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HomeMy WebLinkAboutRESOLUTION - 75-81 - 12/8/1981 - PERSONNEL RULES & REGS AMENDED 0 RESOLUTION N0, 75-81 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. PASSED this 8th day of December 1981 , APPROVED this 8th day of December 1981 Village Pr 9idt ATTEST: Village Clerk ARTICLE VIII - EMPLOYEE BENEFITS SECTION 8 8.9 SICK LEAVE 8.10 EMERGENCY LEAVE 8.11 OFF-THE-JOB DISABILITY 8.12 ON-THE-JOB DISABILITY 8.13 WORKER'S COMPENSATION UNDER ILLINOIS REVISED STATUTE 8.14 PATERNITY LEAVE 8.15 JURY OR WITNESS DUTY LEAVE 8.16 MILITARY LEAVE 1 ARTICLE IX - DISCIPLINE, RULES AND GRIEVANCE PROCEDURES SECTION 9 9.1 POLITICAL ACTIVITY 9.2 VOTING - GENERAL ELECTIONS 9.3 OUTSIDE EMPLOYMENT 9.4 ACCEPTANCE OF GIFTS 9.5 REIMBURSEMENT FOR LOSS OF PERSONAL ITEMS 9.6 USE OF VILLAGE TELEPHONES 9.7 USE OF VILLAGE EQUIPMENT, SUPPLIES, TOOLS AND UNIFORMS 9.8 EMPLOYEE RELATIVES 9.9 IDENTIFICATION CARDS 9.10 PUNCTUALITY 9.11 LUNCH PERIODS 9.12 SOLICITATION, SELLING, PEDDLING AMONG EMPLOYEES (2) 9.13 PERSONAL MAIL 9.14 CHANGE OF NAME, ADDRESS, MARITAL OR FAMILY STATUS 9.15 ABSENTEEISM AND TARDINESS 9.16 ON-THE-SOB SAFETY 9.17 EMPLOYEE COMMUNICATION PROCEDURE 9.18 SEXUAL HARASSMENT 9.19 DEPARTMENTAL BULLETIN BOARDS 9.20 MISCONDUCT - UNACCEPTABLE .PERFORMANCE 9.21 APPEAL FROM DISCIPLINARY ACTION s November 17, 1981 Personnel Office RECOMENDED REVISION TO THE RULES AND REGULATIONS 3.14 Official Personnel Files The privacy of current and past employees will always be assured by the Village and its representatives. The Personnel 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, medical record, dates, and records of injuries, commendations, reprimands , performance evaluations, wage data, promotions, education and special training received at Village expense, and other related personnel documents. The privacy of employee's personnel files 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 tha' all personnel documents (as defined above) pertaining to their em .loyees are promptly submitted to the Personnel Office. All personnel records will be stored in a file cabinet located in the Personnel Office. All personnel records will he locked up when not in use and during non- working hours. B. Employee Access to Their Personnel File Employees aro permitted to inspect and copy any material which 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. The request shall to forwarded to the Personnel Office and an appoint- ment will be set up with the .Personnel Officer to review the file. The Personnel Office:.- 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 emPioyee 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 personnel file PAGE 7 RECCSSMENDED REVISION TO THE RULES AND REGULATIONS 3.14 (Continued) without authorization from the Village Manager. C. External Disclosure of Personnel Information 1. 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. No other information will be given over the telephone. 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. 2. An employee' s salary information, address and telephone number shall be furnished 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 em,.loyment physicals. C. Performance evaluation and personal references submitted, in confidence. d. Complaints, charges or accusations of misconduct or poor job performance, replies to those complaints , charges or accusations and any other information or materials that may result in disci_:linary action. If disciplinary action is taken, the written decision relating to that action shall no longer be considered confidential_ 4. In the event that a court siibroenas an employee' s personnel records, the subpoena shall be immediately reviewed by the Village Attorney. Upon beiuq advis�(l by the Village Attorney , the Village Manager will authorize the reiease of the appropriate information. PAGE " ?£ - RECO?LMENDED REVISION TO THE RULES AND REGULATIONS 3.14 (Continued) D. Access to an employee's personnel file shall be limited to the employee the Personnel 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 hestoredin the computer. .E. All reference requests for information must be referred to the Personnel Office. The Personnel Officer will release reference data on previous employees in accordance with the provisions of Paragraph C above (External Disclosure of Personnel Information) . AMENDMENT TO ARTICLE VI - INSERVICE PLACEMENT 6.7 Temporary Supervisory Appointment. If a department finds that one of its authorized supervisory positions is vacant and will not be filled for a period longer than thirty (30) days, due to unavoidable circumstances, the Department Head may request authorization from the Village Manager to fill the vacant supervisory position on a temporary basis. This section shall apply to both sworn personnel and general personnel. The temporary appointment will be on a volur-ary basis and 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 and the ability to success- fully carr? out the duties of the vacant supervisory position, the Department Head shall recommend to the Village Manager which employee should be appointed to the temporary supervisory position. The temporary appointment shall be made by the Village Manager. A temporary appointment may be terminated at any time by the Village Manager based upon an appropriate recommendation submitted by the Department Head. 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 an,l/or Police Department Supervisory Appointments , if the Fire and Police Commission is unable to make permanent ,appointments to vacant supervisory po ;itions wiLhiri the six (6) mouth period, the Commission shall advise the Village Manaa.er in a written report. The report shall indicate the reason for the delay PAGE FOUR REC=NIENDED REVISION TO THE RULES AND REGULATIONS 6.7 (Continued) 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. Any such temporary appointment will also be governed by this section. An employee who is temporarily appointed to a vacant supervisory position shall be compensated at a rate of pay 5% higher than his/her pay, in his/her permanent position or advanced to the entrance rate of the vacant position, whichever results in the higher pay. The pay increase shall be effective on the first day of the temporary appointment. At the conclusion of the temporary appointment the employee' s rate of pay shall immediately revert back to the rate of pay assigned to his/her 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 to authority normally associated with the vacant supervisory position. In determining overtime and other fringe benefit eligibilities the employee shall be governed by the Personnel Rules and Regulations as they pertain to the supervisory position that he/she is temporarily filling. 7.1. Stand-By Status . An employee shall be on a Stand-by status if the emplovee is instructed verbally or in writing by itis/her supervioor to be continuously available to report to work during an off-duty period. An employee who is instructed to be on a Stand-by status must be : 1. continuously available to be contacted by the village through either a telephone or electronic signaling device. 2. Must be able to r-^_port to work immediately, but in no event later than thirty minutes of receiving a request from the appropriate village personnel. 3. Must report in a physical condition which allows the efficient performance of the emplovee's job classiEication. An am_.Loyee wiio is pLaced in a Stand-by Status will be eligil)le ler compensation as Eollo:;s: .PAGE ( E RECOD2,1IENDED REVISION TO THE RULES AND REGULATIONS 7.12 (Continued) A. Weekend Stand-by: begins at the completion of the normal scheduled workday on Friday, and ends the following Monday at the start of the scheduled work day. Weekend Stand-by will be compensated at a flat rate of $30.00. S. Scheduled Mid-week Holiday: begins at the completion of the employee's scheduled work day preceeding the scheduled holiday, and ends the following work day when the employee is scheduled to report back to work. A scheduled mid-week holiday will be compensated at $45.00. If an employee is required to report to work during Stand-by, the employee will receive a minimum of one hour' s compensation. Each Department Head shall determine the need for the Stand-by status in the operation of their Department. If the operation of the department requires one or more job classifications to be placed on a Stand-by status on a regular basis, the Department Head must submit the information to the Village Manager for approval. Emergency Stand-by may be authorized by the Department Head, however, such authorization of Stand--by must be subsequently approved by the village Manager. 8.2 Holiday and Holiday Pav (continued). To be eligible for holiday compensation, employees must work the day before and the day after the holiday. Employees who are absent from work the day before and/or the day after the holiday, shall not be eligible for holiday compensation unless absence is approved by the Department Head. If a scheduled holiday should fall during a seminar or training exercise which the employee will be allowed to reschedule the holiday. The seminar or training exercise must be on going during the scheduled holiday and the employee' s attendance must be authorized and paid for by the Village. 3.9 Sick Leave - Tile Vii'_age shall grant sick leave whic!, is paid leave of absence due to non- service connected illness or injury of the employee. PAGE SIX 8.9 (Continued) Sick leave shall be accrued at the rate of one normal workday, as defined, for each month of service. The sick leave shall continue to accumulate up to a maximum of one hundred and twenty (120) days. This number shall be divided by two (2) for Sworn Fire personnel working an average fifty-six (56) hour workweek schedule. An employee shall be eligible for sick leave compensation only to the extent that he/she has accrued sick leave. Full time employees become eligible for sick leave pay immediately upon employment to the extent accrued. Crossing Guards and other part time personnel with twelve (12) months or more of service, who work a regular schedule of less than that of a full time position, shall be eligible for a proration of sick leave. Sick leave will be granted to an employee who is unable to report to work due to non-work related illness or injury which physically prevents him/her from effectively performing his/her job. Paid sick leave will not be provided for employees who are absent due to any occupational sickness, injury or disability occurring as a direct result of outside employment. For purposes of this section, outside employment shall be defined in Section 9.2 of the Rules and Regulations. The Department Head reserves the right to require an employee to produce a medical certification for any nor.-service connected illness or injury which prevents the employee from reporting to work three (3) or more work days.' As a mutual protection for the employee and the Village, the Village Manager may require an employee to submit to a physical examination by a designated physician when, in his opinion, the performance of the employee may have become limited or weakened by virtue of impaired health. This physical shall be at the Village's expense. The Village Manager may require the employee to conform to the physician's recommendations as a condition of continued employment with ':he Village. If the physician' s report indicates that the employee is unfit to perform the duties of his/her job because of aphysical condition, the Village Manager m place the employee on a temporary-off-duty job disability leave as described in Section 8.10. To be considered eliaible for sick leave compensation due to a non-work illness or injury, the emplovee must notify or cause the notification of his/her supervisor by telephone or messenger. Sworn fire and police personnel must notify their supervisor a minimum of one half hour prior to the scheduled work day. when ncti °viny the .=,ir,e rvisor, the employee must indicate what illness and/or injury preventa him/her from reporting to aurk ; when they will be able to return to work; and identi_y the location thLit he/she will be recovering at. The Village retains the richt to contact the employee at the location indicated at any time during the employee' s :;choduled workday. . Such contact shall be made at the discretior. oc the Department !lead. PAGE 5-,EN RECCb44ENDED REVISION TO THE RULES AND REGULATIONS 8.9 (Continued) Employees must work the day before and the day after their scheduled vacation. Employees who are absent from work the day before and/or the day after their scheduled vacation shall not be eligible for sick leave compensation for the absence (s) unless the absence (s) is approved by the Department Head. Another use of sick leave shall include any form of preventative medicine of treatment which requires the employee to take time off during normal working hours to see his/her doctor, receive hospital or clinical services, dental care, or any other similar medical attention. Such usage must be requested and approved prior to leaving the work station. Sick leave pay shall not be considered a right which an employee shall use at his/her discretion, but shall be allowed as a privilege in such cases where the employee is sick or disabled as defined in this section. 8.12 On-the-Job Injuries To replace B. - Second Paragraph To be eligible for full pay during the temporary job-related disability leave, the employee must endorse over to the Village any weekly benefit 'checks (other than those derived from privately paid insurance policies or other non-Village related sources) received by the employee for the above defined period. If the employee elects to keep the weekly benefit check (s) , he/she shall forfeit his/her ability to receive full pay from the Village and no additional monetary compensation will be forthcoming from the Village. 8.10 Emercency Leave Full time employees are eligible for paid emergency leave in the event of death or serious illness , and/or injury in the immediate family. The days (and or hour,) used for emergency leave shall reduce sick leave accumulation by an equal amount. For pur,�oses of this section , immediate family shall include: spouse, child, brother, sister, parent, parent-in-law, grandparents, grandc'nild, brother-in- law, sister-in-law, son-in-law, and daug`.iter-in-law no matter where they live, and any other relative living- in the employae' a ho useiioll. A. In the case where an employee experiences death or a serious illness or injury in his/her immediate family, the employee will be eligible for emergency leave if one or more of the Following circ-amst_-nces exists. PAGE EIG€1T - - RECC:d?IENDED REVISION TO THE RULES AND REGULATIONS Emergency Leave (Continued) 1. The employee is required to provide health care to that immediate family member. 2. 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. 3. The employee requires time away from the job to recover from emotional stress caused directly from a death or serious illness or injury experienced by an immediate family member. Each situation shall be reviewed by the employee' s Department Head. If it is determined that the necessary requirements for emergency leave have been fulfilled, the Department Head may authorize the use of up to a maximum of twenty-four (24) working hours for that purpose. The Village Manager may extend the emergency leave if circumstances warrant. B. In the case where an employee experiences an emergency situation which seriously endangers the life and /or well-being of a member of his/her immediate family, and/or of his property, the Department Head may authorize the use of one emergency day. Examples of where the one day emergency leave would be appropriate would include: life threatening fire at the employee' s home, an immediate family member involved in a life threatening auto accident, or any other emergency situation which would threaten the life or well being of an immediate family member thereby, requiring the employee's immediate attention- Each situation must be reviewed and approved by the employee's Department Head. An employee, upon the approval of his/her Department Head, may be authorized to use up to eight (8) hour's sick leave to attend a funeral not covered by this policy. The Department Head' s anorovai will be based on the department's operational requirements and the job perrormance of the employee. 9.2 Votin general Elections If an finds _".at due to circumstai:ces beyond his/her control , he/she cannot reach the assigned polling place , aithor before or .after scheduled work. hours, he/she will be permitted to be absent from work for a period not to exceed two hours. The time that the emplcyr_e will be permitted to leave the work station shall be uetermined by the Department Head based on operational requirements. PAGE NI.IE RECOMMENDED REVISION TO THE RULES AND REGULATIONS 9.1 (Continued) The time the employee is away from the work station 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 hourly 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. 9.3 Outside Employment 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 apFlies to any form of non-Village activity, whether occassional, 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. 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 emDlovee' 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-Leine. The outside work shall not leave the employee tired, therefore , more subject to injury on his/her Village job. In addition, the outside work must not create a physical drain 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 T_nt�rest. No outside work will be approved if that job places the employee in a compromising position of performing duties or rssponaibiiitic_s that conflict or appear to conflict in ethics or purpose with his/her Village position. 4. Public Pe latio r.s . The publio relations of. outside jobs shall be considered with particular attention to employment that is acceptable in the community. A. Any Villages em>loyee interested in securing outside employment must furnish the Personnel Office with a full disclosure of the outside employm- nt `_ncicdiny- the employer' s name and address , the nature of work to be perform..ed and the hours per week that the employee will engage in outside employment. Outside employment PAGE Ind .RECOM2%1ENDED REVISION TO THE RULES AND REGULATIONS 9.3 (Continued) request forms are available in the Personnel Office. All outside employment requests must be submitted and approved prior to the employee engaging in the outside employment. Information submitted-on the forms will be subject to verification by the outside employer. B. 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 circum- stances. C. If an employee suffers an injury during or resulting from an outside employment activity, the Village will not be responsible for any Workmen's Compensation benefits. Paid sick leave will not be provided for an employee who - suffers an occupational sickness, injury or disability as a direr..: result of outside employment. D. An employee who is placed on temporary job related disability leave (as defined in Section 8.11) due to an on-the-job injury is strictly prohibited from engaging in any outside employment during the period of time the employee is on temporary job related disability. At the on of a job related disability, all approved outside employment activities are immediately revoked. When the employee is able to return to his/her normal position with the Village, he/ she will be required to resubmit his/her request for outside employment activities , if he/she wishes to again engage in outside employment. The procedures a, defined by the vection shall be followed and the approval of the village Manager must be secured before the employee can encJage in outside employment. PAGE E.. ,'L:; . RECMMENDED REVISION TO THE RULES AND REGULATIONS 9.3 (Continued) E. If the employee uses sick leave (as defined in Sections 8.9) 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) hour period immediately following his/her scheduled work day (that he/she was absent from) the employee shall not engage in outside employment until a minimum of twenty-four (24) hours has elapsed from the time that the employee was scheduled to report to work but did not because he/she used sick leave. F. Village uniforms, vehicles, equipment, and supplies shall not be used in connection with outside employment positions. 9. 7 Use of Village Vehicles , Ecuipment, Supplies , Tools , and Uniforms A. In using the Village's vehicular equipment, employees must keep in mind the fact 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. S. Village vehicles, equipment, supplies tools and uniforms shall not be used for private or unathorized purposes. C. Employees shall be responsible for the proper care and use of Village vehicles , equipment, supplies, tools and uniforms, and shall report _ promptl, : accidents , breakdowns , or the malfunction of any equipment so that the repairs may be made. D. Village owned vehicles may be taken home overnight on an assigned - regular basis only when authorized by the Village Board of Trustees. The Village Manager may authorize the occasional overnight use of Village owned vehicles when work conditions so warrant. Such _ vei:icles are to be used only :=or Villages business or duties. PAGE 3I..'E RECCPLMENDED REVISION TO THE RULES AND REGULATIONS 9.7 (Continued) E. Employees are responsible for the uniforms supplied by the Village. Uniforms provided for the employees shall be worn only during working hours, or for conducting official Village business outside working hours. Uniforms may be worn to or from work, unless department rules specify otherwise, but are not to be worn during any personal activity other than defined in this section. Employees must make every effort to take proper care of the uniforms. Damaged and/or lost uniforms must be reported to the employee's immediate supervisor. If the uniforms are damaged or lost due to the neglect of the employee, it shall be the responsibility of the employee to reimburse the Village for the damaged or lost uniforms. Reimbursement by the employee to the Village must be made within thirty (30) days of receiving the invoice from the Village. I£ the payment is not made within the thirty (30) day period, the amount due will be deducted from the employee' s paycheck. 9.12 Solicitation, Selling and Peddling Among Emplovees. Unless authorized by the Village Manager, all solicitation, distribution of literature, selling of tickets, chances , magazines or merchandise and all collections for any purpose are hereby prohibited on Village property. This restriction applies to all solicitations , selling or peddling of every nature for charitable or any other purpose whether by Village employees or nor employees. The Village Manager may authorize solicitations and/or distribution of literature if such is considered to be in the best interest of the Village. Persons wish- ing to solicit or distribute literature must submit a written request to the Village Manager. The Village Manager shall review each request and send a decision within five (S) working days. The decision of the Village Manager will be final. 9.15 Absrntceism and Tardiness If an employee is unable to report to work at the scheduled time, he/she must notify or cause rite noti«cation of hi-_,he_ su-,>ervisor by telephone or messenger . Sworn lire and Police personnel must notify their supervisor. a minimum of one-half hour prior to t!re scheduled workday. General personnel must notify their supervisor within the first ene-half hour ar- the start of ttre scheduled work day. -PAGE 3TEE. RECO�INVAENDED REVISION TO THE RULES AND REGULATIONS 9.17 Employee Communications Procedure To insure that all employees are provided with an ability to have a question, concern and/or problem responded to, the Village will maintain an employee communication procedure. The procedure is designed to provide- employees with information and/or a solution to their questions 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 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. STEP I The employee should put his/her question or problem in writing on the correct form, which is available in each department,, and in the Personnel Office. Upon completing the form, the employee shall submit it to his/her immediate supervisor. The immediate supervisor shall provide a written statement on the form identifying the issue and what he cr she has done to respond or resolve the issue. The immediete sucervigor shall then submit the completed form to the next level supervisor within two (2) working days. The next level supervisor shall set - up a meeting with the employee and his/her immediate supervisor within five (5) working days. This step shall be repeated, if necessary, upward to include the Department Head. The purpose of the conference (s) will be to provide the employee with an acceptable response within established rules , procedures and policies. If in the opinion of of the employee's supervisor and/or the Department Head, the employee's concern or problem is legitamate , but cannot be properly resolved because of an established rale or policy, the Department Head is to recommend to the Village Manager that certain revisions be made. The Village imager shall review the recommendation and based on the varizbles involved, he shall either denv the recommendation or initiate action required to implement the recommendation. STEP 'I If the conferences with the employee and his/her sucervisor(s) and the Department Head fails to produce an accept=able answer, solution or recommendation agreeable to all of the parties and consistent with approved rules , procedures and policies, the employee and the Department Head shall each submit a report to the Village Manager. Both reports shall be attached to the form. The reports shall identify the issue and the solutions considered by both parties. Either the employee or PAGE FOTJ=N ' RECC,NLdENDED REVISION TO THE RULES AND REGULATIONS 9.17 (Continued) the Department Head may request an appointment with the Village Manager. The Village Manager shall schedule a meeting within five (5) working days of the request. The meeting shall include the employee , his/her supervisor(s) and the Department Head. STEP III The Village Manager shall review the entire issue and make a decision on the matter within ten (10) working days of the meeting. The Village Manager's decision shall be final and the employee shall be notified in writing. Employees , supervisors and Department Heads are reminded that the above Communication Procedure is designed to insure that every employee has the ability to receive prompt information and/or a response to any problem provided the question/or problem is relevant to his/her employment with the Village. The Communication Procedure is a tool which employees can use to improve the communication between themselves and their supervisors and Department Head, thereby, insuring that the Communication Procedure is used in a positive fashion to improve the overall Village communication system. 9.20 Misconduct - Unacceptable Performance The continued employment of every employee (general and sworn) shall be contingent upon acceptable conduct, satisfactory job performance and compliance with the Personnel Rules and Regulations set forth in this manual. Failure to display acceptable job performance or the violation of the Personnel Rules and Regulations shall be cause for disciplinary action including reprimands, suspension without pay, or dismissal. The exact form of discipline shall depend on the seriousness of the offense committed. An employee shall be considered to have engaged in misconduct if he/she viclates any of the following listed reasons, such list not to be considered all inclusive: 1. That the employee falsified Village records or assisted in concealing the fact that another employee had falsified Village records. Th.ic shall include the falsifying of any Village record or official .iocument including the recordkeeping of hours worked as defined in Section 5.5 of this manual. 2. That the employee failed to provide his /her supervisor with notifi- cat-on that he/sire will be absent or tardy from work as defined in Section 8.9 _= thi❑ manual. 3. That the employee has fradulently used his/her sick leave benefit in violation. of Section 8.9 of this manual. PAGE RECOMMENDED REVISION TO THE RULES AND REGULATIONS 4. That the employee has directly or indirectly participated in a local political campaign in any manner which violates the regulation set forth in Section 9.1 of this manual. - 5. That the employee has engaged in outside employment and has failed to comply with the regulations set forth in Section 9,3 of this manual. 6. That the employee has taken for personal use, a fee, gift, or other valuable things in the course of work or connection with employment with the Village and fails to comply with the regulations set forth in Section 9,4 of this manual. 7. That the employee has used Village owned equipment, supplies, uniforms or a vehicle for personal use without receiving proper authorization in violation of Section 9,7 of this manual. 8. That the employee fails to report promptly at the designated starting time as defined in Section 9,10 of this manual. 9. That the employee has engaged in solicitation, selling, peddling or distributing of info-mation in violation of the regulations set forth in Section 9.12 of this manual. 10. That the employee has endangered his/her own safety and/or the safety of others through carelessness in the performance of his/ her job and/or non-compliance to established safety procedures in violation of Section 9,16 of this manual. 11. That the employee ha: posted �an item(s) on the departmental bulletin board in violation of the regulations set forth in Section 9,19 of this manual. 12. That the employee has demonstrated poor attendance. 13. That the employee is incompetent, negligent or inefficient in the , performance of his/her duties. 14. That the employee has been abusive in his/her attitude and language or has been abusive in his/her conduct to their fellow empLoyees or the public. 15. That the employee has violaced any lawful or official regulation, order or rule , or tailed to oi,ev any lawful and reasonable direction given him/her by their supervisor. PAGE SI\TEEN RECOMMENDED REVISION TO THE RULES AND REGULATIONS 16. That the employee's failure to pay, or make reasonable provisions to pay, his/her just debts has jeopardized the Village service or caused annoyance to Village officials due to the creditors collection methods. 17. That the employee has been convicted of a criminal offense. 18. That the employee, through culpable negligence or willful misconduct has caused damage to public property or waste of public supplies. 19. That the employee has been absent without leave, or has failed to report upon the expiration of an approved leave of absence. 20. That the employee is found to have knowingly made a false statement in his/her application for employment or in any of the preliminary employment forms. 21. That the employee refuses to have his/her fingerprints or photograph taken or to take a polygraph or psychological examination if so directed by the Department Head or Village Manager. 22. That the employee has hindered the regular operation of the Department because of unauthorized absenteeism tardiness or has absented himself/herself from duty. 23. That the employee while on duty, has been drinking intoxicating beverages, using illegal drugs, or has engaged in gambling on duty. 24. That the employee has been involved in an avoidable accident. 25 . That the employee has operated Village vehicles in an unlawful or hazardous manner. 26. That the employee has misappropriated Village funds, appropriated Village Property for personal use, or illegally disposed of Village property. 27. That the employee has demonstrated conduct unbecoming an employee of the village while on or off duty. 28. That the employee has demonstrated other misconduct or behavior comparables to the otfences enumerated above in seriousness. 29. That the employee has violated the Sexual Harassment regulation as set torth in Section 9.18 of this manual. PAGE SEVENTEEN - RECOi•SMENDED REVISION TO THE RULES AND REGULATIONS 9.ZO (Continued) In addition, violation of the following rules shall also be considered misconduct and shall be considered cause for disciplinary action including dismissal depending on the severity of the violation. 1. All employees shall observe all Village ordinances and shall exercise reasonable care when driving any Village vehicles. 2. All employees shall be courteous at all times in dealing with the public. Employees should, when necessary, listen carefully to complaints and refer them to the proper supervisor for action. 3. Any employee involved in an accident involving Village vehicles shall immediately notify the Police and the Department Head. Vehicles should not be moved'until Police arrive. Whenever an employee violates ar.y of the rules and regulations outlined in this section and/or in the entire Personnel Rules and Regulations Manual, the Department Head shall begin disciplinary action in any of the steps listed below, depending on the seriousness of the offense committed. 9.19 Sexual Harassment Village employees are responsible for maintaining high standards of honesty, integrity, impartiality and conduct to assure proper performance of the Village's business and to maintain the confidence of the public. Sexual Harassment is a form of employee misconduct which undermines the integrity of the emoloyment relationship. All Villaqe employees must be able to work in an environment free from unsolicited and unwelcome sexual overtures. Sexual Harassment is defined as an employee who exercises unwelcome sexual advances , reg?uests for sexual favors or other verbal or physical conduct of a sexual nature when: - submission by another employee to such conduct is made either explicitly or implicitly a term or condition of an individual' s employment; or - submission to or rejection of such conduct by an employee is used as the basis for employment decisions affecting the employee ; or PAGE E1r KTi'EEN RECOMMENDED REVISION TO THE RULES AND REGULATIONS (Continued) - such conduct has the purpose or effect of unreasonably interfering with an individual' s work performance or creating an intimidating hostile, or offensive working environment. Sexual Harassment resulting in discrimination for or against an employee of the Village is strictly prohibited. It is the policy of the Village that sexual harassment as defined in this section is misconduct. 9.19 DEPARTMENTAL BULLETIN BOARDS Each Denartment is equipped with a bulletin board. The bulletin board is designed as a communication tool which 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 the material. If authorization is provided a time period will be established for the posting. 1.1 The personnel policies, procedures, rules and regulations set forth in this Personnel Rules and Regulations Manual (adopted on January 22, 1980, and as amended) shall be applicable to all full time and part time employees including sworn and non-sworn personnel. Revised-11/20/81