The Board of Trustees of the
Pocahontas County Free Libraries

STATEMENT OF POLICY

I. General
It is the general policy of the County Library Board to provide the best possible service to the citizens of Pocahontas County. The County Library Board shall follow, to the best of its abilities, the policies as outlined in the West Virginia Library Commission Working Standards Manual, Guide Lines to Excellence, 1992.

II. Management
It is the policy of the Board not to manage the libraries, but rather to insure that they are properly managed. Board members shall not attempt to take care of the day-to-day duties of the librarian. Librarians should, however, cooperate and assist the Board members or committees in caring out Board plans.

III. Powers and Duties of Trustees, Head Librarian and Librarians

A. Trustees
1) To employ a competent and qualified head librarian and conduct an annual evaluation of her/him.
2) To determine the purpose of the library and to adopt written policies to govern the operation and program of the library.
3) To determine the needs of the library in relation to the community and to keep abreast of standards in library trends.
4) To secure adequate funds to carry on the library programs.
5) To establish, support and participate in a planned public relations program.
6) To assist in the preparation of the annual budget and approve the final document.
7) To establish among the library policies those dealing with book and materials selection.
8) To be aware of local and state laws and where appropriate, support library legislation in the state and union.
9) To attend all board meetings and see that accurate records are kept on file.
10) To attend regional, state and national trustee meetings and workshops, and to affiliate with appropriate professional organizations.
11) To be aware of the services of the West Virginia Library Commission.
12) To visit each library at least twice (2) per year during business hours.
13) To report regularly to the governing officials and the general public.

B. Head Librarian
1) To carry out the policies of the library as adopted by the board and to recommend needed policies.
2) To act as technical advisor to the board and to recommend employment of all personnel and supervise their work.
3) To suggest and carry out plans for extending service of the library.
4) To prepare regular reports detailing current progress and future needs of the library.
5) To maintain an active program of public relations.
6) To prepare an annual budget for the library in consultation with the board and give a current report of actual expenditures against the budget at each meeting.
7) To be aware of local and state laws and, where appropriate, support library legislation in the state and union.
8) To select and order all books and other library materials according to library policy.
9) To attend all board meetings and to serve as secretary, if required.
10) To affiliate with state and national professional organization and to attend professional meeting and workshops.
11) To make use of the services and consultants of the State Library Commission.
12) To report regularly to the library board, to the officials of the local government, and to the general public as required.

C. Librarians
1) To carry out the policies of the library as adopted by the board.
2) To provide a written monthly report to the Head Librarian outlining the library's activities and anticipated events.
3) To consult with local Advisory Board and support groups as necessary to provide direction and encouragement to the Advisory Board and support groups to promote usage of the library and carry such other duties as may be beneficial to the library.
4) To undertake and assist in fund raising efforts to support the library.
5) To maintain library collections in good order.
6) Shall report to the Head Librarian regarding maintenance and upkeep of the library.
7) Shall recruit, encourage, and support library volunteers.
8) Shall keep abreast of community needs and recommend to the Head Librarian appropriate changes to improve library service to the community.
9) Shall refer all significant problems to the Head Librarian for discussion and resolution.
10) Shall train volunteers and those persons participating in publicly funded assistance programs in proper operation and management of the library.
11) Shall maintain accurate records as may be required by the Head Librarian, PCFLTB, or State relating to finance scheduling, inventory, and services provided in a timely manner and which may be audited.
12) Shall make every effort to attend appropriate workshops or other training programs as directed by the Head Librarian.
13) Shall make all reasonable efforts, within budgetary or constraints, to meet community needs, including providing such services as play groups, educational programs, appearances by authors, etc.

IV. Personnel Policy

A. Education: It is a condition of employment, according to the policy of the Commission, that all full-time librarians with less than a professional degree attend the annual library workshop sponsored by the West Virginia Library Commission (WVLC) and/or the West Virginia Library Association (WVLA)

B. Responsibility: The Head Librarian, under the general direction of the PCFLB, shall be the sole administrator of the libraries and their staff.

C. Compensation:
1) Trustees are not to be compensated for their duties, except for travel, and then only as provided by law.
2) The Head Librarian is to be considered a salaried employee, and his/her salary always be in excess of the personnel under his/her supervision. Full-Time librarians, other than the Head Librarian, also shall be considered salaried personnel. Part-Time librarians shall be considered hourly personnel.
3) Employees of a state and its political subdivisions are excluded from the minimum wage requirements of the Fair Labor Standards. Act. Therefore, employees of a library supported by state and local funds are NOT subject to the Federal Minimum Wage Law. However, it shall be the policy of this board to pay at least minimum wage, except for part-time employees.

D. Hours
1) Each library will be open a minimum of 30 hours per week to qualify for state aid. The libraries are open during the times listed below.

Durbin: Wednesday and Thursday 10am - 8pm, Friday 10am - 6pm
Green Bank: Monday through Thursday 10 am - 8pm, Friday 10am - 6pm.
Hillsboro: Monday, Tuesday, Thursday, and Friday 10 am - 6pm, Wednesday 10am - 8pm.
McClintic: Monday through Thursday 10am to 8pm, Friday 10am - 6pm, Saturday 10am - 2pm.

2) Overtime - Any overtime worked must have prior approval of the Head Librarian. Compensation for overtime will be in the form of compensatory leave. Compensatory leave must be taken within a two-week period after being earned.

E. Holidays- Paid holidays, listed below, shall follow that of the Pocahontas County Commission except where specifically charged by action of the Board of Trustees.
1. January 1 - New Year's Day 2. Third Monday of January - Martin Luther King Day
3. February 12 - Lincoln's Birthday 4.Third Monday of February - President's Day
5. May 30 - Memorial Day 6.June 20 - West Virginia Day
7. July 4 - Independence Day 8.First Monday of September - Labor Day
9. Second Monday of October - Columbus Day
10. November 11- Veteran's Day 11. Fourth Thursday of November - Thanksgiving Day
12. December 25 - Christmas Day
Any national, state, or other election day throughout the County or state and all days which may be appointed or recommended by the governor of this State, or the President of the United States, as days of thanksgiving or for general cessation of business. When any of said day (s) or dates fall on Sunday, then the succeeding Monday shall be regarded as such legal holiday.

F. Leave (Applies only to Full-Time Personnel)
1) Annual Leave - Each librarian shall accumulate annual leave at a rate of one day per calendar month up to twelve days. Each additional day past twelve will be lost at the end of the calendar year. A day's annual leave is computed according to the number of hours a librarian is normally scheduled to work each day. Annual leave cannot be granted in advance from the Head Librarian before taking annual leave. For three days or more annual leave requested, a two-week notice must be given except for an emergency situation. For one or two days annual leave requested, a day's notice must be given. Unused annual leave days, up to twelve, may be carried forward to the next year.

2) Sick Leave - Each librarian shall receive twelve (12) day sick leave each year. This leave may be accumulated, the accumulation not to exceed thirty days at the end of the calendar year. A day's sick leave is computed according to the number of hours a librarian is a normally scheduled to work each day. Unused sick leave will not be paid in cash to any librarian upon resignation or termination. Sick leave may only be used when a librarian is sick or disabled, when he/she has a necessary appointment with a doctor, dentist or for illness in the immediate family (parents, spouses, children) including routine dental and medical appointments. The Head Librarian or the County Board of Trustees may request a doctor's certification from a librarian who is absent more than three days and is claiming sick leave.

3) Excused Absence with Pay - Librarians shall be granted excused absence with pay up to two regular workdays on the occasion of a death in the immediate family (parents, spouses, children, grandchildren, sisters, brothers, or in-laws of the same relationship). Librarians being called for jury duty or requested by court summons to attend court proceedings on regular work days, regarding a matter for which librarian has no financial interest, will continue to receive regular rate of pay provided evidence of service is produced.

4) Leave Without Pay - Librarians, who have used all their annual leave, sick leave, may be granted leave without pay, at the discretion of the Head Librarian, provided they have a legitimate excuse.

G. Annual Evaluation: The Head Librarian shall make a written evaluation of each librarian and other employees under his/her supervision during the first week of June each year. The local Librarian will make written evaluations of employees under his/her supervision at the time, also. These evaluations, after being read and signed by each librarian or employee, will be presented to the County Board of Trustees during the June meeting. Thereafter, these evaluations will be maintained in each librarian's or employees personnel file.

H. Grievance Procedure:
Step 1: Employees should attempt to resolve a dispute with the local librarian. If not resolved, then:
Step 2: Refer it to the Head Librarian. If not resolved, then:
Step 3: Refer it to the County Board of Trustees at the next regular Board meeting. Grievance must be in written form from both parties and must be documented (dates and times)

I. Probationary period: The probationary period for librarians shall be one year from the date when first employed. During the probationary period, employee must demonstrate willingness to work cooperatively and effectively with the public. If the quality of work during the probationary period is good, the Head Librarian will recommend to the County Board of Trustees that an employee retained. If, however, work performance is not satisfactory, the employee may be dismissed at any time during the probationary period. The County Board has the right to extend the probationary period.

J. Disciplinary Action: Disciplinary action of any employee, up to and including termination, may be taken by the County Board of Trustees for violation o any of the following rules:
1) Gross negligence, physical violence, and other disorderly or disgraceful conduct.
2) Willful violation of Federal or State laws and/or provision of contracts entered into with the PCFL and or the PCFL Policy and By-Laws.
3) Theft
4) Fraud
5) Repeated and unjustifiable tardiness and absenteeism.
6) Being absent without leave without prior approval
7) Using sick leave for any purpose for which it is not authorized
8) False statement on application for employment
9) Falsifying official reports
10) Ineffectiveness or demonstrated inability to carry out duties of position held.
11) Refusal to obey legal orders of a supervisor during work time
12) Reporting to work under the influence of intoxication beverages or habit-forming drugs or the use of intoxication beverages or habit-forming drugs on library property during working house.
13) Sleeping during working hours.

K. Dress Code: Employees' should remember that they represent the County and State Library Commission's image to the public, therefore, general appearance shall be neat, clean, and in keeping with a professional image.

V -Local Community Advisory Boards

A. Annually, at its June meeting, the County Board of Trustees will appoint a Community Advisory Library Board for each branch of the PCFL. The Advisory Board members will represent different segments of the community, and their term of office will be one year.

B. Purpose:
The purpose of the Advisory Boards is to act as a committee of the County Board of Trustees:
1) Encourage support for the library with the community including recruitment of volunteers
2) Widen and increase use of library facilities and services with County Board permission and sanction.
3) Work with Branch Librarian to assure the responsiveness of the library to local needs and special interest.
4) Advise librarians and County Board of Trustees on problems and opportunities facing the library, including services, upkeep, maintenance, and facility needs, etc.

C. Responsibilities:
1) Shall be expected to serve on committees of the County Board, such as Budget and Legislative Concerns Committees, a the request of the Committee Chairman
2) May be ask to attend workshops, meetings, and conferences of the VLC and the WVLA, with the same status as a member of the County Board, with the approval of the WVLC. Reasonable and usual out-of-pocket expenses incurred as a result of such attendance may be reimbursed by the County Board, with prior approval.
3) Annual Report- The Advisory Boards shall submit an annual written report on their activities to the County Library Board not less that 30 day prior to the Board's annual meeting in June.
4) Must abide by the By-Laws and Policy Statements of the County Board of Trustees.

D. Financial Policy: ALL funding, the acquisition and dispensing, shall be the responsibility of the County Board. In case of local fund raising for particular project, the money shall be channeled through the County Board Treasurer, to be used only for that particular project and/or library.

E. Personnel Policy:
1) Supervision of part-time employees is the responsibility of Local Librarian where employed. Supervision of the Local Librarian is solely the responsibility of the county Head Librarian, who in turn is supervised by the County Board Of Trustees.
2) All recommendations concerning the Local Librarians shall be directed first to the Head Librarian; then, if the result is not satisfactory, to; the County Board.
3) Members of the Advisory Board will not interfere with the day-to-day operation of the library. However the Local Librarian must recognize and attempt to handle concerns about library policy which are raised by local advisory board members.

VI - Local Support Groups

A. The Community is encouraged to form a grass roots support group to assist the advisory board in:
1) Undertake appropriate methods to generate income which shall be dedicated to improvement of either individual libraries or the county library system
2) Encourage support for the library within the community.
3) Widen and increase use of library facilities and services with county board permission and sanction.
4) Work with the advisory boards and branch librarians to assume the responsiveness of the library to local needs and special interest

B. Responsibilities
1) Members of the support groups may be ask to serve on committees of the county board.
2) Annual Report - The support groups shall submit an annual written report on their activities to the county library board at its annual meeting in June.
3) Local support groups must abide by the By-Laws and Policy Statement of the county board of trustees.

C. Financial Policy
All funding, the reacquisition and dispensing, shall be the responsibility of the county board. In case of local fund raising for a particular project, the money shall be channeled through the county board treasurer, to be use only for that particular project and/or library. The support groups will make the decision as to the nature of the fund-raising event and, with the concurrence of the county board, how the money will be spent.

D. Personnel Policy
1) Supervision of part-time employees is the responsibility of Local Librarian where employed. Supervision of the Local Librarian is solely the responsibility of the county Head Librarian, who in turn is supervised by the County Board Of Trustees.
2) All recommendations concerning the Local Librarians shall be directed first to the Head Librarian; then, if the result is not satisfactory, to; the County Board.
3) Members of the support groups will not interfere with the day-to-day operation of the library. However the Local Librarian must recognize and attempt to handle concerns about library policy which are raised by support group members.

VII - Smoking and Drug Policy

1) Smoking is prohibited in the buildings of Pocahontas County Libraries.
2) The sale, use, possession, distribution, or presence in the body system (without medical authorization) of illegal or controlled substance is prohibited in the buildings and on the grounds of all Pocahontas County Libraries. The Pocahontas County Drug Policy is incorporated herewith by reference and is applicable to all county libraries and staff. A complete copy of the county drug policy is available at each library.

VIII -Use of the Library By Other Organizations

1) The libraries shall be open for use by community groups with the approval of the local librarian, provided it does not interfere with the normal library operation. One member of the group will sign a form and be responsible for the building, turning out lights, turning down heat in the winter, locking the doors, and seeing that the room is left in the same condition that it was when they arrived. No fee is set for the use of the room, but any donations will be accepted to help cover utility and maintenance cost. The smoking and drug policies will apply. Use of equipment i.e. audio/visual, is to be determined by the head librarian. When such equipments is loaned, the borrower must sign a contract.
2) Library Use After Hours - For satellite classes or other purposes, must be under contract and follow the conditions of the contract. Conditions include: designation of a responsible party, instructions on use of equipment, possible compensation for library staff member, roster of attendees, attendance limited to class/organization members, attendance limited to specific are of the library, hold harmless clause, proper care and clean-up of library facilities and equipment. Permission for continued or future use of library facilities may be revoked if the conditions of the contract are violated.

IX - Book Selection and Censorship

Book selection shall be done by the local librarians, under the direction of the head librarian, to meet the needs of the community. The Library Board has adopted the policy of intellectual freedom as outlined in the "Library Bill of Rights" and the "Freedom to Read" statement available at the local libraries. If a complaint is made, a reconsideration form must be filled out by the patron an returned to the librarian for resolution.

X - Gifts

All gifts shall be channeled though the county board and shall become the property of the PCFL to with as deemed best by the county board members

XI - Revisions

This policy shall be reviewed each year at the Annual County Board meeting in June and may be revised by a majority vote of the County Board of Trustees.

This Policy Adopted September 17, 1996
Amended December 16, 1997