Section III - Personnel Policies | Adams County Public Library

Section 3.100 – Introduction

These Personnel Policies are intended to outline the policies which govern the employee relationships at the Adams County Public Library. They apply to all staff at the libraries in Manchester, North Adams, Peebles, and West Union. These policies are set and revised as needed by the Board of Trustees of the Adams County Public Library.

The Adams County Public Library complies with all state and federal labor laws, specifically: the Fair Labor Standards Act and all related acts; e.g. Equal Employment Opportunity, Americans With Disabilities, and with all Occupational Safety and Health regulations.

Section 3.110 – Equal Opportunity

As an equal opportunity employer, the Adams County Public Library [ACPL] provides an equal chance for those who wish to compete for job openings. Race, color, sex,religion or handicap will never be factors in selection or promotion of employees. A strong effort is made to make all parts of the community aware of job vacancies. Any employee who feels discriminated against for reasons of race, color, sex, religion or handicap may meet with the ACPL Board of Trustees.

Section 3.120 – Drug Free Workplace

The Adams County Public Library recognizes that the use of illegal or unauthorized drugs or alcoholic beverages on library premises poses a serious threat to the safety of our employees and patrons, and compromises the quality and reliability of our work. Possession, use or distribution of illegal or unauthorized drugs or alcoholic beverages on library premises or while on library business may result in disciplinary action including immediate termination of employment.

SECTION 3.130 – Conditions of Employment (last revised 11/9/2022)

The Adams County Public Library is an at will employer. The Personnel Policies are not intended to serve as a contract of employment and should not be construed as creating any type of contractual agreement between the ACPL and its employees. Employment is not offered, contracted or promised for any specific period of time – unless a signed contract is in effect with a specific employee. Employees have the right to quit for any reason, or no reason, at any time. The library retains the right to terminate employment on that same basis.

All persons seeking employment with the ACPL shall file with the executive director a completed application with certification that all information in the application is correct. The application shall include personal contact information, level of education, training and work skills.

Applicants shall also supply the names of persons who can verify their most recent employment experience as well as the names of references. All applicants shall answer the question: “Have you ever been convicted of a felony?” Applicants considered for employment shall sign a release for a personal background check as well as permission to contact previous employers and appropriate references.

In keeping with Ohio Ethics Commission opinions (Adv. Op. No. 80-001), a “family member” includes the following relatives, regardless of where they reside: (1) Spouse; (2) Children/Step-Children (whether dependent or not); (3) Siblings; (4) Parents/Step-Parents; (5) Grandparents; and (6) Grandchildren. It also includes any other person related by blood or by marriage (e.g. cousins, aunts, uncles, in-laws, nieces, nephews) if that person resides in the same household as the public employee.

In general, family members of public employees can legally pursue public jobs. However the applicant’s family member who is already employed by the library must be recused from any and every aspect of the hiring process. If the public employee can be removed from any discussion, review, decision-making, or any other aspect of the hiring process, their family member generally can be awarded the public job.

Employees who are family members, or who marry or become related by marriage while both employees are employed by the library, are not permitted to directly supervise a family member. In the event one employee is currently in the direct supervisory chain of the other, the library will first attempt to place both family members in an appropriate job situation. If the library is unable to do so, one of the employees will be required to terminate employment. The library will have the discretion to select which employee will terminate employment based on their position, performance, years of experience, and any other relevant criteria. Former employees are not eligible for re-hire until or unless the relationship with a current employee ceases to exist. Employees may not participate in decisions regarding the hiring of family members whether as contractors or vendors.

SECTION 3.140 – Classification of Employees
(adopted 1/13/03; revised 12/08/04; revised 12/13/06; 1/12/11; 12/11/13

Assigned Employees
The library board annually approves FTE assignments for most employees. These assignments reflect the usual number of hours that an employee will be scheduled to work each week during the ensuing year. The assignment is expressed in a full-time equivalent (FTE), e.g. forty hours per week equals 1.0 FTE. These FTE assignments are also used to determine eligibility for and/or the level of individual employee benefits and may be adjusted by the board as necessary.

A. Exempt Employees
Because of the nature of their duties, some salaried employees are exempt from the overtime pay requirements of the Fair Labor Standards Act (FLSA). For example, the executive director, fiscal officer, and employees with supplementary assignments are classified as exempt employees.
B. Nonexempt Employees
Whether the employee is paid salary or hourly wage, a nonexempt employee is subject to the overtime-pay provisions of the FLSA. Overtime pay, if earned, applies only to hours actually worked and does not include vacation leave, sick leave, personal leave, holiday pay, release hours or stipends.

Other Hourly Wage Employees
Since substitute employees, library pages and other temporary help are employed by the executive director as necessary to meet the needs of the library, no FTE assignment is necessary. These employees are classified as nonexempt and are not eligible for earned or elective benefits.

Per Diem Wage Employees
An eight-hour day is considered a full day for per diem employees. They are not eligible for earned or elective employee benefits. Exempt status is determined by the nature of job duties.

Employee Benefits by Classification

Mandatory benefits: All employees are required to participate in the Ohio Public Employees Retirement System (OPERS), Medicare, and Worker’s Compensation.

Earned benefits: Employees with an FTE assignment earn vacation leave, sick leave, and personal leave according to the specific benefit schedule, with the level of benefits prorated according to the employee’s FTE assignment. See also Section 3.600 for provisions for holiday pay.

Elective benefits: Employees with an assignment of .75 FTE or higher are eligible to participate in the employer’s medical insurance plan.

Note:
Nothing in the policies of the Adams County Public Library or any oral or written representation by any employee, official supervisor or department head shall be construed as a contract of employment. The publication of benefits or policies is not intended to confer any rights or privileges on an employee or to entitle a person to remain an employee of the library. Any oral or written statements or promises to the contrary are hereby expressly disavowed and should not be relied on by any prospective or incumbent employee.

Section 3.150 – Personal Grooming and Conduct (revised 04/20/2016)

Employees are expected to be clean, neat, and well-groomed at all times. Clothing in need of repair or cleaning, sheer materials without proper undergarments, and casual wear (such as shorts or blue jeans) are not acceptable business casual attire.

Business casual attire permits employees to wear comfortable clothing in the workplace while projecting a professional image for library customers, potential employees, and community visitors. A general description of business casual dress can be found in an online article entitled “Dress for Work Success: A Business Casual Dress Code,” by Susan M. Heathfield.”

Variations from this general description include the following:

Medical or religious considerations may supersede the business casual dress code.
For work safety reasons, shoes must cover both the heel and the toe.
Summer Reading Program T-shirts (worn discretely) and sweatshirts with holiday logos may be worn during the appropriate seasons.
Employees with facial piercings or excessive ear piercings may need to remove studs,
earrings, etc. during regular work hours, depending on the position and the directives of the Executive Director. Employees with inappropriate or an excessive number of tattoos, may be required to wear clothing that conceals the tattoo(s).
Hosiery is not required.
Casual (dress-down) dress can be worn on work days when libraries are not open to the
public.
Blue Jeans may be worn by those working in maintenance, custodial, and pages. They must
be clean, free of tears, holes, and obvious stains, and not excessively worn.
Blue Jeans may also be worn by all employees on Friday and/or Saturday, providing they
conform to the above guidelines.

Business-like conduct is to be observed at all times employees are on duty or representing the
library. Employees are expected to be courteous, polite, and helpful to our patrons and to other staff members without regard to race, color, creed, national origin, sex, age, or disability. The chewing of gum, eating, and drinking are not permitted in the public service areas other than during scheduled programs.

Section 3.160 – Harassment (adopted 8/08/2007)

A. Harassment in General

The Library is committed to maintaining a work environment that is free of illegal discrimination or illegal harassment. In keeping with this commitment, the Library will not tolerate harassment of its employees based upon their protected class status by anyone, including any supervisor, co-worker, vendor or client.

Harassment consists of unwelcome conduct, whether verbal, physical or visual, that is based on a person’s protected status, such as sex, color, race, ancestry, religion, national origin, age, physical handicap, disability, veteran status, citizenship status, or other status protected by applicable law. The Library will not tolerate harassing conduct which it believes affects tangible job benefits, that it feels interferes unreasonably with an individual’s work performance, or that creates an intimidating, hostile, or offensive working environment based on the person’s protected class status.

B. Sexual Harassment

Sexual harassment deserves special mention. Sexual harassment is defined as unwelcome sexual advances, requests for sexual favors, and other physical, verbal, or visual conduct based on sex. When:

a) submission to such conduct is made either explicitly or implicitly a term or condition of the individual’s employment,
b) submission to or rejection of the conduct by an individual is used as the basis for employment decisions affecting that individual, or
c) such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

Sexual harassment may include a range of explicit and even subtle behaviors and may involve individuals of the same or different gender. Depending on the circumstances, these behaviors may include, but are not limited to, explicit sexual propositions, sexual innuendo, suggestive comments, sexually oriented “kidding” or “teasing”, “practical jokes”, jokes about gender-specific traits, foul or obscene language or gestures, display of foul or obscene printed or visual material, leering, and physical contact such as patting, pinching, or brushing against someone else’s body.

All employees are responsible for helping to assure that we avoid harassment. Employees who feel they have been subjected to such treatment are encouraged to report these incidents as soon as possible.

It is important for employees to understand that no one has the authority to condition any aspect of their job, which includes but is not limited to, raises, bonuses, hiring, firing, transfers, job assignments, etc., on sexual favors. Any such instances must be reported to the executive director or the assistant director immediately.

C. Reporting Illegal Harassment

If any employees feel that they have experienced, witnessed or become aware of any type of
unwelcome harassment (i.e., age, race, sexual, disability, etc.) they are to first tell the person that they do not appreciate the comment, behavior, etc. The “offending” person is then expected to respect the other person’s wishes and end the behavior. Most “harassment” or offensive acts can be quickly and easily ended in this manner.

However, if a simple request does not end the offensive conduct, the person who is offended should notify the executive director or assistant director.

Preventing and stopping illegal harassment in the workplace is a shared responsibility between the employees and management. It is important to speak up in an honest and respectful manner to either the alleged harasser and/or to the proper member of management, as outlined above, as soon as possible. The Library cannot correct what it does not know about.

Keeping an environment free from harassment is a Shared Responsibility Between Management and Employees.

The Library’s policy is to investigate all such complaints thoroughly and promptly. To the fullest extent possible, the Library will keep all such complaints confidential. If an investigation concludes that some form of prohibited harassment has occurred, the Library will take corrective action designed to stop the harassing conduct from reoccurring, including such discipline up to and including immediate termination of employment, as it deems appropriate.

D. Retaliation

The Library forbids retaliation against anyone who has reported incidents of illegal harassment or has participated in such an investigation. Committing such acts of retaliation is a serious violation of policy and may result in the offending employee’s immediate termination. Any acts of retaliation should be reported to the executive director or assistant director.

The Library encourages individuals who believe that they have been victims or witnesses of harassment to come forward and report such harassment to the executive director or assistant director. The Library will not take any adverse action against an individual who in good faith comes forward to report harassment, or provides assistance in an investigation, regardless of whether the allegation is substantiated.

Section 3.210 – Wage Placement and Benefit Eligibility (revised 1/12/2011)

In general, the date of employment shall be the first date of continuing paid service with the ACPL. A resignation or an unapproved interruption in paid service shall establish a new date of employment.

An employee with a FTE assignment earns sick leave, personal leave, and holiday pay. However, the anniversary date for the calculation of such benefits shall be based on the date of employment as described in paragraph one of this section.

For placement on the wage schedule, experience shall be based on the date that the employee actually, began duties under the current job description. However, the executive director may evaluate library training and experience to determine an adjustment to a wage schedule placement.

Employees with assignments of .75 FTE or higher are eligible to participate in the employer’s medical insurance plan after working twenty (20) days in the FTE assignment. The employee may contact the fiscal officer for details of the plan and current procedures for enrollment and payment. (revised 1/12/2011)

The library reserves the right to amend, modify, alter or terminate the health insurance plan at any time. The library is not responsible for the insurance coverage of individuals who our insurance carrier refuses to cover. (revised 6/12/02)

Section 3.220 – Work Schedule (revised 11/8/17)

The official library workweek begins at 4:00 a.m. on Monday morning and ends at 3:59 a.m. the following Monday morning. Employees are scheduled throughout the workweek according to approved FTE assignments and the staffing needs of the library system as determined by the executive director.

After a work schedule has been posted, it may not be changed or altered except in an emergency or at the discretion of the Public Service Team Leader or executive director. Since library open hours include evening and weekend hours, employees are required to share in covering those hours. Employees are also expected to assist and substitute for other staff as directed by the Public Service Team Leader during staff absences.

Employees must document all scheduled hours missed by filing a signed and dated Report of Absence upon return to work. Hours missed cannot be rescheduled after the fact. After illness or surgery, the library may require submission of a physician’s statement certifying the employee’s fitness to return to work. Hourly increments of less than one half (1/2) hour shall not be included in calculations for compensation, with the exception of time paid in conjunction with the use of compensatory time, which may be paid in 15 minute increments.

Nonexempt staff may not be scheduled for more than forty hours per week without the express approval of the executive director. Public Service Team Leaders shall continually monitor staff hours worked to assure compliance with established schedules. When a nonexempt employee actually works more than forty hours during a workweek, the employee shall accrue compensatory time, in accordance with policy section 3.470 – Compensatory Time.

Calculations for compensatory time do not include non-worked hours or compensations such as holidays, vacation leave, sick leave, personal leave, release time or stipends.

In order to provide optimum supervision of library services, Public Service Team Leaders shall be on duty for thirty-eight hours per week during hours when the library is open. During the course of each month, a Public Service Team Leader’s weekly schedule must be sufficiently varied to include supervision of all shifts. Exceptions to this policy require prior approval of the executive director.

Staff assigned to a specific building may not receive wages or expense reimbursement for meetings held outside the employee’s assigned building without advance approval from the executive director.

Section 3.230 – Breaks and Meal Schedules (revised 11/14/2012)

There is no federal or state requirement for an employer to provide a paid rest or meal period. Furthermore, due to the unpredictable nature of public services, the library requires that employees be “on call” throughout their daily assigned schedule.

Therefore, the library permits employees to take “a casual break” or “a casual meal time” with pay, with the understanding that the break or meal time may be interrupted if the demand for public service requires their assistance. Casual breaks or meal times may be taken only after consultation with other team members on duty about the coordination of library services.

If an employee is scheduled for four hours or more, the employee may take a casual break not to exceed 15 minutes. If an employee is scheduled for seven hours or more, the employee may take one casual break not to exceed 15 minutes and a casual meal time not to exceed 30 minutes. Any time in excess of the allowed 15 or 30 minutes will not be counted as paid work time.

Casual breaks or meal times may not be taken at the beginning or end of an assigned schedule nor in conjunction with each other so as to extend the allowed break or meal time. Also, employees need to be aware that the following are considered break-type activities: extended social conversations with public or staff, personal business, phone calls, email, or Internet searches, etc. Participation in any of these activities shall be construed as casual break time.

Employees who have medical conditions that require modifications to this policy may file a doctor’s certificate with the executive director.

Section 3.310 – Absenteeism and Tardiness (revised 6/16/03)

All employees are expected to be punctual and ready to begin work at their scheduled time. This requires arriving early enough to attend to personal needs prior to the beginning of the scheduled work time.

When it is necessary for an employee to be absent, the employee shall contact the immediate supervisor in a timely manner and keep the supervisor regularly informed as to the expected date of return. All employees must have on file with the immediate supervisor a current telephone number where they may be reached.

All employee absences shall be subject to review by the public service team leader and executive director. Excessive absenteeism, tardiness, absence without sufficient cause, or failure to provide advance notification will result in disciplinary action up to and including dismissal.

Section 3.320 – Alcohol and Controlled Substances (revised 6/16/03)

The library recognizes that the use of controlled substances or alcoholic beverages on the library’s premises or while on library business poses a serious threat to the safety of employees and compromises the quality and reliability of our work. The library maintains a strong commitment to provide a safe, efficient, and productive environment.

In keeping with this commitment, the library has a strict policy regarding the actual or attempted inappropriate use and/or possession of controlled substances and alcohol. Accordingly, the library requires all employees to report to work fit to perform their job and prohibits the actual or attempted use, possession, sale or transfer of alcohol or controlled substances. All employees must adhere to this policy as a condition of employment.

No employee may either actually or attempt to use, possess, distribute, sell or transfer alcohol or controlled substances while on the library’s property, while on duty, while in on-call status, or while operating a vehicle that is owned or leased by the library. In addition, no employee may actually or attempt to report for work or remain on duty or in on-call status, while under the influence of any controlled substances or alcohol. For purposes of this policy, a drug will be considered a controlled substance if its use is prohibited or restricted by law and/or an employee improperly uses or possesses a drug.

Employees may be subject to random drug tests as a condition of continued employment and are required to submit to a drug test following any injury or accident on the job. Failure to submit to this post-accident screening or a positive result from a post-accident screening may adversely affect an employee’s eligibility for Workers’ Compensation benefits as well as continued employment.

Employees who violate any provision of this policy are subject to disciplinary action up to and
including dismissal.

Section 3.400 – Pandemic Preparedness Plan (Approved 3/11/2020)

When a pandemic occurs, employee absences could reach 30-40%. Essential community services such as power, communications, mail and deliveries could be disrupted. Library staff could be at special risk because our buildings are open to the public. An average of 15,000 visitors per month utilize the four ACPL facilities and Outreach/Homebound services. During a pandemic, ACPL will follow all county, state, or federal directives to limit or close non-essential services. The following plan outlines the procedures in place
to protect our staff and library patrons.

PURPOSE OF PLAN:

Prevent and reduce loss of life. Protect staff and patrons from pandemic disease.
Cooperate and coordinate with federal, state and local health agencies.
Protect essential library services, facilities, equipment, materials, and records.
Minimize damage to and loss of property.
Ensure complete return to full library operation as quickly as possible.

PREPAREDNESS PLANNING TEAM:
Director, Enrichment Services Coordinator, Access Services Coordinator, Fiscal
Officer, and Public Services Team Leaders at all locations.

The Preparedness Planning Team will make decisions during a pandemic infectious disease outbreak regarding ACPL health protection supplies, communication about the pandemic with staff and public, curtailment of services and/or closing of libraries, and staffing assignments during the outbreak. The team will work closely with the Board of Trustees on policy decisions.

PLAN IMPLEMENTATION TOPICS:

Hygiene
Staffing and Services
Communication
Recovery

HYGIENE:

A list of good hygiene practices will be posted on all staff bulletin boards.
Hand sanitizers and tissues will be provided at all public service desks, at public
computer reservation stations and all staff work areas.
Hand washing awareness signs will be posted in all restrooms.
Staff will be provided with disinfecting wipes and disposable gloves to assist in
keeping work areas sanitized. Priorities include door handles, handrails,
telephones, and keyboards.
Disposable gloves will be provided for employees to use when needed when
interacting with patrons or handling materials.
Staff is encouraged to use good personal infection measures (cover one’s mouth
and nose when coughing/sneezing, wash hands often, avoid touching one’s eyes,
nose or mouth, etc.)

STAFFING AND SERVICES:
During a pandemic every effort will be made to maintain library services. Due dates, renewals, and overdue policies may be relaxed during this time.

The Planning Team will authorize any needed service changes in consultation with the ACPL Board of Trustees and the Adams County Health Department. Public meeting room use, public programs, and public use of library equipment may be curtailed or eliminated.

Staff may be re-assigned to a work area in a different area than usual, depending upon available personnel.

All staff will be asked to make sure their emergency contact information is up to date. Staff that are ill will be encouraged to stay home at least 24 hours after they are free of fever (less than 100 degrees F or 37.8 degrees C) or free of signs of a fever without the use of fever-reducing medications.

ACPL recognizes that employee absences during a pandemic might be due to personal illness, family illness, community containment measures and quarantines, school closures, and public transportation closures. An employee will use accumulated sick leave or vacation or unpaid leave for such an absence.

The Planning Team will determine any changes in library hours or library closings due to the number of employees off work or public health directives. Staff might be instructed to stay home.

Essential employees required to be on site in the event of an extended closure will be identified by the Planning Team and training will be provided in necessary tasks.

COMMUNICATION:
Information from public health authorities and referral information about the pandemic will be widely disseminated via Health Department and ACPL print and online resources. This will include awareness of symptoms, how the disease is spread, preventative measures, and how to care for someone who is ill.

The Planning Team will use the established auto-call notification system if needed to alert staff to critical news affecting library services. Up-to-date information about the pandemic will also be provided to all staff via ACPL email, Intranet, and staff bulletin boards.

Changes in service and library hours necessitated by a pandemic will be publicized in print and online resources.

RECOVERY:
Full library services will be restored as conditions permit. Public programs and meeting room use will resume when recommended by public health authorities. If libraries have been closed for the pandemic, infrastructure will be evaluated and cleaning may be necessitated before re-opening.

Staffing needs will be evaluated and a return to full staffing will be instituted as soon as possible, depending on staff health and building conditions.

Section 3.410 – Vacation Leave (revised 12/21/2014)

Vacation leave is granted to all assigned employees and is prorated according to the full-time equivalent (FTE) expressed in the individual employee’s assignment. Calculations will be rounded to the nearest whole hour.

On the date that marks 180 days of continuous employment, an eligible employee shall be granted 40 hours of vacation time, after which the employee shall accrue vacation time at the following rate:

After six months of continuous employment up to five years:                           7 hours/month
After the fifth year to ten years of continuous employment:                            10 hours/month
After ten years of continuous employment to retirement/termination:            14 hours/month

Vacation time shall be paid at the regular hourly rate for each eligible employee. Requests for leave must be submitted in writing on the appropriate paper form to the Executive Director. Leave shall be scheduled on a first come, first served basis, with preference being given to seniority and vacation leave already scheduled. Reasonable and equitable schedules shall be arranged at the discretion of the executive director; however, the requirements of the library shall take precedence over the personal preferences of the employee.

Vacation leave allowances do not include hours for holidays that may fall within the vacation leave time.

Vacation leave balances may not accumulate to more than the amount of time earned in two years.

If an employee has used all accrued sick leave, the executive director may approve, at any time, use of vacation leave for sick leave purposes.

The record of vacation time accumulation and use maintained by the Fiscal Officer shall be recognized as the official vacation leave record.

Upon termination of employment, any employee with more than six months of continuous employment shall be paid at the current hourly rate of pay for all unused vacation time.

A new employee who has service credit with the State of Ohio or any political subdivision of the State (i.e., township, municipality, library, school district, health district, etc.) may use prior service credit for the purpose of computing vacation leave. Employees must submit a service credit statement to certify eligible years of service. Employees who have retired from a state-offered retirement plan are not entitled to have prior service counted for the purposes of computing vacation leave.

Section 3.420 – Sick Leave (revised 8/13/14)

Full-time assigned employees are granted ten (10) hours of sick leave per month, to accumulate to a maximum of four hundred eighty (480) hours.

Part-time assigned employees earn sick leave prorated on the basis of their FTE assignment. Calculations will be rounded to the nearest whole hour. The maximum accumulation of sick leave for part-time employees shall be prorated upon the employee’s FTE assignment. (revised 9/8/04)

Employees may use sick leave for absences due to personal illness or injury, for illness or death within the immediate family; and medical, dental, or eye appointments when they cannot be scheduled outside work hours. Immediate family is defined as member of the household, children, grandchildren, parents, siblings or grandparents. Note: For funerals, family may also include extended family members. Sick leave may be used for disability resulting from pregnancy and childbirth.

Employees must notify their team leaders or a member of the management team as soon as possible to report sick time, at least one (1) hour before the library opens. Employees must report sick time each day they are unable to report for work. Failure to report will be considered absent without leave and employees will not be paid for the time missed.

Employees who are absent because of illness are expected to keep their team leader or a member of the management team informed as to the probable date of return. Employees returning from childbirth, surgery, or extended illness of five (5) days or more may be required to file a doctor’s release to return to work.

All staff members must confirm use of sick leave by personal signature on an Employee’s Report of Absence. This form must be completed on the employee’s first day of return to work and promptly filed with the fiscal officer. The employee’s signature verifies the stated reason for absence and the claim is subject to audit. Fraudulent claims for sick leave may be cause for disciplinary action up to and including dismissal. If an employee fails to file an absence form before payroll is processed, all hours absent will be deducted from accrued vacation leave. (revised 5/13/09)

Compensation for sick leave shall be paid at the employee’s base pay rate at the time of the absence. Sick leave is not to be used in less than thirty-minute increments and can be taken only as accumulated. After an employee has exhausted all accrued sick leave, absences that would normally qualify as sick leave, will be deducted automatically from the accrued vacation leave.

Accrued but unused sick leave is not paid to employees at the time of resignation or retirement. However, if a staff member retires from ACPL through OPERS, the staff member may receive one-fourth (¼) of unused accumulated sick leave at the current hourly wage as a retirement benefit.

Section 3.430 – Court Service (revised 7/12/06)

The executive director may approve release hours for purposes of jury duty or a court subpoena for any case not related to the employee’s personal or family matters. Court service for personal or family matters is covered under library policies for personal leave, vacation leave, or leave without pay.

Release hours for the purpose of court service shall apply only to the actual hours that the employee is not able to work his/her assigned schedule at the library because of service to the court or travel to and from the court.

For purposes of personnel scheduling, the employee shall promptly alert the library by filing a copy of the initial court notification or subpoena with the executive director. Thereafter, the employee shall keep the Public Service Team Leader informed as to when the employee will need to be absent from his/her library assignment.

At the conclusion of court service, the employee is responsible for securing documentation from the court attesting to the actual hours served. If the employee submits that documentation to the library fiscal officer, the employee will receive his/her customary compensation for the release hours.

If the employee fails to file the required documentation with the library fiscal officer, such hours shall be considered leave without pay. In either case, the employee shall retain all payments or reimbursements received from the court.

Section 3.440 – Regular Leave of Absence (revised 12/10/03)

Upon application by an employee, the Board of Trustees may grant a regular leave of absence without pay to any employee, full-time or part-time, for extended illness, maternity, or other unusual circumstances.

All earned sick leave and vacation leave shall have been used before a regular leave of absence can become effective.

During an approved regular leave of absence, the employee shall forfeit the accrual of sick leave, vacation leave and any amounts paid by the library board for medical insurance or other benefits. The employee may elect to continue medical insurance coverage while on approved leave by paying both the employee and board share. All amounts due shall be sent to the fiscal officer by the end of the payroll period prior to the month for which the payment is applied.

Section 3.450 – Conditional Leave of Absence (revised 2/8/17)

Whenever a library is closed because of weather or other unusual circumstance and the employee was normally scheduled for the day(s) closed, the employee may be granted a conditional leave of absence. If the closure is for less than a full day, employees already on leave for other purposes are not eligible for conditional leave.

Employees on a conditional leave of absence shall be paid their regular wages for all of the hours that would have been part of their usual and customary schedule.

Whenever a library will be closed for several days and the services of the employee are not required at his/her assigned library, the employee may be temporarily reassigned by the executive director or designee to one of the other libraries.

Any employee who does not report to his/her temporary reassignment shall be considered as absent without pay and subject to disciplinary action.

At the discretion of the Executive Director, an employee may use paid or unpaid leave, when weather conditions are particularly adverse, in their immediate vicinity.

Section 3.460 – Personal Leave

Employees with an approved FTE Assignment qualify for personal leave at the regular rate of pay, prorated according to the employee’s FTE assignment. For full-time employees, a day is considered eight (8) hours.

A total of two (2) days may be taken any time during the payroll year with administrative approval. Each request requires a one-day advance notice to the employee’s supervisor. Except for an emergency, staffing requirements of the library shall take precedence. No personal leave with pay will be approved after the fact.

Section 3.470 – Compensatory Time (adopted 6/10/2015)

It is the policy of Adams County Public Library that all time worked in excess of 40 hours per week shall be approved by the Executive Director.

Approved compensatory time shall be accrued at the rate of one and one half (1 1/2) hours for every hour worked in excess of 40 hours per week for nonexempt employees.

Compensatory time shall accrue to a maximum of 16 hours per employee, at which time the employee will be required to use compensatory time in excess of 16 hours.

Use of compensatory time shall be approved by the Executive Director.

Section 3.510 – Pay Period and Method of Payment (revised 10-12-16)

Effective December 21, 2016, payroll will be processed biweekly and paid on the Friday following the last day of the pay period.

Section 3.520 – Payroll Procedures

When payday falls on a holiday, paychecks will be available the day before.

Checks are not available in advance of payday. Employees who will be absent on payday or will be on vacation should make arrangements with the Fiscal Officer to either keep the check until picked up, or mail to addresses provided by the employees. Checks can be given to employees’ family members only if prearranged. An individual picking up an employee’s paycheck may be asked for identification.

Section 3.530 – Payroll Deductions

The ACPL is required by law to deduct federal, state, and (if applicable) local taxes from each paycheck. Mandated Ohio Public Employees Retirement System (OPERS) contributions are deducted from each paycheck. Employees may contact the fiscal officer for current contribution rates.

Employees fill out all necessary forms authorizing payroll deductions at the time of employment. New forms must be filled out when there are any changes which would affect deductions. New forms may also be required due to name and address changes. Employees are responsible for reporting all such changes in writing.

All questions concerning payroll deductions and how they are calculated should be directed to the fiscal officer.

Section 3.600 – Holidays (adopted 11/13/2024)

Notwithstanding Section 3.140, any employee who is eligible for earned benefits shall receive regular compensation for days that the board of trustees has designated as holidays.

Members of religious groups who have special observances on days other than board-approved holidays may take those days with pay, but must use vacation or personal leave approved in advance.

When a holiday falls on a day that the library is normally closed, the holiday shall be observed the following day regularly open.

If a holiday occurs during an employee’s authorized leave (vacation, sick, etc.), this day shall not be counted as an authorized leave day, but as the holiday.

If a holiday falls on a day the employee is regularly scheduled off, he/she shall be entitled to take a day with pay within that holiday week. The day shall be chosen at the discretion of the executive director, according to the scheduling needs of the library.

For purposes of paid holiday time, a day is equal to 8 hours for a full-time assigned employee and will be prorated for part-time assigned employees, on the basis of their FTE assignment. Calculations will be rounded to the nearest whole hour.

Employees on leave without pay shall not be paid for holidays nor credited with compensatory time for holidays occurring within the leave period.

Official Holidays 2024

Holiday	Date	Day of Week
New Year’s Day (2024)	January 1	Monday (Closed Tuesday, Jan. 2)
Memorial Day	May 27	Monday
Juneteenth	June 19	Wednesday
Independence Day	July 4	Thursday
Labor Day	September 2	Monday
Day Before Thanksgiving	November 27	Wednesday, Close at 5:00 pm
Thanksgiving Day	November 28	Thursday
Day After Thanksgiving	November 29	Friday
Christmas Eve Day	December 24	Tuesday
Christmas Day	December 25	Wednesday
New Year’s Eve Day	December 31	Tuesday
New Year’s Day (2025)	January 1	Wednesday

Official Holidays 2025

Holiday	Date	Day of Week
New Year’s Day (2025)	January 1	Wednesday
Spring Break	April 18	Friday
Memorial Day	May 26	Monday
Juneteenth	June 19	Thursday
Independence Day	July 4	Friday
Labor Day	September 1	Monday
Day Before Thanksgiving	November 26	Wednesday, Close at 5:00 pm
Thanksgiving Day	November 27	Thursday
Day After Thanksgiving	November 28	Friday
Christmas Eve Day	December 24	Wednesday
Christmas Day	December 25	Thursday
New Year’s Eve Day	December 31	Wednesday
New Year’s Day (2026)	January 1	Thursday

See Section 3.140 for eligibility for earned benefits.

Section 3.700 – Purchases (revised 01/13/2010)

Library staff shall not incur any financial obligation of the Adams County Public Library or any of its libraries without prior authorization by a purchase order approved by the executive director or assistant director and the fiscal officer. After administrative review of an invoice without an appropriate purchase order, the executive director may approve a post-certificate purchase order if the fiscal officer can provide “then and now” certification. Otherwise, any expenditure not approved by the executive director or assistant director and fiscal officer may become the personal responsibility of the staff member.

Expenditures from an official spending plan must have prior authorization by a purchase order approved by the executive director and the fiscal officer.

Section 3.710 – Library Credit Cards (revised 2/8/2023)

This policy applies to all (i) payment cards, checks, or other payment instruments associated with a credit account issued by a financial institution or retailer, and (ii) payment cards related to the receipt of grant funds. All such cards and instruments are referred to herein as “credit cards.”
This policy does not apply to procurement cards (P-cards), or to gas cards or other payment cards that are capable of use only for the purchase of certain limited types of goods.
The Library will not obtain or maintain any debit cards.
The Fiscal Officer will work with the appropriate financial institutions that issue credit cards to determine the best type of credit card accounts for the Library, and also to determine which store credit card accounts the Library will utilize.

The Fiscal Officer is responsible for working with the issuing financial institution to determine the dates when credit cards expire and the re-issuance of replacement cards.
The Fiscal Officer is responsible for determining, when necessary, the need to cancel a credit card account and any adjustment to credit limits on the credit cards.
The Fiscal Officer is responsible for notifying the issuing financial institution of a lost or stolen card.

Credit cards will be established in the name of the Adams County Public Library and the specific name of an individual with a maximum credit limit for each set by the Library.
Credit cards may be issued to:

Executive Director with a combined credit limit up to $5,000
Elan First State Bank – $20,000 shared organizational limit, $5,000 individual limit

Fiscal Officer with a combined credit limit up to $20,000
Elan First State Bank – $20,000 shared organizational limit, $20,000 individual limit

Digital Services Coordinator with a combined credit limit up to $5,000
Elan First State Bank – $20,000 shared organizational limit, $5,000 individual limit

Public Services Coordinator with a combined credit limit up to $5,000
Elan First State Bank – $20,000 shared organizational limit, $5,000 individual limit

Outreach and Technical Services Coordinator with a combined credit limit up to $5,000
Elan First state Bank – $20,000 shared organizational limit, $5,000 individual limit

Adult Outreach Specialist with a credit limit up to $500
Elan First State Bank – $20,000 shared organizational limit, $500 individual limit

Shuttle Driver with a credit limit up to $500
Elan First State Bank – $20,000 shared organizational limit, $500 individual limit

A credit card may not be used by anyone other than the individual to whom it is issued. Anticipated use of a credit card requires advance approval from the fiscal officer or executive director by a purchase order number stating the amount to be expended. Vendor receipts or order confirmations, identified by purchase order number, shall be forwarded to the fiscal officer as soon as possible for reconciliation with the monthly statement received by the vendor or credit card company.

Prior to initial receipt of a credit card, each individual must agree to and sign the Credit Card Responsibility and Use Procedures.
The Board authorizes the use of Library credit cards for use in connection with Board-approved or Library-related activities and for only those types of expenses that are for the benefit of the Library that serve a valid and proper public purpose shall be paid for by credit card. Credit cards will be used primarily for travel expenses to conferences and/or workshops and pre-payment of materials when required by a vendor. In any event, credit cards may be used only for expenditures that are within the applicable budget and departmental guidelines.
For each purchase made using a credit card, an itemized receipt indicating the amount paid, the vendor, and the goods/services purchased must be submitted to the Fiscal Officer promptly following purchase.
Use of a credit card for personal expenditures, for expenditures in excess of the applicable credit limit, or otherwise in violation of this policy constitutes a misuse of the credit card. Any Library personnel engaging in misuse of a credit card will be responsible to reimburse the Library for any unauthorized expenditures and may be subject to disciplinary action up to and including termination of employment.
The Library Board of Trustees will appoint a Compliance Officer to review all credit card accounts every six months, including: the number of accounts and issued/active cards, account expiration dates, and credit limits. The Fiscal Officer may not also serve as the Compliance Officer.
The Compliance Officer may use a credit card only with prior authorization of the Fiscal Officer, except that the Library Executive Director serving in the role as Compliance Officer may use a credit card as otherwise authorized in this policy.
The Compliance Officer may not authorize Library personnel to use a credit card, except that the Library Executive Director serving in the role as Compliance Officer may authorize such use in accordance with this policy.
If a credit card is lost or stolen, or if Library personnel become aware of unauthorized or fraudulent use of any of the Library’s credit card accounts, the same must be reported immediately to the Fiscal Officer and Compliance Officer.
All monthly credit card statements and other correspondence associated with the credit card accounts will be sent to the Adams County Public Library. Payment of the monthly statements must be made in a timely fashion so that finance charges and late payment fees are not incurred.
If the Compliance Officer is authorized to use a credit card, on a monthly basis, the Fiscal Officer (or the Fiscal Officer’s designee, who may not be the Compliance Officer) will review the credit card statements and will sign an attestation to such review.
On an annual basis, the Fiscal Officer (or the Fiscal Officer’s designee) will submit a report to the Library Board of Trustees regarding all credit card rewards received by the Library.

Adams County Public Library

Section 3.710 – Library Credit Cards

Credit Card Responsibility and Use Procedures

A credit card account has been established to meet the needs of your department for incidental purchases. Upon receipt of proper documentation and itemized receipt, credit card expenditures will be paid through the Fiscal Officer’s office.

***A credit card does not replace requisitions and purchase orders.

Conditions of Use. Expenses may be incurred with the credit card only if all of the following conditions are met:

Expenditures must be within the guidelines of the particular activity of your department and budget. The expenditure may only be made after the approval of any required requisition and purchase order. The credit card is not to be used for any personal expenses.
Expenditures to be paid must be less than your credit limit of $_____________. There are no exceptions.
Proper documentation to support the expenditure must be sent to the Fiscal Officer prior to the receipt of the monthly statement.

Proper documentation is to include:

Itemized paid receipt indicating the amount paid, the vendor, and an itemized description of purchase.

In the case of books, subscriptions or similar types of orders, a copy of the order form or document, and the packing slip or other receiving document.

iii. A hardcopy print-out for any items ordered online.

Examples of documentation not allowed:

Non-itemized cash register receipts

Handwritten requests for reimbursement without receipts or other verification.

The Library is exempt from sales tax, and all reasonable efforts should be made to ensure that sales tax is not charged by vendors in connection with purchases made via credit card. A tax exemption certificate is available in the Fiscal Officer’s office. In some cases, if you merely mention to the vendor that the purchase is tax exempt, no sales tax will be charged.

Safekeeping. You are responsible for the safekeeping of the credit card. You shall not permit anyone else to use the credit card or disclose to anyone (other than the vendor/merchant in connection with a purchase) the card account number, CVV, or other pertinent account information.

Unauthorized Use. If you become aware of any unauthorized or fraudulent use of the credit card, or if the credit card is lost or stolen, you must immediately report same to the Fiscal Officer and Compliance Officer.

No Right to Credit Card. The credit card is issued to you on a temporary basis, and remains the sole property of the financial institution from which it was issued. The right to use the credit card may be revoked at any time without notice by the issuing financial institution or by the Library’s Fiscal Officer or Executive Director. You must immediately return the credit card to the Library upon termination of your employment with the Library or in the event of a change in your position/title.

Personal Responsibility. You are personally responsible for any unauthorized credit card expenditures and expenditures made in violation of applicable Library policy.

Policy. In addition to the terms set out herein, use of the credit card is subject to the Library’s Credit Card Policy.

I hereby acknowledge that I have received a copy of the library policy regarding Credit Cards. I have read the policy and clarified with the fiscal officer or executive director all questions regarding the use of the card listed below. I agree to comply with all the requirements contained therein. I understand that disciplinary action will be taken if I am found in violation of the policy and that the library will require restitution if this card is used improperly.

Company name ____________________________________________________________

Account number _______________________________________ Expiration __________

Employee signature _____________________________________ Date _______________

Director signature ______________________________________ Date _______________

Section 3.720 – Solicitation (adopted 3/9/05)

Library staff may not solicit any type of merchandise or funds from local businesses, organizations, or individuals without advance approval from the executive director. Furthermore, library staff may not claim to represent the Adams County Public Library unless so designated by the executive director.

Section 3.800 – Staff Expenses (revised 06/13/2012)

Library staff shall submit monthly expense reports with appropriate receipts to the executive director for purposes of mileage, meeting expenses, and other miscellaneous expenses. However, no expense will be reimbursed unless the activity has been approved in advance by the executive director, designee, or fiscal officer.

Lodging may be approved for meetings that require a home departure prior to 7:00 a.m. Staff should generally car pool to meetings; other arrangements should be discussed with the immediate supervisor.

Contact the executive director for current reimbursement rates for mileage, lodging and meals.

Alcoholic beverages are not a reimbursable expense. (See also Section 3.12 – Drug Free Workplace.)

In general, mileage reimbursement may be approved for work related travel occurring within the work day. For these purposes, the work day begins at the location where the staff member clocks in and ends at the location where the staff member clocks out.

For approved activities outside the standard work day, staff may be reimbursed for the lesser of two calculations: (1) total mileage from and return to the staff member’s home or (2) total mileage from and return to the staff member’s customary building assignment.

Section 3.810 – Hospitality for Library Activities (revised 10/13/04)

The Adams County Public Library conducts and sponsors a variety of meetings and special events that may require library expenditures for facilities and meals or refreshments. These occasions may include district staff meetings, staff workshops, guest speaker presentations, staff appreciation dinners, trustee meetings, trustee recognition dinners, holiday celebrations, and library programs for the public.

Meetings and special events are generally held at one of the four locations of the Adams County Public Library. However, the executive director may consider the purpose, number of people attending, and nature of the occasion in selecting and expending funds for other suitable locations.

The library may expend funds for food, beverages, and gratuities for meals or refreshments appropriate to the occasion for all attendees, including guests. However, the library shall not provide nor pay for any alcoholic beverages under any circumstances.

Prior to meetings and events that require hospitality expenses, a Requisition Form must be submitted to the executive director for approval. The executive director shall exercise customary management discretion in determining reasonable hospitality costs for such events.

If there are good reasons for providing hospitality at library expense in circumstances other than those described above, advance approval from the executive director is required.

Section 3.900 – Staff Development (adopted 6/12/02)

Outside Trainings

The executive director shall review all plans and requests for staff participation in conferences, meetings, or other activities outside the scope of usual daily assignments. The executive director may approve release time, allowable expenses, a per diem stipend in lieu of wages or any combination thereof. If the executive director determines that an employee’s attendance is required at such events by law or as an official representative of the library, the executive director will approve appropriate wages and allowable expenses. Exempt employees will receive the usual per diem salary; nonexempt employees will receive the usual hourly wage for all scheduled hours actually attended, including travel time from and return to the employee’s assigned building or home whichever is less.