1. 2. HIERARCHY

Library Organizational Chart – 2022

Town of Morinville Library Board

Library Director

Assistant Director      Library Assistants     Interlibrary Loan Clerk     Program Coord.    Summer Staff

       Library Clerks

       Pages

   Volunteers

 

**Any point not contained in this policy follows the Alberta Employment Standards. **

2.  
3. MANAGEMENT PROCESS

1. 1. 1. CONSULTATIVE LEADERSHIP STYLE

1. 1. 1. 1. The library encourages a consultative leadership style asking staff for feedback and taking employee concerns seriously by maintaining an open-door policy.
         2. The Library Director shall be the sole member of the library staff accountable to the Library Board for managing the activities within the library and promoting staff input.
         3. Consultation will take place during mandatory regular staff meetings, organized by Management.

1. 1. 2. STAFF MEETING ATTENDANCE and REQUIREMENTS
         1. Staff meetings are mandatory. Exceptions can be made on a case-by-case basis.
         2. Staff absent will review the meeting minutes and fill out Form 2.3.2 Meeting Minutes Review and submit it to the Library Director.

1. 4. RECRUITMENT

1. 1. 1. EQUAL OPPORTUNITY

It is the policy of the library to provide equal opportunity for all qualified persons and not discriminate as per Alberta Human Rights legislation.

1. 1. 1. 1. There will be no expectation or recognition of seniority when it comes to the assignment of duties or internal promotions within the regular library staff.
         2. Assignment of duties, hiring of personnel and promotions shall be conducted at the Library Director’s discretion.
         3. Vacations/time off requests shall be granted on a first come first serve basis

1. 1. 2. LIBRARY DIRECTOR RECRUITMENT

1. 1. 1. 1. In the event of a vacancy, the position shall be advertised internally, in the media and on-line, until a suitable candidate has been found.
         2. The chosen candidate shall be appointed by the Board to the position of Library Director for a probationary period negotiated by the employment contract.
         3. At the end of this time, the Board shall review the performance of the appointee. A satisfactory performance appraisal shall result in the appointee achieving permanent status.
         4. Compensation shall be according to the contract approved by the Library Board.
         5. Discipline and/or termination of the Library Director shall follow Policy 2.15.4 Discipline and Termination as well as the employment contract terms.

1. 1. 3. STAFF RECRUITMENT

1. 1. 1. 1. The Library Director is responsible to approve all recruitment and hiring of staff positions.
         2. The selected applicant will be required to submit a criminal and vulnerable record check before final employment is offered.
         3. All permanent, casual and temporary positions of more than six months duration shall be posted internally first to ensure current staff and volunteers are aware of openings.
         4. Hiring immediate family/Nepotism: The Library Board, through the Library Director, shall regulate employment and HR matters in such a manner so as to avoid potential favoritism or conflict of interest that may occur between individuals who are related. No individual shall be denied employment with the library because of marital status or family relationship alone.
         5. The Director shall generate the official offer of employment for candidates.
         6. All permanent, temporary, external, or internal positions of three months duration or longer shall have a probationary period:

*Staff positions - Three months                  *Assistant Director - Six months

Form 2.4.3 Notice to Extend Probationary Period shall be used if the probation period needs to be extended.

1. 1. 4. TEMPORARY EMPLOYMENT PROGRAMS

1. 1. 1. 1. The library shall access government sponsored employment incentive programs used to enrich the library’s overall plan of service.
         2. The Board shall always be governed by the rules established for the use of such programs.

1. 1. 5. VOLUNTEERS

1. 1. 1. 1. The Morinville Community Library recognizes the value of volunteers.
         2. Volunteers shall be bound by the same standards of conduct, obligations, confidentiality, and policies, as paid staff.
         3. Volunteers will be given position descriptions with responsibilities and expectations clearly set out. Volunteer duties shall not take away from paid staff duties.
         4. Staff members are not expected or required to volunteer with the library.
         5. Staff members who volunteer will be recognized through the Volunteer Recognition Program.
         6. Volunteers must fill out Form 2.4.5 Volunteer Application. Volunteers are required to have references if necessary for the assigned job. A criminal and vulnerable record check must be included at no cost to the volunteer. Volunteers will be asked to provide a new criminal and vulnerable record check for each year of service.
         7. Volunteers will be interviewed to ensure that candidates meet the position requirements. Orientation and training will be provided.
         8. The responsibilities will determine the necessary degree of supervision and evaluation. If the position involves interaction with, and/or responsibility for children or members of the vulnerable sector, the volunteer will be under close supervision. Evaluations will be based on position descriptions.

1. 1. 1. 9. Volunteers will report their volunteer time to Management.

1. 1. 6. STAFF POSITION DESCRIPTIONS
         1. The Library Director’s job description is the responsibility of the Library Board.
         2. Staff position descriptions are the responsibility of the Library Director and shall be kept in the Staff Procedures Manual.

1. 4. COMPENSATION & BENEFITS

1. 1. 1. SALARY ADMINISTRATION
         1. All approved permanent, temporary, and casual positions are compensated according to the salary and hourly wage compensation approved by the Library Board.
         2. The wage and salary grid shall be reviewed annually in the budget process.
         3. All staff shall be paid bi-weekly.

1. Base Hourly Wage Grid and Compensation:

Positions	Probation Rate	Hourly Range after Probation
Page/ Temporary/ Summer Student	$15.00/ hr	$16.00/ hr - $20.00/hr
Library Clerk	$16.00/ hr	$16.50/ hr - $21.00/hr
Library Assistant/Program Coordinator	$17.00/ hr	$18.00/ hr - $22.00/hr

 

2. Base Salary Grid and Compensation:

Positions	Salary Range Per Hour	Salary Range Yearly
Interlibrary Loan Clerk	$19.00/hr to $23.00/hr + monthly mileage claim	$31,616 - $38,272 + monthly mileage claim
Assistant Director	$28.00/hr to $35.00/hr	$54,600 - $68,500
Library Director	$33.00/hr to $40.00/hr	$64,350 - $78,000

3.  
4. Acting Incumbency:
   1. Acting Incumbency means the assignment of an employee to perform the duties of another position on a continuous basis for a period of fifteen (15) or more consecutive days.
   2. Acting Incumbency status and compensation will be provided to an employee asked to perform all the duties of a higher-level position on a continuing basis.

1. Education: completion of education pertinent to Public Library Services and Programs (such as: LIT Diploma, MLIS, Programming Diplomas or Degrees, Management Diplomas or Degrees earned from a recognized school or program – LAA, U of A, SAIT, etc.) or
2. Professional Development: completion of training/education as offered and directed by Management, and
3. Performance and competencies evaluations: with results above expectation.

3. To receive acting incumbency compensation, an employee must be appointed to a higher-level position in full capacity during which time they may also be required to perform some of the duties of their regular position.
4. Acting incumbency provisions will not apply where an employee is designated limited duties of a higher-level position.
5. An employee will be eligible for acting incumbency pay for the total period of acting incumbency.
6. Where an eligible employee is designated to be an acting incumbent, salary will be determined as the minimum pay range of the position to which assigned, or a minimum of 5 percent above the employee’s pay prior to assuming the acting duties, whichever the greater.
7. When the employee who has been the acting incumbent of another position returns to their regular position, their salary will be readjusted to that which would be in effect if they had continuously occupied that position.
8. The designation of acting incumbent will not normally exceed a period of three (3) months.
9. An employee temporarily assigned to a lower-level position shall be paid at their normal rate of pay.

1. 1. 1. GENERAL / STATUTORY HOLIDAYS (GSH)

The MPL recognizes twelve (12) general/statutory holidays:

New Year’s Day, Family Day, Good Friday, Easter Monday, Victoria Day, Canada Day, August Civic Holiday, Labour Day, Thanksgiving Day, Remembrance Day, Christmas Day, Boxing Day.

1. 1. 2. VACATION ALLOCATION

MANAGEMENT:

Management vacation allocation shall be determined by contract.

The anniversary date for vacation accruals is the anniversary date of hire. The accrual for vacation time for the first year shall be prorated according to the time accumulated.

SALARY and WAGE EMPLOYEES:

0. 1. 1.  
1. Employee vacation accrual schedule is:

1st year to completion of 4th year of service           1.25 days/mo (15 days/yr)

5th year to completion of 9th year of service           1.67 days/mo (20 days/yr)

10th year to completion of 19th year of service       2.08 days/mo (25 days/yr)

20th year and beyond of service                             2.50 days/mo (30 days/yr)

1. 1. 1.  
   2. All hourly wage staff will receive vacation pay on a monthly basis according to the following schedule:

1st year to completion of 4th year of service         4% of monthly earnings

5th year to completion of 9th year of service         6% of monthly earnings

10th year to completion of 19th year of service     8% of monthly earnings

20th year and beyond of service                          10% of monthly earnings

1. 2. 1.  
   3. An employee who has been on approved leave without pay for thirty or more consecutive calendar days shall, for the year in which the absence occurs, accrue annual vacation proportionate to the number of months that the employee worked with pay in the service of the library.

1. 1. 3. VACATION REQUEST

1. 1. 1. 1. The Library Director and Assistant Director shall not make a vacation request that will result in both being away at the same time for more than 3 consecutive working days.
         2. When making a vacation request, banked flextime shall be used first.
         3. No more than the equivalent of 5 unused vacation days shall be carried over to the following year.
         4. Any unused vacation over the 5 vacation days carried over shall be paid out to the employee, at regular rate of pay, on the employee December pay.

1. 1. 1. 5. Prime-Time Vacation:

1. 1. 1. 1. 1. The months of July, August and December, as well as January 1st to the 15th are designated as prime-time for the purpose of time-off requests.
            2. Any staff requesting time off during prime time is limited to two (2) weeks maximum during those periods and must submit said requests no less than eight (8) weeks before the prime-time period starts.
2. 1. 1. 1. 3. Any additional prime time vacation requests exceeding two (2) weeks maximum will be permitted at the discretion of Management and subject to availability.

1. 1. 1. 6. Additional Rules for Salaried Employees:

1. 1. 1. 1. 1. Vacation requests will be approved on a first come first serve basis.
            2. Seniority will be the deciding factor in the case of two requests for the same vacation period being submitted at the same time.
            3. Sick leave shall not be used to extend vacation leave.
            4. The Director will do their utmost to grant vacation leave as requested, however, employees should remain flexible and have alternate dates should the leave not be approved.
            5. All other unforeseen vacation requests shall be subject to Management’s approval

1. 1. 4. VACATION REGULATIONS

As per Employment Standards eligibility for vacation is granted after completion of 1 full year of service and,

1. 1. 1. 1. shall be applied for with a minimum of two months’ notice.
         2. shall be as per individual vacation entitlement.

Form 2.5.5 Request for Time Off shall be used when requesting vacation leave.

1. 1. 5. UNPAID, JOB-PROTECTED LEAVE

1. 1. 1. 1. Request for Leave of Absence (LOA) will be submitted to the Library Director for approval. Each request for a leave of absence shall be assessed on its own merit and may be granted at the discretion of Management.

1. 1. 1. 2. LOA will only be approved:
            1. for compassionate, medical or other personal emergency.
            2. as an extension to the annual vacation allotment not to exceed six (6) weeks total and submitted no less than thirty (30) days in advance, and
            3. for any employee serving as Military Reservist according to government regulations.

1. 1. 1. 3. LOA for family illness/appointment for the employee’s immediate family may be granted to an employee up to a maximum of three (3) full shifts per year with pay. Immediate family will be defined as: employee spouse including common-law, mother, father, brother, sister, child, stepchild and grandparents, foster children, stepparents.

1. 1. 1. 4. For making medical appointments, arrangements must be made on the employee’s time off if possible, or in a way that will be least disruptive to the workplace.

1. 1. 1. 5. In the case of medical appointments such as specialists, ultrasounds, scans and other procedures or appointments of a similar nature employees are entitled to three (3) shifts off with pay per year to accommodate said appointment. Anything exceeding three (3) shifts will be subject to Management’s discretion.

1. 1. 1. 6. Employees granted LOA without pay in excess of ten (10) working days shall make arrangement through Management to reimburse both the employee and employer portion of the applicable employee benefit premiums prior to the LOA.

1. 1. 1. 7. LOA will not be granted until all annual vacation has been taken.

1. 1. 1. 8. Each request for a leave of absence shall be assessed on its own merit and may be granted at the discretion of Management.

1. 1. 1. 9. Submit Form 2.5.5 Request for Time Off.

1. 1. 6. BEREAVEMENT LEAVE (BL)

Morinville Community Library follows Employment Standards regarding Bereavement Leave.

1. 1. 1. 1. Paid Bereavement Leave

1. 1. 1. 1. 1. Employees are entitled to three (3) BL days per year, not per incident of bereavement. Paid BL is to compensate for scheduled workdays. If a death occurs on an employee’s vacation or days off, such employee can request vacation time to switch to BL.

1. 1. 1. 1. 2. BL entitlement is three (3) consecutive days totaling twenty-four (24) hours. For example, if you were scheduled to work two (2) days of the three (3) you are on BL, you would be paid for those two (2) days as per Alberta Standards.

1. 1. 1. 1. 3. If the service/funeral is being held outside of Morinville and it is over three (3) hours of travel time from the town, two (2) extra BL days will be granted. These days to be used as travel time one (1) day prior and one (1) day after; consecutive to the service.

1. 1. 1. 1. 4. All requests for BL are to be submitted to the Library Director for approval; any further time off may be requested to Management, and such time will be at their discretion. Should more than one close family member pass away special permission may be put forward to the Director. Proof of bereavement/death may be required at the Library Director’s discretion.

1. 1. 1. 11. Employees on LTD shall have the following options:

1. 1. 1. 1. 1. Continue their coverage in the Chamber of Commerce Benefit Plan by making arrangements through Management to reimburse the library for the employee and the employer portions of the applicable benefit premiums, or
            2. Be temporarily terminated from the Chamber of Commerce Benefit Plan until their return to work.

1. 1. 1. 12. If SL exceeds three (3) days of consecutive scheduled shifts or the illness requires admission to a medical facility for other than routine out-patient treatment, a licensed medical practitioner’s certificate may be required, and a certificate certifying fitness to return to work before the employee will be allowed to return to work.

1. 1. 1. 13. A licensed medical practitioner’s certificate will also be required before returning to work after any incident or repeated incident that reflects on the physical or mental ability of an employee to perform their duties.

1. 1. 1. 14.  Submit Form 2.5.8 Sick Leave.

1. 1. 8. LEAVE WITHOUT APPROVAL / MISUSE OF LEAVE

1. Any leave taken without Management approval, or any leave utilized for purposes other than for which the leave was granted shall result in corrective and/or disciplinary actions up to and including termination of employment.

2. An employee shall be considered to have abandoned their position if they do not return from a leave of absence on the agreed upon date without communicating delays to Management.

3. An employee who feels they have been improperly terminated can file an Employment Standards complaint.

1. 9. BENEFITS / PENSION PLAN

1. The Library Board deems it important to provide a balanced benefit program to eligible staff.
2. All employees are subject to the mandatory deductions required through government legislation or court order.
3. The Library Board offers participation in the Chamber of Commerce Group Insurance Plan, the LAPP (Local Authorities Pension Plan) and a library Flexible Spending Plan.

1. 1. 1. CHAMBER OF COMMERCE BENEFIT PLAN

1. Staff eligibility criteria:
   1. must be a permanent employee.
   2. must work a minimum of twenty (20) hours per week.
   3. must have completed the three (3) months probation period.

2. An employee has the right to opt out of joining the benefit plan when they become eligible.

3. Benefits currently available through the plan are:

Life insurance + Accidental Death & Dismemberment Weekly Indemnity

Long Term Disability

Dependent Insurance

Health Insurance

Dental Insurance

4. Premiums:

Premiums shall be 50% employer paid and 50% employee paid, subject to the exceptions listed in 2.5.6.6 (Unpaid Job Protected Leave) and 2.5.8.11.a (Sick Leave).

      Management will review benefits details with employee upon employee joining plan.

1. 1.  
   2. CHAMBER OF COMMERCE GROUP REGISTERED RETIREMENT SAVINGS PLAN

1. Staff eligibility criteria:
   1. must be a permanent employee.
   2. must work a minimum of twenty (20) hours per week.
   3. must have completed the three (3) months probation period.
2. An employee has the right to opt out of joining the group RRSP plan when they become eligible.

3. Contributions:

Employer will match employee contribution to a maximum of $50 per month, or as negotiated in contract.

1. 1. 3. MORINVILLE PUBLIC LIBRARY FLEXIBLE SPENDING PLAN (FSP)

1. Staff eligibility criteria:
   1. must be a permanent employee.
   2. must work a minimum of thirty hours per week.
   3. must have completed the three-month probation period.

5. Categories eligibility:

Categories eligible under the FSP are listed in Form 2.6.3 Flexible Spending Plan Claim Form.

1. 1. 4. LOCAL AUTHORITIES PENSION PLAN (LAPP)

1. Staff eligibility criteria:
   1. must be a permanent employee.
   2. must work a minimum of thirty (30) hours per week.
   3. must have completed the three (3) months probation period.
   4. cannot opt out of joining the pension plan.
   5. cannot be enrolled in the group RRSP.
   6. Should an employee have a reduction of hours to less than thirty (30) hours per week due to temporary measures, the employee shall remain an active member of the plan.
   7. Should an employee have a permanent reduction of hours to less than thirty (30) hours per week, the employee will be terminated from the LAPP plan.
   8. Should an employee be placed on temporary layoff, they shall remain an active member of the plan and be reported to LAPP as a Leave Without Salary (LWOS).
   9. An employee on Leave Without Salary remains an active member of the plan.
2. Pension contributions shall be based on:
   1. basic salary or wages.
   2. payments such as sick pay, bereavement pay, medical appointment for employee and family pay.

3. Long Term Disability earnings:
   1. An employee on LTD is remunerated by the insurance provider and shall be reported to LAPP as a Leave Without Salary (LWOS).
   2. An employee on LTD who receives partial pay from the Morinville Community Library shall be reported to LAPP as Leave With Partial Salary (LWPS).
4. Contributions:
   1. Contributions will be directly applied to earnings by payroll and will be reflected on the pay stubs.
   2. Pension plan details shall be made available upon request.

1. 1. STAFF TRAINING AND DEVELOPMENT

1. The Library Board recognizes the importance of investing in the learning and development of its workforce to increase employee engagement, career growth, high performance, and innovation. The library supports learning and development of its staff with levels of financial support which vary depending on budget constraints.

2. Budgeted financial assistance for staff training and professional development approved by the Library Director is available as follows:

1. 1. In house training shall be remunerated at the same hourly wage staff currently receives.
   2. Bursary requests for financial assistance shall be done by completion of Form 2.7 Bursary Tuition Reimbursement Request Form.
   3. For out of house training, financial assistance is available as per Policy 2.7.1 Transportation and Subsistence.

3. The proper and adequate orientation of a new employee shall be the responsibility of Management.

4. PROFESSIONAL DEVELOPMENT DAY:

Once a year, $800 will be budgeted to hold an all-staff Professional Development Day and the library will be closed for the day.

1. 1.  
   2. STAFF TRANSPORTATION, SUBSISTENCE & PER DIEM

1. Staff members when on pre-approved library business not part of regular work duties such as a library representative, or attending Professional Development shall be reimbursed at the following rates:
   1. Meal expenses without receipts shall be paid to a maximum of:
      • $15.00 for morning meal
      • $20.00 for mid-day meal
      • $25.00 for evening meal

No alcohol expenses shall be reimbursed by the library. Reasonable meal expenses with receipts shall be reimbursed after consideration from the Library Director or Board.

1. 2. Verified mileage allowance shall be paid as per Town of Morinville ongoing rate.
   3. Incidental Expense: $25.00 per day – receipts required.
   4. Standard accommodation rate for library approved lodgings.

2. Per Diem shall be paid to compensate staff members on hourly wages training and development activities approved by Management taking place outside the Town of Morinville. The Per Diem shall include travel time to the said training or professional development activity.

2. 1. Per Diem rates for Staff members:
      • Sessions less than 2 hours          $40.00
      • Half day (less than 4 hours)         $100.00
      • Full day (4+ hours)                      $150.00 (including travel time)
3. For duties representing the library outside the organization, regular compensation shall be applied.

4. Whenever travel arrangements are being made, the most economic and practical mode of transportation and accommodation shall be sought.

5. Eligibility for reimbursement is conditional on expenses not having been already covered or eligible for reimbursement through other claims and organizations.

6. Employees shall submit Form 2.7.1 Staff Transportation, Subsistence & Per Diem

1. 1. 2. MEMBERSHIP AND PROFESSIONAL FEES

1. 1. 1. 1. Membership in work related organizations that provide a benefit to the library may be approved by the Library Director and/or Library Board.

1. 1. 1. 2. Membership fees for an approved organization shall be paid by the library within budgetary limits.

1. 1. 3. STAFF HONORARIA

Staff may accept fees and honoraria when asked to teach, speak, write, advise, sit on boards, or consult as part of their duties, and may keep all fees and honoraria therefrom.

1. 3. RECOGNITION and INCENTIVES

1. 1. 1. SERVICE RECOGNITION

During the budget deliberations, the Board will plan for any recognition that will be taking place during the following year.

1. Permanent staff with continuous service shall be recognized by the Library Board on the following anniversary dates:

• • 5 years of service - monetary value of $50
  • 10 years of service - monetary value of $100
  • 15 years of service - monetary value of $250
  • 20 years of service - monetary value of $500
  • 25 years of service - monetary value of $1000
  • 30 years of service - monetary value of $1500

2. The recognition shall be presented at a mutually agreed upon date by staff, and Board.

3. Service shall be determined by the calendar year that the staff member first assumed a permanent position. Any breaks of service shall be dealt with on an individual basis.

1. 1.  
   2. STAFF RECOGNITION

1. 1. 0.  
      1. The Staff Recognition and Incentive Program highlights outstanding work or actions taken by staff. It also encourages all staff members to participate in the following library activities:

1. 1. 1. 1. 1. Programming
            2. Displays
            3. Special Events

1. 1. 1.  
      2. MONTHLY RECOGNITION: $300

Staff can recognize coworkers/Management for a job well done or for something done that goes beyond expectations by filling out a Staff Recognition ballot.

At the end of the month, all the ballots are entered in a draw for a $25 gift card.

1. 1. 2.  
      3. QUARTERLY RECOGNITION: $400

Staff can nominate coworkers/Management for an outstanding job done in modeling leadership, taking initiative, or showing excellence. This is done by completing a form and submitting to the library Management.

At the end of each quarter, the forms are reviewed and one recipient is selected to receive a $100 gift card.

1. 1. 1. 1. 1. When library Management is nominated for a quarterly recognition, the forms will be reviewed, and the selection made by the Library Board executive.
            2. When no members of library Management have been nominated, the forms will be reviewed, and the selection made by library Management.

1. 1. 3.  
      4. RECOGNITION EVENT:

At the end of each year the Board will organize an event to acknowledge the staff recognition and distribute any bonuses that have been decided on within budgetary constraints.

1. 1. 1. 1. 1. To recognize long-service awards.
            2. To provide and promote a common-goal learning opportunity.
            3. To acknowledge the monthly/quarterly nominated staff.

1. 4. EMPLOYMENT REQUIREMENTS

1. 1. 1. STAFF DRESS CODE
   1. Guidelines: Staff are expected to project a positive and professional image to our patrons and coworkers. Dress and grooming should communicate approachability and respect for our patrons. To foster public confidence, staff are expected to wear clean and well-maintained attire, appropriate for the work being done and the library environment as deemed by Management. Some examples of attire that is not acceptable can be found in Form 2.9.1 Dress Code Guidelines. Coloured denim is acceptable as long as the requirements of this policy are met.
   2. Personal Grooming and Use of Fragrance:
      1. Fragrances: should be used in moderation as some staff and patrons are allergic or sensitive to the ingredients in fragrance.
      2. Piercings, Tattoos, Body Modifications: In the spirit of professionalism, tattoos that could be offensive to others should be covered so as to not be visible. Body piercings should not present a safety hazard at the workplace and should not be excessive if on an exposed part of the body such as face or head.
      3. Make-up and Jewelry: Should be workplace appropriate and reflect professional appearance.
   3. Headphones/Earbuds/Earplugs:
      1. Should not be worn in areas where patrons are present. Safety dictates that staff should be aware of their surroundings and be able to respond if called by a coworker.
      2. However, they can provide the ability to concentrate on tasks that require a lot of focus and may be used for that purpose except at the circulation desk area where patron service is the priority. Use of headphones, earbuds and earplugs must be limited to those times when one really needs to focus. Staff are asked to remember that wearing headphones, earbuds or earplugs tells their coworkers that they do not want to be approached or interrupted.

4. Footwear: Staff are required to wear footwear that is safe and appropriate for their duties. Staff who perform duties such as paging, shipping/receiving, and driving are required to wear closed toe shoes to properly support and protect the foot and prevent injuries.
5. Casual Fridays: On Fridays employee who participate in the food bank collection may wear attire made of blue denim such as jeans, skirts, and jackets. This attire must still be workplace appropriate and be clean and well-maintained and respect the restrictions listed in Appendix 2A.
6. Theme-Days/Casual Days: The Director shall use their discretion in relaxing the dress code where conditions support relaxation.
7. Concerns/Complaints: Staff who feel inappropriate dress and personal hygiene is present in their workplace, should address their concerns with the Director.
8. Staff Identification: Staff shall always wear name tags during time of business within or outside the library.
9. Breach of Dress Code: Management has the authority to determine whether attire, personal grooming, and use of fragrance is appropriate for the workplace and the duties being performed. A staff member who arrives at the workplace without appropriate clothing and footwear or who does not meet the dress code standards that have been outlined shall be reminded of the provisions of the Dress Code Policy by Management. Non-compliance may result in the staff member being sent home on unpaid time to change into appropriate clothing.

1. 1. 2. HOURS OF WORK

The Town of Morinville Library Board values a healthy work/life balance for all library employees.

1. The hours of the library staff will be set to meet the needs of the people of the community with consideration given to meeting the needs of the staff.
2. Management staff shall work a minimum of thirty-five (35) hours per week and such other hours that are reasonably necessary to fulfill the requirements of their position.
3. The hours of all other positions may vary.
4. Breaks are per Alberta Employment Standards, with schedules set by the Library Director.
5. Schedules will be posted in advance of workdays as per Library procedures. It is the responsibility of the employees to be aware of when they are expected to work.

1. 1. 3. HOURLY EMPLOYEE OVERTIME

1. No overtime shall be worked by employees on hourly wage without prior authorization from the Library Director.
2. As such every effort will be made to keep any overtime worked to a minimum, with a maximum of one point five (1.5) hours per pay period.
3. 3.  
   4. SALARIED EMPLOYEE OVERTIME

1. Any salaried employee not part of Management falls under this policy.
2. No overtime in excess of a typical work week shall be worked by salaried employees without prior authorization from the Library Director.
3. Overtime worked shall be defined by Alberta Minimum Standards and shall be paid out. All other overtime shall be banked as flex time to a maximum of one work week for that employee.
4. (Form 2.9.4 Flextime) to be used to bank flextime.
5. Flex time banked shall be taken as time off in lieu prior to taking annual leave.
6. One week of flex time banked may be carried over to be used the following year. Any amount exceeded will be paid at regular rate.
   1.  

Employees who abuse this policy are subject to disciplinary procedures up to and including termination.

1. 5. CONFIDENTIALITY and OWNERSHIP OF INFORMATION
   1. Any information related to the library employees, volunteers, patrons, processes, programs and services, are considered proprietary information.
   2. Unless otherwise authorized by Management, staff/volunteer is required to
      1. keep all material and information strictly confidential;
      2. use the library material and information only for the benefit of the Morinville Community Library;
      3. continue to observe any confidentiality or work product ownership provisions in any agreement the staff member may have with any other employer.
   3. At the time of termination of employment, the staff member must promptly return to the library all copies of the library’s material and information in their possession, custody or control, and destroy any copies that are not capable of being returned.
   4. Staff/volunteers will be required to formally acknowledge and agree that the library is the sole and exclusive owner of any product, material, or information resulting from the work performed for the Morinville Community Library. Form 2.13.4 Confidentiality and Ownership of Information shall be used for this purpose.
   5. Violations of this policy could result in disciplinary action up to and including immediate termination of employment. Violation of this policy after termination with the Morinville Community Library could result in litigation.

 

1. 2. EVALUATION, CONDUCT and DISCIPLINARY ACTION

2. 0.  
   1. PERFORMANCE EVALUATION SYSTEM
1. All staff shall participate in the performance evaluation.
2. All staff shall be evaluated yearly and results discussed with the employee.
3. Mutual agreement of the standards of performance and expected results shall be filed in the official personnel file household in the library.
4. Upon request to the Director, all staff may access their personnel files.
5. The performance evaluation for the Library Director will be done by the Board HR Committee annually by measuring accomplishments against original goals and shall continually monitor performance to ensure those goals and objectives are being met using Form 2.15.1 Evaluation Form for Director.
6. Evaluation results will determine if any of the following actions will be required:
   • Incentives
   • Coaching and or Training
   • Discipline or Termination

1. 1. 1. Failure of the griever to act within the prescribed time limits shall cause the grievance to end.
      2. Failure of the Board or Management to act within the prescribed time limits shall permit advancement.

1. 8. Form 2.16.2 Grievance shall be used to file a grievance.

1. 1. 3. Disclosure of Wrongdoing (Whistleblowing)

This section does not pertain to situations that belong under 2.16.2 Staff Grievance. It pertains to disclosure of organizational behaviour that is corrupt or illegal.

Morinville Community Library recognizes that whistleblowers are people who act in ‘good faith’ and feel obligated to report wrongdoings.

1. If a staff alleges wrongdoing on the part of the library or its Board members, employees, agents, or contractors they should report this in writing directly by following the chain of command: Director, Board Chair, or the Town of Morinville Mayor, as deemed appropriate for the situation and the individuals involved in the wrongdoing.
2. The confidentiality of the whistleblower will be respected, and it will be considered a serious offense to breach information.
3. Reprisals/Victimization against the whistleblower is not tolerated and may result in disciplinary actions up to and including termination.
4. If staff (whistleblower) has been found to have maliciously made a false accusation, they will be subject to disciplinary measures up to and including termination.