the regular meeting of the board of trustees of the ... · 1.01 preface april 2016 ... 3.09...

THE REGULAR MEETING OF THE BOARD OF TRUSTEES OF THE FAIRPORT PUBLIC LIBRARY WAS HELD ON TUESDAY, OCTOBER 3, 2017 at 7:00 pm. PRESENT OTHERS Chris Mirrione Betsy Gilbert Suzanne Stockman Tori Reilly Dave Giambattista Lin Macholz Liz King Pat Rapp The meeting was called to order at 7:00 p.m. by Dave Giambattista, Vice President. Mr. Giambattista stated the Ms. O’Brien is officially excused from the meeting. 30 MINUTE PUBLIC COMMENT PERIOD There were no public comments. REVIEW OF AGENDA Ms. Gilbert requested the addition of “Open one hour late on December 15, 2017” to the agenda, under New Business. PREVIOUS MINUTES A motion was made by Liz King and seconded by Chris Mirrione to approve the minutes from the September 2017 Board meeting. Motion carried 4-0. TREASURER’S REPORT The Treasurer’s report was not available from the school district. CLAIMS A motion was made by Liz King and seconded by Chris Mirrione to approve Claims as follows:

Ingram: $ 11,932.18 Utilities: $ 1,830.83 Regular: $ 28,228.87

Total of all Claims: $ 41,991.88 (See attachments.) Motion carried 4-0. STAFF REPORT Carly Dennis reported on the periodical collection. The collection that she oversees contains more than 300 titles and includes adult, teen, and children’s magazines and 8 newspapers. She discussed how she decides what to purchase and what to renew, and the process for removing older issues. (See attachment.)

DIRECTOR’S REPORT Ms. Gilbert stated that she has been working at the system level to meet the demand for Overdrive ebooks for patrons. The committee would like libraries to be able to purchase items that fill holds for their own patrons first. This is similar to the way the Carl system handles holds. There was a lengthy discussion on the monthly report and long range plan, and how best to reflect how well the daily activities in the library match with the long term goals. COMMITTEE REPORTS Budget – Mr. Giambattista stated that the committee met yesterday and discussed three topics. The reviewed fines, fees, and holds and determined there is no need to make any changes at this time. The committee reviewed last year’s budget and started discussion of the next budget. The committee took a first look at the salary spreadsheet. Next month the committee will meet with an accountant. Personnel – Mr. Giambattista stated that the committee met last week and reviewed the policies that will be discussed under New Business. Long Range Plan – Ms. King stated that the committee did not meet. Fairport Library Council – No report. Facilities & Services – Mrs. Stockman stated that the committee did not meet. PRESIDENT’S COMMENTS Ms. O’Brien was absent, so there were no comments. OLD BUSINESS EastCoast Electric – The Board discussed sending a final response to the company. Bylaws – The Bylaws have not yet been received from attorney Anita Pelletier. They will be reviewed at the next Board meeting. NEW BUSINESS A motion was made by Chris Mirrione and seconded by Suzanne Stockman to accept the Bullet Aid from Senator Funke’s office and assign it to materials. Motion carried 4-0. A motion was made by Suzanne Stockman and seconded by Liz King to approve the updated Personnel Policies. (See attachment.) Motion carried 4-0.

A motion was made by Liz King and seconded by Chris Mirrione to allow the library to open one hour late, at 10:00 a.m., on December 15, 2017 for a staff event. Motion carried 4-0. ADJOURNMENT A motion was made by Suzanne Stockman and seconded by Liz King to adjourn at 8:39 p.m. Motion carried 4-0. _________________________________

Pat Rapp, Clerk to the Board Attachments: Staff Report Claims Summary Claims Ingram Claims Regular Claims Utilities Personnel Policies

Carly Dennis

Teen & Technology Training Librarian

Board Report: Periodical Collection

10/3/17

Overview

● Magazine Room, Teen, Children’s (collection for children 25+ titles/ also Parent/Teacher

collection), Finance

● Inherited from Kristin in 2015

● Children’s > talk to Anne/Amy, Teen > talk to Stephanie, Magazine Room > Kristin did a great

job, very few changes

● Patrons ask occasionally about a subscription, I usually order (ex. Newsweek, Artist’s Magazine)

● We use the LM Information Delivery service (commonly referred to by it’s old name > Wolper) --

we receive over 325 titles via Wolper, a couple of donations (Christian Science Monitor, Air &

Space), and FPL directly subscribes to ~25 titles.

● The Periodical Team: Me, Cathy/Janet, high school pages, Lin

Carly

● order/renew/report duplicates and damaged items

● Weed collection (majorly every six months or so) (Cathy/Janet help with weeding weekly titles like

People & The New Yorker are weeded every 3 months)

● I ask: does it fit in the box? Is the box to heavy?

● Discards: Friends of FPL receive Good Housekeeping, Family Circle and similar titles to sell in

the Corner Bookstore or the Book Bin, Perinton Recreation gets our Teen magazines, Ben [a

patron who works with a veterans organization] gets magazines that appeal to men

● I do not as a rule give discards to individual patrons as this could get complicated/we lack the

space to store titles that may or may not get picked up

● We kept magazine titles in storage before the renovation, but no longer (no space), patrons rarely

asked for older titles anyways

Cathy/Janet

● Link titles to CARL

● Give me duplicates/damaged

● Check in some titles into the binder to say it arrived (magazine/newspaper)

High School Pages

● Check in some titles into binder behind circ desk

● Shelf the titles when returned , keep things neat in the magazine room

Lin

● Orders financial periodical materials (ex. Valueline)

Decision-making process when adding titles

● Who else has it? (ex. Brighton, Pittsford etc.)

● Look @ budget (most subscriptions are cheap $12-22 a year, my annual budget is $13K a year)

● Not a good fit? “Thank you for your suggestion. There is no room for that subscription at this

time.” Have not had to use this line yet.

● Renewals: run report to see circ stats when items are up for renewal in Jan/May/Sept

Fairport Public Library Employee Handbook

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Date indicates when policy was last reviewed and/or updated. **Policy applies only to Full-Time and Part-Time employees, not aides or pages.

Table of Contents 1.00 INTRODUCTION .......................................................................................................................................5

1.01 PREFACE April 2016 ................................................................................................................................5

1.02 WELCOME LETTER December 2016 ........................................................................................................6

2.00 EMPLOYMENT PRACTICES .......................................................................................................................7

2.01 EQUAL EMPLOYMENT OPPORTUNITY March 2017 .............................................................................7

2.02 SEXUAL HARASSMENT March 2017 .....................................................................................................9

2.03 NON-HARASSMENT March 2017 ........................................................................................................ 11

2.04 CODE OF ETHICS May 2012 ................................................................................................................ 13

2.05 INDIVIDUALS WITH DISABILITIES May 2015 ....................................................................................... 15

2.06 WORKPLACE DIVERSITY December 2016 ............................................................................................ 16

3.00 EMPLOYEE RELATIONS ......................................................................................................................... 17

3.01 RECRUITMENT AND PLACEMENT March 2010 .................................................................................. 17

3.02 EMPLOYMENT CLASSIFICATIONS June 2017 ...................................................................................... 18

3.03 ORIENTATION PROGRAM December 2016 ......................................................................................... 19

3.04 WORKING HOURS March 2017 .......................................................................................................... 20

3.05 PAY PRACTICES March 2017 ............................................................................................................... 21

3.06 OVERTIME June 2011 ......................................................................................................................... 24

3.07 POSITION DESCRIPTIONS December 2016 ......................................................................................... 25

3.08 PERFORMANCE PROGRESS & APPRAISAL PLAN December 2016 ....................................................... 26

3.09 PROMOTIONS AND TRANSFERS December 2016 ............................................................................... 27

3.10 ATTENDANCE December 2016 ........................................................................................................... 28

3.11 OPEN COMMUNICATION April 2016 .................................................................................................. 29

3.12 SOLICITATION AND DISTRIBUTION April 2016 ................................................................................... 30

3.13 STANDARDS OF CONDUCT May 2012 ................................................................................................ 31

3.14 SHOULD YOU LEAVE US May 2012 ..................................................................................................... 32

4.00 BENEFIT PROGRAMS ............................................................................................................................ 34

4.01 **HOLIDAYS May 2012 ...................................................................................................................... 34

4.02 **VACATIONS November 2012 .......................................................................................................... 35

4.03 **SICK LEAVE June 2017 ..................................................................................................................... 37

4.04 **PERSONAL LEAVE March 2009October 2017 ................................................................................. 38


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4.05 **HEALTH INSURANCE May 2015 ...................................................................................................... 39

4.06 **HEALTH INSURANCE FOR RETIRED EMPLOYEES April 2012 ........................................................... 40

4.07 **DENTAL INSURANCE November 2012 ............................................................................................ 41

4.08 **FLEXIBLE SPENDING ACCOUNT March 2017 .................................................................................. 42

4.09 CONSOLIDATED OMNIBUS BUDGET RECONCILIATION ACT (COBRA) May 2015 ................................ 44

4.10 **LIFE INSURANCE November 2012 ................................................................................................... 46

4.11 SOCIAL SECURITY March 2017 .......................................................................................................... 47

4.12 RETIREMENT PLANS March 2017 ...................................................................................................... 48

4.13 **LONG TERM DISABILITY March 2017 ............................................................................................ 49

4.14 WORKERS' COMPENSATION March 2017 .......................................................................................... 50

4.15 JURY DUTY AND COURT ATTENDANCE March 2010 .......................................................................... 51

4.16 **DEATH IN FAMILY March 2010October 2017 ................................................................................ 52

4.17 MILITARY LEAVE April 2016 ................................................................................................................ 53

4.18 BONE MARROW & BLOOD DONATION LEAVE March 2009October 2017 ......................................... 54

4.19 DISABILITY LEAVE April 2016 .............................................................................................................. 55

4.20 **FAMILY & MEDICAL LEAVE ACT May 2015 ..................................................................................... 57

4.21 **PROFESSIONAL DEVELOPMENT March 2017 ................................................................................ 62

4.22 EMPLOYEE ASSISTANCE PROGRAM April 2016 .................................................................................. 63

4.23 **DOMESTIC PARTNER BENEFITS March 2010 .................................................................................. 64

4.24 VOLUNTEER FIREFIGHTER & AMBULANCE PERSONNEL LEAVE May 2015 .......................................... 66

5.00 SAFETY POLICIES ................................................................................................................................... 67

5.01 SAFETY THROUGH TEAMWORK March 2017 ..................................................................................... 67

5.02 ALCOHOL/DRUG-FREE WORKPLACE April 2016 ................................................................................. 68

5.03 BUILDING SECURITY April 2016 .......................................................................................................... 70

5.04 SMOKE-FREE & VAPING FREE WORKPLACE March 2009October 2017 ............................................. 71

5.05 VIOLENCE IN THE WORKPLACE April 2016 ......................................................................................... 72

5.06 EMPLOYEE WORKPLACE SEARCHES April 2016 ................................................................................. 73

5.07 UNIVERSAL PRECAUTIONS March 2017 ............................................................................................ 74

5.08 PANDEMIC ILLNESS May 2015 .......................................................................................................... 75

5.09 ACCIDENT INVESTIGATION AND REPORTING March 2017 .............................................................. 77

6.00 EMPLOYEE PROGRAMS AND PROCEDURES ........................................................................................ 79


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6.01 PATRON RELATIONS March 2017 ...................................................................................................... 79

6.02 MEDIA RELATIONS April 2016 ............................................................................................................ 80

6.03 TELEPHONE & ELECTRONIC DEVICES May 2015 ................................................................................ 81

6.04 HOUSEKEEPING April 2016 ................................................................................................................. 82

6.05 PROFESSIONAL ATTIRE & APPEARANCE October 2009October 2017 ................................................ 83

6.06 CHANGES IN PERSONAL INFORMATION March 2017 ....................................................................... 84

6.07 OUTSIDE EMPLOYMENT March 2017 ................................................................................................ 85

6.08 EMERGENCY CLOSINGS March 2017 ................................................................................................. 86

6.09 BULLETIN BOARDS March 2017 ........................................................................................................ 87

6.10 VOICE MAIL, E-MAIL AND COMPUTER SYSTEMS May 2015 ............................................................. 88

6.11 PERSONNEL FILES March 2009October 2017 ..................................................................................... 90

6.12 EMPLOYMENT OF RELATIVES March 2010 ........................................................................................ 91

6.13 USE OF INTERNET May 2015 .............................................................................................................. 92

6.14 OFF-DUTY SOCIAL NETWORKING April 2016 ...................................................................................... 94

EMPLOYEE HANDBOOK RECEIPT....................................................................................................................... 97


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4.04 **PERSONAL LEAVE March 2009October 2017

Employees who are absent due to personal matters may be eligible to be paid through our library's personal leave plan.

ELIGIBILITY

Full-time employees receive three personal days annually. Part-time employees (excluding pages and aides) working 20 hours or more each week receive 12 hours of personal leave annually. Employees will be credited with this leave on July 1 of each year. New staff members beginning their position before October 1 will be credited with two days of personal leave. New staff members beginning their positions between October 1 and February 1, will be credited with one personal day.

Personal leave is to be used for personal business that cannot be done outside of the employee’s workday. Except in cases of extreme emergency, the request should be submitted as far in advance as possible to the director or supervisor for approval. The director or supervisor has the right to limit the number of employees on personal leave according to work requirements. Personal leave must be taken in hourly increments but may not be used in combination with vacation days or holidays. Unused personal leave days will be added to an employee’s sick leave bank annually.


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4.16 **DEATH IN FAMILY March 2010October 2017

In the event of a death in your immediate family, you may take a leave immediately following the death for the purpose of making arrangements and attending the funeral.

COMPENSATION

Full-time employees and part-time employees regularly scheduled to work at least 20 hours a week will receive up to five days off with pay in the event of a death in the immediate family. Pages and aides are not eligible. Members of the immediate family include spouse/domestic partner, parents, children, stepchildren, sisters, brothers, parents-in-law, aunts, uncles, cousins, sons/daughters-in-law, stepparents, stepparents-in-law, grandparents, and grandchildren. , and any other member of the household.

This benefittime off is available for up toup to a maximum of ten days per year. Personal leave or vacation time may be used to attend other funerals. and can be extended at the discretion of the director.


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4.18 BONE MARROW & BLOOD DONATION LEAVE March 2009October 2017

In accordance with New York State law, our library offers employees a leave of absence for the purpose of bone marrow and blood donation, or employees can choose to use their own paid time off..

TIME AWAY FROM WORK

Any employee who seeks to undergo a medical procedure to donate bone marrow will be granted a leave of absence no longer than 24 work hours. This leave is unpaid.

Employees who work at least 20 hours per week may be granted three hours unpaid leave in any 12-month period of time for the purposes of donating blood.

LIBRARY-SPONSORED BLOOD DONATION DRIVES

If the library sponsors a blood drive, employees donating blood will be granted paid leave time without requiring the employee to use vacation or personal leave time.

VERIFICATION

Employees are requested to give as much advance notice as possible. Employees who donate bone marrow must provide the Director with verification from a physician as to the purpose and length of leave requested.


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5.04 SMOKE-FREE & VAPING-FREE WORKPLACE March 2009October 2017

The following smoking provisions have been adopted in the interest of providing a safe and healthy environment for both employees and visitors to our building.

SMOKING & VAPING RESTRICTIONS

In accordance with New York State law, smoking is not permitted in our any building. Employees are expected to refrain from smoking near any building entrance where other employees and/or visitors would be exposed to second-hand smoke.

In addition, vaping is not permitted in our building or near any building entrances by employees or visitors.

COMPLIANCE

Employees and visitors are required to comply with this smoking policy while on the library premises. Violations of this policy are subject to disciplinary action, up to and including termination.


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6.05 PROFESSIONAL ATTIRE & APPEARANCE October 2009October 2017

The impression that we make on visitors to the Fairport Public Library is important. There is no substitute for neatness, propriety of dress, good grooming and speech, appearance, and a professional attitude. Sensitivity to these areas will ensure that our good relationships with patrons are maintained and fostered.

DRESS CODE

Although no formal dress code exists, you are asked to wear conventional attire which is appropriate for your position and the work that you do. Your clothing should be neat, clean, in good taste and not constitute a safety hazard. Check with your supervisor for guidelines for clothing that is appropriate to your position.


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6.11 PERSONNEL FILES March 2009October 2017

The library maintains an official personnel file for each employee that contains necessary job related and personal information. These files are confidential and guidelines exist to safeguard against improper disclosure.

SECURITY AND STORAGE OF INFORMATION

All paper-based documents relating to the library’s personnel record system are kept in secure, locked files. These files are accessible only to authorized Human Resources personnel, management, and supervisors who have a valid, demonstrable need to obtain specific information from an employee's personnel record. Employees also are granted access to their personnel files and records in accordance with the access procedures outlined below.

ACCESS TO PERSONNEL FILE

As an active employee, you may see information which is kept in your own personnel file if you wish, except for confidential materials such as job references or information relating to other employees. You may request and receive copies of all documents you have signed at the time you are asked for your signature. Please ask your supervisor to make arrangements for you with the Director.

Internal availability and access to personnel files is limited to those with proper authorization and a business need to know.

INQUIRIES ABOUT EMPLOYEES

All inquiries or requests for information about employees (active or inactive) from people outside the library should be referred to the Director, or his or her designee. This applies to all requests, whether written or verbal.

Personal information about employees may not be released to anyone except by the Director or Assistant Director. See policy 6.07 for a list of personal information.

DISPOSAL OF PERSONAL RECORDS

The library is committed to ensuring that records containing personal information are disposed in accordance with state law. Personal information is disposed in a manner that ensures no unauthorized person will have access to employee personal information.


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6.12 EMPLOYMENT OF RELATIVES March 2010October 2017

The employment of relatives is a sensitive issue that could possibly create a conflict of interest situation for the related individuals. Such hiring must be handled in accordance with the following provision.

DEFINITION

An applicant will not be considered for a position when a member of the applicant’s immediate family is an employee or trustee of the Library. The term “immediate family” refers to spouse/domestic partners, parents, children, parents of spouse/domestic partner, sisters, brothers, grandchildren, grandparents, or any person who resides in the employee’s household. Exceptions can be made for pages who are siblings.

the regular meeting of the board of trustees of the ... · 1.01 preface april 2016 ... 3.09...

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