HomeMy WebLinkAboutRESOLUTION - 31-99 - 12/14/1999 - PERSONNEL RULES & REGS AMENDEDa
RESOLUTION NO. 31-99
A RESOLUTION AMENDING THE PERSONNEL RULES AND
REGULATIONS OF THE VILLAGE OF ELK GROVE VILLAGE
NOW, THEREFORE, BE IT RESOLVED by the President and
Board of Trustees of the Village of Elk Grove Village,
Counties of Cook and DuPage, State of Illinois:
Section 1: That the President and Board of Trustees do
hereby authorize amendments to the Personnel Rules and
Regulations of the Village of Elk Grove Village, a copy of
the amendments are attached hereto and made a part hereof
as if fully set forth.
Section 2: That this Resolution shall be in full force
and effect from and after its passage and approval
according to law.
VOTE:
AYES:
6
NAYS: 0
ABSENT: 0
PASSED
this
14th
day of
December 1999.
APPROVED
this
14th
day of
December 1999.
ATTEST:
Ann I. Walsh
Village Clerk
Resolpemn.mles
Craig B. Johnson
Village President
ELK GROVE VILLAGE
PERSONNEL
RULES AND
REGULATIONS
MANUAL
VILLAGE
OF
DIGNITATEM
AEDIFICATAM
IN TERRA
TABLE OF CONTENTS
ARTICLE I - Introductory Issues
Section 1.1
Disclaimer
Page 1
Section 1.2
Purpose of This Manual
Page 1
Section 1.3
Authority For Manual
Page 2
Section 1.4
Management Rights
Page 2
Section 1.5
Maintenance of Order In The Workplace
Page 2
Section 1.6
Accepting Gifts
Page 9
Section 1.7
Drug Free Workplace Policy
Page 10
Section 1.8
Non -Smoking Policy
Page 11
Section 1.9
Harassment Free Workplace
Page 12
Section 1.10
Equal Employment/Affirmative Action
Page 16
Section 1.11
Citizenship
Page 17
Section 1.12
Residency
Page 17
Section 1.13
On The Job Safety
Page 18
Section 1.14
Intemet/E-Mail Policy
Page 19
Section 1.15
Outside Employment
Page 23
Section 1.16
Employee Communication
Page 25
ARTICLE II - EMPLOYMENT RELATED ISSUES
Section 2.1
Classification of Employment
Page 28
Section 2.2
Open Positions/Recruitment
Page 28
Section 2.2a
Promotions
Page 29
Section 2.2b
Demotions
Page 29
Section 2.2c
Transfers
Page 29
Section 2.3
Applications/Resumes
Page 30
Section 2.4
Licenses/Certifications
Page 30
Section 2.5
Oral/Written Exams
Page 31
Section 2.6
Medical Exams
Page 31
Section 2.7
Fingerprinting/Polygraph
Page 32
Section 2.8
Probation Period
Page 32
Section 2.9
Certification of Employee
Page 32
Section 2.10
Official Personnel Files
Page 33
Section 2.11
Layoff Procedure
Page 35
Section 2.1 la
Recall Procedure
Page 37
Section 2.1 lb
Reinstatement of Benefits
Page 37
Section 2.12
Performance Evaluations
Page 37
Section 2.13
Employment of Relatives
Page 38
Section 2.14
Temporary Appointments
Page 38
Section 2.15 Orientation Page 39
Section 2.16 Service With the Village Page 40
Section 2.17 Re -Hire of Pensioned Employees Page 40
ARTICLE III - HOURS OF WORK ISSUES
Section 3.1
Application of Article
Page 42
Section 3.2
Workweek
Page 42
Section 3.3
Workday
Page 43
Section 3.4
Starting and Quitting Times
Page 43
Section 3.5
Lunch Periods
Page 43
Section 3.6
Break Periods
Page 43
Section 3.7
Recordkeeping
Page 43
Section 3.8
Attendance at Conferences
Page 44
Section 3.9
Flexible Work Schedule
Page 44
ARTICLE IV — COMPENSATION
Section 4.1 Plan Purpose
Page 46
Section 4.2 Forms of Compensation
Page 46
Section 4.2A1 Merit Pay Plan Positions
Page 47
Section 4.2A2 Management Enhancement Award
Page 47
Section 4.2A3 Management Overtime
Page 47
Section 4.2A4 Temporary Supervisory Appointments
Page 48
Section 4.2B1 Step Pay Plan Positions
Page 48
Section 4.2132 Step Longevity Pay
Page 49
Section 4.2133 Overtime For Step Plan Personnel
Page 49
Section 4.2C Specific Rate Pay Plan
Page 49
Section 4.2DI Stand By Pay
Page 50
Section 4.2D2 Rates For Promotions, Demotion, Transfer
Page 50
Section 4.2D3 Sgts. Off Duty Court Pay
Page 51
Section 4.3 Indirect Compensation
Page 52
Section 4.3A Holidays
Page 52
Section 4.313 Vacation
Page 53
Section 4.3C Management Vacation
Page 55
Section 4.31) Sick Leave
Page 56
Section 4.3E Bereavement Leave
Page 57
Section 4.317 Emergency Leave
Page 58
Section 4.3G Family Leave
Page 59
Section 4.3H Military Leave
Page 59
Section 4.3I Voting Time
Page 60
Section 4.3J Jury Duty
Page 60
Section 4.3K Witness Leave
Page 60
Section 4.31,
New Born Infant Leave
Page 60
Section 4.3M
Administrative Leave
Page 61
Section 4.3N
Personal Unpaid Leave
Page 61
Section 4.30
Written Requests
Page 62
Section 44.A
Medical/Dental Benefits
Page 62
Section 44.13
Life Insurance
Page 63
Section 4AC
Cost Containment
Page 63
Section 4.41)
Travel Benefits
Page 63
Section 4.4E
Uniform Benefits
Page 63
Section 4.417
Worker's Compensation
Page 64
Section 4AG
Deferred Compensation
Page 68
Section 4.41-1
Service/Retirement Awards
Page 68
Section 4.5A
Payroll Periods
Page 68
Section 4.513
Payroll Advances
Page 69
Section 4.6
Retirement/Pensions
Page 69
Section 4.7
Direct Deposit
Page 70
ARTICLE V - LEAVING VILLAGE EMPLOYMENT
Section 5.1A
Retirement
Page 72
Section 5.113
Resignation
Page 72
Section 5.2
Disposition of Final Check
Page 73
Section 5.3
Exit Interview
Page 73
ARTICLE VI - MISCELLANEOUS ITEMS
Section 6.1
Police Officers Responsibilities
Page 75
Section 6.2
Fire Officers Responsibilities
Page 77
Section 6.3
Solicitation Prohibited
Page 79
Section 6.4
Political Activity
Page 79
Section 6.5
Reimbursement For Loss of Personal Items
Page 81
Section 6.6
Use of Village Property
Page 81
Section 6.7
Identification Cards
Page 82
Section 6.8
Personal Mail
Page 83
Section 6.9
Department Bulletin Boards
Page 83
Section 6.10
Employee Work Area
Page 83
SECTION 1.1 - DISCLAIMER
The Rules and Regulations are distributed to all Village employees as a guide and
summary of the present personnel policies and procedures of the Village of Elk Grove
Village. These Rules and Regulations are not intended nor should they be construed, as a
binding contract of employment - expressed or implied - between the Village and any
employee. Furthermore, these Rules and Regulations are not intended as a guarantee of
continued employment or benefits.
These policies and procedures supersede all prior Village policies and procedures,
whether in writing or otherwise. Since the Village periodically reviews its personnel
policies and procedures and makes revisions and modifications, the Village reserves the
right to change or modify the employment policies and procedures set forth in these
Rules and Regulations with or without prior notice to employees.
No action, agreement, or representation made by any Village employee which alters or
modifies any of the policies and procedures set forth in this manual shall impose any
monetary obligation or be considered to be authorized by or binding upon the Village
unless and until the Village Manager and/or Village Board has agreed thereto in writing.
The terms and conditions of employment for Village employees who are represented for
the purpose of collective bargaining are set forth in the applicable collective bargaining
agreement. Accordingly, to the extent that any terms or conditions of employment are
covered by both a collective bargaining agreement and the provisions contained in these
Rules and Regulations, the terms and conditions set forth in the applicable collective
bargaining agreement shall govern and prevail. The only subjects or matters set forth in
these Rules and Regulations which shall be applicable to represented employees shall be
those subjects or matters which are not covered by, or referred to in the applicable
collective bargaining agreement. Any grievance with respect to the subject matter
covered by, or referred to in the applicable collective bargaining agreement shall be
handled in accordance with the grievance procedure set forth in such collective
bargaining agreement and shall not be subject to the communication procedure set forth
in Article I.
SECTION 1.2 - PURPOSE OF THIS MANUAL
It is the Policy of the Village that this Manual be used as an outline of the basic policies,
practices, and procedures for the Organization. The Manual, however, is not intended to
alter the employment -at -will relationship in any way.
The Manual contains general statements of Village Policy, and should not be read in all
instances as including the fine details of each policy, nor as forming an express or implied
contract or promise that policies discussed be applied in all instances. The Village may
add to the policies, may revoke policies, or may modify policies from time to time. (See
Authority, Article 1, Section 1.3).
All Manuals are Village property, and are assigned to the job position and not the
individual. The Human Resources Officer under the direction of the Village Manager is
responsible for the distribution of the Manuals. All Manuals must be returned to the
Village upon cessation of employment.
SECTION 1.3 - AUTHORITY FOR MANUAL
The authority to modify, revoke, suspend, terminate, or otherwise change all such policies
and procedures is vested solely in the Village President and the Board of Trustees.
The authority and responsibility to administer the Village policies on a day-to-day basis is
vested in the Village Manager, and then to Department Heads and other supervisory
personnel of the Village.
SECTION 1.4 - MANAGEMENT RIGHTS
It is understood and agreed that the Village possesses the sole right, authority, and
responsibility to operate and direct all employees of the Village in all aspects of the
employment relationship. These rights include but are not limited to the right to
determine the mission of the Village, Village policies, standards of service to be offered;
the right to plan, direct, schedule, control and determine the methods, means, and number
of personnel needed to perform services; to generally direct the work force including the
right to hire, assign, transfer, layoff, promote, demote employees within any department;
to discipline probationary and non -probationary employees; to make public and enforce
rules and regulations; to introduce and/or use new or improved methods, equipment, or
facilities; to contract or subcontract for goods and services,or to privatize current services;
and to take any and all actions that may be necessary to carry out the mission of the
Village at any time under any condition.
These rights also apply to unionized employees except to the extent these rights are
modified by the current labor agreement.
SECTION 1.5 - MAINTENANCE OF ORDER IN THE WORKPLACE
Every organization needs order to operate efficiently and effectively and every employee
is entitled to work in an orderly environment. Discipline within an organization
maintains the necessary order to conduct business properly.
The continued employment of every employee shall be contingent upon orderly,
acceptable conduct and satisfactoryjob performance. While it is impossible to state
every form of misconduct possible, this provision sets forth guidelines to be used by
employees to maintain the order necessary to make this a safe, productive place for all of
us to work.
Failure to perform one's job in an acceptable fashion or to violate the tenets of proper
conduct will be cause for disciplinary action, which includes, but is not limited to
reprimands, suspensions, or discharge. The exact form of discipline will depend upon the
seriousness of the violation and/or the frequency of the violation.
Some examples of activities which create disorder, and which will be considered
disciplinary offenses are listed below. This list is not all-inclusive.
1. Absenteeism and/or Tardiness
Employees are expected to come to work on a regularly scheduled basis
and to report for work on time. All employees must be ready to work at
the start of their shift, and must work until the shift is over. If an
employee is required to miss work for a legitimate reason, the employee is
expected to provide their supervisor with advance notice. Failure to
report an absence is also a serious violation. Supervisors will
consider reasonable circumstances, which might prevent an employee
from providing notice of absence. Sworn Fire and Police personnel must
notify their supervisor a minimum of one-half hour prior to the start of
their shift. General personnel must notify their supervisor within this
same time constraint. Any employee who does not provide such
notification will not be compensated for such absence unless the employee
can show that the reason for their failure to call was based upon
circumstances beyond their control.
When it is determined that an employee's attendance
record is questionable an employee may be required to provide
acceptable written documentation for absence. Such notice will be in
writing to the employee. The employee's attendance will be monitored for
a minimum of six months.
Employees are expected to be at their assigned work area,
ready to work, at the assigned starting time.
2. Excessive personal time.
Falsification of Village records.
4. Presentation of false documentation.
Improper use of sick leave benefit or falsifying a reason for
any leave of absence.
6. Direct or indirect participation in a political campaign which
violates the Political Activity Regulations set forth in Section 6.4.
7. Engaging in outside employment in violation of the Outside
Employment Regulations set forth in Section 1.15 of this
Manual.
Accepting fees, gifts, or other commodities and/or services in
the course of work or in connection with employment with
the Village except as stated in Section 1.6 of this manual.
9. Improper use of Village equipment, supplies, uniforms,
or other Village property, including telephones, computers,
fax machines, copy machines, and postage meters.
10. Insubordination or behaving in an insubordinate manner.
This includes displaying an inappropriate attitude to and/or behavior to
other employees. This can include the use of abusive language or
abusive actions to others while in the course of normal
business activities.
11. Engaging in solicitation, selling, peddling or distributing
products and/or information during work or on Village
property without the written permission of the Village Manager, in
violation of Section 6.3.
12. Performing work in an unsafe manner thereby exposing oneself or
others to serious injury or potential serious injury. This includes
failing to follow safety rules or regulations. (Section 1.13)
13. Engaging in horseplay.
14. Failure to perform assigned tasks due to negligence and/or
incompetence.
15. Improper use of Village bulletin boards. (Section 6.9)
16. Violation of any lawful or official regulation, order, or rule, or failure
to follow reasonable direction given.
17. Conviction of a criminal offense.
18. Carelessness, negligence, or misconduct causing damage to public
or private property, or causing waste of public property or resources.
19. Failure to return from vacation or an authorized leave of absence.
20. Knowingly reporting false information on the employment application or
related employment forms such as insurance or medical forms.
El
21. Direct or implied threats of harm or injury to other employees
or the public.
22. Possession and/or use of alcoholic beverages or illegal substances at work
or on Village property. Possession includes lockers and desks and
vehicles assigned to employees and/or parking facilities provided by the
Village. Use at work also includes during authorized lunch or break
periods.
23. Reporting for work under the influence of alcoholic beverages and
/or illegal substances.
24. Operating Village vehicles or equipment in a careless or negligent
manner.
25. Gambling on duty.
26. Theft or misappropriation of Village funds or property.
27. Conduct unbecoming a Village employee while on or off duty which
causes the Village embarrassment or creates a liability for the Village.
28. Violation of the Village's anti- Harassment Policy as stated in Section 1.9
of this Manual.
29. Violation of the Village's Internet or e-mail Policy stated in
Section 1.14 of this Manual.
30. Violation of the Village's No Smoking Policy stated in Section 1.8
of this Manual.
31. Utilizing the Village for receipt of personal mail.
32. Failure to submit to a physical exam and/or drug test as directed by
the Village Manager or a supervisor.
33. Failure to maintain a valid driver's license or other certifications if
required in the performance of their regular duties.
34. Presentation of false or fraudulent information regarding an on the job
injury.
35. Failure to fulfill stand-by or on-call obligations.
36. Failure to perform the responsibilities of a Supervisor.
37. Falsification or fraudulent use of medical or dental benefits.
38. Failure to report an accident or injury.
PROCESS
Whenever an employee violates any rule or regulation in addition to any other discipline,
the Department Head may begin disciplinary action in any of the steps listed below,
depending on the seriousness of the offense committed.
Reprimands:
Oral: For minor offenses the employee should be given a
verbal warning. A written statement of the oral warning should
be forwarded to the Human Resources Office for placement in
the employee's file.
Written: When the seriousness of the offense committed is such
that the warning should be in writing, it shall include the nature
of the offense and extent of the warning. The employee shall
acknowledge receipt of the warning by signing and dating the notice
of written reprimand. A copy of the reprimand shall be forwarded
to the Village Manager within twenty-four (24) hours of the action
taken. The Village Manager shall then forward it to the Human Resources
Officer for placement in the employee's file.
Suspensions:
General Personnel
Any action on the part of an employee which is in violation of
the orders of his/her supervisors or contrary to the policies or
rules of his/her department or the Village, but not serious enough
to warrant dismissal, may be disciplined by suspension without
pay. This authority is to be exercised by the Department Head, or
his designee. The employee's supervisor may make
recommendation for such action. Prior to issuance of a notice of
suspension, the nature of the offense will be reviewed with the
Village Manager. An employee may be sent home without pay
prior to suspension action being taken.
Sworn Personnel
Written notice of a suspension, to include the extent and reason
6
for the action, must be submitted to the Board of Fire and Police
Commissioners for all sworn Fire and Police personnel. Copies
of all suspension notices shall be sent to the Village Manager
within twenty-four (24) hours of the action taken. Such notice
will then be forwarded to the Human Resources Officer to
be placed in the personnel file of the employee.
3. Dismissals
General Personnel:
The Department Head, with the approval of the Village
Manager may dismiss any employee for reasons deemed to be
appropriate to the penalty. Prior to dismissal, the employee shall
be given an opportunity to discuss the reason(s) being considered
for the employee's dismissal in a meeting with the employee's
Department Head and the Village Manager. The notice of
dismissal shall be in writing and shall state the specific charges
with such clarity and particularity that the employee will
understand the charges made and will be able to answer them if
they so desire.
Sworn Personnel:
Removal from office in the Fire or Police Departments shall be in
compliance with the Fire and Police Commissioner's Act of the
State of Illinois in. Division 2, Section 10-2.1 to 10.2.1-28 inclusive
of Chapter 24 of the Illinois Compiled Statues, 1971. Persons
holding sworn positions in the Fire and Police Departments shall
be discharged from service in the following manner:
a. The Board of Fire and Police Commissioners may suspend
any member of the Fire or Police Department against
whom charges have been preferred, but not to exceed
thirty (30) days without pay at any one time. The
Commission shall conduct a fair and impartial hearing
of the charges to be commenced within thirty (30) days
from the filing thereof.
b. Charges shall be preferred in writing and signed by
the party making same and shall be filed with the
Secretary of the Commission and the Village Manager.
The charges shall specify the nature of the charge and shall
designate the time and place of the offense.
c. The accused shall be notified by registered mail
or personal notices in writing of such charges and shall
appear before the Commission for a hearing at a specified
time and place. A person so charged shall be given an
opportunity to employ counsel and be heard in their own
defense at a public hearing conducted by the Board of
Fire and Police Commissioners.
d. The Board of Fire and Police Commissioners shall,
within fifteen (15) days after the hearing is completed, enter
its findings in the records of the Commission.
e.The time for the hearing and charges shall be set
by the Board of Fire and Police Commissioners within
thirty (30) days of the time of the filing of such charges.
Continuances may be granted from time to time
upon motion of any party to the proceeding
by order of the Board of Fire and Police Commissioners.
£In cases where a member of the Fire and Police Department
is found guilty of the charges preferred against
them after a hearing on same, they may be discharged or
suspended for a period not exceeding thirty (30)
days without pay.
It should be emphasized again that Department Heads are not required to go through all
the steps listed above. Discipline may begin at any step in the procedure depending on
the seriousness of the offense committed. Any discipline administered by a supervisor
should be commensurate with the offense committed. In addition, the Department Head
may repeat any step of this procedure when he/she feels it is necessary, so long as the
discipline is commensurate with the offense committed. If there is any doubt what step to
begin with, the Human Resources Officer and/or Village Manager should be consulted.
APPEAL OF DISCIPLINARY ACTION
General personnel employees may appeal any disciplinary action.
A. Within three (3) calendar days after being notified of the
disciplinary action, the employee must submit in writing, the
reasons for appealing the action. Such communication
shall be sent to the Department Head for review and
consideration. If following such review and action,
the employee is still not satisfied, the employee and the
Department Head shall forward a report of the case
within two (2) days with comments to the Village
Manager.
B. The Village Manager shall arrange a conference with the
employee, the Department Head and any other person deemed
necessary to review the cause of any action taken as a
disciplinary measure.
C. The final decision shall rest with the Village Manager.
The Manager's findings shall be in writing and
copies sent to the employee, Department Head and the
Human Resources Officer for filing in the employee's
personnel file.
Sworn Personnel Appeal
A. No sworn member of the Fire or Police Departments shall
be removed or discharged except for cause, upon written charges
and after an opportunity to be heard in his/her own defense.
B. Any sworn Fire and Police Personnel who have been
suspended may appeal to the Board of Fire and Police
Commissioners for a review of such suspension within
five (5) days after the issuance of each suspension.
C. Upon such appeal, the Board of Fire and Police Commissioners
may sustain the suspension, may reverse it with instructions that
the employee receive pay for the period involved, or may suspend the
employee for an additional period of not more than thirty (30) days
without pay for each charge on which the employee is found guilty or
discharge him/her depending upon the facts presented.
SECTION 1.6 -ACCEPTING GIFTS
Village services are not to be extended by employees in exchange for special awards,
gifts or other remuneration from outside individuals or organizations. When an employee
receives any offering as a result of their status as a Village employee,receipt of such
offering must be reported in writing at once to their Department Head, and retention of
the gift will be conditioned on the Village Manager's approval.
All items received with a value of $10.00 or more must be reported on the appropriate
form provided by the Human Resources Office and submitted to the Village Manager
within twenty-four (24) hours of receipt of the gift.
If an individual or organization feels generous and wishes, however, to acknowledge
services performed by individual Village personnel or a Department, they may make a
check payable (for the amount they desire) to the Village of Elk Grove Village and send it
to the Village Treasurer. Upon receipt of money, the Village Treasurer shall immediately
deposit it in the General Corporate Fund account or in the applicable pension fund as may
be required by State Statute or Municipal Code, and notify the employee in whose name
the gift was sent.
SECTION 1.7 - DRUG FREE WORKPLACE POLICY
ALL PERSONNEL
The Village of Elk Grove prohibits any employee from engaging in the manufacture,
distribution, dispensing, possession, or use of any illegal substance on or off duty, except
as is necessary in the performance of duty, or the abuse of alcohol and/or prescription
drugs while on or just before the onset of duty. The Village acknowledges that such use
of illegal substances is harmful to the health of employees and dangerous in the
workplace.
The employee must notify their immediate supervisor of any criminal drug statute
conviction for a violation occurring at any Village worksite no later than three days after
such a conviction.
The Village retains the right to require employees to submit to alcohol or drug testing
based upon a reasonable suspicion that an employee has violated any portion of this
policy.
PERSONNEL REQUIRED TO POSSESS A COMMERCIAL DRIVER'S
LICENSE (WITH THE EXCEPTION OF FIREFIGHTERS)
Furthermore, employees required to possess commercial driver's license are prohibited
from operating a commercial motor vehicle:
-While having a breath alcohol concentration of .04 percent or greater
as indicated by an alcohol breath test.
-While using alcohol.
-Within four hours after using alcohol.
-Within two hours but in no event longer than eight hours after an
accident involving a municipal vehicle or until tested for drugs and/or
alcohol.
Employees required to possess a commercial driver's license are prohibited from the
unlawful use of drugs on or off duty.
10
Finally, any employee or prospective employee applying for a position requiring a
commercial driver's license must release information from their previous employer
regarding results of previous drug and alcohol testing taken within the past two years.
Under Federal guidelines, random testing for alcohol will occur immediately prior,
during, or after the employee performs safety sensitive functions of their jobs (i.e.
operation of a motor vehicle). Random drug testing will be performed but not necessarily
on an immediate basis as with alcohol testing. Any refusal to submit to testing
automatically results in a positive test result.
Any employee who is found to be in violation of this policy will be subject to disciplinary
action by the Village. This may include, among other things reprimands, suspension
without pay, or dismissal. Furthermore, employees must comply with all drug and
alcohol -testing requirements.
The employee may enter an employee substance abuse assistance program at any time or
as may be required by the Village. Information on such assistance through the
employee's health Insurance benefits is available from your supervisor.
This policy will be enforced in all matters as referred to above regardless of an
employee's current or future job classification or position within the Village.
All affected employees must sign a statement of understanding of this policy.
SECTION 1.8 NON SMOKING POLICY
It is the policy of the Village of Elk Grove to accommodate the preference of the non-
smoker in Village buildings and facilities and to provide a healthy work environment for
all employees of the Village.
PROHIBITED SMOKING AREAS AND EXCEPTIONS
Smoking is prohibited in all public buildings with the exception of the following
locations:
-Apparatus floors of the Fire Stations and Public Works Garages
-Patio outside of the Municipal Building lunch room, and
-Fire Department Administration smoking lounge
-Other areas as designated by the Village Manager
Employees are to refrain from smoking at the outside entrance to public buildings.
I1
Compliance with this policy is the responsibility of all employees. The Department Head
shall enforce adherence to the policy in each department.
SECTION 1.9 - HARASSMENT FREE WORK ENVIRONMENT
PURPOSE: The purpose of this policy is to establish the Village's commitment to
provide a work environment free from harassment, to define discriminatory harassment,
and to set forth a procedure to investigate and resolve internal complaints of harassment.
Because it is important to keep the workplace free from any form of harassment,
management personnel shall review this policy with their employees on a semi-annual
basis as part of the semi-annual performance evaluation process.
It is critical that all employees treat each other with dignity and respect. It is the
responsibility of each employee to make sure there is no inappropriate behavior in the
workplace.
INAPPROPRIATE BEHAVIOR THAT OCCURS IN THE WORKPLACE
IMPACTS THE WORKPLACE AND WILL NOT BE TOLERATED!
This policy applies to, all employees, represented or not represented, and applies to all
terms and conditions of employment, including but not limited to hiring, placement,
promotion, disciplinary action, layoff, reinstatement, transfer, leave of absence,
compensation, and training.
POLICY: Harassment of an employee by another employee, on the basis of race,
religion, color, national origin, ancestry, disability, medical condition, gender, or age
is in violation of state and federal law and will not be tolerated by the Village.
RESPONSIBILITIES: Management is responsible to develop this policy, keep it up
to date, and to insure that any violation of this policy brought to their attention is dealt
with fairly, quickly, and impartially. All management personnel are also required to set
the proper example at all times.
Management personnel are further responsible to enforce the policy, to make a semi-
annual review with each employee to ensure they know the policy, and to check the
workplace .to make sure the policy is being followed. When a deviation from this policy
is noted or reported, supervisors shall bring this information to management immediately.
It is the responsibility of each and every employee to know the policy and to follow the
policy. It is imperative that every employee treats every other employee with dignity and
respect to facilitate a professional work environment.
12
DEFINITIONS
For purposes of clarification, harassment includes but is not limited to the following
behaviors:
1. Verbal Harassment Epithets, derogatory comments, slurs, propositioning or
otherwise offensive words or comments on the basis of race, religious creed, color,
national origin, ancestry, disability, medical condition, gender or age, whether made
specifically or in general, directed to an individual, or to a group of people regardless of
whether the behavior was intended to harass. This includes but is not limited to
inappropriate sexually oriented comments on appearance, including dress or physical
features, sexual rumors, code words, and race oriented stories.
2. Physical Harassment Assault, impeding or blocking movement, leering, or the
physical interference with normal work, privacy or movement when directed at an
individual on the basis of race, religious creed, color, national origin, ancestry, disability,
medical condition, gender or age. This includes pinching, patting, grabbing,
inappropriate behavior in or near bathrooms, sleeping facilities and eating areas, or
making explicit or implied threats or promises in return for submission to physical acts.
3. Visual Forms of Harassment Derogatory, prejudicial, stereotypical or otherwise
offensive posters, photographs, cartoons, notes, bulletins, drawings or pictures on the
basis of race, religious creed, color, national origin, ancestry, disability, medical
condition, gender or age. This applies to both posted material or material maintained in
or on Village equipment or personal property in the workplace.
4. Sexual Harassment Any act which is sexual in nature and is made explicitly or
implicitly a term or condition of employment, is used as the basis of an employment
decision, unreasonably interferes with an individual's work performance or creates an
intimidating, hostile or offensive work environment.
WORK PLACE RELATIONS
The First Amendment allows anyone to associate with anyone else they desire. It is
natural for people who meet in the workplace to sometimes become romantically
involved, and it is not the Village's intent to interfere with any dating relationship. Any
involvement between employees must be voluntary and desired by both parties.
However, problems have developed due to dating relationships, which can interfere with
our goal of having a professional work environment. It is permissible for an employee to
ask a co-worker out on a date. However, if you do not want to go out with another
employee, it is imperative that your response to the request is firm and definite. After
this firm definite response has been made, it is inappropriate for the requesting party to
make any further attempt to initiate a dating relationship. Repeated requests for a dating
relationship constitute Sexual Harassment. It is also inappropriate for any relationship to
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interfere with normal work operation in any manner. Personnel who desire to become
involved with someone in the workplace must be aware of the following guidelines:
There shall be no dating activities on Village time or property.
2. There shall be no use of Village property to arrange dating activities.
All behaviors between employees shall be behavior conducive to a professional
work environment at all times when on Village property or on Village time.
Hand holding, kissing, hugging, sexual comments and other behavior generally
associated with a dating relationship are inappropriate while on Village time
or property.
4. Any relationship involving personnel at different levels on the chain of command
(or where one party has functional supervision over another) shall be reported
by the person of higher rank to his/her supervisor immediately. Failure to report
this relationship is a violation of this policy. The Supervisor receiving this
information shall immediately contact Human Resources and inform them of the
relationship. Human Resources shall advise the Village Manager and make
recommendations in concert with the Department Head to ensure that this
relationship will not detract from a sound professional work environment.
Such recommendations may include the transfer of either employee.
COMPLAINT PROCEDURE
Confrontation
If any person feels they are the victim of any form of harassment, they should inform the
person(s) participating in this behavior that he/she find it offensive. This one-on-one
confrontation has been demonstrated to be an effective way to end harassing behaviors.
If the inappropriate behavior does not stop, the offended employee can initiate either an
informal or formal complaint as described below. Because confrontation is difficult for
some people and because of the complex nature of harassment, employees are not
required to confront an offending party prior to initiating this complaint procedure.
Informal Complaint
Any employee who believes he or she is a victim of discriminatory workplace harassment
should make a complaint orally or in writing to their immediate supervisor or the next
level supervisor if applicable.
Any Supervisor, or Department Head who observes inappropriate behavior or receives
a harassment complaint shall notify the Human Resources Officer immediately.
Any informal resolution will be attempted whenever appropriate. If the informal
resolution process is unsuccessful, the complainant may direct a formal complaint.
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Formal Complaint
Step 1
Filing of a Preliminary Complaint
Any employee who alleges to be a victim of discriminatory workplace harassment
should, within 30 calendar days of the alleged incident, contact his/her Supervisor or the
next level Supervisor if applicable.
This preliminary complaint can be verbal or written.
Time Extension
The time requirements set forth in this procedure may be extended when it is
determined to be in the best interest of fairness and justice to the parties involved.
Review of Preliminary Complaint
Upon notification of a harassment complaint, the Supervisor, Department Head and the
Human Resources Officer shall conduct an initial investigation to make a preliminary
determination as to whether there is any merit to the complaint. If no merit is found, the
Supervisor and the Human Resources Officer may still meet with the parties involved
to attempt to conciliate the complaint or conflict between the parties, including the offer
of mediation.
Formal Complaint
Step i
If after an initial investigation is conducted, there is no resolution and/or no conciliation
of the preliminary complaint, a formal written complaint can be filed by the
complainant.
Upon receipt of the formal written complaint, the Department Head will contact the
alleged harasser(s) who will be informed of the basis of the complaint. A copy of the
complaint will be provided and the alleged harasser(s) will be given an opportunity to
respond. The response shall be in writing, addressed to the Department Head and
received within ten (10) calendar days after being notified of the complaint.
Concurrently, a formal investigation of the complaint may be commenced.
Review of Response and Findings
Upon receipt of the response, the Department Head and the Human Resources Officer
may further investigate the formal complaint. Such investigation may include interviews
15
with the complainant, the accused harasser(s), and any other persons determined to have
relevant knowledge concerning the complaint. This may include victims of similar
conduct.
Factual information gathered through the investigation will be reviewed to determine
whether the alleged conduct constitutes harassment, giving consideration to all factual
information, the totality of the circumstances including the nature of the verbal, physical,
visual, or sexual conduct and the context in which the alleged incident(s) occurred.
The results of the investigation and the determination as to whether harassment occurred
will be reported to the Village Manager and all affected parties including the
complainant, the alleged harasser(s), the Supervisor(s), and the Department Head(s)
within twenty (20) calendar days from the receipt of the response.
At any time during this process, professional mediation may be instituted by the Village
Manager based on recommendations from the Department Head and the Human
Resources Officer. All parties associated with the complaint are required to cooperate.
DISCIPLINARY ACTION
If harassment is determined to have occurred, the Department Head and the Human
Resources Officer will make a recommendation to the Village Manager. The action will
be commensurate with the severity of the offense, up to and including termination from
employment. If discipline is imposed, the nature and extent of the discipline will not be
divulged to the complainant.
SECTION 1.10 - EQUAL EMPLOYMENT/AFFIRMATIVE ACTION POLICY
It is the policy of the Village of Elk Grove in accordance with applicable current laws to
provide equal opportunity in employment to all qualified persons, to prohibit
discrimination in employment because of race, color, religion, sex, national origin, age,
handicap, Vietnam era veteran status, and any other non job related factor; and to
promote the full realization of equal employment opportunity.
Affirmative Action will affect all employment practices including (but not limited to)
recruiting, hiring, transfer; promotions, training, compensation, benefits, layoff and
termination.
Successful performance on Affirmative Action will provide positive benefits to the
Village through full utilization and development of previously underutilized human
resources.
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SECTION 1.11 CITIZENSHIP
A. General Personnel: For full-time and part-time general personnel, United
States citizenship will not be considered to be requisite for Village employment.
However, aliens must be in full compliance with Federal Law and they must
move with the utmost dispatch to become naturalized citizens within the
minimum period prescribed by Federal Law. Law requires proof of an alien
employee's action in this respect. If at any time during employment with the
Village, the alien employee is not in compliance with the Federal Law, then they
shall be subject to dismissal by the Village Manager.
B. Sworn Personnel: United States citizenship is required of all regular
full-time and regular part-time sworn personnel in the Police and Fire
Department. An applicant for either a sworn Police or Fire position must be a
legal citizen of the United States at the time of appointment to a sworn
Village position.
SECTION 1.12 -RESIDENCY
A. Any applicant who is hired or promoted to fill the following positions:
Village Manager
Assistant Village Manager
Village Attorney
Chief of Police
Fire Chief
Director of Finance
Director of Engineering & Community Development
Health Services Coordinator
Community Service Coordinator
Director of Public Works
Village Clerk
must become a bonafide resident of the Village of Elk Grove Village within
eighteen (18) months of their employment date.
Any individual appointed to any one of the aforementioned positions prior to
November 1984, who is not a resident of the Village of Elk Grove Village,
must become a bonafide resident of the Village at such time as the individual
relocates from their address on record with the Village.
B. The establishment and continued residency in the Village shall be a condition
of continued employment. Failure to comply with this continued residency
requirement shall result in immediate termination of employment from the
Village.
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C. All other personnel employed by the Village are exempt from the above
Residency Rule.
SECTION 1.13 ON-THE-JOB SAFETY
The Village of Elk Grove Village has a sincere concern for ensuring the health and safety
of its employees while they are engaged in their daily working operations. The Village
acknowledges its obligation, as an employer, to provide the safest possible working
conditions for employees, and, as a governmental unit, to provide a safe environment.
The Village of Elk Grove has developed an all-encompassing Loss Prevention Program.
This Program is explained in the Safety Manual distributed to all employees.
The placing of continual emphasis on safe working conditions, employee responsibility,
and the refinement of operational procedures creates an environment that will permit the
Village to virtually eliminate the major causes of employee injury.
The responsibilities outlined in the Safety Manual shall in no way be construed to limit
an individual's initiative to suggest and implement more comprehensive procedures to
reduce Village injuries.
All Department Heads and supervisory personnel are directed to make safety a matter of
primary concern, equal in importance to all other operational considerations. It is their
responsibility to cooperate with and assist the appointed Safety Director to implement the
policies of this program and to develop and administer an effective departmental safety
program. Their responsibility includes the adoption of work standards designed to create
a work environment which is totally free from potential hazards, or work procedures
which might produce injuries and property damage.
Every employee is charged with the responsibility of supporting and cooperating with the
Loss Prevention Program. All employees are expected, as a condition of employment, to
adopt the concept that the safe way to perform a task is the most efficient and the only
acceptable way to perform it.
Every employee is expected to concern himself with their own safety, the safety of their
fellow workers, and the safety of the general public affected by Village functions.
It is important that employees be constantly on the alert for potential work hazards which
are not referred to in any written practices, but which may exist and result in injuries or
property damage. When potential hazards are thought to exist, employees should notify
their supervisor before proceeding with the work as circumstances or conditions allow.
Accidents do not happen; they are caused. They are caused because someone failed to do
something that should have been done, or because a hazard was not recognized. These are
human failures that can be controlled. By employing safety procedures, every employee
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has an opportunity to prevent accidents. By passing on this knowledge to others, the
employee demonstrates job skill and teamwork.
SECTION 1.14 - VILLAGE INTERNET & E MAIL POLICY
The Internet is a useful research and communication resource that is provided to Village
employees for uses related to Village business. Access to the Internet provides e-mail
capabilities for contacting non -Village resources and access to databases for research and
informational purposes. This policy is intended to prevent the misuse of Internet access
specifically as it pertains to the following unacceptable practices:
Improperly downloading files that contain viruses which may contaminate
Village information systems and databases;
2. Accessing objectionable or improper material;
3. Use of work time to access non -work related information or to "surf'
the Internet;
4. Misrepresenting an individual's opinion as Village policy;
Each individual user is responsible for the appropriate use of this resource
as described in the Employee Intemet Policy. Each department is responsible
for keeping an updated list of Internet users and ensuring that each user is
familiar with the contents of this policy.
STATEMENT OF PURPOSE
To ensure that use of the Internet among employees of the Village of Elk Grove is
consistent with Village policies, all applicable laws, and the individual user's job
responsibilities and to establish basic guidelines for appropriate use of the Internet.
POLICY
1. Employee Intemet access must be authorized by appropriate supervisory
personnel in each Village department consistent with prior approval granted
by the Village Manager. A condition of authorization is that all Intemet
users must read a copy of this policy and applicable department policies on
Intemet use. Departments must keep an updated list of all Village Manager
approved Internet users and their applications (i.e. Web or Gopher research;
FTP file downloads; e-mail; news group usage; etc.).
2. Access to the Internet via Village equipment can only be used for Village -
related business. The user cannot disrupt or interfere with the work performed
by users of the Village's own internal network or misrepresent the interest
of the Village. Intemet access for personal use is prohibited.
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All use of the Intemet via Village equipment must be in compliance with
all applicable laws and policies (federal, state, and local laws, in addition to
Village policies). Internet access via Village equipment, therefore, must
not be used for illegal, improper, or illicit purposes.
A. Users shall not use the Village's equipment to attempt any
unauthorized use, nor interfere with other users' legitimate
use, of any internal or external computer.
B. Users shall not create, install, or knowingly distribute a
computer virus of any kind on any Village computer, regardless
of whether any demonstrable harm results.
4. Use of the Intemet by Village employees must be consistent with the
Village's Personnel Rules and Regulations regarding employee conduct
and ethical standards found throughout Article I .
5. The safety and security of the Village's network and resources must be
considered at all times when using the Internet. Users shall not share
any password for any Village computer or network facility with any
unauthorized person, nor obtain any other user's password by any
unauthorized means. Departments will work with Information Systems
staff to obtain appropriate anti-virus software for Internet authorized
employees. Individual users are responsible for adhering to this policy
when downloading resources from the Internet.
6. A wide variety of information is available on the Internet. Some
individuals may find some information on the Intemet offensive or
otherwise objectionable. Individual users should be aware that the
Village has no control over and can therefore not be responsible for
the content of information available on the Internet.
The following guidelines pertain to all Village departments; however,
each Department Head may issue supplements to this policy to govern
particular departmental needs.
A. Departments shall be responsible for ensuring that all computer
users know and understand safe computing practices. At a minimum,
this shall include the following:
- performing frequent backups on data files consistent with
with the Village's Personal Computer Backup Policy.
- using anti-virus software to scan for viruses on all files
that is downloaded to disk from BBS's, the Internet,
or any other outside sources.
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B. Departments shall immediately report all virus outbreaks that have
extended beyond a single PC to their immediate supervisor and to
Assistant Director of Information Systems. The Assistant Director of
Information Systems shall be charged with logging all such outbreaks and
the eradication methods used by departments, and will notify other
departments in the event of a virus outbreak.
C. In the event of a serious virus outbreak, or in the event of a continued
breach of this policy by a department, that department will be
disconnected from the Internet and the Village's Wide Area Network
until compliance with the Employee Internet Policy is re-established.
D. Individual users must be aware of and at all times attempt to prevent
potential Village liability in their use of the Internet. For that reason,
all outgoing messages which do not reflect the official position of
the Village or Department must include the following disclaimer:
"The opinions expressed here are my own and do not
necessarily represent those of the Village of Elk Grove
Village."
E. Resources that are not used for a clear Village purpose must not
be accessed or downloaded.
F. Resources of any kind for which there is a fee must not be accessed
or downloaded without prior approval of a supervisor.
G. No one shall copy, install, or use any software or data files in violation
of applicable copyrights or license agreements. Contact Information
Systems if you are unsure about the copyright or license agreement that
apply to the software in question.
8. E-mail messages and the transfer of information via the Internet are not secure.
Any employee preparing to transit confidential information must do so in
writing, using the traditional paper mail system.
9. No person without specific authorization shall read, alter, or delete any other
person's computer files or e-mail. This applies regardless of whether the
computer's operating system permits these acts.
10. The Intemet must be treated as a formal communications tool like telephone,
radio, and video communications. Therefore, each individual user is
responsible for complying with this and all other relevant policies when using
the Village's resources for accessing the Intemet. Use of these same resources in
violation of this policy or applicable department policies is grounds for
disciplinary action as defined in Article I of the Elk Grove Village Personnel
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Rules and Regulations."SURFING" the net for non -work related purposes is
prohibited.
E-MAIL POLICY
The Village of Elk Grove provides electronic mail (e-mail) to its employees to assist and
facilitate business communications. This policy is intended to define the parameters
wherein Village employees in executing their assigned duties may use e-mail.
With respect to e-mail confidentiality, the Village reserves the right to
monitor all messages at any time, with or without notice to employees.
The use of a system log -on or password should not convey an expression
of privacy to the employees.
Use of e-mail by Village employees must be consistent with the Personnel
Rules and Regulations regarding employee conduct and ethical standards
found in Article I. For example, employees transmitting obscene or harassing
messages or using racially or sexually derogatory language in an e-mail message
will be subject to the same disciplinary measures as if the remarks were made
verbally.
Official records communicated via e-mail must be retained as long as needed
for ongoing operations, audit, legal proceedings, research, or other known
purpose. Generally, records transmitted through e-mail systems will have
the same retention period as those in other formats related to the same
function or activity. Transitory messages and reference copies not requiring
long term retention must be deleted in a timely manner.
* The use of e-mail can only be for legitimate, Village related purposes.
Sending of personal or non -business related messages are prohibited.
* Reading, altering, or deleting another person's e-mail or computer files
without specific authorization is prohibited. This applies regardless of
whether or not the operating system of the computer permits these
actions.
* The use of e-mail for any illegal or unethical activities, or for any activity
which could adversely affect the Village is prohibited.
* Inappropriate use of e-mail may result in loss of access privileges and
disciplinary action up to and including dismissal.
By using the e-mail access provided, every Village employee agrees that he or she is
aware of this and the provisions it contains.
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SECTION 1.15 - OUTSIDE EMPLOYMENT
A. No full-time, part-time, or temporary Village employee shall be employed
in outside employment without the approval of the Department Head and
Village Manager. This applies to any form of non -Village activity,
whether occasional, part-time, temporary or permanent, for which the
employee receives money, goods, services or other forms of compensation.
Employees wishing to hold outside jobs shall apply in writing to the
Department Head who will forward the same to the Village Manager
for approval prior to beginning work in the outside activity. In granting or
withholding such requests, the Village Manager shall consider the following
criterion in making a decision:
1. Impairment of Efficiency - The outside job shall not interfere
with an employee's effectiveness in his/her Village position.
Special attention shall be given to the number of hours at the
location of the job and the nature of the duties performed.
2. Physical well-being - The outside work shall not leave the
employee tired, therefore, more subject to injury in his/her
Village job. In addition, the outside work must not create
a physical strain on the employee's health so that the employee
is more prone to illness, thereby, requiring the employee to
absent himself/herself from work at the Village.
3. Conflict of Interest - No outside work will be approved if that
job places the employee in a compromising position of
performing duties or responsibilities that conflict or appear to
conflict in ethics or purpose with his/her Village position.
4. Public Relations - The public relations of outside jobs shall
be considered with particular attention to employment that is generally
acceptable in the Community and does not reflect adversely on the village
or on its employees.
B. Any Village employee interested in securing outside employment must furnish
the Human Resources Office with a full disclosure of the outside employment
including the employer's name and address, the nature of work to be performed
and the hours per week that the employee will engage in outside employment.
Outside employment request forms are available, in the Human Resources
Office.
C. All outside employment requests must be submitted and approved by an
employee's Supervisor, Department Head and the Village Manager prior to
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the employee engaging in the non -Village employment. Information submitted
on the form shall be subject to verification. In addition, before an employee's
outside employment request will be considered, the employee's outside employer
must submit a "Statement of Understanding" indicating the outside employer's
acknowledgment and acceptance of specific responsibilities. Failure of the
outside employer to return a signed "Statement of Understanding" will result in
the outside employment request being denied.
D. Full -Time employees are reminded that the Village is their primary employer
and at no time can outside employment activities violate the criteria
established above. Likewise, part-time and/or temporary employees who
engage in outside employment activities, (whether it is for their primary
employer) must also comply with the criteria established above. If a
Department Head believes that one or more of the criteria is being violated
by an employee engaging in an approved outside employment activity,
he/she shall review the situation and send a report and recommendation to
the Village Manager. Upon reviewing the situation, the Village Manager
may revoke the employee's approval to engage in outside employment.
The Village Manager may revoke the outside employment approval on a
permanent or temporary basis depending on the circumstances.
E. If an employee suffers an injury during or resulting from an outside employ-
ment activity, the Village will not be responsible for any Worker's
Compensation benefits.
F. Paid sick leave will not be provided for an employee who suffers an
occupational sickness, injury or disability as a direct result of outside
employment. In addition, an employee is not eligible for any medical
coverage under the Village sponsored Health Plans for any occupational sickness,
injury or disability that occurs to him/her as a direct result of outside
employment.
G. An employee who absents themselves from work due to illness or injury is strictly
prohibited from engaging in any outside employment during the period of time
the employee is absent. At the onset of a job-related disability at the Village, all
approved outside employment activities are immediately revoked. When the
employee is able to return to his/her normal position with the Village, without
restriction, they are required to resubmit their request for outside employment, if
they wish to again engage in outside employment. The procedures as defined
by this Section shall be followed and the approval of the Village Manager
must be secured before the employee can engage in outside employment.
Requests for waiver of this provision may be made to the employee's Department
Head. The Village Manager must approve such requests.
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H. If the employee uses sick leave he/she shall not engage in any outside
employment until he/she reports to work and completes a normal work day, or in
the event where the employee is not scheduled to report to work during the
twenty-four (24) or forty-eight (48) hour period immediately following his/her
scheduled workday (that he/she was absent from) the employee shall not engage
in outside employment until a minimum of twenty-four (24) or forty-eight (48)
hours has elapsed from the time that the employee was scheduled to work but did
not because he/she used sick leave.
I. Village uniforms, vehicles, equipment and supplies shall not be used in
connection with outside employment.
SECTION 1.16 - EMPLOYEE COMMUNICATION PROCEDURE
The Village will maintain an Employee Communication Procedure for non-union
employees. The procedure is designed to provide employees with information and/or a
solution to their questions, concerns, or problems. If an employee has reason to seek
information or to resolve a problem pertaining to his/her employment with the Village,
he/she should informally discuss the question/problem with his/her immediate supervisor.
The supervisor shall listen to. the employee's question/problem and provide a response
within a reasonable time.
If the immediate supervisor does not or cannot provide the employee with an acceptable
response, the employee may avail himself/herself to the Employee Communication
Procedure as indicated in the steps listed below. The employee may avail himself/herself
to the procedure for any matter pertaining to his/her employment with the Village,
including job classification, supervisors, rules, regulations, policies, job safety, working
conditions, salary and benefits.
Bargaining unit employees have their contractual grievance procedure to inquire into
alleged contract violations.
STEP 1
EMPLOYEE Please state your question, concern or problem in the space provided on
the Employee Communication Form. Be as specific and precise as possible. Upon
completing this form, you should immediately submit it to your supervisor.
FIRST LEVEL SUPERVISOR Please provide the employee with your response to the
question, concern or problem identified on the attached sheet within two (2) working days
from the date you received this form. A copy is to be sent to your next level supervisor,
Department Head, and Human Resources Officer at the same time.
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SECOND LEVEL SUPERVISOR Upon receiving this form, please establish a
meeting with the employee and his/her immediate supervisor. The meeting should be set
up within five (5) working days of your receipt of this form. Please review the entire
issue and identify, in the space provided, exactly what action, if any, you will take or
recommend to resolve this matter. If the matter remains unresolved, the employee may
address the issue with the Department Head.
This completes the Step I process.
STEP 2
If the employee is unsatisfied with the response provided by their immediate
supervisor(s), the employee can meet with their Department Head under Step 2.
DEPARTMENT HEAD: If your employee's question, concern or problem remains
unresolved, please establish a meeting with the employee and all of the supervisory
personnel who have been involved in this issue. The meeting should be set up within five
(5) working days. Please review the entire issue and identify on a separate sheet of paper
what action (if any) you will take to resolve this situation. If in your opinion the
employee's concern or problem is legitimate but cannot be properly resolved because of
an established Village rule or policy, you should submit a recommendation to resolve the
matter to the Village Manager. If the response of the Department Head is unsatisfactory
to the employee(s), the employee must provide a statement as to why the response is
unsatisfactory to the Village Manager.
This completes Step 2 of the process
STEP 3
If the employee is unsatisfied with the response provided by their Department Head, the
employee can meet with the Village Manager under Step 3.
Upon receiving the reports, the Village Manager will schedule a meeting within fifteen
(15) working days. The meeting will include the employee, the employee's supervisor(s),
and the Department Head.
After the meeting, the Village Manager will review the entire issue and reach a decision
within fifteen (15) working days of the meeting. The Village Manager's decision shall be
final and the employee will be notified in writing. A copy of the Village Manager's
response shall be submitted to the Personnel Committee of the Village Board for their
information.
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SECTION 2.1 - CLASSIFICATION OF EMPLOYMENT
There are three classifications of employment.
I. Regular full-time personnel.
2. Regular part-time personnel.
3. Seasonal or temporary personnel.
Regular full-time personnel are employees who work the regular workweek as defined in
Section 3.1 of this manual for their position.
Regular part-time personnel are employees who work on a schedule of less than the
minimum workweek as defined for their position.
Seasonal and temporary employees are those who are hired for a specific period of time
or for the duration of a specific project.
SECTION 2.2 OPEN POSITIONS/RECRUITMENT
A job opening exists when two conditions are met:
The actual employment strength in a job classification is
less than the authorized strength (as determined by the
Village Board) for that job classification; and
2. The Village Manager determines that an opening exists, and that such
position will be filled.
When the Village Manager determines that an open position exists, a notice of such
opening will normally be posted on current bulletin boards and made available in each
department for a period of at least five (5) business days as determined by the Village
Manager.
Any employee interested in applying for such positions whether it is an upgrade, lateral
transfer, or downgrade, must notify the Human Resources Office in writing of this desire.
Every attempt will be made to fill the opening with an active employee prior to looking
outside the organization provided the employee possesses the required qualifications and
is determined to be the best candidate for the position. If such a move is successful, the
transferring employee must serve a one-year probationary period on the new job. If
disqualification during the probationary period occurs, an attempt will be made to place
the disqualified employee in an open position if it is determined the disqualified
employee has a legitimate opportunity to perform the job in a reasonable period of time
with minimal loss of productivity.
As vacancies occur in positions, an attempt will be made to fill them by promotion of
present employees provided that employee is deemed to be the best -qualified employee
KH
for that position. Notice of such vacancy will normally be posted on the bulletin board in
each department for five (5) calendar days before other means of filling vacant positions
are used. Each interested employee must file a statement of interest in the vacant position
within that five (5) day period with the Human. Resources Officer and a formal
application must be submitted. In cases where employees, supervisors, or officials have
referred individuals as potential candidates for employment, such persons will be given
the same consideration to any other applicants - no more, no less. Employment
advertisements will be placed in local newspapers that serve our recruiting area as
deemed desirable and necessary by the Human Resources Officer.
SECTION 2.2A - PROMOTIONS
A promotion is defined as moving to a higher rated or paid position. A promotion shall
be treated the same way as a new appointment, insofar as it is necessary to successfully
complete a new one (1) year trial period. If the promoted employee does not complete
the trial period successfully, he/she may be reinstated in his/her former position at the last
held status, if that position is available. If that position is not available, the employee
may be released from employment.
Employees are encouraged to discuss promotional opportunities with their supervisors,
department heads, or with the Human Resources Officer. Whenever possible, in-service
training programs shall be established which prepare employees for promotional
opportunities. In addition, employees may be given increasingly responsible work
assignments to assist in preparing them for future advancement.
SECTION 2.2B -DEMOTIONS
A demotion is defined as moving to a lower rated or paid position. An employee may be
demoted for failure to meet the requirements of the job classification occupied or as a
result of a reduction in the work force. The employee can be demoted to a lower job
classification if one is available and if the employee is qualified. A written statement of
reasons shall be furnished to the employee at least five (5) calendar days prior to the
effective date of the action.
Demotions will generally not cause another employee to be displaced from their current
job.
Completion of a new one (1) year trial period is required.
SECTION 2.2C - TRANSFERS
A transfer is defined as moving to a job Which is equally rated to the employee's current
job. Transfers of employees between departments, on either a permanent or temporary
basis, may be made upon the recommendation of the Department Head of the affected
department and the approval of the Village Manager. Employees so transferred shall
conform to the working policies of the Department to which they are transferred, and
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shall complete a new one (1) year trial period in the Department to which the employee
has been transferred.
SECTION 2.3 - APPLICATIONS AND RESUMES
A. Application forms are essential because they provide the Village with:
1. A permanent written record of all job applications.
2. Necessary information about the person applying for the
position.
3. Data for both the Human Resources Office and the operating
department records, in a form that is used throughout the
recruitment, selection, certification and appointment process.
4. A tool for initial screening to reduce the number of applicants
not having backgrounds of education or experience necessary
for job performance.
5. A source for reference checking and for cross referencing
information received from other sources.
In addition to an applicant's name, address, zip code, phone number and social security
number, the following additional information is obtained on the application:
1. Position or type of work applied for.
2. Education and training.
3. Work experience -type and name(s) of previous employer(s).
4. Schools attended and date attended.
5. Special skills, qualifications and interests.
6. Health (to determine whether medical or physical problems need
further investigation or accommodation).
7. Drivers License and Class.
8. Conviction of crimes.
Any application which is false, untrue or fraudulent in any manner will be cause for
disqualification or termination. If a person has already been hired prior to discovery of
any falsification, the employee will be subject to immediate dismissal by the Village
Manager.
Applications for sworn positions shall comply with the application procedure of the Fire
and Police Commission.
SECTION 2.4 - LICENSES AND CERTIFICATIONS
Applicants for a position requiring a license and/or certification must present valid proof
of it prior to the first assigned starting date. Persons operating Village vehicles or
equipment must possess an appropriate and valid operator's license and submit that
license as proof. Those positions requiring special certification by an agency of the State
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must submit proof of satisfactory completion with certification to professionally practice
in the State of Illinois.
Various other certifications may be requested as proof of completed education at a
recognized institution or University. The Village Manager reserves the right to obtain
necessary information regarding academic achievement, educational files, and health of
an applicant.
SECTION 2.5 - ORAL AND WRITTEN EXAMINATIONS
As a tool in evaluating an applicant, certain oral and/or written examinations may be
required. The subject matter for those tests will measure the degree to which candidates
have identifiable characteristics that have been determined to be important in successful
performance in the job.
A. General Personnel. Applicants for general personnel category
positions will be required to demonstrate their ability to perform
the duties and responsibilities of the position for which they have
applied. The demonstration may involve the satisfactory completion
of a written, verbal, or practical examination, or a combination of
those examinations, and/or a review of the applicant's previous
training and experience. Results will be reviewed at the time of
the scheduled interview with the applicant. Examinations will
be administered, scored and interpreted by the Human Resources
Officer.
B. Sworn Personnel. Only candidates who have had applications
approved by the Commission will be permitted to participate
in the written examination. The material used in this examination
shall be of such a nature that it will adequately assess the candidates'
ability to assimilate training as a Firefighter or Police Officer.
It may be classified as a "general IQ test", a "mental ability test"
and mechanical aptitude test.
Questions shall be asked of the candidate in the oral examination
that will enable the Commissioners to evaluate and grade the
candidate on voice, speech, appearance, alertness, ability to present
ideas, judgment, emotional stability, self-confidence, friendliness,
and fitness for the position.
SECTION 2.6 - MEDICAL EXAMINATIONS
Every prospective employee must pass a physical examination that includes a drug -
screening test conducted by a licensed physician before being appointed. A physician
arranged for by the Village administers this examination. The Village will pay the cost of
the examination.
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During the course of employment, the Village Manager may require an employee to
undergo a physical examination.
SECTION 2.7 FINGERPRINTING AND POLYGRAPH EXAMINATIONS
The Police Department may fingerprint every employee of the Village of Elk Grove and a
routine background check may be made. This may be done before or after appointment.
The personal background and criminal and/or civil action date will be evaluated in
relation to the applicant's perceived ability to perform the duties and responsibilities of
the specific position for which that person has applied.
Polygraph examinations may be required of any employee where other suitable tests of
integrity are absent. An employee of record with the Village will never administer
polygraph tests.
SECTION 2.8 TRIAL PERIOD
All regular full-time or part-time employees are required to serve a one-year trial period
upon being hired, promoted, demoted, or transferred.
Employees required to fulfill the residency requirement stated in section 1.14 will be
provided an additional six (6) months to comply with the residency portion of the trial
period.
Days absent due to non -work related illness or injury do not count toward the completion
of the trial period.
During the trial period the newly hired employee must demonstrate the ability to perform
the job. Trial employees maybe dismissed without prior notice, hearing or reason during
the trial period.
Current employees who obtain a new job within the Village because of promotion,
transfer, or demotion must serve a new one (1) year trial period on the new job.
Any time an employee moves from one job to another, a trial period must be served.
Failure to perform satisfactorily in any trial period may result in loss of employment.
SECTION 2.9 - CERTIFICATION OF EMPLOYEE
Upon completion of the designated trial period and before an employee may be classified
to at -will status, the employee must receive certification under the following policies and
procedures:
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A. The Human Resources Officer shall notify the Department Head and the
subject employee sixty (60) days prior to the end of the trial period that
certification is due.
B. Certification to at -will status may be accomplished by the Department Head
submitting, along with the written performance evaluation, a "Notice of
Personnel or Payroll Change" form to the Village Manager requesting his
certification of the trial employee. The Fire and Police Commission shall
certify sworn Fire and Police personnel under their purview.
C. The Department Head shall make the request for certification (30) days prior
to the end of the probationary period. Should the employee fail to perform
his/her duties to the satisfaction of the Department Head, a Notice of Non -
Certification shall be filed with the Human Resources Officer for general
personnel or the Fire and Police Commission for sworn personnel.
SECTION 2.10 - OFFICIAL PERSONNEL FILES
The Village and its representatives to the extent required by law will always assure the
privacy, of current and past employees. The Human Resources Officer shall be
responsible for the maintenance of the official personnel files for all employees. These
files shall be confidential and contain the complete employment history of each employee
during employment with the Village. The personnel files shall consist of, but not be
limited to: employment application, reference checks, dates and records of injuries,
commendations, reprimands, performance evaluations, wage data, promotions, education
and special training, and other related documents. Confidential medical records will be
separated.
The privacy of an employee's personnel file will be governed in accordance with Federal
and State laws and administered as follows:
A. Collection and Storage of Confidential Records
Department Heads and supervisors are responsible for insuring that
all personnel documents (as defined above) pertaining to their
employees are promptly submitted to the Human Resources Office.
All personnel records will be stored in a file cabinet located in the
Human Resources Office. All personnel records will be locked up
when not in use and during non -working hours.
B. Employee Access to Their Personnel File
Employees are permitted to inspect and copy any material that is
contained in their personnel file. An employee who wishes to inspect
his/her personnel file must submit a written request to his/her supervisor.
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The request shall be forwarded to the Human Resources Office and an
appointment will be set up with the Human Resources Officer to review
the file. The Human Resources Officer or designate shall be present
with the employee while the employee inspects his/her personnel file.
If factual information is demonstrated to be incorrect by the employee,
it will be corrected.
If an employee disagrees with certain items in his/her file, such as
disciplinary action, the employee may submit a concise statement
of disagreement for inclusion in his/her personnel file. No documents
or other information shall be removed from an employee's file without
authorization from the Village Manager.
C. External Disclosure of Personnel Information
I. Only non -confidential information may be routinely given
upon request for business or reference purposes. This
information will be strictly limited to employment status,
date(s) of employment and job title. Salary information shall
be considered public information and it will be made
available to the public and news media upon written request.
The written request shall indicate exactly what information
is being requested and how it will be used. No information
will be given over the telephone.
2. An employee's salary information, address and telephone
number shall be fiunished to credit agencies in writing
only in response to written requests. The written request
for the information must be accompanied by release
authorization signed by the employee in question.
3. The following personnel records shall be considered
confidential and will not be open to public inspection:
a. Working papers, records and examination or
evaluation of applicants for employment by the
Village.
b. Medical information of any kind, including
employment physicals.
C. Performance evaluation and personal references
submitted in confidence.
d. Complaints, charges or accusations of misconduct or
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poor job performance, replies to those complaints,
charges or accusations and any other information or
materials that may result in disciplinary action, as well as
disciplinary action taken, and the written decision
relating to that action.
4. In the event that a court subpoenas an employee's personnel
records, the subpoena shall be reviewed by the
Village Attorney. Upon being advised by the Village Attorney,
the Village Manager will authorize the release of the
appropriate information.
D. Access to an employee's personnel file shall be limited to the
employee, the Human Resources Officer and such administrative
personnel as the Village Manager may designate. This access shall
include the employee's personnel file and any personnel information
that may be stored in the computer.
E. All reference requests for information must be referred to the Human
Resources Office. The Human Resources Officer will release
reference data on previous employees in accordance with the provisions
of Paragraph C above (External Disclosure of Personnel Information).
F. All employees must maintain current addresses, phone numbers, and other
personal information with the Human Resources Office supplied on the
appropriate form.
SECTION 2.11 LAYOFF PROCEDURE
A. Definition: A layoff is defined as a reduction in the authorized
strength of a job classification in a department generally due to such
reasons as budgetary restrictions, changes in service requirements, changes
in methods of providing services, or general lack of work, initiated by the
Village, which results in an active employee(s) being removed from a
previously authorized position. The Villages election not to fill an open
position does not constitute a layoff.
B. Procedure: If it is necessary to reduce or eliminate the active
number of employees in a job classification in a department or
departments, two factors will normally be taken into consideration as the
steps of the following procedure: those factors are the performance
abilities of the employee and the employee's length of service with the
Village.
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STEP 1: Temporary or seasonal employees in the affected classification will
normally be separated from employment first.
STEP 2: Trial employees in the affected classification will normally be separated
from employment.
STEP 3: Part -Time employees in the affected classification will normally be
separated from employment, and finally;
STEP 4: Full Time employees in the affected classification will normally be laid
off.
C. Prior to implementing the layoff based upon the above stated criteria and
steps, each affected Department Head will present a list of affected
employees by classification to the Village Manager.
The Village Manager will then prepare a report and recommendation for the Village
President and Board of Trustees. The report shall state the most effective manner to
implement the reduction in work force. Upon approval by the Village President and
Board of Trustees, the Village Manager shall implement the reduction in work force.
Prior to proceeding with the steps to determine who will be laid off, the Department Head
will normally survey the employees in the affected classification to see if there are any
volunteers to be laid off.
Efforts will be made to place affected employees in open positions in other
classifications. To be placed in an open position, an employee must possess the
minimum qualifications of the open position.
Pay rates in transfers of this type will be handled individually.
Full time employees to be laid off may be given the opportunity to displace probationary
employees in another classification in the same or another Department. Job performance,
length of service, and qualifications will serve as applicable criteria for placement. If
there are no probationary employees in the same or lower rated classification throughout
the Village, a laid off employee may be considered for displacing the employee with the
least amount of service in the Village provided the laid off employee is immediately
qualified to perform the work of the employee to be displaced.
All employees who are laid — off as a result of implementing the reduction in force, shall
be entitled to payment for accrued and unused vacation and holidays. Further, each
employee will normally receive such assistance as is within the capacity of the Village for
locating other employment opportunities. At a minimum, such assistance shall consist of
APPROPRIATE letters of reference, letters of referral, and counseling with respect to
accumulated benefits available through the Village and other public institutions.
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Employees who are currently participating in the Village Health and Life Insurance
programs, and are laid -off, will have those benefits extended at Village cost for thirty (30)
days after the effective date of the lay-off, and will normally have the right to continue to
participate in the programs, at their expense for a maximum of two (2) years from the
date of layoff, or until employed by another employer who provides coverage, whichever
is shorter. No benefits will accrue during the lay-off period nor will laid -off employees
be eligible for any type of compensation from the Village.
When the Village determines that the conditions, which led to the reduction in force, have
sufficiently abated to warrant recall of personnel, a recall will occur in accordance with
Section 2.11A.
SECTION 2.11A - RECALL FROM LAYOFF
When the Village determines that the conditions which led to the reduction in force have
sufficiently abated to warrant recall of personnel, employees who are on lay-off, and are
immediately qualified to perform the work in question, will normally be recalled to
Village service in the reverse order of their separation provided that their layoff status has
been in effect for less than two (2) years. Notice of recall shall be sent by certified mail
to the last address on file with the Village. Employees so recalled shall have ten (10)
days from the date of the notice to advise the Village of their interest in being reinstated
to a Village position. Failure to respond within the ten (10) day period shall cause the
person to forfeit any right to reinstatement in any job in the Village government. A
physical examination to determine current fitness to perform the work may be required.
If such a physical examination is required, the employee must successfully pass the
employment physical before being reinstated to work with the Village. Laid off
employees are required to keep the Human Resources Officer informed as to their current
address and phone number.
SECTION 2.11B REINSTATEMENT OF BENEFITS
Employees who return to work for the Village, after being laid off, shall have the sick
leave that they had accrued but not used prior to their layoff restored in full. In addition,
the returning employees shall have their seniority restored that was earned prior to their
layoff, for purpose of determining eligibility of benefits. Restoration of the returning
employee's pension benefits shall be governed by the pension plan in which the
employee participates, as defined and provided for by State Statute.
SECTION 2.12 - PERFORMANCE EVALUATION
All Village employees shall have their work performance evaluated on a semi-
annual basis.
The performance evaluation periods are:
April 1 through September 30; This evaluation will be completed by
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October 15 and submitted to the Human Resources Office no later than
October 30.
2. October 1 through March 31: This evaluation shall be completed by
April 15 and submitted to the Human Resources Office no later than
April 30.
The evaluation shall be completed on the form provided and shall include all required
supervisory and employee signatures.
The performance evaluation process provides all supervisory employees and all
subordinate employees with the opportunity to:
Review their performance for the period applicable; and
2. Discuss performance expectations and requirements for the future.
Employees must understand that their continued employment with the Village is
dependent upon overall satisfactory job performance. Continued below standard
performance and/or behavior may result in termination.
Appeals may extend the date requirements stated above.
SECTION 2.13 - EMPLOYMENT OF RELATIVES
No relatives shall be employed within the same department whether on a permanent or
temporary basis, except with the written approval of the Village Manager, or in the case
of sworn personnel, as appointed by the Fire and Police Commission.
Relatives of current employees are ineligible to be hired as seasonal employees.
SECTION 2.14 -TEMPORARY APPOINTMENT/ASSIGNMENT
The Village reserves the right to temporarily assign employees to any position it deems
necessary when it is determined that a vacancy cannot be immediately filled and/or the
work load within an activity in a Department becomes over burdened or other reasons.
In the case of supervisory positions, if it is determined that a vacancy will not be filled for
more than thirty (30) days, and current supervisory personnel cannot absorb the needed
work, the Department Head may request the Village Manager to fill the vacant
supervisory position on a temporary basis. This may apply to either sworn or non-swom
supervisory positions.
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The employee who is temporarily appointed shall accept the appointment with the full
knowledge that the position is temporary. The Department Head shall consider all the
eligible employees in the department, and based on job performance, the ability to
successfully carry out the duties of the vacant supervisory position, and any other relevant
criteria the Department Head shall recommend to the Village Manager which employee
should be appointed to the temporary supervisory position. The Village Manager shall
make the temporary appointment.
The Village Manager based upon an appropriate recommendation submitted by the
Department Head may terminate a temporary appointment at any time. However, a
temporary appointment will automatically terminate with the appointment of a permanent
employee to fill the vacant supervisory position or at the end of six (6) consecutive
calendar months, whichever occurs first.
In the case of Fire and/or Police Department supervisory appointments, if the Fire and
Police Commission is unable to make permanent appointment to vacant supervisory
positions within the six (6) month period, the Commission shall advise the Village
Manager in a written report. The report shall indicate the reason for the delay and the
approximate date the appointment will be made. Upon reviewing the Commission's
report, the Village Manager may appoint another employee on a temporary basis to fill
the position based on the Department Head's recommendation. This section will also
govern any such temporary appointment.
An employee who is temporarily appointed to a vacant supervisory position will be
compensated at a rate of pay of 5% higher than his/her pay, in his/her permanent position
of advanced to the entrance rate of the vacant position, whichever results in a higher pay.
The pay increase will be effective on the first day of the temporary appointment. At the
conclusion of the temporary appointment, the employee's rate of pay will immediately
revert back to the rate of pay assigned to their permanent position.
An employee who is temporarily appointed to fill a vacant supervisory position will be
required to fulfill all of the duties and responsibilities of the position and he/she will be
assigned the authority normally associated with the supervisory position. In determining
overtime and other fringe benefit eligibility, the employee will be governed by the
Personnel Rules and Regulations as they pertain to the supervisory position that he/she is
temporarily filling.
SECTION 2.15 - ORIENTATION
Each newly hired employee will be provided with an orientation session with Human
Resources within their first week after being hired. Such orientation shall consist of:
1. A review of all Village Policies and Practices.
2. A review of Benefits.
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The selection and signing of all required paperwork to activate their
employment.
SECTION 2.16 - SERVICE WITH THE VILLAGE
Service with the Village is defined as an employee's continuous full time or regular part
time service with the Village beginning with the employee's original or latest date of hire,
excluding any temporary service, leaves of absences without pay, or other non -paid
breaks in service. If more than one person is hired on the same date, service preference
will be established alphabetically.
A. Breaks In Service
An employee's service continuity with the Village shall be broken by:
1 Voluntary resignation;
2 Discharge;
3. Retirement;
4. Absence of three (3) consecutive work days without notice of
absence (except for good cause shown to be due to circumstances
beyond the control of the employee);
5. Failure to report to work on the first regularly scheduled work day
following the conclusion of an authorized leave of absence or
vacation; or
6. Is laid off and fails to respond to recall within (ten) 10 calendar
days.
B. Conversion of Benefit Date when going from Part-time to Full Time
When an employee converts from part-time to full time, the
following principles will normally apply.
1. Any part-time benefits earned will be converted to full time
benefits.
2. A new benefit date will be established based upon the percent
of hours worked as a part time employee when compared to
full time hours associated with the position.
.SECTION 2.17 RE -HIRE OF PENSIONED EMPLOYEES
In the event a pensioned employee is hired for an open job in a different classification
prior to retirement resignation, the employee would be re -hired as a new employee. In
lieu of total payment of accrued but unused vacation, the employee may carry up to a
maximum of two weeks of vacation into the new position. Such vacation will be utilized
during the trial year on the new job.
Q]
SECTION 3.1 - APPLICATION OF THIS ARTICLE
This Article defines the normal hours of work, and establishes the basis for calculation of
overtime pay. It is not a guarantee of hours of work per day or per week or per any
established period. It does not establish a right to compensation in any form for time not
worked.
SECTION 3.2 THE WORKWEEK
All Village employees, full or part time, have regular work schedules. Regular work
hours may vary from Department to Department for operational reasons.
The standard workweek shall normally consist of five workdays during a period of seven
(7) calendar days. The days scheduled may be changed for operational needs and may not
necessarily be consecutive.
A. 37.5 Hour Workweek
1. Village Manager's Office
2. Village Clerk's Office
3. Finance Department
4. Community Services
5. Health Services
6. All Secretarial/Clerical Employees
B. 40 Hour Workweek
1. Engineering & Community Development Dept.
2. Public Works Department
3. Fire Department: classifications of Fire Chief,
Deputy Fire Chief, Assistant Fire Chief,
Training Co -Ordinator, Administrative
Assistant to the Fire Chief, Fire Inspector/Plan
Reviewer, and Fire Inspectors.
4. Police Department: classifications of Police Chief,
Deputy Police Chief, and Commander.
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C. Non -Standard Workweek
1. Fire Department 24 on 48 off schedule;
Average 56 hours per workweek
2. Police Department - Average 40 hours per workweek
SECTION 3.3 -THE WORKDAY
The Department Head, with the approval of the Village Manager, establishes the normal
workday. For employees working a 37.5 -hour workweek, the normal workday is 7.5
hours. For employees working a 40 -hour workweek, the normal workday is 8 hours.
Part-time positions are job assignments where the work schedules are less than the
normal full time schedule of thirty-seven and one-half (37.5) hours or forty (40) hour
workweek. Part-time positions may be either full day for less than five days per week,
part days during a full week, or a combination of these two. Part-time employees may
only work their designated schedule. The Village Manager must authorize any change to
their schedule.
SECTION 3.4 - STARTING AND QUITTING TIMES
The Department Head, with the approval of the Village Manager, establishes starting
times and quitting times. Every employee is expected to be at their workstation, prepared
to begin work at their designated starting time. They are also expected to work until their
designated quitting time.
SECTION 3.5 -LUNCH PERIODS
Every employee who works six (6) hours or more in one (1) day will be provided with a
one-half hour or one-hour lunch period as designated by the Village. Employees may not
work through their lunch period to be excused early without permission from their
Department Head. Such permission may be granted with legitimate cause on an
infrequent basis.
SECTION 3.6 -BREAK PERIODS
Two break periods, not to exceed 15 minutes each, may be authorized and scheduled by
Department Heads. The scheduling of these breaks is entirely discretionary with the
Department Head based upon departmental operational needs. Breaks when authorized
may not be taken during the first or last hour of the day, nor will they be allowed to be
used adjacent to a designated lunch period.
SECTION 3.7 - RECORDKEEPING
Every employee is responsible to record accurately their own information on their time
sheet or time card. Falsification of time records is a serious form of misconduct. Each
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supervisor is required to review the time records of every subordinate employee and to
attest to its accuracy.
Record keeping mistakes may be corrected immediately. However, mistakes from prior
years may not be adjusted without approval of the Department Head and the Village
Manager. Discrepancies in record keeping may be corrected up to one (1) year from the
date of the mistake. After one year there will be no correction.
Employees are prohibited from completing other employee's time records.
An employee's supervisor may complete the time sheet of an absent employee.
SECTION 3.8 - ATTENDANCE AT CONFERENCES, SEMINARS. MEETINGS.
AND TRAINING SESSIONS.
Attendance at professional conferences, seminars, meetings, and/or training sessions is
considered part of an employee's regular duties. As such, the time of attendance is also
considered part of their regular schedule. Starting and quitting times, and duration of
lunch may be adjusted for the day or days involved. If an employee has any question
with regard to schedules when attending these activities, their concerns should be
addressed prior to attendance.
SECTION 3.9 - SUMMER FLEXIBLE WORK SCHEDULE
Annually, the Village Manager,in concert with each Department Head, will determine if
the Summer Flexible Work Schedule Program will be offered ,the guidelines for use,
and the number of weeks offered. The operational needs of the Department shall
determine the use of this discretionary program.
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SECTION 4.1 PLAN PURPOSE
The purpose of the Village's Wage and Salary Plan is:
I.To provide a current inventory of job positions utilized by the Village in
service to the Community.
2. To provide accurate up to date position descriptions.
3. To provide fair and equitable methods of compensation for Village employees
based upon the guidelines and direction of the Village Board.
The Wage and Salary or Compensation Plan of the Village consists of the following
elements.
A Schematic Outline of Occupational Titles. This is a list of position titles
by Department and Pay Plan Type. It is reviewed annually or as directed
by the Village Board.
2. An Authorized Position List. This list, updated annually as part of the
annual budget process, provides an identification of the number of
positions utilized by the Village in service to the Community.
A Position Description Catalog. This book provides a current
identification of the duties and responsibilities of each position.
The Schematic Outline of Occupational Titles and the Authorized Positions List are
reviewed on an annual basis by the Village Manager as part of the budget process.
The Position Description Catalog for all authorized positions is maintained on a current
basis. It is reviewed periodically as well as when position duties change in order to
maintain an accurate account of the duties of a job.
Section 4.2 DIRECT FORMS OF COMPENSATION
Village employees receive compensation for the work they perform directly in the form
of a bi-weekly paycheck based upon the salaries assigned to each position.
There are Three (3) Pay Plan Types
1. The Merit Pay Plan;
2. The Step Pay Plan; and
3. The Specific Rate Pay Plan
As part of the Schematic Outline of Authorized Positions each job in the service of the
Village.is.assigned to one of the three Pay Plan types.
4.2A1. MERIT PAY PLAN POSITIONS
Executive, Administrative, Managerial, Professional and Supervisory positions are paid
in accordance with the components of the Merit Pay Plan.
Each Merit Pay Plan has a Position Minimum Rate and a Position Maximum Rate. The
differences between these rates make up the Merit Pay Plan Range.
On a periodic basis, Merit Pay Plan position Minimum Rates, Maximum Rates, and Rate
Ranges are reviewed to determine their comparable position in relation to the wage rates
for similar positions in comparable communities.
Employees in the Merit Pay Plan have their actual pay determined based upon an amount
established by the Village and the guidelines established for distribution.
Merit Pay Plan employees will normally not be compensated at a rate lower than the
established rate range minimum for the position.
Certain designated First Line Supervisory employees will be paid no less than five (5)
percent above the top step rate for their designated subordinate position.
Merit Pay Plan employees will normally not be paid at a rate higher than the established
Maximum for their position Rate Range.
4.2A2 MANAGEMENT ENHANCEMENT AWARD PROGRAM
A second type of direct compensation available for Merit Pay Plan employees is the
Management Enhancement Program Award. Annually, the Management Enhancement
Program Award will be considered along with the amount for each award. If granted, the
award is provided to full time Merit Pay Plan employees who are actively on the payroll
on November 1 of the current fiscal year.
4.2A3 OVERTIME FOR MANAGEMENT PERSONNEL
Overtime is also considered a form of direct compensation. As exempt employees, most
executives, managerial, administrative, professional, and supervisory employees are
ineligible for overtime compensation. Some merit pay classifications are eligible for
overtime compensation if.
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The needs of the department are such that the supervisor
must work additional days and/or hours because of
inadequate supervisory manpower; or
2. When emergency situations develop which require their
supervision.
Merit Pay Plan Classifications Eligible for Overtime
Police Sergeant
Vehicle Maintenance Foreman
Public Works Foreman
Receivable/Billing Supervisor
Records Supervisor
4.2A4. ACTING SUPERVISORY APPOINTMENTS LESS THAN 30 DAYS
If, in the extended absence of an employee's supervisor, an employee is officially
designated to fulfill all of the duties and responsibilities of the absent supervisor and the
employee's job description does not require them to act for the supervisor during the
supervisor's absence, then the employee will receive additional compensation at a rate of
five (5) percent above the employee's base compensation for the period of time the
employee is designated to act for the absent supervisor.
If the supervisory position is anticipated to remain vacant in excess of thirty (30)
calendar days, the Department Head will consider the need for a Temporary Supervisory
Appointment as delineated in Section 2.14.
4.2BI. STEP PAY PLAN POSITIONS
Non-union positions participating in the step pay plan have their wages specifically
identified based on years of service.
Steps For Each Step Pay Plan Position
Step 1 --
the normal hiring step
Step 2 --
upon successful completion of the probationary period of service
Step 3 --
normally after two (2) years of service
Step 4 --
normally after three (3) years of service
Step 5 --
normally after four (4) years of service
Step 6 --
normally after five (5) years of service and thereafter
Movement from step to step is based primarily on length of service. In the case of
employees whose performance falls below the Meets Standard level, step increases may
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be withheld by the Department Head with the approval of the Village Manager pending
satisfactory improvement.
Part-time employees are generally compensated in the same manner as full time step pay
plan employees.
4.2132 LONGEVITY PAY PROGRAM
A second direct pay method for non-union, non -supervisory, Step Pay Plan personnel is a
Longevity Pay Award. On November I of each year, in accordance with the following
schedule, Step Pay Plan employees are eligible for a Longevity Award if approved by
theVillage Board.
There are three levels of awards. Those levels are:
Employees with at least 10 years of service as of November 1
Employees with at least 15 years of service as of November 1
Employees with at least 20 years of service as of November 1
The Village Board as part of the budget process determines the amounts of the longevity
awards for each level.
4.2133 OVERIME FOR STEP PAY PLAN PERSONNEL
As non-exempt personnel, Step Pay Plan employees are eligible for overtime
compensation at the rate of time and one-half for any time worked beyond forty (40)
hours in a work week. Time paid but not worked during a workweek such as sick time
will not count toward the forty (40) hour accumulation, except that vacation time and
holiday time paid will count toward the forty (40) hours accumulation.
4.2C SPECIFIC RATE PAY PLAN
In some instances, employees are paid a specific hourly or unit rate for their services.
The classifications paid under this pay plan now are:
Residential Meter Reader - paid a specific rate for each meter read
2. Crossing Guards - paid a weekly salary based upon the number of daily
crossings
Non-union part-time custodians - paid a specific hourly rate
4. Seasonal employees - paid a specific hourly rate
5. Interns - paid a specific hourly rate
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The Village makes a wage level determination annually for these classifications.
Seasonal Specific Rate Pay Plan employees are normally eligible for overtime
compensation in the same manner as non-exempt step pay plan employees.
Specific Rate Pay Plan employees are not eligible for Longevity Program Awards.
4.2Di STAND - BY- STATUS PAY (non -supervisory employees)
Specifically designated employees are eligible for stand-by pay if directed either verbally
or in writing to be continuously available to work during an off-duty period.
Non -supervisory employees may be required to be continuously available to report to
work during an off-duty period. An employee specifically instructed to be on stand-by
mode must:
1. Be continuously available to be contacted by telephone or other electronic
telecommunication device.
2. Be able to report for work within thirty (30) minutes of contact.
3. Report in a physical condition that allows for efficient and legal performance of
required duties.
Compensation for stand-by status will generally be provided for:
Weekend
Fixed Holiday
Fixed Holiday and Weekend
Amounts will be determined by the Village Board as part of the budgeting process.
4.2D2 RATES OF PAY FOR PROMOTIONS,TRANSFERS,AND DEMOTIONS.
When employees move from job to job, either within a pay plan or between pay plans
their compensation may be impacted.
Generally, the following guidelines will apply:
Promotions Merit Pay Plan employees when promoted from one Merit
Pay Plan position to another of greater value, will generally
receive a rate which is (5) percent more than their current
rate or the Minimum of the new position Rate Range which
ever is greater.
In the case of a Step Pay Pian employee promoted to a
Transfers
higher rated Step Pay Plan position, the employee's new
salary will be set at the next higher salary (regardless of
step numbers) for the new position. The salary will be
higher, but the step may be the same, higher or lower.
In the case of a Specific Rate Pay plan employee being
promoted to a Step Pay Plan or Merit Pay Plan position, the
principles of applying a hiring rate will apply.
The effective date must coincide with the first day of a pay
period.
A transfer by definition is the movement from one position
to an equally rated or paid position. In these cases, an
employee's rate of pay will remain the same.
Demotions In the case of any demotion, the demoted employee's rate
of pay will be set by the Village Manager but in no case
will the new rate exceed the Maximum Rate or the Top
Step rate of the new position.
CONVERSION FROM PART-TIME TO FULL TIME STATUS
Employees often begin employment with the Village as a part-time employee and then
move to a full time position.
When employees move from part-time to full time, the following principles generally will
apply.
1. They will serve a one (1) year trial period.
2. Part-time benefits earned (if any) will be converted to full time amounts.
3. A new benefit date will be established based upon scheduled hours and hours worked
as a part-time employee.
4.2D3 SERGEANTS OFF-DUTY COURT PAY
Any Police Sergeant, who is required to appear in court on a matter of Village business,
while off-duty, shall receive as additional compensation the flat -rate stipend as
determined by the Village Board
Such compensation shall only be granted once per off duty day.
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4.3 INDIRECT COMPENSATION
There are many benefits the Village provides its employees that are defined as indirect
compensation benefits. They range from holiday time off to MedicaUDental Benefits.
The following items identify and specify these indirect forms of compensation and the
guidelines associated with the benefits.
4.3A. HOLIDAYS
Village employees actively on the payroll at the beginning of the calendar year are
eligible for a total of twelve (12) holidays. These holidays are either Fixed Holidays
(celebrated on a specific day) or Floating Holidays (voluntarily selected by the employee
and approved by the Department Head).
Before December of each year the Village publishes a list of Fixed Holidays and the days
on which those holidays are celebrated. There are now eight (8) Fixed Holidays. They
are:
New Years Day
Labor Day
Presidents Day
Thanksgiving Day
Memorial Day
Day After Thanksgiving
Independence Day
Christmas Day
To supplement these eight (8) Fixed Holidays, employees are eligible to select (in
writing) four (4) Floating Holidays subject to written approval by the employee's
Department Head.
In the case of Fire Department Captains, Police Sergeants, Police Commanders, Deputy
Chiefs, and Chiefs, because of their non -regular shift work, they do not celebrate the day
after Thanksgiving as a fixed holiday; they are instead allowed a fifth Floating Holiday.
All employees actively on the payroll on January I of each year are eligible for all twelve
(12) holidays.
Newly hired employees are eligible for any Fixed Holiday(s) remaining in the year (after
being hired) and Floating Holidays in accordance with the following schedule:
Hired in January, February, March 4 Floaters
Hired in April, May, June 3 Floaters
Hired in July, August, September 2 Floaters
Hired in October, November, December 1 Floater
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Floating Holidays must be used in the calendar year they are provided. Employees
cannot carry-over unused Floating Holidays.
Employees who are required to work on a Fixed Holiday will receive their regular pay
and holiday pay.
In the case of non -regular workweek shift personnel, if their normal day off falls on a
fixed holiday, they will be allowed to select another day in observance of that holiday.
Employees who leave employment with the Village prior to using all Floating Holidays
will forfeit all such unused days.
To be eligible for Holiday compensation, employees must work their regularly -scheduled
day prior to the holiday and their regularly scheduled day following the holiday. If absent
either or both of these days, an employee may be paid holiday pay if such absence(s) are
approved by the Department Head.
Part-time employees are eligible for holiday pay benefits based upon the following
criteria:
1. Completion of one (1) year service;
2.' Work at least fifty (50) percent of the full time hours designated for that job;
3. Payment based upon their regular schedule of hours.
4.3B.THE VACATION BENEFIT
Full time employees are eligible for the vacation benefit after completing one full year of
service or as determined by the Village Manager.
VACATION ACCRUAL
Vacation is earned or accrued on a monthly basis provided the employee is
actively on the payroll. While on unpaid status, there is no accrual of benefits.
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Accrualgeriod
Hours accrued
37.5 hour week
Months 1 thru 48
6.25 hrs.per month
40 hour week
Months 1 thru 48
6.67 hrs. per month
24/48 schedule
Months 1 thru 48
10 hrs. per month
37.5 hour week
Months 49 thru 108
9.375 hrs.per month
40 hour week
Months 49 thru 108
10 hrs. per month
24/48 schedule
Months 49 thru 108
15 hrs. per month
37.5 hour week
Months 109 thru 168
11.25 hrs.per month
40 hour week
Months 109 thru 168
12 hrs. per month
24/48 schedule
Months 109 thru 168
18 hrs. per month
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37.5 hour week
Months 169 thru 228
40 hour week
Months 169 thru 228
24/48 schedule
Months 169 thru 228
37.5 hour week
Months 229 thru 288
40 hour week
Months 229 thru 288
24/48 schedule
Months 229 thru 288
37.5 hour week
Months 289 and above
40 hour week
Months 289 and above
24/48 schedule
Months 289 and above
12.5 hrs.per month
13.34 hrs. per month
20 hrs. per month
14.375 hrs.per month
15.33 hrs. per month
23 hrs. per month
15.625 hrs.per month
16.67 hrs. per month
25 hrs. per month
To compute the days of vacation earned, take the earning rate, multiply by 12 months,
and divide by hours worked per day.
Example: 6.25 hours x 12 months = 75 hours divided by 7.5 hrs. = 10 days
Part-time employees are eligible for the vacation benefit based upon the same criteria as
is used for holiday benefits.
VACATION USE (based on continued active employment)
Year
37.5 hr.
40
hr.
24/48
1
0 to use
0 to use
0 to use
2 thru 5
10 days
10
days
5 days
6 thru 10
15 days
15
days
7.5 days
11 thru 15
18 days
18
days
9 days
16 thru 20
20 days
20
days
10 days
21 thru 25
23 days
23
days
11.5 days
26 plus
25 days
25
days
12.5 days
After a full 12 months of employment, anniversary date to anniversary date, all vacation
must be taken between the anniversary date and the following December 31 st.
For employees hired in October, November, and December, if vacation is unable to be
taken prior to December 31st, they will have until the following December 31st to take
their vacation.
Accruals for less than a full year, earned prior to an employee's anniversary date, may be
advanced with the approval of the Village Manager.
Vacation may not be carried over into the next calendar year without the written approval
of the Village Manager.
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A vacation advance is defined as taking vacation before it is earned in the following
earning year. Advances may be requested for legitimate reasons. All requests must be in
writing and must be approved by the Department Head and the Village Manager.
Vacations are normally taken in full day increments. However, with the permission of
the Department Head, they may be taken in less than full day increments.
The Department Head determines vacation schedules. While due consideration will be
given to employee requests, operational needs of the department and the Village will take
preference. Seniority may be a factor used by the Department Head in scheduling
vacations.
In the event of termination, separation,or retirement, (except trial employees), vacation
benefits previously accrued which remain unused will be paid to the separating employee.
If an employee leaves with a negative accrual, vacation benefits owed to the Village will
be deducted from the employee's last check.
If an active employee dies, payment for accrued unused vacation will be made to the
deceased employee's beneficiary.
4.3C MANAGEMENT VACATION
In addition to the regular vacation benefit, some executive, administrative, managerial,
professional, and supervisory employees are eligible for the Management vacation
benefit. The following chart identifies the classifications eligible for this benefit and the
amount of their benefit.
Three (3) Management Vacation Days
Village Manager
Assistant Village Manager
Health Services Coordinator
Director Engineering/Community Dev.
Community Services Coordinator
Director of Finance
Fire Chief
Director of Public Works
Police Chief
Village Clerk
Deputy Fire Chief
Utility Superintendent
Deputy Village Clerk
Assistant Director of Finance
Deputy Police Chief
Building/Fleet Superintendent
Street Superintendent
Assistant Director of Engineering
Assistant Director of Community Development
Assistant Director of Community Revitalization
Assistant Director of Information Systems
Two (2) Management Vacation Days
Police Commander
Assistant Fire Chief
Fire Captain
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One (11 Manaeement Vacation Days
Police Sergeant
Records Supervisor
Utility Foreman
Accounting Supervisor
Public Works Foreman
Receivable/Billing Supervisor
Vehicle Maintenance Foreman
Purchasing Agent
Human Resources Officer
4.3D SICK LEAVE
The Village may grant Sick Leave, which is paid leave for the non -service related illness
or injury of an employee. Employees accrue sick leave benefits at the rate of one day for
each month worked up to a maximum of 120 days. This number shall be divided by two
(2) for sworn fire personnel working a fifty-six (56) hour workweek schedule. An
employee will be eligible for sick leave compensation only to the extent that they have
accrued sick leave.
Full time employees become eligible for sick leave accrual and pay immediately upon
being hired. Part-time personnel, who work a regular schedule of less than that of a full
time position, shall become eligible for a prorated sick leave benefit following twelve
(12) consecutive months of service.
Sick leave will be granted to an employee who is unable to report for work due to a non -
work related illness or injury, which physically prevents the employee from effectively
performing their job. Sick leave will not be granted or paid for employees who are
unable to work due to an occupational illness or injury or an injury or illness caused by an
outside employment activity. The Department Head reserves the right to require
employees to provide written, acceptable medical certification, signed by a licensed
physician.The written documentation must state that the employee was unable to work on
the days absent, that they were seen and treated by the attending physician, and that they
are able to return to work on a specific date. While such documentation is normally
required if the employee has missed three (3) or more consecutive workdays, it may be
required of employees who are suspected of abusing the sick leave privilege.
As a mutual protection for the employee and the Village, the Department Head with the
approval of the Village Manager, may require an employee to submit to a physical exam
by a designated physician when, in the Department Head's opinion, there is reason to
believe that the employee cannot perform the essential functions of the job. The
employee may be required to conform to the physician's recommendation(s) as a
condition of continued employment. If the physician's report states that the employee is
unfit to perform the essential duties of their job because of their physical condition, the
employee may be placed on a temporary off-duty related disability. The Village will
normally pay for exams of this type.
To be eligible for sick leave compensation for a non -work related illness or injury, the
employee must notify their immediate supervisor of what illness or injury prevents them
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from reporting to work a minimum of one-half hour prior to the beginning of their normal
work time. Failure to provide this advance notice or failure to provide any notice at all
may result in the sick leave compensation being denied. Such notice shall include the
general nature of the injury or illness, when they will be able to return to work, and the
location at which that the employee is recovering. The Village retains the right to contact
the employee at the location provided anytime during the employee's regular scheduled
workday. Such contact may be made at the discretion of the Department Head.
Employees must work the scheduled day before and the scheduled day after any
scheduled vacation or holiday . Employees who are absent any of those days due to
claimed illness or injury shall not be eligible for sick leave compensation for the absences
unless the Department Head approves the absences.
Other uses of the sick leave privilege include any form of preventative exam or treatment
which requires the employee to take time off during normal work time to see their doctor,
receive hospital or clinical services, dental care, or other similar medical services. Such
use must be requested and approved prior to the requested day of absence.
Sick leave pay shall not be considered a right which an employee may use at their own
discretion, but is a privilege approved by management when the employee is suffering
from a non -work related or outside work related illness or injury.
Part-time employees are eligible to accrue and use sick leave benefits on a pro -rated basis
without the year of service or fifty percent of full time hour's criteria. Part-time
employees are not eligible for any other leaves of absence.
IMRF CREDITABLE SERVICE DAYS
Employees that are covered under the Illinois Municipal Retirement Fund (IMRF) are
eligible to receive a maximum of six (6) months additional creditable service with IMRF
for unused,unpaid sick leave upon retirement. Creditable Service Days are accrued at the
rate of one day for each month of service after the employee accumulates 120 Sick Leave
Days, to a maximum 120 Creditable Service Days. Creditable Service Days can only be
applied toward additional IMRF creditable service. These days will not be used towards
paid sick leave.
4.3E BEREAVEMENT LEAVE
Full time employees may be eligible for paid Emergency Leave in the
event of a death or serious illness, and/or injury in the employees immediate family. The
initial days of absence, up to three (3) days, used for the Bereavement portion of
Emergency Leave shall not reduce Sick Leave accruals.
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The immediate family is defined as:
Spouse
Brother
Parent
Child
Parent -in-law
Grandchild
Brother or Sister-in-law
Sister
Grandparents
Son or Daughter-in-law
Grandparents of Current Spouse
no matter where they live, and any other relative living in the employee's household.
An employee, with the approval of their Department Head, may be authorized to use up
to 7.5 or 8 hours of sick time to attend a funeral not covered by this policy.
4.3F EMERGENCY LEAVE
In cases where an employee experiences a serious illness or injury to a member of their
immediate family as defined in the Bereavement Section, the employee will be eligible
for Emergency Leave time if one or more of the following circumstances exists.
Examples of reasons for Emergency Leave:
The employee is required to provide health care to that immediate family
member.
2. The employee requires a short time away from work to recover
from emotional stress caused directly from a death or serious illness
or injury to an immediate family member.
3. The employee is required to take an immediate family member to a medical
facility for care and/or treatment. This includes being present during and
immediately after initial care or treatment for a serious medical problem.
Emergency Leave time shall reduce accrued sick time totals.
If it is determined by a Department Head that an employee is eligible for Emergency
Leave, up to three (3) days may be granted for that purpose. The Village Manager may
extend this time limit.
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4.3G FAMILY AND MEDICAL LEAVE
The Village will comply with the provisions of the Family and Medical Leave Act.
4.3H MILITARY LEAVE
Full time employees, who leave active employment with the Village for the purpose of
entering the Armed Forces or Coast Guard either by enlistment, draft, or recall, will be
granted a Leave of Absence as required by law.
Upon expiration of the Leave of Absence, an employee will be restored to their former
position, status and pay, unless the circumstances of the Village have so changed as to
make it impossible or unreasonable to do so.
Conditions for Reinstatement:
1. Application for reinstatement is made within ninety (90) days after discharge
from service.
2. The employee presents certification at time of re-application
showing satisfactory completion of service.
3. The employee's period of service does not exceed four (4) years
of service, plus one (1) year service due to extension of
service at the convenience of the Federal Government.
RESERVE DUTY
The Village now allows up to fourteen (14) calendar days of leave for the purpose of
fulfilling Military Reserve Time. These fourteen days may include summer training duty
or special weekend training. If additional time is needed, an employee must use vacation
or floating holiday time for such absences.
The employee will receive full pay during this period(s) of absence, which will be
computed as the difference between full pay less any payment received from the
Government.
Prior written approval by the Department Head is required. Notice of training or reserve
time from the Federal Government must accompany such request.
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4.3I NECESSARY TIME OFF TO VOTE
If an employee finds that due to circumstances beyond their control, they cannot reach
their assigned polling place either before or after scheduled work hours, they will be
permitted to be absent from work for a period not to exceed two hours. The time that an
employee will be permitted to leave the workstation shall be determined by the
Department Head based on operational requirements.
The time the employee is away from the workstation for purposes of voting shall only be
used to vote in the election. Such time as the employee is absent from work shall not be
eligible for normal compensation. The time shall be recorded as authorized time away
from work,(without compensation) and it shall not be used in the calculation of overtime
eligibility and compensation.
4.3J JURY DUTY LEAVE
Employees who are required to serve on a jury and would otherwise have been
actively at work are eligible to receive full pay for work time missed in this service. Such
payment is made provided the employee provides advance notice to their supervisor. Fees
associated with this service may also be retained by the employee. If an employee is
excused from jury service for any day or days during their required period, they are
expected to report for work as usual.
4.3K WITNESS LEAVE
Occasionally, employees may be subpoenaed to be a witness in a formal legal procedure
unrelated to normal Village work activities. If so required, and such appearance is not in
the employee's self-interest such as being a plaintiff or as a defendant, the employee may
be eligible to receive full pay for such time including any fees they receive as a result of
their appearance. Advance notice to their supervisor is required for approval. An
employee is expected to return to work as soon as is possible following such appearance.
Witness appearances as a direct result of work activities shall be considered normal work
assignments.
4.3L NEW BORN INFANT/ADOPTION LEAVE
An employee who is the parent of a newly born or adopted infant is eligible to receive up
to three (3) days of leave which shall reduce an employees sick leave accrual.
Use will be permitted on the date the baby is born, the date the baby is brought home, and
the day after the baby is brought home provided these days are normal workdays.
This leave may not be used when sick leave or family leave is used.
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4.3M ADMINISTRATIVE LEAVE
In the case of non -unionized Executive, Administrative, Managerial, Supervisory, or
Professional personnel, it is implicit in the nature of their positions, that time beyond
normal work schedules may be required. As a means to recognize responsible, dedicated
service, these employees may be eligible for leave under this provision as recommended
by their Department Head and approved by the Village Manager in advance of taking this
time.It will be entirely at the Village Manager's discretion and should not be considered
as compensatory time.
UN PERSONAL UNPAID LEAVE TIME
An employee, who has suffered a non -work related illness or injury and who exhausts all
accrued benefits, (sick leave, holidays, and vacation), may be placed on a personal unpaid
leave of absence with the approval of the Village Manager. If the employee is permitted
such leave, the Village Manager shall set the time period based on the circumstances in
the specific case. Benefits will not accrue during such unpaid leave and in no case shall
the leave be extended beyond one year. An employee on unpaid leave will be permitted
to continue their coverage under the group health and group life plans at their own cost.
Although'the Village does not guarantee the employee's reinstatement to their original
position, the Village will permit the employee to resume their original status if the
position is still in existence and vacant. If the position no longer exists, or is filled, the
Village will make an active effort to place the employee in a comparable position if one
is available. If not placed, the employee status will be considered a resignation.
If the employee is certified as permanently disabled as a result of the non -work related
illness or injury, the employee will be terminated effective on the date of such decision by
the Village Manager.
Requests for unpaid leave shall be in writing to an employee's supervisor and shall
include a specified period for the leave and any appropriate documentation available.
(Doctor's statements and admission acceptance letters are examples of acceptable
documentation.)
The Village Manager, upon the recommendation of the Department Head, may approve
or disapprove such request on the basis of operational requirements of the department,
availability of temporary substitute employees, the performance and attendance record of
the requesting employee, and the reason for the request.
Employees requesting such a leave must understand that there is no guarantee of
reinstatement to any position in the Village upon completion of the leave.
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4.30 REQUIREMENT TO PROVIDE WRITTEN REQUESTS FOR LEAVES
OF ABSENCE PRIOR TO HAVING THE LEAVE APPROVED.
For any type of leave, requests and approvals must be submitted in writing and must
come well in advance of requested leave time.
There may be instances when due to unusual circumstances such requests and approvals
may not come in written form. In such cases verbal requests and approvals will be
reduced to writing as soon as is practicable.
4AA MEDICAL AND DENTAL BENEFITS
One of the most valuable benefits provided by the Village to its employees is the choice
to participate in the Village Health Care Program which consists of Medical and Dental
benefits.
Each eligible employee has the opportunity to make a number of choices about Medical
and Dental care. They may choose to participate or not to participate. They may choose
between two plans for Medical and Dental coverage. They may choose one of three
levels of participation.
Eligibifily
Active full time employees.
Active part-time employees provided they have at least fifteen (15) years of service and
work at least thirty (30) hours per week.
Retirees provided they are eligible for a regular, disability, or deferred pension (in the
case of sworn personnel) regular or disability pension for IMRF participants. Retirees
must sign up for coverage prior to their last work day.
Spouses and eligible dependents of deceased active employees in accordance with
applicable Federal Laws.
Spouses and eligible dependents of deceased retirees in accordance with applicable Laws.
Eligibility in Village sponsored health care plans is'discontinued upon eligibility for
Federally sponsored health care benefits. A supplementary program is available.
Cost
All active employee health care plan participants are required to contribute fifteen (15)
percent of current monthly health care premiums. The Village contributes the remaining
eighty-five (85) percent. The employees percentages for their contributions may be
increased or decreased by the Village depending upon the circumstances.
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All other participants are required to contribute one hundred (100) or one hundred two
(102) percent of required monthly premiums, or an amount designated by the Village
Board.
Onen Enrollment
All health care plan participants with the exception of those participating under the
provisions of COBRA may participate in the annual open enrollment process.
All health care plan changes outside the open enrollment process are subject to and based
upon qualifying family status changes.
4.411 LIFE INSURANCE
The Village provides all eligible employees with a term life insurance policy in an
amount equal to one (1) times the employee's annual salary at no cost to the employee.
Additional Life Insurance may be purchased by employees.
Retirees who are eligible for health care program participation are also eligible for
participation in the life insurance program in an amount of $5,000.
Part-time employees are: ineligible; for participation.
4AC COST CONTAINMENT RELATING TO HEALTH CARE BENEFITS
The Village reserves the right to institute cost containment measures relative to insurance
coverage while providing the same or reasonably similar basic levels of benefits for all
employees. On an annual basis, the village sets the monthly premium levels upon which
the current 85% Village contribution and the current 15% employee contribution are
based. Establishing deductibles and co -payment levels also fall within the jurisdiction of
the Village and may be changed from time to time.
4.41) TRAVEL RELATED BENEFITS
Employees are compensated for business travel related expenses in accordance with the
most current Resolution on this subject.
4.4E UNIFORM BENEFITS
Where necessary, the Village will provide uniforms for employees. Employees are
responsible for the condition of the uniforms and shall maintain them in a reasonable
fashion. Uniforms shall be worn only during working hours.
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4AF WORKER'S COMPENSATION BENEFITS
The Village and all Village employees operate under and are subject to the Illinois
Worker's Compensation Act and the Illinois Occupational Diseases Act.
It is Village policy to provide a safe and healthful work environment.
Employees are required to perform their jobs in a safe and attentive manner.
Notwithstanding the above requirements, employees may occasionally suffer an accident,
injury, or illness arising out of or in the course of employment. In such cases, the Village
will normally provide and pay for all necessary first aid and any reasonable medical
services normally required as a result of the injury or illness.
In accordance with the aforementioned laws, employees may elect to secure their own
medical treatment for an injury or illness arising out of or in the course of employment
with the cost for such services normally paid by the Village.
REPORTING REQUIREMENT
An employee who is injured or becomes ill as a direct result of their work must report the
injury or illness to their supervisor immediately, unless physically able to do so.
The supervisor is required to complete the "Supervisor's Investigation Report" form and
submit it to the Finance Department immediately for insurance and recording purposes.
The report must be complete.
If the report cannot be submitted to the Finance Department that same day, the Supervisor
is required to verbally notify his Department Head and the Finance Department that the
incident has occurred. The report must then be completed and submitted within twenty-
four (24) hours.
COMPENSATION FOR A JOB RELATED DISABILITY
If an employee incurs a disabling injury or illness arising out of or in the course of
employment, an employee will normally be compensated in the following manner.
If the certified disability period for the injury or illness is for three (3) workdays or less,
the employee will generally receive full pay for time lost.
If the certified disability period for the injury or illness persists beyond three (3) work
days, the statutorily required compensation benefit of two-thirds (2/3) pay will be
supplemented by the Village with one-third (1/3) pay to provide full pay to an employee
for a period not to exceed one (1) year.
G,
To be eligible for the supplemental benefit, and to be eligible for the continuation of or
accrual of any benefits provided by the Village during the disability period, an employee
may voluntarily sign a letter of agreement with the Village certifying the following:
That the employee agrees to endorse over to the Village, any injury or illness benefit
checks (other than those derived from privately paid insurance policies or other non -
Village related services) received by the employee during the period of temporary
disability.
The employee agrees to submit to any medical authorities chosen by the Village to
obtain a medical opinion(s), (at Village expense), if it is determined by the Village
that a medical opinion(s) is required; and
That the employee agrees to make every effort to return to work (regular or light
duty) as quickly as is practical to do so.
At no time does an employee forfeit the right to select medical authorities or facilities for
obtaining diagnosis or treatment as provided by State Statute.
If an employee elects not to sign the letter of agreement, or fails to abide by that signed
agreement, the employee shall be entitled only to the compensation established by the
State Statutes, namely two-thirds of base wages. The employee shall also forfeit any
supplemental pay, and will cease to accrue any benefits provided by the Village. The
employee must pay 100% of all costs associated with Village Group Benefit Plans, if
such coverage is desired.
The employee shall return any supplemental pay provided to an employee, who
subsequently refuses to comply with the voluntary agreement, to the Village in full.
The one-third supplemental benefit will continue (provided the employee abides by the
written agreement) for a period not to exceed one (1) year.
ACCRUAL OF BENEFITS AND ELIGIBILITY FOR GROUP BENEFITS
Disabled employees who voluntarily sign the letter of agreement cited above would also
normally be. eligible to accrue benefits (vacation, sick leave, floating holidays, etc.)
generally accrued by active employees. They will also be eligible to participate in Group
Benefit Plans (Medical, Dental, and Life Insurance) at the same rate in which they
participated as an active employee.
Disabled employees who voluntarily sign the letter of agreement and who exhaust the one
(1) calendar year of supplemental benefits and who are still unable to return to work, will
have their benefit reduced to the statutorily required two-thirds benefit. Additionally,
upon exhausting the supplemental benefit, they will no longer accrue the other benefits,
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(vacation, sick leave, floating holidays, etc.) which were accrued during the one-year full
pay period.
Disabled employees who choose not to voluntarily sign the letter of agreement cited
above, will be ineligible to accrue benefits (vacation, sick leave, floating holidays, etc.)
normally accrued by active employees. These disabled employees will also be required
to pay 100% of all costs associated with Group Benefit, Plans.
UTILIZATION OF ACCRUED BENEFITS
Upon Return to Work
An employee who is disabled as a result of an injury or illness arising out of, or in the
course of, employment, who has continued to accrue benefits (vacation and holidays)
may or may not, upon their return to work, have an opportunity to utilize those benefits in
the current calendar year.
When the injured employee returns to work, that employee shall meet with their
supervisor to determine if there is sufficient time remaining in the calendar year to utilize
these benefits considering the work load of the department. If sufficient time remains in
the calendar year to schedule these days, and the needs of the department are such that
they can be scheduled, they shall be scheduled.
If insufficient time remains in the calendar year to schedule these days, or the needs of the
department are such that the scheduling of these days are impractical, the employee will
be allowed to carry over such days into the following year. No further carryover will be
allowed. Fixed holidays celebrated during the employee's absence from work will not be
re -scheduled nor carried over.
IF UNABLE TO RETURN TO WORK
If, as the result of the work related illness or injury, it is determined that an employee is
disabled to the extent that the employee cannot return to work, the employee so affected
shall have payment for accrued vacation and floating holidays upon separation. No
compensation will be given for fixed holidays celebrated while the employee was off.
Compensation shall be at a rate equal to the employee's rate of pay in effect on their last
day worked prior to the injury or illness.
SUPPLEMENTAL USE OF ACCRUED VACATION AND FLOATING
HOLIDAY BENEFITS
Employees who are disabled as a result of a work related injury or illness, and who have
exhausted the one-third supplemental pay benefit as stated above, and who have accrued
benefits in accordance with this policy, will be allowed to use accrued vacation and
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floating holiday benefits immediately following the exhaustion of the one-third
supplemental pay benefit. Use shall be consecutive and shall be at a rate of one day used
for each day off.
Following the exhaustion of these benefits, the two-thirds statutory compensation will
begin. Such use of the accrued vacation and floating holiday shall be consecutive. Sick
leave benefits may not be used at this time.
Payment for Group Benefit Plans while using accrued benefits will be provided at the
same level as was provided during the period of active employment or during the period
of use of supplemental pay benefits. When the employee reverts to two-thirds pay, the
employee will be responsible for 100% of all required payments for Benefit Plans.
WORKER SHORTAGE
When a department experiences a worker shortage due to a work related injury(s), and
when it can be shown that such absence will continue for a period of time in excess of
thirty (30) calendar days, a department may replace the ill or injured employee with a
temporary substitute.
Although the Village does not guarantee the employee's reinstatement to their original
position, the Village will permit employees, who have been absent from work due to a
work related illness or injury, to resume their job duties if the position they absented
themselves from is still in existence and if it otherwise makes sound management sense
to do so. If the position no longer exists, they will be laid off in accordance with the
appropriate layoff provisions.
LIGHT DUTY STATUS
It is in the best interest of the employees and the Village to have employees who have
been injured or who become ill as a result of a work related incident, return to work as
soon as they are physically able. Therefore, following a work related illness or injury, an
employee who is determined to be capable of working at some level and capacity may be
assigned such work as may be beneficial to the employee and the Village.
The Department Head shall review each case on an individual basis and shall determine if
the employee's health status and department work environment are such that the injured
or ill employee could fill a Light Duty Work Status.
The Department Head shall consult with the employee and the appropriate
medical/professional person as may be appropriate. After carefully reviewing the
circumstances of each case, the Department Head shall make a recommendation to the
Village Manager indicating whether the employee should be classified in a Light Duty
Status position. if Light Duty is recommended by the Department Head, such
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recommendation must include a written medical opinion from a qualified physician
stating the employee is able to return to work in a Light Duty Status. Based on the
doctors written statement, the Department Head shall identify the duties that could be
performed by the employee, as well as the recommended length of the Light Duty Work
status.
The Village Manager shall review each case and shall decide if the Light Duty
assignment will be authorized. The employee may be directed by the Village Manager to
any medical authority (at Village expense) for a medical examination when it is
considered appropriate.
The Village Manager shall establish the terns and conditions, as well as the duration of
the Light Duty assignment, based upon the circumstances of each specific case. Upon
receiving authorization to place the employee on a Light Duty assignment, the
Department Head shall immediately advise the employee and direct the employee to
report for the assignment.
An employee assigned to a Light Duty assignment will be paid at a rate equal to that of
their regular rate of pay.
4AG DEFERRED COMPENSATION PROGRAM
The Village will permit all permanent full time and permanent part time employees to
participate in the Deferred Compensation Program as prescribed within the terms and
conditions of the plan in effect. The Deferred Compensation Program will provide
participating employees with the ability to start a supplemental retirement plan.
4AH SERVICE AWARD PROGRAM
Employees completing five, ten, fifteen, twenty, twenty-five, thirty, and thirty-five years
of service and those that retire with at least 15 years of service shall receive awards in
recognition of that length of faithful, continuous service.
4.5A PAYROLL PERIODS
The payroll period is now two weeks in duration. Paychecks will be distributed on the
appropriate payday, except when the payday is an official holiday. In such cases, the
paychecks will be distributed the day before the holiday. For purposes of calculating
employee's paychecks, the following policy will be followed:
(A) Sworn personnel and personnel who work variable shifts shall have
their salaries computed in accordance with their labor agreement if
applicable.
(B) General personnel who are paid a base salary shall have their pay
computed based on their annual salary.
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(C) Hourly employees shall be paid on the basis of the hours that are
actually worked during the pay period.
4.513 PAYROLL ADVANCES
If a payday will fall during an employee's vacation or while attending a job-related
function out of town, the employee, through their Department Head, may request the
Finance Department to mail his/her paycheck directly to his/her personal bank. To take
advantage of this section, the request must received by Finance a minimum of five (5)
calendar days before the payday. The request shall include identification and address of
the bank and a completed deposit slip.
4.6 RETIREMENT AND PENSION
All employees shall participate in a retirement program governed by the policies and
benefits as prescribed by the various retirement and pension programs. Both the Village
and the employee shall contribute an amount prescribed by policy or statute. The current
retirement programs and the eligible participants are:
A. ILLINOIS MUNICIPAL RETIREMENT FUND — Persons (except sworn Police
and Fire personnel) employed on jobs that normally require one thousand (1000)
or more hours per year, who are less than age sixty (60) when first employed,
must participate. This Statewide plan was created by Illinois Law and is governed
by a seven (7) member Board of Trustees, elected by participating municipalities
and participating employees.
B. POLICE PENSION FUND - All sworn Police Personnel are eligible to
participate in the pension fund. Within three (3) months after being appointed to
the sworn position, the Police Officer must make a written application to the
Police Pension Board if they wish to participate. The Police Pension Board will
make a decision to accept or reject the application based on the criteria provided
in the State Statute.
C. FIREFIGHTERS' PENSION FUND - All sworn Fire personnel must make a
written application to the Fire Pension Board within three (3) months if they wish
to participate. The Fire Pension Board will make a decision to accept or reject the
application based on the criteria provided in the State Statute.
D. SOCIAL SECURITY/ FICA - All employees, except ineligible Sworn
Fire and Police personnel, must participate.
E. MEDICARE — All general employees and Fire and Police personnel hired after
Apr -it 1486, participate in Medicare.
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SECTION 4.7 - DIRECT DEPOSIT OF PAYCHECKS
The opportunity to electronically deposit paychecks is now provided to all employees
provided they properly complete all required forms and submit them to the Finance
Department.
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Leaving Village Employment
Employees leave service with the Village in many ways, the most common being
resignation and retirement.
5.1 A RETIREMENT
The mandatory retirement age for all employees is now seventy (70) years of age. One
(1) year extensions may be requested annually by an employee. The approval of the
Village Manager, upon recommendation of the Department Head, is necessary in order
for the employee to continue working for the Village beyond age seventy (70). His/her
decision shall be based on the mental alertness and physical ability of the employee to
perform his/her essential duties as indicated by work record, doctor's examination and
other pertinent evidence.
Social Security and/or the Illinois Municipal Retirement Fund cover all employees,
except sworn Fire and Police personnel. Illinois Law created IMRF. To be eligible to
receive IMRF retirement pension, an employee must be at least fifty-five (55) years old,
and have at least either (8) years of service under IMRF. Length of service and average
earnings determines the amount of the pension.
Sworn Police personnel, who have creditable service of twenty (20) years or more and
have reached age fifty (50), and who are no longer in the service as a Police Officer, are
now entitled to a minimum yearly pension equal to one half of the salary attached to the
rank he/she held on the date of retirement, payable from the Police Pension Fund of the
Village.
Sworn Fire personnel, age fifty (50) or more, who have creditable service of twenty (20)
years or more and are no longer in service as a Firefighter, are now eligible to receive
from the Firefighter's Pension Fund, a minimum monthly pension of one half the
monthly salary attached to the rank held by him/her in the fire service at the date of
his/her retirement.
For more detailed information on pension benefits, employees are encouraged to contact
the Human Resources Officer, Director of Finance, or members of their respective
Pension Boards.
5.1B RESIGNATION
Employees shall submit a written letter of resignation or retirement stating the reasons
and the effective date of their action to their Department Head and the Fire and Police
Commission if applicable. Such written notice shall be provided at the discretion of the
employee and dictates of common courtesy.
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During the notice period, unused benefit days (vacation and floating holidays) may not be
used except that if notice is given in excess of four (4) weeks (twenty working days).
Earned benefit days may be used during this notice period.
The Department Head shall route the notice of resignation to the Village Manager's office
and it shall become a part of the employee's personnel file.
The Village Manager retains the sole right to rescind any notice of resignation.
Failure to provide proper notice will result in the employee's personnel record to indicate
that the employee did not leave in good standing, and that any eligibility for re -hire will
be forfeited.
SECTION 5.2 DISPOSITION OF THE FINAL PAYCHECK
The final paycheck will normally be available to be picked up in the Human Resources
Office (or mailed if so requested) on the next regular payday covering the period that
includes the employee's last day worked.
Prior to distribution of the final check, the employee will be responsible to return to the
Village all Village property including uniforms, keys, tools, and Village documents
including their copy of the Personnel Rules and Regulations. Failure to return any items
will result in a deduction from the employee's last check in an amount equal to the
reasonable costs associated with unretumed items.
A separation checklist will be maintained in the Department and in the Human Resources
office.
SECTION 5.3 EXIT INTERVIEW
In addition to the normal exit interview forms completed by the employee at the time of
sign out with the Village, each employee should be provided with the opportunity to meet
with the Personnel Committee of the Board of Trustees.
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SECTION 6.1 POLICE OFFICERS LAW ENFORCEMENT
RESPONSIBILITIES ON AND OFF DUTY
An Elk Grove Village Police Officer shall be considered to have full authority of a law
enforcement officer, as prescribed by State Statutes and Village Ordinances on a twenty-
four (24) hour continuous basis, as defined and restricted by this section of the Personnel
Rules and Regulations. A Police Officer's authority shall be determined based on his/her
status of either On -Duty or Off -Duty.
A. ON -DUTY LAW ENFORCEMENT RESPONSIBILITIES:
It is the duty and responsibility of every Elk Grove Village
police officer who is on duty to enforce the laws enacted
by the State of Illinois, as well as, all of the Village ordinances
and all other duties as defined in the Police Department's
Policies, Procedures and Regulations Manual. Such Police
authority shall only be exercised in a reasonable and prudent
manner and be consistent with established police practices as
follows:
(a) within the corporate limits of Village of Elk Grove
Village for the enforcement of State laws and
Village ordinances;
(b) within the State of Illinois for the enforcement of
State laws as provided by State statutes.
2. In no event, and under no circumstances, is an Elk Grove
Village Police Officer authorized to perform law enforcement
duties outside the boundaries of the State of Illinois, unless he/she
is so authorized by the Chief of Police.
B. OFF-DUTY ENFORCEMENT RESPONSIBILITIES
An off-duty Elk Grove Village Police Officer who
witnesses an event or situation within the corporate
limits of Elk Grove Village, or within the State of
Illinois, which left unattended, could reasonably result
in death or serious bodily injury or the loss and/or
destruction of property shall immediately come under the
direction and control of the Elk Grove Village Police
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Department. In such situations the Police Officer
shall be considered on duty.
2. The Police Officer shall have all the authority as
provided by Village Ordinance and State Statute
and shall be answerable for any and all actions that
he/she shall be required to react to during such an event or
situation.
The Elk Grove Village Police Officer shall have the duty
and responsibility and be required to react to an event
or situation when he/she is off-duty at all times when within the
corporate limits of Elk Grove Village or within the State of Illinois,
except:
(a) when he/she is in a mental or physical state which
would prevent or interfere with the prudent
functioning of a Police Officer in the performance
of his/her Police duties consistent with established
police practices, and
(b) when such action would be imprudent or
unnecessarily increase the risk of bodily injury
or death to the Police Officer or others.
4. The Police Officer who is off-duty and required to react
to an event or situation shall be provided with all of the liability
coverage (including Workers Compensation) that is provided by
the Village for on -duty personnel.
5. Any events or situations which would faltunder this Section,
but which occur outside the State of Illinois
are specifically excluded and the off-duty Police Officer
shall not have any responsibility to take any type of
Police action.
C. LAW ENFORCEMENT TYPE WORK PERFORMED AS AN
APPROVED OUTSIDE EMPLOYMENT JOB
An off-duty Police Officer who is performing law
enforcement type work for an outside employer who has
entered into a contractual arrangement with the Village
shall be considered to be on duty. The Police Officer
shall have full law enforcement authority and shall be
compensated by the Village. Contractual arrangements
for law enforcement type work shall be executed by the
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Village Manager only with the parties who are located within
the Village corporate limits. The contractual
arrangements shall be defined and administered by the
Village Manager.
2. Elk Grove Village Police Officers are prohibited from
engaging in any outside employment which involves
performing law enforcement type work (including
security work) with an outside employer who has not
entered into a contractual agreement with the Village.
D. NON -LAW ENFORCEMENT TYPE WORK PERFORMED AS AN
APPROVED OUTSIDE EMPLOYMENT JOB.
1. An off-duty Police Officer performing an approved
outside employment job, which consists of non -law
enforcement type work shall have the same law
enforcement responsibilities and authority.
2. Any action or consequence of any work or action,
performed by an off-duty Police Officer while
performing an approved non -law enforcement outside
employment activity which does not fall under this
section shall be the responsibility of the employee
and his/her outside employer. In such a situation the
Village will not be liable for the employee and the
employee will be considered to have no relationship with
the Village.
SECTION 6.2 FIRE OFFICER'S RESPONSIBILITIES WHILE ON/OFF DUTY
For the purpose of this section the term Fire Officer shall mean all sworn personnel of the
Elk Grove Village Fire Department.
An Elk Grove Village Fire Officer shall be considered to have full authority of a
Fire Officer, as prescribed by State Statute and Village Ordinance on a twenty-four (24)
hour continuous basis, as defined and restricted by this section of the Personnel Rules and
Regulations manual. A Fire Officer's authority shall be determined based on his/her
status of either on -duty or off-duty.
A. ON -DUTY FIRE OFFICER'S RESPONSIBILITIES:
It is the duty and responsibility of every Elk Grove Village
Fire Officer, who is on duty, to enforce the laws enacted
by the State of Illinois, as well as all of the Village
ordinances and all other duties as defined in the Fire
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Department's Policies, Procedures and Regulations. Such
authority shall only be exercised in a reasonable and
prudent manner consistent with established Fire
Department practices:
a. within the corporate limits of the Village of Elk
Grove Village;
b. within the State of Illinois for the preservation of
life and property.
2. In no event and under no circumstances is an Elk Grove
Village Fire Officer authorized to perform fire suppression
duties outside of the boundaries of the State of Illinois
unless so authorized by the Fire Chief.
B. OFF DUTY FIRE OFFICER'S RESPONSIBILITIES
An off-duty Elk Grove Village Fire Officer who witnesses
an event or situation within the corporate limits of Elk Grove
Village or within the State of Illinois, which if left
unattended, could reasonably result in death or serious bodily
injury or the loss and/or destruction of property, shall
immediately come under the direction and control of the Elk
Grove Village Fire Department. In such situations, the Fire
Officer shall be considered on -duty, and shall be required to
react to such an event or situation.
2. The Fire Officer shall have all the authority as provided by
Village ordinances and State Statutes and shall be answerable
for any and all actions taken in reacting to the event or situation.
3. The Elk Grove Village Fire Officer shall have the duty and
responsibility and be required to react to an event or situation
when off-duty at all times when within the corporate limits of Elk
Grove Village or within the State of Illinois except:
a. when in a mental or physical state which would
prevent or interfere with the normal functioning of a
Fire Officer in the performance of duties consistent
with established Fire Department practices; and
b. when such action would be imprudent or unnecessarily
increase the risk of bodily injury or death to the Fire
Officer or others.
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4. The Fire Officer who is off-duty and required to react to an event
or situation, shall be provided with all of the liability coverage
(including Worker's Compensation)that is provided by the Village
for on -duty Fire Personnel.
5. Any event or situation which would fall under this Section,
but which occurs outside the State of Illinois, is specifically
excluded and the off-duty Fire Officer shall not have any duty,
nor responsibility, to take any type of action.
C. NON -FIRE DEPARTMENT TYPE WORK PERFORMED AS AN
APPROVED OUTSIDE EMPLOYMENT JOB
An off-duty Fire Officer performing an approved outside
employment job, which consists of non -Fire Department type work
shall have the same responsibilities and authority.
2. Any action or consequence of any work or action performed
by an off-duty Fire Officer while performing an approved
outside employment activity which does not fall under
this section shall be the responsibility of the employee
and/or his/her outside employer. In such a situation, the
Village will not be liable for the employee and the employee
will be considered to have no relationship to the Village.
SECTION 6.3 - SOLICITATION PROHIBITED
Solicitation may be defined in a number of ways. First, the distribution of literature
(including catalogs) for personal reasons, such as selling products or services, the selling
of tickets, chances, magazines or other merchandise for personal or personally related
organizations for profit or non-profit reasons is strictly prohibited on Village property,
and during employees' normal work times unless approved by the Village Manager.
Solicitation may also encompass contacting Village citizens or members of the business
community asking for funds, property, or services. If Village employees elect to
participate in such activities; they are prohibited from using their position as a Village
employee either directly or indirectly to influence a person's or business generosity.
Additionally, such solicitation may not be done as part of an employee's regular work
activity or on Village time.
SECTION 6.4 POLITICAL ACTIVITY
To serve the best interests of the employee, taxpayers, and Village government, it is the
policy of Elk Grove Village to restrict certain types of political activity without infringing
upon the employee's right to exercise their suffrage as citizens. The purpose is to
safeguard the employee from political pressure to support financially or otherwise any
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political party or person. Another important reason is to safeguard the interest of the
public who all municipal employees must serve without political bias and without regard
to their political opinions or affiliations.
This policy has been developed not to restrict one's constitutional rights but to dramatize
and protect the neutrality of public service personnel.
A. Therefore, employees are prohibited from:
Using their official authority or influence for the purpose of interfering
with or affecting the result of an election or a nomination for office;
2. Directly or indirectly coercing, attempting to coerce, commanding, or
advising a State or local officer or employee to pay, lend, or contribute
anything of
value to a party, committee organization, agency or person for political
purposes; or
3. Being a candidate for any elective governmental office if, at any time,
political activity involved in being a candidate occurs while the
employee is on duty. Prohibited political activity shall include, but not
limited to, the following:
a. Assembly or construction of campaign material.
Telephone calls to campaign workers or to voters soliciting
votes or calls relating to the campaign in any manner
whatsoever.
c. Discussing issues of the campaign with co-workers except
during authorized lunch or break periods.
d. Writing speeches or preparing agendas for campaign activity.
e. Any similar conduct relating to the employee's campaign
which disrupts the work force or otherwise interferes with the
employee's performance of his or her required duties.
B. On the other hand, employees on their own time shall be permitted to:
1. Express their opinions on political subjects and candidates;
2. Take an active part in political management and political campaigns;
3. Campaign for a candidate in a partisan election by making speeches,
writing on behalf of the candidate, or soliciting voters to support or
oppose a candidate;
4. Attend political rallies or partisan campaign meetings;
5. Transport voters to the polls for their convenience;
6. Make voluntary contributions to a political party or organization.
SECTION 6.5 REIMBURSEMENT FOR LOSS OF PERSONAL ITEMS
The Village of Elk Grove will not reimburse any Village employee in any manner or
form, for any personal objects, possessions or clothing which are lost or damaged, either
while on duty or off duty, as an employee of the Village, unless the employee can prove
liability rests with the Village. Personal objects, possessions and clothes are items
purchased and maintained by the employee and not purchased or maintained by the
Village of Elk Grove. If an employee utilizes personal items in the normal course of their
work activities, written authorization from the employee's Department Head must be
obtained prior to such use.
In order that the employee's request for reimbursement is processed in accordance with
the foregoing policy, all Departments shall use the following procedures:
A. The employee shall submit to his/her Department Head a request for
reimbursement along with a full description of what contributed to the
loss and the extent to which the Village or one of its employees was
liable or responsible for the loss sustained.
B. The appropriate Department Head will review the incident and the
facts and present to the Village Manager a report and recommendation
on disposition of the claim.
C. The Village Manager will review the case and either declare the claim
invalid and so advise the employee, or present it to the Village Board
with a recommendation for reimbursement in part or full.
D. The decision of the Village Board is final and shall be communicated
to the employee by the Village Manager.
SECTION 6.6 USE OF VILLAGE PROPERTY
A. Employees shall observe the rules of telephone courtesy in receiving or
placing calls.
B. Employees are permitted to use Village telephones for personal reasons
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only in cases of absolute necessity. This is a privilege and not a right
and may be withdrawn by the Department Head if abused through
excessive use or if telephoning causes interference with work duties.
C. Toll and extra unit calls for personal reasons may be made only
with the prior approval of the Department Head or his designee and at the
employee's expense.
D. Employees shall discourage persons from telephoning them at work.
E. In using the Village's vehicular equipment, employees must remember that they
are representatives of the Village government and that their conduct in adhering to
the rules of safety and courtesy on the road is a reflection, for good or bad, on the
Village. Thus, it is imperative that such employees abide by these rules and
customs with the highest degree of exactitude. Any fines incurred by an
employee while operating a Village vehicle due to traffic or parking violations
shall be the responsibility of the employee and all fines or monies shall be paid by
the employee.
F. Village vehicles, equipment, supplies, tools, and uniforms shall not be
used for private or unauthorized purposes.
G. Employees shall be responsible for the proper care and use of Village
vehicles, equipment, supplies tools and uniforms, and shall report
accidents, breakdowns or the malfunction of any equipment so
that the repairs may be made.
H. Village owned vehicles may be taken home overnight on an assigned
regular basis only when authorized by the Village President and Board of
Trustees.The Village Manager may authorize the occasional overnight use
of Village owned vehicles when work conditions so warrant. Such
vehicles are to be used only for Village business or duties.
SECTION 6.7 IDENTIFICATION CARDS
Employees whose duties warrant identification as representatives of the Village of
Elk Grove shall be furnished photo identification cards by the Human Resources Officer.
The Department Head shall be responsible for determining which employees require
cards in connection with their assignments and for collecting them upon separation of the
employee from Village service. All costs for identification cards issued to an employee
shall be borne by the Village.
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SECTION 6.8 PERSONAL MAIL
Employees shall not use the addresses of the Village Municipal Buildings or offices for
receipt of personal mail and other deliveries nor shall they use Village postage machines,
stationery, and out -going mail services.
SECTION 6.9 DEPARTMENTAL BULLETIN BOARDS
Each Department is equipped with a bulletin board. The bulletin board is designed as a
communication tool that shall be used to keep all employees advised about useful
information pertaining to various aspects of employment. Only approved items shall be
posted on the departmental bulletin board. Employees may request permission to post
information on the bulletin board. Requests should be submitted to the Department Head
in writing. Each request must be accompanied with a copy of the material that the
employee is requesting be posted. If the material is determined to be germane to
employment with the Village and beneficial to the employee population, the Department
Head may authorize the posting of this material. If authorization is provided, a time
period will be established for the posting.
SECTION 6.10 EMPLOYEE ONLY AREAS
All areas designated as "Employee Only" or "Authorized Personnel Only" shall be
considered off limits to everyone except for authorized individuals. For purposes of this
section, authorized individuals shall include Village employees, Village elected officials
and invited guests who have received authorization from the Department Head or the
Village Manager. In the event that a non -authorized individual enters an "Employee
Only" area, he/she shall be immediately escorted to a public area in a courteous and
helpful manner. Under no circumstances will a non -authorized individual be allowed to
stay in an area so determined and identified as "Employee Only" or "Authorized
Personnel Only."
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