Lisbon Hepburn Library

We're a public library serving Lisbon, NY and the surrounding community.

Personnel Handbook

Introduction

This employee handbook has been prepared to provide employees with the policies, procedures, philosophy, and expectations of the Hepburn Library of Lisbon. The purpose of this handbook is to provide employees with a reference source that covers various elements of employment with the Hepburn Library of Lisbon. This handbook is not to be construed as a legal document nor considered as a contract of employment with the Hepburn Library of Lisbon. 

Employee issues, circumstances and changes in applicable State and Federal laws may require changes to the policies, procedures, practices, and employee benefits set forth in this handbook. The Hepburn Library of Lisbon reserves the right to amend, supplement, or rescind any or all of the provisions of this handbook as deemed appropriate at its sole and absolute discretion. Updates and changes to the employee handbook will be provided to the employees of the Hepburn Library of Lisbon.

For additional information on current personnel policies, an employee should consult the Director. Employees will be referred to the Director for information concerning employee benefits.

The Hepburn Library of Lisbon believes the employee handbook provides the employees with useful information to assist the employees with understanding the work environment at the Hepburn Library of Lisbon as the employees share in our mission to serve public libraries.

Organizational Structure

The Hepburn Library of Lisbon is chartered by the Board of Regents.

The Hepburn Library of Lisbon Board of Trustees and Bylaws provide guidance.

The administration of the Hepburn Library of Lisbon is by the Director.

The Hepburn Library of Lisbon Board of Trustees hires the Director. In the absence of the Director, the Library Assistant is authorized to work on behalf of the Director.

Appointment

The Director is hired by and works under the authority of the Hepburn Library of Lisbon Board of Trustees in accordance with the minimum standards established by the New York State Education Department. 

All other employees are hired, trained, evaluated, and retained by the Director.

Appointments are based upon the candidate’s education, previous employment record, references, proven aptitude on skills tests, and other factors relevant to the position. 

In order for the Hepburn Library of Lisbon to comply with the U.S. Department of Justice Immigration and Naturalization Service regulations, all candidates must provide documents that establish identity and employment eligibility as outlined on Form I-9.

Appointments for temporary positions shall be for a period not to exceed six months. Temporary appointments may be renewed for an additional period by the Director if it is determined that the need for the position still exists.

New Employee Probation

New or rehired employees serve under a probationary period of employment of ninety days, during which time:

  • An employee evaluates their compatibility with the job, the Director, any co-workers, and the library organizational culture. They also consider how well suited their abilities, education and temperament are for the job.
  • The Director will closely observe and evaluate their technical performance to determine their ability to perform the required duties of the job during the probationary period and provide a written evaluation. 
  • An employee is notified of their performance deficiencies and provided with guidance and adequate opportunity to meet the Hepburn Library of Lisbon standards.
  • A determination is made as to whether or not the employee has the competency to carry out the assignments of their position.

The Director may extend the probationary period of employment for an additional ninety days, if, in their opinion, it is necessary.

An employee serving their probationary period of employment may be released at any time, provided the Director submits a written report setting forth the reasons for the release.

Performance Review

The Director has the responsibility of guiding new employees carefully through the probationary period of employment. New employees will receive a job description along with a list of duties. The Director will inform them of job requirements at the beginning of employment so that they will know what is expected of them.

Once per year, the Director will prepare a written performance review for each employee. The Director will have a conference with the employee. The employee will be presented with the review and their performance will be discussed. As necessary, the standards for the job and how to meet them will also be discussed. The employee will be provided with an opportunity to read the review, ask questions, add comments, indicate whether they will add comments later, and sign all copies. Copies will be given to the employee and the Director for their permanent personnel records.

The Directors will prepare additional written performance reviews as needed.

Promotions

Promotions, if available, will be based upon past work performance, the acceptance of challenges to assume greater responsibilities, initiatives in offering suggestions, the ability of the employee to work cooperatively with others, and demonstrated regard for the best interests of the Hepburn Library of Lisbon. Seniority alone will not be considered as a basis for promotion.

Demotions

An employee may be demoted, if a position is available, after hiring, if it becomes apparent that they are unable to satisfactorily fulfill the requirements of their position. At the time of demotion, the Director must give the employee a written notice of demotion. The notice will cite reasons for the demotion. A reduction in salary may be applied at the time of demotion.

Disciplinary Probation

Disciplinary Probation will be used in situations deemed not serious enough for suspension. Grounds for disciplinary probation will be behaviors that could negatively affect the Hepburn Library of Lisbon services or working conditions. These include, but are not limited to: failure to perform expected tasks, disrupting co-workers, offending others, endangering the safety or health of others, insubordination, and blatant disregard for Hepburn Library of Lisbon policy and procedures. Probation as a disciplinary action shall not exceed 90 days.

Suspension

Suspensions are temporary separations for disciplinary purposes where poor conduct or bad judgment imperil the services or working conditions of the Hepburn Library of Lisbon, but are not sufficiently grave for dismissal. An employee may be suspended without pay for a period not to exceed thirty days. At the time of suspension, the Director must give the employee a notice of suspension, including the reasons therefore. Further incidences of a similar nature will be grounds for immediate dismissal.

Dismissal

The Director will attempt to counsel employees so that a serious decline in performance, standards, or regard for work rules will not occur. When the Director finds it necessary to recommend dismissal, the matter will be discussed with the Director, and the following procedures will be observed:

  • The Director will prepare a document reflecting the problems and the recommended disciplinary action.  
  • The Director will hold a conference with the employee to determine further action. The Director, at the time of the dismissal, must give the employee a written notice of dismissal.

If a seriously adverse behavior occurs, the employee will be immediately dismissed, without pay, by the Director.

Resignation

All employees are expected to give fourteen days written notice of resignation to the Director. 

When an employee has been absent without notification for a period of five consecutive working days, such absence shall constitute a resignation effective on the first day of such absence. The employee will be notified in writing, at the end of such five-day period, that such absence has been deemed a resignation effective on day one of such absence.

All Hepburn Library of Lisbon property such as keys, equipment, records, library materials, flash drives, or other items owned by the Hepburn Library of Lisbon must be returned by the employee to the library on or before the last day of employment. Materials not returned will be billed to the employee at the replacement cost.

Records Retention Schedule

Personnel records are covered under the Hepburn Library of Lisbon’s Records Retention and Disposal Policy.

Benefits

Annual Leave

Part-time employees do not accrue annual leave. The Director’s annual leave is determined by his/her employment contract.

Compassionate Leave

Part-time employees may take unpaid leave as outlined in this policy. 

Benefits under the Family Medical Leave Act are regulated by New York State Law.

Disability Benefits

The Disability Benefits Law provides for the payment of cash benefits to employees who become disabled because of injuries or sickness which have no connection with their employment. In order to claim benefits, the disabled employee is required to file Notice and Proof of Claim for Disability Benefits (form DB-450), with the employer, within thirty (30) days after disability begins.

Disability benefits, conditions, and limitations are set by New York State Law.

Jury Duty and Court Attendance

An employee who receives notice of jury duty must notify the Director as soon as possible in order that arrangements may be made to cover the work of their position. Every effort will be made to cooperate fully with Local, State, and Federal courts in allowing employees to serve on juries without any financial loss. An employee will be expected to work as much of their regularly scheduled work time as their jury duty schedule permits, and is encouraged to work alternate days if they wish to be paid. Call-in services must be used whenever possible to allow the employee to work as long as possible before leaving for jury duty. 

Employees who receive a court subpoena to testify as a witness shall notify the Director as soon as possible in order that arrangements may be made to cover the work of their position. The employee is to provide a copy of the subpoena to the Director for payment under this provision.

Leave of Absence

The Hepburn Library of Lisbon recognizes that situations can arise that may require employees to take a leave of absence without pay. These may include family matters, participation in a program of education, sickness, military duty, a death in the family, or compelling personal reasons. Leaves of absence will consist of one or more full days of work.

  • An employee may be granted a maximum leave for up to three months.
  • Leave without pay may be granted as a convenience to employees with the approval of the Director. Such leaves are intended to protect employee’s previous service when they return to the Hepburn Library of Lisbon.
  • All personal leave requests must be submitted in writing to the Director.
  • If an employee fails to return from a leave of absence at the time agreed upon, the Hepburn Library of Lisbon will assume that the employee has voluntarily resigned effective the first day of the leave. The employee will be sent a letter to that effect.
  • If possible, the employee will resume their former position upon return. If the job no longer exists, the employee may be terminated.
  • New York State and/or Federal mandates regarding leaves of absence will also be observed.

Sick Leave

Full-time employees will earn paid sick leave at the rate of 1 hour for every 30 hours worked until they accrue 40 hours of sick leave. After 40 hours of sick leave has accrued in a calendar year, full-time employees will be front-loaded 40 hours of paid sick leave annually on January 1st. 

Part-time employees will earn paid sick leave at the rate of 1 hour for every 30 hours worked, up to a maximum equivalent to the number of hours normally scheduled per work week for the calendar year. Sick leave for part-time employees is front-loaded annually after accruing ten hours.

Employees may carry over unused sick leave from year to year. A maximum of 40 hours of sick leave may be used within a calendar year, January 1-December 31 for full-time employees and the equivalent of one week of leave for part-time employees.

Notice of the intent to use sick leave must be provided in advance of the scheduled work shift unless the employee is unable to do so due to unusual circumstances (extreme illness, unanticipated hospitalization, becoming ill at work, etc).

Sick leave may be taken in 30-minute increments up to the number of hours the employee is normally scheduled for that day. 

Sick leave benefits, conditions, and limitations are set by New York State Law.

Time Off

Requests for planned time off must be submitted to the Director as far in advance as possible to enable coverage during employee absences. Part-time employees requesting time off may work alternate hours, at the discretion of the Director, if they wish to be paid.

When requests for time off within one week preceding and/or one week following a legal holiday are received, the desires of other employees for time off within that two-week period will be considered. After making sure that the work is covered, time off will be scheduled for each employee, at the discretion of the Director.

Employees calling in to take an unscheduled workday off within one day preceding and/or one day following a legal holiday may be required to furnish a doctor’s excuse for the absence, if so requested by the Director. 

For unexpected time off, employees must contact the Director as early as possible to allow for proper coverage of the library. The Director will provide employees with appropriate contact information.

Unemployment Insurance

All employees are covered by unemployment insurance to protect them when they are out of work through no fault of their own. The entire cost of this benefit is paid by the Hepburn Library of Lisbon and is regulated by New York State Law.

Weather Leave

Library closures due to inclement weather are at the discretion of the Director who will notify employees as soon as possible.

If an employee is scheduled, ready, and able to work and the library is closed due to inclement weather, the employee will be paid for their scheduled shift.

An employee who requests time off due to weather conditions while the library remains open may be granted unpaid time off, and if approved, may “make up” lost hours on another day that is mutually agreeable with the Director.

Worker’s Compensation

An employee who is injured or disabled while on the job is protected by the Workers’ Compensation Law. In order to be certain to receive these benefits, an employee must immediately report any accident or injury, regardless of how minor, to the Director. Employees will be expected to report minor falls, slips, cuts, abrasions, sprains, or bumps, as well as minor injuries caused by objects closing, sliding, falling or rolling near or on employees. The Director will be expected to enforce these reporting guidelines with employees.

In order to comply with Workman’s Compensation Law, the Director will prepare a written Incident Report. The employee and a witness will sign the form and a copy will be filed in the employee’s personnel by the Director.

Workman’s Compensation benefit, conditions, and limitations are set by New York State Law.

Employee Conduct

Alcohol, Tobacco, Marijuana, Vaping, and Drugs

All Hepburn Library of Lisbon employees and volunteers are required to abide by the Alcohol, Tobacco, Marijuana, Vaping, and Drug Policy. 

Working under the influence of alcohol or drugs while on Hepburn Library of Lisbon time or premises is forbidden. It is not acceptable for employees to be working “while high” or “under the influence” of any substance that may affect their professional behavior, productivity, or interactions with others.

Employees utilizing marijuana or other substances for medicinal purposes that are otherwise prohibited by library policy must provide documentation of need from a licensed medical practitioner.

At its discretion, the Hepburn Library of Lisbon may require employees who violate this policy to successfully complete a substance abuse assistance or rehabilitation program, at the employee’s expense, as a condition of continued employment.

Care of Hepburn Library of Lisbon Property

An employee is expected to exercise due care in the use of Hepburn Library of Lisbon property.

Employees are encouraged to use caution with food or beverages in the vicinity of computers or electrical equipment.

Confidentiality

Employees who gain information as a result of being an employee of the Hepburn Library of Lisbon must regard it as strictly confidential. This includes business information directly related to the Hepburn Library of Lisbon, the North Country Library System (NCLS) and its member libraries, suppliers, and other organizations or companies doing business with the Hepburn Library of Lisbon. It also includes personal or business information about fellow employees, such as contractual arrangements, personal information, or health related matters.

Any information that an employee gains as a result of their employment with the library that might cause harm or embarrassment must not be discussed with anyone who is not an employee or trustee of the library. Confidential information should only be discussed with those employees having a legitimate business reason to have that information.

Employees with questions or concerns about wages, benefits, payroll deductions, insurance, etc. should only discuss it with the Director.

Conflicts of Interest

Employees of the Hepburn Library of Lisbon shall avoid acting in circumstances where their personal interest conflicts with that of the library, whose interest they have been employed to represent. 

Dress Code

In general, employees are expected to maintain “dress for the day” attire. If more formal business attire is required for certain events or functions, employees shall be notified in advance by the Director. Clothing should be:

  • suitable for anticipated daily activities including meetings, outreach services, craft programming, custodial activities, etc.
  • suitable for the internal library temperature which varies widely on a seasonal basis.
  • suitable for all audiences and free from potentially offensive language, messages, or images.
  • suitably modest and cover the torso from the upper chest area to mid-thigh. 

Housekeeping

Work areas must be kept in an orderly condition. All areas in common use by all employees must be kept neat and clean. 

Noise Levels

It is the policy of the Hepburn Library of Lisbon to maintain a work environment that is conducive to high levels of concentration and productivity for employees and visitors. Employees should limit noise to a level that allows others to concentrate. As a general policy, employees are asked to do the following:

  • Refrain from talking loudly across the building or through closed doors.
  • Lower voices when conversing in the presence of people who are working and/or on the telephone.

Outside Employment/Additional Employment

An employee’s first responsibility is to the Hepburn Library of Lisbon and the efficient completion of their assigned duties. Employees considering the acceptance of outside work should first discuss it with the Director. Employees will be allowed outside/additional employment, as long as it does not:

  • Interfere with the employee’s regular work schedule.
  • Affect the performance of the employee’s regular duties at the Hepburn Library of Lisbon.
  • Result in a conflict of interest between the Hepburn Library of Lisbon employment and the outside employment.

Personal Belongings

The Hepburn Library of Lisbon is not responsible for personal belongings. Employees may keep personal items at their workstation, or secure them in the back closet.

Personal Information

Employees should immediately report any of the following changes in personal or family status to the Director to assure that employment records, emergency information, insurance, and taxes are kept up to date:

  • Legal change of name.
  • New home address or primary telephone number.
  • Persons to be reached in case of emergency.
  • Other emergency related information.
  • Any information required for accurate payroll deductions/withholdings. Employees should ask the Director for a new W-4 form if they wish to make changes.
  • Any change in the employee’s direct deposit payroll account.

Sexual Harassment

The Hepburn Library of Lisbon is committed to maintaining a workplace free from sexual harassment. Sexual harassment is a form of workplace discrimination. The Hepburn Library of Lisbon has a zero-tolerance policy for any form of sexual harassment, and all employees are required to work in a manner that prevents sexual harassment in the workplace as outlined in the Hepburn Library of Lisbon Sexual Harassment Policy

Technology

Violations of this policy will be taken seriously and may result in disciplinary action, including possible termination and, where applicable, civil and criminal liability.

Library employees are expected to abide by all guidelines outlined in the Technology Policy of the Hepburn Library of Lisbon Policy and Procedure Manual.

Allowed Use of Computer System

The computer system is the property of Hepburn Library of Lisbon and may only be used for approved purposes. Employees are permitted access to the computer system to assist them in the performance of their jobs. Occasional, limited, appropriate personal use of the computer system is permitted if the use does not:

  • interfere with the employee’s work performance.
  • interfere with any other employee’s work performance.
  • have undue impact on the operation of the computer system.
  • violate any other provision of this handbook or any other policy, guideline, or standard of the Hepburn Library of Lisbon. 

At all times, users have the responsibility to use computer resources in a professional, ethical, and lawful manner. Personal use of the computer system is a privilege that may be revoked at any time.

Copying, Printing, and Faxing

Employees may make use of occasional copying, printing, and faxing services at no charge, as long as that use does not interfere with visitor or library needs. Large-volume use shall be reimbursed by the employee at one-half the posted rate. 

Identity and Communication

Anonymous or pseudonymous electronic communications are forbidden. Employees must identify themselves honestly and accurately when sending e-mails or communications on-line.

Blocking of Inappropriate Content

The Hepburn Library of Lisbon and/or the North Country Library System may use software to identify inappropriate internet sites. Such sites may be blocked from access. Employees who encounter inappropriate content should report the incident to the Director.

Computer Software

All software, templates, and digital content written by the Hepburn Library of Lisbon employees as part of their work duties is the property of the Hepburn Library of Lisbon and may not be sold or distributed without the written permission of the Director.

Definitions

The term technology refers to the Hepburn Library of Lisbon’s and/or the North Country Library System’s entire computer network. Specifically, computer resources include, but are not limited to: host computers, file servers, application servers, communication servers, mail servers, fax servers, web servers, workstations, stand-alone computers, laptops, software, data files and all internal and external computer and communications networks, owned by or leased for the use of the Hepburn Library of Lisbon or the North Country Library System

Illegal Copying

Employees may not illegally copy material protected under copyright law or make that material available to others for copying. Employees are responsible for complying with copyright law and applicable licenses that may apply to software, files, graphics, documents, messages, and other materials. Employees may not agree to a license or download any material for which a registration fee is charged without first obtaining the express written permission of the Director.

Internet Use

Employees are provided with access to the internet to assist them in performing their jobs. The internet, however, must be tempered with common sense and good judgment.

If an employee abuses their right to use the internet, it will be taken away. In addition, the employee may be subject to disciplinary action, including possible dismissal and, where applicable, civil and criminal liability.

Monitoring of Computer Usage

The Hepburn Library of Lisbon and the North Country Library System has the right, but not the duty, to monitor any and all aspects of the computer system, including, but not limited to: monitoring sites visited by employees on the internet, monitoring social media, reviewing material downloaded or uploaded by users to the internet, and reviewing email sent and received by employees.

No Expectation of Privacy

The computers and computer accounts given to employees are to assist them in the performance of their jobs. Employees should not have an expectation of privacy in anything they create, store, send, or receive on the computer system. The computer systems belong to the Hepburn Library of Lisbon and are to be used primarily for business purposes.

Employees should never consider electronic communications to be either private or secure. Email may be stored indefinitely on any number of computers including that of the North Country Library System and/or the recipient. Copies of messages may be forwarded to others either electronically or on paper. In addition, email sent to nonexistent or incorrect usernames may be delivered to persons that were never intended.

Prohibited Activities

The following is a list of some, but not all, of the prohibited activities which would result in disciplinary action, up to and including dismissal.

  • Employees must not use Hepburn Library of Lisbon computers to gain unauthorized access to the library’s network or computer systems or to any other network or computer systems, including the North Country Library System.
  • Employees must not make any attempt to damage computer equipment or software. 
  • Employees must not make any attempt to alter software configurations on any library computer, system, device, or to any other networks, systems, or devices. Employees may not use the library’s internet connection to download games or other entertainment software, or to play games over the internet.
  • The library’s computer systems may not be used for dissemination or storage of commercial or personal advertisements, solicitations, promotions, destructive programs, political material, or any other unauthorized use.
  • Material that is fraudulent, harassing, embarrassing, sexually explicit, profane, obscene, intimidating, defamatory, or otherwise unlawful or inappropriate may not be sent by email or other form of electronic communication (such as social media) or displayed on or stored on the library’s computers. Employees receiving this kind of material should immediately report the incident to the Director.

Social Media

All library staff responsible for contributions to library social media platforms should be thoroughly trained, not only in best practices for individual social media platforms, but in the mission, values, and positions of the library and its governing body or parent institution. A social media account serves as the digital face of the library and should maintain the same level of customer service provided in the physical library. 

Staff contributors should use a tone consistent with their organization’s communication and marketing strategy, whether posting original content or communicating directly with a user. 

Library staff should protect patron privacy and confidentiality whenever possible, including comments on social media posts. 

Library staff should refer to the Committee on Professional Ethics’ “Ethics and Social Media Q&A” for additional information.

Telephone

The library telephone is for library business and shall be answered in a polite manner that identifies the library. Employees should minimize use of the library phone for personal matters. Employees should minimize the use of personal cell phones while at work. 

Unsolicited digital communication 

Without the express permission of the Director, employees may not send unsolicited email (spam mail), or social media messages on behalf of the library to persons with whom they do not have a prior relationship.

Use of Encryption Software

Employees may not install or use encryption software without first obtaining written permission from the Director. All passwords and encryption keys will be maintained by the Director and provided to employees on an as-needed basis. 

Wasting Computer Resources

Employees must not deliberately perform acts that waste computer resources or unfairly monopolize resources to the exclusion of others. These acts include, but are not limited to, sending mass mailings or chain letters, subscribing to non-library related list servers and mailing lists, spending excessive amounts of time on the internet, playing games, engaging in online chat groups, printing multiple copies of documents or otherwise creating unnecessary network traffic. Because audio, video, and picture files require significant storage space, files of this sort may not be downloaded unless they are library-related.

Visits by Law Enforcement and Agents of the Legal System

An officer of the law or court may visit the Hepburn Library of Lisbon unannounced and demand to see one or more employees to conduct legal business. Legal business may include but not limited to service of a subpoena, arrest warrant, or other legal papers.

The employee that admits the officer into the building shall immediately alert the Director. This individual will then do the following:

If the officer is in plain clothes, verify the identity of the officer.

Assist the officer to accomplish the task in the least disruptive manner while assuring the employees right to privacy. This may include:

  • Escorting the employee to the community room.
  • Allowing the employee to meet with the officer outside.

Rules of Conduct

The following conduct is a list of some, but not limited to, all acts or behavior which would result in disciplinary action, up to and including dismissal:

  • Repeated absences or tardiness.
  • Persistent negativity or numerous petty complaints that undermine the morale of co-workers, or interfere with the normal flow of work.
  • Misuse of time: excessive personal computer time; persistent or extended personal phone calls.
  • Interrupting working employees with personal or frivolous conversations.
  • Disrespectful behavior toward management, representatives of member libraries, or other employees.
  • Insubordination.
  • Any act of dishonesty, deception or fraud.
  • Abandonment of job or failure to report to work without notifying the Director.
  • Committing deliberate damage to the Hepburn Library of Lisbon personal or real property.
  • Committing deliberate damage to another employee’s personal property.
  • Unauthorized use of library facilities, tools, or equipment.
  • Disorderly conduct, such as striking another employee, use of abusive language, etc.
  • Falsifying library records.
  • Allowing unauthorized person(s) access to library facilities.
  • Possessing, or being under the influence of, alcohol or illegal drugs while at work.
  • Harassment of any nature, including sexual harassment.
  • Possession of firearms or other weapons on library property.
  • Illegal use of e-mail or communication systems.
  • Use of library computers and property for personal work on company time.
  • Removing, sending, or furnishing library records and information to unauthorized persons.
  • Abuse or violation of State or Federal laws adversely affecting employment.
  • Any conduct contrary to common decency or morality, or liable to incite, or provoke against anyone because of race, color, sex, religion, national origin, veteran status, disability, or sexual orientation.

The examples used above are not intended to be an inclusive list of inappropriate behavior subject to disciplinary action. These examples are given only as guidelines. The Hepburn Library of Lisbon Director and/or Board of Trustees reserves sole managerial discretion to determine what conduct or behavior is subject to discipline and to determine the severity and timeliness of such discipline.

Grievance Procedures

A grievance or accusation of fraud is defined as a claimed violation of the Hepburn Library of Lisbon Policy and Procedures and/or the Hepburn Library of Lisbon Employee Handbook. A grievance must be initiated within ten calendar days after the occurrence of the claimed event or it may not be considered.

  • The aggrieved person or persons will discuss the situation with the Director and attempt to resolve the problem informally.
  • If after informal discussion, there is no resolution of the problem, the parties involved will submit to the Director, in writing, a summary of the problem or situation within five calendar days of the informal discussions.

Using the written summary, the Director will conduct, or designate someone else to conduct, a study of any appropriate factual information. A meeting of all employees involved in the grievance will be held as soon as reasonably possible to attempt to resolve the problem.

Upon resolution of the problem, all employees involved will receive from the Director a written report of the decisions reached. The report will be signed by all individuals involved.

  • If a solution to the problem cannot be reached, any of the parties involved may, within ten calendar days after receiving the report specified in step two above, request a meeting with the Board of Trustees or its designees to discuss and resolve the problem.
  • The Board of Trustees will not involve itself in personnel matters outside this grievance procedure. 
  • The decision of the Board of Trustees will be final.

If the grievance or accusation of fraud involves the Director, the President of the Board of Trustees shall serve as the contact person to receive reports of suspected internal fraud or misuse of funds. The Board of Trustees will conduct any necessary investigations and the President will inform the Director of further action. 

Hours Of Work

Emergency Call-In

Employees who receive a call to come into work to respond to emergencies will be compensated for the amount of time involved, to be no less than two hours.

Hours of Operation

Employees are expected to be at their workplace and ready to perform their duties by the start of their shift (typically the opening of the library). The same rule applies to the end of the workday: employees are expected to work until the end of their shift, typically at the time the library closes. The Director’s use of compensatory time is permitted at his/her discretion as long as support staff are working within the library.

Library Hours of Operation:

  • Monday: 9am-4pm
  • Tuesday: 3pm-6pm
  • Wednesday: 9am-4pm
  • Thursday: 3pm-6pm
  • Friday: 9am-4pm
  • The library is often open extended into the evening for programs, meetings, and other activities. Weekend hours are also subject to library programming and activities held within the library, but vary from week to week as needed. If the lights are on, we are probably open!

Legal Holidays

The Hepburn Library of Lisbon is closed on the following legal holidays. Holidays that fall on the weekend are celebrated on either Friday or Monday, at the Director’s recommendation and approval by the board. Part-time staff normally scheduled on a holiday are paid for the holiday.

  • New Year’s Day
  • Martin Luther King Day
  • Presidents’ Day
  • Memorial Day
  • Juneteenth Day
  • Independence Day
  • Labor Day
  • Veterans’ Day
  • Thanksgiving Day
  • Christmas Day

Lunch and Break Periods

Lunch periods are State mandated. In New York State, employees that work more than six consecutive hours must take a minimum of one-half hour lunch period.

Due to the nature of the library and number of employees, no official uninterrupted breaks are provided. Staff are encouraged to use common sense when taking restroom breaks and snack breaks such that other employees and visitors are not unduly impacted. 

Staff are not allowed to leave the building at any time during their shift unless performing official library business. 

Overtime

Employees will be informed of their status of exempt or non-exempt at the time they are hired or at the time of promotion.  

Under the Fair Labor Standards Act, Hepburn Library of Lisbon employees in the professional or managerial classifications are exempt employees and are under its provisions, not entitled to overtime for hours worked in excess of their normal work week. 

The Hepburn Library of Lisbon reserves its legal right to retain this exempt status for those employees in the designated classifications cited herein while creating a discretionary benefit to all employees in these classifications for compensatory time under the following terms: For each one-quarter hour unit worked, in excess of their normal work week, the exempt employee shall receive equal compensatory time off. 

Overtime for Non-Exempt employees is approved only when the Hepburn Library of Lisbon service needs dictate and when times have been arranged and approved, in advance of the actual working of the time, by the Director. Hours worked above forty (40) hours in a week will be earned at time and one-half.

Tardiness

The Director is authorized to excuse an occasional tardiness. Frequent tardiness, however, could constitute the basis for disciplinary action or dismissal.

Telecommuting

Some circumstances allow for some, or all, staff to work remotely, whether from home or another approved location. Working remotely allows for staff to maintain a connection to the community while also allowing for focused concentration on projects, programs, services, continuing education, and other tasks that do not directly involve the public through in-person or face-to-face contact. 

Time Records

Part-time employees must record hours worked on a timesheet as provided by the Director. Time sheets may be digital or paper.

Payroll

Payroll will be distributed on an every-other week basis. 

Voluntary deductions (i.e. annuities, United Way Fund, direct deposit to checking accounts, credit union contributions, etc.) must be submitted by the employee in writing to the Director.

All payroll is done through direct deposit with the exception of temporary employees who, depending on the duration of employment, may be paid by check. 

Personnel Files and Inquiries

Personnel records are maintained for each employee at the Hepburn Library of Lisbon. In addition to personal history and previous experience, these records show an employee’s progress, attendance, home address, telephone number, emergency contact information, payroll data, and other detailed information.

Employees may inspect certain information in their personnel records and files in order to insure accuracy. The employee must first submit a written request to the Director and at a mutually agreeable time they will be allowed to review the information in the presence of the Director. Employees may not alter or remove any documents found in the file.

To ensure consistency and fairness, protect the privacy rights of individuals, and maintain the security and confidentiality of all employment and personal information in the Hepburn Library of Lisbon records, the Hepburn Library of Lisbon adheres to the following standards and procedures in dealing with all external requests for employment information:

  • Responses to written requests regarding current and former employees will be limited to the employee’s name, start and end date of employment, and title of last position held. No information will be given without a written request.
  • No other information is provided without a signed consent form from a current or former employee authorizing the Hepburn Library of Lisbon to release additional information from their personnel records to the specifically named organization.
  • The only individual authorized to release any information about a current or former employee is the Director. 

Professional Activities And Travel

Conferences and Conventions

Employees are encouraged to attend professional conferences and will be paid for the time to attend such meetings as pre-approved by the Director. Employees will be reimbursed for expenses including conference registration, lodging, travel, and meals.

Travel Regulations

An employee may use his/her own automobile for Hepburn Library of Lisbon business, with prior approval of the Director. If an employee uses their own automobile, the employee will be reimbursed for each mile traveled to/from the library and the site of the library business at the rate pre-determined for the year by the Internal Revenue Service. Parking fees and tolls will also be reimbursed, with appropriate receipts.