2011-380 ..
RESOLUTION NO. 2011 - 38
RESOLUTION FOR THE ADOPTION OF
AMENDMENTS TO THE PERSONNEL MANUAL
WHEREAS, on June 18, 1984 the Buffalo Grove Board of Trustees adopted personnel
policies and procedures by Resolution No. 84 -43 and amended same in 1988, 1990, 1993, 1994,
1996, 1998, 2000, 2001; 2003, 2005, 2006, 2007 and 2009; and,
WHEREAS, in order to reflect current trends in human resources administration,
occasional amendments to the Personnel Manual are necessary; and,
WHEREAS, Public Act 97 -0609 enacted certain changes to the Illinois Pension Code
which require amendments to the Village's Personnel Manual.
NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF
TRUSTEES of the Village of Buffalo Grove, Cook and Lake Counties, Illinois that the changes
to the Personnel Rules that are contained in Exhibit A attached hereto are adopted by the Village
of Buffalo Grove amending the personnel policies and procedures adopted by Resolution No. 84-
43, as amended; and,
BE IT FURTHER RESOLVED that the amendments hereto referenced shall be in full
force and effective December 31, 2011.
AYES: 5 - Berman, Trilling, Sussman,Terson, Ottenheimer
NAYES :
0 - None
ABSENT: 1 - Stein
Approved December 19 , 2011
Attest:
Village Clerk
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EXHIBIT A TO RESOLUTION AMENDING THE
BUFFALO GROVE PERSONNEL MANUAL
12.02 — Accrual
Employees shall accrue paid vacation credits on a monthly basis. Vacation leave shall be
credited in advance to the employee at the beginning of each calendar year, effective with the
second calendar year of service and shall be prorated based upon the number of full months
worked by the employee. Employees must complete six (6) months of service before being
entitled to take vacation leave, unless otherwise approved by the Village Manager and provided a
loan agreement/vacation advance agreement is entered into with the employee concerning the
repayment of the time once earned.
Current (For Vacation Carryover from 2011 to 2012)
Unless approved in writing by the Village Manager, vacation leave may not be accrued from one
calendar year to another. Should the necessity of carry -over vacation occur, only a maximum
equal to one (lx) times the employee's annual vacation accrual at the beginning of the calendar
year will be considered for approval by the Village Manager. Approved vacation carryover
balances may not exceed 10 days as of July 1. Carry -over balances in excess of 10 days on July 1
shall be forfeited. All carry -over hours must be used prior to the end of the calendar year. Carry-
over balances not used prior to the end of the calendar year shall be forfeited. Employees &lam
net -may only be compensated for vacation leave earned but not takent as provided in
Sections 12.04 and 12.07.
Effective January 1, 2012 (For Vacation Carryover from 2012 to 2013)
Unless approved in writing by the Village Manager, vacation leave may not be accrued from one
calendar year to another. Should the necessity of carry -over vacation occur, only a maximum
equal to of one hundred twenty hours (120) will be considered for approval by the Village
Manager. Approved vacation carryover balances may not exceed 40 hours as of July 1, 2013.
Carry-over balances in excess of 40 hours on July 1, 2013 shall be forfeited. All carry -over hours
must be used prior to the end of the calendar year. Carry -over balances not used prior to the end
of the calendar year shall be forfeited. Employees mayy only be compensated for vacation leave
earned but not taken as provided in Sections 12.04 and 12.07. This policy shall apply to all
employees of the Village regardless of their date of hire.
Effective January 1, 2013 (For Vacation Carryover from 2013 to 2014)
Unless approved in writing by the Village Manager, vacation leave may not be accrued from one
calendar year to another. Should the necessity of carry -over vacation occur, only a maximum
equal of eighty hours (80) will be considered for approval by the Village Manager. Approved
vacation carryover balances may not exceed 40 hours as of July 1, 2014. Carry -over balances in
excess of 40 hours on July 1, 2014 shall be forfeited. All carry -over hours must be used prior to
the end of the calendar year. Carry -over balances not used prior to the end of the calendar year
shall be forfeited. Employees may compensated for vacation leave earned but not taken
as provided in Sections 12.04 and 12.07. This policy shall apply to all employees of the Village
regardless of their date of hire.
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Effective January 1, 2014 (For Vacation Carryover from 2014 to 2015)
Unless approved in writing by the Village Manager, vacation leave may not be accrued from one
calendar year to another. Should the necessity of carry -over vacation occur, only a maximum
equal to of forty hours (40) will be considered for approval by the Village Manager. Approved
vacation carryover balances may not exceed 40 hours as of July 1, 2015. Carry -over balances in
excess of 40 hours on July 1, 2015 shall be forfeited. All carry -over hours must be used prior to
the end of the calendar year. Carry -over balances not used prior to the end of the calendar year
shall be forfeited. Employees may only be compensated for vacation leave earned but not taken
as provided in Sections 12.04 and 12.07. This policy shall apply to all employees of the Village
regardless of their date of hire.
Vacation leave shall not be accrued or earned while on leave of absence without pay.
Section 12.04 — Payment on Separation
resignation Regular- empleyees leaving the munieipal serviee shall be eeffipensated for- vaeation leave eamed
and untised thfough the date of s ieuuvaa).
If an employee resigns or is terminated from employment with the Village and the employee has
accrued vacation time the employee shall be compensated for vacation leave earned and unused
through the date of termination or resignation.
If an employee was hired by the Village prior to January 1, 2012, and retires from Village
employment the employee shall be compensated for vacation leave earned and unused through
the date of retirement.
If an employee was hired by the Village on or after January 1 2012 and retires from Village
employment the employee is not eligible for a "cash -out" of accrued vacation time upon
retirement from Village employment. An employee hired by the Village on or after January 1,
2012 shall be required to and shall have the right to exhaust all vacation leave prior to retirement.
Annual vacation leave entitlements at time of separation or resignation shall be prorated based on
the number of full months worked by the employee in the current calendar year. Vacation leave
taken in excess of that earned will be deducted from the employee's final paycheck, subject to the
provisions of the Illinois Wage Payment and Collection Act. In the event of separation due to
death of the employee, compensation normally will be made to the employee's beneficiary or
estate as provided by law.
12.07 - Compensation in Lieu of Vacation Leave
This Section 12.07 shall amply only to o employees hired prior to January 1, 2012.
Full -time employees may be eligible to receive, as an option, compensation in lieu of earned vacation
leave based upon the following parameters:
Full -time employees eligible will be those with 15 or more full calendar years of service and
would therefore earn 20 or more days of vacation leave per year.
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• The maximum amount of vacation leave that could be converted into compensation would be
equal to 50% of the earned vacation leave based upon years of service as noted in Section 12.01,
Amount.
• Compensation paid would be at the regular employees' hourly rate of pay at time of conversion.
In order to qualify, vacation leave must have been taken during the calendar year. The amount of
vacation leave that can be converted to compensation will be equal to the amount of vacation
leave taken, but in no case shall the total exceed the amount earned
Example: If a full -time employee is eligible for 20 days of vacation leave but only takes 6 days leave in
the calendar year, the employee will only be able to convert 6 days of unused vacation.
• Conversion of vacation leave will be in lieu of the ability to carryover vacation except for any
balance unused after conversion.
Example: In above example, employee was eligible for 20 days of vacation leave, took 6 days and
converted 6 days. With the permission of his department/division direction, employee may only
carryover 8 days into next year.
• If an employee elects to carryover any unused vacation into the next calendar year, that election
cannot be reversed so as to convert to compensation in future years.
Example: In that the program is optional, an employee may elect to carryover all unused vacation into the
next calendar year as permitted in Section 12.02, Accrual. If employee with 20 days vacation leave takes
10 days and opts to carryover 10 days, that decision is irrevocable; employee cannot then decide to
convert to paid compensation and if not used, will be lost.
• Sick leave or compensatory time is not to be used in lieu of vacation leave. Any full -time
employee requesting compensation conversion of unused vacation leave must request in writing
such conversion and vacation used and remaining must be verified by immediate supervisor,
division or department director. Final approval will be made by Director of Human Resources.
Conversion of vacation leave will only be for current year credit. Conversion will not be allowed
for any unused prior year carryover vacation leave.
• This program becomes effective upon its approval date of August 20, 2007 and is not retroactive
to past years.
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