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HomeMy WebLinkAboutRESOLUTION - 57-80 - 6/10/1980 - PERSONNEL RULES AND REGS RESOLUTION NO. 57-80 A RESOLUTION AMENDING ARTICLE VIII OF THE PERSONNEL RULES AND REGULATIONS PERTAINING TO EMPLOYEE BENEFITS 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 I . That the President and Board of Trustees do hereby authorize adoption of Amended Article Vlll of the Personnel Rules and Regulations attached hereto as Exhibit "A". Section 2. • That the President and Board of Trustees do hereby authorize on additional vacation day during the calendar year 1980 for all management and supervisory personnel as defined in Exhibit "B" attached hereto and made a part hereof as if fully set forth. Section 3. That this resolution shall be in full force and effect from and after its passage and approval according to law. PASSED this 10th day of June 1980, APPROVED this 10th day of June 1980, Charles J. Zettek Village President ATTEST: Fay M. Bishop Village Clerk Exhibit "A" ARTICLE VII - Wage and Salary Administration 7.1 Employee Compensation 21 7.2 Composition of the Salary Plan 21 7.3 Maintenance of Salary Ranges 21 7.4 Entrance Rate 21 7.5 Salary Adjustments 22 7.6 Total Renumeration 22 7.7 Pay for Part Time Work 22 7.8 Overtime Compensation 22 7.9 Payroll Period 23 7.10 Payroll Deductions 23 7.11 Pay Advances 23 ARTICLE VIII - Employee Benefits 8.1 The Invisible Paycheck 24 8.2 Holidays and Holiday Pay 24 8.3 Vacation Policy 25 8.4 Life Insurance 27 8.5 Accidental Death and Dismemberment Insurance 27 8.6 Health Insurance 27 8.7 Dental Insurance 28 8.8 Blood Program 28 8.9 Sick Leave 28 8.10 Off-the-Job Disability 29 8.11 On-the-Job Injuries 29 8.12 Worker's Compensation as Provided Under Illinois Revised Statutes 31 8. 13 Paternity 31 8. 14 Bereavement Leave 31 8.15 Jury or Witness Duty Leave 31 8.16 Military Leave 31 8. 17 Leave of Absence 32 8.18 Administrative Leave 33 8.19 Tuition Reimbursement Program 33 8.20 Service Awards 33 8.21 Retirement and Pension 33 8.22 Employee Retirement Award Program 33 (a) 8.23 Extension of Health Insurance and Life Insurance to Retiring Employees 33(a) 8.24 Deferred Compensation 33(b) 8.25 Calculation of Prorated Benefits for Permanent Part-Time Employees 33(b) 8.26 Prorating Benefits for Part-Time Employees Who Become Full Time 33(b) ARTICLE IX - Discipline, Rules and Grievance Procedures 9. 1 Political Activity 34 9.2 Outside Employment 35 9.3 Accepting of Gifts 35 9.4 Reimbursement for Loss of Personnel Items 36 9.5 Use of Village Telephones 36 9.6 Use of Village Vehicles, Equipment, Supplies, or Tools 37 / 9.7 Employee Relatives 37 (\ 9.8 Identification Cards 37 9.9 Punctuality 37 9. 10 Lunch Periods 37 9. 11 Solicitation, Selling and Peddling Among Employees 37 9.12 Personal Mail 38 9.13 Change of Name, Address, Marital, or Family Status 38 9.14 Unexcused Absenteeism and Tardiness 38 9. 15 On-the-Job Safety 38 9.16 Grievance Procedure 39 9. 17 Disciplinary Action 40 9. 18 Appeal from Disciplinary Action 44 ARTICLE X - Retirement and Resignation 10. 1 Retirement 45 10.2 Resignation 45 10. 3 Computation of Final Paycheck 45 10.4 Disposition of Final Paycheck 46 10.5 Requesting Refund of Retirement Benefits 46 10.6 Separation Check List 46 10.7 Optional Exit Interview 46 C. Police Sergeants and Fire Lieutenants shall not receive any extra compensation for court attendance, training, manpower shortage and completion of a task. D. Police Sergeants and Fire Lieutenants shall not receive time and one-half under any circumstances. E. Regular full-time Firefighters when off duty and answering a fire call, shall be paid at time and one-half. n. '-nhen the needs of the Firo and Police Departments are such that personnel must work additional days and/or hours because of inadequate manpower which is brought about by sickness and/or personal absence, vacation time, and any and all other circumstances considered to fall within this category by the Chief of the Department and Village Manager, time shall be paid at time and one- ' half. G. Police Lieutenants and Fire Captains shall not receive any additional compensation over their base salary under any circumstances. 7.9 Payroll Period. The payroll period shall be two weeks in duration. Checks will be distributed on the appropriate payday, except when the payday is a holiday. In this case, checks will be distributed the day before. \ 7.10 Payroll Deductions. Automatic payroll deductions shall be made as required by statute. Authorized payroll deductions shall only be allowed when such deduction is approved by the President and Board of Trustees. 7.11 Pay Advances. If a payday will fall during an employee's vacation or while attending job related functions out of town, that employee may have an advancement to the extent of the forthcoming pay at the outset of his/her period of absence. An employee's request for such an advance must be made on a check requisition form and routed to the Department Head for approval. The approved requisition shall be filed with the Finance Department fourteen (14) calendar days prior to the date needed. l -23- ARTICLE VIII - EMPLOYEE BENEFITS 8.1 The "Invisible Paycheck". The morale and welfare of the employees is an important part of a responsive work force. For these reasons, certain benefits have been provided to show an obligation to be alert to the needs of the Village employees. The costs of providing these benefits are subject to the availability of funds. The benefit package is a significant part of the total compensation paid to the employee. 8.2 Holidays and Holiday Pay. Village employees shall receive ten (10) paid holidays during the course of a calendar year. The eligibility of an employee to receive holiday pay requires that the employee be classified as a permanent full time, permanent part-time, or probationary employee. The paid holidays are as follows: New Year's Day . Memorial Day Independence Day Labor Day Veteran's Day - - Thanksgiving Day Christmas Day In addition, the following holidays will be provided: 1. For all Sworn personnel, three (3) floating holidays will be provided. 2. For all general personnel, two (2) floating holidays will be provided in addition to the Friday after Thanksgiving Day. Floating holidays can be taken at the discretion of the employee, however, Departmental approval must be secured. A holiday that falls on Saturday shall be observed the Friday before. A holiday that falls on Sunday, shall be observed the Monday after. Floating holidays must be taken within the calendar year at the employee's request, with the approval of the Department Head. Floating holidays must be taken in full work day increments. Permanent part-time personnel, provided they have completed twelve (12) months of continuous service and average at least 50% of a regular workweek schedule, for the classification occupied, shall be entitled to holiday benefits on a pro-rata basis. (See Section 8.24) New general personnel classified permanent full time, who begin employment with the Village prior to July 1st of the year shall be entitled to two (2) floating holidays. New general personnel, who begin employment with the Village on July 1st and after, up until October 1, shall be entitled to use one (1) floating holiday. New general personnel who begin employment on October 1 and after, shall not be entitled to any floating holidays for that calendar year. -24- New Sworn personnel who begin employment with the Village prior to March 1 of the year, shall be entitled to three (3) floating holidays. New sworn personnel who begin employment with the Village after March 1, and before May 1, shall be entitled to use two (2) floating holidays. New Sworn personnel who begin employment with the Village on May 1 and after, up until October 1, shall be entitled to one (1) floating holiday. New Sworn personnel who begin employment on October 1 and after, shall not be entitled to any floating holidays for the calendar year. Employees who do not use their entitled floating holidays in the given calendar year will not receive additional compensation or additional time off as a carry-over into the next calendar year. If an employee does not work the day before and/or the day after, a scheduled holiday, he/she shall not be eligible for holiday compensation unless proof of sickness or excusable absence is determined to the satisfaction of the Department Head. 8.3 Vacation Policy A. The Village shall grant full time and permanent part-time employees vacation with pay in accordance with their length of service and in accordance with the policies stated hereunder. The following vacation schedule will be in effect beginning January 1, 1981. VACATION SCHEDULE POLICY* LENGTH OF SERVICE VACATION DAYS Completion of One Year 10 working days Completion of Five Years 15 working days Completion of Ten Years 18 working days Completion of Fifteen Years 20 working days Completion of Twenty Years 23 working days Completion of Twenty-Five Years 25 working days * (For Sworn fire personnel working a 56 hour work week schedule, the foregoing number of days for vacation purposes shall be divided by two (2) . Upon completion of one (1) full year of continuous service, an employee must take these vacation hours/days earned between their first year anniversary date and December 31 of the same calendar year, except for those employees hired in the last quarter of the calendar year who may automatically carry over their earned vacation into the next calendar year. At the beginning of the calendar year in which an employee completes two (2) or more years of continuous service, he/she may be advanced his/her vacation benefits as described above. However, if vacation benefits have been paid and the employee terminates his/her service (for any reason, including retirement) with the Village prior to his/her anniversary date, the employee's final paycheck shall be adjusted to reflect the actual benefits earned as described below. -25- VACATION HOURS EARNED PER MONTH Starting date thru Start of 6 years Start of 10 yrs Start of 15 yrs C the completion of thru completion of thru completion of thru completion 5 yrs. inclusive 10 yrs inclusive 14 yrs inclusive 19 yrs inclusive 37. 5 hr. workweek 6.25 9.375 11.25 12.5 40 hr. workweek 6.67 10.0 12.0 13.34 56 hr. workweek 10.0 15.0 18.0 20.0 Start of 20 yrs Start of. 25 yrs thru 24 yrs and more inclusive 37.5 Hr. workweek 14.375 15.625 40 hr. workweek 15.33 16.67 56 hr. workweek 23.00 25.00 C Part-time personnel, provided they have completed 12 months of continuous service and average at least 50% of a regular workweek schedule, for the classification occupied, shall be entitled to vacation benefits on a pro-rata basis. (See Section 8.24) Other policies and procedures pertaining to vacation benefits shall be as follows: 1. Vacations shall be taken in the calendar year in which they are earned. Only in exceptional cases, with prior written request by the employee and with the approval of the Village Manager, may the unused vacation be extended into the next and only the next calendar year. 2. Vacations should be taken in two, or more, week intervals unless otherwise approved by the Department Head. 3. Vacation schedules are to be determined by the Department Head. While due consideration may be given to the employee's convenience, the needs of the Village in scheduling work shall be the controlling criterion. Preference in scheduling vacations for non-management employees shall be based upon seniority. 4. If a holiday should fall during the scheduled vacation period, an additional day will be granted. 5. All advance vacation paychecks must be requested upon a check requisition form a minimum of fourteen (14) calendar days prior to the date wanted. -26- 6. Upon termination, a permanent full time employee and a permanent part-time employee, shall receive compensation for all unused vacation allowances at the employee's current rate of pay, as defined by the above section. Specifically excluded from this are all probationary employees who terminate, or are terminated, prior to the completion of their probationary period. 7. In the event of the employee' s death, compensation for all unused vacation allowances shall be paid to his/her beneficiary. B. To identify and recognize the Village's management personnel, the following addition vacation time will be provided annually to the management personnel as illustrated: POSITION NUMBER OF ADDITIONAL VACATION DAYS PER CALENDAR YEAR Department Head 3 Assistant Department Head 3 Second line Supervisor 2 First line Supervisor 1 A list of the positions by Department which are eligible for this benefit is available in the Personnel Office. This benefit will be effective January 1, 1981. 8.4 Life Insurance. Life insurance shall be provided for all permanent full time employees and their dependents as provided in the policy in effect. The life insurance coverage ceases with termination of employment. The percentage of premium paid by the Village shall be determined by the President and Board of Trustees. Provisions do permit a terminated employee to continue a limited life insurance coverage at his/her own expense. Terminated employees interested in continuing limited life insurance coverage should contact the Personnel Officer. 8.5 Accidental Death and Dismemberment Insurance. Accidental death and dismemberment insurance coverage shall be provided for all permanent full time employees. If• an employee, as a result of accidental bodily injury, while actively insured, should suffer loss of life, limbs, or sight, he/she shall receive an amount provided under the policy in effect. The percentage of premium paid by the Village shall be determined by the President and Board of Trustees. The Accidental Death & Dismemberment Insurance ceases with termination of employment. 8.6 Health Insurance. The Village shall provide medical health insurance for all permanent full time employees and their dependents as prescribed with in the terms and conditions of the policy in effect. The percentage of premium paid by the Village shall be determined by the President and Board of Trustees. The Health Insurance coverage ceases with termination of employment. Provisions do permit a terminated employee to continue a limited health insurance coverage at his/her own expense. Terminated employees interested in continuing limited health insurance coverage should contact the Personnel Officer. -27_ 8.7 Dental Insurance. The Village shall provide dental insurance for all permanent full time employees as prescribed within terms and conditions of the policy in effect. The percentage of premium paid by the Village shall be determined by the President and Board of Trustees. Dental insurance for the employee's dependents is available at the employees cost. If the employee wishes to provide dental insurance for his/her dependents, he/she should contact the Personnel Officer for information. All dental insurance cease with termination of employment. 8.8 Blood Program. All Village employees and their immediate family members, including all parents, grandparents, parents-in-law, grandparents- in-law, regardless of where they reside in the United States are eligible to participate in the Elk Grove Community Blood Program. The program is designed to supply blood to eligible participants free of charge, as provided in the Community Blood Program. In order for the program to be successful, strong support by the giving of blood is essential. Any employee or members of the family wishing to donate blood or receiving blood benefits from the program may make arrangements through the Health Services Department of the Village. 8.9 Sick Leave. The Village shall grant sick leave which is paid leave of absence due to non-service connected illness or injury of the employee. In addition, sick leave will be granted to the employee who experiences a serious illness or injury in his/her immediate family. The immediate family, for purposes of this section, shall include spouse, child, parent, parent-in-law, brother, sister, or any other relative living in the employee's household. Sick leave shall be accrued at the rate of one normal workday, as defined, for each month of service. Permanent part-time employees shall accrue sick leave on a pro rata basis. 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 a 56 hour workweek schedule. The full time employee becomes eligible for sick leave pay immediately upon appointment to the extent accrued. Permanent part-time personnel, provided they have completed twelve (12) months of continuous service and average at least 50% of a regular workweek schedule for the classification occupied, shall be entitled to sick leave benefits on a pro-rata basis. (See Section 8.24) Crossing guards and other part-time personnel with twelve (12) months or more of service, who work a regular schedule of less than 50'0 of full time positions, shall be eligible for a proration of sick leave. 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 or a member of his/her immediate family is sick or disable. Any employee who is proven to have fradulently used their sick leave compensation from the Village will be subject to disciplinary action including dismissal, upon the decision of the Village Manager. -28- 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. Other uses of sick leave may include any form of preventative medicine or treatment which requires the employee to take time off during normal working hours to see a doctor, receive hospital or clinical services, or any other similar medical attention. Such usage must be reported to the supervisor prior to leaving the work station. The employee shall notify his/her supervisor by phone or messenger one-half hour prior to the scheduled workday for sworn personnel and with one-half hour after the start of the scheduled workday for general personnel. Failure to comply with this procedure may cause forfeiture of that day's sick leave pay in addition to other disciplinary action. 8. 10 Off-the-Job Disability. When a permanent employee who suffers an off the-job injury or sickness, exhausts all of his/her accrued benefits (including sick leave, vacation and holidays) he/she may be placed on temporary leave of absence with the approval of the Village Manager. If the employee is permitted a temporary leave of absence, the Village Manager shall set the time period based on the circumstances in each specific case. Benefits will not accrue during the temporary leave of absence and in no event shall the leave be permitted to extend beyond one year. An employee on temporary disability leave will be permitted to continue their coverage under the Group Health Insurance and/or Life Insurance at their own expense. Although the Village does not guarantee the employee's reinstatement to their original position, the Village will permit the employee to resume his/her original status if their 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 as soon as one becomes available in the organization. If a permanent employee is deemed to be permanently disabled as the result of an off-the-job injury or sickness, the employee shall be terminated effective the .date of such decision by the Village Manager. Any unused accrued sick leave, vacation and holiday benefits, will be paid to the employee upon his/her termination. 8. 11 On-the-Job Injuries. A. Employees injured during working hours shall report the injury immediately to their supervisor, if able. The supervisor shall fill out the blue short form entitled "Accident Report-Personal Injury" and submit it to the Director of Finance immediately for insurance purposes. Within 24 hours after the on-the-job injury occurs, the employee's supervisor will be responsible to insure that a detailed long form report will be forwarded to the Department Head for review. The Department Head will forward the report to the Director of Finance with a copy to the Village Manager. -29- B. An employee incurring a physical injury while on the job for the Village will, if the injury is disabling, receive full pay for a maximum of 90 calendar days. Accumulated sick leave will only be used if and when the 90 day period is used. During this period, the disabled employee will be placed on temporary Job-related Disability Leave. Group Health Insurance and Life Insurance coverage will be provided by the Village during the above defined period. All other benefits will accrue during the job-related disability. 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, shall be endorsed over to the Village, or the Village will deduct the amount of such payments from the employee's pay. If the disabled employee is not able to return to work after the passage of 90 calendar days and the exhaustion of his/her accumulated sick leave, the case will be reviewed by the Village Manager. The Village Manager will determine if the employee will remain on temporary Job-Related Disability Leave. If the temporary Job-Related Disability Leave is extended, the Village Manager shall set the time period based on the circumstances in each specific case. Benefits will not accrue during the extended temporary job related disability, and in no event, shall the leave be permitted to extend beyond one (1) year. An employee on extended temporary Job-Related Disability Leave will be permitted to continue their coverage under the Group Health Insurance and/or Life Insurance at their own expense. The Village Manager, in each job-related disability in which the employee has exhausted all regular and special benefits, will make a report and recommendation to the President and Board of Trustees. The Village Board will examine each respective case and determine if any additional compensation will be forthcoming to the disabled employee. The decision of the Village Board is final. C. Although •the Village does not guarantee the employee's reinstatement to their original position, the Village will permit the employee to resume his/her original status if their 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 as soon as one becomes available in the organization. Employees who are capable of working at some level in some capacity following a duty connected injury, may be assigned such work and conditions as benefit the Village and the employee. Such matters shall be determined, adjusted, and terminated by the Village Manager in consultation with the Department Head and employee and such medical or professional personnel as appropriate. The Village Manager shall advise the President and Board of Trustees of such decisions. -30- B.12 Worker's Compensation as Provided Under Illinois Revised Statutes. Village employees operate under and are subject to the Illinois Worker's Compensation Act and the Illinois Occupational Diseases Act. The Village must provide and pay for all necessary first aid, medical and surgical services reasonably required to cure or relieve from the effects of the accidental injury. However, the employee may at any time elect to secure his/her own physician, surgeon and hospital services at the Village's expense. If any employee suffers an accidental injury or disablement as the result of occupational disease, arising out of and in the course of his/her employ- ment, he/she should follow the procedure Mated in 8.11 above for reporting same. All related billings and record of time off, due to accidental injuries or occupational illness, must be forwarded to the Finance Department. Benefits will be paid under Worker' s Compensation and not under the Group Insurance plan. 8. 13 Paternitv Leave. A full time or part-time employee who is the father of a newly born infant, shall be permitted to take one day off on the day the infant is born and one day off the day his wife and infant come home, provided that they are normal work days. Such use shall reduce the amount of sick days accumulated by an equal amount. 8. 14 Bereavement Leave. Full time employees are eligible for paid bereavement leave due to a death in the immediate family, which, for purposes of this section shall include: spouse, child, brother, sister, parent, parent-in-law, sister, brother-in-law, son-in-law, daughter-in-law, grandparent and grandchild. This leave shall be granted for a maximum of three (3) days. If extenuating circumstances require an extension of this leave, the employee shall request such extension by notification of his/her Department Head. The Department Head shall notify the Village Manager of such request in memorandum form. Upon approval, the Village Manager may extend the bereavement leave to a maximum of seven (7) working days. However, the days extended beyond the three day benefit, shall reduce sick days accumulated by an equal amount. The employee, must notify his/her supervisor at least thirty minutes prior to his/her scheduled starting time, or before leaving his/her work station. An employee, upon approval of his/her Department Head, may elect to use one (1) day sick leave to attend a funeral not covered by this policy. Permanent part-time personnel are entitled to leave on a pro-rated basis. (See Section 8.24) 8. 15 Jury or Witness Duty Leave. An employee whose service on a jury or appearing as a witness in any case and causes the loss of regularly scheduled work, shall receive full pay for such time lost in addition to any fees received. 8, 16 Military Leave. A. Any employee, other than temporary and seasonal employees, who leaves active employment for the purpose of being inducted, entering, determining physical fitness to enter, or performing training duty in the armed forces or Coast Guard, either by enlistment, draft or recall, will be granted a leave of absence. -31- Upon the expiration of such leave of absence, each employee will C be restored to his/her former job classification or to a position of like seniority, status and pay, unless circumstances of the Village have so changed as to make it impossible or unreasonable to do so. This will be done provided: 1. Application for re-employment is made within 90 days after discharge from active service or hospitalization continuing after discharge for a period of not more than one year. 2. Application for re-employment is made by the employee within thirty-one (31) days after release from performing training duty or rejection before performing any active duty, of not less than three (3) months. 3. Employee presents certificate showing satisfactory completion of service. 4. Employee's voluntary period of enlistment or recall to active duty does not exceed four years, plus a one (1) year additional voluntary extension of active duty if this is at the request and for the convenience of the Government. B. Any employee who, as a member of a military reserve unit of the United States or State of Illinois, attends special training assignments, shall be given leave-not to exceed 14 calendar days a year. This special leave shall in no way affect vacation, sick leave or other emergency leave benefits of the employee's job status. The employee will receive full pay during the absence which shall be computed at an amount equal to 100% of base pay less any payments made by the reserve unit of the United States or the State of Illinois. 8. 17 Leave of Absence. A permanent full time or permanent part-time employee may upon written request to the Department Head and subsequent approval by the Village Manager, be granted a leave of absence without pay or the accrual of any benefits for one of the following reasons. 1. To enable an employee to engage in a course of study that will enhance his/her usefulness to the Village service. 2. To enable an employee to take another position within the the Village service. 3. Other equally good reasons considered valid by the Department Head and concurred in by the Village Manager. Original requests for a leave of absence without pay shall be for a period not to exceed one (1) year in duration. Any request for extension of leave shall be subject to all the requirements of the original request. The requesting employee shall state the reasons why in his/her opinion the request should be granted the date when he/she desires the leave to begin, and the probable date of his/her return. -32- The Village Manager, upon the recommendation of the Department Head, may approve or disapprove such request on the basis of the operation requirements of the department, availability of temporary substitute employees, the performance and attendance record of the individual, and the reason for the request. Employees wishing to take such leaves of absence must realize that all positions in the Village are subject to elimination. Thus, absolute assurance of reinstatement cannot be given. However, if the position is still in existence and is vacant at the conclusion of the period, the employee may resume his/her same status therein. If the position no longer exists or is filled, every effort will be made to place the employee in a comparable position as soon as possible. 8.18 Administrative Leave. In the case of managerial, supervisory and professional personnel, it is implicit in the nature of their positions, that time beyond the normal work schedule may often necessarily be spent on the job. As a means to recognize responsive, responsible and quality performance, the Village Manager may, from time to time, authorize Administrative Leave. It will be entirely at the Manager's discretion and will not be of a completely renumerative nature. 8. 19 Tuition Re-imbursement Program. The Village will provide to the extent permitted by the current budget each full time permanent employee with tuition assistance under the following conditions and guidelines: 1. Courses must be job related in order to qualify for tuition reimbursement. 2. Prior approval must be given employees by the Department Head and Village Manager. 3. Expenses to be reimbursed are: tuition, registration, books, fees and other items charged by the educational institution incidental to the course. 4. Expenses will be reimbursed upon completion of the course with a passing grade. Receipts are required. 5. No reimbursement will be given for educational efforts financed by any other source, i.e. , V.A. , the State, County and/or Federal grants, etc. 6. No reimbursement will be given for transportation, meals or lost time from the job. 8.20 Service Awards. Employees completing five, ten, fifteen, twenty and twenty-five years of service shall receive awards in recognition of that length of faithful, continuous service. Such ceremonies will be conducted by the Village President and Board of Trustees. 8.21 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: -33- 1. Illinois Municipal Retirement Fund - Persons (except Sworn Police and Fire personnel) employed on jobs that normally require 600 or more hours in a year, who are less than age 60 when first employed, C must participate in IMRF. This State wide plan was created by Illinois Law and is governed by a seven (7) member Board of Trustees, elected by participating municipalities and participating employees. 2. Police Pension Fund - All Sworn Police Officers 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. 3. Firemen's Pension Fund - All Sworn Fire personnel who have not reached the age of 35 at the time of their appointment, must make a written application to the Fire Pension Board within three(3) months if they wish to participate. The Fire Board will make a decision to accept or reject the application based on the criteria provided in the State Statute. 4. Social Security FICA - All employees, except Sworn Fire and Police positions, must participate. It is provided and contained in the Federal Register of the United States. An authorized agent or officer of the pension plan shall be responsible for contacting the employee to explain the benefits, policies and procedures of this program. 6.22 Emrnloyee Retirement Award Program. Retiring employees, who have completed a minimum of fifteen (15) years of continuous full time service, shall receive a retirement award in recognition of their length of faithful, productive service. Such ceremonies will be conducted by the Village President and Board of Trustees. 8.23 Extension of Health Insurance and Life Insurance to Retiring Employees. The Village shall permit retiring employees to continue their group Health Insurance and/or Life Insurance at the retiring employee's expense. The Health Insurance and Life Insurance shall be prescribed by the terms and conditions of the policy in effect. Retiring employees will be considered eligible for this benefit if all of the following requirements are met: 1. Retiring employees must have been employed by the Village for fifteen (15) years. 2. Retiring employees must receive their pension benefits within one (1) month from the final work day with the Village. 3. Retiring employees must sign up for the coverage by their final work day with the Village. -33 (a)- 4. Retiring employees must not be eligible for group insurance through another employer. 5. Life insurance will be limited to $5,000. 8.24 Deferred Compensation. The Village will permit all permanent full time employees to participate in the Deferred Compensation as prescribed within the terms and conditions of the plan in effect. The Deferred Compensation plan will provide participating employees with the ability to start a supplemental retirement plan, well reducing their Federal income tax liability as provided by Federal Tax Law. Employees wishing to participate or obtain more information should contact the Personnel Office. 8.25 Calculation of Prorated Benefits for Permanent Part-Time Employees-. As stated in the above section, permanent part-time personnel are eligible for proration of the following benefits: 1. Holidays 2. Vacation 3. Sick Leave 4. Bereavement Leave Permanent part-time personnel will be considered eligible for a proration r of the above benefits when they have completed twelve (12) months of continuous service and averaged at least 500 of a regular work week schedule for the job classification that they occupy. The part-time employee's employment anniversary date will be used in determining if the above two requirements are properly fulfilled. At the completion of the first twelve (12) month period, calculated from the employment anniversary date, the Village will determine if the part-time employee is eligible for a proration of the above benefits. This process will continue for each respective twelve month period. In addition, Crossing Guards and any other part-time personnel, with twelve (12) months or more of continuous service, who work a regular schedule of less than 50% of the full time position in the same classifica- tion that they occupy, shall be eligible for a proration of sick leave. Calculation of the prorated sick leave benefit shall be made as defined above. 8.26 Prorating Benefits for Part-time Employees Who Become Full Time. Permanent part-time employees will be permitted to carry over any accumulated benefits they have earned, if their employment status changes to permanent full time. In addition, the employee's length of service (used for calculating accrued benefits) will include the number of hours worked on a part-time basis converted into a percentage of a full time work schedule. Therefore, permanent part-time employees who become full time will be permitted to carry over the number of hours worked on a part-time basis converted into a percentage of full time employment. To be eligible for this proration, the employee's service must be continuous. -33 (b)- ARTICLE IX - DISCIPLINE, RULES AND GRIEVANCE PROCEDURES. 9.1 Political Activity. To serve the best interests of the employee, taxpayers, r` 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 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: 1. 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 coerce, attempt to coerce, command, or advise 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 in a a partisan primary, general or'special election while filling an authorized position in the Village service. l \/ 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. C. Any employee of the Village who wishes to seek any elective governmental office must first take a leave of absence from the Village service. This leave is to begin with the first formal activities of the employee to obtain nomination or election to the office and will end upon the completion of all activities connected with the office. Reinstatement-same as a personal leave. (see Section 8.14. ) -34- EXHIBIT B CHART I RECOMMENDED MANAGEMENT PACKAGE ADDITIONAL VACATION DEPARTMENT POSITION DAYS PERMITTED Village Manager's Office Village Manager 3 Assistant Vlg. Mgr. 3 Village Clerk's Office *Village Clerk 3 Finance Department Director of Finance 3 Account Manager 2 Data Processing Mgr. 2 Administrative Assistant 2 Health Services Health Coordinator 3 Community Service Community Service Coordinator 3 Fire Department Fire Chief 3 Deputy Fire Chief 3 Fire Captain (4) 2 Fire Lieutenant (15) 1 Police Department Police Chief 3 Police Lieutenant (4) 2 Police Sergeant (9) 1 Social Worker Supervisor 1 Engineering Department Village Engineer 3 Assistant Vlg. Engineer 3 Public Works Public Works Director 3 Superintendent of Streets 2 Superintendent of Water/Sewer 2 *Foreman-Vehicle Maintenance 1 'Foreman-Streets 1 *Foreman-Water 1 *Foreman-Sewers 1 Building Department Building Commissioner 3 Building Inspector Supervisor 2 Footnote Presently receiving additional compensation or time off for work in excess of normal work schedule. TJS/rh 3/21/80