Section 1 – General Provision
1.1 Purpose
The purpose of this policy is to better service the public through an efficient system of personnel administration that is both fair and understandable to the employee.
1.2 Coverage and Amendment of Rules
A. These rules shall cover all employees of Bryan-Bennett Library. Any rules adopted by the State of Illinois or the United States Government shall take precedence over rules set forth herein.
B. Any official, employee, or citizen, who feels that these rules are working an unnecessary hardship on them or that the efficiency of the Library can be improved by amendment of these rules, may consult with the Library Director or Library Board.
C. These rules may be amended by a resolution adopted at any scheduled meeting of the Bryan-Bennett Library Board.
1.3 Political Activity
A. No employee of the Bryan-Bennett Library shall engage in any political activity while on duty, nor shall they solicit any monetary contribution to the campaign funds of any political organization while on duty. No employee shall be required to contribute money or activities to any political organization or candidate.
B. If an employee is elected to the position of Mayor or City Council person, he/she shall at once resign from his/her position as a library employee.
Section 2 – Definitions
The following words and phrases, when used in these rules, have the following meaning unless otherwise clearly indicated in context:
EMPLOYEE: Any person appointed to a position in the Library services for which they receive compensation on a full-time, part-time, or temporary basis.
1. Full-Time Employee: one who is regularly scheduled 30 hours or more per week.
2. Part-time Employee: one who is regularly scheduled less than 30 hours.
PROBATIONARY PERIOD: The first six months of service in a Library position.
IMMEDIATE FAMILY: This shall be constructed to mean father, mother, spouse or partner, son, daughter, stepson, stepdaughter, father-in-law, mother-in-law, stepfather, stepmother, brothers-in-law, sisters-in-law, daughters-in-law, sons-in-law, brothers, sisters, grandparents, and grandchildren.
SENIORITY: A status of higher standing attained by length of continuous employment.
TERMINATION, INVOLUNTARY: Anyone leaving Library employment not of his/her own choice.
Section 3 – Record and Reports
3.1 Leave Records
The Director will provide a report of the Director’s vacation and sick leave used and unused at every April board meeting.
3.2 Official Roster
The Library Director or a designee shall prepare and maintain a record of all employees showing the following for each: (1) name, (2) address, (3) salary rate, (4) changes in status, (5) transfer (6) sick leave, (7) annual leave, and (8) other pertinent data.
Section 4 – Application
A written application for employment must be submitted by all persons seeking Library positions.
Section 5 – Probationary Period
5.1 Nature, Duration and Purpose:The probationary period is regarded as an integral part of the examination process and is used for closely observing an employee’s work, for securing the most effective adjustment of the new employee to the position, and for rejecting any employee whose performance does not meet the required standards.
The first six (6) months of service in a position to which an employee has been probationally appointed, re-employed or reinstated under the provisions of these rules shall constitute a probationary period.
Provisional and temporary service in the position immediately prior to appointment to the position, without an interruption shall be counted toward the probationary period.
5.2 Evaluation/Benefits: During the probationary period, the employee shall be evaluated at one month, at three months, and at the end of the probationary period (six months). The evaluation shall be aligned with the criteria listed in the job description. The evaluation shall be written and orally communicated to the employee. The employee shall be given a copy of the evaluation, and it shall be placed in the probationary employee’s personnel file.
A probationary employee may be discharged at any time during the probationary period without cause.
A probationary employee does not have a right of appeal.
During the probationary period, no employee shall be granted a leave of absence without authorization by the Library Board of Trustees. The leave, if granted, will not count toward the employee’s probationary period.
Persons entering military service while still on probation shall be granted leave in accordance; however, upon return to employment shall complete the probationary period.
Section 6 – Employee Conduct and Relations
6.1 Unauthorized Absences: An employee must notify the Library Director within 30 minutes of the start of the employee’s work day if he/she is going to be absent. Unauthorized absences will be grounds for disciplinary action. An emergency absence shall not be considered an unauthorized absence.
6.2 Hours of Work: The work day shall be determined by the Library Director and approved by the Library Board of Trustees. Work schedules for full- and part-time personnel shall be established by the Library Director.
6.3 Break Periods: Employees are allowed 15 minutes for each continuous 3.75 hour period worked. No compensatory time will be given when work breaks are missed, unless it is required by the Library Director.
6.4 Evaluations: All non-probationary employees shall be evaluated yearly by the Library Director. The Library Director shall develop an evaluation tool that shall reflect the criteria of the job description for each position. The evaluation tool shall be approved by the library Board of Trustees.
Whenever performance falls below satisfactory level, the Library Director shall in writing define the areas to be corrected. The Library Director shall create a remedial plan for the employee that will correct the areas of concern. The evaluation and remedial plan shall be presented in writing to the employee. The employee will then sign the document. Signing the document does not suggest agreement but merely confirms that the employee has been made aware of the evaluation and/or remedial plan.
Two months following the receipt of the remedial plan, the employee will be re-evaluated.
The Library Director shall be evaluated yearly by the Board of Trustees. The evaluation tool shall reflect the criterial of the job description and shall be approved by the Board of Trustees.
The Personnel Committee will be responsible for the implementation of the evaluation process for the Director.
The Board of Trustees shall approve the evaluation. The evaluation shall be in writing and shall be presented to the Library Director. The Board of Trustees shall authorize the presentation. The evaluation shall include a timeline for the Library Director to complete goals and improvements.
All evaluations shall be placed in the employees’ personnel file.
6.5 Change of Address
All employees must provide the Library Director with current addresses and phone numbers. The Library Director should provide the City Clerk with the current information at least once a year.
6.6 Personal Business During Working Hours
Every attempt shall be made to confine personal business to off-duty hours. Personal phone calls are discouraged.
All medication (prescription and non-prescription) must be kept behind the circulation desk or another private location. No medications should be taken outside this area. It must be taken outside of the view of patrons, such as in the kitchen or restroom.
6.7 Dress Code
Employees should maintain a professional appearance, with casual office attire or more formal office attire, as the work situation merits. Skirts and shorts must be no shorter than the knee. If jeans are worn, they should be in good condition. No spaghetti straps. No halter tops. No crop tops. Shoes should be appropriate for the job and should not create a danger of the employee tripping or falling.
6.8 Hygiene
Good personal hygiene is a must when dealing with the public.
6.9 Personnel File
The Library Director is responsible for establishing a personnel file for each Library employee. The personnel file shall follow all state statutes and laws governing personnel files.
An employee shall be notified by the Library Director of all information that is placed in the employee’s personnel file. Employees may submit a rebuttal concerning any information placed in the file to the Library Director. The Library Director shall place the rebuttal in the employee’s personnel file.
An employee may request to see his/her personnel file. The file will be kept current, and the employee may copy any item in the personnel file.
The Library Director may document the date/time when the employee reviewed his/her personnel file.
The file must be examined in the presence of the Library Director.
Section 7 – Employee Associations and Affiliations
7.1 Management’s Rights
The Library Board retains the exclusive right to determine the mission of the Library function, to set standards of services to be offered to the public, and to exercise control and discretion over its organization and operations. The Library Director shall set hours of work and direct the employees including the right to hire, discipline, and layoff.
7.2 Employee’s Right to Work
Both management and employee organizations are prohibited from restraining or coercing employees in the exercise of his/her rights to join or not to join and to maintain or terminate membership in any employee organization.
Section 8 – Separation
8.1 Resignations
A. An employee who wishes to terminate his/her service in good standing with the Library shall submit a written resignation at least two (2) weeks prior to the intended date of departure.
B. An employee who voluntarily resigns and is subsequently rehired is considered a new hire.
8.2 Return of Library Property
An employee leaving the Library employment shall be liable for Library property in his/her possession.
8.3 Rights and Duties Upon Separation
The Library follows the policy of the City of Salem Personnel Policy. Any changes in their policy will apply to that of the Library.
A. Permanent employees who separate from Library service shall receive payment of all salary earned up to the effective date of their separation, less all authorized deductions.
B. Employees who leave in good standing shall be paid for accrued vacation at its full value, sick time may be converted at one-half of their accrued value (140 max accrual) for up to 70 days.
C. Employees not leaving in good standing shall receive only wages and accrued vacation pay, minus authorized deductions.
D. Any negotiated contract may supersede this provision.
Section 9 – Disciplinary Actions
9.1 Working Relationships
A. All employees must maintain high standards of cooperation, efficiency and economy in their work for the Library. The Library Director shall organize and direct toward these objectives.
B. Whenever work or performance falls below a satisfactory level, the Library Director shall point out problems for correction. Oral and written warning with sufficient time for improvement should precede formal discipline whenever possible, but nothing in this section shall prevent immediate formal action whenever the interests of the Library require it.
C. Whenever any question arises concerning the validity of a Library Director’s order, employees shall be expected to complete their assigned tasks. If they then have any grievance, they shall settle it with the Library Director, if possible. In cases where they are unable to obtain satisfaction, they may make an appeal as set forth in Section 10.
9.2 Forms of Disciplinary Action
Disciplinary action may be in the form of oral and written reprimands, suspension without pay, or dismissal. Except for reprimands, an employee shall be notified in writing prior to the effective date of such action. This written notice shall state the reasons for the action.
Section 10 – Appeals and Grievances
10.1 Appeals from Dismissals, Demotions, or Suspensions
Any employee who is dismissed or suspended may appeal to the Library Board.
10.2 Grievance Defined
A grievance exists when an employee has expressed a difference of opinion, dispute, or controversy with the Library relative to the circumstances and conditions, which concern his/her working relationship.
10.3 Grievance Procedure
Most employee problems can usually be resolved through calm and sensible discussion between an individual and the Library Director. It is desired that every effort will be made to settle grievances at this level. In the event that a solution cannot be reached with the Library Director, the grievance may be appealed according to the procedure described in the following section. Resolved or unresolved, the grievance discussion shall be recorded and signed by both the Library Director and the grievant.
10.4 Grievance Provisions
A. All employees should feel free to present to the Library Director, formally and informally, any problems that are troubling them in connection with their work.
B. The employee is assured freedom from coercion, restraint or reprisal in presenting his/her grievance.
C. Any step of the procedure may be the last. A grievance sha1l be considered settled unless it is appealed to the next higher authority.
D. Any appeal beyond the Library Director must be made in writing by the employee to the Board President for submittal to the Library Board.
E. Each appeal step must be made within ten (10) calendar days from the date of the decision.
F. The Library Director shall be responsible to make careful inquiry into the facts and circumstances of the complaint and will advise the employee, within ten (10) calendar days, of the determination.
G. Whenever a grievance is carried to the Library Board, the Board shall make a separate investigation, review prior action, and advise the employee of his/her own action, within ten (10) calendar days.
Section 11 – Holidays
The Library Director is entitled to the following paid legal holidays:
New Year’s Day Memorial Day Veterans Day
President’s Day Independence Day Thanksgiving Day and the following Friday
Good Friday Labor Day Christmas Eve and Christmas Day
Martin Luther King, Jr. Day
Section 12 – Vacations
12.1 General Provisions
A. A Library Director, who has occupied his/her position for a period of twelve (12) consecutive months, shall be allowed vacation leave with pay. The Library Director may use vacation time after he/she has been employed at the Library for one year. The Library Director will report the dates of vacation time to the Library Board, at the completion of the Director’s service year (as determined by the Director’s anniversary of employment). The Director may not carry over vacation time from one service year to the next. Only in unusual circumstances, the Director may request special permission from the Library Board to carry over part of the accrued vacation. Vacation credit for the Library Director shall accrue annually as follows:
During first 5 years 12 working days
Service over 5 years 15 working days
Service over 10 years 18 working days
Service over 15 years 20 working days
B. Vacation days may be taken hour by hour. An employee is not required to take a full week or a full day at one time. Vacation time must be scheduled in advance. The employee must request time off in advance of taking the time or it may be declined. All vacation time must be taken by the conclusion of the employee’s service year.
C. Vacation leave shall be based upon years of service. An employee entering the service of the Library on or prior to the 15th day of the month shall receive credit for the entire month. When employment begins after the 15th, leave credit shall begin on the first day of the following month.
D. Temporary employees are not entitled to any vacation benefit with pay.
E. Effective January 1, 2024, part-time employees, will earn 1 hour of paid leave for every 40 hours that is worked. Forty hours must be worked, before any leave is taken. Unused leave created by Senate Bill 208 does not have to be paid out when an employee resigns or is fired. The leave can be taken as a lump sum or can be divided. Employees are encouraged to work with the Library Director to determine when the leave can be taken. [Reference Illinois Senate Bill 208]
Annually, this leave would amount to:
- For an employee with 25 hours a week: 25 x 52 weeks = 1,300 hours worked in a year divided by 40 hours the annual leave is 33 hours.
- For an employee with 18 hours a week: 18 x 52 weeks = 936 hours worked in a year divided by 40 hours the annual leave is 24 hours.
- For an employee with 16 hours a week: 16 x 52 weeks = 832 hours worked in a year divided by 40 hours the annual leave is 21 hours.
F. There will be no accumulation of vacation time during leave of absence without pay.
G. Any accrued and unused vacation time will be paid to the employee at the time that the employee leaves his/her position.
12.2 Authorization
A. Employees must apply for vacation prior to the desired time off. Approval is conditional, subject to the needs and requirements of the Library. The appropriate form (Appendix D) must be submitted to and approved by the Director at least two weeks in advance of the planned leave.
B. Leaves shall be scheduled by the Library Director to accommodate operating requirements and, insofar as possible, with the requests of the employees. In circumstances where a conflict exists between employee requests, seniority shall apply, but only when requests are received within ninety (90) days of the approved leave.
Section 13 – Sick Leave
13.1 General Provisions
A. The Library provides 12 days per year of sick leave for its full-time employees who work 30 hours per week. Each year, the sick leave time is awarded to the employee at his/her anniversary of employment.
B. Unused sick leave may be accumulated up to a maximum of 140 days for permanent employees.
C. Vacation days may be used for sick leave, at the employee’s request, and if approved by the Library Board.
D. Paid sick leave shall not be granted beyond accrued benefits.
E. Vacation benefits will continue to accrue during periods of service-connected disability.
F. For an absence to be excused, all employees, regardless of eligibility for benefits, must submit the appropriate leave form (Appendix D) as soon as the employee has information about the absence.
13.2 Family Related Provisions
Sick leave may be taken in cases of acute personal illness or physical incapacity of an employee. It may also be allowed when an employee is required to attend a member of his/her immediate family who is too ill to care for him/herself, and is a dependent on the employee for care.
Section 14 – Other Types of Leave
14.1 Jury Duty
The Library will pay the difference between an employee’s regular wage and the money earned on jury duty. Travel allowance will not be figured in while computing jury duty pay.
14.2 Professional Conference Attendance
A. Employees desiring to attend professional conferences should make written request to the Director prior to the opening of the conference, or in time to take advantage of any pre-registration savings. All requests should include the conference schedule, registration information, and anticipated costs. Having money in the budget for travel does not automatically authorize conference attendance.
B. Reimbursement for conference costs shall be as follows:
1. Actual registration fee.
2. Round trip transportation (either Library vehicle, private vehicle at the prevailing Internal Revenue Service rate per mile, or coach fare; whichever is least).
14.3 Military Leave
A. Employees who enter into the armed forces shall be granted leave without pay for the duration of their initial enlistment or induction.
B. Upon separation from military service, the employee has ninety (90) days to request his/her old job back. Failure to do so shall forfeit any claim to that position.
C. Vacation and sick days will not accrue during absences of over thirty (30) days.
D. Members of the Reserve and National Guard shall be granted up to two weeks unpaid leave per year or may elect to use vacation time for purposes of active duty training. Individuals must present a copy of his/her orders to the Librarian. This leave shall in no way adversely affect vacation or sick leave benefits.
14.4 Leave of Absence Without Pay
A The Director may grant leaves of absence without pay, with the approval of the Library Board. Written request, including justification, must be filed. Any approved leave must be in writing by the Library Board. The appropriate request form can be found in Appendix D of this document.
B. Benefits will be paid according to the insurance contract.
C. No employee shall return from medical leave of absence until he/she presents a doctor’s release.
14.5 Funeral Leave
In case of death in the immediate family, the Library Director shall be granted a leave of absence with pay for a period not to exceed three (3) days. (See Section 2 – Definitions)
Section 15 – Injuries, Insurance, and Benefits
15.1 Workers’ Compensation
Chapter 820 of Illinois Compiled Statutes 305 will be followed pertaining to worker’s compensation.
15.2 Pensions
Eligible employees will be covered by the following pension: Illinois Municipal Retirement Fund.
15.3 Hospital, Medical and Life Insurance
A. The Library Director will be offered an option to enroll in the health, welfare and life insurance plan for the City of Salem.
B. If the Library Director is injured on the job, the Library will maintain the insurance until such employee returns to work; however, such contributions shall not be paid for a period of more than twelve (12) months.
Section 16 – Employee Safety
Any employee injured, however slightly, while on-the-job should complete and turn in an accident report form within twenty-four (24) hours of the incident. In cases where the employee is incapable of doing so, it shall be the responsibility of the Director to fill out a preliminary report to the best of his/her ability. Failure to do so will delay insurance processing and any payments due. In addition, the reporting of an accident will benefit the employee if in the event a minor injury later leads to more serious developments.
Appendix A
Affirmative Action / Equal Opportunity Policy
The Bryan-Bennett Library Board has implemented personnel policies, which offer equal opportunity for all applicants and employees.
The Bryan-Bennett Library Board recognizes and supports the concepts of Affirmative Action and Equal Opportunity. These policies provide for the equitable treatment of minorities, females, and disabled persons in promotions, transfers, compensation and all other benefits. The Board is also committed to providing reasonable accommodations for impaired employees.
The Bryan-Bennett Library Board’s equal opportunity goal is to achieve proportionate utilization of minorities, females, and disabled persons at all levels and a work environment free of discrimination.
All management officials responsible for personnel matters are directed to ensure that the following guidelines are adhered to:
1. Recruit, hire and promote employees without regard to race, religion, sex, age, marital status, disability or other factor prohibited by law.
2. Ensure that all personnel procedures, policies and actions, such as compensation, fringe benefits, transfers, lay-offs and training programs, be administered without regard to race, religion, sex, age, marital status, disability or other factor prohibited by law.
3. Base personnel decisions for employment and/or promotion on an individual’s qua1ifications for a position.
4. Distribute information on request to recruitment sources outlining career opportunities, application procedures and any other pertinent information relating to employment.
5. Advise employees of procedural rights to redress of grievances, based on allegations of discrimination, sexual harassment, reprisal, coercion or intimidation.
6. Comply with all federal and state laws regarding Affirmative Action and Equal Opportunity.
Bryan-Bennett Library Board
Adopted May 1996 and Affirmed May 2007
Updated September 2010
Reviewed and Affirmed February 2022
Appendix B
Policy on Sexual Harassment
It is Bryan-Bennett Library’s policy to prohibit sexual harassment of one employee by another employee or supervisor. Sexual harassment is defined as:
Any unwelcome sexual advances or request for sexual favors or any conduct of a sexual nature when (1) submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment, (2) submission to or rejection of such conduct by an individual is used as the basis for employment decisions affecting such individual, or (3) such conduct has the purpose or effect of substantially interfering with an individual’s work performance or creating an intimidating, hostile or offensive working environment.
It includes, but is not limited to slurs, epithets, threats, derogatory comments and unwelcome jokes, teasing or sexual advances, and other similar verbal and physical conduct.
Any employee who believes that he or she is a victim of such harassment should immediately report the matter to the Library Director and/or the Library Board President.
No staff member may be subjected to any form of retaliation for seeking information on sexual harassment, making a charge, filing a sexual harassment complaint, or testifying, assisting, or participating in an investigation, proceeding, or hearing involving a complaint of sexual harassment. Any retaliatory action will be a violation of this policy.
Accusations of sexual harassment are grievous and can have far-reaching effects on the careers and lives of accused individuals. Allegations of sexual harassment must be made in good faith and not out of malice.
Supervisors are charged with maintaining an atmosphere that discourages sexual harassment and ensures that this policy is enforced in their area. Supervisors are directed to discourage all behavior that might be considered sexual harassment and to respond promptly to sexual harassment complaints. Supervisors who knowingly condone incidents of sexual harassment or instances of related retaliation will be subject to disciplinary action.
Violations of this policy will not be permitted and may result in discipline up to and including discharge. Information on the legal recourse, investigative and complaint process is available through the Illinois Department of Human Rights at: Website https://www.illinois.gov/dhr; Springfield Office at 535 West Jefferson, 1st Floor, Springfield, IL 62702; phone (217) 785-5100.
Bryan-Bennett Library Board
Adopted May 1996 and Affirmed May 2007
Updated September 2010
Updated January 16, 2018
Reviewed and Affirmed February 2022
Appendix C
Drug-Free Work Place
The Bryan Bennett Library Board hereby informs all employees that the unlawful manufacture, distribution, dispensing, possession, and/or use of cannabis and any controlled substances is prohibited on all Library property and at all activities held under the auspices of the Bryan-Bennett Library. No employee shall be under the influence of mind-altering substances on the premises. Any employee convicted for a violation occurring in the work place must notify the Board President no later than five (5) working days after such conviction. Violation of this mandate by an employee will be dealt with in the manner set forth by Federal statues, Illinois State law and Bryan-Bennett Library policy. This may involve action up to and including termination of employment for said violation.
This notice and certification is required by the regulations implementing the Controlled Substances-Drug Free Workplace Act (Public Act 86-1459, enacted by the 86th General Assembly of the State of Illinois).
Adopted May 1996 and Affirmed May 2007
Updated September 2010
Reviewed and Affirmed February 2022