R-210-92 Resolution Approving Provisions Of An Employee Personnel Policy ManualRESOLUTION ar
RESOLUTION APPROVING PROVISIONS OF AN
EMPLOYEE PERSONNEL POLICY MANUAL
WHEREAS, the Village of Lemont has identified the need to
develop a comprehensive statement of employee benefits, work rules
and employment expectations for its work force; and
WHEREAS, such a document shall be referred to as the Personnel
Policy Manual; and
WHEREAS, the Personnel Policy Manual shall be applicable to
all full -time and part -time employees of all departments; and
WHEREAS, the Personnel Policy Manual shall supersede all
written or implied statements or documents pertaining to employee
benefits, work rules and employment expectations.
NOW, THEREFORE, BE IT RESOLVED by the President and Board of
Trustees that the Personnel Policy Manual attached as Exhibit "A"
is hereby approved.
PASSED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE:VILLAGE'OF LEMONT, COOK, WILL AND DU PAGE COUNTIES, ILLINOIS,
on this A3 day of `%7274,i,a,X-.-, , 1992.
AYES NAYS PASSED ABSENT
Ken Bromberek ✓'
Barbara Buschman
Bert Ercoli
Richard Kwasneski
William Margalus v
Ralph Schobert
Approved by me this
Attest:
/ 72
Charlene M. S�mo�llen, Village Clerk
L2
day of Gf2�4_,.A ._. , 1992.
J seph 4 'Fo�zley, V} lag President
Village Clerk
w
VILLAGE OF LEMONT
PERSONNEL POLICY MANUAL
Village Clerk
Mayor Charlene M. Smollen
Joseph S. Forzley
Administrator
Steven A. Jones
Trustees
Kenneth Bromberek
Barbara Buschman
Bert Ercoll
Richard Kwasneskl
William Margalus
Ralph Schobert
ADOPTED MARCH 23, 1992
VILLAGE OF LEMONT
PERSONNEL POLICY MANUAL
TABLE OF CONTENTS
ARTICLE I - INTRODUCTION
4
1.1 Forward 4
1.2 Code of Ethics 5
1.3 Coverage of Personnel Policy Manual Provisions 5
1.4 General Management Rights 6
1.5 Management Structure 6
ARTICLE II - EMPLOYMENT PRACTICES 7
2.1 Administration
2.2 Recruitment
2.3 Application for Employment
2.4 Applicant Testing
2.5 Selection of Personnel
2.6 Employment Status
2.7 Citizenship
2.8 Residency
2.9 Hiring of Relatives
2.10 Equal Employment Opportunity
2.11 Pre - Employment
2.12 Probationary Employee
2.13 Personnel Records
7
7
7
7
8
8
8
8
8
9
9
10
10
ARTICLE III - EMPLOYMENT CLASSIFICATION & SALARY ADMINISTRATION
3.1 Administration
3.2 Classification of Positions
3.3 Classification Plan
3.4 Pay Ranges
3.5 Entry Rate of Pay
3.6 Salary Adjustments
3.7 Annual Performance Evaluations
3.8 Payroll Period
11
11
11
11
11
11
12
12
•
ARTICLE IV - HOURS OF WORK 12
4.1 Standard Work Schedule 12
4.2 Standard Workday 13
4.3 Meal Breaks 13
4.4 Overtime 13
4.5 Overtime Exceptions 14
4.6 Emergency Call Outs 14
4.7 Court Time 15
4.8 Submittal of Time Sheets 15
ARTICLE V - EMPLOYEE BENEFITS 15
5.1 Coverage of Benefit Provisions 15
5.2 Holidays 15
5.3 Personal Holidays 16
5.4 Paid Vacations 16
5.5 Sick Leave 18
5.6 Voluntary Leave of Absence 19
5.7 Short -Term Disability 20
5.8 Military Leave 21
5.9 Jury Leave 21
5.10 Funeral Leave 21
5.11 Health Insurance 21
5.12 Life & Disability Insurance 22
5.13 Retirement Programs 22
5.14 Worker's Compensation 23
5.15 Educational Benefits 23
ARTICLE VI - WORK RULES & REGULATIONS 24
6.1 Work Rules 24
6.2 Work Habits 24
6.3 Employee Safety 25
6.4 Vehicle Operation 25
6.5 Reporting of Accidents and Injuries 25
6.6 Light Duty Policy 25
6.7 Use of Village Owned Equipment and Property 26
6.8 Acceptance of Gifts 26
6.9 Sexual Harassment 27
6.10 Losses Involving Personal Property 27
6.11 Retention of Driving Privileges 27
6.12 Outside Employment 28
6.13 Political Activities and Affiliations 28
6.14 Dress Code 29
ARTICLE VII - CORRECTIVE COUNSELING & GRIEVANCE PROCEDURES 29
7.1 Employee Corrective Counseling
7.2 Corrective Counseling Procedures
7.3 Causes for Corrective Counseling
7.4 Employee Grievances
7.5 Grievance Procedure
29
29
30
31
31
•
ARTICLE VIII - INSERVICE PLACEMENT 33
8.1 Promotions 33
8.2 Appointment to "Acting" Status 33
8.3 Lateral Transfers 33
8.4 Demotions 34
8.5 Reductions in Personnel 34
8.6 Recall from Layoff 34
8.7 Reappointment 35
ARTICLE IX - TERMINATION OF EMPLOYMENT 35
9.1 Resignation 35
9.2 Retirement 35
9.3 Exit Interview 36
9.4 Return of Village Property 36
APPENDIX A - PAY PLAN DESCRIPTION AND RULES
I. Introduction
II. Progression through Pay Plan
III. Frequency of Pay Adjustments
IV. Employee Performance Evaluations
V. Amendments to Classification System
VI. Schedule of Authorized Positions and Pay Ranges
ARTICLE I - INTRODUCTION
1.1 Forward
The success of Village operations is contingent upon the
productive efforts and capabilities of all Village
employees. Since it is essential that all personnel seek
to achieve the objective of providing quality service to
the public, this manual has been prepared to outline the
duties and responsibilities of the Village Staff.
The Personnel Policy Manual should be viewed as both a
management tool and an informational resource. All
employees are required to familiarize themselves with the
contents and refer to the manual whenever specific
questions or problems arise. If you need an explanation
of any Village policy, consult with your supervisor,
department head, or the Village Administrator.
Through the implementation of the Personnel Policy
Manual, employees shall expect fair, courteous and
considerate treatment which recognizes the individuality
and dignity of those employed.
The contents of this Personnel Policy Manual may be
periodically amended to insure relevance to day -to -day
circumstances encountered in the Village. Employees are
strongly encouraged to make suggestions or comments
concerning the contents of the manual. Such comments
should be in writing and should be directed to the
Village Administrator.
The Village reserves the right to change, interpret,
withdraw or add to any of the policies, benefits or terms
and conditions of employment at its sole discretion, and
without prior notice or consideration to any employee.
None of the policies, benefits or terms and conditions of
employment have been or are required to be approved by an
employee or any employee group. This manual supersedes
all prior policies and practices.
Nothing in this manual shall be construed to (1) Give any
employee of the Village any right to continuation of
benefits or policies herein stated; (2) Be evidence of
any agreement or understanding express or implied that
the Village will employ or continue to employ any
employee at any particular rate of remuneration or with
any benefit outlined herein; or (3) Create any rights,
and therefore nothing contained herein represents any
4
type of contract of employment.
It is the policy of the Village that all employees
(except those who may be hired under the Board of Fire
and Police Commissioners Act) are at -will employees and
may be terminated by the Village at any time when the
Village determines at its sole discretion that is in the
best interests of the Village to do so.
1.2 Code of Ethics.
All members of the Village Staff should assume an
obligation to maintain the highest standards of
professionalism as public employees. It shall be the
duty and role of each Village employee to strive to:
A. Effectively administer and implement the policies
and procedures as established by the Village Board
of Trustees, or their representative.
B. Provide the highest level of service to the public
in an impartial and efficient manner.
C. Enforce all laws, ordinances, rules and regulations
as required.
D. Encourage and maintain open communications between
the Village Government and the citizens of Lemont.
E. Interact with the public in a polite and
cooperative manner to provide a positive image of
the Village of Lemont.
F. Maintain a spirit of cooperation and teamwork
between fellow employees to effectively carry out
the goals and tasks of the organization.
G. Maintain the highest level of honesty and integrity
in all dealings with the public, outside parties
and other employees.
1.3 Coverage of Personnel Policy Manual Provisions.
The rules and regulations contained in the Personnel
Policy Manual have been adopted by the Village Board
under Resolution The provisions of this
Personnel Policy Manual shall apply to all appointed
officers and employees of the Village both full -time and
part -time, sworn and non - sworn. In this Manual, persons
affected by its provisions will generally be referred to
as "employees."
The Personnel Policy Manual shall not preclude the
establishment of written departmental work rules setting
5
forth policies and procedures for an individual
department work force. In the event of a conflict, the
provisions of this Personnel Policy Manual shall govern.
On occasion, the Village Board may choose to enter into
an employment agreement with an employee. If any
provision(s) of such employment agreement shall conflict
with this Personnel Policy Manual, the provision(s) of
the employment agreement shall govern.
1.4 General Management Rights.
The Village of Lemont shall possess and maintain the sole
authority to determine matters of inherent managerial
policy as specified in this policy manual. Such
authority shall rest with the Village Board or through
their designated representatives, subject to the specific
duties, authority and responsibilities as established by
Ordinance. This general authority shall include, but not
be limited to, the following:
A. The right to establish the mission, policies,
standards of service and annual operating budget of
the Village.
B. The right to determine the methods, means, and
number of personnel required to accomplish the
mission of the Village.
C. The right to establish and revise the
organizational structure of the Village, or job
descriptions, including the right to hire,
transfer, promote, discipline, suspend or discharge
employees.
D. The right to establish work procedures, work rules,
work standards, and examination requirements for
Village employees.
F. The right to select the means and origin of service
delivery to be provided to the public.
1.5 Management Structure.
To carry out the day -to -day activities of the Village,
several levels of supervisory authority exist. The
Village Administrator manages the overall operation of
the Village with direct supervisory responsibility over
Department Heads. Village Department Heads include the
Building & Zoning Administrator, Public Works
Superintendent, Police Chief, Treasurer and Planning
Director.
6
Employees within each Department either report directly
to the Department Head, or to a line supervisor who may
be responsible for day -to -day supervision. Employees
shall rely upon this chain of command to insure proper
communication, direction and overall coordination of
effort.
ARTICLE II - EMPLOYMENT PRACTICES
2.1 Administration
The Village Administrator shall be responsible for the
recruitment and screening and appointment of all Village
employees, except those positions governed by State
Statutes.
2.2 Recruitment.
As vacancies occur on the Village Staff, qualified
applicants will be sought through several means of
recruitment. Depending on the level of the vacancy,
employment notices will be placed in either local
newspapers, professional newsletters or journals.
When possible, attempts will be made to fill vacancies
through the promotion of current employees.
2.3 Application for Employment.
All individuals seeking employment will be required to
complete and submit a standard application form which
will be provided by the Village. Such applications shall
be directed to the Village Administrator's office.
Professional or managerial applicants may submit resumes
in lieu of an application form. All employment
applications received from qualified candidates will be
maintained on file for a period of one (1) year.
Applicants seeking employment as sworn employees shall be
subject to the procedures established by the Lemont Board
of Fire and Police Commissioners, and /or by State
statutes.
Any applicant who knowingly submits false or fraudulent
information on an employment application may be subject
to disqualification. False or fraudulent information on
an application may be grounds for dismissal.
2.4 Applicant Testing.
On occasion, the Village may require applicant testing
prior to selection. Such testing shall measure the job
skills, ability and background required to perform the
minimum duties of the position.
7
2.5 Selection of Personnel.
Personnel selected for Village employment or promotional
opportunities shall be chosen solely on the basis of
merit. All applications submitted shall be given equal
consideration to determine those candidates meeting the
qualifications listed in the job description. The
selection process shall conclude with a personal
interview of those candidates deemed qualified.
Selection criteria shall generally be based upon the
following characteristics of applicants: relevant work
experience, technical knowledge, educational background,
general aptitude, maturity, compatibility and personal
references.
Selection of Police Officers shall be made in accordance
with the rules and procedures of the Lemont Board of Fire
and Police Commissioners.
2.6 Employment Status.
The employment status of individuals hired by the Village
shall be determined according to the number of hours
assigned per week, and duration of employment.
Regular Employees shall be defined as those individuals
selected to serve the Village for an unspecified period
of time. Temporary or Seasonal Employees shall be
defined as those individuals selected to serve the
Village for a specified period of time.
Full time employees shall be defined as those individuals
who consistently work a schedule considered to be a full
workweek according to the provisions of this manual.
Part -time employees shall be defined as those individuals
who consistently work a schedule considered to be less
than a full workweek according to the provisions of this
manual.
2.7 Citizenship
United States citizenship is not a prerequisite for
employment, except for those positions specifically
covered under federal or state statutes.
2.8 Residency.
Although employees are encouraged to live within the
Village limits, residency is not a requirement for
initial or continued employment.
2.9 Hiring of Relatives.
Undermost circumstances a supervisory relationship shall
not exist between relatives. This shall include newly
hired employees as well as promoted employees. This
8
regulation shall apply to all full -time, part -time, and
temporary positions which may become vacant.
Should a supervisory relationship occur between relatives
due to promotion, marriage or other action, the
subordinate employee shall be reassigned to an equivalent
position.
No applicant shall be appointed for employment if that
individual is related to an elected official serving a
term of office within the Village of Lemont. This
restriction shall not apply to those individuals who may
be appointed prior to a relative being elected or any
individual who may have been hired prior to the adoption
of this manual.
The applicable relationships covered under this section
are listed as follows: mother, father, brother, sister,
grandmother, grandfather, son, daughter, spouse, mother -
in -law, father -in -law, brother -in -law, sister -in -law,
son -in -law, and daughter -in -law.
If an individual is hired without disclosing such a
relationship, that employee shall be subject to
termination upon discovery by the appropriate appointing
authority.
Hiring and promotion of police officers shall be in
accordance with the rules and regulations of the Board of
Fire and Police Commissioners.
2.10 Equal Employment Opportunity.
The selection and promotion of employees shall not be
based upon, nor influenced by, any consideration of race,
color, sex, religious affiliation, age, marital status,
national origin, physical or emotional handicap, or
political affiliation.
2.11 Pre - Employment Medical Examination.
All full -time and part -time employees may be required to .
successfully complete a physical examination as a
condition of employment. This examination is intended to
insure that all employees are physically able to safely
and effectively perform the duties related to their
position. If necessary, the Village may require
additional medical testing or treatment as a condition of
employment.
Pre - employment examinations may be performed by a
physician selected by the Village. All medical costs
associated with the exam will be paid by the Village.
9
2.12 Probationary Employee.
Upon hiring, the immediate supervisor will be required to
observe and evaluate the skill, ability, knowledge,
attitude, work habits and any other pertinent
characteristics of the employee. The supervisor shall
conduct an on -going evaluation during the probationary
period noting any deficiencies or problems. Each
probationary employee will receive a review no later than
six (6) months after employment indicating the results of
the supervisory evaluation. The probationary period for
non -sworn personnel shall be six (6) months. The
probationary period for sworn personnel shall be one (1)
year.
If an employee fails to perform the duties of the
position in a satisfactory manner any time during the
probationary period, the employee shall be subject to
termination. If the employee had been promoted or
involuntarily transferred, the individual will be
reassigned to the former classification or one which is
comparable, if available. When this provision conflicts
with any State statutes, the statutes shall govern.
After the first year in a position, employees shall be
evaluated not less than annually in accordance with the
provisions of the pay plan.
2.13 Personnel Records
All Village personnel records are maintained by the
Village Administrator. If an employee seeks to examine
the contents of his /her official personnel file, a
written request must be directed to the Village
Administrator.
The Village will allow inspections upon written
notification. All contents will be provided to the
employee except those exempt under State law. If the
employee shall disagree with any of the information
contained in the personnel file, that individual shall
have the right to submit a written rebuttal which will be
made part of the official file.
Each employee shall be required to notify the Village
Administrator's Office and department head immediately of
any change of address or telephone number which may occur
during the course of employment. This notification shall
also apply to any change in marital status in order to
comply with C.O.B.R.A regulations.
10
ARTICLE III - EMPLOYMENT CLASSIFICATION AND SALARY ADMINISTRATION
3.1 Administration.
The administration of the employment classification and
salary system shall be the responsibility of the Village
Administrator. The job classification schedule, pay
schedule and pay plan have been adopted by the Village
Board, Ordinance as amended.
3.2 Classification of Positions.
All authorized positions are classified into occupational
classes consisting of similar duties and
responsibilities.
3.3 Classification Plan.
The Village classification plan consists of a series of
pay ranges. Each position is classified into a specific
pay range based upon the following job related criteria:
level of supervisory responsibility; level of overall
responsibility; level of difficulty; level of required
education; level of required experience; and comparable
position compensation as identified by the regional
governmental salary and fringe benefit survey conducted
by Cook County semi - annually.
3.4 Pay Ranges.
Each pay range shall have an entry rate and a maximum
rate governing the salary of employees who are assigned
to the range. Employees will progress through the pay
range dependent upon merit increases as provided by the
Supervisor and Department Head.
3.5 Entry Rate of Pay.
New employees will normally begin their employment at the
minimum level of the pay range assigned to their job
classification. However, if it is determined to be in
the best interest of the Village, the Village
Administrator may choose to assign a higher pay step to
a new employee.
Justification for assignment of a higher pay step may
include exceptional qualifications, years of experience
of a candidate, the re- hiring of a former employee or a
lack of available candidates which may be hired at the
entry step.
3.6 Salary Adjustments.
Periodic salary adjustments shall be available to all
employees at the 6 -month anniversary date, one year
anniversary date, and May 1, subject to the rules of the
Pay Plan. The salary to be paid shall be determined
through the Department Head's and immediate Supervisor's
11
evaluation of each employee's performance and
recommendation on pay in accordance with the Village's
pay plan.
3.7 Annual Performance Evaluation.
After reaching the maximum rate of his /her pay range,
each employee shall continue to receive not less than an
annual performance evaluation on or about May 1 of each
year in accordance with the pay plan and performance
evaluation system.
3.8 Payroll Period.
The Village maintains a payroll period with paychecks
distributed every other week. When a holiday occurs on
a designated pay day, checks will be distributed on the
previous workday.
ARTICLE IV - HOURS OF WORK.
4.1 Standard Work Schedule.
Department heads and supervisors may arrange their staff
working hours to adequately meet the demands or schedules
of their departments. Such schedules shall provide the
minimum number of hours as indicated:
A. Administrative and Clerical.
Full -time administrative and clerical employees are
assigned a minimum thirty -five (35) hour work week.
B. Public Works.
Full -time public works employees are assigned a
minimum of forty (40) hours per work week.
C. Police Personnel.
Sworn full -time police personnel are assigned a
minimum of one hundred sixty (160) hours per
twenty -eight (28) day pay period. Police
investigators are assigned to work forty (40) hours
per standard workweek.
D. Managerial Employees.
Managerial positions as outlined in Section 1.5
are expected to work the necessary hours to
adequately perform their roles. This includes
attendance at evening meetings of the Village
Board, Village Committee(s), and applicable
meetings of advisory boards or commissions. It is
expected the minimum number of hours is forty (40)
hours per week.
12
4.2 Standard Workday.
The standard workday of Village personnel shall vary
between departments due to service and operational
demands. Such standard workday may be changed on
occasion to accommodate Village and /or employee needs.
The following identifies the standard full -time workday
for various employee categories.
A. Village Hall Personnel.
Village Hall personnel shall normally be assigned
to one of the following schedules to allow for
continuous coverage during the Village Hall office
hours:
8:30 AM - 4:30 PM
9:00 AM - 5:00 PM
Each department shall insure phones and public
contact is maintained via utilization of this
schedule.
B. Public Works.
Public Works employees shall normally be assigned
to work from 7:30 AM to 4:00 PM.
C. Sworn Police Personnel.
Sworn Police personnel are assigned to twelve (12)
hour shifts scheduled from 6:00 AM /PM to 6:00
PM /AM.
D. Non -Sworn Police Personnel.
Non -sworn personnel shall normally be assigned to
work shifts from 8:00 AM to 4:00 PM or 4:00 PM to
12:00 midnight.
4.3 Meal Breaks.
Those employees working a full workday shall be entitled
to an unpaid meal break. Meal breaks are to be scheduled
by the department head to insure a minimum disruption of
coverage and departmental work activities. If required
by the department head, some positions may be subject to
remaining on the premises during meal breaks. The break
for administrative and clerical employees shall not
exceed one (1) hour duration. The meal break for shift
personnel shall not exceed one -half (1/2) hour, and the
meal break for Public Works employees shall not exceed
one -half (1/2) hour.
4.4 Overtime.
For non -sworn personnel and Police Investigators,
overtime is considered to be work in excess of forty (40)
hours in a standard seven (7) day workweek.
For sworn personnel, overtime is considered to be work in
13
excess of one hundred sixty hours in a twenty -eight (28)
day work period.
Overtime will be paid at the rate of one and one -half (1
1/2) hours for each overtime hour worked.
All overtime must be in accordance with standards
established by the department head. If approved by the
department head, compensatory time may be given in lieu
of overtime pay. However, no employee shall accumulate
more than forty (40) hours of compensatory time.
To calculate hours eligible for overtime, authorized paid
vacation leave and paid holidays shall be included as
"time worked" in computing whether an employee has worked
a normal schedule. Sick leave pay shall not be included
as "time worked" in computing overtime.
4.5 Overtime Exceptions.
The following positions are exempt from receiving
overtime compensation:
Village Administrator
Police Chief
Police Commander
Superintendent of Public Works
Treasurer
Building Administrator
Planning Director
Planner
Engineer
Main Street Program Manager
4.6 Emergency Call Outs.
During off -duty hours, employees of the Public Works
Department, Water Department and Police Department may be
required to respond to an emergency call out. If an
employee is called out for any reason, and if eligible
per Sections 4.4 and 4.5, the individual will be
compensated for a minimum of two (2) hours of overtime
pay per call out, unless such call out occurs less than
two hours prior to the employee's regular shift; in
which case such employee shall be paid only for the
amount of time between the call out and the start of the
shift. If a call out necessitates working longer than
two (2) hours, the appropriate amount of overtime will be
provided to the employee.
The calculation of overtime due shall be based upon the
amount of time which elapses between the arrival of the
employee at Village -owned facilities and the subsequent
departure from such facilities. No compensation will be
14
provided, or is implied, for transportation to work for
an emergency call out.
4.7 Court Time.
When an employee is required to present evidence or
testify in court for work - related reasons during non -duty
hours, the individual shall receive a minimum of three
(3) hours of overtime. If the court appearance extends
beyond three (3) hours, the appropriate amount of
overtime will be provided.
4.8 Submittal of Time Sheets.
All employees are responsible for the accurate reporting
of hours worked. Prior to submittal to the Village
Administrator, time sheets must be signed by the employee
and approved by the department head. Any individual who
knowingly falsifies information on time sheets or payroll
records shall be subject to termination, except that in
the case of a sworn officer such employee shall be
subject to disciplinary action by the Police Chief and /or
Board of Fire and Police Commissioners.
ARTICLE V - EMPLOYEE BENEFITS
5.1 Coverage of Benefit Provisions.
The employee benefits provided by the Village are
intended to be part of a comprehensive compensation
package to supplement the annual salary. Such benefits
are offered contingent upon the availability of funds.
The benefits described in the Personnel Policy Manual are
solely provided to those individuals with regular, full -
time employment status as defined in Article II (2.6).
5.2 Holidays.
Village employees will receive eight (8) paid holidays
during the calendar year. Those holidays designated for
full pay are listed as follows:
New Year's Day
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Friday after Thanksgiving
Christmas Eve
Christmas Day
January 1
Last Monday in May
July 4
1st Monday in September
4th Thursday in November
4th Friday in November
December 24
December 25
If an authorized holiday should fall on a Saturday, the
preceding Friday will be observed as the paid holiday.
15
If an authorized holiday should fall on a Sunday, the
following Monday will be observed as the paid holiday.
If a holiday occurs during an employee's authorized
vacation period, including holidays occurring on Saturday
and Sunday, an extra day will be added to the employee's
vacation leave balance.
On occasion, an employee's work schedule may require
working on a designated holiday. In such an instance the
employee will be reimbursed for all hours worked at a
rate of 1.5 times the regular hourly rate.
To receive compensation for holiday pay, an employee must
work the day before and day after a holiday unless on
paid leave authorized by the department head. An
employee absent due to illness will also be eligible if
properly documented and approved by the department head.
5.3 Personal Holidays.
A maximum of two (2) personal holidays will be provided
to employees during each calendar year. Personal days
shall be taken at the discretion of the employee,
provided that the scheduled date is approved by the
department head. Employees shall request a personal
holiday at least seven (7) days in advance.
Personal holidays must be utilized during the calendar
year and cannot be accumulated or reimbursed in the form
of extra day of pay. Any personal holiday not utilized
before December 31, or prior to an employee's termination
is to be considered "lost."
Employees shall not be eligible to receive personal
holidays until completion of six (6) months of continuous
service. Employees hired after July 1 shall not be
entitled to receive a personal day until the following
calendar year.
5.4 Paid Vacations.
Paid Vacations are provided to employees in accordance
with length of continuous service. Vacation days are
earned on a monthly basis according to the following
accrual schedule:
Length of Service Vacation
Less than five (5) years Ten (10) working days per
annum
5/6 work days per month
Upon reaching fifth (5th)
anniversary of
16
Fifteen (15) working days
per annum
employment 1 1/4 work days per month
Upon reaching tenth
(10th) anniversary of
employment
Upon reaching fifteenth
(15th) anniversary of
employment
Upon reaching twentieth
(20th) anniversary of
employment
Twenty (20) working days
per annum
1 2/3 work days per month
Twenty -five (25) working
days per annum
2 1/12 work days per month
Thirty (30) working days
per annum
2 1/2 work days per month
To insure clear understanding of the Village's vacation
policy, employees should be aware that when the amount of
vacation leave increases after 5, 10, 15, or 20 years of
service, the employee does not start earning the increase
in vacation leave until the date of anniversary of the
5th, 10th,15th or 20th year of service, with the increase
in vacation leave to be taken during the current year of
employment.
Employee vacation requests are subject to the approval of
the department head. Department head vacation requests
are subject to the approval of the Village
Administrator. Vacation requests for more than ten (10)
consecutive work days shall be approved by department
heads with the concurrence of the Village Administrator.
The resolution of any vacation scheduling conflicts shall
be based upon employee seniority. Requests for vacation
time of five (5) or more consecutive days shall be made
no later than thirty (30) days in advance to allow for
proper departmental planning. No employee shall be
eligible to receive a paid vacation until completion of
six (6) months of continuous service unless authorized by
the department head. Vacation time must be requested in
increments of one full day.
Vacation time must be taken during the calendar year
earned. If a vacation balance exists as of December 31
it will be considered lost. Employees may individually
request a one -year carryover of accrued vacation time,
however such carryover shall not exceed five (5) working
days. Approval of any carryover request shall be subject
to the approval of the Village Administrator.
In view of the fact this Policy Manual was adopted after
many employees accumulated large vacation balances,
special consideration will be given to those individuals
17
whose balance exceeded ten (10) working days as of
1/1/92. The Village Administrator shall enter into
written agreements with the affected employees to insure
a reasonable schedule can be developed to use the
vacation accrual over a mutually agreed upon time frame.
Failure to follow the guidelines in the written agreement
shall result in the loss of the accrual as per this
section.
If an employee terminates employment after twelve (12)
months service prior to using all accrued vacation time,
and proper notice is given as outlined in Article IX
(9.1), the amount of unused vacation time will be
reimbursed on the final paycheck at the employee's
regular rate of pay. If a terminating employee has
taken vacation time in advance of accrued time, such
vacation pay will be deducted from the final paycheck.
5.5 Sick Leave.
Employees shall accumulate sick leave at the rate of
eight (8) hours for each month of service. Sick leave
may be used for illness, disability, pregnancy or medical
appointments which cannot be made on off -duty hours.
Sick leave may also be used for an illness or injury in
the immediate family which requires the employee to
remain at home, except such use of sick leave shall be
only on an emergency or temporary basis. For family
illness or injury, employees are to provide for other
care as soon as practical.
New employees shall not be eligible for paid sick leave
until thirty (30) days from the date of hire. Sick leave
will be paid in increments of one (1) hour. Any use of
sick leave which is less than one (1) hour will be
rounded up to the nearest whole hour. Unused sick leave
as of December 31 of each year shall be allowed to accrue
into a sick leave bank for each employee. The sick leave
bank may be used by the employee should the need for sick
leave usage exceed the annual allocation. The maximum
accrual of sick days within the sick leave bank shall be
ninety (90) days.
An employee unable to report to work shall contact
his /her immediate supervisor at the earliest opportunity.
Shift personnel shall report any illness no later than
two (2) hours prior to their scheduled starting time. If
the absence is longer than one (1) day, the employee
shall keep the supervisor informed of the condition daily
or as otherwise agreed to by the Supervisor, and provide
the anticipated return to work date. At the discretion
of the department head, employees absent for more than
two (2) days shall be required to submit a statement from
18
a physician verifying the illness and fitness to return
to duty. If the condition of an employee is in question,
the Village Administrator may require a physical exam at
the expense of the Village.
The use of sick leave is intended only for legitimate
reasons as outlined in this section. Any abuse of the
sick leave policy shall result in non - payment of sick
leave benefits and shall be grounds for disciplinary
action. Abuse of sick leave shall include, but not be
limited to the following: failure to notify supervisor
of absence or condition; failure to provide
documentation as required; continued pattern of absences
subsequent to or following regularly scheduled off -days;
or continued pattern of vacation days. In addition, paid
sick leave will not be granted to any employee during the
last two (2) weeks of employment unless verification is
received from a physician that the employee was
physically unable to work.
Employees shall not receive any pay for accumulated sick
leave balance which maybe unused upon termination of
employment. Any employee who has a sick leave bank which
exceeds the maximum number established by this manual,
shall not accrue any days above his /her sick day balance
as of the date of adoption. This "Grandfather" shall
only apply to those who meet the stated condition.
5.6 Voluntary Leave of Absence.
An unpaid leave of absence may be requested by employees
with more than one (1) year of continuous service.
Requests for leave must not exceed six (6) months.
Requests for leave shall be made in writing to the
department head along with an explanation of the reason
for the request. Unpaid leaves may be granted with the
approval of the Village Administrator. Unpaid leaves of
absence for sworn personnel shall be subject to State
statutes.
Sick leave, vacation, holiday benefits and seniority will
not accrue during the leave of absence, and the
employee's anniversary date shall be adjusted according
to the length of absence. Health and life insurance
benefits will be maintained during the leave of absence,
according to the provisions of the policy in effect and
provided that the employee pays the full premium amount.
Upon return to duty, employees will receive credit for
all unused sick or vacation leave earned prior to the
leave of absence.
If a leave of absence is granted for a period of one (1)
19
calendar month or less, the employee's position will
remain vacant until expiration of the leave.
Reinstatement shall only occur if the position has not
been eliminated due to reorganization or budgetary
constraints. Unpaid leaves in excess of one (1) month
provide no guarantee of reinstatement to the former
position, unless approved by the Village Administrator.
A medical leave of absence (short -term disability) is
subject to rules as outlined in Section 5.7.
Upon expiration of a leave of absence the Village
Administrator shall attempt to reinstate the employee to
his /her former position or one that is similar, depending
upon qualifications. If no position is available upon
expiration of the leave of absence, the employee may be
considered for future openings depending upon
qualifications.
The Village will provide written notice of termination to
an employee who has not returned to work within five (5)
days after the leave of absence has ended.
5.7 Short -Term Disability.
If an employee shall require a leave of absence for
medical reasons, and such leave extends beyond any
accrued sick leave, vacation, personal days or
compensatory time due, the employee may request to be
placed on short -term disability status. During such
unpaid leave the employee may be eligible for disability
earnings subject to the pension and /or insurance policy
in force. Any short -term disability shall be documented
with a written medical statement. Approval of short -term
disability status shall be the role of the Village
Administrator.
Sick leave, vacation, holiday benefits and seniority will
not accrue during the short -term disability, and the
employee's anniversary date shall be adjusted according
to the length of absence. Health and life insurance
benefits will be maintained during the disability leave,
according to the provisions of the policy in effect, and
provided that the employee pays the full premium amount.
If a short -term disability leave is granted for a period
of three (3) calendar months or less, the employee's
position will remain vacant until expiration of the
leave. Reinstatement shall only occur if the position
has not been eliminated due to reorganization or
budgetary constraints. Unpaid leaves in excess of three
(3) months provide no guarantee of reinstatement to the
former position, unless approved by the Village
Administrator.
20
Upon expiration of a leave of absence the Village
Administrator shall attempt to reinstate the employee to
his /her former position or one that is similar, depending
upon qualifications.
The Village will provide written notice of termination to
an employee who has not returned to work within five (5)
days after the disability period.
5.8 Military Leave.
Any full -time employee who is a member of the reserve
components of the United States Armed Forces, the
National Guard, or the Naval Militia may be allowed leave
of absence, without pay, during any calendar year without
loss of any accrued leave. Requests for such leave must
be made to the Village Administrator and be accompanied
by a copy of official orders requiring such training
period. Any full -time employee who enters military
service shall, upon termination of his active service,
be entitled to return to Village employment at a level
equivalent to the position held upon his departure,
provided a position is available, subject to state and
federal regulations. Any such leave of absence shall not
exceed a period of time necessary to complete the period
of required active duty. A sixty (60) day period of time
after discharge is allowed to request reappointment to
employment with the Village. Military leave for sworn
employees shall be subject to State statutes.
5.9 Jury Leave.
Jury Leave will be granted to employees upon presentation
of proper documentation. The Village will provide
regular pay, minus all jury pay, excluding transportation
expenses.
Upon being excused from jury duty, such employee shall
report to work if released from duty during the regularly
assigned hours of work.
5.10 Funeral Leave.
An employee may be granted a maximum of three (3) working
days funeral leave due to death in the immediate family.
The immediate family is defined to include: spouse,
child, mother, father, sister, sister -in -law, brother,
brother -in -law, mother -in -law, father -in -law,
grandparents or guardian.
5.11 Health Insurance.
The Village selects and provides a medical insurance
program for employees and dependents subject to the terms
and conditions of the policy(ies) in effect. Insurance
is provided to full -time employees subject to the terms
21
and conditions of the policy(ies) in effect. The Village
may require an employee co- payment for any sponsored
health program.
Upon termination, the provision of paid health insurance
shall cease except as may be provided by State or Federal
law. At that time information will be provided for
obtaining individual insurance coverage.
5.12 Life and Disability Insurance.
The Village selects and provides a group life insurance
policy. Disability coverage is provided to employees
enrolled in the Illinois Municipal Retirement Fund.
Upon termination, the provision of paid life and
disability insurance shall cease except as may be
provided by State or Federal Law. At that time
information will be provided before obtaining individual
coverage.
5.13 Retirement Programs.
Village employees are eligible to participate in several
retirement programs, depending upon their employment
status with the Village. The specific details concerning
each program may be obtained in the Village
Administrator's office. The retirement programs
available are listed as follows:
A. Illinois Municipal Retirement Fund.
I.M.R.F. is a state retirement and disability
program for public employees in Illinois. All non -
sworn employees working 600 or more hours annually
must participate. Both the Village and employee
contribute a percentage of earnings to this
program. All employee earnings contributed are tax
deferred in accordance with applicable State and
Federal regulations. Employees become vested after
eight (8) years of service.
B. Social Security.
Social Security is a federally mandated retirement
and disability program. All non -sworn personnel,
regardless of employment status, are required to
participate. Both the Village and employee
contribute a percentage of earnings to this
program. Sworn personnel are required to
participate in the Medicare portion of Social
Security.
C. Police Pension.
The Police Pension Plan is a State mandated program
for all sworn Police personnel. Both the Village
22
and employee contribute to this program. Employees
become vested after twenty (20) years of service.
D. Deferred Compensation.
The Village offers three deferred compensation
programs including ICMA, Great -West, and Waddell &
Reed. These are voluntary programs designed to
provide supplemental retirement benefits and reduce
the current taxable income of employees. All
employees with full time and part time employment
status are eligible to participate in this program.
E. Savings Bonds.
Series EE bonds are available for purchase through
payroll deductions.
5.14 Worker's Compensation.
All full -time and part -time employees are provided with
worker's compensation coverage required by State statute.
Worker's compensation will provide payment for medical,
pharmacy and related expenses which are determined to be
the direct result from any on -duty injury or illness
incurred by an employee. Injuries and illnesses
resulting from non -duty related causes are to be
submitted to the health insurance carrier.
If work related injury results in three (3) or fewer work
days of lost time, the Village will provide full salary
to the employee. For all time lost in excess of three
(3) work days, a percentage of the employee's salary will
be reimbursed through worker's compensation benefits as
specified by statute. The Village will provide full pay
to sworn personnel for a period not to exceed one (1)
calendar year from date of injury as required by State
statutes.
If a sworn employee has not returned to work after one
(1) calendar year, such employee shall have two options
in receiving compensation during this time. An employee
may choose to utilize accrued sick leave or other
available leaves to supplement the amount of regular
salary not covered by worker's compensation, or an
employee may choose to preserve his /her accrued sick
leave balance and only receive those worker's
compensation benefits as specified by statute.
5.15 Educational Benefits.
In order to encourage additional job- related training and
educational opportunities, the Village may, on occasion
provide reimbursement for certain credit courses,
certification classes, workshops or seminars. Any full -
time employee seeking such training shall make a written
23
request with all supporting documents to his /her
department head prior to registration. All requests
shall be subject to the approval of the Village
Administrator, and subject to the availability of funds.
Reimbursement for all credit courses offered through a
university, college or junior college shall be subject to
a minimum grade of "C" or its numerical equivalent.
Village reimbursement shall be limited to course
registration and tuition only, and shall not include the
cost of books, supplies, transportation or
enrollment /activity fees.
The reimbursement for approved classes determined to be
directly job related will be reimbursed at a rate of 100%
when funding is available. However, to allow for the
utilization of education funds by the maximum number of
employees, the reimbursement provided for credit classes
shall not exceed five hundred dollars ($500) per employee
during any calendar year.
For each five hundred dollar ($500) reimbursement made to
an employee, an obligation to remain employed for a
period of six (6) months shall be required. The
calculation of time shall be made from the date the
subject course(s) is successfully completed.
If an employee shall voluntarily terminate employment
with the Village prior to completing the required six (6)
months, the reimbursement shall be deducted from the
final pay check and /or any vacation pay due.
ARTICLE VI - WORK RULES AND REGULATIONS.
6.1 Work Rules.
The Village may prepare, issue and enforce work rules
which are deemed to be necessary for the safe, orderly
and efficient operation of the organization.
6.2 Work Habits.
Employees are required to maintain the highest standards
of conduct, efficiency and cooperation in the performance
of their duties. Employees shall be punctual in
reporting to work and shall be dressed in a manner
appropriate to their job responsibilities.
Employees shall report to work in proper physical
condition and shall not possess, consume or be under the
influence of any alcoholic beverage or illegal drug
immediately prior to or during working hours.
24
6.3 Employee Safety.
To establish and maintain a safe and injury -free work
environment, employees are required to adhere to
established safety rules and procedures. Safety is the
shared responsibility of individuals at every level of
the Village organization. All employees shall be aware
of those risks associated with their employment and
strive to minimize the potential for work- related
hazards. The safety record of all employees shall be a
major consideration in performance evaluations.
It shall be the individual responsibility of all
employees to report any unsafe practice, policy,
procedure, condition or equipment to the attention of the
supervisor or department head. Such report shall be made
in writing along with a recommended course of action to
alleviate the problem.
6.4 Vehicle Operation.
All village vehicles shall be operated in a safe,
courteous and lawful manner. Employees are required to
wear seat belts during the operation of any vehicle and
insure that unattended vehicles are locked and secured.
Any parking fines or traffic violations incurred while
operating a Village vehicle shall be the sole
responsibility of the driver. Village owned vehicles and
equipment are to be utilized for official business only.
6.5 Reporting of Accidents and Injuries.
When conducting Village business, all accidents involving
Village employees or Village property are to be reported
to the department head immediately subsequent to
occurrence. If any accident or damage involves public or
private property, the Police Department should also be
notified immediately.
Department heads shall inform the Village Administrator
of the occurrence of all accidents or injuries
immediately upon discovery. In addition, the supervisor
must undertake investigation of the incident immediately
upon discovery and submit investigative reports to the
Village Administrator within five (5) calendar days of
any accident.
If an injury occurs to a Village employee, the department
head shall be responsible for the completion and
submission of a Form 45 within two (2) working days.
6.6 Light Duty Policy.
If an employee is injured during the course of employment
and is unable to perform the required duties of the .
position, but can perform work of a less strenuous
25
nature, the individual may be considered for a light duty
assignment. Light duty will be assigned only if an
injured employee is determined to be physically able to
perform the required light duty tasks, and provided such
light duty assignments are available. Such a light duty
assignment shall be at the discretion of the department
head, subject to the approval of the Village
Administrator, and may be made on a day -to -day basis, but
shall not exceed ninety (90) working days.
Light duty assignments may be made in any Village
department and shall be based upon the physical abilities
and skills of the employee, and the personnel needs of
the Village. Light duty positions shall be maintained
only if in the best interests of the Village. The
Village shall require a medical exam when the physical
abilities of any injured employee are in question. Such
exam shall be at the expense of the Village.
6.7 Use or Modification Village -Owned Equipment or Property
All equipment, supplies, tools, uniforms and property
owned or purchased by the Village are to be utilized for
official business only. No employee shall modify or
alter any Village property unless specifically authorized
in writing by the Village Administrator.
6.8 Acceptance of Gifts.
In order to prevent any appearance of favoritism or
conflict of interest, employees must not accept improper
gifts, loans or preferential treatment from vendors,
contractors, business contacts, residents or other
individuals with whom the Village conducts business.
Gifts which are considered proper shall include the
following:
A. Items of nominal value which are distributed for
promotional purposes and not on a recurring basis.
B. Lunch or business event invitations provided that
Village business is discussed.
C. Food products, floral arrangements or similar items
which shall be made available to the entire
department or Village work force.
It is required that all gifts which do not qualify will
be politely refused or returned citing the Village's
policy as the reason for refusal.
26
•
6.9 Sexual Harassment.
Any form of sexual harassment whether explicit or implied
is strictly prohibited by the Village. Implicit sexual
harassment occurs when statements or comments of an "off -
color" nature are made to an employee who is offended by
the action. Explicit sexual harassment occurs when an
employee makes unwelcome sexual requests or advances upon
another individual. The effect of sexual harassment
shall include, but not be limited to the following:
A. Interference with an employee's ability to perform
assigned duties.
B. Threats of changes in work assignment, employment
status or terms and conditions of employment.
C. Promises of employment or promotional opportunities
or special favors.
Any incident of sexual harassment is to be reported in
writing to the Village Administrator. Violations of this
nature shall be subject to disciplinary procedures of the
Village.
6.10 Losses Involving Personal Property of Employees.
The Village cannot assume responsibility for losses or
damages involving personal property, unless subject to
prior written agreement. If an individual feels the
Village is responsible for causing the loss or damage, a
written claim shall be submitted to the department head.
The claim shall be reviewed by the department head and a
formal recommendation shall be made to the Village
Administrator.
6.11 Retention of Driving Privileges.
Many employment positions with the Village require the
operation of motor vehicles. It shall be the
responsibility of such employees to retain a valid
driver's license while employed with the Village.
Employees shall be required to notify the department head
of any suspension or revocation of driving privileges.
Periodic record checks will be performed to insure that
each individual operating a vehicle is properly licensed.
If any employee required to operate a vehicle as part of
his /her job duties is found to have a suspended or
revoked license, that employee shall be subject to
disciplinary procedures.
27
•
6.12 Outside Employment.
Employees may have outside employment provided that such
employment does not interfere with the employee's ability
to devote primary attention to the work requirements of
the Village. Sworn employees shall not have outside
employment unless specifically authorized by the Chief of
Police. Employees shall be prohibited from participating
in outside employment which may involve any of the
following conditions:
A. Utilization of official information not available
to the general public.
B. Utilization of Village time, facilities or
equipment, except for special Police details.
C. Activities which are, or may appear to be, a
conflict of interest.
D. Acceptance of employment with a vendor or
individual which requires approval or review of any
department of the Village.
E. Activities which are prohibited by Federal, State
or local statutes.
6.13 Political Activities and Affiliations Within the Village
of Lemont.
Village employees may participate in political affairs at
any level of government provided that such participation
does not adversely affect the performance of the employee
or adversely affect the conduct of Village business.
Employees may not involve themselves in any political
activity during assigned working hours.
No Village employee may be appointed, promoted, dismissed
or retained on the basis of his /her political activities
or views. No employee shall be coerced to participate in
political campaigns, solicit votes or contribute funds
for any political office.
Any full or part -time Village employee who wishes to run
for Village President, Village Trustee or Village Clerk
of the Village of Lemont must first take an unpaid leave
of absence from employment with the Village. This leave
is to commence 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.
28
•
6.14 Dress Code.
All employees shall wear appropriate clothing necessary
to perform their duties including interaction with the
public. Public Works and Water employees shall wear
shirts and any necessary protective clothing. The
Village may provide clothing which identifies the
employee as a representative of the Village.
ARTICLE VII - CORRECTIVE COUNSELING AND GRIEVANCE PROCEDURES.
7.1 Employee Corrective Counseling.
The continued employment of each Village employee shall
be contingent upon adherence to acceptable norms of
conduct, satisfactory job performance, and compliance
with the rules and regulations of the Personnel Policy
Manual or any other Village organizational rules and
regulations, and the need of the Village to maintain the
employee's job position. Such adherence is necessary to
maintain an efficient and equitable organization and work
environment.
Department heads and supervisors shall discuss any
deficiencies or work related problems with individual
employees. It is the responsibility of an employee to
correct any faults in performing his /her duties and abide
by the rules and regulations of the Village. Failure to
abide by this basic organizational requirement shall
result in corrective counseling procedures.
7.2 Corrective Counseling Procedures.
Village corrective counseling procedures may be of a
progressive nature whenever appropriate. Such a
progression may involve increasingly severe counseling
measures listed as follows:
A. Verbal warning administered by Village
Administrator, department head or supervisor with
possible written documentation submitted to
employee personnel file.
B. Written warning administered by Village
Administrator, department head or supervisor with
copy submitted to employee personnel file.
C. Suspension (1 -3 days) without pay by department
head with written documentation submitted to
Village Administrator and employee personnel file.
Suspension in excess of 3 days (up to 30 days) must
be approved by the Village Administrator.
29
•
D. Recommendation of dismissal by department head to
Village Administrator with written documentation
submitted to employee personnel file.
If corrective counseling action warrants deviating from
progressive steps, the Village may take such necessary
action. When deviating from progressive procedures, the
Village personnel should weigh actions in the context of
the severity of the offense, previous counseling action,
and previous corrective action attempted.
If an employee disagrees with the actions or facts
related to any counseling measures taken by management
personnel and seeks to appeal such a decision, such
employee shall have the right to file a grievance as
outlined in Article VII (7.4, 7.5).
During a disciplinary suspension an employee shall not
accrue sick leave, vacation leave or receive holiday pay.
Suspension or termination of sworn police personnel shall
be governed by State statutes and the rules and
regulations of the Board of Fire and Police
Commissioners.
7.3 Causes for Corrective Counseling.
Corrective counseling measures shall be applied in cases
involving unacceptable job performance or misconduct.
The following list shall include, but not be limited to,
those acts considered to be grounds for corrective
counseling action:
A. Violation of any rule, regulation or provision of
the Personnel Policy Manual, or any other
organizational rules and regulations.
B. Intentional refusal or failure to perform any valid
request, instruction or order of a supervisor.
C. Engaging in conduct unbecoming a public employee.
D. Usage, possession, or being under the influence of
illegal drugs or alcoholic beverages while on duty
or on Village property.
E. Falsification of any document, information, report,
or statement.
F. Willful abuse, neglect or carelessness resulting in
damage to public or private property or equipment.
G. Unsafe, illegal or hazardous operation of equipment
30
or vehicles.
H. Refusal to submit to a medical exam if requested by
the Village Administrator.
I. Absence without official authorization, or habitual
absenteeism or tardiness.
J. Failure to properly report any accident or personal
injury.
K. Conviction of a felony or other crime involving
moral turpitude.
L. Unauthorized use of Village equipment, property,
services or funds.
M. Failure or inability to adequately meet the minimum
work requirements as listed in the employee job
description and as established by the department
head.
N. Failure to address deficiencies noted by
supervisory personnel during formal or informal
reviews.
0. Any other act, or failure to act, which may disrupt
Village operations, endanger the health or well
being of the public or another employee, or bring
discredit to the Village of Lemont.
7.4 Employee Grievances and Disciplinary Appeal.
When an employee may have a dispute, disagreement or
problem concerning employment with the Village, it is
anticipated that a resolution can be accomplished through
informal discussions with supervisory personnel. If an
employee feels that a resolution cannot be attained
through informal means, formal grievance procedures may
be initiated.
A grievance may be filed by any employee in response to
any problem, concern, disagreement, disciplinary action
or unresolved matter related to employment with the
Village. A grievance may not be filed in regard to
decisions rendered by any Village official under General
Management Rights as outlined in Article I (1.4) of the
Personnel Policy Manual.
7.5 Grievance Procedure and Disciplinary Appeal.
The following steps shall be followed in filing a
grievance. Special attention should be given to the time
limits established for proceeding with any such filing.
31
•
Sworn personnel shall be subject to grievance procedures
as specified by State statutes.
Step 1.
The employee shall verbally notify the supervisor or
department head of the topic of concern. The supervisor
or department head shall attempt to provide a response to
the employee within a reasonable amount of time. If the
supervisor or department head does not provide a
response, or if the response does not satisfy the
employee, the employee shall have the option to proceed
to Step 2.
Step 2.
Within five (5) working days of the supervisor or
department head's verbal response, the employee shall
prepare a written statement outlining the nature of the
grievance, and shall present it to the department head.
The department head shall respond in writing no later
than five (5) working days from receiving the written
notice. If the written response does not satisfy the
employee, or if the department head does not provide a
timely response, the employee shall have the option to
proceed to Step 3.
Step 3.
If the grievance reaches the Village Administrator, the
Village Administrator shall undertake the necessary
action to investigate the problem. The Village
Administrator shall schedule a meeting to discuss the
matter within five (5) working days of the written
request. The meeting shall include the supervisor or
department head, Village Administrator and the employee.
The Village Administrator shall render a decision in the
matter within ten (10) working days of the meeting. A
written copy of the decision shall be forwarded to the
employee and department head. The decision of the
Village Administrator shall be final.
The timetables stated in this section may be extended if
mutually agreed upon by the subject individuals.
No employee shall be disciplined or discriminated against
in any way because of his or her proper use of the
grievance procedure.
Employees are allowed reasonable time during working
hours for presenting their grievances, and no deductions
shall be made from the pay of a grieving employee for
time spent in this way as long as it does not disrupt
normal business. Employees may call on fellow workers
who have personal knowledge and were directly involved in
the incident being grieved.
32
•
•
ARTICLE VIII - INSERVICE PLACEMENT
8.1 Promotions
Whenever possible, the Village will promote existing
employees to fill vacancies which arise. Consideration
for promotion shall be based upon prior job performance,
personal qualifications, educational or technical
training and promise of future development. Employees
seeking promotional opportunities shall indicate their
desires through the standard employment application
procedures.
An employee who is promoted shall receive a pay and
classification adjustment. Such an increase shall be no
less than a one 7.5% pay increase above the employee's
current classification.
Sworn personnel shall be subject to the promotion
procedures established by the Board of Fire and Police
Commissioners.
8.2 Appointment to "Acting" Status.
In the event that a prolonged vacancy occurs in a
supervisory or administrative non -sworn position, an
existing employee may be appointed to assume the duties
of the vacant position in an "acting" capacity. Such
appointment shall be made by the Village Administrator,
and shall be considered a temporary appointment.
If the individual assigned to "acting" status is
anticipated to perform the duties of a higher pay range,
the "acting" employee shall receive a temporary pay and
classification adjustment. Such an increase shall be no
less than a ten (10) percent increase above the
employee's current classification. Upon the return of
the permanent occupant of the position, the "acting"
employee shall return to the position and pay rate held
prior to the temporary appointment.
Under no circumstances shall an employee remain in an
"acting" capacity for longer than one (1) year.
8.3 Lateral Transfers.
Voluntary transfers may be requested by employees with
the written recommendation of the affected department
head(s). The department head(s) shall evaluate the
request in terms of the employee's past performance,
qualifications, promise for success in the desired
position and needs of the organization. The
recommendation of the department head(s) shall be
33
•
submitted to the Village Administrator, who shall approve
or deny the request.
An involuntary lateral transfer consists of a
reassignment of an employee to another job of similar
pay, status, and responsibility. Transfers may be made
if necessary to meet the needs of the Village.
Transfer, when possible, will be discussed in advance
with employees concerned in order to explain reasons for
the transfer and, when possible, to give consideration to
employee's wishes.
Employees involved in a voluntary transfer will be
required to successfully complete a ninety (90) day
probationary period.
8.4 Demotions.
If an employee is demoted to another position with a
lower pay range, the Village shall have the right to
reduce the employee's pay range in accordance with the
pay plan of the Village.
8.5 Reductions in Personnel.
If it is necessary to reduce the work force of the
Village due to insufficient funds or a lack of available
work, the Village Administrator shall formulate a list of
positions eligible for layoff, and shall provide such
list to the Mayor and Village Board.
A full -time regular employee is to be given at least
fourteen (14) calendar days notice of a reduction in the
work force or two (2) weeks pay in lieu of such notice.
In accordance with the management rights outlined in
Section (1) 1.4, such a list shall be formulated to best
provide, prioritize and fulfill the service needs of the
Village.
8.6 Recall From Layoff.
Employees laid off due to a lack of available work or
insufficient funds shall be eligible for recall for a
period not to exceed one (1) calendar year from the date
of layoff. A recall list shall be maintained by the
Village Administrator with all recalls occurring in the
inverse order of layoff.
Individuals on a layoff may be considered for other
positions should they become available. If the Village
seeks to fill a vacated position while any employees are
on layoff, the Village shall examine the qualifications
and abilities of laid off personnel prior to any outside
34
a
i
recruitment. The Village shall also attempt to keep laid
off employees apprised of the potential for recall.
Employees eligible for recall shall have a maximum of
seven (7) days to respond to a notice of recall and an
additional fourteen (14) days to report to work. Any
former employee who does not respond to a recall notice
or report to work shall be considered to have voluntarily
resigned.
An employee recalled within one (1) calendar year of
layoff shall be entitled to any sick leave or seniority
accrued prior to layoff.
8.7 Reappointment.
Any employee who voluntarily resigns in good standing may
be eligible for reappointment at a future time, provided
an opening exists and the candidate is qualified for the
position. The reappointed employee shall be considered
a new hire. An employee who resigns and is later re-
hired shall not be credited with any sick leave, personal
days or seniority accrued prior to resignation.
Any employee who is terminated for disciplinary reasons,
resigns during disciplinary proceedings, or does not
resign in good standing shall not be eligible for
reappointment.
ARTICLE IX - TERMINATION OF EMPLOYMENT.
9.1 Resignation.
To resign in good standing, an employee must submit a
written statement to the department head at least
fourteen (14) calendar days prior to leaving Village
employment. Managerial personnel shall be required to
provide a minimum notice of twenty -one (21) calendar days
prior to leaving Village employment. The statement shall
be forwarded to the Village Administrator and made part
of the employee's permanent personnel file.
Any employee who fails to provide proper notice of
resignation shall not be considered for any future
position with the Village.
9.2 Retirement.
Any employee seeking to retire shall be subject to the
same resignation procedures as outlined in Article IX
(9.1).
35
9.3 Exit Interview.
Exit interviews may be requested by the employee,
department head or Village Administrator upon notice of
a pending resignation. The exit interview shall be
considered voluntary on the part of the employee and
shall not effect any compensation or benefits due to an
employee.
The purpose of an exit interview shall be to provide
feedback to Village management on employment matters
including: working conditions, compensation, job
satisfaction, quality of supervision and training, and
suggestions for improvement.
9.4 Return of Village Property.
Prior to leaving the employment of the Village, all
employees are required to return any Village -owned
property to their immediate supervisor. Such property
shall include the employee identification card, keys to
Village facilities or vehicles, tools, office supplies or
any other property.
Failure to return Village property will result in the
retention of the employee's final paycheck and any
benefits due until such return.
36