Personnel Policy

adopted 1/1996, revised 7/1996, 1/1998, 2/999, 12/1999, 4/2000, 5/2000, 11/2001, 3/2002.

1. Introduction
2. Organization and Delegation of Authority
1. Library Board
2. Personnel Committee
3. Library Director
3. Recruitment and Selection
1. Recruitment
2. Selection
3. Part-Time and Limited Employees
4. Conditions of Employment
1. Orientation
2. Hours
3. Probation
4. Inclement Weather
5. Conflict of Interest
6. Resignation
7. Corrective Discipline
8. Staff Meetings
9. Harassment
10. Smoking
11. Violence in the workplace
5. Salary Administration
1. Salary Adjustments
2. Temporary and Part-Time Employees
3. Promotions
6. Performance Evaluation
7. Employee Grievance
8. Employee Training and Development
9. Records Management
10. Fringe Benefits
1. Credit Union
2. Health and Dental insurance
3. Insurance
4. Holidays
5. Vacations
6. Funeral Leave
7. Sick Leave
8. Leave of Absence
9. Military Leave
10. Civil Leave
11. Retirement
12. Deferred Compensation Program
13. Worker's Compensation
14. Parking
15. Employee Assistance Program
16. Flexible Spending Account

Under State Statute 43.58 (4), the Library Board is the policy-making body of the Appleton Public Library. Where the policies of the Board and the City of Appleton conflict, the Board policies shall have precedence. City Policies shall be in effect where no Board policies exist, subject to the decisions of the Board. The Library Director is charged with enforcing and interpreting these policies, as well as all applicable laws, ordinances, rules and regulations.

The purpose of these policies shall be to provide uniformity and consistency within the Library. The policies shall be based on the following objectives:

• To recruit, select, and advance employees on the basis of their knowledge, skills, and abilities.
• To provide equitable and adequate compensation for all employees.
• To recognize good performance, reward excellent performance, and correct inadequate performance in a fair and timely manner.
• To ensure fair treatment to all applicants and employees without regard to race, color, national origin, sex, age, religion, sexual orientation, mental or physical handicap, or political affiliation, and with proper regard to their rights as citizens.

The Library Board is responsible for:

• Employment of the Library Director
• Reviewing and approving Library policies
• Approving the annual salary schedule, including adjustments for excellence
• Reviewing grievances appealed from the ruling of the Personnel Committee

 

The Personnel Committee of the Library Board is responsible for:

• Reviewing personnel policies and making recommendations to the Board
• Reviewing grievances appealed from the ruling of the Director

 

The Library Director is responsible for:

• Administering, interpreting, enforcing, and establishing procedures consistent with applicable laws, regulations, City ordinances, rules and the policies of the City and the Board
• Maintaining performance records of all Library employees
• Making reports and recommendations to the Board and City Officials
• Recruiting, selecting, and assigning Library employees
• Coordinating staff training
• Disseminating information regarding personnel policies, fringe benefits, conditions of employment, and all relevant policies to library employees
• Appointing or removing employees
• Conducting the appropriate steps in the Grievance Procedure
• Reviewing and making recommendations to the Board on modifications in the table of organization
• Administering discipline
• Delegating such authority to subordinates as is appropriate
• Recommending changes in policy as necessary

Recruitment
The Library shall recruit and select the best qualified persons for positions in the library. The Director will develop and conduct an active recruitment and selection program to meet the Library's needs. The Library will endeavor to provide growth and promotional opportunities for current employees, balanced with a need for new perspectives and the desire to fill vacancies as expediently as possible.

Selection
The selection process shall seek to provide an objective evaluation of the applicants' skills, experience, and knowledge in order to determine the best person for the job. The selection process will be balanced to provide promotional opportunities with open and competitive opportunities.

Part-time and Limited Employees
When determined to be in the best interests of the Library, the Director may hire part-time, seasonal, limited term, or temporary employees as budgeted. These employees will not be eligible for benefits unless a specific exception is granted. Recruitment and selection of these employees shall be the same as for regular, full time employees.

Orientation
The supervisor shall provide an orientation for each new employee. This orientation shall cover the responsibilities of the position, performance standards, Library rules, employee rights, and all other pertinent matters.

Hours
The normal workweek for a full time library employee is 40 hours. The normal workday is eight hours, as assigned by supervisors. Each employee is entitled to an unpaid meal period of at least 30 minutes approximately halfway through an eight-hour day. Each employee is entitled to a 15-minute break for each four hours worked. Part time employees on duty for less than four hours are not entitled to a break.

Probation
During the first six months of employment, the employee is working under a probationary period. This period can be extended by the Library Director at 60-day increments, but the probationary period shall not exceed one year. The Library reserves the right to dismiss a probationary employee for any reason it deems appropriate.

Inclement Weather
The Director has the authority to close the building during periods of inclement weather, when travel may be dangerous and the safety of library users or employees warrants such action. Employees may be required to make up work time lost as a result of such closing.

Conflict of Interest
No employee shall use his or her position, or access to material or property, for the personal financial gain of the employee or the employee's family. Employees should avoid all activities, including the acceptance of personal gifts, that could result in a potential conflict of interest with the employee's position. No employee shall hold more than one City position at the same time without the written consent of the Director and the City Personnel Director.

Resignation
Employees submitting their resignations should do so in writing to the Director.

Corrective Discipline
Employees who fail to abide by the policies and rules of the Library, or who fail to perform the tasks and duties of their positions, are liable to corrective discipline from their super-visors. Such discipline shall be in the following forms, each step normally to follow on the other, if the behavior is not corrected:

• Verbal warning.
• Written warning, to be included in the employee's personnel folder. Such written warning will be dated and signed by both the supervisor and the employee, both of whom shall receive a copy.
• Suspension without pay.
• Dismissal can occur as the last stage in progressive discipline. In addition, flagrant misconduct or commission of a crime, especially while on duty, can result in immediate dismissal.

 

Staff Meetings
Non-exempt employees required to attend staff meetings outside of their normal work hours will receive compensatory time off.

Harassment
The Appleton Public Library maintains a healthy work environment in which all individuals are treated with respect and dignity. The Library provides procedures for reporting, investigating, and resolving complaints of harassment and discrimination. It is Library policy that all employees and library users have the right to work in an environment free of all forms of harassment and discrimination based on race, color, sex, religion, age, disability, marital status, national origin, and sexual orientation.

The Library will not tolerate, condone, or allow harassment by any employees, library patrons or other non-employees who conduct business with the Library. Such behavior by library patrons or other non-employees may result in immediate eviction from the facility, long-term loss of library privileges, or criminal prosecution.

The Library considers harassment and discrimination of other forms to be serious employee misconduct. Therefore, the Library will take direct and immediate action to prevent such behavior, and to remedy all reported instances of harassment and discrimination. An employee violation of this policy can lead to discipline up to and including termination, with repeated violations, even if "minor," resulting in greater levels of discipline as appropriate.

For purposes of this policy, the City of Appleton Human Resources Department shall serve as a resource for investigating any claims of harassment and discrimination, and the City Attorney’s office shall serve as the legal agency for the City and the Library.

Prohibited Activity

No employee shall either explicitly or implicitly ridicule, or belittle any person.

Employees shall not make offensive or derogatory comments to any person, either directly or indirectly, based on race, color, sex, religion, age, disability, sexual orientation, marital status, or national origin. Such harassment is a prohibited form of discrimination under state and federal employment law and/or is also considered misconduct subject to disciplinary action by the Library.

Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other verbal or physical conduct of a sexual nature when:

• Submission to such conduct is made either explicitly or implicitly a term or condition of an individual’s employment; or
• Submission to or rejection of such conduct by an individual is used as a basis for employment decisions affecting the employee; or
• Such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive working environment.

 

This policy covers all employees whether the unwelcome conduct originates from an employee or non-employee. Examples: patrons, citizens, contractors, etc.

This policy covers any incident that occurs as an extension of the workplace. (See definition.) All conduct at this extension of the workplace, whether before, during, or after the event, will be considered under this policy.

Supervisory Responsibilities: Each supervisor shall be responsible for preventing acts of harassment. This responsibility includes the following:

• Monitoring the work environment for signs of harassment;
• Informing employees on the types of behavior prohibited, and the Library procedures for reporting and resolving complaints of harassment;
• Stopping any observed behavior that may be considered harassment, and taking appropriate steps to intervene and report behavior, whether or not the involved employees are within his or her line of supervision, and
• Taking immediate action to prevent retaliation toward the complaining party and to eliminate any similar conduct where there has been a complaint of harassment, pending investigation. If a situation requires separation of the parties, care shall be taken to avoid actions that appear to negatively impact the complainant. Transfer or reassignment of any of the parties involved shall be voluntary if possible and, if non-voluntary, shall be temporary pending the outcome of the investigation.
• Failing to carry out these responsibilities will be considered in any performance evaluation or promotional decisions and may be grounds for discipline, up to and including discharge.

 

Each supervisor is responsible for assisting any Library employee who comes to that supervisor with a concern of harassment in documenting and filing a complaint.

Employee Responsibilities: Each Library employee, including supervisors, is responsible for assisting in the prevention of harassment by taking the following steps:

• Refraining from participation in, or encouragement of, actions that could be perceived as harassment;
• Reporting to a supervisor super-offensive behavior such as physical grabbing, pinching or touching another employee’s private areas or communication of sexual, racial, ethnic, religious or gender-based slurs;
• Encouraging any employee or library user who confides that he or she is being harassed or discriminated against to report these acts to a supervisor.
• Cooperating fully in any investigation, whether or not they are directly involved in the incident.

 

Definitions

Verbal Harassment: Sexual innuendoes, degrading or suggestive comments, repeated pressure for dates, jokes of a sexual nature, unwelcome sexual flirtations, degrading words used to describe an individual, obscene and/or graphic descriptions of an individual’s body or threats that job, wages, assignments, promotions or working conditions could be affected if the individual does not agree to a suggested sexual relationship.

Non-Verbal: Sexually suggestive or offensive objects or pictures, inappropriate usage of voicemail, e-mail, the internet or other such sources as a means to express or obtain sexual material, comments etc., printed or written materials including offensive cartoons, suggestive or offensive sounds, whistling, catcalls or obscene gestures. Any material which inappropriately raises the issues of sex or discrimination. Treating an employee differently than other employees when they have refused an offer of sexual relations.

Physical: Unsolicited or unwelcome physical contact of a sexual nature, which may include touching, hugging, massages, kissing, pinching, patting, or regularly brushing against the body of another person.

Other Forms of Harassment: Persistent and unwelcome conduct or actions on the basis of disability, sex, arrests or conviction record, marital status, sexual orientation, membership in the military reserve, or use or nonuse of lawful products away from work is prohibited.

Harassment on any basis (race, sex, age, disability etc.) is prohibited under this policy and Section 111.31 -- 111.39 Wis. Stats. and exists whenever any of the following occurs:

• submission to harassing conduct is made, either explicit or implicit, a term or condition of an individual’s employment;
• submission to or rejection of such conduct is used as the basis for an employment decision affecting an individual;
• the conduct interferes with an employee’s work or creates an intimidating, hostile, or offensive work environment.

 

Unwelcome: Sexual conduct is unwelcome whenever the person subjected to it considers it unwelcome, even though the victim voluntarily engages in it to avoid adverse treatment.

Extension of the Workplace: This policy covers any incident that occurs as an extension of the workplace. An extension of the workplace is defined as any event sponsored by the Library or the City.

Smoking
There shall be no smoking permitted within the Library building.

Violence in the Workplace
The use of violence, or the threat of violence, by any employee is strictly prohibited. The possession or use of a weapon in the Library, except by authorized law enforcement personnel, is strictly prohibited. Any employee who violates this policy is subject to disciplinary action, including dismissal, Any person who violates this policy can be barred from the Library and may be subject to criminal prosecution.

Salary Administration: The Library participates in the City of Appleton's non-union pay plan. This plan is comprised of a schedule of pay grades. Each permanent Library staff position corresponds to one of these pay grades.

Salary Adjustments: Salary adjustments allow employees to move within their pay grades. These adjustments are made in the following ways:

• General pay adjustments for all employees whose work is determined by their supervisor to be satisfactory
• 3% performance adjustments for employees in the first quartile of their respective pay grade who have met their goals.
• 2% performance adjustments for employees in the second quartile of their respective pay grade who have met their goals.
• 2% performance adjustments for employees in the third or fourth quartile of their respective pay grade who have exceeded their goals.

Temporary and Part-time Employees

Temporary and non-benefited part-time employees shall normally be paid on an hourly basis at the minimum level of their pay grade. Those who have satisfactorily completed one year of employment are eligible for a one-time increase of 3% in their hourly salary, subject to a recommendation by their supervisor and approval of the Library Director.

Promotions

When an employee is promoted from one job classification to another in a higher pay grade, that employee shall receive at least a five percent salary increase. This provision may apply to interim assignments to vacant positions.

Each year, every employee shall meet with his or her section supervisor to evaluate the performance of the employee over the past year, to plan goals for the coming year, and to discuss any outstanding issues. The employee performance evaluation by the supervisor shall be used as the basis for recommending adjustments for excellence in the employee's pay, but is not the sole determining factor in awarding such increases.

A grievance is a formal complaint from a Library employee regarding working conditions, the application of discipline, or the violation of personnel rules or regulations of the Library or applicable rules and regulations of the City of Appleton. It is Library policy to treat all employees equitably and fairly in matters affecting employment.

Before the start of any formal grievance, an employee should discuss the problem with their supervisor. If the problem is not settled to the employee's satisfaction, the employee may then begin the formal grievance procedure. A formal grievance by an employee shall be handled as follows:

If the grievance is not settled to the employee's satisfaction at any point in the process, the employee may take the grievance to the next step by filing the grievance in writing. Those reviewing the grievance at each stage shall present their response in writing to the employee.

The employee shall submit grievances to the following in the order listed:

1. Section Supervisor
2. Assistant Director
3. Director.
4. Library Board Personnel Committee.
5. Full Library Board

 

In those cases when the grievance concerns the actions of an individual in the line of authority, the employee is to first discuss the problem with and, if necessary, present the grievance to the next higher authority.

The following schedule will be observed for each step of the procedure: The employee has ten working days from the date of the event in question to file a written grievance. The employee must be given a scheduled meeting to discuss grievance in ten working days of receipt of the written grievance, except that the full Library Board need only schedule a meeting with the employee as part of the next regularly scheduled Library Board meeting. The employee must receive a written response within five working days after the meeting.

At each stage after the initial meeting with the supervisor, the employee may be accompanied by another Library employee of their choice. At any meetings with the Library Board Personnel Committee and full Board, the employee may also be accompanied by an individual of their choice from outside the library staff.

The determination of the full Library Board shall be final.

Employee Training and Development

The Library shall foster and promote training and development of employees to improve the quality of service, allow for career development within the Library, and provide skills necessary to meet current and future Library employment needs. All employees shall receive equal consideration for appropriate training opportunities, regardless of level.

Records Management

The Library Administration shall maintain employment records on each employee. These records shall be continuously updated with all relevant information, and shall be regarded as confidential. Each employee shall have the right of access and examination of any records kept on their employment and shall be given copies upon request.

Part time employees who work fewer than 20 hours per week on a continuing basis are not eligible for benefits unless a specific exception is granted. Part time employees who work regularly 20 hours or more per week shall be eligible for most benefits on a prorated basis, except for Life Insurance which is paid in full for all benefited employees. Full time employees, who regularly work 40 hours per week, will receive full benefits. The Library Director shall work in cooperation with the City Personnel Director as appropriate to secure approved benefits.

Credit Union: Library employees, their spouses and their children may join the Community First Credit Union.

Insurance: The Library shall participate in the City of Appleton Health, Dental, Vision, Life, and Long Term Disability insurance policies for non-represented employees and families or dependents. The City shall pay one hundred percent of the cost of the premiums of these policies. Employees are also eligible for additional term life insurance at the employee's expense.

Holidays

The following holidays are observed by the Library and shall be granted to permanent full-time employees with pay, and to temporary employees without pay:

• New Year's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Eve
• Christmas Day
• New Year's Eve

 

Each permanent full-time employee is also entitled to four personal holidays each calendar year, to be scheduled with the employee's supervisor.

Vacations

Paid and benefited vacation shall be earned by non-exempt staff at the following rate:

• up to 5 years of service two weeks (10 working days)
• after 5 years of service three weeks (15 working days)
• after 8 years of service three weeks +1 day (16 working days)
• after 12 years of service four weeks +2 days (22 working days)
• after 20 years of service five weeks +2 days (27 working days)
• after 25 years of service six weeks + 2 days (32 working days)

Paid and benefited vacation shall be earned by staff exempt from federal wage and hour laws at the following rate:

• up to 5 years of service two weeks + 2 days (12 working days)
• after 5 years of service three weeks + 2 days (17 working days)
• after 8 years of service three weeks + 3 days (18 working days)
• after 12 years of service four weeks + 4 days (24 working days)
• after 20 years of service five weeks + 4 days (29 working days)
• after 25 years of service six weeks + 4 days (34 working days)

Effective December 31, 2001 and with the approval of the Library Director, employees with 4 weeks or more of vacation are eligible for a payout of 5 days of vacation. Employees with 5 weeks or more of vacation are eligible for a payout of 10 days of vacation.

During the first year of employment, vacation time earned shall be prorated based on the amount of time worked by the employee. No vacation time may be taken until an employee has been employed for six months. Increases in vacation time in any calendar year shall be determined on a prorated basis, determined by an employee's employment anniversary date. Vacation should be used as mutually agreed upon by the employee and immediate supervisor. Supervisors will make an effort to accommodate individual employee requests, but cannot compromise the service to do so.

Non-exempt employees may carry over up to 40 hours of vacation leave from one calendar year into the following year upon written request from the employee. This carry-over is not to be cumulative, with a maximum carry-over for one year at 40 hours, and with a written request received by Administration and approved by the immediate supervisor and the Library Director by November 30th of each year. Exempt employees may carry-over up to three weeks of vacation leave to the following year.

Funeral Leave: Upon the death of an employee's spouse or child, the employee may be paid for scheduled time lost up to ten working days. Upon a death in the immediate family of a benefited employee, the employee may be paid for up to three working days for purposes of making funeral arrangements or attending the funeral and other family gatherings.

Upon the death of a family member outside the immediate family, or if the employee serves as a pallbearer for a relative not otherwise listed, the employee may bepaid for up to one working day for the purpose of attending the funeral, provided the employee was scheduled to work.

The Director may make allowances or exceptions to this policy as warranted.

Sick Leave

Sick leave for all benefited employees shall be accumulated at a rate of eight hours for each month of continuous service, but not to exceed 960 hours. Employees may use sick leave for personal illness or the illness of a family member when the employee is needed to provide care. Paid sick leave may be used in fulfillment of provisions of the federal and state Family Leave Act. The Library may require an employee to provide a written statement from a health care provider in order to verify eligibility for use of sick leave.

Accumulated and unused sick leave up to a maximum of 120 days shall be paid to the employee's estate upon death. Effective January 1, 1995 accumulated and unused sick leave up to a maximum of 90 days shall be paid to the employee upon retirement under the Wisconsin Retirement Fund. In addition, the value of accumulated and unused sick leave in excess of 90 days, but not to exceed 30 days, shall be retained by the City for payment of health insurance premiums under the City's group insurance plan, until such funds are depleted.

Leave of Absence: The Library Director may grant a benefited employee leave without pay, provided the leave is in the best interests of the Library. A leave of more than two weeks, or a leave by the Director or Assistant Director, and the conditions of such leave, must be approved by the Board.

Military Leave: Employees with membership in the United States Military Reserve or the National Guard who are ordered by appropriate authorities to attend a training or encampment shall be granted a leave of absence without loss of pay for a period not to exceed ten working days per calendar year. The Library will cooperate in scheduling any weekends off for inactive duty training.

Civil Leave: An employee shall be given time off work without loss of pay when performing jury duty, when subpoenaed to appear before a court, public body, or commission in connection with City business, or for the purpose of voting. Any jury fees received by the employee for jury duty during normal working hours shall be the property of the City and the employee shall endorse the check and turn it over to the City Finance Department.

Retirement: The City shall contribute to the Wisconsin Retirement Fund on behalf of benefited full time and half time employees at the same rate as that provided to other benefited City of Appleton employees.

Deferred Compensation Program: Benefited employees may participate in the City's Deferred Compensation Program.

Worker's Compensation: If an employee is injured on the job and is unable to work, he or she is covered by the State Worker's Compensation Fund.

Parking: Depending on the availability of parking spaces downtown, the City may offer certain parking spaces to city employees.

Employee Assistance Program: Library employees and their immediate family may make use of the City's Employee Assistance Program. This program provides a referral service for employees and family members seeking help with personal problems.

Flexible Spending Account: Library employees are eligible to participate in the City's Flexible Spending Account payroll deduction plan.

Appleton Public Library / 225 N. Oneida St. / Appleton, Wisconsin 54911-4780  (920) 832-6170
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Latest revision 12/26/2001