken in connection with the proceedings.
Article V
Compensation
a. No member of the Board may receive direct compensation from the Library. A voting member of the Board who receives compensation from the Library for services, indirectly, is precluded from voting on matters pertaining to that member’s compensation. For purposes of this article, reimbursement of reasonable expenses incurred in performance of duties as a trustee is not compensation.
b. A voting member of any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library for services is precluded from voting on matters pertaining to that member’s compensation.
c. No voting member of the Board or any committee whose jurisdiction includes compensation matters and who receives compensation, directly or indirectly, from the Library, either individually or collectively, is prohibited from providing information to any committee regarding compensation.
Article VI
Annual Statements
1. Annual Statements
Each trustee, officer, and key employee shall annually sign a statement (the “Annual Statement”) which affirms such person:
a. Has received a copy of the Policy,
b. Has read and understands the Policy,
c. Has agreed to comply with the Policy,
d. Understands the Library is charitable and in order to maintain its tax exempt status it must engage primarily in activities which accomplish one or more of its tax-exempt purposes, and
e. Has set forth existing potential conflicts of interest.
A form of Annual Statement for use by the Library is attached as Appendix A.
2. Statement Required Prior to Initial Election of any Trustee
Each potential trustee of the Library shall be required to complete, sign and submit the Annual Statement to the Secretary of the Library prior to any initial election of such trustee to the Board.
Article VII
Periodic Reviews
To ensure the Library operates in a manner consistent with its charitable purposes and does not engage in activities that could jeopardize its tax-exempt status or are otherwise unlawful, periodic reviews shall be conducted. The periodic reviews shall, at a minimum, include the following subjects:
a. Whether compensation arrangements and benefits are reasonable, based on competent survey information, and the result of arm’s length bargaining.
b. Whether partnerships, joint ventures, or other arrangements conform to the Library’s written policies, are properly recorded, reflect reasonable investment or payments for goods and services, further charitable purposes and do not result in inurement, impermissible private benefit or in an excess benefit transaction.
Article VIII
Use of Outside Experts
When conducting the periodic reviews as provided for in Article VII, the Library may, but need not, use outside advisors. If outside experts are used, their use shall not relieve the Board of its responsibility for ensuring periodic reviews are conducted.
Article IX
Related Party Transactions
1.In General
The Library shall not enter into a Related Party Transaction (as such term is defined in Article II, Section 5 of this Policy) unless such transaction is determined by the Board to be fair, reasonable and in the Library’s best interest at the time of such determination. Any trustee, officer or Key Employee who has an interest in a Related Party Transaction shall disclose in good faith to the Board, or an authorized committee thereof, the material facts concerning such interest.
2.Procedure
Except as otherwise provided herein, the procedure for disclosing, addressing and documenting a Related Party Transaction shall be in accordance with the procedures set forth in Article III Section I, Article III Section 3 and Article IV of this Policy, respectively.
3. Extraordinary Related Party Transactions
With respect to any Related Party Transaction in which a Related Party has a substantial financial interest, the Board, or an authorized committee thereof, shall:
a. Prior to entering into the transaction, consider alternative transactions to the extent available;
b. Approve the transaction by not less than a majority vote of the Board or committee members present at the meeting; and
c. Contemporaneously document in writing the basis for the Board’s or authorized committee’s approval, including its consideration of any alternative transactions
Appendix A
CONFLICT OF INTEREST POLICY OF WARSAW PUBLIC LIBRARY
Annual Statements by Trustees, Officers and Key Employees
The undersigned, a trustee, potential trustee, officer and/or key employee of the Warsaw Public Library (the “Library”), affirms that:
a. I have received a copy of the Library’s Conflict of Interest Policy (the “Policy”);
b. I have read and understand the Policy;
c. I agree to comply with the Policy;
d. To the best of my knowledge, below is a list of every entity in which I am an officer, trustee, member, owner or employee and with which the Library has, or may have, a relationship:
○ NONE ______________________________________________
e. To the best of my knowledge, below is list of any transaction in which the Library is a participant and in which I might have a conflicting interest:
○NONE ______________________________________________
f. I understand the Library is charitable and in order to maintain its federal tax exemption it must engage primarily in activities which accomplish one or more of its tax-exempt purposes.
_________________________ ______________________
Signature Print Name Date______________________
THIS FORM MUST BE DIRECTED TO THE SECRETARY OF THE LIBRARY, WHO MUST PROVIDE A COPY TO THE LIBRARY’S AUDIT COMMITTEE, OR, IN THE ABSENCE OF AN AUDIT COMMITTEE, TO THE LIBRARY BOARD PRESIDENT
New York State General Municipal Law: Conflicts of Interest of Municipal Officers and Employees
§ 801. Conflicts of interest prohibited. Except as provided in section eight hundred two of this chapter,
(1) no municipal officer or employee shall have an interest in any contract with the municipality of which he is an officer or employee, when such officer or employee, individually or as a member of a board, has the power or duty to (a) negotiate, prepare, authorize or approve the contract or authorize or approve payment there under (b) audit bills or claims under the contract, or © appoint an officer or employee who has any of the powers or duties set forth above and (2) no chief fiscal officer, treasurer, or his deputy or employee, shall have an interest in a bank or trust company designated as a depository, paying agent, registration agent or for investment of funds of the municipality of which he is an officer or employee. The provisions of this section shall in no event be construed to preclude the payment of lawful compensation and necessary expenses of any municipal officer or employee in one or more positions of public employment, the holding of which is not prohibited by law.
§ 803. Disclosure of interest. 1. Any municipal officer or employee who has, will have, or later acquires an interest in or whose spouse has, will have, or later acquires an interest in any actual or proposed contract, purchase agreement, lease agreement or other agreement, including oral agreements, with the municipality of which he or she is an officer or employee, shall publicly disclose the nature and extent of such interest in writing to his or her immediate supervisor and to the governing body thereof as soon as he or she has knowledge of such actual or prospective interest. Such written disclosure shall be made part of and set forth in the official record of the proceedings of such body. 2. Notwithstanding the provisions of subdivision one of this section, disclosure shall not be required in the case of an interest in a contract described in subdivision two of section eight hundred two hereof.
§ 805. Violations. Any municipal officer or employee who willfully and knowingly violates the foregoing provisions of this article shall be guilty of a misdemeanor.
§ 805-a. Certain actions prohibited. 1. No municipal officer or employee shall: a. directly or indirectly, solicit any gift, or accept or receive any gift having a value of seventy-five dollars or more, whether in the form of money, service, loan, travel, entertainment, hospitality, thing or promise, or in any other form, under circumstances in which it could reasonably be inferred that the gift was intended to influence him, or could reasonably be expected to influence him, in the performance of his official duties or was intended as a reward for any official action on his part; b. disclose confidential information acquired by him in the course of his official duties or use such information to further his personal interests; c. receive, or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before any municipal agency of which he is an officer, member or employee or of any municipal agency over which he has jurisdiction or to which he has the power to appoint any member, officer or employee; or d. receive, or enter into any agreement, express or implied, for compensation for services to be rendered in relation to any matter before any agency of his municipality, whereby his compensation is to be dependent or contingent upon any action by such agency with respect to such matter, provided that this paragraph shall not prohibit the fixing at any time of fees based upon the reasonable value of the services rendered. 2. In addition to any penalty contained in any other provision of law, any person who shall knowingly and intentionally violate this section may be fined, suspended or removed from office or employment in the manner provided by law.
EMPLOYEE RIGHTS AND RESPONSIBILITIES UNDER THE FAMILY AND MEDICAL LEAVE ACT
Basic Leave Entitlement
FMLA requires covered employers to provide up to 12 weeks of unpaid, job-protected leave to eligible employees for the following reasons:
• For incapacity due to pregnancy, prenatal medical care or child birth;
• To care for the employee’s child after birth, or placement for adoption or foster care;
• To care for the employee’s spouse, son or daughter, or parent, who has a serious health condition; or
• For a serious health condition that makes the employee unable to perform the employee’s job.
Military Family Leave Entitlements
Eligible employees with a spouse, son, daughter, or parent on active duty or call to active duty status in the National Guard or Reserves in support of a contingency operation may use their 12-week leave entitlement to address certain qualifying exigencies. Qualifying exigencies may include attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, and attending post-deployment reintegration briefings.
FMLA also includes a special leave entitlement that permits eligible employees to take up to 26 weeks of leave to care for a covered servicemember during a single 12-month period. A covered servicemember is a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the servicemember medically unfit to perform his or her duties for which the servicemember is undergoing medical treatment, recuperation, or therapy; or is in outpatient status; or is on the temporary disability retired list.
Benefits and Protections
During FMLA leave, the employer must maintain the employee’s health coverage under any “group health plan” on the same terms as if the employee had continued to work. Upon return from FMLA leave, most employees must be restored to their original or equivalent positions with equivalent pay, benefits, and other employment terms.
Use of FMLA leave cannot result in the loss of any employment benefit that accrued prior to the start of an employee’s leave.
Eligibility Requirements
Employees are eligible if they have worked for a covered employer for at least one year, for 1,250 hours over the previous 12 months, and if at least 50 employees are employed by the employer within 75 miles.
Definition of Serious Health Condition
A serious health condition is an illness, injury, impairment, or physical or mental condition that involves either an overnight stay in a medical care facility, or continuing treatment by a health care provider for a condition that either prevents the employee from performing the functions of the employee’s job, or prevents the qualified family member from participating in school or other daily activities.
Subject to certain conditions, the continuing treatment requirement may be met by a period of incapacity of more than 3 consecutive calendar days combined with at least two visits to a health care provider or one visit and a regimen of continuing treatment, or incapacity due to pregnancy, or incapacity due to a chronic condition. Other conditions may meet the definition of continuing treatment.
Use of Leave
An employee does not need to use this leave entitlement in one block. Leave can be taken intermittently or on a reduced leave schedule when medically necessary. Employees must make reasonable efforts to schedule leave for planned medical treatment so as not to unduly disrupt the employer’s operations. Leave due to qualifying exigencies may also be taken on an intermittent basis.
Substitution of Paid Leave for Unpaid Leave
Employees may choose or employers may require use of accrued paid leave while taking FMLA leave. In order to use paid leave for FMLA leave, employees must comply with the employer’s normal paid leave policies.
Employee Responsibilities
Employees must provide 30 days advance notice of the need to take FMLA leave when the need is foreseeable. When 30 days notice is not possible, the employee must provide notice as soon as practicable and generally must comply with an employer’s normal call-in procedures.
Employees must provide sufficient information for the employer to determine if the leave may qualify for FMLA protection and the anticipated timing and duration of the leave. Sufficient information may include that the employee is unable to perform job functions, the family member is unable to perform daily activities, the need for hospitalization or continuing treatment by a health care provider, or circumstances supporting the need for military family leave. Employees also must inform the employer if the requested leave is for a reason for which FMLA leave was previously taken or certified. Employees also may be required to provide a certification and periodic recertification supporting the need for leave.
Employer Responsibilities
Covered employers must inform employees requesting leave whether they are eligible under FMLA. If they are, the notice must specify any additional information required as well as the employees’ rights and responsibilities. If they are not eligible, the employer must provide a reason for the ineligibility.
Covered employers must inform employees if leave will be designated as FMLA-protected and the amount of leave counted against the employee’s leave entitlement. If the employer determines that the leave is not FMLA-protected, the employer must notify the employee.
Unlawful Acts by Employers
FMLA makes it unlawful for any employer to:
• Interfere with, restrain, or deny the exercise of any right provided under FMLA;
• Discharge or discriminate against any person for opposing any practice made unlawful by FMLA or for involvement in any proceeding under or relating to FMLA.
Enforcement
An employee may file a complaint with the U.S. Department of Labor or may bring a private lawsuit against an employer.
FMLA does not affect any Federal or State law prohibiting discrimination, or supersede any State or local law or collective bargaining agreement which provides greater family or medical leave rights.
FMLA section 109 (29 U.S.C. § 2619) requires FMLA covered employers to post the text of this notice. Regulations 29 C.F.R. § 825.300(a) may require additional disclosures.
Employment Classifications & Job Descriptions
Employees of our Library are employed based on the classifications detailed below. Warsaw Public Library offers different employment classifications in order to meet staffing and business requirements and accommodate employee needs and schedule preferences.
FULL–TIME
Employees in this category are regularly scheduled to work at least 37.5 hours per week and receive benefits based on position, length of service and scheduled hours.
Employees in this category are regularly scheduled to work at least 4 hours but less than 37.5 hours per week and are eligible for certain benefits based on position, length of service and scheduled hours.
ON-CALL/PER DIEM/TIME AS REPORTED
Employees in this category have no regular work schedule and work on an “as needed” basis. These employees are eligible for statutory benefits only.
Under the Federal Fair Labor Standards Act (FLSA), all positions, regardless of employment classification, are classified as either exempt or non-exempt for overtime and minimum wage requirements based on the nature of the job duties and amount of wages.
Exempt Employees
The FLSA provides an exemption from both minimum wage and overtime pay for employees employed as executive, administrative, professional, outside sales and computer employees.
Non-Exempt Employees
Under the FLSA, non-exempt employees must be paid at least the federal minimum wage for all hours worked and overtime pay at one and one-half the regular rate of pay for all hours worked over 40 hours in a workweek.
LIBRARY CLERK
DISTINGUISHING FEATURES OF THE CLASS
Under direct supervision, an employee in this class performs clerical duties in a public library. The employee may assist library patrons in using the materials and equipment in a library or perform routine clerical duties in the library’s administration office. Detailed instructions and close supervision are received during training and on new assignments, but routine assignments are carried out independently and the incumbent is expected to use some initiative and judgment as experience is gained. Work is reviewed by a professional or clerical supervisor through direct observation and conferences. Does related work as required.
TYPICAL WORK ACTIVITIES
Checks materials in and out, collects and records fines and explains rules and procedures to library patrons at the library’s circulation desk; may set up desk and cash register;
Processes patron registrations and prepares library cards; processes reserve requests, assists in maintaining reserve files and notifies patrons by telephone when reserved materials become available;
Locates materials requested by patrons and assists them in operating audio and visual equipment;
Answers telephones, transfers calls and provides information to callers;
Enters book orders in computer system and files order forms; checks orders received and prepares book cards and labels;
Tallies numerical totals for record-keeping purposes; may prepare statistical and other reports.
Performs record-keeping duties in the library’s administration office.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good knowledge of the policies, procedures and equipment of a library; working knowledge of library terminology and business English; ability to understand and follow oral and written instructions; ability to make simple arithmetic calculations accurately and with reasonable speed; ability to establish and maintain effective working relationships with co-workers, library patrons and the general public; courtesy; physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS
Graduation from a standard senior high school or possession of a high school equivalency diploma.
LIBRARY ASSISTANT
DISTINGUISHING FEATURES OF THE CLASS
An employee in this class performs paraprofessional library work under the direct supervision of a professional staff member. Although some latitude for independent judgment may be permitted after training has been completed, supervision continues to be exercised by a professional supervisor. Does related work as required.
TYPICAL WORK ACTIVITIES
Assists professional librarians in their functions;
Prepares library exhibits and displays;
Explains to library patrons the use of electronic databases and internet access;
Explains to library patrons the arrangement of library materials on shelves;
Prepares drafts of memorandums and correspondence;
Supervises clerical and page personnel;
Performs rudimentary cataloging, classification and reference services under supervision of a professional superior;
May accept responsibility for a subject area and recommend titles for purchase and discard;
Conducts in house and outreach programs.
Performs tasks in accordance with specialized background and skills regarding modern library service principles, practices and procedures.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good command of verbal and written English; ability to acquire familiarity with the principles and procedures of library services; ability to analyze and organize data and prepare relevant correspondence for library use; ability to establish and maintain effective working relationships with associates and the general public; ability to understand and follow oral and written instructions; ability to supervise the work of others in a manner conducive to full performance and high morale; physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS
OPEN COMPETITIVE
Graduation from a college with federally-authorized accreditation or registration by New York State with a Bachelor’s Degree.
LIBRARY PAGE
Under immediate supervision, performs simple, routine and repetitive work keeping books on shelves in proper order. Processes new and returned books for shelving and circulation. The work may include occasional performance of minor clerical tasks and physical duties to support library programs. Detailed instructions and close supervision are received at the beginning of work and on new assignments. Work is reviewed for accuracy by supervisors through frequent observations of performance. Does related work as required.
TYPICAL WORK ACTIVITIES
Sorts and shelves books in proper order; straightens shelves and retrieves books from shelves;
Handles preliminary processing of new books for shelving;
Performs minor clerical tasks occasionally;
Performs occasional desk and reader services;
Clears tables and keeps library rooms in order;
Runs errands;
Distributes mail;
Assists in preparation of displays.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Good knowledge of the alphabet and elementary spelling; knowledge of simple number ordering; ability to accurately sort and file material, both alphabetically and numerically; ability to understand and follow simple oral and written instructions; ability to establish good human relations; physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS
There are no minimum qualifications.
LIBRARIAN 1
DUTIES OF POSITION:
This position involves responsibility for professional librarian duties. Incumbents are expected to learn the specific applications of professional librarianship by the performance of duties under the supervision of professional librarians in higher-level positions. Instructions may be issued at the beginning of each new assignment. Employees in this class are assigned work progressively more difficult as their experience in the field broadens. Supervision may be exercised over clerical personnel in particular tasks.
TYPICAL WORK ACTIVITIES:
Performs professional level librarian duties in cataloging, classification, reference and advisory services, public programs and/or liaison activities with community groups. Does related work as required.
MINIMUM QUALIFICATIONS:
Possession of a graduate library degree from a library school registered by the NYS Education Department, or from a library school program accredited by the American Library Association.
SPECIAL REQUIREMENT:
Possession of a current New York State Public Librarian’s Professional Certificate from the New York State Education Department.
LIBRARY DIRECTOR 1
Under the general direction of the Board of Library Trustees, an employee in this class administers a public library. The incumbent exercises direct or indirect supervision over all library employees, and oversees all library functions and activities, subject to the policies, standards and objectives determined by the Board of Trustees. The employee utilizes a high degree of initiative and independent judgment in the performance of these duties. Does related work as required.
TYPICAL WORK ACTIVITIES
Evaluates the effectiveness of library services in meeting the changing needs of the community;
Recommends changes in services, and plans the implementation of same;
Recommends and administers personnel policies and personnel actions;
Directs and supervises the expenditure of library funds;
Prepares budget estimates and proposals and submits them to the Board of Trustees;
Recommends and administers public relations programs, and represents the library at community and group meetings;
Supervises the maintenance and security of buildings and grounds; recommends needed repairs, alterations and new construction;
Attends professional meetings and keeps informed of developments in the field;
May revise and correct the work of professional and nonprofessional personnel;
May participate in the more difficult professional work of the library.
FULL PERFORMANCE KNOWLEDGES, SKILLS, ABILITIES AND PERSONAL CHARACTERISTICS
Thorough knowledge of library administrative practices; thorough knowledge of library materials and the techniques of library science; thorough knowledge of recent developments, current literature and sources of information in the field of library science; ability to plan and direct library activities which meet the needs of the community; ability to administer and coordinate the work of library personnel in a manner conducive to full performance and high morale; ability to participate effectively in the cultural and intellectual activities of the community; ability to express oneself clearly and concisely, both orally and in writing; ability to interpret and execute general instructions and policies from the Board of Trustees; initiative in making constructive suggestions and improving services and collections; good judgment; tact; physical condition commensurate with the demands of the position.
MINIMUM QUALIFICATIONS
OPEN COMPETITIVE
Possession of a valid New York State Public Librarian’s Professional Certificate, and four (4) years of experience in a public library as a professional librarian (professional experience is defined as experience gained after being awarded a Master’s Degree in Library Science (MLS), or a Master of Science in Information Science (MSIS) or a valid New York State Public Librarian’s Professional Certificate); at least three (3) years of this experience must have been at the level of Librarian II or higher; or a satisfactory equivalent encompassing service as a library department head or head of a small branch.
PROMOTIONAL
One (1) year of permanent competitive status as an Assistant Library Director.
NECESSARY SPECIAL REQUIREMENT
Appointees must maintain a valid New York State Public Librarian’s Professional Certificate throughout employment in this title.
WORKING HOURS
Scheduling and Payroll
Director Work Schedule {Salaried Position}
The Director works a full-time 37.5-hour 5-day workweek. The Director must notify the staff of his or her intended absence due to illness, vacation, personal time, bereavement time, conferences, and jury duty, and arrange for a replacement if necessary to keep the library fully staffed. The director is paid for closed Holidays. The Director will report to the board on extended leaves taken.
Children’s Specialist work schedule {Salaried Position}
The Children’s Specialist work schedule will be set by the director and consist of a 24- hour work week. Hours worked over 24 will be paid on an hourly basis, up to 40 hours, then overtime thereafter. The Children’s specialist is paid for closed Holidays.
Part Time Librarian I: {Hourly Position}
The Part Time Librarian work schedule will be set by the director and will be paid on an hourly basis, up to 40 hours, then overtime thereafter. The librarian 1 is paid for closed holidays.
NYS Deferred Compensation Plan
The NYS Deferred Compensation Plan is a fringe benefit available to all staff members who are eligible and wish to set up an account. Employees may familiarize themselves with it through the introductory packet of information they will receive.
New York State Retirement
Membership in the New York State Employee Retirement System is a fringe benefit available to all staff members who are eligible and wish to apply for it. Those who enter the system may familiarize themselves with it through the introductory packet of information they will receive.
Part-Time Staff Sick Leave
Part-time staff may take unpaid sick leave and must notify the Director or staff in charge of their absence due to illness. Staff should write all anticipated shift switches in the front desk calendar book. Suspected abuse of unpaid sick leave time may result in the requirement of a doctor’s certification of illness. Abuse of sick leave time may be suspected when a pattern of sick days taken develops and may result in a disciplinary notice, notation in employee evaluation or in dismissal.
Benefits for Director, Children’s Specialist, and Part Time Librarian I
Vacation
The Library Director, Children’s specialist. And Part Time Librarian I are eligible for paid vacation leave. All other staff may take unpaid time off and are encouraged to give notice of a planned absence at least a month in advance so that coverage for his or her scheduled hours can be arranged.
Director vacation time-7.5 hour days
4 Weeks (20 days)
Children’s Specialist vacation time-6 hour days
1st anniversary through 5th anniversary – 30 hours (5 days)
6th anniversary 9th anniversary – 60 hours (10 days)
10th anniversary and thereafter –90 hours (15 days)
Part Time Librarian I Vacation Time-6 hour days
5 days’ annual vacation with pay: 5, 6 hour days-30 hours
Accrual of 60 hrs. allowed.
The Director’s and Children’s Specialist’s vacation time may accrue up to, but not exceed 25 days, (187.5 hours for director and 150 hours for Children’s specialist). Upon resignation of employment, the Director and Children’s Specialist shall arrange his or her final date of employment to accommodate use of accrued vacation days, i.e. he or she will be paid for any unused vacation time that has been earned through his or her last day of work
Sick Time
The Director and Children’s Specialist are eligible for paid sick leave. The Director (7.5-hour day) and Children’s Specialist (6-hour day) are allowed one day a month of paid sick leave, which may accrue, not to exceed 120 days.
Part Time Librarian I Sick Time
Paid Sick Leave: 5 days of sick leave annually with pay (equivalent to5, 6 hour days-30 hours[D2] [D3] .) Does not accrue.
Bereavement
The Director, Children’s Specialist, and Librarian may take up to 3 days a year off for a death in his or her family to include: spouse, life partner, children, parents, siblings, father-in-law, mother-in-law, sister-in-law, brother-in-law, grandparents, stepparents, stepchildren and grandchildren. Additional time may be granted by discretion of the Director/Trustees.
Additional Benefits for Director
Leave of Absence
The Director may take an extended leave of absence without pay for up to six months for personal reasons or illness of his or herself or a family member with the permission of the Library Board of Trustees and sufficient notice. Vacation time shall be used up before unpaid leave of absence begins.
Medical Insurance
A stipend is provided in lieu of health insurance for the director.
Personal Time
The Director may take up to 3 days a year off for personal time. (22.5 hrs.)
This time does not accrue.
Part-Time Staff Schedules
The Director sets a tentative number of hours (up to 19) an employee works within a workweek. This number of hours may be adjustable if the employee:
- Needs to reduce work hours and other employees are willing to pick up hours.
- Wants to gain more hours and another employee wants to reduce their work hours.
- Accepts being chosen by the Director to work on a special project requiring more work hours in a given week.
- Fills in for another employee who is ill or on vacation.
Work schedules are to be determined by the Director. Staff is expected to work together in order to adequately cover the open hours of the library. A minimum of two staff members is required during open hours. Ultimately, the Director has the discretion to decide the total hours an employee is scheduled to work.
Part-time employees work as scheduled. Hours may vary from week to week. As per the New York State Labor Law, an employee who works a shift of more than six hours which extends over a meal period is required to take at least thirty minutes off unpaid within their scheduled shift.
Meal Break
Employees working at least a six-hour workday, which extends over the noon meal break (11 a.m. to 2 p.m.), are entitled to a 30-minute unpaid meal break to be taken between 11 a.m. and 2 p.m. If applicable,employees who start their workday before 11 a.m. and continue after 7 p.m. are entitled to a 30-minute unpaid noon meal break and an additional 20-minute break between 5 p.m. and 7 p.m.
SAFETY POLICIES
WORKPLACE MONITORING AND SURVEILLANCE CAMERA POLICY
The Warsaw Public Library strives to maintain a safe and secure environment for
its patrons and staff. Section 226 of the New York State Educational Law authorizes the Board of Trustees (“the Board”) to adopt regulations to ensure the safety of all Library staff and patrons, to protect the Library’s property, and to maintain order in the Library. Selected areas of the Library are equipped with video surveillance cameras for the
safety and security of the building, employees and patrons.
To this end the Board has purchased and installed video surveillance equipment for security, deterrence and identification, and has established policies regarding patron behavior.
Security Camera Locations
The Library understands that privacy is important to patrons and staff. This policy is in force to deter public endangerment, vandalism, theft, and mischief, and to identify those individuals involved in such activity for law enforcement purposes, while adhering to the Freedom of Information Act. Selected public areas of the Library are equipped with video cameras that detect and record all movement in those areas. Images may be used only for purposes set out in the policy.
Reasonable efforts are made to safeguard the privacy of Library patrons and staff. Cameras are positioned to record high traffic areas and areas with a pattern of security incidents, and will complement other measures to maintain a safe and secure environment in compliance with Library policies. Camera locations will not be changed or added without permission of the Director. Cameras will not be installed in locations where staff and patrons would have a reasonable expectation of privacy, such as restrooms; nor are they positioned to intentionally identify a person’s reading, viewing, or listening activities in the Library.
Disclosure of Surveillance
The public is notified via signage throughout the building that the Library is under video surveillance.
Access to Digital Images / Recordings
Live camera footage will not be available to the public for viewing at any time. Library staff and the Board have access to live footage and digital recordings. Only the Director and their designees have access to the administrative settings of the surveillance systems. Only the Director and other authorized employees, designated by the Director, shall be authorized to operate the video security system. Access to video records shall be limited to the Director and authorized employees, who will only access records during the course of their assigned duties.
Live footage will only be viewed in cases where Library staff cannot actively monitor the area(s) being recorded. Recordings are viewed only to investigate pre-defined occurrences.
USE AND DISCLOSURE OF VIDEO RECORDS
- Video records may be used to identify the person or persons responsible for or involved in violations of Library policies, practices and procedures, alleged illegal conduct on Library premises or actions considered disruptive to normal Library operations or damaging or harmful to the provision of Library Services.
- Video records may be used to assist law enforcement agencies in accordance with applicable state and federal law upon receipt of an enforceable legal process. Video records may be viewed by authorized employees when appropriate or, upon approval by the Director, to identify person(s) suspended from Library property and otherwise to maintain a safe, secure and appropriate environment.
Only the Director reserves the right to disclose surveillance camera images to law enforcement personnel voluntarily or upon request and only in accordance with the policies and conditions listed above. In no event – unless required by an enforceable legal process – shall any such records be released to the media, to patrons, or to other persons.
ACCIDENT REPORTING AND INVESTIGATION
Properly reporting accidents and/or unsafe conditions is the key to creating a safe workplace. Employees have both a right and responsibility to report work-related injuries and illnesses and unsafe working conditions.
Employees should also refer to the Workers’ Compensation policy for additional information.
PURPOSE
The purpose of accident reporting and investigation is to discover the cause(s) so proper action may be taken to prevent a recurrence. Every accident indicates that proper preventive action must be taken. Employees have both a right and responsibility to report accidents and work-related injuries and illnesses.
NO RETALIATION
Employees have the right to report unsafe conditions, accidents, and work-related injuries or illnesses without fear of reprisal. It is the policy of Warsaw Public Library that any employee or intern who makes a complaint regarding safety and/or reports a work-related injury will not be retaliated against in any way. Employees or interns who feel that they have been retaliated against for such activity should immediately contact the Director.
RESPONSIBILITIES
The Director is responsible for promptly investigating unsafe working conditions and accidents as soon as they are reported.
A good accident investigation will:
- Assist in determining the principal or underlying cause.
- Determine how to initiate significant corrective action.
The supervisor is required to fill out accident/injury investigation reports and report all accidents to the Director. The Director will fill out and distribute workers’ compensation reports and disability paperwork as needed. The Director is responsible for reviewing each accident/injury investigation report, and with the supervisor, determining the proper corrective action to take.
The Director is responsible for implementing identified corrective action(s).
The following procedure should be adhered to in the event that there is an accident and/or injury in the workplace:
- When an accident occurs, the supervisor will immediately take action to prevent further injury or damage.
- The Director will interview employee(s) and witnesses as soon after the accident as possible. A fact-finding approach will be maintained.
- The Director will determine causes of the injury, illness, or property damage.
- The Director will establish corrective action(s) for managing and rectifying the cause of the accident.
- The Director will ensure compliance with any reporting obligations (i.e., OSHA, Workers’ Compensation).
- The Director will ensure that all reports are recorded and retained. Accurate information must be available regarding the accident, the injury or damage which occurred, the corrective action identified and when the corrective action was implemented.
- The Director will conduct a periodic review of the accident investigation reports to identify the need for retraining, problem areas, operations that need attention or trends in frequency which indicate a need for added prevention activities and/or training.
GENERAL INVESTIGATION GUIDELINES
The investigative process will:
- Analyze the working conditions and/or incident to determine the cause or causes.
- Inspect the location and equipment involved.
- Inquire about similar incidents which have occurred.
- Review records.
- Interview those involved and witnesses.
- Create a plan of corrective actions to eliminate the causes.
- Assign responsibility for the corrective actions.
- Ensure the plan is carried out.
- Monitor effectiveness of the corrective action.
ALCOHOL & DRUG-FREE WORKPLACE
The Library strives to provide a safe environment for employees and others and to minimize the risk of accidents and injuries. Accordingly, each employee has a responsibility to co-workers and patrons to deliver services in a safe and conscientious manner. As a condition of employment with our Library, all employees are required to fully comply with the provisions of this policy.
DEFINITION OF CONTROLLED SUBSTANCES
“Controlled substances” are defined as those drugs listed in Schedules I through V of Section 202 of the Federal Controlled Substances Act, 21 U.S.C. 812 and include, but are not limited to: marijuana, cocaine (including “crack” and other cocaine derivatives), morphine, codeine, phenobarbital, heroin, amphetamines, and many barbiturates.
UNAUTHORIZED PRESENCE OF CONTROLLED SUBSTANCES AND/OR
The unauthorized or illegal use, sale, purchase, possession, distribution, dispensation, formulation, manufacture or transfer of controlled substances or alcohol on Library property or any location at which Library business is conducted, including Library vehicles and any private vehicle parked on Library premises or work sites, is strictly prohibited.
PRESCRIPTION AND OVER-THE-COUNTER DRUGS
This policy does not prohibit the possession and proper use of lawfully prescribed or over-the-counter drugs. However, an employee taking medication should consult with a healthcare professional or review dosing directions for information about the medication’s effect on the employee’s ability to work safely, and promptly disclose any work restrictions to the Director. Employees are not required to reveal the name of the medication or the underlying medical condition. The Library will evaluate and respond to this information on a case-by-case basis and consistent with its reasonable accommodation process. Consistent with applicable policies, the Library will maintain the confidentiality of the information provided.
The Library reserves the right to transfer, reassign, place on leave of absence or take other appropriate action regarding any employee during the time the employee uses medication that may affect their ability to perform safely. The Library will comply with all requirements pertaining to providing reasonable accommodations to the extent required by applicable law.
Any employee who cannot work safely and who does not advise the Library about warnings accompanying lawfully prescribed or obtained medications will be subject to disciplinary action up to and including possible termination of employment. An employee’s lack of knowledge concerning such warnings will not excuse a violation of this rule where an employee has failed to make the inquiries required by this policy.
For Cause Testing
If there is reasonable cause to indicate that an employee has consumed, or is
under the influence of controlled substances or alcohol at work, the employee
may be required to undergo testing. Refusal to consent to testing may result in
immediate termination.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
Warsaw Public Library provides an EAP for employees and their family members. Employees are encouraged to use the EAP whenever they feel the need to discuss personal issues. For employees who have difficulty handling drugs or alcohol, the EAP can provide information on treatment. The EAP is a confidential service.
VIOLATION OF POLICY
Violations of this policy will lead to disciplinary action, up to and including termination.
EMERGENCY EVACUATION
Warsaw Public Library is committed to ensuring employees understand their roles and responsibilities in the event of an emergency.
IN AN EMERGENCY
In the event of a fire or hazardous material emergency, the emergency fire alarm system should be activated by pulling one of the fire alarms. The source of a potential fire or hazardous material emergency should not be investigated. Any employee who suspects an emergency should report it immediately. In any emergency, reporting is the first essential step to protecting oneself and others.
When the emergency fire alarm system is activated, all employees and visitors are expected to evacuate the building by exiting in an orderly manner through the nearest exit.
When exiting, employees should not use elevators and should descend stairwells in an orderly manner. After exiting, employees should report to the area away from the building exits designated as the meeting location. Once employees arrive at the designated area, they should immediately report to the Director and remain at that location until accounted for and authorized to leave.
No reentry to the building will be permitted until an official all-clear notification is given.
EMPLOYEE’S RESPONSIBILITY
Employees should review this policy and the evacuation procedures and notify the Director if they believe they might require an accommodation or assistance in order to comply with these procedures in the event of an emergency.
ADDITIONAL INFORMATION
For additional information regarding the Library’s evacuation procedures employees should refer to the Emergency/Disaster Plan.
Emergency/Disaster Plan
Preparation
- Keep the Disaster Plan available in appropriate locations,
- The staff and director need to be aware of its location and contents.
- Review and update the plan regularly. (Names, addresses and telephone numbers of personnel, service providers and government offices.)
- Keep internal fire doors closed.
- Maintain fire alarms, fire extinguishers, first aid kits, etc.
- Keep access to exits, fire equipment, electrical panels and plumbing valves clear.
- Store valuable records/materials in fire/water proof areas.
- Keep storage cabinets doors/drawers closed when not in use.
- Maintain a disaster kit and update the emergency supply inventory as needed.
- It should include:
- First Aid Kit
- Rubber/latex gloves
- Flashlights
- Extra batteries
- Roll of plastic
- Tape (duct)
- Scissors
- Zip-Lock bags
- Snack Food and Water
1.Building Evacuation
The building should be evacuated whenever remaining in the building becomes dangerous or upon the request of governmental authorities.
- When evacuating persons with disabilities, ask how you can help before giving assistance. Ask how he or she can best be assisted or moved, and whether there are any special considerations or items that need to come with the person.
- Get the attention of a person with a hearing disability by touch and eye contact and clearly state the problem. Gesture and pointing are helpful, but be prepared to write a brief statement if the person does not seem to understand.
- Do not grasp a visually impaired person’s arm. Ask if he or she would like to hold onto your arm as you exit, especially if there is debris or a crowd.
2. Fire Emergency
At the first indication of smoke or flame, investigate the situation to determine the location and extent of the fire.
- Pull Nearest Fire Alarm (3 located inside at front door, side door, & fire exit door at back of building)
- Call 911 (Fire alarm is connected with local fire dept.)
- Evacuate the building, checking the restrooms and elevator.
- Elevator emergency door key and fire alarm box key are labeled and located in the back of the cash box.
- Close the doors and windows if it can be done safely
- Wait outside for the fire department
- Do not re-enter the building until the Fire Department says it is safe to return.
- Call the library director and Board President
3. Health Emergency
Staff member should exercise caution when administering first aid, even of a minor nature, because of the safety or the injured individual and the potential liability of the staff member. Without specialized training, it is not advisable for the staff to undertake more than keeping the sick of injured patron comfortable until medical help can arrive. Staff member should use their own judgment as to what action is prudent and reasonable. No medication; including aspirin, should ever be dispensed to the public.
- Call 911
- Call the library director/if unavailable, call board president
- Call parent/guardian it’s a minor
- Fill out an accident report
4. Snow Emergency
Closings are at the library director’s discretion or their designee. If he/she is unavailable, the staff should use their own judgment
5. Severe Storms
- Close all exterior doors and windows
- Shut down the computers
- Prepare for a power outage
6. Tornadoes
- Do not leave the building. Shut all exterior windows and doors it there is time.
- Go to the basement or an interior room.
- Prepare for a power outage
7. Flooding
- Shut off the water valves, sprinkler valve or the electric to the pump. (located and labeled in boiler room)
- Call the plumber
- Call the library director and board president
8. Bomb Threat
If by phone:
- Keep the caller on the line as long as possible.
- Ask: the call to repeat the message and try to write down every word he/she says. If the call does not indicate the location of the bomb, or the time of possible detonation, ask for this information.
- Pay attention to peculiar background noises, such as motors running, music, or any other sound that may indicate the location from which the call is originating. Listen closely to the voice (male /female), voice quality (calm/excited), accents, and speech impediments.
- Call 911
- Evacuate building
If in person:
- Evacuate building
- Call 911
9. Biohazard
- Leave the suspicious substance where it was found
- Do not take any action that might spread it to another area
- Call 911
- Evacuate the building
10. Infestation
- Leave the substance where it was found.
- Do not take any action that might spread it to another area
- Call 911
- Evacuate the building
11. Local/National Emergencies:
- Monitor the news and follow any instructions given
- Call the library director and or board president
- Evacuate the building or remain in a safe area of the building
Phone Numbers
Library Director: Lisa Gricius 585-993-0157
Town Board Liaison: Travis Jones 585-409-5536
Warsaw Town Hall: 585-786-2800
Town Supervisor: Rebecca Ryan 585-786-2523
Highway Dept. Town: 585-786-2427
Village Office: 585-786-2120
Highway Dept. Village: 585-786-2120
Police: (911) 585-786-2000
Fire: (911) 585-786-2468
Insurance Company: Harts 585-237-2126
Plumbing, Heating & Air: Harding’s 585 237-5561 After Hours Number 585- 857-3374
Pest Control:
Electrical: Beardsley 585-493-5709
Wyoming County Emergency Services: 585-786-8867
EMERGENCY CLOSING POLICY
PURPOSE
The Warsaw Public Library has adopted this Emergency Closing Policy to ensure a cautionary response to an emergency threatening to impact or immediately impacting the library’s facilities, materials, staff, or community members.
The primary goals of Warsaw Public Library’s Emergency Closing Policy are to establish
●The types of emergencies which may cause the library to close or suspend services
●The power of the Director to close the library due to an imminent or immediate emergency
If the library’s Emergency & Disaster Plan needs to be implemented
The library will make every effort to maintain regular library operating hours in accordance with Minimum Standards for New York’s Public and Association Libraries. However, at times, the library may have to close, shorten hours, or cancel programs due to emergency conditions. Staff scheduled to work will be paid for the hours closed if scheduled.
ADMINISTRATION
The Director is empowered by the Board of Trustees to address emergency conditions and may close the Warsaw Public Library for up to 72 hours. For closures lasting beyond 72 hours, the Director will consult with the Board President to determine the library’s course of action including the implementation of the library’s Emergency & Disaster Plan.
If the Director is not in the building when an emergency or disaster occurs, the staff should immediately contact the appropriate emergency agencies and then contact the Director. If, for any reason, the Director is unable or unavailable, administrative authority shall be passed to library assts.
TYPES OF EMERGENCIES
The decision to close the library will be made with the health and safety of the library staff and community as the top priority. The following emergency situations may call for closure of the library:
● Severe weather events
● Local or regional declaration of a State of Emergency
● Pests, bugs, or infestation
● Loss of critical utilities
● Gas leak or suspected gas leak
● Water Damage or Flood
● Fire
● Hazardous spill
● Bomb threat
● Active shooter
● Lockdown/Shelter In Place
● Pandemic, serious illness, or public health crisis
Other emergencies may occur that cannot be planned for. The Director will handle such situations in accordance with this policy and the library’s Emergency & Disaster Plan and will coordinate response efforts with the In-House Emergency Team in the best interests of the library facility, staff, and community.
COMMUNICATION
All library closures will be communicated to the public via local news stations and on the library’s website, social media accounts, and outgoing voicemail message. The staff will be notified of library closures by the Director or designee of the Director.
PERSONNEL
If the library is closed due to emergency conditions, staff will be paid for shifts/hours scheduled to work. Staff who were scheduled to be absent due to vacation, illness, or other leave will not receive pay for the time the library is closed.
An interim work or telecommuting schedule may be developed and job descriptions or duties may be temporarily altered or reassigned based on the needs of the library. A reasonable effort will be made to maintain a useful work schedule and provide continuous employment opportunities.
ONGOING USE EVALUATION
The Emergency Closing Policy will be evaluated yearly at the Board of Trustees Annual Business Meeting and updated as needed.
Questions or concerns regarding Warsaw Public Library’s Emergency Closing Policy should be brought to the Director.
VIOLENCE IN THE WORKPLACE
Warsaw Public Library is committed to providing a safe environment for employees, patrons, and visitors. The Library has a zero-tolerance policy concerning workplace violence. Employees who display any violence or threaten violence including talk of committing violence or joking about committing violence in the workplace are subject to disciplinary action, up to and including termination.
DEFINITION
Violence in the workplace includes but is not limited to physically harming another or one’s self, shoving, pushing, brandishing weapons and explicit or implicit threats or talk of committing violence.
WEAPONS
All employees are prohibited from carrying a weapon while in the course and scope of performing their job for Warsaw Public Library, whether they are on Library property at the time or not and whether they are licensed to carry a handgun or not. This policy also prohibits weapons at any Library-sponsored functions such as parties or picnics.
This prohibition specifically includes guns, rifles, and firearms of any type, including those for which the holder has a legal permit. Other examples of prohibited weapons include, but are not limited to knives, ammunition, bombs, bows and arrows, clubs, slingshots, blackjacks, metal knuckles and similar devices that by their design or intended use are capable of inflicting serious bodily injury or lethal force.
Failure to abide by this policy may result in disciplinary action, up to and including termination. Further, carrying a weapon onto Library property in violation of this policy will be grounds for immediate removal from Library property and may result in prosecution. This policy shall not be construed to create any duty or obligation on the part of the Library to take any actions beyond those required of an employer by existing law.
REPORTING VIOLENCE
It is everyone’s responsibility to prevent violence in the workplace. Employees must immediately report what they see or hear in the workplace that could indicate that a co-worker may be a threat to the safety of the workplace. Employees should report any incident that may involve a violation of the Library’s policies that are designed to provide a safe workplace environment. Concerns may be presented to the employee’s supervisor or any other member of management.
REPORTING DOMESTIC VIOLENCE
Domestic violence perpetrated by or against an employee of the Library is considered a workplace issue as these situations may create safety concerns within the workplace. Employees are encouraged to report if they are the victim of domestic violence or if they suspect that a co-worker may be the target of or the perpetrator of domestic violence to the Director. Supervisors made aware of employee-related domestic issues are encouraged to immediately notify the Director.
Employees who obtain or are the subject of a restraining order are encouraged to immediately notify the Director, so the Library may assist in preventing an individual who may display or carry out an act of violence from obtaining access to Library premises.
Employees who have questions or concerns related to domestic violence may contact the Director. Employees experiencing issues with domestic violence may also contact the National Domestic Violence Hotline at 1-800-799-7233.
REPORTING SUICIDAL THOUGHTS AND BEHAVIOR
Self-harm may be considered a form of violence. Employees who are having thoughts of suicide or become aware of a co-worker having suicidal thoughts and/or displaying suicidal behavior should immediately notify the Director. Supervisors made aware of suicidal ideation by an employee must immediately notify the Director.
Employees who have questions or need assistance with the topic of suicide may contact the Director. Employees who need assistance may also contact the National Suicide Prevention Lifeline at 988.
If there is a concern of imminent harm employees should contact the local police department by dialing 911.
EMPLOYEE ASSISTANCE PROGRAM (EAP)
Warsaw Public Library provides an EAP for employees and their family members. Employees are encouraged to use the EAP whenever they feel the need for guidance with personal problems, including difficulty handling drugs or alcohol. The EAP is a confidential service that can provide information on counseling or treatment.
CONFIDENTIALITY AND RETALIATION
It is the policy of Warsaw Public Library that any employee making a report or participating in the investigation of workplace violence will not be retaliated against in any way. Reports will be investigated promptly, and confidentiality will be maintained to the greatest degree possible, consistent with our obligation to thoroughly investigate the allegation and consistent with applicable law and the need to facilitate an investigation and/or a solution to the problem. Employees who feel that they have been retaliated against for reporting workplace violence, domestic violence, or suicidal behaviors, or for participating in the investigation of an alleged incident, should contact the Director.
CORRECTIVE ACTION
If a report of workplace violence is found to be valid, immediate, and appropriate corrective action will be taken. Employees who violate this policy, including the provision against retaliation, will be subject to disciplinary action up to and including termination. This determination will be based on all the facts of the case.
MEDIA RELATIONS
Communication with news reporters and other journalists is, at times, sensitive in nature. Therefore, media requests for official statements from the Library may be handled only by designated senior managers.
MEDIA CONTACT
Information is not to be given to the media by a staff member. In the event the media makes contact, the staff member should request the name, phone number, and contact information. The information should be given to the Library Director. Only the director can comment and if the director isn’t available then inquiries should be referred to the board president.
PROTECTION OF EMPLOYEE PERSONAL INFORMATION
Warsaw Public Library recognizes and respects the privacy of applicants, employees, and others with regard to personal information it obtains through the hiring process and the employment relationship.
PERSONAL IDENTIFIABLE INFORMATION (PII)
As evidence of our commitment in this regard, this policy provides information regarding the processing of personal information about employees and describes the Library’s general practices regarding employee privacy. Since privacy laws and business practices vary from state to state, implementation of these practices may also vary to accommodate local rules. This may involve adopting different standards as required by local law or diverging from the principles set out in this policy where Warsaw Public Library is not required to follow particular practices either by local law or by contractual commitments. Warsaw Public Library will only engage in variation from these principles if Warsaw Public Library has a legitimate, business, or legal reason to do so and not in an arbitrary or capricious manner.
This policy regulates collection and use of information about Warsaw Public Library ‘s prospective, current, and former employees and the limited amount of personal information that Warsaw Public Library may collect about employee family members (together, all deemed employee personal information). References in this policy to employees should be interpreted accordingly. The policy is not limited to information held by the Director. The policy regulates all employee personal information held by Warsaw Public Library.
Where Warsaw Public Library collects employee personal information, it will take steps to inform the employees concerned of the purposes for which the information will be used and provide them with any further information that is necessary to ensure that the employee personal information is used fairly. For example, where employees are asked to provide personal information about themselves, Warsaw Public Library will explain whether provision of the information is mandatory or voluntary and any consequences of not providing the requested information.
Notification to employees need not be provided, however, where:
- The employees concerned already have sufficient information (for example, through this policy or other Warsaw Public Library policies or general notices); or
- Employee personal information is not collected directly from the individual concerned and to contact that individual directly would be disproportionate (for example, where an employee provides information about their family member, Warsaw Public Library will not usually contact the family member).
The following paragraphs set out general information about the Library’s collection and use of employee personal information. This information is not intended to be comprehensive:
Purposes
The Director collects and uses employee personal information to process payroll payments, to determine benefits eligibility and process benefit payments, to analyze compensation costs and training needs and to determine employee eligibility for different responsibilities. Depending on which business unit an employee works for, additional information may be collected for purposes of complying with regulatory requirements. Information may also be collected to meet legally mandated obligations (such as tax and U.S. Equal Employment Opportunity requirements), to ensure compliance with Warsaw Public Library policies, and to protect the Library, the workforce and the public against injury, theft, legal liability, fraud or abuse. Information (such as emergency contact information) is also collected from employees for use in connection with disaster recovery and business continuity efforts.
Disclosures and International Transfers
Employee personal information may be shared between the Library and its service providers. Without intending to provide an exhaustive list of examples, it may be disclosed in connection with legal proceedings, investigations, or as required by law, regulation, or relevant authority. It may also be disclosed to prospective buyers, business partners or other transferees of the business unit in which an employee works in the event of a potential sale, transfer or joint venture involving the unit or the investigation/negotiations which precede the transaction. This sharing, and these other disclosures, may involve transfers of personal information to any country in the world, including to countries which do not have strong data privacy laws. The Library will, nevertheless, use all reasonable commercial efforts to protect employee personal information in accordance with this policy.
Fair Processing Principles
The Library will only collect and use employee personal information fairly and lawfully. The Library will take reasonable steps to ensure that it does not collect or use irrelevant, excessive or inadequate employee personal information and that the employee personal information it holds is accurate and, where relevant, up to date.
In particular, the Library will only collect and use employee personal information:
- As necessary for the purposes of its legitimate interests which are not overridden by the rights, freedoms or legitimate interests of the employees concerned; or
- With the consent of the employees concerned; or
- Where the collection or use has been approved by the Library’s Legal Counsel as justified under applicable data privacy law.
Security
The Library will use commercially reasonable efforts to ensure that it has in place appropriate technical and organizational security measures to protect employee personal information against accidental or unlawful destruction, accidental loss, alteration, unauthorized disclosure or access and all other unlawful forms of processing.
In particular, where the Library contracts with third party service providers to collect and/or process employee personal information on its behalf, it will ensure that the service providers are bound by written agreements requiring them to process the information only on the instructions of the Library and to have appropriate technical and organizational security measures in place to protect the information.
Retention and Destruction
The Library will follow data retention and destruction policies and processes designed to ensure that employee personal information is deleted when it is no longer needed for the purposes for which it is collected and used.
Direct Marketing
The Library will not share employee personal information for direct marketing purposes outside of the Library.
MORE INFORMATION
Employees who have a reason to believe that their PII and/or the Library’s proprietary data has been breached should notify the Director. Employees should also notify the Director if they have knowledge of any Library representative not adhering to this policy.
Violations of this policy may result in disciplinary action, up to and including
termination of employment.
CHANGES IN PERSONAL INFORMATION
Employees are responsible for notifying the Library when there is a change in their personal data. This information needs to be kept up to date, so benefit plans and payroll withholdings are properly administered. Timely notification of these changes will also enable Warsaw Public Library to assist employees and their family in matters of personal emergency.
NOTIFICATION
Notify the Director in writing if any of the following change:
- Name
- Address
- Telephone numbers
- Number of dependents
- Change in familial status and/or beneficiaries
- Emergency Contact
SOCIAL MEDIA
Warsaw Public Library recognizes that many employees engage in social media activity. This policy establishes a set of rules and guidelines for any activity and participation in “social media” by all Warsaw Public Library ‘s employees. These rules are intended to be adaptable to the changes in technology and norms of online communication and behavior and may be amended by Warsaw Public Library at any time, for any reason, without notice to employees. This policy also applies to social media activity when on or off duty, while using the Library’s or personal electronic resources, and whether the employee posts anonymously or using a pseudonym.
DEFINITIONS
For purposes of this policy, “social media activity” includes all types of postings on the internet, including, but not limited to, postings on social networking sites, such as Facebook, Instagram, LinkedIn, and Tumblr; blogs and other on-line journals and diaries; bulletin boards and chat rooms; microblogging, such as Twitter; and postings of video or audio on media-sharing sites, such as YouTube or TikTok.
The term “social media” applies to any web-based and mobile technologies, in use now or developed in the future, that enable individuals or entities to disseminate or receive information, communicate, or otherwise interact and includes, without limitation, email, texting, messaging, social networking, blogging, micro-blogging, bulletin boards and so on.
EXERCISE RESPONSIBILITY ONLINE
If, from an employee’s post in a blog or elsewhere in social media, it is clear the employee is a Warsaw Public Library employee or if the employee mentions Warsaw Public Library or it is reasonably clear the employee is referring to Warsaw Public Library or a position taken by Warsaw Public Library and the employee expresses an opinion regarding Warsaw Public Library ‘s positions or actions, the post must specifically note that the opinion expressed is the employee’s personal opinion and not necessarily Warsaw Public Library ‘s position. This is necessary to preserve Warsaw Public Library ‘s good will in the marketplace.
FOLLOW EXISTING POLICIES AND TERMS OF USE
Observe and follow: (a) existing Warsaw Public Library policy and agreements, such as our Employee Handbook; (b) the policies and terms of use of the particular social media forum or service that is being used; and (c) applicable laws and regulations. This means that employees are prohibited from using social media to post or display comments about co-workers or supervisorsof Warsaw Public Library that are knowingly false, vulgar, obscene, threatening, intimidating, disparages the Library’s services, depicts the employee engaging in conduct that is unlawful or in violation of Warsaw Public Library ‘s workplace policies against workplace violence or discrimination and harassment based on any protected status under federal, state or local law.
Thus, the rules in Warsaw Public Library’s Employee Handbook including but not limited to its Equal Employment Opportunity, Non-Harassment/Non-Discrimination, Code of Ethics, and Standards of Conduct policies apply to employee behavior within social media and in public online spaces.
Do not post any information or conduct any online activity that violates applicable federal, state, or local laws and regulations. Any conduct which is impermissible under the law if expressed in any other form or forum is also impermissible if expressed through social media. In addition, most social media websites/services have rules concerning the use of and activity conducted on their sites. These are sometimes referred to as “Terms of Use.” Employees must follow the established terms and conditions of use that have been established by the venue and not do anything that would violate those rules.
SAFEGUARD CONFIDENTIAL PERSONAL AND PROPRIETARY INFORMATION
Employees should exercise caution when posting their own or others’ personal information. It is inappropriate to use or disclose “confidential personal information” (as defined below) about another individual or use or disclose Warsaw Public Library ‘s “proprietary confidential information” in any form of social media.
For purposes of this policy, “confidential personal information” refers to information that could be used to commit identity theft such as an individual’s Social Security Number, financial account numbers, driver’s license number or personal medical information (including family medical history).
Warsaw Public Library ‘s “proprietary confidential information” refers to internal information that is not subject to the Freedom of Information Law (FOIL) or subject to Open Meetings.
All Warsaw Public Library’s rules regarding Warsaw Public Library ‘s confidential proprietary information and confidential personal information, apply in full to social media, such as blogs or social networking sites.
IDENTIFY YOURSELF IN ENDORSEMENTS
Employees must disclose their affiliation with Warsaw Public Library if they endorse the Library’s services in social media. When commenting on or promoting any Warsaw Public Library venue or service on any form of social media, we suggest that employees be completely transparent and disclose their identity for their personal protection. Additionally, when commenting on or promoting any Library product or service on any form of social media, an employee must clearly and conspicuously disclose their relationship with Warsaw Public Library to the members and readers of that social media.
EXPECTATIONS OF PRIVACY
Warsaw Public Library may access and monitor its Information Systems and obtain the communications within the systems, including email, Internet usage and the like, with or without notice to users of the system, in the ordinary course of business when the Library deems it appropriate to do so. When using such systems, employees should have no expectation of privacy regarding time, frequency, content, or other aspects of use, including the websites the employee visits and other Internet/Intranet activity. The reasons Warsaw Public Library accesses and monitors these systems include, but are not limited to maintaining the system, preventing, or investigating allegations of system abuse or misuse, assuring compliance with software copyright laws and complying with legal and regulatory requirements.
IDENTIFY ANY COPYRIGHTED OR BORROWED MATERIAL WITH CITATIONS AND LINKS
When publishing any online material through social media, employees must respect and follow all copyright and other intellectual property laws and should use citations and links to original material, where possible.
ADDRESSING PERSONAL CONCERNS
Consistent with the Library’s Open Communication policy employees are encouraged to address work related concerns through their supervisor, the Director, or Board President with whom they feel comfortable rather than through social media.
ADDITIONAL INFORMATION
The Library will monitor social media to the fullest extent permitted by applicable law and will take disciplinary action against those who violate the policy.
Contact the Director for additional information or clarification of any aspect of this policy.
SHOULD YOU LEAVE US
Employees of Warsaw Public Library are employed on an at-will basis. This means that employment may be terminated by either party at any time, with or without cause or notice. Nothing in this policy is intended to limit or alter the at-will nature of your employment. To ensure fairness and consistency throughout our Library, terminations are handled in accordance with applicable federal and state laws and the following provisions.
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TYPES OF TERMINATIONS
Termination refers to either voluntary resignation initiated by the employee or involuntary terminations initiated by the Library.
INVOLUNTARY TERMINATION
An involuntary termination occurs when the Library decides to end the working relationship with an employee. Involuntary terminations may occur for cause or for reasons other than cause.
Involuntary terminations for cause include, but are not limited to, terminations for violating Library policy, misuse or theft of resources, the falsification of information, excessive absence/tardiness, or unsatisfactory work performance.
Involuntary terminations for reasons other than cause include, but are not limited to, a reduction in workforce.
VOLUNTARY TERMINATION
A voluntary termination means an employee has made the decision to end the working relationship with the Library. Voluntary terminations include, but are not limited to, written or verbal resignation, retirement, and job abandonment.
RESIGNATIONS
Resignations must be in writing as per Civil Service requirement. Employees must provide at least two weeks’ notice. The Library Director will provide four weeks’ notice.An employee’s consideration in this situation will be viewed favorably by management should the employee reapply for employment with the Library.
Staff shall notify the Director, who shall report to the Board. The Director shall report his/her own resignation directly to the Board. Upon end of employment of the Director, the Board shall make every effort to appoint a replacement so that it is possible for the incumbent to train the new Director in his/her responsibilities, during an overlap period of up to two weeks or longer if necessary.
Final wages will be paid in accordance with applicable state law.
UNUSED VACATION/PTO
Earned but unused PTO/vacation is not paid upon termination. Employees are encouraged to use their time prior to their last day of employment.
UNUSED SICK LEAVE
Earned but unused sick leave is not paid upon termination. Employees are encouraged to use their time prior to their last day of employment.
UNUSED PERSONAL DAYS
Earned but unused personal days are not paid upon termination Employees are encouraged to use their time prior to their last day of employment.
REQUESTS FOR REFERENCE CHECKS
So that the Library can handle requests for job references in a consistent, fair and lawful manner, all requests for official job references on behalf of the Library must be forwarded to the Director. No other person or department is authorized to release references for current or former employees. In response to job reference requests, Warsaw Public Library will only confirm current or former employees’ dates of employment and job title.
COMPANY PROPERTY
Upon termination of employment, resignation, retirement or layoff or immediately upon request, employees are expected to return all Library-issued items, including, but not limited to: keys, computers, flash drives and any copies of Library information in any form. The Library may also take all action deemed appropriate to recover or protect Library property.
NEW YORK CIVIL RIGHTS LAW 52-C NOTICE OF ELECTRONIC MONITORING
The Warsaw Public Library monitors, in its sole discretion, employees’ use of its electronic resources. Any and all telephone conversations or transmissions on Warsaw Public Library’s systems, electronic mail or transmissions, or internet access or usage by an employee by any electronic device or system, including but not limited to the use of a computer, telephone, wire, radio or electromagnetic, photoelectric or photo-optical systems may be subject to monitoring at any and all times and by any lawful means.
Acknowledgement of Receipt of New York Civil Rights Law 52-c Notice of Electronic Monitoring
I acknowledge that I have received and read Warsaw Public Library’s Notice to New York Employees of Electronic Monitoring. I understand that any and all of my telephone conversations or transmissions on Warsaw Public Library’s systems, electronic mail or transmissions, or internet access or usage by an employee by any electronic device or system, including but not limited to the use of a computer, telephone, wire, radio or electromagnetic, photoelectric or photo-optical systems may be subject to monitoring by the Warsaw Public Library at any and all times and by any lawful means.
_____________________________
Signature and Date
_____________________________
Print Name
EMPLOYEE HANDBOOK RECEIPT ACKNOWLEDGEMENT
I acknowledge receipt of Warsaw Public Library’s Employee Handbook which describes Library policies, an overview of current employee benefits and my obligations.
I understand that the policies contained in this Handbook are not intended to create a contract of employment nor is any other communication by a management representative, either express or implied, intended to be a contract, unless explicitly stated otherwise in a written agreement signed by the Director and Board of Trustees of our Library.
I understand that this Handbook is not a guarantee of employment for any set period and that either the Library or I may terminate my employment at any time, with or without cause. Furthermore, I understand that the policies and benefits described in this Handbook may be added to, revised, or deleted at any time.
I further understand that the benefit information found in this Handbook is intended to provide an overview of the benefit plans. The actual benefits may be controlled by the terms of the applicable plan documents and insurance policies. Questions regarding the interpretation of those plans will be answered in accordance with the actual plan documents and insurance policies, rather than the summaries contained in this Handbook. Employees may obtain copies of these documents from the Director.
I have read, understand, and agree to comply with the contents of this Handbook. It is understood that Library Name retains the right to make decisions involving employment as needed in order to conduct its work in a manner that is beneficial to the employees and the Library.
If I have any questions about the information contained in this Handbook, I will discuss them with my supervisor and/or the Director.
Employee’s Name (Printed)
___________________________________________
Employee’s Signature
___________________________________________
Date
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HANDBOOK ADDENDUM
| Warsaw Public Library Pocket Response Plan (PReP)™ | LIBRARY TEAM Town of Warsaw Owns Building LIBRARY DIRECTOR Lisa Gricius 585-993-0157 (cell) LIBRARY ASSISTANT Mary Conable 585-558-0075 LIBRARY BOARD PRESIDENT Shani Jones 585-493-2046 TOWN BOARD LIASION Travis Jones 585-409-5536 TOWN BOARD SUPERVISOR Rebecca Ryan 585-786-2523 | COMMUNICATIONS PLAN Staff: If the library needs to close with no advance warning, the director will inform the staff and the board. If the staff needs to close the library, they will inform the director who will then relay to the board. Public: If the library needs to close without advance warning, the information will be placed where we can: on the library’s door, social media, PLS email and library’s website. Library’s web page: The Warsaw Public Library’s home page will be used to announce emergency info and re-direct patrons to assistance. Lead: Gricius Social networking sites: Will update as necessary and as often as able to. Lead: Gricius Communication with the Media: Director or board member who is best informed at time of the situation LIBRARY TELEPHONE NUMBERS Main: 585-786-5650 2nd Line: 585-786-5679 Fax: 585-786-8706 Elevator Line: 585-786-8648 | CONTINUITY OF SERVICES PLAN Access to online content: Dependent on Pioneer Library Services and what we can and cannot provide Interlibrary loan: Will coordinate with Pioneer Library System Library Email: Director will check and respond to the library’s email. Access to Library’s Print Collection: If it is safe – the library print collection will be accessible. If it is deemed not safe – coordination between the Director, Board and Pioneer Library System will determine how to proceed. REQUEST FOR CONFIDENTIAL INFORMATION Inquiry: Contact Director Subpoena: Contact Director Search Warrant: Provide access and contact Director Request for Access to Library Computers: Contact Director |
SELECTIVE LIST OF RESPONSE PROCEDURES
BAD WEATHER
Get weather reports and travel advisories/closures from online and/or government agencies to assess if the library needs to close.
BOMB THREAT
CALL: Get as much information as possible, such as location of device, when it will go off, what it looks like, why it was placed, etc. Listen for environmental clues as to location of caller. Call 911 and follow instructions.
WALK IN: Follow bombers instructions
EARTHQUAKE
Tell Patrons: DROP, COVER, and HOLD ON. If there is time: stand against a wall near the center of the building, stand in a doorway, or crawl under heavy furniture (a desk or table). Stay away from windows and outside doors. After the earthquake is done and before letting anyone outside make sure it is safe from debris or down power lines.
FIRE
Call 911 and gather the patrons and get them out the exit that is the safest. Staff & Director will gather patrons across the street at the Artisan Villa Tyco Simplex Grinnell Fire Alarm Panel/Monitoring
FLOOD
If water is leaking from pipes, shut off water in boiler room – call the Director.
If water is coming into the building – call the Director who will assess situation and may call the fire department. Staff will assess the situation and determine if the building needs to be evacuated.
POWER OUTAGE
If it is dark outside when the power goes off and stays off more than 15 minutes- initiate closing procedures immediately.
MEDICAL EMERGENCY
Call 911. First aid kit located under stairs (left side) across from circulation desk.
SHOOTER
Take cover. Call 911.
THEFT/VANDALISM
If theft/vandalism is suspected – Call 911. If the Director is not on site call them next. Wait outside at a safe location till Police get there
TORNADO
Watch: monitor weather reporting stations online.
Warning: Gather the patrons and instruct everyone to move to the basement
HEATING PLUMBING AC REPAIRS
Harding Plumbing at 585- 237-5561
ELECTRICAL REPAIRS
Contact D.J. Beardsley & Sons at 585-493-5709
ELEVATOR REPAIRS
Thyssenkrupp Elevator 1-800-465-5527
| Harassment Complaint Form [6] |
| New York State Labor Law requires all employers to adopt a sexual harassment prevention policy that includes a complaint form for employees to report alleged incidents of sexual harassment. If you believe that you have been subjected to sexual or other forms of workplace harassment, you are encouraged to complete this form and submit it to appropriate designee (Director or Board President. Once you submit this form, Warsaw Public Library will follow its Non-Harassment/Non-Discrimination policy and investigate any claims, as outlined in the Library’s policy. You will not be retaliated against for filing a complaint. If you are more comfortable reporting orally or in another manner, the Library will still follow its Non-Harassment/Non-Discrimination policy and investigate the claim. |
| Complainant Information |
| Name: | Date: |
| Position/Department: | Manager Name: |
| Phone Number | Email Address |
| Name of Accused: | Accused’s Position/Department: |
| Accused’s Relationship to you: | ☐ Supervisor ☐ Subordinate ☐ Co-Worker ☐ Other |
| Complaint Information |
| 1. Please describe what happened and how it is affecting your work. Please use additional sheets of paper if necessary and attach any relevant documents or evidence. | |
| | |
| 2. Date(s) incident(s) occurred: | |
| 3. Is the conduct still continuing? ☐ Yes ☐ No | |
| 4. Please list the name(s) and contact information of any witness(es) or individual(s) that may have information related to your complaint. | ||
| The next question is optional but may help the investigation. | ||
| 5. Have you previously complained or provided information (verbal or written) about harassment at Library Name? If yes, when and to whom did you file the complaint or provide information? | ||
| If you have retained legal counsel and would like us to work with them, please provide their contact information below. | ||
| Attorney’s Name: | ||
| Attorney’s Phone Number: | ||
| Attorney’s Email Address: | ||
| I acknowledge that all information provided above is true, complete, and accurate to the best of my knowledge. |
| Completed By: | |||
| Employee Name (printed) | |||
| Employee Signature | Date | ||
| Library Representative Receiving Complaint | Date | ||
| Title |
Include any deductions that are relevant.
This section covers the end of employment issues we talked about in the benefits section above. Do you want to consolidate into one benefit section?
Include only items your employees may have.
This form can be included in the handbook or can be handled outside of the handbook.
*It’s not required to be included in the handbook.