Bryan-Bennett Library

Whole Board Workshop Meeting Minutes

November 9, 2021

Call to order

President Gaston called the whole board workshop meeting to order at 6:06 pm.

Roll Call of Trustees

The following trustees were present: Tom Champion, Jane Gaston, Gary Hahn, Lynn Larimer, Jack McGuire, and Joyce Raver. Trustees Ed Dolbeare, Gayla Wilkerson, and Ann Wilzbach were absent. Also in attendance were Library Director Kim Keller and Assistant Library Director Kim Baldridge. There were no visitors.

Review Personnel Policy

The board reviewed each section of the Personnel Policy. Corrections in numbering of sections were made as needed. Any area that refers to “full-time employees or to the Librarian” were changed to read “ Library Director”.The following updates are as follows.

In Section 1: 1.2C-The word regularly was deleted. It now reads These rules may be amended by a resolution adopted at any scheduled meeting.

In Section 2: Definitions were updated to reflect that full-time employees work 30 hours or more per week and part-time employees work less than 30 hours per week. The definition of Resignation in good standing was eliminated. The definition of Termination, involuntary was changed to read as: Anyone leaving the employ not of his/her own choice.

In Section 3:3.1, the Board added the statement: The director will provide a report of the director’s vacation and sick leave used and unused at every April board meeting.

In Section 4: This was changed to: A written application for employment and a resume must be submitted by all persons seeking Library positions.

Section 5: 5.1 now reads as: Nature, Duration, and Purpose: The probationary period is regarded as an integral part of the examination process and is used for closely observing an employee’s work, for securing the most effective adjustment of the new employee to the position, and for rejecting any employee whose performance did not meet the required standards.

The first six (6) months of service in a position to which an employee has been probationally appointed, re-employed or reinstated under the provisions of these rules shall constitute a probationary period.

Provisional and temporary service in the position immediately prior to appointment to the position, without an interruption, shall be counted toward the probationary period.

5.2 Now reads as Evaluation/Benefits: During the probationary period, the employee shall be evaluated at a one month, three months, and at the end of the probationary period (6 months). The evaluation shall be aligned with the criteria listed in the job description. The evaluation shall be written and orally communicated to the employee. The employee shall be given a copy of the evaluation and it shall be placed in the probationary employee personnel file.

A probationary employee may be discharged at anytime during the probationary period without cause.

A probationary employee does not have the right of appeal.

During the probationary period no employee shall be granted a leave of absence without authorization by the Library Board of Trustees. The leave, if granted, will not count toward the employee’s probationary period. Persons entering the military service while still on probation shall be granted leave in accordance; however, upon return to employment shall complete the probationary period.

In Section 6: 6.1- Added at the end-Emergency absence shall not be considered an unauthorized absence.

6.2-Wording was changed to read Library Director instead of Librarian.

6.3-Changed to read-Employees are allowed 15 minutes for each continuous 3.75 hours period worked. No compensatory time shall be given when work breaks are missed, unless it is required by Library Director.

6.4-Changed from a Residency clause to Evaluations: All non-probationary employees shall be evaluated yearly by the Library Director. The Library Director shall develop an evaluation tool that shall reflect the criteria of the job description for each position. The evaluation tool shall be approved by the Library Board of Trustees.

When performance falls below satisfactory level, the Library Director shall in writing define the areas to be corrected. The Library Director shall create a remedial plan for the employee that will correct the areas of concern. The evaluation and remedial plan shall be presented in writing to the employee. The employee will then sign the document. Signing the document does not suggest agreement but merely confirms that the employee has been made aware of the evaluation and/or remedial plan.

Two months following the written receipt of the remedial plan, the employee shall be re-evaluated.

The Library Director shall be evaluated yearly by the Board of Trustees. The evaluation tool shall reflect the criteria of the job description and shall be approved by the Board of Trustees.

The Personnel Committee will be responsible for the implementation of the evaluation process for the Library Director.

The Board of Trustees shall approve the evaluation. The evaluation shall be in writing and shall be presented to the Library Director. The Board of Trustees shall authorize the presentation. The evaluation shall include a timeline for the Library Director to complete goals and improvement.

All evaluations shall be placed in the employee’s personal file.

6.6-Was changed to read Personal Business during working hours-Every attempt shall be made to confine personal business to off-duty hours. Personal phone calls are discouraged.

6.8-The wording was changed to read Good personal hygiene is a must when dealing with the public.

Newly created 6.9 Personnel File was added. This section reads as: The Library Director is responsible for establishing a personnel file for each library employee. The personnel file shall follow all state statues and laws governing personnel files.

An employee shall be notified by the Library Director of all information that is placed in the employee’s personnel file. Employees may submit a rebuttal concerning any information placed in the file to the Library Director. The Library Director shall place the rebuttal in the employee’s personnel file.

An employee may request to see his/her personnel file. The employee may copy any item in the personnel file.

The Library Director may document the date/time when the employee reviewed his/her personnel file.

The Personnel File is to be current and available to the employee upon request.

The file must be examined in the presence of the Library Director.

In Section 7.1 the last sentence was changed to The Library Director shall set employee hours of work and direct the employees including the right to hire, discipline, and layoff.

In section 8: 8.1 was deleted as the board felt that was addressed in the revision of Section 5. All numbering will be corrected to include this change.

8.2 A-The last sentence was deleted.

8.2B- The words “in good standing” were deleted from this sentence.

8.4B-The words “in good standing” were also deleted from this sentence.

In Section 11 the words “all full-time employees” was changed to “The Library Director is”. The same change was also made in the wording in Section 12-Vacations.

In Section 12: 12.3 was deleted.

In Section 13: 13.1A The designation of paid sick leave eligibility was changed form 40 hours to 30 hours.

13F was deleted as well as 13G.

In Section 14: 14B was changed to read Benefits will be paid according to the insurance contract.

In Section 15: 15.1-The wording was changed to reflect the correct state code: 820 ILC 305.

15.3bA was changed to read The Library Director will be offered an option to enroll in the City’s health, welfare, and life insurance plan.

It was noted that the benefits that the current Assistant Director has will be address at a later date in an attachment to the revised Personnel Policy.

In Section 16 Wording in the first sentence was changed to: Any employee injured, however slightly, while on-the-job should complete and turn in an accident report form within twenty-four (24) hours of the incident.

In Appendix C-The first sentence was changed to read The Bryan-Bennett Library Board hereby informs all employees that the unlawful manufacture, distribution, dispensing, possession and/or use of cannabis and any controlled substances is prohibited on all Library property and at all activities held under the auspices of the Bryan-Bennett Library. The sentence No employee shall be under the influence of mind-altering substances on the premises was inserted.

In Appendix D-Two deletions were made: “Circle one” line and the “Do you have paid leave that will cover this absence?”

The board instructed Director Keller to compose the new Personnel Policy and present it for approval at the January board meeting.

The workshop dismissed at 7:37 pm.

Respectfully submitted,

 Kim Baldridge                                                                                                                                                               BBL Assistant Director