Human Resources Management

Purpose

In accordance with the Public Libraries Act s. 15(1):

A board may appoint and remove such employees as it considers necessary, determine the terms of their employment, fix their remuneration and prescribe their duties.

The FFPL Board, as employer of all FFPLTC Staff, seeks to create and maintain a work environment that is conducive to attaining its vision and mission.

Scope

1. Appropriate staffing is in place to provide services to the community.

   This means that there is a sufficient number of staff who receive ongoing training and skill updating, and that there is always someone who can step in to run the FFPLTC on an emergency basis in the absence of the CEO.

2. FFPLTC Staff members are treated fairly and professionally.

   This means that there exists human resources policies and procedures that at a minimum respect and adhere to provincial legislation related to employment and where possible go beyond minimum standards.

   These policies are applied consistently to all FFPLTC Staff. FFPLTC Staff are aware of these policies and procedures, and have a vehicle for expressing an ethical dissent or reporting that human resources policies have not been adhered to.

   Accessible formats and communication supports will be made available to staff members upon request.

3. FFPLTC Staff members’ personal information is kept confidential.

   Personnel records may be accessed by the Board Chair and/or Vice Chair, CEO or designate, or HR professional who must protect the privacy of FFPLTC Staff.

Responsibility

1. The FFPL Board is the employer of all FFPLTC Staff.

   1. The FFPL Board develops and approves all policies that are in support of its vision for human resources management including any clauses or practices originating from the municipality.
   2. The FFPL Board, as a collective whole, directly manages one FFPLTC Staff member, the CEO or designate.
   3. The municipality may assist with payroll processing and provide support and guidance in a number of human resources areas.
   4. The FFPL Board may establish a committee to undertake human resources work on behalf of the FFPL Board as a whole, in which case terms of reference for the committee will be established.

2. The CEO or designate is responsible for human resources management within the FFPLTC.

   1. The CEO develops human resources policies that support the FFPL Board’s vision, for FFPL Board approval.
   2. The CEO keeps abreast of legislative and social changes which may have an impact on the FFPL Board’s human resources policies and procedures.
   3. The CEO manages all FFPLTC Staff.
   4. The CEO regularly assesses the number of staff required to meet operational needs.

Staff Records

The FFPLTC maintains current, confidential information for each FFPLTC Staff member to meet statutory requirements such as income tax, Canada Pension, and employment insurance benefits.

Information is kept to provide documentation to substantiate decisions on hiring, promotion, disciplinary action, and termination.

A record of emergency contact information for each FFPLTC Staff member is also maintained.

1. FFPLTC Staff records are kept in a locked filing cabinet in a secure location at the FFPLTC. All electronic records are password protected.
2. FFPLTC Staff members have the right to access to their records.
3. Employees are not permitted to physically remove or add anything to the content of the file.
4. Each record contains basic administrative information, including:
1. emergency contact numbers
2. benefits
3. salary and tax-related information
4. employment contract
5. performance appraisals
6. professional development information
5. FFPLTC staff should advise the employer promptly of any change to their information retained in their record.
6. FFPLTC staff records shall be retained for the period of time outlined by the Retention and Disposal Schedule, after which they shall be destroyed in a secure manner.
7. Any breach of privacy should be reported immediately to the CEO.

Staff Communications

Well informed FFPLTC Staff contribute to stronger organizational decision making and better represent the FFPLTC to the public.

1. Reports, long term plans and operational information are circulated to FFPLTC Staff.
2. The CEO meets regularly with FFPLTC Staff to facilitate strong FFPLTC Staff participation in the workplace.