400 GUIDING PRINCIPLES FOR PERSONNEL
The Valleyview Municipal Library shall employ a dynamic, effective, well-qualified and efficient staff to carry out a constantly improving library program. The Board is committed to providing a staff of high quality, good professional qualifications, and high ethical standards, capable of designing, implementing, and evaluating programs in their assigned areas of responsibility.
Further, the Board shall be responsible for approving policies that ensure the workforce in place is able to adequately and safely carry out the operations of the Library. These policies shall facilitate mutual respect, good communication and professionalism while endeavoring to be fair to both the Board and Library staff. The Board aims to provide a safe workplace where employees are free from violence and harassment.
The Library Co-ordinator shall be responsible for implementing personnel policies.
The Board’s specific personnel service goals are to:
400.1. Violence and Harassment in the Workplace
The Town of Valleyview Library Board promotes an abuse-free environment in which all people respect one another and work together. Any act of violence or harassment committed by or against any individuals affiliated with this organization is unacceptable conduct and will not be tolerated.
Employees or other individuals affiliated with this organization shall not subject any other person to workplace violence or harassment, or allow or create conditions that support workplace violence. No action shall be taken against a complainant unless the complaint is made with malicious intent or without reasonable and probable grounds.
The Board shall ensure that trustees, employees and volunteers understand how to recognize workplace violence and/or harassment and that they are familiar with the procedures for responding to, reporting on and the investigation of such incidents in the workplace.
Employees are to have knowledge of and follow procedures for preventing, responding to and reporting incidents of workplace violence or harassment.
Acts of violence or harassment can take the form of physical contact or non-physical behaviors and can include, but would not be limited to:
The Board is committed to:
The purpose of this policy is to ensure that:
Violations of this policy may be subject to disciplinary action commensurate to the incident, up to and including dismissal.
For acts of violence and/or harassment committed by individuals outside of this organization, action taken would be commensurate with the incident, up to and including temporary or permanent withdrawal of services, or legal action.
Staff faced with an urgent situation involving threatening or violent conduct, where there is reasonable belief that the safety of persons may be threatened, should contact the police immediately.
For other incidents:
No staff persons under the age of 18 will be required or permitted to work alone.
400.3 Confidentiality and Security Requirements
The Library Co-ordinator, staff and volunteers may be required, as a condition of employment to:
a) Provide a current, acceptable criminal record check conducted by the RCMP.
b) Sign an agreement of confidentiality with the Board.
401 PERSONNEL SELECTION
The Board of Trustees shall hire the Library Co-ordinator who shall be responsible for the recruitment, selection, training and evaluation of Library employees.
The Personnel Committee may assist the Library Co-ordinator in the selection of staff.
The Library Co-ordinator shall regularly inform the Board of Trustees about staff acquisitions and placements.
401.1 Equal-Opportunity Employment
The Board of Trustees' recruitment, selection, employment, and/or termination of individuals shall be without prejudice or discrimination.
401.1.1 Position Advertising
All vacant positions shall be advertised.
401.1.2 Hiring Immediate Family/Nepotism
The Board of Trustees shall regulate employment in such a manner so as to avoid potential favoritism or conflict of interest that may occur between employees who are related to one another. However, no individual on the basis of marital status or family relationship alone shall be denied employment with the Library.
The Town of Valleyview Library Board shall hire and employ the Library Co-ordinator, who shall be officially appointed by the Library Board as per requirements of the Alberta Libraries Act.
The orientation of the Library Co-ordinator is the responsibility of the Board Chairperson, and the Chairperson of the Personnel Committee.
The Library Co-ordinator shall take advantage of professional development opportunities as afforded by the budget. The Board may suggest specific training. The Library Board may with prior approval choose to reimburse the Library Co-ordinator for costs associated with Professional Development in part or in full. (Ie. SAIT Library Courses)
Probation: There shall be a three-month probation period. Evaluation shall take place during this time. Only after a successful probation period shall a permanent position be offered. At the discretion of the Board an initial probation may be extended up to three additional months.
Evaluation: The Library Board shall complete an evaluation of the Library Co-ordinator on an Evaluation Form (Schedule 400-B) on an annual basis.
Dismissal of Permanent Library Co-ordinator: After an unsatisfactory evaluation, the Library Co-ordinator shall be notified in writing that she/he has been placed on three-month probation. This notification shall include specific areas needing improvement. During this time the opportunity shall be given for the Library Co-ordinator to show improvement in the noted areas. If no improvement is shown, dismissal shall occur. The Board is responsible for the dismissal of the Library Co-ordinator. If dismissal of the Library Co-ordinator is necessary, the Board will act according to the Employment Standards Act.
The Library Co-ordinator shall hire and dismiss all full-time, part-time and casual employees of the Library. The Library Co-ordinator may request up to two members of the Personnel Committee, or other designated Board members to be present at staff interviews or evaluations.
The Library Co-ordinator shall keep the Board advised of all staff changes.
The Library Co-ordinator shall be responsible for the orientation of all new staff.
The Library Co-ordinator shall be responsible for the training of all staff. With prior approval, the Board may choose to reimburse (in full or in part) staff members for professional development courses.
401.3.4 Probationary Periods/Evaluations/Dismissals/Resignations
Probation: There shall be a three-month probation period for all new employees. Evaluation shall take place during this time. Only after a successful probation period shall a permanent position be offered. At the discretion of the Library Co-ordinator, the initial probation may be extended up to three additional months.
Evaluation: The Library Co-ordinator shall conduct an annual performance appraisal and of all Library staff within a month of their anniversary date and complete a Staff Evaluation Form (Schedule 400-C).
Dismissal of Permanent Employees:
In cases of dismissal, employees are to be given written notice of the cause of their impending dismissal. In exceptional cases, such as job abandonment, theft, damage to records, substance abuse on the premises, immediate dismissal may occur.
After an unsatisfactory evaluation, an employee shall be notified in writing that she/he has been placed on three month probation. This notification shall include specific areas needing improvement. During this time staff members shall be given the opportunity to show improvement in the noted areas. If no improvement is shown, dismissal shall occur according to guidelines in the Employment Standards Act. The Library Co-ordinator, in consultation with the Personnel Committee, or designated Board members, shall be responsible for the dismissal of any employee of the Library.
The Board may deem it necessary in certain circumstances to reduce the number of staff employed or the hours of service offered. This may include a reduction of hours, change of status (from permanent to casual), or termination of staff.
Employees will be retained on the basis of the most appropriate qualifications as it applies to the job descriptions and the highest level of relative competency based on previous performance appraisals.
Termination of employee(s) designated will be done in accordance with the Alberta Labour Code.
Resignations and Retirements:
Permanent staff members are expected to give one month written notice to the Library Co-ordinator or Board. Casual staff shall give two weeks written notice to the Library Co-ordinator. Resigning or retiring staff shall have an exit interview performed by the Library Co-ordinator.
If an employee is unable to work their regularly scheduled shift, it is the employee’s responsibility to inform the Library Co-ordinator immediately. If an employee is absent from their position for more than three consecutive days of work and no attempt has been made to inform the Library Co-ordinator, the Board will consider that the employee has abandoned their position. The employee will be terminated and a final cheque issued in accordance with Alberta Labour Standards.
402 EMPLOYEE REMUNERATION AND CONDITIONS OF EMPLOYMENT
This section pertains to permanent employees, including the Library Co-ordinator.
402.1 Wage Grids
The Board shall review wage grids annually.
After successful completion of the probationary period, employees shall be considered permanent staff and shall be eligible to receive an increment on the pay grid.
The Library Co-ordinator shall use her/his discretion in placing new employees on the grid above Level 0, depending on relevant education and experience.
402.2 Hours of Employment
CROSS REF: Town of Valleyview Employee Benefits
Two (2) weeks after 1 full year
Three (3) weeks after 3 years
Four (4) weeks after 8 years
LEGAL REF: Employment Standards Code
Administrative Practice 402.4
All permanent full-time and part-time employees are eligible for the following holidays if they fall on their usual day of employment. Staff shall be entitled to the Provincial Government Statutory Holidays as well as three Board-Sanctioned Holidays.
1. New Years Day
2. Family Day
3. Good Friday
4. Victoria Day
5. Canada Day
6. Labour Day
7. Thanksgiving Day
8. Remembrance Day
9. Christmas Day
Board Sanctioned Holidays
1. Boxing Day
3. Heritage Day (Civic Holiday)
The Library shall be closed when any of the above holidays fall on a usual operational day.
If the holiday falls on a Saturday, the Library shall be closed and the staff shall individually take a day off in lieu of the holiday, coordinated by the Library Co-ordinator.
If the holiday (except for Remembrance Day) falls on a Sunday, the Library shall be closed the first operational day thereafter.
If Remembrance Day falls on a Sunday, the Library will not be closed any other day but staff shall individually receive a day off in lieu of the holiday, coordinated by the Library Co-ordinator.
LEGAL REF: Employments Standards Code
402.6 Sick Leave
Full-time permanent employees are entitled to twelve (12) days sick leave per anniversary year.
402.7.1 Personal Leave
402.7.2 Maternity/Paternity Leave
Maternity/Paternity leave shall be granted according to government regulations.
LEGAL REF: Employments Standards Code
402.7.3 Adoption Leave
Adoption leave shall be granted according to government regulations.
LEGAL REF: Employments Standards Code
402.7.4 Compassionate Leave
a) Temporary leave of absence of the Library Co-ordinator necessitated by critical illness (Doctor's note required) or death of relative of the employee shall be granted with salary and benefits according to the following schedule:
a) All staff may appeal a decision of the Library Co-ordinator to the Personnel Committee of the Board.
b) An appeal must be made within thirty (30) days from the date of receiving the notification of the decision.
c) If still unsatisfied the employee may appeal to the Board within thirty (30) days.
d) Grievances must be in writing.
404 HEALTH AND SAFETY
The Town of Valleyview Library Board follows the recommendations and guidelines of the Province of Alberta’s Occupational Health and Safety legislation.