O-61-23 Adopting changes to the Personnel Manual effective January 1, 2024.�EIVIUNT
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418 Main Street I Lemont, IL 60439
TO: Village Board Meeting
FROM: Stacy Patrianakos, Administration
THROUGH:
SUBJECT: An Ordinance Adopting changes to the Personnel Manual effective January
1, 2024.
DATE: December 11, 2023
SUMMARY/BACKGROUND
It is good business practice to review and update the employee personnel Policy Manual ("the
Manual") on an annual basis or as needed. The Manual has been reviewed and updated, to
include the new Paid Leave for All Workers policy, effective January 1, 2024, to ensure
compliance with all state and federal laws. A copy of policy is attached for your review.
ANALYSIS
The review of the employee Personnel Policy Manual was routine in nature. The review was
not intended to make substantive policy or benefit changes, but rather to comply with legal
standards by incorporating changes brought by the state Paid Leave for All Workers Act which
goes into effect January 1, 2024.
Consistency with Village Policy
STAFF RECOMMENDATION
Adoption of Ordinance
BOARD ACTION REQUESTED
Approval of Ordinance Amending Personnel Manual to include Paid Leave for All Workers Act
effective January 1, 2024.
ATTACHMENTS
Pesonnel_Manual_Upate 12.11.23 Board Meeting.pdf
Village of Lemont: Personnel Manual Proposed Updates/Revisions
11.20.2023 COW Meeting
Federal and state laws:
• Incorporated changes brought by the state Paid Leave for All Workers Act.
Changes in current practices:
• Updated Immigration Law Compliance
• Nepotism & Reasonable Accommodations policies
Revisions to job titles that are exempt from overtime payment.
Federal and state laws:
Incorporated changes brought by the state Paid Leave for All Workers Act.
This provision shall not preempt any CBA or represented employee.
Paid Leave for All Workers Act:
This Paid Leave Policy applies to all employees who are not entitled to at least 40
hours of paid time off (which can be used for any purpose) under other Employer
policies. This Paid Leave Policy is provided pursuant to Illinois' Paid Leave for All
Workers Act.
Basic Leave Entitlement/Accrual Methods
All part-time employees with a normal work week of less than 20 hours and paid on -
call, seasonal employees are eligible to earn one (1) hour of paid leave for every 40
hours worked with accrual capped at 40 hours of paid leave per 12-month period. The
12-month "accrual period" is as follows:
The Village of Lemont will award paid leave time as employees earn it using May 1st
through April 30th fiscal year for the 12-month period. On January 1 st employees start
accruing one hour of paid leave time for every 40 hours worked. Once the individual
employee reaches 40 hours of paid leave time, the employee will stop accruing leave
during that calendar year.
Notice of Leave
If the use of paid leave is foreseeable, the employee must give the Employer at least seven
(7) days' notice of the planned leave in accordance with the Employer's usual procedure
for requesting time off. Failure to provide such notice may be grounds for delay or denial
of leave. Where the need for leave is not foreseeable, the employee is expected to notify
the Employer as soon as practicable and, absent unusual circumstances, in accordance
with the Employer's normal leave procedures.
Use of Paid Leave
Paid leave may be used starting on April 1, 2024, or after an employee has been
employed for at least 90 days, whichever is later. Paid leave must be used in
1
increments of at least two (2) hours.
Employees may use their paid leave for any reason. Employees are not required to
provide their Employer with a reason for the leave nor are they required to provide
documentation or certification in support of the leave.
Carryover
Employees may carryover any accrued but unused paid leave to the following accrual
period but may not use more than 40 hours of paid leave per accrual period
(regardless of any carryover).
Payment of Leave
Paid leave will be paid at the employee's base pay rate at the time the leave is taken,
or the required minimum wage, whichever is higher. Paid leave is not included in
overtime calculations and does not include any special forms of compensation such
as incentives, commissions, or bonuses. Employees will not be paid any accrued but
unused paid leave upon termination of employment.
Changes in current practices:
• Updated Immigration Law Compliance
• Nepotism & Reasonable Accommodations policies
Immigration Law Compliance
The Village is committed to employing only those applicants who are authorized to
work in the United States and does not unlawfully discriminate on the basis of
citizenship or national origin.
In compliance with the Immigration Reform and Control Act, each new employee,
as a condition of employment, must complete the Employment Eligibility Verification
Form 1-9 and present documentation establishing identity and employment
eligibility. Former employees who are rehired must, in certain circumstances,
complete a new 1-9 form.
Expiration of Work Authorization
Employees who have a work authorization that expires will need to provide an
updated work authorization. Employees who fail to provide proof of their renewed
authorization to work prior to the expiration of the authorization documented on
their Form 1-9 are subject to immediate termination.
Internal Conflicts of Interest/Nepotism
No relative of a Village elected official, who is serving a term of office within the
Village, will be considered for employment. This restriction does not apply to
temporary or seasonal positions, as long as the related elected official is not the
individual in charge of hiring for that position.
Members of an employee's family, or those in a romantic or sexual relationship with
the employee, will not be considered for employment without prior approval from
the Village Administrator. Such approval is preceded by a determination that neither
a conflict of interest, nor a situation exists whereby any family member or significant
other has a supervisory/subordinate working relationship, or any other interference
with the Village's operations is likely to occur.
For purposes of this section, the term "family member" shall include the employee's
spouse, child, grandchild, parent, stepparent, stepchild, parent -in-law, grandparent,
sibling, brother-in-law, sister-in-law, niece, nephew, aunt, uncle, or cousin. This
policy must also be considered when assigning, transferring, or promoting an
employee.
Employees who marry or establish a romantic or sexual relationship may continue
employment as long as they are not in a supervisory/subordinate working
relationship and no other interference with the Village's operations is likely to occur.
Employees must inform Human Resources if they enter into a familial, romantic, or
sexual relationship with another employee to ensure that no actual or perceived
conflict of interest is present. If such conditions should occur, attempts may be made
to find a suitable position within the Village to which one of the employees may
transfer. If accommodation of this nature are not feasible, the employees will be
permitted to determine which of them will resign.
Revisions to job titles that are exempt from overtime payment.
Employees Not Eligible for Overtime
The following positions are exempt from receiving overtime compensation:
Village Administrator
Police Chief
Police Commander
Director of Public Works
Street Superintendent of Public Works
Water Superintendent of Public Works
Finance Director
Accountant II
Accounting Manager
Economic & Community Development Director
Building Commissioner
Building Inspector/Plans Examiner
Human Resources Manager
Communications Manager/
PASSED AND APPROVED BY THE VILLAGE PRESIDENT AND BOARD OF
TRUSTEES OF THE VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND
DUPAGE, ILLINOIS, ON THIS IITH DAY OF DECEMBER, 2023.
VILLAGE PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES' :/ NAYS
Janelle Kittridge
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Dave Maher
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Ken McClafferty
Kevin Shaughnessy
V
Rick Sniegowski
Ron Stapleton J
Attest:
Charlene M. Smollen, Village Clerk
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ABSENT: ABSTAIN:
Approved:
John Egofske, Village President