POLICIES AND GUIDELINES - The Alberta Library

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allowed by the program funder. 6. Central Administration Costs – Externally Restricted Short Term Project Grants 6.1. The Alberta Library will recover administration costs as negotiated for short term projects, as appropriate. Short term projects are those that have a clearly defined end date. 7. Corporate Credit Card 7.1. Credit cards are issued to staff at the discretion of the Chief Executive Officer. Staff are required to acknowledge receipt of the card and the rules for its use. 8. Disposition of Surplus Furniture and Equipment 8.1. Furnishings and equipment of no further value to The Alberta Library will be disposed of in a manner determined by the Chief Executive Officer. 8.2. Computer hardware will be disposed of in an ecologically safe manner. The Chief Executive Officer shall ensure that software and all information is removed from any hardware before disposition. 9. Financial Reporting 9.1. The CEO and Finance Manager shall review monthly financial reports. Reports include: 9.1.1. Income statement 9.1.2. Balance sheet 9.1.3. Aged accounts receivable and payable 9.1.4. Bank and credit card reconciliations 9.1.5. Payroll reports and remittances 9.1.6. GST reconciliation 9.1.7. Petty Cash 9.2. The CEO shall review and compare all financial reports for accuracy prior to their inclusion in meeting packages. When financial reports are produced outside of the accounting software system, these reports must be compared to the reports produced from the accounting software to ensure the accuracy of the reports. 9.3. The most current income statement shall be presented at each Executive Committee and Board meeting. 10. Grant Applications 10.1. The Chief Executive Officer is authorized to apply for grants on behalf of The Alberta Library. 11. Investments 11.1. Funds shall be invested as follows: 11.1.1. in debentures or securities issued by the Government of Canada or of any province of Canada, 11.1.2. in debentures or securities, the payment of which is guaranteed by the Government of Canada or of any province of Canada, 11.1.3. in debentures or securities issued or guaranteed by a chartered bank 11.2. The Chief Executive Officer, or designate, will: 11.2.1. invest funds as appropriate Page 7 of 57
11.2.2. dispose of any investment so made whenever necessary to meet expenditures or as prudent from an investment management view. 12. Membership Fees 12.1. Membership fees are invoiced in January of each year and are payable within 30 days. 12.2. Fees will be prorated for members who join after the commencement of the fiscal year. 13. Petty Cash 13.1. A float of $500 shall be available for petty cash. 14. Purchasing Procedures 14.1. The Chief Executive Officer may make purchases up to $5,000 per purchase on the basis of catalogue selection or best buy as determined by verbal quotations. 14.2. Amounts over $5,000 and up to $25,000 will be submitted for two or more written competitive quotes. When a higher priced item is selected, a written explanation shall be left on the filed quote explaining the reasons for the purchase. 14.3. Requests for Proposal are required for purchases over $25,000. 14.4. Comparative quotes will not be required if: 14.4.1. No competitive supply market exists; or 14.4.2. A source has been pre-determined and/or approved by the Board as being the sole source capable of performing the service or supplying the material in accordance with standards of quality or performance satisfactory to the Board; or 14.4.3. A source is being selected as a result of an agreement with a third party; or 14.4.4. The procurement constitutes an emergency purchase where lack of immediate action jeopardizes operations, significantly disrupts service, or threatens the health and safety of the staff. 14.5. Sole source purchases over $5,000 shall be reported to the Executive Committee by the Chief Executive Officer. 15. Risk Management 15.1. Risks shall be identified, assessed, monitored, and reviewed annually. 16. Reserves 16.1. The Contingency Reserve shall have $300,000. 16.2. The amount held in the Contingency Reserve will be reviewed annually by the Treasurer, Chief Executive Officer and Finance Manager as part of the budget process. 16.3. Interest earned on reserves will be allocated to the Operating Fund. 17. Security of Financial Records 17.1. The Chief Executive Officer shall ensure the security of TAL’s financial records. Page 8 of 57
Page 1 and 2: POLICIES AND GUIDELINES
Page 3 and 4: COMMITTEES POLICY Statement of Inte
Page 5 and 6: FINANCE POLICY Statement of Intent
Page 7: FINANCE GUIDELINES 1. Audit 1.1. Th
Page 11 and 12: Full Membership MEMBERSHIP POLICY 1
Page 13 and 14: Public libraries serving population
Page 15 and 16: MEMBERSHIP SERVICE RECOGNITION POLI
Page 17 and 18: NOMINATION / ELECTION OF THE EXECUT
Page 19 and 20: NOMINATION / ELECTION OF THE EXECUT
Page 21 and 22: PERSONNEL POLICY Statement of Inten
Page 23 and 24: REIMBURSEMENT OF EXPENSES POLICY 1.
Page 25 and 26: SERVICES FOR NON-MEMBERS POLICY Sta
Page 27 and 28: STAFF SERVICE RECOGNITION POLICY St
Page 29 and 30: THE ALBERTA LIBRARY CARD POLICY Sta
Page 31 and 32: VIOLENCE IN THE WORKPLACE POLICY St
Page 33 and 34: Victim support TAL will ensure that
Page 35 and 36: Table of Contents INTRODUCTION ....
Page 37 and 38: INTRODUCTION These guidelines are i
Page 39 and 40: DEFINITIONS Permanent Employee: Ter
Page 41 and 42: Annual Performance Adjustment The a
Page 43 and 44: Dental Care, Extended Health Care,
Page 45 and 46: Vacation Permanent Employees Employ
Page 47 and 48: The employee will receive full pay
Page 49 and 50: Policy Statement The Alberta Librar
Page 51 and 52: This policy is a part of the TAL Em
Page 53 and 54: APPENDIX 1 THE ALBERTA LIBRARY INDI
Page 55 and 56: APPENDIX 3 CODE OF CONDUCT Introduc
Page 57 and 58: Our behaviour with colleagues and t

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