Library Policies

Personnel Policy

Policy Statement

The Personnel Policy of the Borough of Jamesburg shall serve as the personnel policy of the Jamesburg Public Library. The Board of Trustees may provide policy provisions to supplement the personnel policy for the Jamesburg Public Library; however, all personnel policy provisions and practices shall be consistent with the Personnel Policy of the Borough of Jamesburg and updated accordingly if changes are made to the policy by the municipal officials bearing that authority. The following contains supplementary policy provisions adopted by the Board of Trustees relevant to Library employees.

Section 1: Oversight

The Board shall exercise oversight over the personnel of the Jamesburg Public Library and shall possess the sole authority to:

1. Appoint and terminate employees
2. Determine the number of staff members that the Library employs
3. Determine positions of employment within the Library
4. Conduct evaluations of employee performance
5. Determine salaries and hourly rates of employees
6. Establish policies, procedures, and guidelines for personnel
7. Establish workplace and performance standards for employees

Section 2: Employees

Library employees shall include, but not be limited to, the Library Director, Library Assistants, and a Custodian.

Section 3: Workplace Hierarchy

The Personnel Committee shall serve as the designated oversight body for personnel matters. The Personnel Committee shall serve as the supervisor of the Library Director. The Library Director shall serve as the supervisor of all other Library employees, however, employees may appeal personnel matters to the Personnel Committee if circumstances require it.

Section 4: The Library Director

The Library Director shall serve as the chief librarian, administrative officer of the Library’s day-to-day operations, and supervisor of all employees. The Library Director is responsible for resolving customer service issues, maintaining a safe and pleasant environment for employees and patrons, and ensuring high quality librarianship. The Library Director is responsible for the supervision of all employees.

1. Perform opening and closing duties.
2. Provides friendly, courteous, and accurate service to all users.
3. Provides a leadership role in the Library.
4. Responds to patron requests, suggestions, and complaints.
5. Evaluates operations and activities of the Library, plans for future needs, develop Library collections and services and adopts and implements new services.
6. Advocates for the Library.
7. Establishes and maintains effective working relationships with Library patrons, other governmental agencies, civic and community groups, the Board of Trustees, and the general public.
8. Works with the Board of Trustees in developing job descriptions for Library employees and recommends policies to the Personnel Committee.
9. Directly supervises all Library employees.
10. Conveys expectations for employee performances and oversees and implements the employee evaluation process.
11. Promotes staff morale through communication, staff meetings, in-service programs, and staff training.
12. Maintains neatness of public areas, including desks, counters, shelves, tables, and personal space visible to the public.
13. Serves as a resource for the Board regarding Library operations.
14. Attend all regular monthly Board meetings (except executive sessions and executive meetings), but shall have no voting privileges.
15. Executes all policies and procedures implemented by the Board of Trustees as written.
16. Supervise volunteers as necessary.
17. Take action to deal with disruptive or problem patrons, as specified in the Policies of the Jamesburg Public Library.
18. Works with the Finance Committee of the Board of Trustees on grant proposals and submissions.
19. Oversees the process of accepting donations for the Library.
20. Oversees the maintenance and operation of technology within the Library and implements new technology as needed in conjunction with the Technology Committee of the Board of Trustees.
21. Oversee the process of weeding books and other Library materials.
22. Acquire new circulation materials for the Library, as needed.

Section 5: Library Program Specialist

The Library Program Specialist is a part-time employee that works with the Library Director and Board of Trustees to develop, organize, implement, supervise and evaluate a variety of program activities and services for the community. The Library Program Specialist is responsible for carrying out the following essential tasks:

1. Researches, develops, coordinates, and implements library programs for the Jamesburg Public Library.
2. Prepares proposals for new library programs and presents those proposals to the Library
3. Director and Board of Trustees for consideration.
4. Coordinates program logistics as appropriate and presents programs for youth and adult populations.
5. Participates in the development and monitoring of program budgets and activity reports.
6. Maintains accurate records and generates reports involving program performance.
7. Develops and implements marketing and promotion strategies for library programs, with emphasis on raising the Library’s online profile.
8. Promotes programs and services to the public, including preparing flyers, news releases, pamphlets, brochures and e-blasts along with social network and website updates.
9. Utilizes community resources and organizational support in delivery of program services.
10. Works directly with youth and families, involving them in planning and development of programs.
11. Develops and maintains an activity calendar for all library programs and events.
12. Performs other related duties as assigned.

Section 6: Library Assistants

Library Assistants are part-time employees that are responsible for day-to-day librarianship, facilitating the circulation of library materials, and providing customer service. Library Assistants are responsible for carrying out the following essential tasks:

1. Perform opening and closing duties in the absence of and/or at the direction of the Library Director.
2. Provide information on unique services and programs offered by the Library.
3. Greet and direct patrons.
4. Record statistics throughout shift.
5. Answer telephone.
6. Assist patrons in person and by phone by answering questions in a courteous and professional manner.
7. Check material in and out.
8. Facilitate interlibrary loan procedures.
9. Register new patrons.
10. Edit and update patron records.
11. Collect fines and fees for circulation materials.
12. Process and catalog incoming material.
13. Edit and update catalog records as necessary.
14. Shelve material as necessary.
15. Take action to deal with disruptive or problem patrons, as specified in the Policies of the Jamesburg Public Library in the absence of the Library Director.
16. Supervise volunteers as necessary.
17. Assist patrons in printing documents using the photocopier.
18. Perform general cleaning and maintenance of public spaces as necessary.
19. Maintain inventory of office and processing supplies; notify Library Director when supplies need to be replenished.
20. Attend staff meetings.
21. Maintain book collection at direction of the Library Director.
22. Facilitate transactions with Spanish-speaking library patrons.

Section 7: Custodian

The Custodian a part-time employee that is responsible for maintaining a clean, comfortable and safe environment for Library patrons. The Custodian is responsible for carrying out the following essential tasks:

1. Identify and report all problems related to the building and grounds to the Library Director and recommends solutions to those problems.
2. Vacuum carpets.
3. Damp/dry mop wood floors.
4. Dust bookshelves.
5. Clean and maintain furniture.
6. Straighten tables and chairs.
7. Clean both restrooms (including toilets, floors, sinks).
8. Maintain inventory of cleaning supplies and equipment.
9. Obtain cleaning supplies from local approved vendors as needed.
10. Take the trash out of the building regularly, bring trash and recycling to the curb for pickup.
11. Spray exterior with pesticide, as needed.
12. Snow removal/ice treatment, as needed.

Section 8: Appointment of Employees

The following shall apply to the appointment of employees.

1. The Personnel Committee shall determine the application process for prospective employees and, with the assistance of the Library Director, shall facilitate the application process and interview applicants.
2. Upon the completion of job interviews, the Personnel Committee shall recommend applicants to the full Board of Trustees for appointment.
3. All part-time employees shall be appointed on an annual basis by the Board of Trustees.

Section 9: Appointing an Interim Library Director

In the absence of a full-time Library Director, the Board of Trustees may appoint an Interim Library Director to discharge the duties of that office until the current Library Director can resume their duties, or until a new full-time Library Director can be appointed by the Board of Trustees.

Section 10: Appointing a Student Library Director

The Board of Trustees may appoint a student enrolled in a library science program at an accredited college or university as the Interim Library Director of the Jamesburg Public Library. The probationary work period for the student may be extended to coincide with their anticipated graduation date or other necessary accommodations, as determined by the Board.

Section 11: Probation Period for Library Employees

Upon appointment by the Board of Trustees, all Library employees shall serve for a probation period of ninety (90) days. A review of the employee’s job performance shall be conducted on or before the thirtieth (30th) day of their employment, again on or before the sixtieth (60th) day of their employment, and finally on or before the ninetieth (90th) day of their employment. Probationary periods may be extended by the Board of Trustees in appropriate circumstances. Upon the conclusion of an employee’s probationary work period, the Board of Trustees shall vote on whether to hire that employee on a permanent basis or terminate their employment with the Jamesburg Public Library. Employees may be placed on probation for disciplinary action.

Section 12: Evaluations

The Personnel Committee shall evaluate the job performance of all library employees twice per year. The first round of evaluations should occur by May 31 and the second round of evaluations should occur by October 31. Evaluations shall be based on a set of workplace and performance standards established by the Board of Trustees. The Library Director shall participate in the evaluation of all employees under their supervision. Evaluations shall become part of the personnel records of employees and be used to determine raises.

Section 13: Personnel Files

All employees shall have a personnel file kept in a secure location within the Jamesburg Public Library.

Section 14: Performance Guidelines

The following performance guidelines must be observed by all employees:

1. Library employees must comply with the Policies of the Jamesburg Public Library.
2. Library employees must have regular attendance and arrive at work promptly.
3. Library employees must be fully capable of working while on duty.
4. Library employees must promptly and efficiently produce work of satisfactory quality and quantity.
5. Library employees must follow all rules for safety and security and immediately report unsafe conditions, accidents, and work injuries to supervisors.
6. Library employees must carry out verbal or written instructions in a cooperative manner.
7. Library employees must be honest, cooperative, and courteous.
8. Library employees must immediately report any illegal or inappropriate acts or omissions to the governing body or appropriate member thereof.

Section 15: Office Courtesy

In order to establish procedures in regard to the general courtesy and demeanor to be displayed within the Jamesburg Public Library, the following rules are established for all Library employees.

1. All Library employees, when greeting persons who have approached the circulation desk or entered the Library, shall greet such persons with polite salutations such as “good morning, may I help you?”
2. All Library employees shall give immediate attention to persons entering the Library for the conduct of business.
3. If necessary, Library employees shall excuse themselves from other conversations to greet a new person and invite them to wait until the business with the other party is finished.
4. Library employees shall not allow a person to wait without acknowledging their presence.
5. Library employees shall address patrons using an appropriate designation such as “Mr., Mrs., etc.”.
6. Library employees shall be courteous and patient, regardless of any display of emotion on the part of a patron. However, Library employees are not expected to be abused or to accept profane language by any patron. The employee shall politely excuse themselves and request assistance from their supervisor or from law enforcement, if necessary.
7. When a patron has a question or a problem that is properly within the knowledge of some other employee, the employee shall, when practicable, attempt to obtain the answer.
8. Library employees shall not display a patronizing or otherwise rude attitude toward anyone.

Section 16: Demeanor

The Jamesburg Public Library shall abide by the following in regard to the demeanor of Library employees.

1. All Library employees shall keep their workstations clean and business-like in appearance.
2. Library employees shall, at all times, present a neat and clean appearance.
3. Library employees’ personal business and phone calls shall be kept to a minimum.

Section 17: Conflicts of Interests

The Jamesburg Public Library shall abide by the following in regard to conflicts of interest pertaining to Library employees.

1. Library employees are not permitted to ask for, or accept, any gifts from clients or vendors in excess of $50.00 and never ask for or accept money.
2. Library employees are expected to work for the best interests of the Jamesburg Public Library. Each employee has an obligation to avoid any activity, business investment or interest, or other situation which could be construed as a conflict with the Library’s best interest or even give the appearance of taking money, merchandise, or service from a client or vendor for personal gain.
3. Library employees may not engage in outside employment that constitutes or appears to constitute a conflict of interest or interferes with job performance or diminishes an employee’s physical or mental ability.
4. Excluded from the prohibitions herein are the acceptances or provision of normal amenities and entertainment that facilitate the handling of the Library’s business (such as a business lunch, dinner, or other non-extravagant activity).

Section 18: Nepotism

The employment of relatives shall be in compliance with the New Jersey Code of Ethics for Public Officials. Immediate family includes the spouse, child, parent, brother, sister, grandparent, parent-in-law, daughter-in-law, son-in-law, or grandchild of a Library employee. This policy shall also apply to people related by blood or marriage or non-related people residing as family members in an employee’s home. Immediate relatives of Library employees will not be employed in regular full-time or regular part-time positions where:

1. One relative would have the authority to supervise, appoint, remove, discipline, or evaluate the performance of the other.
2. One relative would be responsible for auditing the work of the other.
3. Other circumstances exist that would place the relatives in a situation of actual or reasonably foreseeable conflict between the Borough’s interest and their own.
4. Where ethical, legal, or management necessity requires the limitation of employment opportunity of spouses or other immediate relatives, the means chosen to meet the necessity shall be those which have members of either sex.

Section 19: Holidays

The Jamesburg Public Library shall abide by the following in regard to the observation of holidays and time off:

1. Holidays that fall on a weekend, provided that the Library is not open on the day that the holiday falls on, shall be observed either the Friday before or the Monday after the weekend as determined by the Library Director.
2. Library employees who wish to observe religious holidays may do so without loss of pay by using personal days, if provided, or vacation days, but only to the extent that the employee has not already used up his personal and vacation days.
3. In the event a full-time employee is required to work on an observed holiday, they will be given another day and one-half off with pay in lieu of this holiday.
4. The Jamesburg Public Library shall observe the same holidays as the Borough of Jamesburg, including:

• New Year’s Day
• Martin Luther King Jr. Day
• Presidents Day
• Good Friday
• Memorial Day
• Independence Day
• Labor Day
• Indigenous Peoples Day
• Election Day
• Veterans Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day

Section 20: Layoffs

The Jamesburg Public Library shall abide by the following in regard to the layoff of Library employees.

1. Library employees may be laid off for reasons of efficiency and economy.
2. Library employees with provisional or temporary status are to be laid off first.
3. Permanent employees are to be laid off in the reverse order of seniority in their present position or may be demoted in lieu of a layoff to some lesser position.
4. Reasons for the layoff must be given to the employee in writing.
5. Library employees who are laid off shall receive priority for re-employment when any vacancy occurs or if the reasons for requiring layoff are no longer.

Section 21: Resignations

An employee must provide at least fourteen (14) days’ written notice to their supervisor if they plan to resign or retire. A copy must be given to the Business Administrator of Jamesburg. An automatic resignation shall be presumed if an employee is absent from his or her job for a period of two consecutive weeks or longer without authorized leave or without notice to their supervisor.

Section 22: Political Activity

Library employees may not engage in political activities while carrying out their official duties on behalf of the Jamesburg Public Library or on Library grounds in general.

Section 23: Disciplinary Action

The Jamesburg Public Library expects its employees to observe good conduct and acceptable behavior during working hours and to refrain from any notorious behavior off the job. The Jamesburg Public Library shall abide by the following in regard to the disciplinary action of Library employees.

1. Reasons for Disciplinary Action.

An employee may be disciplined for improper conduct, violations of the Policies of the Jamesburg Public Library, deficiencies in performance, or other causes found to warrant discipline. The following list, for illustration only, outlines some of the more common causes for employee discipline. This list is not all-inclusive, and it is intended to illustrate to employees the type of conduct that could ordinarily be expected to result in discipline, including:

1. Neglect of duty, including conducting private or personal business during working hours.
2. Absence without leave or failure to report after the authorized leave has expired or after such leave has been disapproved or revoked.
3. Incompetence, inefficiency, or incapacity.
4. Refusal, without good cause, to comply with a supervisor’s instructions or directions.
5. To possess, bring, drink, manufacture, sell, solicit, or use intoxicants, liquor, or drugs anywhere on Borough property without authorization, or to be at work in an intoxicated or drugged condition, or otherwise to violate the Borough’s alcohol- and drug-free workplace policy.
6. Refusing required alcohol assessment and/or drug testing or treatment.
7. Behaving in a way that instigates or provokes ill will or animosity, including fighting or other physical contact between employees or between employees and others. Provoking or starting a fight involving physical contact.
8. Conviction of a criminal act. An indictment may be cause for suspension without pay until the matter has been resolved.
9. Participation in any political activity prohibited by federal or state laws or municipal ordinance.
10. Violation of safety rules.
11. Conduct that jeopardizes the safety, health, or welfare of another employee, including sexual, racial, ethnic, or other harassment.
12. Excessive absence, tardiness, or abuse of leave.
13. Malicious acts resulting in the destruction of Borough or personal property.
14. Theft of the property of the Borough or its employees.
15. Willfully making any false statements on employee records.
16. Negligent or willful damage to borough equipment or property or waste of borough supplies.
17. Failure to report outside employment or continuation of unacceptable outside employment, which is determined to interfere or conflict with borough employment.
18. Conflict of interest.
19. Spreading rumors, lies, gossip, or slander resulting in embarrassment to the Borough or its employees.
20. Departing from the standard accepted job methods or departmental rules and regulations, unless approved by the supervisor.
21. Using abusive or profane language.
22. Failing to observe acceptable standards of appearance.
23. Other sufficient causes not prohibited by law.

2. Types of Disciplinary Action.

Disciplinary action may consist of either an oral or written warning, loss of pay, suspension, demotion, probation, or termination in accordance with the severity of the offense, as determined by the supervisor.

3. Warnings.

In cases of warnings, the supervisor should advise the employee of the nature of the violation and what behavior and improvements are expected in the future.

a. Oral Warnings. In the case of oral warnings, the supervisor will inform the employee of the situation or complaint and attempt to resolve the matter as informally but effectively as possible through discussion and counseling with the employee involved. The supervisor should keep a brief record of the date, time, and reason for the conference.

b. Written Warnings. In the case of a written warning to an employee for a repeated infraction for which an informal warning was previously issued or for a serious offense, the supervisor’s warning should contain a reference to the offense, the previous oral warning (if applicable), and a space for the employee to sign an acknowledgment that the warning has been received. If the employee refuses, the employee’s refusal to sign the warning should be noted on a copy of the warning. Any formal warning should include a statement to the employee that repeated unacceptable behavior or work will result in more serious action being taken. A copy should be included in the employee’s personnel file.

4. Additional Discipline.

In some cases, subsequent formal warnings may be appropriate. However, ensuing formal warnings, especially those for repetitions of the same offense or for repetitious serious breaches of discipline, will normally be combined with some other form of disciplinary action such as suspension with or without pay, loss of leave, termination, or other appropriate action, as determined by the Board of Trustees.

5. Hearings.

Excepting cases where the employee takes actions which amount to resignation, not in good standing or forfeits office or employment in accordance with the law, or abandons the office, or other cases as provided by law, an employee shall be entitled to a hearing before the Board of Trustees before termination. The employee may be suspended pending the outcome of the hearing. The Board of Trustees shall render their decision as soon as practicable after the hearing. In determining whether to suspend an employee pending the outcome of the hearing, the Board of Trustees will consider:

1. The seniority and performance record of the employee
2. The employee’s job duties in light of the nature of the charges
3. The seriousness of the alleged offense
4. Other pertinent factors in the case.

6. Disclosure.

Any personal information relating to the employee is to remain strictly confidential and is not to be discussed publicly by any supervisor. Violations of this rule will be dealt with by the imposition of the most serious disciplinary measures. The only exceptions to this rule are by written permission of the Business Administrator of the Borough of Jamesburg, written consent of the employee, or if the employee breaches the confidentiality of the matter.

Section 24: Drugs and Alcohol

The use, sales, possession, distribution, control, and transportation of illegal drugs or being under the influence of alcohol or illegal drugs on the job or on the property of the Jamesburg Public Library are prohibited. Library employees who violate this prohibition or who are involved in illegal drug activities, whether on or off the job, will be subjected to disciplinary action by the Board of Trustees up to and including drug discharge.

Section 25: Open Door Policy

Library employees who believe they have been treated unfairly, illegally, inappropriately, or not in accordance with the Policies of the Jamesburg Public Library may follow the following open-door policy to have their case heard.

1. Step One. Library employees who believe they have been treated unfairly, illegally, inappropriately, or not in accordance with the Policies of the Jamesburg Public Library may request a meeting with their supervisor to bring the matter to their attention. If the employee’s supervisor is the object of concern, the employee should meet with the supervisor’s superior to discuss the problem. Within fifteen (15) working days after the concern is brought to the attention of the supervisor or other appropriate person, that person shall provide the employee with a verbal response to the problem.
2. Step Two. If the employee believes the verbal response is unsatisfactory, the employee should put the complaint in writing to the Chairperson of the Personnel Committee of the Board of Trustees. The employee should describe the problem in detail. The Personnel Committee will review the complaint and investigate the employee’s concerns. The Committee will provide the employee with a response within fifteen (15) days.
3. Step Three. The employee may request the full Board of Trustees to review the response in Step Two, or the employee may present his concern personally before the Board of Trustees and have the review conducted based on any relevant records or if the employee so desires have another employee present their case. The Board of Trustees will present their decision to the employee within thirty (30) working days after the Board meeting at which the matter is heard.

Section 26: Personnel Forms

Employees are required to fill out, in a legible manner, timesheets, attendance reports, and leave requests on standard forms provided. The Library Director shall keep track of all timesheets and report the contents of these forms to the Business Administrator of Jamesburg on a regular basis for payroll.

Section 27: Electronic Communications

Library e-mail, voicemail, and the Internet are for official business, and use for non-business purposes is prohibited.

1. All e-mail, voice mail, and Internet messages are official documents subject to the provisions of the Public Records Act.
2. The Borough of Jamesburg reserves the right to monitor, obtain, review and disclose all e-mail, voice mail, and Internet messages for lawful and legitimate reasons.
3. By using Library e-mail, voice mail, and the Internet, each user agrees that the Borough has unrestricted access and the right to disclose all information communicated or stored on the e-mail, voice mail, and the Internet for any security, health, employment, or other legitimate business reasons. Legitimate reasons also include but are not limited to systems maintenance, message routing, retrieval of business information, troubleshooting hardware and software problems, preventing system misuse, protecting confidential, proprietary information, ensuring compliance with software license policies, and complying with legal and regulatory requests for information.
4. Employees should expect that any e-mail, voice mail, internet message, or usage on Borough systems will be subject to monitoring, and therefore employees cannot reasonably expect privacy as to any of these.
5. All software installed on the Library’s computers and networks must be authorized software. All software installation, even free software from the Internet, is to be approved by the Board of Trustees.
6. Employees shall not send, transmit or otherwise disseminate nonpublic personal data or other confidential information off the Library to an unauthorized person or in an unauthorized manner.
7. All aspects of this policy as to the usage of and access to e-mail, voicemail, and internet usage apply equally to computer usage and storage of files, information, or data on computers.
8. Employees should expect that contents of computer files may be subject to monitoring, and therefore employees should not reasonably expect privacy as to these.
9. All communication devices provided to employees by the Board of Trustees or the Borough of Jamesburg are to be used for Library purposes only and are not to be used for personal calls or communication. All records will be subject to review by the Board of Trustees and/or the Borough of Jamesburg.

Section 28: Camera Phones

The Jamesburg Public Library has interests in protecting its confidential information and documents, as well as the privacy interests of its employees. No photographs or videos may be taken within the Library’s facilities or on the grounds of the Library without the consent of the Board of Trustees. Further, picture-taking phones may not be used in any case to take pictures of documents and any other confidential information.

Section 29: Dress Code

Employees shall be dressed neat, clean, and professionally. T-shirts and sweatshirts other than those containing the Library logo are unacceptable. Ripped and/or soiled jeans, denim shorts, and inappropriately short skirts are unacceptable.

Section 30: Incidents & Filing Incident Reports

Staff members shall report all incidents of inappropriate behavior by staff members and patrons to the Personnel Committee. If a staff member witnesses inappropriate behavior by a patron or staff member, they shall document the incident on an incident report form that shall be made available to all Library employees by the Board of Trustees. The Personnel Committee shall investigate all incidents of inappropriate behavior that are reported by staff members, compile a brief report of its findings, and make recommendations to the Board for action if necessary. If a staff member witnesses hostile or threatening behavior by a patron or fellow staff member that requires immediate mitigation, they should immediately call 9-11 for assistance and not attempt to confront that individual. If a staff member needs to call the Jamesburg Police Department for assistance as a result of an incident, they still must file an incident report to the Personnel Committee for its awareness.

Section 31: Additional Provisions

Any provisions not covered in this section may be covered in the Personnel Policy of the Borough of Jamesburg or by appropriate action by the Board of Trustees, in accordance with the aforementioned rules and regulations.