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1998-19% ;.. q. - a RESOLUTION NO. 98- 19 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 and 1996; and, WHEREAS, in order to reflect current trends in personnel administration, occasional amendments to the Personnel Rules are necessary; and, 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; and, BE IT FURTHER RESOLVED that the amendments hereto referenced shall be in full force upon their passage and approval. AYES: 5 - Reid, Rubin, Braiman, Hendricks, Glover NAYES: 0 - None PASSED: April 20, 1998 UYi11* *9 .*-M ABSENT: 1 - Marienthal APPROVED: April 20, 1998 APPROVED: EXHIBIT A Proposed Changes: ; deletions are sit. BUFFALO GROVE PERSONNEL RULES CHAPTER 8.00 COMPENSATION 8.12 Overtime E. Compensatory Time. Employees exempt from the Fair Labor Standards Act of 1938, as amended,l may be awarded compensatory time off on an hour per hour basis for overtime hours worked. Overtime hours shall be noted on the employee's tune ;sheen ems,. however thec+crual of compensatory tune will be done strictly "for the,_purpose© record keeping The Village is not obligated to award tbase hours m compensatory Vie. permitted, A-eerual of eempensatery time is b There shall be no compensation paid for compensatory time earned but not taken. Use of compensatory time must be approved by the department head or Village Manager. Use of compensatory time shall not be approved if absence from work will cause impairment to the performance of the department or Village, nor shall compensatory time be used in lieu of sick leave ekcept when expressly approved by the Village Manager; Proposed Changes: ; deletions are struck -out. BUFFALO GROVE PERSONNEL RULES CHAPTER 12.00 VACATION LEAVE 12.01 - Amount D. The following positions shall be awarded five (5) additional days of vacation leave credit each calendar year: Assistant Village Manager Department Heads Superintendent of Public Works Operations Village Engineer Village Planner Duector of MI"S Replace Section 12.01. C. with new Section 12.06: 12.06 - Vacation leave for Part -time ernulovees Part-time employees who are required to maintain regularly scheduled office hours shall be entitled to annual vacation leave in an amount equal to the average number of budgeted hours worked in a week ,Patti =dine' employees who'are` appointed' to afull -time` position shall then receive vacation leave credit according to the schedule outlined in -Section 12.01 A. Calendar years of service area calculated starting from when the , employee was appu�nted as a regulaar employe:, ._ _.. Proposed Changes: ; deletions are struck out; BUFFALO GROVE PERSONNEL RULES CHAPTER 13.00 SICK LEAVE Chapter 13.00 - Sick Leave Sections: 13.01 Amount 13.02 When Taken 13.03 Accrual 13.04 Major illness Leave GrecHt 13.064 Medical Certificate 13.0-75 Light Duty 13.06 Family and Medical Leave 13.01 - Amount Each regular employee in the municipal service shall earn ten (10) days of sick leave with pay credit annually. Sworn fire personnel assigned to shift duty shall earn five (5) shifts of sick leave with pay credit annually. Regular employees shall accrue sick leave at the rate of five- sixths (5/6) of a day for each full month of employment. Sworn fire personnel assigned to shift duty shall accrue sick leave according to the following schedule: after 2 months of service, 1 shift; after 4 months, 2 shifts; after 6 months, 3 shifts; after 9 months, 4 shifts; after 12 months, 5 shifts. Sick leave shall be credited in advance to the employee at the beginning of each calendar year, effective with the second calendar year of employment. Sick leave shall not be accrued while on leave of absence without pay. 13.02 - When Taken Sick leave with pay will be granted for absence from duty because of actual personal illness, disabilities caused or contributed to by pregnancy, miscarriage, childbirth, or recovery therefrom, noncompensable bodily injury or disease, exposure to contagious disease, to care for an ill or injured member of the employee's immediate family, or to keep a doctor's or dentist's appointment. Additional cooftions and flirther`discussion about the use of sick leave. can be found -in Section 13.06 of these Rotes under the village's Family and Medtcai Leave provisions; Sick leave shall not be granted in cases where regular or disability retirement has been approved, or for absence due to injuries resulting from employment in a position other than that held in the municipal service. Employees injured or Page 1 - Chap. 13 revisions sustaining a serious health condition in the course of other employment shall be eligible for leave of absence without pay. When an employee finds it necessary to be absent for any of the reasons specified herein, he shall report the facts to his supervisor. An employee whose work requires a substitute for a particular shift assignment is required to give such notification two (2) hours in advance of his scheduled starting time. All other employees shall notify their supervisor within thirty (30) minutes of their scheduled work day or duty tour. An employee is responsible for making a daily report thereafter for the duration of the illness or injury. A medical certificate may be required by the department head for any absence. Failure to comply with the provisions of this Section shall result in denial of sick leave. Three consecutive days absence without notice shall result in dismissal. 13.03 - Accrued Sick Leave A. Regular employees may accrue sick leave to a maximum of one thousand, three hundred twenty- eight (1,328) hours. B. Accrued sick leave is calculated to be the number of hours credited to the employee on January 1, 1987 and that amount accrued thereafter. - - - -- - r1g,1011- -"logo IL MI C (1.) Retu7ng employees ; yvho have�completed 20 or more yeas of sorvice; at least l o years of Which' have been continuous; and;reach'the "age of 5U' by the date of retirementy are eligible to establish a sick leave payout account (SLPA). (2;) An SLPA, applies the yalue of accrued sick leave to the = payment of health uiscuanco urrentl offered b the Vtli �: c y y age, or unreuTibursed medicaexpenses. 1 The tttax�mum contnbution to the SiFA shall be evaluated an annualabas�s and issub ect to � J.. C Village The formula is based on applying b nefts ui a ninon- dise'rimfiiatory fashion as re trued by Q e rules for 6stabl -lun9 a-IRS Section 105 lilan:' Page 2 - Chap. 13 revisions " a Mi 1 MIT 119 111; a i s f a i I F 1572-1 71n, i a ill ' Less than 80% (4.) Should the value of an employee's accrued unused sick leave, based on the formulas identified above, exceed the maximum contribution allowed into the SLPA, the employee "shall be aid the difference 'between the:inaxunum SLPA contribution and the value of his acc formula'; (5:) Examp "Employee A had 1,284 hours of accrued „unused I ck'leave at he "r retirement; she DL The SLPA wdl a o less tharf 50 %, butTi more than 95�'/0,"°"af the employee's'mont ly'health insurance prem, um until the account is exhausted The employee will pay, the remaining balance etriplo :ee' nthly health insurance Sre nium� E Retirees seeneunbursem+�nt fox unreunb�rrsed medicalexpen�es S, a submit a wntter accompal�cfirep wdl W114 dunng the eritare f st full week of the months of Page 3 - Chap. 13 revisions • • --- . PUR _ Mov as 13.06`4 - Medical Certificate A medical certificate required by a department head shall consist of a written statement by a qualified physician indicating: A. The employee has been examined by the physician during the period of absence. B. The symptoms observed or measured by the physician. Page 4 - Chap. 13 revisions C. The stated diagnosis and medication and/or treatment prescribed. D. The dates on which the employee is expected to be physically incapacitated from work. 13.C4 5 Temnorary Light Du A regular employee who is eligible for sick leave or occupational injury leave may be required or volunteer to return to work for an available temporary light duty assignment. Light duty work shall be determined by the department head in consultation with the employee and the employee's physician. An employee on light duty may be assigned to work in any Village department. A light duty assignment shall not exceed sixty (60) calendar days and may be terminated prior to that time limit; unless mutually agreed upon advice of the employee's physician and a Village assigned and paid physician, in consultation with the department head, temporary light duty may be extended. 13.06 Family and Medical Leave As transferred from Chapter 14.00 Page 5 - Chap. 13 revisions Proposed Changes: ; deletions are struck -out; BUFFALO GROVE PERSONNEL RULES CHAPTER 14.00 SPECIAL LEAVE Move all of Section 14.08 to Chapter 13.00, Sick Leave 44.8g 13.06 - Family and Medical Leave A. Policy. Qualified employees shall be granted leave under the provisions of the Family and Medical Leave Act of 1993 (FMLA). This leave will provide up to twelve weeks of job protected absence from work during a twelve month period for the following family and medical reasons: 1. To care for the employee's child after birth, or placement for adoption or foster case; 2. To care for the employee's immediate family member who has a serious health condition; 3. To care for a serious health condition that makes the employee unable to perform his or her job. B. Eligibility. Employees who have been employed by the Village for at least one (1) year and for 1,250 hours over the previous twelve months immediately preceding the leave, shall be granted family and medical leave. C. Serious Condition Defined. For purposes of this section, "serious health condition" means an illness, injury, impairment or mental condition that involves in- patient care in a hospital, hospice or residential medical care facility or continuing treatment by a health care provider. "Continuous treatment" means that the employee or family member is treated by a health care provider two or more times for the injury or illness or treated =by a health care provider once and with a proscribe d „regimen Qf continuous treatment, or the person is under continuing supervision for a chronic condition or disability that cannot be cured. D. Computing the Twelve Week Period. Employees are entitled to twelve work weeks of FMLA leave during a twelve month period. The twelve month period is measured from the date of the employee's first FMLA leave begins. E. Notice. An employee must provide the Village at least thirty days advance notice before FMLA leave is to begin. If the leave is not foreseeable due to lack of knowledge of approximately when leave will be required to begin, a change in circumstances or a medical emergency, notice must be given as soon as practicable. Failure to provide notice without a reasonable explanation may result in a delay of the beginning of FMLA leave until at least thirty days after the date Page 1 - Chap. 14 revisions the employee does provide notice. F. Continuation of Health Benefits. An employee's health care benefits shall be maintained by the Village during the FMLA period under the same conditions if the employee had been continuously employed during the leave period. If FMLA leave is not covered by paid leave, as described in Section 14.08.G. health care benefits shall continue to be maintained. However, the payment for dental insurance, life insurance and retirement during the period of unpaid leave shall be paid by the employee if the employee chooses to keep these coverages. G. Application of Paid Leave. 3/21/94 1. Child care. a. Employees granted FMLA leave for circumstances described in Section 14.08.A.1. are eligible for up to 12 weeks of unpaid leave; however, employees may utilize up to 5 days of sick leave credit and any earned vacation leave credit and/or compensatory time as part of the total 12 weeks allowed. The use of vacation and/or compensatory time is subject to department head approval and the use provisions of Sections 8.12.E. and 12.03. Major illness leave credit shall not be utilized for these purposes. b. A new parent may also qualify for family and medical leave under the provisions of Sections 14.08.A.2. and 14.08.A.3. A physician's written statement explaining the employee's need for leave under these circumstances is required. c. An employee's entitlement to leave for a birth or placement for adoption or foster care expires at the end of the 12 -month period beginning on the date of the birth or placement. Leave shall not be granted on an intermittent basis. 2. Serious health condition of a family member. Employees granted FMLA leave for circumstances described in Section 14.08.A.2. shall apply their accrued sick leave credit for the duration of the absence from work. Major illness leave credit shall not be utilized for these purposes. 3. Serious health condition of the employee Employees granted FMLA leave for circumstances described in Section 14.08.A.3. shall apply their accrued sick leave credit for the duration of the absence from work, except if the serious health condition was sustained in the course of other employment in which case unpaid FMLA leave shall apply. If the Page 2 - Chap. 14 revisions employee exhausts accrued sick leave credit while on FMLA leave, and if the serious health condition meets the criteria described in Section 13.04, major illness leave credit may apply. 4. Exhaustion of paid leave. If an employee exhausts sick leave credit and major illness leave credit and is still entitled to FMLA leave within the twelve month period, the employee's vacation leave shall be applied. If vacation leave is exhausted, an unpaid leave of absence shall be granted up until the twelve weeks of FMLA leave has been utilized. H. Reemployment. An employee returning from FMLA leave shall be entitled to reemployment to the same position the employee held when leave began, or to an equivalent position with equivalent benefits, pay and other terms and conditions of employment. X0914.08 Occupational Injury Leave A. Any employee who sustains an on-the-job injury shall immediately report such injury, regardless of severity, to his immediate supervisor. The immediate supervisor shall prepare required reports of such injuries as soon as practical following notification by the injured employee. B. Employees injured on the job are covered by the Illinois State Workmen's Compensation Act. This law provides specific benefits. It is the policy of the Village to provide compensation to an employee injured on the job which, together with worker's compensation payments, equal the full salary of the employee, until the employee becomes eligible for other disability benefits. C. Supervisors shall be responsible for the investigation of accidents or injuries involving employees assigned to their work unit. Every effort shall be made to determine the causes of accidents or injuries and preventive measures taken as appropriate. 44-1.9 14.09 - Absence Without Leave Any unauthorized absence of an employee from duty shall be deemed to be an absence without pay and may be made grounds for disciplinary action by the department head. In the absence of such disciplinary action, any employee who absents himself for three (3) or more days without authorized leave shall be deemed to have resigned. When extenuating circumstances are found to have existed, leave may be granted retroactively upon recommendation by the department head and approval by the Village Manager. Page 3 - Chap. 14 revisions Proposed Changes: NOMMN@rj ;deletions are struck-out; BUFFALO GROVE PERSONNEL RULES CHAPTER 15.00 HEALTH AND LIFE INSURANCE AND RETIREMENT PLANS Chapter 15.00 - Health and Life Insurance and Retirement Plans Sections: 15.01 Health and Life Insurance 15.02 Retirement Plans 15.03 Continuation of Benefits 15.04 Continuation of Benefits Upon Retirement 15.01 - Health and Life Insurance Regular employees will be enrolled;; withatit eos in the Village's group life, dental, and medical insurance program. Eligible dependents will be enrolled in the Village's medical and dental insurance program