2023-12-04 - Resolution 2023-35 - FOR THE ADOPTION OF AMENDMENTS TO THE PERSONNEL MANUAL RESOLUTION NO.2023-35
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, 2009, 2011, 2012,2013; and 2018 and,
WHEREAS, in order to reflect current trends in human resources administration,
occasional amendments to the Personnel Manual are necessary.
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
effective January 1,2024.
AYES: 6—Johnson, Cesario, Ottenheimer, Stein, Bocek, Weidenfeld
NAYES: 0- None
ABSENT: 0- None
PASSED: December 4, 2023
APPROVED: December 4, 2023
ATTEST: APPROVED:
r
Jane . irabian, Village Clerk Eric N.Smith, II ge President
r
Yi�'
VILLAGE OF BUFFALO GROVE N
12
50 Raupp Boulevard.
Buffalo Grove, Illinois 60089-2196 If
Dane C. Bragg Village Manager
847-459-2525
To:The Employees of the Village of Buffalo Grove
The Village strives to provide a comfortable and respectful workplace for all employees. To that end, it is
necessary and prudent to provide for personnel policies, regulations and customs that support the
appropriate work environment. The Village's reputation for its employees and others who perform
services for the Village.
The foregoing personnel manual ("Manual") has been developed with an eye toward providing modern
and competitive benefit programs, policies and standards for the Village of Buffalo Grove workplace. This
Manual should be used as the primary basis for guiding employees, Supervisors and directors when
formulating policy, directing day-to-day business operations and,when necessary, implement disciplinary
measures to encourage compliance with these important policies. While the Manual provides a great deal
of insight on many personnel matters, its content cannot exhaust the realm of possible personnel matters
that will arise in the conduct of a municipal government. In those instances where the Manual does not
provide adequate guidance, or where interpretation of the policy is needed, please refer said matters to
the Director of Human Resources for further clarification or assistance.
Finally, this Manual does not constitute an employment contract or promise specific terms and
conditions of employment. The Village reserves the right to amend this Manual from time to time due to
changes in the law, operational reasons and for the betterment of the organization. You are encouraged
to stay abreast of developments in the Village's personnel policies and to know your rights as an employee.
We hope that our employees will continue to find the human resources practices and benefits compatible
with effective employee performance. It is the Village's intent to ensure that a professional environment
is maintained so that our employees will have the capability and desire to continue their excellent work.
Sincerely,
`"'"
__41-
Dane C. Bragg, Village Manager
1
Introduction..........................................................................................................................................10
Chapter 1.00-General Provisions.........................................................................................................11
1.01- Purpose of Manual...................................................................................................................11
1.02- Positions Covered by the Manual.............................................................................................11
1.03-Administration of the Rules......................................................................................................11
1.04- Board of Fire and Police Commissioners...................................................................................11
1.05- Department Regulations..........................................................................................................11
1.06-Collective Bargaining Agreements............................................................................................12
1.07- Employment Categories...........................................................................................................12
Chapter2.00-Definitions.....................................................................................................................13
2.01-Anniversary Date .....................................................................................................................13
2.02-Appointing Authority...............................................................................................................14
2.03-Appointment ...........................................................................................................................14
2.04- Board of Fire and Police Commissioners...................................................................................14
2.05-Class/Job Title..........................................................................................................................14
2.06-Classification............................................................................................................................14
2.07-Class Series..............................................................................................................................14
2.08-Class Specification/Job Description ..........................................................................................14
2.09-Collective Bargaining Agreement.............................................................................................15
2.10-Controlled Substances .............................................................................................................15
2.11-Corporate Authorities..............................................................................................................15
2.12- Day..........................................................................................................................................15
2.13- Demotion.................................................................................................................................15
2.14- Department.............................................................................................................................15
2.15- Department Director................................................................................................................15
2.16- Division....................................................................................................................................15
2.17- Division Director......................................................................................................................15
2.18- Emergency...............................................................................................................................16
2.19- Examination.............................................................................................................................16
2.20- Exempt/Non-Exempt Status.....................................................................................................16
2.21-Grievance ................................................................................................................................16
2.22- Immediate Family....................................................................................................................16
2.23- Layoff.......................................................................................................................................16
2
2.24-Original Employment Date.......................................................................................................17
2.25- Pay Plan...................................................................................................................................17
2.26- Position....................................................................................................................................17
2.27- Position Classification Plan.......................................................................................................17
2.28- Probationary Period.................................................................................................................17
2.29- Promotion ...............................................................................................................................17
2.30- Reclassification........................................................................................................................17
2.31-Special Leave ...........................................................................................................................17
2.32-Transfer...................................................................................................................................18
2.33-Vacancy...................................................................................................................................18
2.34-Village Manager.......................................................................................................................18
Chapter 3.00—Employment Philosophies..............................................................................................19
3.01- Equal Employment Opportunities (EEO)...................................................................................19
3.02- Harassment in the Workplace..................................................................................................20
3.03-Sexual Harassment Deserves Special Attention........................................................................20
3.04-Complaint Reporting Procedure...............................................................................................21
3.05- Harassment Allegations Against Non-Employees/Third Parties.................................................22
3.06-These Policies Apply Even Outside the Workplace....................................................................23
3.07-The Investigation Process.........................................................................................................23
3.08- Responsive Remedial Action ....................................................................................................23
3.09- False or Frivolous Complaints...................................................................................................23
3.10-Outside Reporting Rights .........................................................................................................24
3.11- Retaliation is Strictly Prohibited...............................................................................................24
3.12- Diversity, Equity and Inclusion Commitment............................................................................24
Anti-Harassment Policy Acknowledgement Form...............................................................................25
Chapter 4.00—Our Reasonable Accommodation Policies......................................................................26
4.01- Reasonable Accommodations for Individuals with Disabilities..................................................26
4.02- Reasonable Accommodations for Pregnancy Related Conditions..............................................26
4.03- Procedure for Requesting a Reasonable Accommodation ........................................................26
4.04- Reasonable Accommodations for Providing Urgent Maternal Protection for Nursing Mothers
Act(PUMP)........................................................................................................................................27
4.05- Reasonable Accommodations for Religious Beliefs...................................................................27
Chapter 5.00—Applications and Applicants...........................................................................................28
3
5.01- Recruitment.............................................................................................................................28
5.02-Application Forms....................................................................................................................28
5.03- Disqualification........................................................................................................................28
5.04- Disqualification by Reason of Conviction (which is not expunged or sealed).............................29
5.05- Examinations...........................................................................................................................30
Chapter6.00-Appointments................................................................................................................31
6.01-Appointments..........................................................................................................................31
6.02-Transfer...................................................................................................................................31
6.03-Appointment Forms.................................................................................................................31
Chapter 7.00- Probationary Period.......................................................................................................32
7.01- Purpose ...................................................................................................................................32
7.02- Documentation........................................................................................................................32
7.03- Duration ..................................................................................................................................32
7.04- Rating of Probationary Period..................................................................................................32
7.05-Termination During Probationary Period..................................................................................32
7.06- Demotion During Probationary Period.....................................................................................33
7.07- Extension.................................................................................................................................33
Chapter 8.00-Position Classification....................................................................................................34
8.01-The Classification Plan..............................................................................................................34
8.02- Purposes of the Classification Plan...........................................................................................34
8.03-Administration of the Classification Plan..................................................................................35
8.04-Classification of Positions.........................................................................................................35
8.05- Effect of Classification Changes on Incumbent.........................................................................36
8.06-Class Specifications/Job Descriptions.......................................................................................37
8.07- Use in Selection Process...........................................................................................................38
8.08- Use of Class/Position/Position Titles........................................................................................38
Chapter9.00-Compensation ...............................................................................................................40
9.01-Authority to Establish Salaries..................................................................................................40
9.02-Compensation Plan..................................................................................................................40
9.03-Compensation Plan Design.......................................................................................................40
9.04-Annual Evaluation....................................................................................................................41
9.05-Compensation Plan Maintenance.............................................................................................43
9.06-Amendment of the Compensation Plan....................................................................................43
4
9.07-Total Remuneration.................................................................................................................43
9.08- Dual Employment Prohibited...................................................................................................44
9.09- Equivalent Compensation........................................................................................................44
9.10- Beginning Salary......................................................................................................................44
9.11-Salary Increases.......................................................................................................................44
9.12- Pay Rate Adjustments..............................................................................................................45
9.13-Temporary Assignment to Higher Level Position ......................................................................45
9.14-Call Back Pay............................................................................................................................46
9.15-Pay Periods/Pay Days...............................................................................................................46
9.16- Payroll Errors...........................................................................................................................46
9.17- Direct Deposit of Pay Checks....................................................................................................46
9.18- Longevity Pay...........................................................................................................................46
Chapter 10.00-Overtime and Compensatory Time...............................................................................48
10.01-Overtime................................................................................................................................48
10.02-Compensatory Time...............................................................................................................48
Chapter 11.00-Hours of Work and Attendance....................................................................................50
11.01- Hours of Work .......................................................................................................................50
11.02-Work Schedules.....................................................................................................................50
11.03-Alternative Work Arrangements.............................................................................................51
11.04- Reporting to Work.................................................................................................................54
11.05-Attendance............................................................................................................................54
Chapter 12-Performance Evaluation....................................................................................................55
12.01-General Responsibilities.........................................................................................................55
12.02- Employee Performance Evaluations.......................................................................................55
Chapter13-Holidays............................................................................................................................58
13.01- Holiday Observances..............................................................................................................58
13.02- Holiday Compensation...........................................................................................................59
Chapter14.00-Vacation Leave.............................................................................................................60
14.01-Amount..................................................................................................................................60
14.02-Accrual...................................................................................................................................62
14.03-Scheduling.............................................................................................................................62
14.04- Payment on Separation..........................................................................................................62
14.05- Holidays Occurring During Vacation Period ............................................................................63
5
14.06-Vacation Leave for Part-Time Employees ...............................................................................63
14.07-Compensation in Lieu of Vacation Leave................................................................................63
15.00-Sick Leave .................................................................................................................................65
15.01-Amount..................................................................................................................................65
15.02-When Taken...........................................................................................................................65
15.03-Accrued Sick Leave.................................................................................................................66
15.04- Medical Certificate.................................................................................................................68
15.05-Temporary Light Duty ............................................................................................................68
Chapter 16.00- FM LA Leave of Absence...............................................................................................69
16.01-Policy Summary.....................................................................................................................69
Chapter17.00-Special Leave...............................................................................................................77
17.01-Approval Authority.................................................................................................................77
17.02- Bereavement Leave ...............................................................................................................77
17.03- Family Bereavement Leave ....................................................................................................77
17.04-VESSA Leave...........................................................................................................................78
17.05-School Visitation Leave ..........................................................................................................80
17.06-Court Leave............................................................................................................................81
17.07-Voting Leave..........................................................................................................................81
17.08- Military Leave........................................................................................................................81
17.09- Military Training Leave of Absence.........................................................................................82
17.10- Family Military Leave of Absence...........................................................................................82
17.11- Leave of Absence Without Pay...............................................................................................82
17.12-Occupational Injury Leave......................................................................................................83
17.13-Absence Without Leave .........................................................................................................84
Chapter 18.00-Health, Life Insurance, and Retirement Plans...............................................................85
18.01- Health and Life Insurance.......................................................................................................85
18.02- Retirement Plans ...................................................................................................................85
18.03-Continuation of Benefits (COBRA)..........................................................................................86
18.04-Continuation of Benefits Upon Retirement ............................................................................86
Chapter 19.00-Workers Compensation ...............................................................................................87
19.01- Reporting an On-the-Job Injury..............................................................................................87
19.02-Adjudication of a Workers Compensation Claim.....................................................................87
19.03- Benefits While on a Workers' Compensation Absence............................................................88
6
19.04- Illinois Municipal Retirement Fund (IMRF) Employees............................................................88
19.05- Release to Return to Work.....................................................................................................89
Chapter 20.00-Separation from Employment......................................................................................90
20.01- Resignations ..........................................................................................................................90
20.02-Termination...........................................................................................................................90
20.03- Return of Village Property......................................................................................................90
20.04- Reduction in Force-Lay-Offs.................................................................................................90
20.05-Retirement.............................................................................................................................91
20.06- Exit Interviews.......................................................................................................................91
Chapter 21.00-Workplace Standards of Misconduct............................................................................92
21.01- Forms of Discipline.................................................................................................................92
21.02- Form of Progressive Discipline ...............................................................................................92
21.03-Standards of Conduct.............................................................................................................93
Chapter 22.00-Additional Employee Responsibilities...........................................................................96
22.01-Workplace Violence Policy.....................................................................................................96
22.02- Professional Appearance at Work..........................................................................................97
22.03- Political Activity.....................................................................................................................97
22.04-Village Social/Business Events................................................................................................98
22.05-Official Misconduct................................................................................................................98
22.06-Weapons Prohibited ..............................................................................................................98
22.07-Gratuities and Gifts................................................................................................................99
22.08-Solicitation, Distribution and Use of Bulletin Boards...............................................................99
22.09- Bulletin Boards.......................................................................................................................99
22.10- Distribution of Communications...........................................................................................100
22.11-Outside Employment...........................................................................................................100
22.12- News Releases and Media Contact.......................................................................................100
22.13- Lockers, Desks and Other Village Property...........................................................................101
22.14-Smoking/Electronic Smoking Devices and Tobacco Prohibition.............................................101
22.15- Release of Village Information..............................................................................................101
22.16-Child Protection Management .............................................................................................102
22.17- Drug-Free Workplace Policy.................................................................................................102
Chapter 23.00-Employee Safety and Development............................................................................103
23.01-General................................................................................................................................103
7
23.02-On the Job Safety.................................................................................................................103
23.03-Training and Development...................................................................................................105
23.04- Uniform/Clothing Provisions................................................................................................106
23.05- Employee Identification Card Policy.....................................................................................106
23.06-Attitude and Appearance.....................................................................................................107
23.07-Service Recognition..............................................................................................................107
Chapter 24.00-Travel Expenses.........................................................................................................108
24.01- Policy...................................................................................................................................108
24.02-Travel Expenses...................................................................................................................108
24.03- Use of Village Vehicles.........................................................................................................109
24.04- Use of Personal Vehicles......................................................................................................109
24.05-Vacation Combined with Official Travel................................................................................109
24.06-Travel Reimbursement or Repayment of Advance to Village ................................................109
Chapter 25.00- Records and Reports..................................................................................................110
25.01-Personnel Records ...............................................................................................................110
25.02- Reports................................................................................................................................110
25.03-Confidentiality.....................................................................................................................110
Chapter 26.00-Appeals and Grievances.............................................................................................111
26.01-Grievance Policy...................................................................................................................111
26.02-Grievance Procedure............................................................................................................111
26.03-Classification Grievances......................................................................................................112
26.04-Compensation Grievances....................................................................................................112
26.05- Retroactive Adjustment.......................................................................................................112
26.06- Fire and Police Departments................................................................................................112
26.07- Discretion of Village.............................................................................................................112
Chapter 27.00-No Expectation of Privacy..........................................................................................113
27.01-Computers, Pagers,Telephones and Other Communications Equipment..............................113
27.02- Lockers, Desks and Other Village Property...........................................................................113
Chapter 28.00-Communications and Information Technology...........................................................114
28.01-General Use of Village Information Systems and Technology Equipment Policy....................114
28.02-Social Media Policy..............................................................................................................115
28.03- Identity Protection Policy.....................................................................................................116
Chapter 29.00-Drug Free Workplace.................................................................................................117
8
29.01- Drug-Free Workplace Policy.................................................................................................117
Chapter 30.00—Management Rights...................................................................................................122
30.01- Management Rights.............................................................................................................122
Chapter 31.00—Savings Clause and Amendment ................................................................................123
31.01-Savings Clause......................................................................................................................123
31.02-Amendment.........................................................................................................................123
ACKNOWLEDGMENT FORM.................................................................................................................124
9
Introduction
This Manual serves as a reference guide to employees detailing many personnel policies, rules, benefits
and practices. It includes a summary of the basic policies and rules that are applicable to employees, as
well as the benefits available to you as an employee of the Village of Buffalo Grove. Guidelines for the
employment of full-time, part-time and temporary/seasonal staff are outlined in this Manual.
The personnel policies within the Manual are compiled in accordance with the policies and guidelines
adopted from time to time by the Corporate Authorities. Once adopted,the personnel policies prescribed
herein supersede and cancel any prior written or oral policies, practices and agreements. The Corporate
Authorities reserve the right to unilaterally revise, supplement or discontinue any of the policies,
statements,guidelines or benefits described in this Manual, at any time,with or without prior notice.You
will be duly notified of any such revisions, supplements or other changes.
Each employee should review this Manual and become familiar with its contents. If you have any
comments,suggestions or questions about any aspect of your employment,you are encouraged to discuss
them with your Department/Division Director or the Director of Human Resources. He/she will listen to
your concerns,take appropriate action if necessary, and/or provide you with the information you need or
direct you to someone who can help to provide you with that information.
The Village Manager(or designee) has authority for overseeing the enforcement of the policies contained
within this document, and for the direction of the activities of all employees, except those whose
appointment is otherwise prescribed. Should any question arise as to the proper interpretation of any
provision of this document, or any other personnel policy, the decision of the Village Manager (or
designee)will be final.
Please note that, neither the existence of the Manual, nor anything contained in the Manual nor any
written or oral statement interpreting, explaining or clarifying the policies contained in this Manual, is
intended to create a promise, nor shall it create an employment contract or contractual commitment,
either expressed or implied. Additionally, if there is a conflict between the terms of any benefit plan and
a statement in this Manual, the actual terms of the benefit plan will govern in all cases.
Neither this Manual nor any other Village document confers any contractual right, either express or
implied, to remain in the Village's employ. Nor does it guarantee any fixed terms and conditions of your
employment. Your employment is not for any specific time and may be terminated with or without cause
and without prior notice by the Village (except as provided in any applicable collective bargaining
agreement), or you may resign for any reason at any time. No Supervisor or other representative of the
Village, other than the Village Manager(or designee),with the approval of the Corporate Authorities, has
the authority to enter into any agreement for employment for any specified period of time or to make
any agreement contrary to the above.
10
Chapter 1.00 — General Provisions
1.01- Purpose of Manual
1.02- Positions Covered by the Manual
1.03-Administration of the Rules
1.04- Board of Fire and Police Commissioners
1.05- Department Regulations
1.06-Collective Bargaining Agreements
1.07- Employment Categories
L01. - Purpose of Manual
It is the purpose of this Manual to set forth many of the principles and procedures,which will normally be
followed bythe Village of Buffalo Grove in the administration of its personnel programs.They are intended
to help ensure an efficient, equitable, and functional system of personnel administration based on merit
and other appropriate principles, which govern matters including appointment, compensation,
promotion, transfer, layoff, dismissal, discipline, and other conditions of employment. This Manual does
not imply nor express a promise or contractual relationship between the Village and its employees.
L02 - Positions Covered by the Manual
Not all the terms of this Manual shall apply to all employees of the Village. For example, the Manual does
not apply to the Corporate Authorities, or other persons appointed, commissioned, or contracted by the
Corporate Authorities, unless otherwise indicated and/or as required by law.
L03 - Administration of the Rubs
The Village Manager (or designee) shall be charged with the overall responsibility for the administration
of the contents of this Manual.
L04 - Board of Fire and Police Commissioners
The rules and regulations of the Board of Fire and Police Commissioners shall apply to all sworn employees
of the police and fire departments in positions not otherwise exempted by Village ordinance. Where the
provisions of this Manual conflict with those of the Board of Fire and Police Commissioners, the latter
shall prevail, to the extent consistent with state law.
L05 - Department Regulations
This Manual governs the conduct and performance of employees. Departments may have other rules,
practices and regulations adopted or enforced by Department Directors that also govern the conduct and
performance of employees. Departmental rules and regulations shall not conflict with the provisions of
these rules, or the rules and regulations of the Board of Fire and Police Commissioners. Such rules,
practices and regulations, when approved, published, and distributed as herein provided, shall have the
11
force and effect of rules of that Department and disciplinary action may be taken as deemed appropriate
based upon breach of any such rules, practices and/or regulations. Departmental rules and regulations or
similar guidelines do not imply nor express a contractual relationship between the Village and its
employees. Should any such departmental rules and/or regulations conflict with the provisions of this
Manual,this Manual shall prevail, unless otherwise approved by the Village Manager(or designee)and/or
if required by law.
L06 - Collective Bargaining Agreements
This Manual shall apply to all employees covered by a collective bargaining agreement. Where the
provisions of the Manual conflict with those of a collective bargaining agreement, the latter shall prevail
in all cases except as provided by law.
L07 - Employment Categories
The Village classifies positions into three primary categories: (a) Full-time, (b) Part-time, and (c) Seasonal
or Temporary. Although there may be additional categories of employees created based on the business
needs or activities of a particular Department (when approved by the Village Manager or designee), the
following are the distinctions among these categories:
1 Full-Time: Employees who are regularly scheduled to work a minimum workweek of 40 hours per
work week. Full-time employees who have successfully completed their Probationary Period are
eligible to receive the paid time off benefits as summarized in this Manual subject to any remaining
terms and conditions of the applicable benefit plan documents(if applicable). For health insurance
purpose a full-time employee must work a minimum of 30 hours per work week as measured over
a 12- month period.
2 Part-Time: Employees who are regularly scheduled to work less than 30 hours a week. Part-time
employees are eligible for all legally mandated benefits, including deductions for the Illinois
Municipal Retirement Fund (IMRF)after working 1,000 hours with the Village, subject to the terms
of those benefit programs.
12
Chapter 2.00 - Definitions
2.01-Anniversary Date
2.02-Appointing Authority
2.03-Appointment
2.04- Board of Fire and Police Commissioners
2.05-Class/Job Title
2.06-Classification
2.07-Class Series
2.08-Class Specification/Job Description
2.09-Collective Bargaining Agreement
2.10-Controlled Substances
2.11-Corporate Authorities
2.12-Day
2.13- Demotion
2.14- Department
2.15- Department Director
2.16- Division
2.17- Division Director
2.18- Emergency
2.19- Examination
2.20- Exempt/Non-Exempt Status
2.21-Grievance
2.22- Immediate Family
2.23- Layoff
2.24-Original Employment Date
2.25- Pay Plan
2.26- Position
2.27- Position Classification Plan
2.28- Probationary Period
2.29- Promotion
2.30- Reclassification
2.31-Special Leave
2.32-Transfer
2.33-Vacancy
2.34-Village Manager
2M - anniversary Date
The initial anniversary of an employee's date of hire shall constitute an employee's"anniversary date"for
longevity pay.Thereafter, the effective date of demotion, promotion, or return from a leave without pay
longer than ninety (90) days shall constitute the new anniversary date for merit pay and other benefit
purposes. When a part-time employee is promoted to a full-time position, longevity shall be calculated
based on the date of their promotion to the full-time position.
13
2M - Appointing Authority
The officer, employee, or board having the power of appointment and removal of subordinate positions
in any office, department, or division, or any person or group of persons having the power by virtue of
ordinance or other lawfully delegated authority to make appointments to positions in the municipal
service.
2M - Appointment
The designation to a position in the municipal service of a person who has met the qualifications for
employment through an appropriate selection process.
2.04 - Board of Fire and Police Commissioners
The Board of Fire and Police Commissioners of the Village of Buffalo Grove, Illinois.
2.05 - Class/Job Tide
One (1) or more positions substantially similar in respect to assigned essential work duties and
responsibilities that the same class title may be reasonably used to designate each position allocated to
the class,that the same minimum education and work experience qualifications may be required, and the
same salary range may apply.
2.06 - Classification
The original assignment of a position to an appropriate class on the basis of the skill level, experience,job
content, and responsibility of work to be performed.
2.07 - Class Series
The arrangement in sequence of classes that are alike in kind of work and responsibility, but are not at
the same level of assigned work and responsibility.
208 - Class Specification/Job Description
A written statement that may include many of the characteristic duties, responsibilities, and qualification
requirements that distinguish a specific class from other classes. Duties, responsibilities,job content and
qualifications listed on a class specification/job description are not intended to be construed as all
inclusive.
14
209 - Collective Bargaining Agreement
A duly authorized contract between the Corporate Authorities and a labor union authorized to represent
any covered employees concerning such issues as wages, hours and conditions of employment.
210 - Controlled Substances
The phrase "controlled substances" includes, without limitation, any substance as defined and included
in the schedules of Article II of the "Illinois Controlled Substances Act," cannabis as defined in the "Illinois
Cannabis Control Act," and U.S. Department of Transportation Commercial Driver's License "drug list."
This phrase also includes any lawful substance used contrary to its intended purposes.
2.1111 - Corporate Authorities
The President and Board of Trustees of the Village of Buffalo Grove, Illinois.
212 - Day
The twenty-four(24)-hour period of time established for work which begins at 12:00 a.m. of each day.
2.113 - Demotion
The movement of an employee from a position in one class to a position in another class having a lower
job grade and/or classification.
2.11.4 - Department
Any of the departments of the Village of Buffalo Grove, now or as hereafter established.
2.115 - Department Director
The officially appointed director of any department and/or his/her authorized designee.
2.11.E - Division
Any of the divisions of the Village of Buffalo Grove, now or as hereafter established.
2.11.7 - Division Director
The officially appointed director of any departmental division and/or his/her authorized designee.
15
2.1.8 - Emergency
A sudden and/or unforeseen happening, act of God, weather condition or circumstance that requires the
unscheduled services of an employee for reasons including, the protection of the health, welfare, and
safety of the community.
2.1.9 - Examination
The appraisal of persons by the use of measurements which includes the possession of competencies,
knowledge, skills, abilities (with or without reasonable accommodation if individual is disabled), and/or
general suitability for the position for which they are being
evaluated. Such examinations also may measure factors such as work performance, attendance (as
appropriate) and overall attitude.
2.20 - Exempt/Noll-Exempt Status
An exempt employee is one who is exempt from overtime pay and paid on a salaried basis as defined by
the Fair Labor Standards Act of 1938, as amended, and the Illinois Minimum Wage and Overtime Law. A
non-exempt employee is one who is eligible for overtime pay as defined by the Fair Labor Standards Act
of 1938, as amended, and the Illinois Minimum Wage and Overtime Law.
2.21. - Grievance
A"grievance,"as used in this Manual, includes a disagreement or question relating to working conditions,
personnel rules and regulations, and working conditions or relationships between an employee and his
Supervisor or other employees. It is understood that the phrase "grievance," as used in this Manual,
excludes any disagreement or issue arising under or concerning the provisions of any labor agreement as
the terms of the labor agreement will govern such dispute(s).
2.22 - Immediate Family
For purposes of this Manual, the phrase "immediate family", includes only: husband, wife, civil union
partner, son, son in law, daughter, daughter in law, step child, foster child, mother, mother in law, step
mother, father, father in law, step father, brother, brother in law, sister, or sister in law of the employee,
grandparents of the employee or his/her legal spouse (or civil union partner), aunt and uncle of the
employee or his/her legal spouse (or civil union partner), niece and nephew of the employee or his/her
legal spouse (or civil union partner).
2.23 - Layoff
The separation of an employee based upon lack of work, or funds or other business reasons which are
generally not related to fault, delinquency or misconduct on the part of the employee.
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2.24 - Original Employment Date
The date an employee first reports to work following appointment to a position in the municipal service.
2.25 - Ray Plan
A list of job titles and corresponding minimum and maximum rates of pay that may be adopted from time
to time by the Corporate Authorities.
2.26 - Position
A group of current duties and responsibilities assigned or delegated, requiring the full-time, part- time,
and/or temporary employment of one person.
2.27 - Position Classification Plan
An outline of positions that may be arranged in similar occupational groups.
2.28 - Probationary Perin
A trial period served as part of the selection process of regular employees (including designated
extensions thereto). See Section 6.02 for details of a normal probationary period.
2.29 - Promotion
The movement of an employee from one job classification and/or title to anotherjob classification and/or
title having a higher maximum salary rate having been so qualified by an appropriate selection process.
2.30 - Reclassification
The determination by the Village Manager (or designee) that a position be assigned to a class different
from the one to which it was previously classified.
2.31 - Special Leave
Special Leaves are the forms of leave which an employee may apply in accordance with the guidelines set
forth in Chapter 14.00 of this Manual. In addition to the guidelines and policies within Chapter 14.00 of
this Manual, the Village offers a flexible leave policy for disabled employees where it constitutes a
reasonable accommodation to assist the employee in the performance of his/her essential job functions.
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2.32 - Transfer
The movement of an employee from one department, division, or unit of the municipal government to
another,from one position to another position of the same class, and/or to another class having the same
maximum salary rate, involving the performance of similar duties and requiring essentially the same basic
job qualifications.
2.33 - Vacancy
A duly created position which is not occupied and which the Village Manager (or designee) has the
discretion to decide whether or not to fill.
2.34 - Village Manager
The Chief Administrative Officer of the Village of Buffalo Grove, Illinois, or his designee, as established in
Chapter 2.08 of the Village of Buffalo Grove Municipal Code.
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Chapter 3.00 — Employment Philosophies
3.01- Equal Employment Opportunities (EEO)
3.02- Harassment in the Workplace
3.03-Sexual Harassment Deserves Special Attention
3.04-Complaint Reporting Procedure
3.05- Harassment Allegations Against Non-Employees/Third Parties
3.06-These Policies Apply Even Outside the Workplace
3.07-The Investigation Process
3.08- Responsive Remedial Action
3.09- False or Frivolous Complaints
3.10-Outside Reporting Rights
3.11- Retaliation is Strictly Prohibited
3.12- Diversity, Equity and Inclusion Commitment
Anti-Harassment Policy Acknowledgement Form
101 - Equal Employment Opportunities (EEO)
The Village of Buffalo Grove is firmly committed to providing equal employment opportunities to all
applicants and employees. This commitment applies to all aspects of employment, training,
compensation, promotion, discipline, discharge and other terms and conditions of employment without
regard to any legally protected category including (without limitation) an individual's actual or perceived:
race, color, religion, sex, sexual preference or sexual orientation, gender, gender identity or expression,
national origin, citizenship status, ancestry, age, marital status, civil union status, order of protection
status, military status, disability, genetic history, or unfavorable discharge from military service (except
where provided by federal, state or local law), pregnancy(or a medical condition related to pregnancy or
childbirth) or any other category protected by applicable law or ordinance.
This EEO Policy extends to all of the Village's personnel policies, procedures and decisions related to hiring,
promotions, transfers, layoffs, rates of pay, discipline, discharge and other terms and conditions of
employment. All of those personnel decisions are made and administered without regard to an
individual's actual or perceived Legally Protected Categories (as defined earlier). The Village is also
committed to providing reasonable accommodations when necessary for all employees and applicants
who are disabled (including medical conditions related to pregnancy or childbirth) provided the individual
is otherwise qualified to perform the essential functions of the job. (See the Village's Reasonable
Accommodations Policies summarized below in Section of this Manual).
If an employee is aware of any violation of this EEO Policy or if an employee feels they have been the
victim of a Policy violation,that employee is encouraged to alert their immediate supervisor, Department
Director and/or a representative from the Human Resources Office of the relevant information without
delay. All complaints will be promptly investigated and remedied. Any individual who violates this Policy
is subject to disciplinary action that may include termination of the offenders involved. Be assured that
no retaliation will be taken or tolerated against any person who reports a possible violation of our EEO
Policy and/or those who participate as a witness in any investigation.
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102 - a lar-assment in the Workplace
The Village of Buffalo Grove is committed to providing its employees, vendors, and others who perform
services for the Village with a productive and comfortable working environment which is free of
harassment, whether based on race, color, religion, sex, sexual preference or sexual orientation, gender,
gender identity or expression, national origin, citizenship status, ancestry, age, marital status, order of
protection status, civil union status, military status, disability, genetic history, pregnancy, childbirth, or a
medical condition related to pregnancy or child birth,or any other category protected by law. Harassment
is a violation of federal, state, and local laws.The Village will not tolerate harassment or retaliation of any
kind in the workplace based on any legally protected status. Even if a situation does not rise to the level
of unlawful harassment or retaliation,the offender may be subject to disciplinary action under this policy
if the conduct is deemed to be unprofessional or inappropriate.
Harassment consists of (not all inclusive) unwelcome, physical, visual or spoken conduct regarding any
person's race, color, religion, sex, sexual preference or sexual orientation, gender, gender identity or
expression, national origin, citizenship status, ancestry, age, marital status, Civil Union status, military
status, disability, genetic history, pregnancy, childbirth, or a medical condition related to pregnancy or
childbirth, or any other category protected by law. The Village will not tolerate harassing conduct that
affects tangible job benefits, that interferes unreasonably with an individual's work performance, or that
creates an intimidating, hostile, or offensive working environment. Such harassment may include, for
example, epithets, slurs, derogatory remarks, negative stereotyping,jokes, kidding, and teasing directed
at a person based on his or her protected status, or posting, displaying, or circulating written or graphic
material that denigrates or shows hostility or aversion to an individual because of such status.
All employees must continue to act responsibly to help maintain a comfortable working environment free
from harassment and intimidation. Any Village employee who violates this policy will be subject to
disciplinary action, that may include immediate termination when appropriate to remedy the situation.
103 - Sexual a lar-assment Deserves Special Attention
As used in this Policy, the phrase "Sexual Harassment" means any unwelcome sexual advances, requests
for sexual favors and other verbal or physical conduct of a sexual nature when:
1. Submission to such conduct is made either explicitly or implicitly a term or condition of an
individual's employment or receipt of Village services; or
2. Submission to or rejection of such conduct by an individual is used as the basis of any employment
or service decision affecting the individual; or
3. Such conduct has the purpose or effect of substantially interfering with the work performance of
an employee or creating an intimidating, hostile or offensive environment for employees,vendors
or visitors.
No manager, director, Supervisor, or other employee has the authority to engage in such conduct or to
alter another employee's terms or conditions of employment based on the employee's refusal to submit
to such conduct. The Village strictly prohibits its manager, directors, Supervisors and other employees
from implying or suggesting that an applicant or employee's submission to or refusal to submit to sexual
advances or participation in such sexual conduct is a condition of continued employment or receipt of any
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job benefit (including job assignment, compensation advancement, career development, or any other
term or condition of employment).
Some examples of Sexual Harassment include (but not by way of limitation):
1. Pressure for sexual activity(subtle or overt);
2. Unwelcome touching or intimacy, including pinching, patting or hugging;
3. Insulting, degrading or obscene sexual remarks, innuendoes,jokes or conduct;
4. Posting or display of sexually offensive or degrading materials in the workplace such as pictures
or cartoons;
5. Epithets, slurs, derogatory remarks or negative stereotyping based on gender;
6. Comments about sex life or body parts; and
7. Repeatedly asking out for a date someone who has refused.
All complaints of Harassment are considered serious. Thorough and appropriate investigations of
complaints will be conducted promptly in all cases. Appropriate measures will be taken to keep the
complaint allegations confidential when requested but this is not always possible as it may conflict with a
thorough investigation. There will be no retaliation or reprisals of any kind against any person for having
made an inquiry, complaint or report of sexual harassment or discrimination, or for participating in an
investigation of sexual harassment or discrimination (regardless of the outcome). Further, under the
Illinois Human Rights Act (775 ILCS 5/6), the Illinois Whistleblower Act (740 ILCS 174/5), and the State
Employee Ethics Act(5 ILCS 430) it is a crime to retaliate, or to conspire to retaliate, against an employee
because the employee has opposed an action that the employee reasonably believes to be unlawful
discrimination or harassment or because the employee has participated in an investigation of harassment
or discrimination. However, an employee who knowingly makes a false report of harassment will be
subject to discipline including immediate termination for a first offense if deemed warranted to remedy
the situation.
104 - Complaint Reporting Procedure
The Village strongly urges the reporting of all incidents of discrimination, harassment or retaliation,
regardless of the offender's identity or position. This Policy applies to all full-time, part-time, temporary,
and seasonal employees as well as other non-employees who perform services for the Village including
contractors and interns. Early reporting and intervention have proven to be the most effective method of
resolving actual or perceived incidents of harassment, discrimination, or retaliation. While the Village has
not established a fixed deadline for reporting possible policy violations period, it strongly urges the
prompt reporting of complaints or concerns, so the Village can take prompt remedial action if warranted.
If an employee experiences or witness harassment, discrimination or retaliation of any kind involving
another person,the employee should deal with the incident(s)as directly and firmly as possible by clearly
communicating their position to their Department Director, the Human Resources Department and/or
the Deputy Village Manager.The employee should also document or record each incident(what was said
or done, by whom, the date, time and place, and any witnesses to the incident) when practical. Written
records such as letters, notes, memos, texts, social media postings, tweets, emails and telephone
messages can strengthen documentation. Any employee, even when the discrimination, harassment or
retaliation is not directed at them, can and should make a complaint without fear of retaliation for doing
so. The following is our recommended policy for addressing these issues:
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1. Direct Communication with the Offender:
a. If there is harassing, discriminatory or retaliatory behavior in the workplace, and if the
employee feels comfortable doing so, they should directly and clearly express the
objection to the offending person(s) regardless of whether the behavior is directed at the
employee witnessing the behavior. If the employee is the harassed individual, and if the
employee feels comfortable doing so, they should also clearly state the conduct is
unwelcome and the offending behavior must stop. However, an employee is not required
to confront the person directly who is the source of the report, question, or complaint
before notifying any of those individuals listed below. The Village does not require an
employee to confront the person who is the source of the report, question, or complaint
directly, if they feel uncomfortable doing so. The initial message may be oral or written,
but documentation of the notice should be made to help preserve the relevant
information for investigation purposes.
2. Report to Supervisory and Administrative Personnel:
a. At the same time(or promptly after)direct communication is undertaken, or in the event
the employee witnessing or experiencing the behavior feels threatened, intimidated by
or uncomfortable by the offending person, the employee should promptly report the
offending behavior to their immediate supervisor or Department Director. If the
employee feels uncomfortable doing so, or if the immediate supervisor and/or
Department Director is the source of the problem or ignores the problem, please report
the conduct directly to a representative of the Human Resources Office. If the Village
Manager is the source of the problem or concern or is believed to have condoned the
problem, the individual should immediately report the incident(s) in writing directly to
the [outside counsel to the Village.]
3. Report to Village Manager:
a. An individual may also report incidents of harassment, discrimination, or retaliation
directly to the Village Manager for handling. The Village Manager may designate an
outside investigator who is selected by the Village to investigate complaints in
appropriate situations where deemed appropriate based on the circumstances involved.
4. Complaint Against an Elected Official:
a. If someone makes a complaint about alleged discrimination, harassment, or retaliation
by an elected official of the Village, they should also report the Village Manager who will
normally refer the matter to outside counsel or an independent investigator to review
the facts and evidence involved.
105 - a lar-assment Allegations Against Von-Ermployees/Third Parties
If an employee makes a complaint alleging harassment, discrimination or retaliation against an agent,
vendor, supplier, contractor, volunteer, elected official and/or other persons using Village programs or
facilities, the Village will promptly investigate the incident(s) and determine the appropriate remedial
action, if any.The Village will take reasonable steps to remediate the situation, including (but not limited
to) evaluating interim steps warranted while the Village investigates the allegations if deemed to be
necessary under the circumstances involved.
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Any non-employee who performs services for the Village is also protected against Sexual Harassment by
employees of the Village. Those non-employees are encouraged to use the same Complaint Reporting
Procedure referenced above to report any possible Policy violation. All such complaints will be promptly
investigated and remedied as appropriate. The Village will not tolerate any retaliation against individuals
who utilize the Internal Complaint Procedure, those who participate in an internal investigation and/or
those who report a complaint through another available source. In the end, all employees and all
individuals who perform services for the Village are entitled to a comfortable working environment that
is free of unlawful Sexual Harassment.
106 - These Policies apply Even Outside the Workplace
Conduct prohibited by these Policies is unacceptable in the workplace and in any work-related setting
outside the workplace, such as during business trips, professional conferences, business meetings,
business-related social events, and any other location where the Village has assigned the individual to
perform their job duties.
107 - The Investigation Process
The Village will investigate any reported allegations of harassment,discrimination,or retaliation promptly.
The Village will make appropriate reasonable efforts to conduct an investigation in a responsible and
confidential manner. However, it is impossible to guarantee absolute confidentiality, as the Village must
be able to investigate fully and take prompt remedial action when necessary. The investigation may
include individual interviews with the parties involved and, where necessary, with individuals who may
have observed the alleged conduct or may have other knowledge relevant to the allegations. The Village
reserves the right and hereby provides notice that it may use third parties to investigate claims of
harassment, discrimination, or retaliation. Employees must cooperate in any investigation of workplace
wrongdoing or risk disciplinary action, up to and including dismissal from employment.
108 - Responsive Remedial Action
After investigation, the Village will determine whether the evidence substantiates a complaint of
harassment, discrimination, or retaliation after reviewing the facts and circumstances of each situation.
The Village will deal with misconduct constituting a violation of this Policy (such as engaging in
harassment, discrimination, or retaliation) appropriately to remedy the situation. Appropriate remedial
action for a substantiated complaint may include, by way of example only: re-training, referral to
counseling and/or disciplinary action. In appropriate cases, individuals who violate this Policy will be
subject to disciplinary action that may include immediate termination if deemed appropriate based on
the outcome of the investigation.
109 - False or Frivolous Complaints
Given the possibility of serious consequences for an individual accused of sexual or other harassment,
discrimination or retaliation, the Village considers complaints made in bad faith or otherwise false and
frivolous charges severe misconduct and may result in disciplinary action, up to and including dismissal.
A complaint allegation that is unfounded or cannot be proven will not alone be viewed as evidence of bad
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faith. In addition, any person who intentionally makes a false report alleging a violation of any provision
of the State Officials and Employees Ethics Act to an ethics commission, an inspector general, the State
Police, a State's Attorney, the Attorney General, or any other law enforcement official is guilty of a Class
A misdemeanor.
3.10 - Outside Reporting Rights
While the Village hopes to be able to resolve any complaints of discrimination, harassment, or retaliation
within the Village, it acknowledges each employee's right to contact the Illinois Department of Health at
the James R. Thompson Center, 100 West Randolph Street, Suite 10-100, Chicago, Illinois, 60601, about
filing a formal complaint. The IDHR also has a reporting hotline that includes a method for the intake of
anonymous phone calls regarding allegations of sexual harassment:877.236.7703. If the IDHR determines
there is sufficient evidence of harassment to proceed further, it will file a complaint with the Illinois
Human Rights Commission (IHRC), located at the same address on the fifth floor.
311 - Retaliation is Strictly Prohibited
The Village prohibits retaliation against any individual, because the employee or other individual who
performs services for the Village reports discrimination, harassment, or retaliation; participates in an
investigation of such reports; and/or files a charge of discrimination, harassment, or retaliation with an
outside agency. Any individual who violates this Policy against retaliation will be subject to disciplinary
action, up to and including dismissal and/or other remedial action as warranted for even a first offense.
3.12 - Diversity, Equity and Inclusion Commitment
The Village believes in treating all employees and others who perform services for the Village(and/or who
use the Village resources) with respect and dignity. We recognize that our employees bring their own
unique abilities/experiences to their work. We value such diversity at all levels of our organization. Our
goal is to create and foster an environment in which all individuals realize their maximum potential and
realize the value their differences bring to the Village.
The Village's commitment to diversity encompasses similarities and differences in ethnicity, gender,
language, age, sexual orientation, religions, socio-economic status, physical and mental ability,
experience, and education and all other Legally Protected Categories(as defined earlier in the EEO Policy)
too. We believe that the wide variety of perspectives that results from such diversity promotes innovation
and business success, and our goal is to provide an inclusive working environment that encourages these
values. By valuing differences, we demonstrate our commitment to treating everyone with fairness and
respect and to providing a positive working environment of learning, innovation, flexibility, opportunity
and growth. Our goal will always be to make diversity, equity and inclusion integral parts of the Village's
business operations.
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AntH larassment Policy Acknowledgement Form
I hereby acknowledge receipt of the Village of Buffalo Grove Anti-Harassment Policy. I agree and represent
that I have read this Policy in its entirety.
I understand and will comply with the Village of Buffalo Grove Anti-Harassment Policy, including the anti-
retaliation provisions set forth in the Policy.
Signature Date
Print Name
Department
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Chapter 4.00 — Our Reasonable Accommodation Policies
4.01- Reasonable Accommodations for Individuals with Disabilities
4.02- Reasonable Accommodations for Pregnancy Related Conditions
4.03- Procedure for Requesting a Reasonable Accommodation
4.04 - Reasonable Accommodations for Providing Urgent Maternal Protection for Nursing Mothers Act
(PUMP)
4.05- Reasonable Accommodations for Religious Beliefs
4M - Reasonable Accommodations for Individuals with Disabilities
As detailed in the prior chapter of this manual, the Village does not tolerate discrimination against any
applicant or employee with an actual or perceived mental or physical disability. The Village also will not
tolerate discrimination against any individual who has a history of being disabled and/or an employee
who is associated with an individual who is disabled. Consistent with these philosophies, the Village is
committed to providing reasonable accommodations to all qualified individuals who are disabled in order
to assist them in the performance of their essential job functions.
This commitment of providing reasonable accommodation also extends to individuals who are pregnant
and those who have a medical condition related to pregnancy and/or childbirth as set forth in the Policy
that follows. Requests for reasonable accommodations are addressed on a case-by-case basis. All
requests for reasonable accommodation will be considered provided the requested accommodation does
not result in an undue hardship to the Village's business operations.
4M - Reasonable Accommodations for Pregnancy Related Conditions
The Village will treat any employee who is pregnant or has a disability or medical condition related to
pregnancy or childcare in the same way as other employees are treated who have a medical condition
that rises to the level of a disability. Requests for reasonable accommodation under this Policy should be
addressed in the same manner as any other medical condition.
Some examples of the types of reasonable accommodation that are available include(without limitation):
the ability to sit or drink water,as needed, receive closer parking to the entrance to our buildings,granting
flexible hours, receiving appropriately sized uniforms or safety apparel as applicable and necessary,
receiving additional break time to use the bathroom,to eat,and to rest,to take leave or time off to recover
from childbirth, and to be excused from strenuous activities and/or activities that could involve exposure
to circumstances that are not safe for pregnancy. These issues are addressed on a case-by-case basis. No
employees will be required to accept a reasonable accommodation that is not medically necessary.
4M - Procedure for Requesting a Reasonable Accommodation
Any employees who have a medical need for a reasonable accommodation to perform the essential job
functions of their position should notify their Department Director or the Human Resources Office. After
receipt of an accommodation request, the Department Director or representative from the Human
Resources Office normally will schedule a meeting with the employee involved to discuss the requested
26
accommodation(s) and the manner in which the accommodation(s) may assist the employee in the
performance of their essential job functions. Employees are urged to actively participate in this
interactive discussion to attempt to identify the available options that do not pose an undue hardship to
the Village's business operations. Employees who request a reasonable accommodation will not be
subject to retaliation for doing so.
The employee may be required to provide certification from their health care provider concerning their
need for a reasonable accommodation to the same extent such a certification is required for other
disabling condition.The medical certification should normally include:
1. medical justification for the requested accommodation(s);
2. a description of the reasonable accommodation(s) medically advisable;
3. the date the accommodation(s) became advisable; and
4. the probable duration of the reasonable accommodation(s).
If any employee feels they were denied a reasonable accommodation for this purpose, they are
encouraged to report the matter pursuant to the Village's internal complaint procedures and without fear
of retaliation.
4.04 - Reasonable Accommodations for Providing Urgent Maternal
Protection for Nursing Mothers Act (PUMP)
The Village is also committed to provide nursing employees with reasonable paid break periods to express
breast milk for an infant child, unless the break time unduly disrupts the Village operations. The break
time will run,if possible,concurrently with any break time already provided to the employee.Additionally,
the Village will make reasonable efforts to provide nursing employees a private room or other location, in
close proximityto the work area,to express milk privately.The private room will not be a bathroom and/or
toilet stall. Employees with any questions concerning this Policy should contact Human Resources. Paid
time off for this purpose is available within one year of the birth of the child and/or as otherwise provided
by law.
4.05 - Reasonable Accommodations for Religious Beliefs
The Village also provides reasonable accommodations to employees when necessary due to a
religious observance or belief. For example, as referenced in our Floating Holidays Section of this
Manual, the Village will grant requests for employees to take time away from work for religious
holidays that are not celebrated by the Village provided it does not pose an undue hardship to
our business operations. Employees may submit requests for reasonable accommodations for
religious purposes or beliefs to their Department Director or a representative from the Human
Resources Office. Prior notice should be provided when the need for the requested
accommodation is foreseeable. Requests pursuant to this Policy will be addressed on a case-by-
case basis.
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Chapter 5.00 — Applications and Applicants
5.01- Recruitment
5.02-Application Forms
5.03- Disqualification
5.04- Disqualification by Reason of Conviction (which is not expunged or sealed)
5.05- Examinations
5M - Recruitment
The selection process shall be conducted in accordance with both Village-wide and departmental policies
and practices. Notice of employment opportunities in the municipal service are normally published by
posting announcements on official bulletin boards, and/or in such other places as the Village Manager(or
designee) deems advisable. Notice of all examinations for promotion shall be published by posting and
other appropriate methods, but need not be published in any newspaper. The announcements normally
will specify the class title and salary range of the class for which the examination is announced;the nature
of the work to be performed;the minimum qualifications required for the performance of the work of the
class; the time, place, and manner of making application, the closing date for receiving applications; and
other pertinent information. Exceptions to this policy on recruitment will be made for legitimate business
reasons where appropriate with the approval of the Department Director and the Village Manager (or
designee).
5M - Application Forms
All applications shall be made on forms prescribed by the Village Manager (or designee) and shall be
submitted on, or prior, to the closing date specified in the announcement. Applications shall require
information concerning education, experience, and other pertinent job related information. All
applications shall be signed and the truth of the statements contained therein certified by such signature.
The appointing authority may require proof of education, experience, and other information as may be
appropriate. Falsification of any information contained in an Application Form (no matter when
discovered)will be grounds for disciplinary action which may include immediate termination for even the
first offense.
5M - Disqualification
Except as provided by law,the Village Manager(or designee) may refuse to examine an applicant,or,after
examination, may disqualify such applicant, or may remove such person already hired and/or appointed
if the individual (list is not all inclusive):
1. Does not meet the preliminary requirements established for the pertinent class in the position
applied for and/or does not otherwise demonstrate the qualifications for the job (either with or
without a reasonable accommodation if applicable).
2. Is currently engaged in the illegal use of a controlled substance, the illegal use of a legally
prescribed drug, or the excessive and untreated abuse use of alcohol. (Note: We
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3. provide reasonable accommodations to employees with disabilities but an after the fact request
for assistance will not excuse a policy violation).
4. Has made a false statement or omission of fact in his/her application form or resume.
5. Has used or attempted to use political pressure or bribery to secure an advantage in the selection
process.
6. Has directly or indirectly obtained information regarding the examination to which, as an
applicant, he was not entitled.
7. Has failed to submit his fully completed Application Form correctly and/or within the prescribed
time limits.
8. Fails to cooperate in any part of the application or selection process.
9. Has established an unsatisfactory employment or personnel record as evidenced by a reference
check of such a nature as to demonstrate actual or potential unsuitability for employment.
10. Has taken for another or allowed another to take for him all or part of any examination, or has
been found cheating or engaged in other inappropriate acts or omissions in any other way on an
examination.
11. Has otherwise violated the provisions of this Manual and/or engaged in any other act or omission
deemed harmful to the Village's residents and/or property.
12. Whenever an applicant is rejected or disqualified, notice of such rejection or disqualification may
be provided to the applicant if deemed appropriate. Applications, whether accepted or rejected,
shall not be returned.
5 04 - Disqualification by Reason of Conviction (which is not expunged or
sealed)
After an applicant has been selected for an interview,a background check will be completed.All applicants
who have been convicted of a crime involving matters such as, but not limited to,violent,offensive and/or
disgraceful conduct, or moral turpitude will have their applications subject to further review considering
all related factors such as the nature of the duties involved, the length of time since the conviction was
served, etc. We reserve the right to reject a candidate following this analysis which will be conducted on
a case-by-case basis. Applicants applying for positions within the Village park district, child care facilities,
school district, mental health facilities, or secure residential youth care facilities will be screened as part
of the initial evaluation process, as permitted by law.This policy does not apply to any conviction that has
been expunged or sealed (which will not be the basis of a rejection of a candidate, except as required by
law).
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Applications for employment within the State must contain specific language that states that the applicant
is not obligated to disclose expunged juvenile records of adjudication or arrest. Employers may not ask,
in any format or context, if an applicant has had a juvenile record
expunged. Information about an expunged record obtained by a potential employer, even inadvertently,
from an employment application that does not contain specific language that states that the applicant is
not obligated to disclose expunged juvenile records of adjudication or arrest, shall be treated as
dissemination of an expunged record by the employer.
Examinations shall relate to those matters which fairly test the aptitude, and qualifications of applicants
and employees for a position. Examinations may include written, oral, or work simulation tests; ratings of
experience and training;fingerprinting and background investigation; polygraph test(only if permitted by
law); post offer physical examinations; post-offer alcohol/drug screen; post-offer psychological
evaluation; any combination of these; or any other tests deemed necessary and permitted by law. All
medical examinations will be job related and based on business need. Disabled employees and applicants
will be afforded reasonable accommodations during this examination process if required by law.
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Chapter 6.00 — Appointments
6.01-Appointments
6.02-Transfer
6.03-Appointment Forms
6M - Appointments
1. Full-time, Part-time, and Temporary/Seasonal Positions:
a. Appointments to fill vacancies in full-time, part-time, and temporary/seasonal positions
shall be made in accordance with Chapter 5.00 of this Manual. Upon being notified of a
promotion,the relinquishing department may delay the promotion until the beginning of
a pay period but generally not to exceed three (3)weeks.
2. Emergency Appointments:
a. In the case of an emergency including, but not limited to a flood, tornado, or blizzard,
which requires the immediate employment of one or more persons to prevent actual or
potential impairment of the public business and for which it is not practicable or
otherwise appropriate to secure the needed person or persons in accordance with
Chapter 4.00 of this Manual in time to meet the emergency, an appointing authority may
appoint any qualified person during such emergency for a period generally not to exceed
thirty (30) working days. The Village Manager (or designee) shall determine whether an
emergency actually exists, and his decision shall be final.
Exceptions to the guidelines in this Chapter will be subject to approval of the Village Manager(or
designee) and may be required to be submitted in writing upon request.
6M - Transfer
A position may be filled by transferring an employee from a position of the same class or similar class with
essentially the same basic qualifications and having the same maximum salary rate. Inter departmental
transfers, where practical, may be approved by the requisitioning department, and employee concerned.
At the direction of the Village Manager(or designee),the relinquishing department may delay the transfer
until the beginning of a pay period, but generally not for a period in excess of three (3)weeks.
6M - Appointment Forms
No duly appointed employee shall be placed on the payroll until Advice of Status and other required forms
have been properly completed and approved by the Village Manager(or designee).
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Chapter 7.00 — Probationary Period
7.01- Purpose
7.02- Documentation
7.03- Duration
7.04- Rating of Probationary Period
7.05-Termination During Probationary Period
7.06- Demotion During Probationary Period
7.07- Extension
T01 - Purpose
The probationary period shall be an integral part of the examination process and shall be utilized as an
opportunity to observe an employee's work performance, attitude and habits, to train and aid the
employee in adjustment to his position, and/or to reject any employee whose work performance fails to
meet the expectations of the Village.
T02 - Documentation
At the beginning of employees' probationary period, they will be asked to fill out all forms required of
new employees, if and to the extent they have not yet completed them already (W-4, 1-9, etc.). These
forms are required under government rules and relate to such matters as tax reporting, immigration law
compliance, etc.
T03 - Duration
All original and promotional appointments shall be tentative and subject to an initial probationary period
of at least one (1) year from the date of appointment. Original sworn appointees to the Fire and Police
Departments shall be on probation for a minimum period of eighteen (18) months or as established by a
collective bargaining agreement or Illinois law. Extensions may be appropriate as determined by the
Village Manager(or designee) or pursuant to the terms of a collective bargaining agreement.
T04 - Rating of Probationary Period
Supervisors shall periodically observe and document the employee's work performance and shall counsel
(if and as appropriate) a probationary employee whose work performance is marginal, inadequate or
below standards expected of similarly situated employees performing comparable work. Prior to the
expiration of the employee's one year probationary period, the appointing authority shall notify the
Village Manager(or designee) if the employee will NOT continue in the position.
T05 - Termination During Probationary Period
During the probationary period, the employee may be dismissed if the appointing authority determines
that the employee has failed to demonstrate the ability, qualifications and inadequate overall
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contributions necessary to furnish satisfactory service or is otherwise unsuitable for continued
employment. Dismissal during the probationary period may be with or without cause and shall not be a
subject of the grievance procedure described in this Manual. Nothing in this Section 6.04 creates a term
of employment either during or after the Probation Period expires.
T06 - Demotion During Probationary Feria
Promotional appointees who exhibit inadequate performance and overall contributions during the
probationary period may be demoted to a position in the class held prior to the promotional appointment.
The Department Director shall notify the Village Manager(or designee)of his/her intention to demote an
employee as provided in this section. If approved by the Village Manager (or designee), the employee
shall be notified in writing generally not less than five (5) working days prior to the effective date of
demotion.
T07 - Extension
Where legally permissible and with the approval of the Village Manager (or designee), an appointing
authority may extend the probationary period for a period generally not to exceed a maximum of eighteen
(18) months. During any extension of a probationary period, the remaining provisions of this Chapter of
the Manual will apply. Upon expiration and/or satisfactory completion of a probationary period
(regardless of length), an employee may be subject to counseling, disciplinary action or other appropriate
action as deemed appropriate by the appointing authority. In some case, counseling, disciplinary action
and/or other action is not appropriate due to the circumstances involved and immediate termination may
occur if warranted.
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Chapter 8.00 — Position Classification
8.01-The Classification Plan
8.02- Purposes of the Classification Plan
8.03-Administration of the Classification Plan
8.04-Classification of Positions
8.05- Effect of Classification Changes on Incumbent
8.06-Class Specifications/Job Descriptions
8.07- Use in Selection Process
8.08- Use of Class/Position/Position Titles
&01 - The Classification Plan
A position classification plan, based upon factors including, but not limited to, competencies of position,
grade nature of work, principal duties and responsibilities, knowledge, abilities, and skills required by the
work, may be developed and maintained by the Director of Human Resources. With the approval of the
Corporate Authorities,classes may be established,combined,or abolished.The position classification plan
may include (not all inclusive):
1. An outline of classes of positions in the municipal service arranged in appropriate occupational
groups;
2. Class specifications/Job Descriptions in such form as prescribed by the Village Manager (or
designee); and
3. Other factors deemed appropriate by the Village Manager(or designee).
&02 - Purposes of the Classification Plan
1. To provide like pay for substantially similar/like work.
2. To establish educational and work experience qualifications for recruiting, testing, and other
selection purposes.
3. To provide appointing authorities with a means of analyzing work distribution, areas of
responsibility, lines of authority, and other relevant relationships between individual and groups
of positions.
4. To assist appointing authorities in determining personnel service costs and projections for annual
budget requirements.
5. To provide a basis for developing standards of work performance, including competencies.
6. To establish lines of promotional opportunity.
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7. To indicate employee training needs and development potentials.
8. To provide uniform and meaningful titles for all positions.
9. To provide the fundamental basis of the compensation program and other aspects of the
personnel program.
&03 - Administration of the Classification Flare
The Village Manager(or designee) may periodically require position classification studies at such times as
he/she deems necessary to ensure the proper classification of existing or proposed positions in the
municipal service. If the Village Manager (or designee) determines that classes should be established,
combined or abolished, he/she may so amend the classification plan subject to approval of the Corporate
Authorities. Revisions of class specifications required to accurately reflect the nature of work or principal
duties and responsibilities of classes may be made without approval of the Corporate Authorities,
provided, however, that such revisions generally will not change the number of classes or the maximum
rate of pay of a class.
&04 - Classification of Positions
Each position in the municipal service, except those personnel exempted from this Manual, shall be
classified at the direction of the Village Manager (or designee). Positions may be assigned to a specific
class when (not all inclusive):
1. The same descriptive title may be used to designate each position in the class; and
2. The same kinds and levels of education, experience, knowledge, ability, skill and other
qualifications may be required of incumbents; and
3. Similar tests of fitness may be used to examine applicants; and
4. The same range of compensation will apply equally under substantially the same or similar
employment conditions.
5. All classes of positions involving the same character of work but differing as to level of difficulty
and responsibility may be assembled into a class series of two (2) or more levels.
6. Compensation or present pay range generally will not be a factor in determining the classification
of any position or the standing of any incumbent.
In allocating any position to a class, the specification for the class shall be considered as a whole.
Consideration shall be given to appropriate factors including, but not by way of limitation, the general
duties, specific tasks, responsibilities, required educational and experience qualifications for such
positions, and the relationship thereof to other classes. The examples of duties set forth in such class
specification shall not be construed as all-inclusive or restrictive, and an example of a typical task or a
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combination of two (2) or more examples of work performed shall not be taken, without relation to all
parts of the specification, as determining that a position should be included within a class.
Normally, no employee whose position has been allocated to its appropriate class shall be assigned or
required to perform duties generally performed by persons holding positions in other classes, except in
case of emergency or training, or for other limited periods of time. Generally, the time period shall not
exceed four (4) consecutive weeks without specific authorization by the Village Manager (or designee).
The clause in each class specification "performs related work as required" shall be liberally construed.
Department Directors and Division Directors shall report any organization or program changes that will
significantly alter or effect changes in existing classes or classes proposed to be established to the Village
Manager (or designee). When any Department Director or Division Director requests the establishment
of new or additional classes, or a change in the classification of an existing position, the request shall be
submitted in writing along with a statement of essential work duties, essential responsibilities, and
qualifications of the position and such other documentation as may be necessary to evaluate the request.
&05 - Effect of Classification Changes on Incumbent
Whenever the title of a class is changed without a change in duties and responsibilities, the incumbent
normally will have the same status in the new class as he/she had in the former class.
When a position is reclassified to a class with a higher maximum salary rate, the Village Manager (or
designee) may provide the incumbent of the position the same status in the new class as he/she had in
the former class, only if he/she finds:
1. That the reason for the reclassification of the position is the accretion of new duties and
responsibilities over a period of six(6) months or more immediately preceding the effective date
of said reclassification; and that such accretion of duties has taken place during the incumbency
of the present incumbent in said position; and
2. That the added duties and responsibilities upon which the reclassification is based could not
reasonably have been assigned to any other position; and
3. That the employee occupying a position which has been reclassified shall continue in the position
only if he possesses the qualifications of training and experience required for such classification.
Whenever a position is reclassified from one class to a higher class and the conditions above are not met,
the incumbent shall not continue in the position and may be placed in a lower classified position or
removed from his/her employment with the Village (if warranted in the determination of the Village
Manager or designee).
When a position is assigned to a class different from the one to which it was previously classified, the pay
status of the incumbent may be changed in accordance with the provisions of these rules governing
transfers, promotions, and demotions.
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&06 - Class Specifications/Job Descriptions
1. Official Position Classification Plan:
a. The Village Manager (or designee) shall maintain a master set of approved class
specifications which is updated from time to time. Such class specifications shall
constitute the official position classification plan.The Village Manager(or designee) shall
provide each Department Director and Division Director and appointing authority with a
current position classification plan. The position classification plan shall be open for
inspection by employees, interested individuals, and the public under reasonable
conditions during regular business hours.
2. Nature of Specifications:
a. Class specifications are descriptive and not restrictive. They are intended to indicate the
kinds of positions that are to be assigned to the respective classes as determined by their
duties and responsibilities and shall not be held to exclude those duties and
responsibilities which are not specifically mentioned, but are similar as to kind and level.
3. Implied Qualifications:
a. Qualifications commonly required of all incumbents of positions of different classes, such
as(not all inclusive list): honesty, cooperation, sobriety, and industry, shall be deemed to
be implied as qualification requirements for each class, even though they are not
specifically mentioned in the class specification.
4. Interpretation of Class Specifications:
a. In determining the class to which any position shall be assigned,the class specification for
each class shall be considered as a whole.The class specifications are intended to indicate
the kinds of positions that are assigned to the classes, as determined by their relative
assigned duties, responsibilities, and specific tasks, and are not to be construed as
declaring what the duties or responsibilities of any position may be or as limiting or
modifying the power of any Department Director to assign, direct, and control the work
of employees under his supervision. All class specifications/job descriptions shall be
construed in compliance with the Americans with Disabilities Act ("ADA"). As to the
particular parts of the class specifications the following principles shall apply:
5. Class/Job/Job Title:
a. The class title is a brief and descriptive designation of the type of work performed. When
there is more than one (1) class in an occupational series, numerals are used in the title
to designate the level of the class.The Roman Numeral I is always indicative of the entry
position in a class series.
6. Nature of Work:
a. This section is a general description of the essential job functions with emphasis on those
basic factors which distinguish the class from other classes. Included are such factors as
supervision received and exercised, responsibility and difficulty, hazards, and the way in
which the work is assigned and results are reviewed. Because this section evaluates the
class in terms of relative difficulty and responsibility and thereby establishes the level of
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the class, it is the section which is most important in determining the class in which a
particular position belongs.
7. Illustrative Examples of Work:
a. This section is intended to enable the reader to obtain a more complete concept of the
actual essential job functions performed in positions assigned to this class. The list is
descriptive, but not limiting. It is not intended to describe all work performed in all
positions in the class, nor do all examples apply to all positions assigned to the class. It is
conceivable in the more populated classes, that only one (1) portion of one (1) work
example would apply to a given position. The performance of one (1) or several duties
listed as examples of work for a particular class should not be considered as conclusive
evidence that the position belongs in the class.A position is assigned to a class only when
it meets the criteria defined and set out by the specification as a whole.
8. Requirements of Work:
a. This section includes a statement of knowledge,abilities,and skills considered as requisite
to successful performance of the essential job functions of the class, and the education
and experience which ordinarily would be expected to provide an employee with the
required knowledge, abilities, and skills. It should be noted that the statement of
education and experience is generally intended to include any equivalent combination of
training and experience as determined by the appointing authority in order to allow
admission of all qualified applicants to the selection process.
9. Necessary Special Requirements:
a. This section is used in a few classes where requirements limit practice of a profession or
occupation to persons who possess a specific license or certificate issued by an agency of
licensure. It also is used to enumerate other practical requirements or specific
prerequisites which must be met by applicants before otherwise qualifying for positions
in the class.
Reasonable Accommodations, as defined by the Americans With Disabilities Act (ADA), are available for
disabled employees who are otherwise qualified to perform the essential functions of the available work
for positions in the class.
&07 - Use in Selection Process
The specification for any class as interpreted herein, shall constitute the primary basis and source of
authority for the recruitment and for the tests to be included in examination for the class and for the
evaluation of the qualifications of candidates. Exceptions to this section may be made only if approved by
the Village Manager(or designee).
&08 - Use of Class/Position/Position Titles
The class/position title shall be the official title of every position assigned to the class for the purpose of
personnel actions and shall be used on all payrolls, budget estimates, and official records. Administrative
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titles or other working titles authorized by a department or Division Director may be used to designate
any position for purposes of internal communication and/or in oral or written contacts with the public.
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Chapter 9.00 — Compensation
9.01-Authority to Establish Salaries
9.02-Compensation Plan
9.03-Compensation Plan Design
9.04-Annual Evaluation
9.05-Compensation Plan Maintenance
9.06-Amendment of the Compensation Plan
9.07-Total Remuneration
9.08- Dual Employment Prohibited
9.09- Equivalent Compensation
9.10- Beginning Salary
9.11-Salary Increases
9.12- Pay Rate Adjustments
9.13-Temporary Assignment to Higher Level Position
9.14-Call Back Pay
9.15- Pay Periods/Pay Days
9.16- Payroll Errors
9.17- Direct Deposit of Pay Checks
9.18- Longevity Pay
9M - Authority to Establish salaries
The Corporate Authorities shall establish pay ranges for employees under the jurisdiction of the Village
Manager(or designee).
9M - Compensation Flare
The Village of Buffalo Grove has created this compensation policy to develop and implement a
performance management program that creates a direct relationship between the performance of an
employee and the employee's compensation. The policy is intended to measure outcomes, enhance
accountability and emphasize Village-wide priorities, strategic planning and critical job success factors.
9M - Compensation Flare Design
The design of the compensation plan requires the administration of the following sub-policies, as follows:
1. Goals:
a. It shall be the responsibility of the Village Manager (or designee) to annually establish
organizational goals, which shall form the foundation of the performance evaluation and
compensation cycles. Department Directors shall be responsible to establish
departmental goals which reflect the organizational and unit goals for the operation of
each department. Each employee shall be provided his/her organizational, departmental,
unit and/or individual goals at the beginning of the evaluation cycle. The employee's
performance shall be evaluated at least annually, and more frequently as deemed
40
appropriate by the employee's supervisor, Department Director and/or Village Manager,
consistent with the process outlined in the Annual Evaluation section of this policy.
2. Salary Ranges:
a. Each year, the Director of Human Resources shall prepare a schedule of pay
classifications, inclusive of the minimum, maximum and midpoint salary for each job
classification. Pay ranges or bands may be developed to encompass multiple job
classifications based upon like performance requirements, skills, competencies,
education and experience required to perform the requirements of the position. Where
applicable, salary ranges shall be adjusted to reflect cost of living indices then applicable,
and shall be applied in equal units to each salary range. The Village shall provide for an
objective evaluation of positional responsibilities based upon job analysis questionnaires
and assigned rankings within the Village's organization chart.
The Village of Buffalo Grove strives to maintain market competitive salary ranges based on review of
comparable salary ranges of like communities, economic factors and sufficient incentives to provide
greater compensation to employees assuming greater responsibility.The Village shall triennially conduct
a comprehensive survey of comparable municipalities' salary ranges. The comparable communities will
generally be the same communities used for represented Police and Fire personnel,except that additional
comparable salaries may be incorporated into the analysis where insufficient data exists for like positions
of a particular classification, or where the responsibilities associated with a particular classification are
unique or extraordinary. To maintain equity between represented and non-represented personnel, the
Village shall develop the maximum of each salary range based on the third highest salary range of the
comparable communities. Consistent with standard practice and to prevent range compression, range
spreads (the difference between the salary range minimum and maximum) will be set at approximately
40 percent, but may be expanded or contracted based upon circumstances unique to a position or class
of positions.
Department Directors may request a modification of one or more salary ranges. All requests for
modification shall be provided to the Human Resources Director and shall be approved by the Village
Manager (or Designee) before becoming effective. Requests for review should provide an objective
evaluation of the position considered for a salary range adjustment by compensation and responsibility
factors, an analysis of like factors for similar positions in comparable communities, an analysis of the
impact of the requested salary range adjustment on other positions within the same salary range or band
and any other data pertinent to the consideration of the request.
9.04 - Annual Evaluation
The Village will conduct annual employee evaluations for all Village employees in May and June,or at such
other time as may be warranted to meet the business needs of the Village. All employees will be
evaluated. The management staff will use the evaluations to determine an employee's annual potential
salary adjustment based on a merit schedule established by the Village Manager (or designee) annually
during budget preparations and consistent with this policy.
Based on the results of the annual evaluation, the employee will receive a rating of 1("Unacceptable"), 2
("Needs Improvement"), 3 ("Fully Meets Expectations"), 4("Exceeds
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Expectations"), or 5 ("Outstanding"). To ensure tested and consistent evaluation standards, staff will
employ an evaluation system that will:
1. Track employees' performance throughout the year, culminating in the annual evaluation.
2. Track an employee's core competencies for their position.
3. Track progress against his/her annual goals and tasks.
4. Compare employees across the department,classifications,functional units and like positions
to ensure a normal distribution of scores and fairness of evaluations administered by different
supervisors.
5. Allow for multiple self-evaluations and check-ins throughout the year.
Any employee receiving an overall evaluation score of Unacceptable(1)or Needs Improvement(2)will be
placed on a formal Performance Improvement Plan. The Performance Improvement Plan will include a
written statement prepared by the evaluator with the performance matters to be addressed by the
employee and a specific period in which a Special Evaluation shall occur.
Any employee receiving an Annual Evaluation or Special Evaluation deemed by the employee to be
unacceptable, unfair or incomplete may appeal his/her evaluation score to the Director of Human
Resources.The Director of Human Resources shall review the appeal, investigate the circumstances of the
appeal and provide a recommendation to the Department Director and the Village Manager(or designee)
that the evaluation score be 1) sustained, or 2) rejected, or 3) modified. Upon review of the findings of
the Director of Human Resources, the Village Manager ( or designee) shall make a final determination
upon the appeal and the Department Director shall provide the employee with a copy of the final
determination.
1. Salary Adjustment—Non-Represented Employees:
a. Based on the employee's performance, a salary adjustment may be recommended by the
employee's supervisor, department director or the Village Manager (or designee).
Employees receiving an overall evaluation score within the Fully Meets Expectations (3),
Exceeds Expectations (4) or Outstanding (5) rankings shall be eligible for salary
adjustment, consistent with the prescribed salary matrix for the applicable evaluation
period. Any employee receiving an overall evaluation score of Unacceptable (1) or Needs
Improvement (2) shall not be eligible for a salary adjustment at the time of evaluation,
but may be recommended for a salary adjustment within the evaluation cycle for
sufficient improvement consistent with the Performance Improvement Plan.
Salary adjustments shall be awarded up to the top of the adopted salary range, no
adjustment shall be made for an employee whose salary is above the maximum salary of
the range. Employees evaluated prior to their 6 month anniversary date of hire will not
be eligible for a merit increase. Employees evaluated after 6 to 12 months of service may
be eligible for a pro- rated merit increase. Recently promoted employees will follow the
same guidelines as the newly hire employees.
Based on the performance matrix, an employee who achieves the fully meets expectations score
consistently can expect to achieve the maximum of his/her salary range in 10 years, an employee who
consistently performs above average will achieve range maximum in seven years and an exceptional
employee will achieve range maximum in five years.
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2. Special Adjustment—Non-Represented Employees:
a. The Village Manager (or designee) may, from time to time, recommend to the Village
Board a special adjustment for an employee or group of employees based upon
outstanding performance within the employee's or employees' assigned duties,
individual achievements, team accomplishments or unit performance. Any special
adjustment awarded shall be considered a one-time benefit and shall not be included in
the employee's base compensation.
3. Salary Adjustment—Represented Employees:
a. Salary adjustments for represented employees shall be administered consistent with
then-current collective bargaining agreements pertaining to the employee's job
classification.
905 - Compensation Plan Maintenance
The Human Resources Department will be responsible for implementing, maintaining, and updating the
base compensation plan, including pay for performance. Responsibilities will include evaluating
new/revised classification and jobs; updating the salary range(s); developing performance compensation
matrices; performing the salary range survey; and recommending changes to the compensation policy.
The Village Manager (or designee) will be responsible for reviewing and recommending to the Village
Board any changes to the salary range(s) and the compensation policy.
906 - Amendment of the Compensation Plan
On an annual basis, as well as at other times, the Village Manager (or designee) shall make such
comparative salary studies as he/she deems necessary and appropriate, and/or as instructed by the
Corporate Authorities to make, concerning factors affecting the levels of salaries in the municipal service.
On the basis of the information derived from such salary studies, the Village Manager (or designee) shall
recommend to the Corporate Authorities such changes in the pay plan pertinent to the fairness and
adequacy of the overall compensation program, if any are appropriate.
Recommendations made by the Village Manager (or designee) for the amendment of the pay plan shall
be submitted to the Corporate Authorities for appropriate consideration. When approved by the
Corporate Authorities,these amendments shall become part of the pay plan and shall become the official
salary schedule applicable to the respective classes of positions as enumerated therein, and shall be used
by all departments in connection with all payrolls, budget estimates, and official records and reports
relating to positions in the municipal service.
9.07 - Total Remuneration
Any salary or other rate of pay established for an employee shall be the total remuneration for the
employee, exclusive of overtime, special duty pay, or other authorized allowances. Except as otherwise
provided, no employee shall receive pay from the Village in addition to the salary authorized by the pay
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plan for services rendered by him, either in the discharge of his ordinary duties or any additional duties
which he may undertake or volunteer to perform.
In any case in which part of the compensation for services in a Village position, exclusive of overtime
services, is paid by another department, division, or an outside agency such as the county, state, or the
federal government, any such payments shall be deducted from the compensation of the employee
concerned (unless otherwise approved by the Village Manager (or designee), to the end that the total
compensation paid to any employee from all sources combined for any period, shall not exceed the
amount payable at the rate prescribed for the class of position to which the employee is assigned.
9.08 - Dual Employment Prohibited
No full-time employee holding a position in the municipal service shall be eligible for employment in any
additional position in the municipal service, unless previously approved by the Village Manager (or
designee) in writing and where applicable a valid FLSA "7g" agreement has been completed. A full-time
or part-time employee may be employed in an additional part time position if approved in advance by the
appointing authorities involved and the Village Manager (or designee), in writing. An "Advice of Status"
form (or comparable form) must be completed and approved by the Village Manager(or designee)for all
positions that an employee works in for the Village. Violation of this Policy (no matter when discovered)
is grounds for disciplinary action, including immediate dismissal for first offense.
909 - Equivalent Compensation
Part-time or temporary employees may be compensated on the basis of the equivalent hourly rate paid
for full time employment or such alternate amounts deemed appropriate by the Village Manager (or
designee). Such employees shall be paid for only those hours actually worked.
9.10 - Beginning Salary
The beginning salary or rate of pay for a class shall be the rate paid upon original appointment. Original
appointment above the minimum rate may be approved by the Village Manager(or designee), but only if
necessary to fill a vacancy or in recognition of outstanding qualifications.
When any employee previously employed by the Village is reemployed,the Village Manager(or designee)
may authorize appointment at a salary step in the range for the class corresponding to that salary step
which the employee had been receiving upon termination of his previous service and/or other factors
deemed appropriate by the Village Manager(or designee).
9.1.1. - Salary Increases
General pay increases may be granted by the Corporate Authorities to all employees when the Corporate
Authorities determine it is necessary/desirable to compensate for changes in economic conditions. All
other salary increases shall be in accordance with the provisions of this Manual or as determined by the
Village Manager(or designee).
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9.1.2 - Ray Rate Adjustments
The following personnel actions may affect the pay status of an employee in the manner provided:
1. Transfer: When an employee is transferred between departments and/or divisions of the
municipal government or between classes with the same maximum salary rate,the salary rate
of the employee will remain unchanged unless the employee's current rate is below the
minimum pay rate established for the class to which the employee is transferring. The
employee's anniversary date for merit pay increases shall remain unchanged.
2. Promotion: When an employee is promoted from a position in one class to a position in
another class having a higher maximum salary rate,the salary rate of the promoted employee
shall be increased to the new minimum or to that step within the new pay range which
provides a five percent (5.0%) or ten (10) step increase above the employee's current step,
whichever is greater. The employee's anniversary date for merit pay increases shall be
changed to the effective date of promotion, unless otherwise approved by Village Manager
(or designee).
3. Demotion-Involuntary:When an employee is involuntarily demoted for disciplinary reasons
or other business reasons from a position in one class to a position in a class having a lower
maximum salary rate, the salary rate of the employee shall be reduced to the maximum of
the new class or by five percent(5.0%)or ten (10) steps whichever is greater.The employee's
anniversary date for merit pay increases shall be changed to the effective date of demotion.
4. Demotion-Voluntary:When an employee is voluntarily demoted from a position in one class
to a position in a class having a lower maximum salary rate, the employee's salary rate
generally will be reduced, if necessary,to place it in the pay range assigned to the lower class.
The employee's anniversary date for merit pay increases shall remain unchanged.
913 - Temporary Assignment to a f igher Level Position
A temporary salary rate increase may be authorized by the Village Manager (or designee) for employees
assigned to perform the majority of the distinguishing functions of a position in a class with a higher
maximum salary rate where such assignment exceeds four(4)consecutive weeks.Temporary assignments
to higher level positions for sworn fire department personnel will be governed by applicable Illinois state
statute.
If authorized by the Village Manager (or designee) or his designee, the salary rate of the employee shall
be increased to the minimum of the range of the higher class or by five percent (5.0%) or ten (10) steps,
whichever is greater,generally effective on the fifth (5th)consecutive week of the temporary assignment.
The increase shall not be retroactive and shall expire upon termination of the temporary assignment. If
an employee becomes eligible for a merit increase during the temporary assignment, any merit pay
increase shall be based on the employee's previous salary rate, exclusive of any temporary salary rate
increase authorized under this section.
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914 - Call Back Pay
Compensation for employees called back to work on a regularly scheduled work day, or called in prior to
the normal reporting time on a regularly scheduled work day, or called to work on a non-scheduled work
day, shall be in accordance with departmental rules and regulations. Where such rules and regulations do
not exist, the overtime provisions of these rules shall apply.
915 - Pay Periods/Pay Days
Unless provided otherwise in an applicable CBA,the normal paydays shall be on a bi-weekly schedule with
payday on the Thursday after completion of the pay period. Pay periods shall run from Monday through
the second Sunday following.
916 - Payroll Errors
Adjustments to pay may be made to correct computational errors at any time. Employees will be notified
of the error and the date of the correction as soon as practical after the matter is discovered and
remedied. It is the employee's responsibility to inform the designated staff in the Finance Department if
an error occurs in their paycheck for any reason. Please be assured that no retaliation will be taken or
tolerated against any employee who reports an error in payroll records or an improper deduction. Any
overpayment or underpayment must be reported pursuant to this Policy.
917 - Direct Deposit of Pay Checks
Village employees may elect to participate in the Payroll Direct Deposit Program, but they are not required
to do so.To participate in this Program,employees will need to designate their full net bi-weekly paycheck
for direct deposit. The direct deposit may be made into any savings or checking account at financial
institutions that are members of the ACH system.The Village has no liability in this transaction other than
the transmittal of the net amount of the paycheck to the designated financial institution. Employees
should consult their financial institution regarding participating in the ACH system and their rules for direct
deposit. Forms for participation in the Village's Payroll Direct Deposit Program are available from the
Finance Department.
918 - Longevity Pay
Eligible full-time employees, hired prior to May 1, 2013, may receive longevity pay beginning with the fifth
(5th) anniversary of their original employment date. Longevity awards will be presented on the
employee's anniversary date according to the following schedule. Time spent on an approved Leave of
Absence(regardless of the reason) shall be deducted from an employee's longevity calculation. Longevity
pay amounts are subject to normal payroll and other legally authorized deductions.
Full-time employees hired on or after May 1, 2013 shall not be eligible for longevity pay.
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Completed Years of Award
5 through 9 $400
10 through 14$600
15 through 19 $800 20 or more$1000
Important Notes
This benefit program (like all other benefit programs of the Village) is subject to revisions from time to
time as determined by the Village Manager(or designee).
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Chapter 1 . — Overtime and Compensatory Time
10.01-Overtime
10.02-Compensatory Time
1()M - Over-time
1. Eligibility: All regular, non-exempt, employees shall be eligible for overtime
compensation. Compensation for overtime may be in the form of premium pay or
compensatory time off. The Village Manager (or designee) shall designate the form of
overtime compensation available to each class of work in the municipal service,
consistent with the Fair Labor Standards Act of 1938 ("FLSA"), as amended and any
applicable state laws.
2. Overtime Hours: Overtime hours shall be computed and paid in increments of one
quarter (1/4) of an hour. Overtime amounts of seven (7) minutes or less in a fifteen (15)
minute period shall not be compensable. Overtime amounts of eight (8) minutes or more
in a fifteen (15) minute period shall be counted and paid as fifteen (15) minutes of
overtime. All overtime hours must be approved by the Department Director or their
designee in advance; failure to obtain approval before working may result in disciplinary
action.
3. Scheduling: Overtime scheduling in all departments must be approved in writing or
verbally by the Department Director or his designee prior to overtime being worked,
except in case of emergency in which case Department Director approval may be
designated on the following business day.
4. Premium Pay: Employees in classes eligible for premium pay shall be compensated at the
rate of one and one half (1.5) times the equivalent hourly rate of the employee for all
overtime hours actually worked. Hours worked on the date of an actual holiday that is
designated by the Village shall be compensated at the rate of two(2)times the equivalent
hourly rate of the employee for hours worked, except as otherwise provided by Section
14.02.
1()M - Compensatory Time
Depending on the nature of the employee's job responsibilities, some non-exempt employees
may be entitled to compensation for their overtime hours worked based on a "compensatory
time" arrangement computed at the rate of one- and one-half times the hourly rate of the
employee, subject to the caps on compensatory time accrual that are established by each
individual Department Director and with the approval of the Village Manager.
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Employees promoted from a non-exempt position to an exempt position may choose to use their
accrued compensatory time within a twelve (12) month period from the effective date of the
promotion. Employees may also have the balance of their accrued compensatory time paid out
at their rate of pay prior to the promotion.
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Chapter 11.00 — Hours of Work and Attendance
11.01- Hours of Work
11.02-Work Schedules
11.03-Alternative Work Arrangements
11.04- Reporting to Work
11.05-Attendance
11.06-Temporary Light Duty
1.LO1. - a lours of Work
Regular working hours for full-time employees shall be forty (40) hours of work in seven (7) consecutive
days, from Monday through the Sunday following, except as noted below:
1. Regular working hours for fire protection personnel covered by the Fair Labor Standards Act of
1938, as amended, shall be two hundred and twelve (212) hours in a twenty eight (28) day work
period, unless otherwise established in a collective bargaining agreement.
2. Regular working hours for law enforcement personnel covered by the Fair Labor Standards Act of
1938, as amended, shall be one hundred seventy-one(171) hours in a twenty eight(28) day work
period.
3. With prior notice from a supervisor, employees are permitted to take reasonable breaks or rest
periods of five (5) minutes or less for use of the restroom or similar necessary personal reasons.
Employees are not entitled to use or request paid time off for smoking purposes or to otherwise
engage in non-work-related activities. Violations of this policy are grounds for disciplinary action,
including dismissal if warranted.
4. Employees shall receive a lunch break and two rest periods. The unpaid lunch break shall be no
less than thirty (30) minutes and no longer than sixty (60) minutes. Lunch breaks must be taken
beginning no later than five (5) hours after the start of the work period.
5. Exceptions to the regular working hours will be made based on business needs and other related
circumstances. Nothing in this section is intended to create a guarantee or promise of work for
any specific number of hours or workweeks in a year.
1.L02 - Work schedules
Work schedules, including those of an emergency or on call nature, shall be determined by Department
Directors for employees under their jurisdiction, subject to the approval of the Village Manager (or
designee). Department Directors shall arrange work schedules to meet the needs of the municipal service,
provided that all work schedules for full-time employees shall comply with the remaining provisions of
this Chapter 11.00.
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1L03 - Alternative Work Arrangements
The Village recognizes that the nature of how work is performed, including when and where work is
performed, continues to evolve for many positions within the organization.
Flexible work arrangements are not an entitlement, nor are they a Village-wide benefit, and in no way
change the terms and conditions of employment with the Village.
Full-time employees in non-bargaining unit positions may apply for flexible work arrangements.To qualify,
employees must be in good standing with the Village as evidenced through the Village's performance
evaluation process; however, the availability of flexible work arrangements may be denied based on
individual employee performance and the operational needs of the department or for any reason at the
discretion of the Village manager and/or their designee.
To request a flexible work arrangement, the employee must complete the Flexible Work Arrangements
Electronic Request Form. The department director and human resources department will review the
request to determine whether the employee's request meets the Village's operational needs to maintain
continuity of services. Based on the options outlined below, eligible employees may only participate in
one alternative work arrangement at any given time.
If an approved employee's performance declines or assignments are not completed in a timely manner,
the flexible work arrangement may be terminated at the department director's sole discretion.
Additionally, the availability of flexible working arrangements can be discontinued at any time at the
discretion of the Village.
Remote Warp
The Village Manager, in his/her sole discretion, may determine conditions or situations that warrant
remote work. The Village considers requests for remote work on a case-by-case and position-specific
basis.This policy is designed to allow employees in good standing the ability to work from home(WFH)or
other approved offsite location(s)for an agreed upon portion of regularly scheduled work hours or days.
Remote work is a privilege and may be permitted only when the business needs of the Village can be met
while accommodating remote work. The granting of remote work privileges does not amend or usurp any
terms of the Personnel Policy or any collective bargaining agreement.
Eligibility
Employees who work in an administrative capacity that does not require in-person meetings, inspections,
field work, or on-site attendance to perform their job duties may be considered eligible for remote work.
At the discretion of the Village Manager (or designee) employees may be eligible for WFH during
emergency situations to give the village the ability to maintain continuity of services when weather,
health, or other issues affect our ability to work in village facilities, but continuity of service needs to be
maintained. Additionally, remote work may be used in situations to accommodate a time-limited
situation, such as a broken leg, as a temporary schedule.
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Prohibited Employees
Any employee who is required to regularly perform the following functions are specifically prohibited
from remote work without express permission of the Village Manager or his designee:
1. Responding to emergency calls for service, including but not limited to 911 dispatches, police calls,
fire calls, and/or emergency medical service calls;
2. Performing on-site inspections of structures, facilities, food/liquor service establishments, health
care facilities, etc.;
Minimum Requirements
In order to perform remote work, the employee must provide for a safe, organized and distraction-free
environment for the duration of his/her work. The employee's remote work location must provide for
reliable online access to allow video, phone, email and all other communications necessary to perform
his/her job duties.
The Village will not bear any cost or liability for subscriptions, wireless or wireline services,
video/teleconferencing services, equipment, software, or technology beyond what is provided to the
employee in the course of his/her regular assignments or job duties.
Technology and `security
When remote work is permitted, the employee is required to utilize Village-provided technology,
including equipment, hardware, software and VPN services to perform his/her job duties. Third-party
hardware, software and data access will only permitted on a case-by-case basis, by prior written approval
of the Administrative Services Director, and subject to the Village's information technology policies. The
employee may not perform remote work using public wireless internet connections. The employee is
required to maintain any Village-provided equipment in a safe, secure location and in proper working
order at all times.
The employee is required to maintain confidential and/or proprietary information with proper care at all
times when working remotely, including the use of passwords, locked files and/or any additional
necessary measures promulgated by the Village. All remote work shall be performed using the Village's
established networks for file storage,file transfer, encryption and processing.The use of ancillary storage
devices outside of the Village's network (thumb drives, external hard drives, DVD's, etc.) is expressly
prohibited.
Remote Work `shifts
When remote work is permitted, the following requirements shall apply to all activities:
1. The employee is required to maintain regular office hours, or, if remote work is due to a
scheduling conflict, to complete the standard hours of work per day;
2. All non-exempt employees are required to track and record their hours of work each day and
to report those hours to their supervisor bi-weekly using the Village's timekeeping system;
3. Employee is expected to treat remote work as a regular work day, including responding to
emails, phone calls and/or text messages in a timely manner;
4. Employee is expected to utilize good time-management and organizational skills to maintain
productivity during remote work;
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5. Employee's remote work area shall be kept clean, professional, and orderly at all times.
Employee will be required to attend and appear in videoconference meetings when
applicable. Employees are expected to dress appropriately for their job duties when
performing remote work.
Criteria for Considering Remote Work
Subject to the approval of the Village Manager, Department Directors may review and recommend
remote work assignments for eligible employees, taking into account the following criteria:
1. The employee's request will allow for proper staffing of all on-site services within the
department while the employee is performing remote work;
2. The employee will be able to fulfill his/her regular duties while remote work is permitted;
3. If the employee supervises personnel, the employee will be able to provide adequate
supervision, direction and coordination of subordinate staff while working remotely;
4. Remote work, if granted, will not force overtime or hire back of other employees;
5. The employee has satisfied all of the eligibility criteria in this policy;
6. Remote work is not being used instead of other benefit time. Remote work is not to be used
in place of any time off/leaves of absence as provided for in the Personnel Policy; and
7. Eligible employees may be permitted to work remotely up to four(4)shifts per month, but no
more than two(2) shifts in any work week. Remote work shifts shall not accrue or carry from
month-to-month.
When considering multiple requests for remote work, the Department Director shall consider the highest
priority of the Village's business and operational needs, deferring to on-site services first. Requests for
remote work must be provided in writing to the Village Manager and reviewed by the Human Resources
Department.
Flexible Warp Scheduling
While the Village's normal business hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., the Village
considers the hours of 10:00 a.m. to 3:00 p.m. to be core hours, during which all employees must work.
In the flexible scheduling program, an employee may be granted to adjust their start and end times as
agreed upon by the employee and their department director, so long as the employee works during the
core hours and works an eight-hour day.
For example, an employee may adjust their start time to 7:00 a.m. and their end time to 3:30 p.m., or an
employee may adjust their start time to 9:00 a.m. and their end time to 5:30 p.m.
As part of the flexible work schedule,departments may request a 4/10schedule during the months of June
through August. Requests for a 4/10 schedule must be submitted in writing by the department director
to the Village Manager (or designee) and reviewed by the Human Resources Department. Employees
holding the position of Director or Deputy/Assistant Director are not eligible.
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1L04 - Reporting to Work
All employees are expected to report each workday and be ready to begin work when scheduled to start.
Employees who have a compelling need to arrive to work after the scheduled starting time, must notify
their supervisor in advance by the start of the workday, but not later than 15 minutes after the assigned
starting time. The concept of 'reporting on-time' is not limited to the start of the workday but
encompasses returning to work from lunch breaks, meetings, or other work tasks. Employees continuing
to report late will face progressive disciplinary action including loss of wages for non-exempt staff. The
immediate Supervisor must approve any schedule change to make up lost time.
Regular and punctual attendance at work shall be required of all employees. Employees who fail to
observe attendance requirements and procedures for recording and reporting of attendance, including,
failure to report to duty, tardiness and "early leaves," shall be subject to disciplinary action, up to and
including dismissal. Exceptions to this section will be considered only as required for approved time off
under the Family and Medical Leave Act and/or the state, federal and local laws applicable to employees
with disabilities or handicaps.
If employees are unable to come to work or will be more than seven (7) minutes late, they are required
to directly contact their Supervisors, and if they are unable to reach their Supervisor, they should leave a
message for him/her advising of their inability to come to work or that they will be late. If, because of
illness, employees are unable to call personally, they may have a member of their family or a friend call
on their behalf. If employees have any questions, their Supervisor will advise them concerning absence
reporting. Please note that,although calling in an absence or tardy is required,doing so will not necessarily
render the absence or tardy totally excused. Unauthorized, unreported or excessive absenteeism will
result in disciplinary action, up to and including termination of employment.
If employees must leave work early because of an illness or personal emergency, employees must make
every reasonable effort to promptly advise their immediate Supervisor or if their immediate Supervisor is
not available, the Supervisor at the succeeding level of authority in their department.
Employees' notice must include a reasonable explanation for their absence or tardiness, and a statement
as to when they expect to arrive at or return to work. Employees may be required to present a doctor's
note or other documentation substantiating the length of and reasons for their absence or tardiness.
The foregoing notice requirements apply to each day of absence or tardiness, including without limitation
consecutive days. Failure to satisfy these requirements may result in loss of pay for the time in question
and/or subject employees to disciplinary action, up to and including termination of employment.
An unreported absence of three or more consecutive days is considered to be a voluntary resignation
from the Village. This also applies to employees failing to return to work after an approved leave of
absence.
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Chapter 12 — Performance Evaluation
12.01-General Responsibilities
12.02- Employee Performance Evaluations
1.2.()1. - General Responsibilities
The Village Manager(or designee) shall develop and maintain a performance evaluation program for the
purposes of evaluating factors such as an individual's overall work performance, identifying training needs
and employee development opportunities, and for improving the efficiency and productivity of the
municipal service. Performance evaluation systems and procedures shall be published separately and
subject to revision from time to time in accordance with the remaining provisions of this Manual.
When appropriate, a Department Director or Supervisor may conduct or review an evaluation to help
ensure the quality, consistency, and equity of the statements provided therein.
No public disclosure of an employee's performance evaluation record shall be made without the
permission of the employee and the Village Manager (or designee), except as required or permitted by
law. Such record shall be made available upon request to the employee;to an appointing authority when
needed in connection with a potential action for promotion, transfer, demotion, discipline or dismissal of
the employee; or to other persons when required or permitted by a legal procedure or if requested by a
government agency as part of a criminal investigation,grievance, or complaint procedure.
Exceptions to the guidelines in this Chapter must be approved by the affected Department Head and
Village Manager(or designee).
1.2M - Employee Performance Evaluations
Probationary Employees
A. Original appointees: Original appointees shall be evaluated generally upon the completion of
twelve(12) months of consecutive service,and upon the completion of their probationary period.
Original appointees must obtain an evaluation of "Meets Job Standards" or better to be
considered for "regular" employee status. Failure to obtain such an evaluation shall result in
dismissal or extension of the probationary period as provided in Chapter 6.00. An original
appointee shall not be eligible for a merit pay increase until the completion of twelve(12) months
of service, unless otherwise authorized by the Village Manager(or designee).
B. Promotional appointees: Promotional appointees generally shall be evaluated:
1. As of the effective date of promotion;
2. Upon the completion of six(6) months of service in the new position;
3. Upon completing twelve (12) months of service in their new position; and
4. Other times as deemed appropriate by the Department Director.
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The first evaluation shall be based on the employee's overall performance and contributions in the
position held prior to promotion. Any merit pay increase for which the employee may qualify shall be
prorated on the basis of one-twelfth (1/12) of the annual merit increase earned times each full month of
service in the period of evaluation. Merit pay increases, if authorized, computed under this section shall
be rounded upward to the nearest step,and shall be awarded prior to making those pay rate adjustments.
Failure of a promotional appointee to obtain an evaluation of"Meets Job Standards" or better upon the
completion of either six(6) or twelve (12) months of service shall result in the demotion of the employee
to a position in the class held prior to the promotional appointment (or termination if appropriate). The
salary rate of any employee demoted under this section shall be reduced to the salary rate held prior to
pay rate adjustments provided in Section 8.10(B). Demotion under this section shall not change the
anniversary date resulting from promotion. Depending on all of the circumstances involved, dismissal in
lieu of demotion may apply in some cases.
A. Full-Time Employees:The performance of all full-time employees shall be periodically evaluated
generally on an annual basis, using the systems and procedures authorized by the Village that are
then in effect.
B. Part-Time Employees:The performance of all part-time employees required to maintain regularly
scheduled work hours shall be periodically evaluated generally on an annual basis using the
systems and procedures authorized by the Village that are then in effect.
C. Temporary/Seasonal Employees: Temporary/seasonal employees are not covered by the
Village's formal performance evaluation program. However, the appointing authority will be
permitted to conduct periodic counseling or performance reviews of a temporary/seasonal
employee.
Annual Evaluation Process
The Village will conduct annual employee evaluations for all Village employees in May and June,or at such
other time as may be warranted to meet the business needs of the Village. All employees will be
evaluated. The management staff will use the evaluations to determine an employee's annual potential
salary adjustment based on a merit schedule established by the Village Manager annually during budget
preparations and consistent with this policy.
Based on the results of the annual evaluation, the employee will receive a rating of 1("Unacceptable"), 2
("Needs Improvement"), 3("Fully Meets Expectations"),4("Exceeds Expectations"), or 5("Outstanding").
To ensure tested and consistent evaluation standards, staff will employ an evaluation system that will:
1. Track employees' performance throughout the year, culminating in the annual evaluation.
2. Track an employee's core competencies for their position.
3. Track progress against his/her annual goals and tasks.
4. Compare employees across the department,classifications,functional units and like positions
to ensure a normal distribution of scores and fairness of evaluations administered by different
supervisors.
5. Allow for multiple self-evaluations and check-ins throughout the year.
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Any employee receiving an overall evaluation score of under a three (3) will be placed on a formal
Performance Improvement Plan. The Performance Improvement Plan will include a written statement
prepared by the evaluator with the performance matters to be addressed by the employee and a specific
period in which a Special Evaluation shall occur.
Any employee receiving an Annual Evaluation or Special Evaluation deemed by the employee to be
unacceptable, unfair or incomplete may appeal his/her evaluation score to the Director of Human
Resources.The Director of Human Resources shall review the appeal, investigate the circumstances of the
appeal and provide a recommendation to the Department Director and the Village Manager(or designee)
that the evaluation score be 1) sustained, or 2) rejected, or 3) modified. Upon review of the findings of
the Director of Human Resources, the Village Manager( designee) shall make a final determination upon
the appeal and the Department Director shall provide the employee with a copy of the final
determination.
Award Bonus
Award bonuses may be given to employees to recognize and reward exceptional performance, significant
achievements, or contributions that go above and beyond regular job duties and expectations. Eligible
employees include full-time employees up to the director level. Represented employees, part-time
employees, and temporary/seasonal employees are not eligible under this policy.
Award Criteria
Awards are to be used to recognize employee contributions that have exceeded expectations. The
employee contribution must be for an exceptional action or accomplishment that is beyond the scope of
the employee's job responsibilities, activities, and assignments.
Examples of exceptional action include innovation and creativity to solve a complex problem or situation,
above and beyond the expected level of customer service, actions that resulted in an impact on the
organization's financial success, growth, or strategic objectives, or significant contributions beyond an
employee's job description.
The spot award should be tied to a discrete action rather than awarded for a situation of consistently
exceptional performance. The latter situation should be addressed using a merit increase or promotion.
The award should be presented to the employee promptly, no more than 5 days after the action.
Award Amount
As part of the budget process, a pool of funds will be designated for the spot award bonus program within
the Human Resources budget. The amount awarded for the action will be at the discretion of the Village
Manager (or designee). All awards are considered taxable income and will be reflected as such on the
employees' income earnings statements.
Award Recommendations
Employees with the title of Deputy/Assistant Director and Department Director, or Deputy/Village
Manager have the authority to recommend a spot award bonus for their employees. Spot award
recommendations must be submitted to the Village Manager (or designee) and will be reviewed by the
Human Resources Department.
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Chapter 13 — Holidays
13.01- Holiday Observances
13.02- Holiday Compensation
1101 - a lohday Observances
The Village shall observe the following holidays annually:
• New Year's Day
• Martin Luther King Jr.'s Birthday
• President's Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving
• Day after Thanksgiving
• Christmas Eve Day
• Christmas Day Floating Holiday
When a holiday falls on a Saturday,the preceding Friday generally shall be observed. When a holiday falls
on a Sunday, the following Monday generally shall be observed. If Christmas Eve is on a Saturday,
employees generally will be given off Friday as well as Monday; if Christmas Eve falls on Sunday,
employees generally will be given off Monday and Tuesday.
One (1) floating holiday will be awarded each eligible full-time and regular part-time employee to utilize
during each calendar year for religious holidays or observances that may not be celebrated by the Village.
The floating holiday may be taken as one (1) full day off or two (2) half days off. The floating holiday is
non-cumulative and must be observed during the calendar year in which it is awarded. Employees must
complete six (6) months of service before being entitled to a floating holiday. Scheduling of the floating
holiday shall be at the employee's discretion, subject to approval of the Department Director. Fire and
Police department employees governed by collective bargaining agreements will follow terms and
conditions set forth within their respective collective bargaining agreement.
Other holidays may be designated at the discretion of the Village Manager(or designee).
Department Directors may approve additional unpaid time off if such additional time off does not present
an undue hardship to the Village. For example, we reasonably accommodate our employees who need
time off for religious purposes which are not observed by the Village where an employee makes
arrangements in advance.
Columbus Day shall be formalized as an in-service day in the Village. Please note that except for any
prescheduled/preapproved days off, staff is expected to attend one of training sessions and your
employees are expected to work their"normal" schedule, as Columbus Day is not a Village Holiday.
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A. Full-time and Regular Part-time Employees: All full-time employees and regular part- time
employees who are required to maintain regularly scheduled hours shall receive their normal
compensation for time off work on Village observed holidays if the employee normally would be
scheduled to work on the holiday.
If a regular employee is required to work on a holiday, he/she shall be compensated according to
the overtime provisions of this manual, in addition to receiving holiday time off for Village
observed holidays.
B. Temporary/Seasonal Employees:Temporary/seasonal employees shall receive time off without
pay for Village observed holidays. If a temporary/seasonal employee is required to work on a
Village observed holiday, he/she shall be compensated for hours actually worked at his/her
normal rate of pay for such hours as the employee who normally have been scheduled to work
on that day.
C. Fire and Police: Holiday compensation for fire and police personnel assigned to shift duty shall be
in accordance with rules and regulations, and collective bargaining agreements, of the respective
departments and such rules and regulations will supersede the statements contained in this
Chapter in the event of a conflict.
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Chapter 14.00 - Vacation Leave
14.01-Amount
14.02-Accrual
14.03-Scheduling
14.04- Payment on Separation
14.05- Holidays Occurring During Vacation Period
14.06-Vacation Leave for Part-Time Employees
14.07-Compensation in Lieu of Vacation Leave
14M - Amount
Each full-time employee shall receive vacation leave credit (accrued on a pro rata basis) according to the
following schedule:
First(1st) partial year and first(1st) full calendar year of service:
After 1 month 1.0 day
After 2 months 2.0 days
After 3 months 2.5 days
After 4 months 3.5 days
After 5 months 4.5 days
After 6 months 5.0 days
After 7 months 6.0 days
After 8 months 7.0 days
After 9 months 7.5 days
After 10 months 8.5 days
After 11 months 9.5 days
After 12 months 10.0 days
2nd full calendar year of service: 11.0 days
3rd full calendar year of service: 12.0 days
4th full calendar year of service: 13.0 days
5th full calendar year of service: 14.0 days
6th 10th full calendar years of service: 15.0 days
1 ld'-14th full calendar years of service: 17.0 days
15d'-19th full calendar years of service: 20.0 days
20d'-- 22nd full calendar years of service: 22.0 days
23rd full calendar years of service: 23.0 days
24d' full calendar years of service: 24.0 days
25d' (and after) full calendar years of service: 25.0 days
Sworn fire personnel assigned to shift duty and not otherwise established by a collective bargaining
agreement shall receive vacation leave credit according to the following schedule:
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First(1st) partial year and First(1st) full calendar year of completed service:
After 2 months 1 shift
After 4 months 2 shifts
After 6 months 3 shifts
After 9 months 4 shifts
After 12 months 5 shifts
2nd full calendar year of service: 6 shifts
3rd full calendar year of service: 6 shifts
4th full calendar year of service: 7 shifts
5th full calendar year of service: 7 shifts
6th-10th full calendar years of service: 8 shifts
111h-14th full calendar years of service: 9 shifts
15th-19th full calendar years of service: 10 shifts
201h-24th full calendar years of service: 11 shifts
25th (and after)full calendar years of service: 12 shifts
Additional Leave/Personal days
Additional Leave granted in the form of personal days for positions required to attend regular night
meetings. The following positions shall be awarded five (5) additional personal days (40 hours) which
cannot be carried over from year, used for vacation buy back purposes or paid out upon separation:
• Deputy Village Manager
• Department Directors
• Village Engineer
• Head Golf Professional - Buffalo Grove and Arboretum
The following positions shall be awarded three (3) additional personal days (24 hours) which cannot be
carried over from year, used for vacation buy back purposes or paid out upon separation:
• Deputy/Assistant Department Directors
• Buyer/Purchasing Manager
• Assistant to the Village Manager
• Human Resources Manager
• Associate/Village Planner
• Public Works Superintendent
• Fire Battalion Chief
• Police Commander
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AM - accrual
Eligible 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 (or designee) and provided a loan agreement/vacation
advance agreement is entered into with the employee concerning the repayment of the time once earned.
A maximum equal to of forty hours(40)will be considered for approval by the Department Head or Village
Manager. All carry-over hours must be used prior to the end of the calendar year. Carry-over balances
beyond these designated "caps" 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.
14M - Scheduling
Vacation leave schedules shall be approved by Department or Division Directors or their designee
consistent with Village business needs. Seniority of employees shall be one relevant factor in considering
vacation requests.Accrued vacation time may be used for the purpose of sick leave only in the event that
an employee has exhausted all accrued sick time. All time off that qualifies under this Chapter and the
FMLA will run concurrently.
14.04 - Payment on Separation
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.
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11.4.05 - a loll ays Occurring During Vacation Feria
Any official holiday (which is observed by the Village) as set forth in these rules which may occur during
an employee's scheduled vacation period, shall not be counted as a day of vacation.
14.06 - Vacation Leave for Part-Time, Seasonal, and Temporary
Employees
Regular part-time employees who are required to maintain regularly scheduled hours of work shall earn
annual vacation leave based on the following schedule.
• 1st-5th full calendar year of service= 1 week of vacation. (i.e., 5 work days)
• 6th - 10th full calendar year of service= 1 week and 2 days of vacation.
• 11th - 14th full calendar year of service= 1 week and 3 days of vacation.
• 15+full calendar year of service= 1 week and 4 days of vacation.
Seasonal and Temporary employees shall earn no more than one day of vacation leave during any calendar
year (January 1 — December 31) worked. This vacation day cannot be carried over into a subsequent
calendar year.
For the purpose of administering this policy, a week is based on an amount equal to the average number
of budgeted hours worked by the employee in a week.A day is based on an amount equal to the average
number of budgeted hours worked by the employee in a day.
Example: A regular part-time employee with sixteen (16) full calendar years of service who is scheduled
to work three(3)eight(8) hour days per week(twenty-four(24) hours),will receive one(1)week(twenty-
four(24) hours) and four(4)days (nineteen (19) hours) of vacation,for a total of forty-three(43) hours of
vacation a year which can be taken during the calendar year.
Regular part-time employees who are subsequently appointed to full-time positions within the Village will
receive vacation leave credit according to the schedule outlined in Section 12.01(A). Calendar years of
service are calculated starting from when the employee was appointed as a regular part-time employee
with the Village.
Employees who retire from full-time employment with the Village and subsequently become regular part-
time employees will not be credited with the years spent as full-time employees for the purpose of this
policy, as previously illustrated in this section.
1407 - Compensation in Lieu of Vacation Leave
Based on the availability of funds and at the sole discretion of the Village Manager(or designee), Full-time
employees, hired prior to January 1, 2012, may be eligible to receive, as an option, compensation in lieu
of earned vacation leave based upon the following parameters:
1. Full-time employees eligible will be those with fifteen (15) or more full calendar years of service
and would therefore earn twenty(20) or more days of vacation leave.
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2. The maximum amount of vacation leave that could be converted into compensation would be
equal to fifty percent (50%) of the earned vacation leave based upon years of service as noted in
Section 12.01, Amount.
3. Compensation paid would be at the regular employee's hourly rate of pay at time of conversion.
4. In order to qualify,vacation leave must have been taken during the calendar year.The amount of
vacation leave that can be converted will be equal to the amount of vacation leave taken.
Example: If a full-time employee is eligible for twenty (20) days of vacation leave but only takes
six (6) days leave in the calendar year, the employee will only be able to convert six (6) days of
unused vacation.
5. 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 twenty (20) days of vacation leave, took
six(6) days and converted six(6) days. With the permission of his department/division direction,
employee may only carryover eight(8) days into next year.
6. If an employee elects to carryover any unused vacation into the next calendar year that election
cannot be reversed so as to convert the time back to compensation in future years.
Example: In that the program is optional, an employee may elect to, with Village Manager or
designee approval, carryover forty (40) hours of unused vacation into the next calendar year as
permitted in Section 12.02, Accrual. If an employee with twenty (20) days' vacation leave takes
ten (10) days and opts to carryover ten (10) days, that decision is irrevocable; the employee
cannot then decide to convert the unused time back into paid compensation. If the time is not
used, it will be lost.
7. Conversion of vacation leave will only be for current year credit. Conversion will not be allowed
for any unused prior year carryover vacation leave.
8. Employees covered by a collective bargaining agreement should consult that document for
vacation benefits as this Policy is inapplicable to those employees.
Note: Like all benefit programs, this policy is subject to revision from time to time to meet our business
demands and the needs of our residents.
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15.00 — Sick Leave
15.01-Amount
15.02-When Taken
15.03-Accrued Sick Leave
15.04- Medical Certificate
15.05-Temporary Light Duty
Employees governed by a collective bargaining agreement shall follow the terms and conditions set forth
within the collective bargaining agreement in lieu of this Policy.
1.5M - Amount
Each eligible full-time employee in the municipal service shall earn up to ten (10) days of sick leave with
pay credit during each calendar year. Sworn fire personnel assigned to shift duty shall earn up to five (5)
shifts of sick leave with pay credit during each calendar year.
In the first calendar year of employment, full-time 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 two (2) months of service, one (1) shift; after
four (4) months, two (2) shifts; after six (6) months, three (3) shifts; after nine (9) months, four (4) shifts;
after twelve (12) months, five (5) shifts up to a maximum of five (5) shifts per year.
Sick leave shall be credited in advance to the employee at the beginning of each calendar year, effective
with the second (2nd) calendar year of employment.
Sick leave shall not be accrued or earned while on leave of absence without pay(regardless of the reason).
1.5M - When Taken
Sick leave with pay will be granted for absence from duty because of actual non-work related personal
illness, birth of the employee's child, disability, bodily injury or disease, exposure to contagious disease,
to care for an ill or injured member of the employee's family when the employee's presence is required,
or to keep a doctor's or dentist's appointment, which cannot be scheduled outside of the employee's
working hours. Additional conditions and further discussion about the use of sick leave can be found in
Section 13.06 of this Manual under the Village's Family and Medical Leave policy.
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 sustaining a serious health condition in the course of other employment
may be eligible for leave of absence without pay. Any time off under this policy that also is governed by
Section 13.06 shall run concurrently.
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When an employee finds it necessary to be absent for any of the reasons specified herein, he/she shall
report the facts to his/her Supervisor.An employee whose work requires a substitute for a particular shift
assignment is required to give such notification at least one (1) full hour in advance of his/her scheduled
starting time. All other employees shall notify their Supervisor within at least thirty (30) minutes prior to
their scheduled work day or duty tour. Exceptions only if approved by the FMLA or as an approved
accommodation under the ADA for disabled employees.
An employee is responsible for making a daily report thereafter for the duration of the illness, injury, or
disability,except as provided otherwise under the Village's Family and Medical Leave Act("FMLA") policy.
A medical certificate may be required by the Department Director for any absence and upon return to
work. Additionally, the Village reserves the right to seek a second opinion at the Village's expense to
determine whether there is a medical need for the employee to be away from work.
Unless prohibited by law, an employee's failure to comply with the provisions of this chapter and/or any
misrepresentation or omission relative to the use of sick leave shall result in a denial of sick leave and may
result in disciplinary action up to and including dismissal (no matter when discovered). Three (3)
consecutive days absence without notice or approval may result in dismissal, as permitted by law.
115M - accrued Sick Leave
Regular employees may accrue sick leave up to a maximum "cap" of two thousand eighty (2,080) hours.
Sworn fire personnel assigned to shift duty may accumulate sick leave to a maximum"cap"of one hundred
thirty(130) shifts.
Retiring employees are eligible to participate in an employer sponsored Retiree Health Savings ("RHS")
Plan in accordance with the terms and eligibility requirements of the RHS Plan. Eligible employees may
apply their accrued sick leave based on the following table:
Years of Service and Age at Retirement Percent of 2, 080 Hours
20 years of service and 41years of age at retirement 27.5%
20 years of service and 42 years of age at retirement 30.0%
20 years of service and 43 years of age at retirement 32.5%
20 years of service and 44 years of age at retirement 35.0%
20 years of service and 45 years of age at retirement 37.5%
20 years of service and 46 years of age at retirement 40.0%
20 years of service and 47 years of age at retirement 42.5%
20 years of service and 48 years of age at retirement 45.0%
20 years of service and 49 years of age at retirement 47.5%
20 years of service and 50-54 years of age at retirement 50.0%
21 years of service and 50-54 years of age at 55.0%
retirement
22 years of service and 50-54 years of age at retirement 60.0%
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23 years of service and 50-54 years of age at retirement 65.0%
24 years of service and 50-54 years of age at 70.0%
retirement
25 years of service and 50-54 years of age at retirement 75.0%
26 years of service and 50-54 years of age at retirement 80.0%
27 years of service and 50-54 years of age at 85.0%
retirement
28 years of service and 50-54 years of age at retirement 90.0%
29 years of service and 50-54 years of age at retirement 95.0%
30 years of service or 55+years of age at retirement 100.0%
The RHS Plan will be administered by the MissionSquare Retirement Corporation and will allow employees
to accumulate assets in order to pay medical and other eligible expenses in retirement.The legal basis for
an RHS Plan is currently based on Private Letter Rulings issued by the Internal Revenue Service which allow
employers such as the Village to establish such plans. The provisions of this Plan will be governed by
documents executed by both the Village and MissionSquare Retirement Corporation. The documents
collectively comprise the Retiree Health Savings Plan. By Internal Revenue Service Code, the Village has
established separate Plans for the members of the Fire Union and for all other full-time Village employees.
At a minimum, the Village will apply the value of accrued sick leave (Deposit Value) into an employee's
RHS Plan account at retirement. Employees must apply the entire value of accrued sick leave to their Plan
account based on the following formula: Deposit Value=Number of sick leave hours(shifts)x hourly dollar
value.
The dollar value shall be equal to the lowest hourly rate (which includes Performance Bonus) paid to all
Village employees eligible to participate in the Plan as of January 1st for the calendar year in which the
employee retires.The hourly rate will be applicable only for the year so calculated.The hourly rate value
shall be disclosed to all Village employees after it is calculated for the current year.
On an annual basis (January 1 through December 31), employees will be able to convert up to two (2)
eight (8) hour days of unused sick time for deposit into their Plan account; providing that they have
completed the last calendar year of work without using any sick leave. On an annual basis, employees will
be able to convert up to one(1)eight(8) hour day of unused sick time for deposit into their Plan account;
providing that they have completed the last calendar year of work without using more than one (1) eight
(8) hour day of sick leave.
Days converted for deposit into the Plan account are subtracted from the employee's accrued sick leave
balance. Conversion of the unused sick day shall not be into vacation leave or paid directly to the
employee.The value of the conversion shall be equal to the employee's daily wage and not limited to the
wage assigned to the retirement funding value calculated above.
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Employees who leave the employment with the Village due to disability or death will receive the value of
their accrued sick leave under this plan as part of the RHS benefit.The RHS Plan and the applicable details
are subject to review and potential for change on an annual basis. In all cases, the terms of the then-
applicable Plan documents will govern this benefit program in the event of a conflict with the provisions
of this Manual.
Note: Like all benefit programs, this policy is subject to revision from time to time to meet our business
demands and the needs of our residents.
15 04 - Medical Certificate
A medical certificate when required by a Department Director or Division Director shall consist of a written
statement by a qualified physician indicating (if requested and consistent with job requirements):
1. The employee has been examined by the physician during the period of absence;
2. The symptoms observed or measured by the physician;
3. The stated diagnosis and medication and/or treatment prescribed;
4. The dates on which the employee is expected to be physically incapacitated from work; and
5. Any requests for a reasonable accommodation that may be available to assist the employee in
returning to work(if applicable).
15 05 - Temporary Light Duty
A full-time employee who is eligible for sick leave or occupational injury leave may be required to and/or
may volunteer to return to work for an available temporary light duty assignment if it exists and provided
the Village has a business need for the work to be performed at the time.The need and appropriateness
of a light duty work assignment shall be determined by the Department Director 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 generally shall not exceed sixty(60) calendar days and may be terminated by the
Village 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 Director. Temporary light duty
may be extended by the Department Director.
Nothing herein shall be construed to require the Village to create or maintain a light duty assignment for
an employee. Employees will only be assigned light duty assignments when the Village determines that
the need exists and only as long as such need exists.
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Chapter 16.00 — FMLA Leave of Absence
16.01- Policy Summary
1.6M - Policy Summary
Employees that have been employed by the Village of Buffalo Grove ("Village") for at least twelve (12)
months (with no break in service of seven (7) or more years except if related to USERRA covered military
obligations) and have worked at least 1,250 hours during the 12-month period preceding the start of the
leave (which includes all periods of absence from work due to or necessitated by USERRA-covered
service), are eligible for up to a total of twelve (12) workweeks of unpaid leave during any rolling twelve
(12) month period for one or more of the following reasons:
1. Because of the birth of the employees child and in order to care for such child (within twelve (12)
months after the birth of the child);
2. Because of the placement of a child with the employee for adoption or foster care (within twelve
(12) months of the placement of the child);
3. In order to care for the employees spouse, child, or parents if they have a "serious health
condition;"
4. Because of a "serious health condition"that makes the employee unable to perform the functions
of their job; or
5. Because of any"qualifying exigency" (as defined by the Secretary of Labor) arising out of the fact
that the employees spouse, child, or parent is on covered active duty (or has been notified of an
impending call or order to covered active duty) in the Armed Forces, National Guard or Reserves
in support of a contingency operation.
Serious Health Condition
For purposes of this policy, "serious health condition" means an illness, injury, impairment or physical or
mental condition that involves one of the following:
1. Hospital Care. Inpatient care in a hospital, hospice or residential medical care facility, including
any period of incapacity relating to the same condition;
2. Absence Plus Treatment.A period of incapacity of more than three full consecutive calendar days
(including any subsequent treatment or period of incapacity relating to the same condition), that
also involves either: treatment two (2) or more times (within that same period of incapacity and
provided the first visit takes place within seven (7) days of the first day of incapacity) by a health
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care provider, by a nurse or physician's assistant under direct supervision of a health care
provider, or by a provider of health care services under orders of, or on referral by, a health care
provider; or (2) treatment by a health care provider on at least one (1) occasion which results in
a regimen of continuing treatment under the supervision of the health care provider(first visit to
health care provider must take place within seven (7) days of the first day of incapacity);
3. Pregnancy. Any period of incapacity due to pregnancy, or for prenatal care;
4. Chronic Conditions Requiring Treatment. A chronic condition which: requires at least two (2)
periodic visits for treatment per year by a health care provider, or by a nurse or physician's
assistant under direct supervision of a health care provider; which condition continues over an
extended period of time; and may cause episodic rather than a continuing period of incapacity;
5. Permanent/Long-term Conditions Requiring Supervision. A period of incapacity which is
permanent or long-term due to a condition for which treatment may be effective.The employee
or family member must be under the continuing supervision of, but need not be receiving active
treatment by, a health care provider;
6. Multiple Treatments (non-chronic conditions). Any period of incapacity to receive multiple
treatment(including any period of recovery therefrom) by a health care provider or by a provider
of health care services under orders of, or on referral by, a health care provider, either for
restorative surgery after an accident or other injury, or for a condition that would likely result in
a period of incapacity of more than three (3) full consecutive calendar days in the absence of
medical intervention or treatment.
Qualifying Exigency Leave
An eligible employee(as defined above), is entitled to take up to twelve(12)weeks of unpaid FMLA leave
for any qualifying exigency arising out of the fact that a military member is on covered active duty or called
to covered active duty status. The leave described in this paragraph is available during a single twelve
(12)- month rolling period, and may be taken on an intermittent or reduced leave schedule basis.
Employees will be required to provide a copy of the military member's active duty orders or other
documentation issued by the military that indicates that the military member is on covered active duty or
call to covered active duty status in support of a contingency operation and the dates of the military
member's covered active duty service. Employees may take all twelve (12) weeks of his/her FMLA leave
entitlement as qualifying exigency leave or the employee may take a combination of twelve(12)weeks of
leave for both qualifying exigency leave and leave for a serious health condition (as defined above).
With respect to a Qualifying Exigency Leave:
1. A "military member" means the employees spouse, son, daughter, son, or parent who is on
covered active duty or called to covered active duty status.
2. A"qualifying exigency" includes the following broad categories:
a. short notice deployment;
b. military events and related activities;
c. childcare and school activities;
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d. parental care;
e. financial and legal arrangements;
f. counseling;
g. rest and recuperation;
h. post deployment activities, including reintegration activities, for a period of ninety (90)
days following the termination of active duty status; and,
i. additional categories that are agreed to bythe employer and employee within this phrase.
3. The phrase "son or daughter" is defined as the employees biological, adopted, or foster child,
stepchild, legal ward,or child for whom the employee stood in loco parentis,who is on active duty
or called to active duty status who is of any age. (Note: This definition is different from other
sections of this FMLA policy). If the exigency leave is to arrange for childcare or school activities
of a military member's child,the military member must be the spouse, son, daughter or parent of
the employee requesting the leave.
4. A "parent" means a biological, adoptive, step or foster father or mother, or any other individual
who stood in loco parentis to the employee when he/she was a son or daughter but it does not
included "parents in law".
5. Parental care—eligible employees may take leave to care for a military member's parent who is
incapable of self-care when the care is necessitated by the military member's covered active duty.
Such care may include arranging for alternative care, providing care on an immediate need basis,
admitting or transferring the parent to a care facility, or attending meetings with staff at a care
facility.
6. Rest and Recuperation — eligible employees may take up to fifteen days to spend time with a
military member on Rest and Recuperation leave, limited to the actual leave time granted to the
military member and supported by the Rest and Recuperation leave orders or other appropriate
documentation issued by the military setting forth the dates of the leave.
Military Caregiver Leave
Employees that have been employed by the Village for at least twelve (12) months and have worked at
least one thousand two hundred fifty (1,250) hours during the twelve (12)-month period preceding the
start of the leave, and are a spouse, child (of any age for military caregiver leave), parent or next of kin of
a Covered Service member, as defined below, are entitled to a total of twenty-six (26) workweeks of
unpaid leave during a rolling twelve(12)-month period to care for the Covered Service member.The leave
described in this paragraph shall only be available during a single twelve (12)-month period beginning as
of the date the leave commences and ending twelve(12) months after that date(and any unused amounts
are forfeited).
Military Caregiver Leave may be permitted more than once if necessary to care for a different Covered
Service member (or the same Service member with multiple injuries or illnesses) up to a combined total
of twenty six (26) workweeks in a rolling twelve (12) month period. Nothing in this paragraph shall be
construed to limit the availability of leave under paragraphs 1a. through 1e. during any other 12-month
period and this twenty six (26) week period of Military Caregiver Leave is in addition to other types of
approved FMLA leave. However, an employee's total available leave time in any rolling twelve
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(12)-month period may not exceed a combined total of twenty-six (26) workweeks (including FMLA time
off taken for any other reason). Employees will be required to timely submit the completed paperwork
provided to them and available from the Village's Human Resources Director as a condition of receiving
approved Military Caregiver Leave.
With respect to Military Caregiver FMLA Leave:
1. A "Covered Service member" means a member of the Armed Forces, including a member of the
National Guard or Reserves,who is undergoing medical treatment, recuperation, or therapy from
an injury or illness occurring in the line of covered active duty and/or during covered active duty,
who is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for
a serious injury or illness, and who was discharged or released under conditions other than
dishonorable.)
2. "Outpatient status" means the status of a member of the Armed Forces assigned to a military
medical treatment facility as an outpatient or a unit established for the purpose of providing
command and control of members of the Armed Forces receiving medical care as outpatients.
3. "Next of kin" means the nearest blood relative of that individual (regardless of age).An employee
is required to provide confirmation of the relationship upon request. The Service member may
designate the blood relative who is considered his/her next of kin;otherwise,the following order
generally will apply: blood relatives granted custody by law, brother/sister, grandparents,
aunts/uncles, and then first cousins.
4. "Serious injury or illness"for a Current Servicemember means an injury or illness incurred by the
Service member in the line of duty on active duty in the Armed Forces that may render the Service
member medically unfit to perform the duties of the member's office, grade, rank or rating.
5. "Serious injury or illness" for a Covered Veteran means an injury or illness that was incurred or
aggravated by the member in the line of duty on active duty in the Armed Forces and manifested
itself before or after the member became a veteran, and is:
a. A continuation of a serious injury or illness that was incurred or aggravated when the
covered veteran was a member of the Armed Forces and rendered the servicemember
unable to perform the duties of the servicemember's office, grade, rank, or rating; OR
b. A physical or mental condition for which the covered veteran has received a VA Service
Related Disability Rating (VASRD) of fifty percent(50%) or greater and such VASRD rating
is based, in whole or in part, on the condition precipitating the need for caregiver leave;
OR
c. A physical or mental condition that substantially impairs the veteran's ability to secure or
follow a substantially gainful occupation by reason of a disability or disabilities related to
military service or would do so absent treatment; OR
d. An injury, including a psychological injury, on the basis of which the covered veteran has
been enrolled in the Department of Veterans Affairs Program of Comprehensive
Assistance for Family Caregivers.
Spouses Employed by -the Village
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If an employee's spouse also works for the Village and both become eligible for a leave under paragraphs
1a. or 1b. above, or for the care of a sick parent under paragraph 1c. above, the two employees together
will be limited to a combined total of twelve (12) workweeks of leave in any rolling twelve (12)-month
period. In addition, if an employee and their spouse both become eligible for a leave under the Service
member Family Leave provision above or under a combination of the Service member Family Leave
provision and paragraphs 1a. through 1e. above, the two employees together will be limited to a
combined total of twenty-six (26) workweeks of leave in any rolling twelve (12)-month period, but if the
leave taken by the employee and their spouse includes leave described in paragraphs 1a. through 1e.
above, that leave shall be limited to a combined total of twelve (12) workweeks of leave in any rolling
twelve (12)-month period.
Medical Certification. Any request for a leave under paragraphs 1c., 1d. or under the Service member
Family Leave provision above must be supported by certification issued by the applicable health care
provider. Employees are required to submit this information on the forms provided to them and available
from the Director of Human Resources.
Employees will be required to submit a new medical certification form for each leave year for a medical
condition(s) that last longer than one year. Additionally, employees are required to submit a
recertification of an ongoing condition every six (6) months in connection with an absence where the
duration of the condition is described as "lifetime" or"unknown".
At its discretion, the Village may require a second medical opinion and periodic recertification to support
the continuation of a leave. If the 1st and 2nd opinions differ, a 3rd opinion can be obtained from a health
care provider jointly approved by both the employee and the Village (unless the employee accepts the
second opinion as determinative). A second medical opinion generally will not be requested for Military
Caregiver Leave, but may be requested if the Certification is completed by a health care provider who is
not affiliated with the DOD, VA OR TRICARE.
Intermittent Leave
If certified as medically necessary for the serious health condition of either the employee or their spouse,
child or parent (Paragraphs 1c and 1d, above), or to care for a Covered Service member if they are a
spouse, child, parent or next of kin to the Covered Service member (Paragraph 3, above), leave may be
taken on an intermittent or reduced leave schedule. Intermittent leave also may be taken if employees
qualify for leave because of a qualifying exigency as described in Paragraph 1e, above, subject to the
submission of a certification prescribed by the Secretary of Labor. If leave is requested on an intermittent
basis, however, the Village may require that the employee transfer temporarily to an alternative position
which better accommodates recurring periods of absence or to a part-time schedule, provided that the
position offers equivalent pay and benefits.
Light duty Warp Assignments
While voluntarily performing in a light duty capacity while on FMLA leave,that time does not count against
an employee's twelve (12) week FMLA allotment. In effect, an employee's right to restoration is held in
abeyance during the period of time that they are performing in a light duty capacity (or until the end of
the applicable twelve (12) month FMLA leave year if longer).
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Notification and Reporting Requirements
All requests for leaves of absence must be submitted to an employee's Supervisor or the Director of
Human Resources at least thirty (30) days in advance of the start of the leave, except when the leave is
due to an emergency or is otherwise not foreseeable. If the leave is not foreseeable, the employee must
provide notice as soon as "practicable," which generally means either the same day or the next business
day that an employee learns of the need for leave, in the absence of any unusual circumstances. A delay
in submitting an FMLA leave request may result in a loss of FMLA protections and/or a delay of the start
of the leave.The employee's Supervisor will forward the request to the Director of Human Resources for
approval.
An employee must respond to the Village's questions relative to their leave request so that the Village can
determine if the leave qualifies for FMLA protection; failure to do so may result in loss or delay of FMLA
protections. If an employee is seeking leave due to an FMLA-qualifying reason for which the Village has
previously granted them FMLA- protected leave, the employee must specifically reference the qualifying
reason or need for FMLA leave at the time of their request to be away from work. It is not sufficient for
an employee to simply "call in sick" without providing additional information which would reasonable
cause the Village to believe that their absence/time away from work may qualify as an FMLA qualifying
event. In all cases in which an employee is seeking leave under this policy, they shall provide such notice
to the Village consistent with the Village's established call-in procedures so long as no unusual
circumstances prevent them from doing so. Failure to comply with the call-in procedures may result in a
delay or denial of FMLA protected leave.
An employee must make an effort to schedule a leave so as not to disrupt business operations. During the
leave, an employee may be required to report periodically on their status and their intention to return to
work. Any extension of time for an employee's leave of absence must be requested in writing prior to
their scheduled date of return to work, together with written documentation to support the extension.
An employee's failure to either return to work on the scheduled date of return or to apply in writing for
an extension prior to that date will be considered to be a resignation of employment effective as of the
last date of the approved leave. Employees on leaves for their own serious health condition must provide
fitness-for-duty releases from their health care provider before they will be permitted to return to work.
An employee's maximum time on a leave of absence, all types combined, and including all extensions,
cannot exceed a total of twelve (12) weeks in a rolling twelve month period, unless the employee is a
spouse, child, parent, or next of kin on leave to care for a Covered Service member, in which case the
leave may last for up to twenty-six(26)workweeks in a rolling twelve
(12) month period.
An Employee shall not be granted a leave of absence for the purpose of seeking or taking employment
elsewhere or operating a private business. Unauthorized work while on a leave of absence will result in
disciplinary action, up to and including discharge.
A leave of absence will not affect the continuity of an employee's employment. An employee's original
date of employment remains the same for seniority purposes. However, the employee may not accrue
any benefits during the period that they are on a leave.
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Employee BeUpGtS During Family and Medical Leave QfAbsence
Employees will be permitted to maintain health and dental insurance coverage for the duration of the
leave under the same conditions coverage would have been provided if they had remained actively at
work. However,the employee must make arrangements for the continuation of and payment of insurance
premiums before they go on leave status. If an employee does not return to work after the leave, or if
they fail to pay their portion of the premiums, they will be required, under certain circumstances, to
reimburse the Village for the costs and expenses associated with insuring them during the leave.
Re-turn From B Family and Medical Leave
If an employee returns from leave on or before being absent for twelve(12)workweeks in a rolling twelve
(12) month period or twenty-six (26) workweeks if they took a leave under the Service member Family
Leave provision, they will be restored to the same or to an equivalent position to the one they held when
the leave started. Of course, employees have no greater right to reinstatement or to other benefits and
conditions of employment than if they had been continuously employed during the FIVILA leave period. In
determining whether a position is "equivalent" the Village will look at whether the position had
substantially similar terms and conditions of employment and whether the position entails similar duties,
skills, efforts, responsibilities, authority, privileges and status. The alternative position should beatthe
same worksite or a nearby worksite with a similar work schedule. However, the employee does not need
to be reinstated in a position with the same job title or in the same physical office or cubicle as the prior
position.
If the leave was due to an employee's own serious health condition, they will be required to submit a
fitness-for'duty certification from their health care provider in accordance with the Village's normal
policies and practices applicable to other leaves of absence,certifying that the employee is able to resume
work and perform the essential functions of the job(either with or without a reasonable accommodation).
A list of the essential job functions will be made available to the employee for compliance with this
requirement. If reasonable job safety concern exists, the employee may also be required to provide a
fitness for duty certification up to once every thirty (]O) days before returning from an intermittent or
reduced schedule FIVILA leave related to the employees own serious health condition. Generally, a
returning employee will be permitted to return to work within two (2) business days of the Village's
receipt ofa valid fitness for duty release.
If an employee fails to return to work at the expiration of their approved Family and Medical Leave, it will
be considered to be resignation of their employment with the Village. Likewise, an employee on FIVILA
leave who provides notice of their intent not to return to work upon expiration of leave will lose their
entitlement toFIVILA leave and related benefits.
Key EO0p|QVeeS
Certain highly compensated key employees may be denied reinstatement when necessary to prevent
"substantial and grievous economic injury" to the Village's operations. A "key" employee is salaried
Employee who is among the highest paid ten percent (lO%) of Employees of the Village. Employees will
be notified of their status as a key employee, when applicable, after they request a Family and Medical
Leave.
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Coordination with Other Policies
An employee must substitute any accrued paid vacation days, personal time, and sick days (if they
otherwise qualify) for unpaid leave under this policy, and any such paid time off must be taken
concurrently with the employees Family and Medical Leave. If an employee otherwise qualifies for
disability pay, they will collect it at the same time that they are on unpaid Family and Medical Leave.The
Village and employee MAY agree,where state law permits,to supplement the disability plan benefits with
paid leave. For example:where a disability pay plan only provides for a portion of the income replacement,
the remaining unpaid portion of the leave may be charged against any earned time off benefits of the
employee.
Further, if an employee otherwise qualifies for any other type of leave of absence, they must take that
leave at the same time as they are taking their Family and Medical Leave. All time missed from work that
qualifies for both Family and Medical Leave, and for workers' compensation, will be counted toward the
employees Family and Medical Leave. To receive any type of paid time off benefit while on FMLA leave,
an employee is required to meet the Village's conditions for taking the paid leave (although the Village
may in its discretion waive any procedural requirement for the paid leave in appropriate circumstances).
As used in this Policy,the word "spouse" includes those employees who are in a Civil Union recognized by
Illinois law.
Anti Retaliation Provisions
No retaliation will be taken or tolerated against any employee who exercises his/her rights under the
Village's FMLA policy. If an employee feels that they have been the victim of any discrimination or
retaliation under this Policy,they are encouraged to contact the Village's Director of Human Resources at
(847)459-2549 so that the matter can be promptly investigated and remedied as appropriate.
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Chapter 17.00 — Special Leave
17.01-Approval Authority
17.02- Bereavement Leave
17.03- Family Bereavement Leave
17.04-VESSA Leave
17.05-School Visitation Leave
17.06-Court Leave
17.07-Voting Leave
17.08- Military Leave
17.09- Military Training Leave of Absence
17.10- Family Military Leave of Absence
17.11-Leave of Absence Without Pay
17.12-Occupational Injury Leave
17.13-Absence Without Leave
1T01. - Approval Authority
A Department Director may approve requests for special leave as defined hereinafter in accordance with
procedures established by the Village Manager (or designee). Unless otherwise provided in this Chapter,
employees with six (6) months or less of service generally may apply for special leave without pay.
Employees with more than six(6) months of service may apply for special leave with pay. Exceptions will
be considered only on a case-by-case basis for employees with disabilities.
1 T02 - Bereavement Leave
Bereavement leave may be granted for a maximum of three(3)working days to all full-time and part-time
employees and for a maximum of one (1) twenty four(24) hour shift to sworn fire personnel assigned to
shift duty, in the event of a death in the employee's "immediate family." In extenuating circumstances,
the Village Manager (or designee) may approve leave in case of death of others not covered by the
definition of "immediate family" on a paid basis. For purposes of this policy, the phrase "immediate
family" is defined at Section 2.39 above.
When a death occurs in the immediate family of an employee, the individual department may send
flowers, or make a contribution in lieu of flowers, in the name of the Village of Buffalo Grove. Any
additional flowers or contributions from the Department or from individuals will be done on the basis of
individual contributions and not from budgeted funds.
1T03 - Family Bereavement Leave
If an employee is eligible for leave under the Family and Medical Leave Act("FMLA")and suffers the death
of a child, in addition to the three (3) paid days of bereavement leave, the employee will be eligible to
take an additional seven (7) days of additional unpaid bereavement time off work. This family
bereavement leave may be used within sixty(60) days following the death of the employee's child to: (1)
attend the funeral or alternative to a funeral of a child; (2) make arrangements necessitated by the death
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of the child;or(3)grieve the death of a child. Employees may be entitled to up to 6 weeks of bereavement
time in the event of the death of more than one child during any twelve-month period.Child Bereavement
Leave may not be taken in addition to unpaid leave permitted under the FMLA and may not exceed unpaid
leave time allowed under the FMLA. Employees taking unpaid leave due to the death of a child are
permitted to take any accrued paid leave concurrently but will not be required to do so.
Unpaid bereavement leave of up to ten (10) working days may be taken to: 1) attend the funeral or
alternative to a funeral of a covered family member; 2) make arrangements necessitated by the death of
a the covered family member; 3) grieve the death of the covered family member; or 4) be absent from
work due to: a) a miscarriage; b) an unsuccessful round of intrauterine insemination or of an assisted
reproductive technology procedure;c)a failed adoption match or an adoption that is not finalized because
it is contested by another party; d) a failed surrogacy agreement; e) a diagnosis that negatively impacts
pregnancy or fertility; or f) a stillbirth. "Covered family member" means an employee's child, stepchild,
spouse, domestic partner, sibling, parent, mother-in -law, father-in-law, grandchild, grandparent, or
stepparent. The unpaid bereavement leave must be completed within sixty (60) days after the date on
which the employee receives notice of the death of the covered family member or the date on which an
event listed within this policy. An employee who wants to take unpaid bereavement leave must provide
their supervisor (or designee) and Human Resources with at least forty-eight (48) hours' advance notice
of the employee's intention to take bereavement leave, unless providing such notice is not reasonable
and practicable.
An employee who wants to take unpaid bereavement leave must provide reasonable documentation
which may include a published obituary or written verification of death, burial, or memorial services from
a mortuary, funeral home, burial society, crematorium, religious institution, or government agency. For
leave resulting from an event listed under paragraph 4, reasonable documentation includes a form
(available on the Illinois Department of Labor website) to be filled out by a health care practitioner who
has treated the employee or the employee's spouse or domestic partner, or surrogate,for an event listed
under paragraph 4, or documentation from the adoption or surrogacy organization that the employee
worked with related to an event the employee or the employee's spouse or domestic partner has
experienced an event listed under paragraph 4. An employee requesting such leave is not required to
identify which category of event the leave pertains to as a condition of receiving unpaid bereavement
leave.
An employee who has more than one covered family member die in a 12-month period is entitled to up
to a total of six(6)weeks of unpaid bereavement during the 12-month period.
1T04 - VESS , Leave
Under the Illinois Victims' Economic Security and Safety Act(VESSA), employees may take up to a total of
12 workweeks of unpaid leave from work during any rolling 12 month period in order to address matters
involving domestic or sexual violence as provided for under Illinois law.
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Eligibility
Generally,to bee I igib I e for VESSA leave,employees must either be a victim of domestic or sexual violence
(as defined in the law) or a family or household member of such a victim. Leave may be taken for the
following reasons:
1. To seek medical attention or treatment;
2. To seek psychological or other counseling;
3. To obtain victim services;
4. To participate in safety planning or relocation for safety reasons;
5. To seek legal assistance; and/or
6. To participate in a related court proceeding.
Leave Time
If employees need to take a leave of absence under VESSA or require a reasonable accommodation, they
should speak with their Supervisor so that the Village can discuss the employee's request and how the
Village can best schedule the employee's work. If employees are applying for VESSA leave for a condition
that also qualifies for FMLA leave, the leave time will also count as FMLA leave and will run concurrently
with FMLA leave. If employees are entitled to take paid or unpaid leave other than FMLA leave, they may
choose to use any period of that paid or unpaid leave while taking VESSA leave, but will not be required
to do so. VESSA leave may be taken intermittently or on a reduced work schedule.
No-Lice Required
Employees must provide their Supervisor with advance notice(at least 48 hours)of their intention to take
VESSA leave if they have advance notice of the need for the time off. If such notice is not possible,
employees must notify management as soon as is practicable.
Certification Required
If employees are eligible for VESSA leave and seek to use it, they must provide their Supervisor with
certification (a sworn statement) that: (a) states that the employee or their family member is a victim of
domestic or sexual violence; and, (b) includes the employee's reason(s) for taking the leave. In addition
to the sworn statement, employees also must provide corroborating information to support the need for
their leave, such as documentation prepared by a victim services organization, attorney, clergy member,
medical or other professionals who provided assistance to the victim; police or court records; or other
corroborating evidence. The supporting documentation may be submitted as it becomes available.
Certification must be provided within a reasonable time (generally no later than 18 days) following the
request by a supervisor, manager or Human Resources representative. In addition, while on leave,
employees may be required to report periodically on their status and intention to return to work.
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Employment and Benefits
Time off that is approved under this policy is unpaid, and the time spent on VESSA leave will not be
considered or counted as "time worked" for the purposes of accruing or earning employment benefits.
However,employees will be permitted to maintain health insurance coverage for the duration of the leave
under the same conditions coverage would have been provided had they remained actively at work. If
employees fail to return from VESSA leave, for reasons other than the continuation or recurrence of
domestic or sexual violence (or other circumstances beyond your control), they are required to repay the
premiums that the Village paid on their behalf while the employees were on leave.
Upon employees' return from VESSA leave, they are generally entitled to restoration to their position of
employment or to a substantially equivalent position with substantially equivalent employment benefits,
pay, and other terms and conditions of employment. However, please understand that employees will
not have any greater rights to their position than if they had been continuously working and not on VESSA
Leave.
If employees claim they are unable to return to work because of the continuation, recurrence or onset of
domestic or sexual violence or other circumstances beyond their control,they may be required to provide
certification (a sworn statement and proper documentation) that they are unable to return to work
because of that reason.
Confidentiality
All information that employees provide to the Village under the notice and certification requirements in
this policy, as well as the fact that they have requested or obtained leave, will be retained by the Village
in the strictest confidence, except to the extent that disclosure is requested or consented to by you in
writing, or otherwise required by law.
11 T05 - School Visitation Leave
An employee who works in Illinois, who has been employed by the Village for at least six consecutive
months and works at least 20 hours per week, may take a total of eight hours of unpaid leave during any
school year to attend school conferences and classroom activities of his or her children, if the conference
or activity cannot be scheduled during non-working hours. No
more than four hours of leave may be taken in any one day. Employees must exhaust all available paid
time off and other available leave (except sick and disability leave) for school visitation before being
eligible for unpaid school visitation leave. Before arranging attendance at the conference or activity, an
employee must provide the Village with a written request for leave at least seven days in advance of the
time it will betaken; however, in emergencies, no more than 24 hours' notice is required. Employees must
consult with their supervisors to schedule the leave so as not to unduly disrupt the Village's operations.
The employee will not be required to make the time up, but it can be agreed upon to do so.As a condition
of being granted school visitation leave, employees must provide a verification statement(in accordance
with and as defined by applicable Illinois law) from the school within two working days of the school
visitation, if requested by the Village.
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1 T06 - Court rt Leave
Our nation's judicial system, predicated on judgment by our peers, requires citizens to serve on a jury,
grand jury or to be subpoenaed as a witness for a trial or deposition.
Employees may be required to serve on a jury, testify as a witness at the request of the Village, or testify
under a summons or a subpoena in their capacity as Village employees.
A full-time employee subpoenaed as a witness in a civil or criminal case (where the employee is not a
party), or selected to serve on a jury may be granted paid leave during his/her absence; provided,
however, that he/she provides the Department Director with a certificate evidencing that he/she
appeared and served as a juror or submit a copy of his subpoena if a witness and shall remit to the Village
any juror or witness fees in order to receive pay for such jury service and related travel expenses. All
payments provided by a court or party for jury or witness service shall be turned over to the employee's
Department Director within two (2)weeks of returning from the leave.The payment shall be transmitted
to the Director of Finance for deposit. An employee may not be paid for any such hours if the employee's
request for time off relates to any case in which the employee is a party. Once,the employee's testimony
is complete, he/she shall return to work for the remainder of his/her work shift unless otherwise
instructed by the Department Director or his/her designee.
Employees absent due to personal legal matters (including any case or claim against the Village) or who
are required to testify as witnesses in matters unrelated to their Village employment will be required to
use any available personal leave accruals. Employees whose presence is required for a personal civil
action, must show the immediate supervisor the legal notice of the action.
1T07 - Voting Leave
Full-time employees who live at such distances from the Village or who work such hours as to interfere
with the open polling periods for voting in federal, state, or municipal elections may receive up to two (2)
hours off work with pay for the purpose of voting. Requests must be submitted to Department Director
at least three (3) business days prior to the election. Where practical, leave must occur during the first
two (2) hours of the employee's scheduled shift.This policy will be construed pursuant to State law.
1T08 - Military Leave
Eligibility
Employees leaving the service of the Village for the express purpose of entering the active uniformed
service or training of the United States armed forces or the Illinois State Militia during a national or state
emergency, drafted into such service or employees subject to compulsory service who voluntarily enlist
and/or as otherwise permitted by law, shall be granted a military leave of absence without pay in
accordance with applicable law.
An employee returning from military leave shall be entitled to re- employment benefits in accordance
with applicable law.
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The Village complies with all applicable state,federal and local laws regarding military leave, benefits and
reinstatement.
1T09 - Military Training Leave of Absence
The Village complies with all applicable state,federal and local laws regarding military leave, benefits, and
reinstatement.
1710 - Family Military Leave of Absence
The Illinois Family Military Leave Act provides for unpaid leave for the families of military personnel. To
be eligible, an employee must work for the Village in Illinois, be the spouse or the parent of an individual
called to military service of at least 30 days in length by the State of Illinois or the United States, have
been employed by the Village for at least 12 months, and have been scheduled to work at least 1,250
hours during the 12-month period immediately preceding the commencement of leave.
Eligible employees will be provided with up to 30 days of protected, unpaid leave. Family Military Leave
may also be taken intermittently.The Village may require certification from a proper military authority to
verify employees' eligibility for family military leave.
Before taking family military leave, employees must exhaust their earned paid time off such as vacation
time and personal days. The Village requires as much foreseeable notice of the leave as possible and
reserve the right to schedule the leave so as not to unduly disrupt the Village's operations. If employees'
leaves will extend over five (5) or more consecutive work days, the Village requires at least fourteen (14)
days' notice of the intended leave.
During a Family Military Leave, employees' health, dental and life insurance benefits will continue under
the same conditions that existed prior to the leave provided that the employees continue to pay their
premiums on a timely basis during their leave. Employees will be restored to the position they held when
the leave commenced or to a position with equivalent terms and conditions of employment.
1.7.1.1. - Leave of Absence Without Pay
Full-time employees may be granted leave of absence without pay for personal reasons when
recommended by a Department Director and approved by the Village Manager (or designee) for
compelling personal circumstances which are deemed reasonable by the Department Director and Village
Manager(or designee).The Village Manager(or designee)shall establish the terms and conditions of such
leave.
Requests for leave of absence without pay must be submitted in writing and shall specify the reasons for
the requested leave. Leave may be extended beyond that originally approved, but in no event shall the
original leave and any extensions exceed twelve (12) consecutive calendar months.The only exception is
as required by law to reasonably accommodate an individual with a disability or handicap.
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Requests for time off, including any extensions, must consider the possibility of part-time employment
with the Village during the leave period.
Employees granted a leave of absence without pay may be able to maintain their medical and dental
insurance coverage, via COBRA, during their leave by arranging to pay the premiums during the period of
their leave. If a benefit is canceled, the rules and regulations of the carrier and any applicable laws shall
apply when the employee returns and seeks such coverage.
An employee's anniversary date shall change to the date of when the employee returns from leave.
Employees requesting a leave of absence without pay must be aware that any position may be eliminated
or substantially changed.Therefore, absolute assurance of reinstatement cannot be given. However, the
Village will consider placing the former employee in a suitable position to be determined by the Village if
a position exists for which the employee is qualified upon expiration of a scheduled and approved leave
of absence.
Employees returning from a leave of absence without pay generally will return at the same rate of pay
held at the time the leave commenced, including any cost of living adjustments if applicable, unless
substantial change in the position or placement in another position has occurred.
Failure of an employee to report for duty within three (3) working days of the scheduled expiration of
leave shall result in termination due to voluntaryjob abandonment.
1712 - Occupational Injury Leave
Any employee who sustains an on the job injury or illness shall report such injury or illness, regardless of
severity, to his immediate Supervisor prior to the end of their assigned work day or as soon as is
practicable. The immediate Supervisor will prepare required reports of such injuries as soon as practical
following notification by the injured employee (and in no event later than the end of the work shift
following notification). If the immediate Supervisor is not available, employees should report their injury
to the Human Resources Department.The Village will not discipline employees for reporting a workplace
injury or illness. No Supervisor, Human Resources Department representative, or member of
management may discourage any employee from reporting an injury or illness.
Employees injured on the job are covered by the Illinois State Workers' Compensation laws. This law
provides specific benefits. Presently, it is the policy of the Village to provide compensation to an employee
injured on the job which, together with workers' compensation payments, equal the full salary of the
employee, until the employee becomes eligible for other disability benefits, pursuant to the Illinois Public
Employees' Disability Act. If this policy/benefit changes, we will notify the employees promptly.
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 take
preventive measures as appropriate.
Employees who are off of work due to a work related injury are prohibited from working in any other
position for any other employer.
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Note: Employees on leave under this Policy may not accept employment with any other employer unless
the employee obtains prior written approval from management authorizing work during the specific leave
period.
1713 - 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, up to and including dismissal by the Department Director.
In the absence of such disciplinary action, any employee who is absent for three (3) or more days without
authorized leave shall be deemed to have voluntarily resigned. When extenuating circumstances are
found to have existed (as determined by management), leave may be granted retroactively upon
recommendation by the Department Director and approval by the Village Manager (or designee) in
accordance with the Village's FMLA policy only.
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Chapter 18.00 — Health, Life Insurance, and Retirement Plans
18.01- Health and Life Insurance
18.02- Retirement Plans
18.03-Continuation of Benefits (COBRA)
18.04-Continuation of Benefits Upon Retirement
1&01. - I lealth and Life Insurance
A Standard Measurement Period (SMP) of January 1 through December 31 of each year is established by
the Village as the look back period used to determine whether an employee has worked an average of at
least 30 hours per week. If an employee averaged at least thirty (30) hours of work per week during the
preceding SMP,that employee is considered full-time(for purposes of health insurance eligibility only)for
the duration of the Village's Stability Period defined as January 1 through December 31. If an employee
averaged less than thirty (30) hours of work per week during the preceding SMP, the employee is
considered part-time for the duration of that same Stability Period.
If an employee's hours change such that his or her status changes from full-time to part-time or from part-
time to full-time during the Village Stability Period, no changes will occur in insurance designation in either
case. For example, an employee is determined to be full-time during the SMP and elects to enroll in the
Village's insurance. If his or her hours drop substantially and he or she essentially becomes part-time
again, he or she will remain classified as a full-time employee for the purpose of healthcare reform and
may remain enrolled in insurance until the stability period has ended. After such time, he or she may be
eligible for COBRA.
The Village has established an Administrative Period from November 1 through December 31 of each year
during which time an employee who is deemed to have worked an average of at least thirty (30) hours
per week during the preceding SMP may decide whether or not to enroll in the Village's insurance. This
will provide time for the Village to administer the enrollment of such employees.
Eligible Full-time employees will be enrolled in the Village's group life, dental, and medical insurance
program in accordance with the terms and details of the then-applicable plan documents. Eligible
dependents(including individuals in a civil union recognized by Illinois law)will be enrolled in the Village's
medical and dental insurance program.
Like all Village benefit programs, the terms and details and eligibility requirements of our insurance
programs are under periodic review and may be changed for business or financial needs. Employees are
encouraged to contact the Human Resources Department and/or to review the plan documents if there
are questions about the benefits or eligibility requirements. In the event of a conflict between a summary
in this Handbook and the plan documents, the plan documents that are then applicable will govern.
1&02 - Retirement Plans
Full-time employees, part-time employees and seasonal/temporary employees who meet established
eligibility criteria, will be enrolled as a participating member of an appropriate Village retirement plan
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when eligible in accordance with the remaining terms of the then applicable retirement plan. Consult the
plan documents for further details.
1&03 - Continuation of Benefits (COBRA)
Under the provisions of The Consolidated Omnibus Reconciliation Act of 1986, as amended ("COBRA"),
employees and/or their eligible dependents may elect to continue their group health insurance coverage
if they meet applicable eligibility requirements.
The employee or dependent is responsible for notifying the Village that one of the qualifying events has
occurred and the employee or dependent may be responsible for paying up to one hundred two percent
(102%) of the premium as provided by law.
Generally, coverage may be continued for up to eighteen (18) months. The employee and dependent(s)
have up to sixty (60) days from the date that coverage would end, due to the occurrence of one of the
qualifying events mentioned above, to inform the Village that they wish to continue any of the group
health benefits.
Continuation coverage may extend from eighteen (18) months to twenty nine (29) months for an
individual who is disabled (as defined by the Social Security Administration) at the time of termination or
based upon a reduction of hours, provided that individual has given notice of the disability within sixty
(60)days of the Social Security determination and requested the extended continuation period before the
end of the first eighteen (18) months.
COBRA also provides that continuation coverage will end for any of the following:
1. The cost of continued coverage is not paid on or before the date it is due; or
2. The covered person becomes eligible for Medicare; or
3. The covered person becomes covered under another health care plan; or
4. The plan terminates for all employees.
Note:This section will be construed in accordance with the applicable law.
1&04 - Continuation of Benefits Upon Retirement
Under the terms and conditions of the Illinois Pension Code, eligible retired employees and their qualified
dependents may continue to participate beyond the time limit as provided under COBRA, at their own
expense, in the Village's health insurance program.
Eligible dependents may maintain coverage if they continue to be eligible at the time the retiree becomes
eligible for Medicare coverage.
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Chapter 19.00 — Workers Compensation
19.01- Reporting an On-the-Job Injury
19.02-Adjudication of a Workers Compensation Claim
19.03- Benefits While on a Workers' Compensation Absence
19.04- Illinois Municipal Retirement Fund (IMRF) Employees
19.05- Release to Return to Work
This Policy pertains to a work-related injury, illness, or death, that arise out of, and during the course and
scope of, employment with the Village. Employees of the Village are entitled to specific benefits through
this policy, or under the State of Illinois, "Workers' Compensation Act", "Occupational Disease Act", or
"Public Employees Disability Act" ("PEDA"); whichever is applicable. All questions related to this policy
should be directed to the employee's immediate supervisor or the Human Resources. A copy of the
"Manual on Workers' Compensation and Occupational Diseases" is available from the Human Resources
or at www.iwcc.il.gov.
19M - Reporting an On-the-Job Injury
If employees believe they have suffered an injury or illness related to employment with the Village, they
must immediately report the injury or illness to a supervisor, or no later than the end of the business day
on which the injury occurred. All injuries, including those that do not require emergency medical care
must be reported. Upon being advised of an injury or illness, the employee's supervisor will complete an
Illinois Industrial Commission Form 45 (also known as the Employers First Report of Injury or Illness), and
a Supervisor's Accident Investigation Report (see HRM for copies of these forms). The originals of all
reports along with any other related data shall be completed and forwarded to the Human Resources 48
hours of receiving notice of the incident.The Departmental Safety Committees shall review copies of the
reports.
The Director or supervisor of a department shall contact the Human Resources immediately, at any time,
24 hours a day, in the event of an injury or illness, or of a death.
Upon receiving verbal notice of an injury or illness requiring emergency medical care, or death; or after
receiving the completed reports of a less serious injury or illness, the Human Resources will report the
claim to the Village's third-party claims administrator.
19M - Adjudication of a Workers Compensation Claim
The Village's third-party claims administrator will, in conjunction with Human Resources, investigate the
circumstances surrounding the injury, illness, or death of an employee. In accordance with applicable
Illinois law, the third-party claims administrator will determine if the employee's injury, illness, or death
is compensable. If the claim for benefits is determined to be compensable, the third-party claims
administrator shall distribute all appropriate benefits. If the claim is determined not to be compensable,
the third-party administrator will notify the employee, or beneficiary if a death, in writing of the denial. If
an employee disagrees with the determination made by the third-party claim's administrator, or for any
other reason, he is entitled to file a claim for adjustment with the Illinois Industrial Commission.
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1.9M - Benefits While on a Workers' Compensation Absence
In the event the third-party claims administrator determines that the injury, illness, or death is
compensable, employees are entitled to, but not limited to, the following benefits.
Medical Benefits
The Village will pay all medical bills related to an employee's injury or illness that are determined to be
reasonable and customary by the third-party claims administrator. Employees requiring medical
treatment while on duty will be directed to the Village's occupational health provider. The name and
location of the occupational health provider is posted in all Village facilities. Employees needing care will
be treated and if necessary, transported to an emergency care facility. Employees receiving medical
treatment must forward all medical bills to the Human Resources.
Light duty
The Village makes efforts to return employees to work in a light duty capacity during recovery within the
scope of specific work restrictions as determined by a health care provider and provided there is a
business need to have the work performed. It is the responsibility of all employees to notify the treating
health care providers of the Village's Light Duty Policy, as well as, notifying the Department Director and
Human Resources when released for light duty work.
Injured on duty (10D)
Employees are entitled to receive Injured on Duty (IOD) benefits for the first three (3) days they are
authorized off work by the treating health care provider due to an injury or illness. IOD benefits are paid
by the Village at the employee's full rate of pay, and are not deducted from accrued sick leave, or any
other accrued category of personal leave. Employees authorized off work for more than three (3) days
are entitled to Temporary Total Disability(TTD) benefits.TTD benefits are paid at 66-2/3%of employee's
average weekly wage. Average weekly wages are calculated on injured employee's regular wages for the
52 weeks prior to the date of injury. Employees are entitled to TTD benefits for as long as they are
authorized off work due to the injury or illness, or until they have reached maximum medical
improvement as determined by a health care provider.
Public Employees disability Art (PEDA)
For the duration of 1 year, the "Public Employees Disability Act" (PEDA) entitles sworn Police and Fire
personnel to compensation equal to 100%of their salary if they are off work due to a compensable injury
or illness that occurred on duty. These benefits will supplement any TTD benefits received by the
employee.
19.04 - Illinois Municipal Retirement Fund (IMRF) Employees
TTD payments received by an employee due an on-the-job injury or illness are not considered 'earnings'
by IMRF.Such time off of work,though authorized and receiving TTD payments,does NOT count as service
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time for the purpose of calculating future pension benefits. IMRF service time may be received during
such periods by applying for an IMRF Disability on forms at HRM.
Employees are only entitled to lost time benefits if a health care provider authorizes time off work due to
a compensable injury or illness. Upon returning to work after an injury or illness, employees will be
required to use benefit time, other than workers' compensation benefits, to attend any medical
appointment during scheduled hours of work. In the event that the health care provider does not have
office hours after scheduled work hours, employees may be paid TTD and PEDA(if applicable) benefits for
lost time during scheduled work hours or attending a medical appointment requested by the Village.
119.05 - Release to Return to Work
Employees authorized off work or released to a light duty assignment must have a Duty Status Report
completed by the treating health care provider that confirms the employee may return to work to perform
their essential job functions with or without a reasonable accommodation (if medically necessary).
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Chapter 20.00 — Separation from Employment
20.01- Resignations
20.02-Termination
20.03- Return of Village Property
20.04- Reduction in Force—Lay-offs
20.05- Retirement
20.06- Exit Interviews
2()M - Resignations
Employees may resign from the municipal service, for any reason, by presenting their resignation in
writing as contained herein. Department and Division Directors should present notice of resignation no
less than four (4) weeks prior to its effective date. All other employees should present such notice of
resignation no less than two(2)weeks prior to its effective date. Resignations shall be promptly forwarded
to the Village Manager(or designee). A resignation once submitted is considered irrevocable and as such
may only be withdrawn by the employee with the approval of the Village Manager (or designee) and
Department Director due to extraordinary circumstances. If triggered by any other provision of this
Manual, a resignation is effective upon the event which caused the resignation even in the absence of
written notice from the employee. The Village reserves the right to escalate the effective date of a
resignation in appropriate cases.
2()M - Termination
Employees may be discharged at any time and for any reason, including for "cause" such as: due to
unsatisfactory performance, violation of Village rules and regulations, inability to perform the essential
functions of their position with or without a reasonable accommodation, lack of funds, curtailment of
work, or any other reason deemed sufficient by the Village. Unless provided otherwise in a written
collective bargaining agreement between the Village and the covered employee, all employees are
employed without a specific term or duration and both the Village and the employee may end their
relationship at any time and for any reason.
2()M - Return of Village Property
Employees separating from the municipal service for any reason shall, priorto separation, return all Village
owned or leased property and equipment in his/her possession and repay any outstanding debts owed to
the Village (e.g. computer, tuition reimbursement, loan, etc.).
2( 04 - Reduction in Farce — Lay-Offs
A Department Director may separate any employee without prejudice and without prior notice because
of legitimate business reasons including (without limitation) lack of funds or curtailment of work.
However, no regular employee shall be laid off from any department while there are probationary, part-
time, or temporary employees serving in the same or related classes of positions in that department
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unless there is a business need to do so. An appointing authority may, with the approval of the Village
Manager(or designee), appoint an employee who is to be laid off to any existing vacancy in a lower class
for which he is qualified, assuming there is such a need. All other factors being equal, the Village shall
generally lay-off employees in reverse order of their total service with the Village.The Village reserves the
right to deviate from this custom when practical, economic or organizational factors prohibit such action.
M05 - Retirement
All eligible regular employees may apply for retirement benefits at age and length of service requirements
specified by the retirement plan in which they are enrolled. Applicants for retirement shall follow the
procedure as set forth in Section 20.01 and must also contact the Human Resources department to
complete appropriate retirement plan procedures.The terms and eligibility requirements set forth in the
plan documents and any applicable law(s)will govern.
M06 - Exit Interviews
Exit interviews may be conducted by the Village Manager (or designee), Department Director and/or
Director of Human Resources. A report of the exit interview shall be placed in the employee's personnel
file and normally will be reviewed with the Department Director.The employee's final paycheck, including
the payment of accrued vacation time and other applicable leave time, will generally be processed for
payment with the next available payroll cycle.
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Chapter 21.00 — Workplace Standards of Misconduct
21.01- Forms of Discipline
21.02- Forms of Progressive Discipline
21.03-Standards of Conduct
It is the duty of all employees to maintain a high standard of ethical conduct and behavior while employed
by the Village. All employees are responsible for displaying proper regard for the welfare and rights of
other employees, residents of the Village and the general public. Employees are obligated to comply with
all federal, state, and local laws governing public employment.They must also comply with and carry out
the provisions of applicable Village policies, procedures, personnel rules and regulations and department
policies and procedures. Illegal activity will be reported to the Police Department of the Village of Buffalo
Grove or other appropriate agencies. The reporting of illegal activity to the proper authority does not
mean that the Village will forego its own investigation into the matter and issue disciplinary action as
appropriate.
On occasion, the work behavior, productivity, or personal conduct of employees may fail to meet
acceptable standards of performance.Supervisors are responsible to bring such situations to the attention
of the employee in a timely manner with the goal of correcting the unacceptable behavior. If such
behavior continues, or declines, disciplinary action may be issued.
2L01 - Forms of Discipline
The Village administers discipline fairly, reasonably and impartially. The Village will determine the
appropriate level of corrective action in each situation depending upon all pertinent circumstances,which
may include but are not limited to the severity of the offense, the employee's previous work record and
length of service,disciplinary action taken in other comparable situation and any mitigating or aggravating
factors. Any misconduct or infraction of a Village policy may result in immediate termination.There is no
requirement that an employee receive a warning or suspension before being terminated. Where action
short of termination is deemed appropriate by management, corrective action is not intended to punish
for punishment's sake but rather to serve as a method to modify or change the behavior of an employee
whose performance or conduct does not meet the Village's standards.
2L02 - Form of Progressive Discipline
It shall be the responsibility of the employee's Supervisor and/or the Department Director, as applicable,
to document and record any and all violations of the Standards of Conduct by any employee.
Documentation of infractions shall be retained in the employee's personnel file and under the jurisdiction
of the Human Resources Director.
Disciplinary action may involve any of the following.This list is not all-inclusive, and steps may be skipped
within the discretion of management and/or language within a collective bargaining agreement, if
applicable, based on the circumstances involved:
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Oral Reprimand: A verbal warning to the employee that if his/her actions continue, a written reprimand
will be transmitted to the employee and Department Director. The oral reprimand will be documented
for reference.
Written Reprimand: A written reprimand shall be transmitted through the appropriate Department
Director or his/her designee to the employee and/or the Village Manager (or designee) and shall
summarize the specific actions leading to the reprimand.
Suspension: Suspension is the temporary removal from duty status either with or without pay of an
employee for cause. Suspension may be imposed by the Department Director or his/her designee. The
Department Director and/or Division Director shall notify the Village Manager(or designee) and Director
of Human Resources prior to the imposition of any suspension when practical.
A. An employee may be suspended for an indefinite period when the Department Director
determines such action is appropriate and/or in the best interests of the Village in cases where
an employee is charged and awaiting trial for a criminal offense involving matters prima facie
prejudicial to the reputation of the Village. Such action will not be based on arrest record alone.
B. When an employee has acted or is alleged to have acted in a manner which would appear to be
reason for dismissal, the employee may be suspended for a period generally not in excess of one
(1) month while such charges are investigated.
C. Whenever an employee is suspended pending internal or external investigative outcomes and is
subsequently exonerated, the employee may be reinstated without loss of pay or benefits as
determined by the Village.
D. Subject to the provisions of the Fair Labor Standards Act, an employee may be suspended for a
period not to exceed one hundred eighty (180) calendar days for specific reason with Village
Manager(or designee) approval.
Demotion: An employee may be moved to a position in a class with a lower maximum salary rate for
unsatisfactory performance or misconduct. Demotion shall be recommended by the Department Director
and approved by the Village Manager(or designee) and Director of Human Resources.
Dismissal: Dismissal may be recommended by the Department Director and normally subject to approval
by the Village Manager(or designee)and the Director of Human Resources. Dismissals shall be carried out
by the Department Director and Director of Human Resources and/or his/her/their authorized
designee(s).
Disciplinary: Sworn fire department personnel are governed by the State of Illinois Fireman's Disciplinary
Act.
2L03 - Standards of Conduct
Any action or omission which could or does reflect discredit upon the municipal service or is a direct or
indirect hindrance to the operations of the Village government shall be cause for disciplinary action, up
to and including dismissal for even the first offense (if deemed appropriate). Circumstances constituting
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reasons for disciplinary action include but are not limited to the following.This list is not all inclusive and
discipline may not be appropriate in all cases.
1. Failure to follow any federal, state, or Village law, rule or regulation while on duty or while in or
on Village property or engaging in unlawful activity while on duty or while in or on Village
property.
2. Theft, participating in a theft or attempted theft of Village property or property of any employee,
resident, or visitor to the Village.
3. The on duty use or illegal handling/possessing of alcoholic beverages or controlled substances, as
previously defined in this Manual or any other violation of any applicable drug or alcohol policy.
4. Conviction of a crime involving on or off duty misconduct for which records have not been
expunged or sealed (the Village will consider the nature of the offense, date of the offense, and
employees'job duties).
5. Offensive, inappropriate or negative attitude, conduct or language directed toward the public
(and/or in their presence).
6. Dishonesty, lying,embezzlement,falsifying any Village records(including employment application
materials, no matter when it is discovered),falsely reporting any act or transaction or attempting
to defraud the Village or a resident by any means, including making false or fraudulent statements
regarding sick pay, leave, overtime, workers' compensation or insurance claims, falsifying
financial records, falsifying or padding time records, or falsifying or padding expense reports.
7. Willful or reckless damage of Village property or property of others.
8. Fighting with, threatening, or assaulting Supervisory personnel or any other employee, resident,
or visitor to the Village.
9. Engaging in horseplay.
10. Failing or refusing to cooperate with the Village, such as in an investigation of a violation of the
Village's policies, an incidence of violence, or other conduct harmful to the Village, its employees,
business or its property, or the concealment of or failure to report the occurrence of any violation
of any Village rules.
11. Signing or swiping in or out for another employee or letting someone else sign or swipe in or out
for you.
12. Incompetence, negligence, inefficiency, failure, or inability (with or without a reasonable
accommodation if disabled) to perform the essential job duties required of the employee's
position or class.
13. Damage or negligence in the care and handling of Village property.
14. Violation of any lawful official regulation, departmental rule or a superior's directive amounting
to an act of failure to follow directive, failure to perform, insubordination, including where such
an act or inaction could or does result in loss or injury to the Village, the Village's property or to
the public.
15. Failure to do work assigned.
16. Repeated absenteeism or tardiness.
17. Extending breaks or meal periods without authorization and/or not taking breaks or meal periods
at scheduled times.
18. Leaving job during working hours without permission.
19. Violation of any of the provisions of the personnel rules, Village ordinances or any applicable
administrative regulation of the Village (including revisions thereto).
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20. Inducing, encouraging, or attempting to induce any officer or employee in the municipal service
to commit an illegal act, to act in violation of any lawful departmental or official regulation or
order, or to participate therein.
21. Solicitation, request, receipt or participation in any fee, gift, or other valuable thing that is given
in the hope or expectation of receiving a favor or better treatment than that accorded other
persons.
22. Use or attempted use of political influence or bribery to secure advantage in an examination,
transfer, evaluation and/or promotion.
23. Failure to payjust debts due or owing, including taxes, licenses, or fines due the Village, or failure
to make reasonable provision for the future payment of such debts.
24. Absence from duty, including emergency or after hours work when the employee is "on call",
without approval and in accordance with the leave provisions of this Manual, including "leave
earlies" and tardiness (except as provided by an approved FMLA leave).
25. Excessive or unreasonable use of Village telephones, network resources, electronic devices or
other equipment for the conduct of personal business during working hours, or for unauthorized
long-distance calls.
26. Claiming sick leave under false pretenses or otherwise misrepresenting reason for time off or use
of other benefits.
27. Failure to maintain a satisfactory attendance record, except in accordance with the FMLA (or
agreed upon accommodation provision for disabled individuals).
28. Unwelcome sexual advances, requests for sexual favors,any verbal or physical conduct of a sexual
nature or where such behavior interferes with the work performance or environment of
employees,Village officials or the public,and/or any other violation of the Village's published anti-
harassment policy.
29. Violation of the Village's EEO Policy.
30. Violation of the Village's Anti-Violence Policy.
31. Violation of the Village's Social Networking Policy.
32. Falsification, including misrepresentation (or omission) of Village Records, no matter when
discovered.
33. Unauthorized sleeping on the job, including excessive or extended period(s) of closed eyes on
working time.
34. Violation of departmental rules and regulations, standard operating procedures, general orders,
and/or departmental directives.
35. Unauthorized possession, use or copying of any records that are the property of the Village.
36. Repeated or chronic violation of the Village's policies or guidelines.
37. Any other conduct deemed directly or indirectly harmful to Village residents.
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Chapter 22.00 — Additional Employee Responsibilities
22.01-Workplace Violence Policy
22.02- Professional Appearance at Work
22.03- Political Activity
22.04-Village Social/Business Events
22.05-Official Misconduct
22.06-Weapons Prohibited
22.07-Gratuities and Gifts
22.08-Solicitation, Distribution and Use of Bulletin Boards
22.09- Bulletin Boards
22.10- Distribution of Communications
22.11-Outside Employment
22.12- New Releases and Media Contact
22.13-Village Inspecting Rights
22.14- Lockers, Desks and Other Village Property
22.15-Smoking/Electronic Smoking Devices and Tobacco Prohibition
22.16- Release of Village Information
22.17-Child Protection Management
22.18- Drug-Free Workplace Policy
The values and principles of an organization define its identity.These organizational values and principles
guide its activities and help formulate the attitudes and actions of its employees. As public servants,
Village employees are expected to be responsible, honest, and fair. The Village places a trust in its
employees to work harmoniously with co-workers, outside agencies, vendors, citizens and the public.
22M - Workplace Violence Policy
It is the Village of Buffalo Grove's policy to promote a safe and comfortable working environment for its
employees.The Village is committed to working with its employees to maintain a work environment free
from violence, threats of violence, harassment, bullying, intimidation, and other disruptive behavior.
Violence, threats, harassment, intimidation, and similar behavior in our workplace will not be tolerated.
All reports of incidents will be taken seriously and will be dealt with appropriately. Such behavior can
include oral or written statements, gestures, or expressions that communicate a direct or indirect threat
of physical harm. Individuals who commit such acts may be removed from the premises and may be
subject to disciplinary action, criminal prosecution, or both.
If you observe or experience such behavior by anyone on Village property, whether he or she is an
employee or not, report it immediately to the Buffalo Grove Police Department by calling 9- 1-1 and your
Department Director. All reports will be investigated, and the appropriate action will be taken to remedy
the situation. No retaliation will be taken or tolerated against any individual who reports a complaint
under this policy and/or participates in an investigation of a complaint reported under this Policy.
In keeping with the spirit and intent of this policy, and to promote the Village's objectives in this regard,
the Village will endeavor to do the following:
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• To provide a safe and healthful work environment.
• To take prompt remedial action, up to and including immediate termination of employment,
against any employee who engages in any threatening behavior or acts of violence or who uses
any obscene, abusive, or threatening language or gestures.
• To take appropriate action when dealing with the customers, vendors, former employees,
residents, or visitors to the Village's facilities who engage in such behavior. Such action may
include notifying the police or other law enforcement personnel and prosecuting violators of this
policy to the maximum extent of the law.
• To prohibit employees,former employees,vendors, residents,visitors and other individuals from
bringing unauthorized firearms or other weapons onto the Village's premises. All persons,
including individuals licensed to carry concealed firearms by the Illinois State Police, are
prohibited from bringing firearms into or onto any park, library,or facility under the control of the
Village, as such firearms are banned from such areas.
• To establish viable security measures to promote the safety and security of the Village's facilities
and to properly handle access to the Village's facilities by the public, off-duty employees, and
former employees. The Village's employee assistance program (EAP) supports this policy. Any
employee who displays a tendency to engage in violent, abusive or threatening behavior, or who
otherwise engages in behavior that the Village, in its sole discretion, deems offensive or
inappropriate may be referred to the EAP for counseling or other appropriate treatment. Such
employees will also be subject to disciplinary action, up to and including termination of
employment.
In furtherance of this policy, employees should warn their Supervisors, Human Resources, Department
Directors, Deputy Village Manager or the Village Manager (or designee) of any suspicious workplace
activity, situations, or incidents that they observe or that they are aware of that involve other employees,
former employees,vendors, residents or visitors and that appear problematic.This includes,for example,
threats of acts of violence, aggressive behavior, offensive acts, threatening or offensive comments or
remarks, and the like. Employee reports made pursuant to this policy will be held in confidence to the
extent possible. The Village will not tolerate any form of retaliation against any employee for making a
report under this policy.
22M - Professional Appearance at Work
Employees are expected to be well groomed and dressed in a manner that is suitable to their
responsibilities and position. An employee's appearance must be business-like and reflect good taste.
When uniforms are furnished or required, they must be kept clean and neat, and must be worn while
performing the duties for the Village. When safety equipment is issued to employees, it is mandatory that
it be worn when performing tasks for which such equipment is provided. In some instances, when an
employee separates from the Village, their uniforms or equipment may need to be turned in to their
Immediate Supervisor.
22M - Political Activity
Except as expressly permitted by the Illinois Local Governmental Employees Political Rights Act,
employees are prohibited from bringing their political affiliations to bear on their official duties.
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Specifically, the following political activities of employees are prohibited with respect to participation in
federal, state, or municipal elections.
1. Campaigning, fund raising, or other partisan political activities on Village premises while in the
performance of duties and responsibilities as an employee of the Village.
2. Use of official working time or unauthorized use of Village resources for political activity.
3. Promising any employment, position, work, compensation, or other benefits as consideration,
favor or reward for political activity.
4. Performing political activities at the direction of a Supervisor, Department Director, or other
Village official.
5. Using status or position as a Village employee in an endorsement or solicitation of votes in an
election.
22.04 - Village Social/Business Events
Under limited exception employees who are serving in the capacity of representing the Village at a
social/business event, may consume alcohol in moderation and are expected to conduct themselves in
accordance with appropriate business standards.
2205 - Official Misconduct
All Village personnel are expected to conduct themselves in a professional and business-like manner.The
Illinois Compiled Statutes specifically prohibits public officers and employees from:
1. Failing to perform mandatory duties required by law; and
2. Performing an action known to be forbidden by law; and
3. Acting in excess of lawful authority in order to obtain a personal advantage; and
4. Soliciting or knowingly accepting a fee or reward for performing any act.
Anyone found to have engaged in any of these prohibited practices can forfeit public office or employment
and may have committed a criminal felony.
2206 - Weapons Prohibited
Except for duly authorized law enforcement personnel,Village employees shall not possess or carry a gun
or other weapon while at work, in Village facilities, on Village property or in a Village vehicle. A weapon is
defined as:
1. Any device whether loaded or unloaded,that shoots a bullet, pellet,flare or any other projectiles
including those powered by CO2. This includes, but is not limited to, machine guns, rifles,
shotguns, handguns or other firearm, BB/pellet gun, spring gun, paint ball gun, flare gun, stun
gun,taser or dart gun and any ammunition or any such device.Any replica of the foregoing is also
prohibited.
2. Any explosive device, including but not limited to, firecrackers and black powder.
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3. Any device that is designed or traditionally used to inflict personal injury including but not limited
to, bows and arrows, any knife with a blade longer than three inches, hunting knife, fixed blade
knife, throwing knives and daggers.
Notwithstanding the above, employees may possess weapons within the Village Police Department
building with the written permission of the Village Chief of Police. Employees may also possess weapons
in any Village employee parking lot for the limited purpose of complying with the Illinois Firearm
Concealed Carry Act(430 ILCS 66).
The violation of this policy will lead to disciplinary action up to and including termination and/or criminal
prosecution.
22.07 - Gratuities and Gifts
Employees shall not solicit, accept or agree to accept any gift of any kind from any person or business
entity doing business or wishing to do business with the Village, except where said gift is expressly
permitted by the Illinois State Officials and Employees Ethics Act. A "gift" means any gratuity, discount,
entertainment, hospitality, loan, forbearance, or other tangible or intangible item having monetary value
including, but not limited to, cash, food and drink, and honoraria for speaking engagements related to or
attributable to government employment or the official position of an employee. Employees shall comply
with the Illinois State Officials and Employees Ethics Act at all times.
Additionally, employees should not solicit or seek donations or contributions on behalf of other
employees for gifts, sales of products or services, flowers or other reasons except with the prior approval
of the Village Manager(or designee).
22.08 - Solicitation, Distribution and Use of Bulletin Boards
Employees of the Village may not solicit during working time, nor may employees distribute literature
during working time or in working areas. Employees may not accept the solicitation or the distribution of
literature by any non-employee while you are on working time. Working time is the time you are
performing or are expected to perform the duties of your job. "Working time" does not include meal
periods, rest breaks or before/after your shift.
22.09 - Bulletin Boards
Bulletin boards maintained by the Village are to be used only for posting or distributing material of the
following nature:
1. Notices containing material directly concerning Village business.
2. Announcements of a work-related nature or legally required postings which are equally applicable
and of interest to employees.
3. All posted material must have authorization from administrative staff.All employees are expected
to check these bulletin boards periodically for new and updated information and to follow the
rules set forth in all posted notices. Employees are not to remove material from the bulletin
boards.
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22.10 - Distribution of Comm unications
The Village prohibits any form of solicitation and the distribution of written materials or literature on
Village property where:
1. The solicitation or distribution occurs in a work area;
2. The employee engaged in the solicitation or distribution is on work time (excluding lunch
periods, rest periods,and other periods when the employee is not expected to be working);
or
3. The employee is on work time and the solicitation or distribution interferes with the work
of other employees.
The Village also prohibits:
1. Solicitation or distribution on Village property by non-employees;
2. Solicitation on customer premises; and
3. The use of Village equipment such as fax machines, or photocopiers to prepare information
for solicitation or distribution.
Any employee who violates this policy is subject to disciplinary action, up to and including termination of
employment.
2211 - Outside Employment
Employees are prohibited from engaging in outside employment that interferes with their duties and
responsibilities for the Village. "Outside employment" includes both work for another employer and self-
employment as consultant,independent contractor etc.Outside employment may be deemed to interfere
with "an employee's work for the Village in a variety of ways, including but not limited to, causing
absenteeism, distraction or creating a conflict of interest. Employees may not work for an outside job on
Village property, using any Village equipment or resources or while representing the Village outside of
work hours. Employees shall never solicit or enhance personal opportunities by representing themselves
as a Village employee.
Employees sustaining an injury arising out of non-Village employment resulting in lost time from the
Village should be covered by that employer's Workers' Compensation plan, not the Village's.
22.1.2 - News Releases and Media Contact
The Village Manager (or designee) shall be the primary staff spokesman for the Village, consistent with
the policy direction of the Corporate Authorities. Village Department Directors or their designees may
confer with representatives of the news media on matters related to their departments. It shall be the
responsibility of each Department Director to develop and administer a policy for responding to media
requests, including appropriate staff qualified and authorized to disseminate media responses. Upon
contact with news media pertaining to sensitive matters, the Department Director (or designee) shall
report to the Office of the Village Manager (or designee) the content and substance of the inquiry,
information conveyed and potential additional inquiries or issues of sensitivity that may arise as a result
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of the media contact or underlying subject matter. All employees, when representing the Village and
conveying its official positions,shall refrain from overtly political or opinionated speech, unless specifically
authorized to do so by the Village Manager(or designee), in accordance with Village Board direction.
This policy will be construed in accordance with all applicable laws to respect the free speech rights of the
individuals involved while also ensuring that our residents are properly served.
2213 - Lockers, Desks and Other Village Property
Lockers, desks, vehicles, equipment and other Village containers and property that you are permitted to
use during your employment are and remain the property of the Village. You are not permitted to keep
or store any illegal or prohibited items or substances in or on such property. No individual should not have
any reasonable expectation of privacy with regard to any items kept or stored in any locker,desk,or other
Village property as all of those areas are subject to inspection by the Village. Village owned property is
subject to search by the appropriate Supervisor or Department Director for any reason and without prior
notice. Personal locks are not permitted on Village property and may be removed by management.
Violation of this policy and/or refusal to cooperate with a search, is grounds for immediate dismissal.
22.1.4 - Smoking/Electronic Smoking Devices and Tobacco Prohibition
Smoking is not permitted at any time on Village premises unless the Village Manager (or designee) has
designated an area as a smoking area and the area is at least fifteen (15) feet away from any Village
building entrance. Smoking is defined as inhaling or carrying a lighted cigarette, cigar, pipe or using any
electronically operated device which may or may not contain nicotine in a combination with other
chemicals that are intended to be inhaled as a vapor by the user. This is intended to include, but not be
limited to, e-cigarettes, e-cigars, hookah pens and any other inhaled nicotine delivery system. There will
be no exceptions to this prohibition. Smoking that takes place in violation of this policy may result in
discipline, up to and including termination of employment.
22.1.E - Release of Village Information
All employees are expected to exercise good customer service practices and, to the extent possible,
answer general questions about the policies and practices of the Village. Requests for specific printed
information, unpublished reports, written or verbal reports about meetings not subject to the Open
Meetings Act (OMA), plans in progress, matters of internal business affairs or matters related to the
personal affairs of Village employees or officers shall be referred to the Village Manager (or designee),
Director of Human Resources or Department Director and shall not be released by an employee unless
specifically directed to do so by the Village Manager (or designee), Director of Human Resources or
Department Director. Requests for information, pursuant to the Illinois Freedom of Information Act(FOIA)
shall be coordinated by the FOIA officer(s) in the applicable department(s), in concert with the Village
Clerk's office.
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2216 - Child Protection Management
It is the policy of the Village of Buffalo Grove to actively promote child abuse awareness and sexual
misconduct awareness and to implement procedures to provide the highest level of protection to all
minors. The Village is committed to preventing child abuse and sexual misconduct to minors while in
Village sponsored programs or activities. This policy applies to all employees, public officials, volunteers,
and agents of the Village who have any type of regular contact with minors on behalf of the Village. The
Village will not tolerate child abuse and sexual misconduct to minors of any kind in Village sponsored
programs or activities. All complaints of child abuse and sexual misconduct to minors while in Village
sponsored programs or activities are serious and must immediately be reported to the Village Manager
(or designee) and the Buffalo Grove Police Department. Additionally, mandated reporters must
immediately make a report of a suspected child abuse or sexual misconduct to DCFS by telephoning the
statewide DCFS Child Abuse Hotline at 1-800-25-ABUSE.
2217 - Drug-Free Workplace Policy
This Policy expresses the Village's desire to satisfy the requirements of the federal and state Drug Free
Workplace Acts (41 U.S.C.A. § 701 et seq. and 30 ILCS 580/1 et seq.). In accordance with applicable
statutes and concerns, the Village has resolved to maintain a drug-free workplace.
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Chapter 23.00 — Employee Safety and Development
23.01-General
23.02-On the Job Safety
23.03-Training and Development
23.04- Uniform/Clothing Provisions
23.05- Employee Identification Card Policy
23.06-Attitude and Appearance
23.07-Service Recognition
2101 - General
The Village Manager(or designee) in cooperation with Department and Division Directors along with the
Village's Executive Safety Committee shall be responsible for the development and administration of
programs relating to employee safety and development.This shall include providing for the general health
and safety of Village employees as well as other matters concerning employee relations.
2102 - On the Job Safety
A. The Village Manager (or designee) shall make reasonable efforts to promote among employees
and in the departments maximum standards for on the job safety. All employees shall be
responsible for performing work assignments in the safest manner possible. Prime consideration
shall always be given to safety in all work situations.
The Village may require an employee to undergo a medical examination by a doctor of the
Village's choosing and at the Village's expense when the employee's Department Director
reasonably believes, based on objective evidence,that the employee is unable to perform his/her
essential job functions or the employee will pose a direct risk to him/herself or others.
B. Supervisors, Division Directors, and Department Directors (or their designees) shall:
1. Be responsible for the establishment and implementation of appropriate safety
standards within their respective activity areas, for periodically reviewing accident
frequencies to determine and correct causes,and for identifying and correcting safety
hazards.
2. Ensure that all new employees, including temporary/seasonal, and/or part-time
employees are thoroughly advised, instructed, and supervised in necessary safety
policies, practices, and procedures.
3. Implement and actively support the Village's safety program.
4. Arrange and conduct safety meetings, inspections, and training sessions.
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5. Provide and/or require equipment necessary to adequately protect the health and
safety of employees.
6. Promptly investigate accidents, and prepare all necessary forms for documentation
and future suggestions for prevention of on the job injuries and hazardous conditions.
C. All employees shall:
1. Be thoroughly familiar with safety requirements and practices applicable to their
respective work assignments.
2. Actively observe safety practices, and report unsafe or potentially dangerous conditions,
work practices and accidents or injuries to their Supervisor immediately.
3. Refrain from engaging in horseplay,wrestling, hazing of co-workers,and any other unsafe
practice under penalty of disciplinary action up to and including dismissal.
4. Require all employees under their supervision to comply with all applicable safety rules
and practices.
5. Use reasonable precautions in the performance of their duties and act in such a manner
as to assure maximum safety to themselves, their fellow employees and the public.
6. Never remove or make ineffective any safeguard,safety device or safety appliance except
for the purpose of replacement, repair or adjustment.
7. Keep their work areas clean, orderly and, to the extent possible, free from all recognized
safety hazards.
8. Work in appropriate clothing, including footwear, suitable for the type of work being
performed and shall wear or use appropriate safety devices or personal protective
equipment as provided, or directed.
9. Wear properly fastened seat belts when driving or riding as a passenger in a Village owned
vehicle, or in a personal vehicle while on Village business.
10. Comply with all applicable Local, State and Federal traffic laws when operating a Village
vehicle or personal vehicle while on Village business.
D. Alcohol and Drug Policy for Commercial Driver's License Employees
The Village shall maintain policies and procedures for testing Commercial Driver's License (CDL)
holders for the misuse of alcohol and controlled substances, as required by the then- applicable
laws. The purpose of these policies and procedures is to prevent accidents and
injuries.Copies of the Village of Buffalo Grove Alcohol and Drug Testing Policy for Commercial
Driver's License Employees will be made available to CDL holders.
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2103 - Training and Development
The Village shall promote the training of its employees so that services rendered to the Village may be
more effectively delivered. Training may be at time of recruitment, in- service, specialized, professional
or academic. Training shall be determined by the Department Director or their designee. No
reimbursement for training shall be made without such approval.
Expenses for recruit, in-service, specialized and professional training including tuition, registration, fees,
supplies,and materials may be reimbursed by the Village.Travel and related expenses may be reimbursed
or advanced as noted within these Personnel Rules. Employees pursuing academic instruction will be
eligible for reimbursement of tuition and fees only upon completion of course work and according to
grade, as provided in these Personnel Rules and detailed below.
Training shall be supported by an approved Travel and Training Expense Report, including academic
training.As with travel related expenses, all receipts as well as final grades must be submitted in order to
qualify for reimbursement.
The following types of training are offered employees:
1. Recruit Training: Formal training programs which must be completed during the probationary
period following original appointment as a prerequisite to continued employment.
2. In Service Training: Training conducted during working hours on an individual or group basis to
improve skill performance, introduce new techniques, and/or keep abreast of developments in
the employee's field.
3. Specialized Training: Attendance of vocational, technical, or professional training programs
directly related to municipal service functions.
4. Academic Instruction: Completion, by correspondence or classroom attendance, of course work
provided by accredited educational institutions where such instruction will benefit the municipal
service.
With departmental approval, all expenses for recruit, in service, and specialized training including tuition,
fees, supplies, and books will be reimbursed by the Village.Travel, lodging, and other related costs will be
reimbursed as provided in Chapter 18.00. All reimbursements shall be subject to the availability of
budgeted funds designated for such purposes.
If, after all reimbursement requests are received, the dollar amount of the requests exceeds the funds
available for reimbursement, reimbursement will be made on a proportional/pro-rated basis, not too
exceed $5,000 annually. Additionally, costs associated with the purchase of course supplies, books, and
materials will not be reimbursed. , employees pursuing approved academic instruction are eligible for
reimbursement of tuition and fees only upon completion of course work and according to the following
schedule.
Grade Reimbursement A or B 100%
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C 50%
D or less 0%
Under no circumstances shall an employee's tuition reimbursement amount exceed the tuition rate as
established by Northern Illinois University, for like course work.
When requests for training and reimbursement exceed funds specifically budgeted for that purpose,
partial reimbursement of expenses may be made to employees in order to extend training opportunities
to as many employees as possible.
2104 - Uniform/Clothing Provisions
The Village will provide for the required uniform and special clothing needs of its employees, as
determined by the Village.These needs may be met by the purchase or lease of the appropriate uniforms
and clothing, at the discretion of the Village and subject to applicable departmental policies. The
employee will be responsible for proper care and use of clothing and uniforms and the laundering of same,
if appropriate. Each department will develop a replacement schedule based upon normal wear and usage.
2105 - Employee Identification Card Policy
All Village of Buffalo Grove employees will be issued an official Village identification card. This card will
include a photograph of the individual with their name and title. The
An identification card is to be carried or worn at all times while the employee is on duty (subject to
department specific exclusions)and will be displayed upon request.An employee is not required to display
an identification card when such an action would jeopardize the employee's safety, however, the
employee will comply with the request as soon as practical if and when it is safe to do so.
In lieu of wearing their Village issued identification card, uniformed employees must wear their
department issued identification, such as badge and nameplate, on their outer most garment at all times.
Non-uniformed employees must wear their identification card in a visible manner while on the Village
campus, while visiting any Village building and while conducting Village business no matter the location
including, commercial or residential locations within the Village.
Any employee who has been issued an identification card must immediately report its loss as soon as the
loss is recognized.
Access to secure areas of the Village will only be granted to authorized persons, unauthorized persons
should be prevented from entry into the secure areas within the Village. Visitors, members of the press,
consultants, and technicians will follow the protocols established by each department. Employees
observing individuals without a visitor pass or proper identification are responsible for ascertaining the
nature of the individual's business and ensuring visitor passes are obtained, if necessary.
Any employee who has been issued an identification card must return it upon separation from the Village
of Buffalo Grove.
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2106 - attitude and Appearance
A friendly and courteous attitude by Village employees toward the public is required at all times.Similarly,
employees are expected to deliver prompt, thorough, and efficient service to the public to the best of
their ability. All employees are required to maintain a neat and clean personal appearance including
clothing, personal hygiene and grooming appropriate for the position held and in conformance with the
established dress code of their individual department. If an employee reports to work in an unkempt or
disheveled appearance or uniform, he/she may be sent home without pay and/or otherwise subject to
appropriate disciplinary action.
2107 - Service Recognition
Employees who uniquely distinguish themselves through performance or innovation will be honored and
recognized by the Village. Upon recommendation of a Department Director and approval of the Village
Manager(or designee),such recognition may consist of a plaque,Certificate of Appreciation,or Resolution
presented to the employee by the Corporate Authorities.
Length of service shall be recognized in the following manner:
5 years of service= Pin
10 years of service=Glassware Set or comparable gift.
15 years of service= Pen Set or comparable gift.
20 years of service=department selected gift valued at$150.00.
25 years of service=department selected gift valued at$200.00.
30 years of service=department selected gift valued at$250.00.
35 years of service= "department selected gift valued at$500.00.
40 years of service=department selected gift valued at$1,000.00.
Full-time and part-time employees shall be included in the service award program. Temporary/seasonal
employees are not eligible for a service award under the terms of this program. Presentation of gifts shall
be made on the employee's anniversary date. Employees who retire from full-time employment with the
Village and subsequently become part-time employees will not be credited with the years spent as full-
time employees for the purpose of this policy.
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Chapter 24.00 — Travel Expenses
24.01- Policy
24.02-Travel Expenses
24.03- Use of Village Vehicles
24.04- Use of Personal Vehicles
24.05-Vacation Combined with Official Travel
24.06-Travel Reimbursement or Repayment of Advance to Village
24M - Policy
The Village of Buffalo Grove shall provide to employees reimbursement for reasonable and necessary
travel and related expenses while carrying out official duties, or attending approved professional
conferences and training courses. Employees will be expected to exercise good judgment and proper
regard for economy when incurring travel and training expenses. The policy is intended to apply to all
travel and training situations. Employees and Supervisors are responsible to identify training and
professional development opportunities within the nearest proximity to the Village. Out-of-state travel
requests must be recommended to and approved by the Village Manager(or designee)in accordance with
promulgated rules.
24M - Travel Expenses
The Village will continue to cover reasonable travel costs. However, we have made some alterations to
the policy to address current practices. The following expenses for approved travel may be reimbursed
according to established allowances or actual cost and subject to proof that the expenses were actually
incurred:
A. The Village of Buffalo Grove will no longer provide a travel advance.
B. Use of the Village purchase card is required for all travel expenses, unless circumstances require
an out-of-pocket expense. All credit card receipts should be kept and attached to the expense
report system. If an out of pocket expense is required, the employee shall be reimbursed (with
valid receipts).
C. If an out of pocket expense is required, the actual costs for reasonable meals and gratuities will
be reimbursed as documented by receipt(s). Reimbursement is limited to the appropriate per
diem rate ($50 per day) if meal and gratuity expenses incurred by the employee are deemed
reasonable, as determined by the Village Manager(or designee).
D. The Village will not reimburse the purchase of alcoholic beverages.
E. The Village will only pay for meal expenses in the event of overnight travel.
F. The Village will not pay for meals if a meal is provided by the event, unless dietary restrictions
cannot be met by the sponsoring organization.
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24M - Use of Village Vehicles
Village provided vehicles may be used to travel to destinations up to two hundred (200) miles (one-way)
from Buffalo Grove, if approved by the Department Director or Village Manager (or designee). Pre-
planned trips beyond two hundred (200) miles are to be approved by the Village Manager (or designee)
prior to use. Gasoline purchases are reimbursable when accompanied by a valid receipt. Employee's
receiving an automobile allowance from the Village may not use a Village owned vehicle. Exceptions to
this policy may be made only by the Village Manager(or designee).
24.04 - Use of Personal Vehicles
An employee who uses his/her personal vehicle for any approved business purpose must at all times
possess both a valid driver's license and valid automobile insurance. Employees using their personal
vehicles for approved Village business may submit for mileage reimbursement pursuant to then applicable
Internal Revenue Service guidelines.
24.05 - Vacation Combined with Official Travel
Employees wishing to combine a vacation by private vehicle with a business or convention trip, must have
their Department Director's written approval. The employee shall be reimbursed for travel to and from
the destination as provided by Section 21.03(C).
24.06 - Travel Reimbursement or Repayment of Advance to Village
A Travel and Training Expense Estimate Report must be completed not less than ten (10) working days
before a scheduled trip.All Travel and Training Expenses Reports must document the estimated and actual
expenses incurred and must be approved by the Department Director and Village Manager(or designee)
before processing for payment will be authorized. All Travel and Training Expense Reports submitted,
whether to return any unused advance or to request reimbursement must include all receipts. Failure to
include receipts may disqualify a reimbursement requested. Any inaccurate reporting of expenses is
grounds for disciplinary action, up to and including dismissal.
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Chapter 25.00 — Records and Reports
25.01- Personnel Records
25.02- Reports
25.03-Confidentiality
25M - Personnel Records
The Director of Human Resources in conjunction with the Department of Finance and General Services is
hereby designated as the central repository for all non-confidential personnel files and records of the
Village. Access will be in accordance with applicable laws.
25M - Reports
Every appointment, transfer, promotion, demotion, termination, sick leave, vacation leave, and other
temporary or permanent changes in the status of employees in the municipal service shall be reported in
writing.The Village Manager(or designee) is authorized to prescribe the time, manner,form, and method
of making any written report as may be stipulated in any of these rules.
25M - Confidentiality
Personnel records shall be confidential to the extent provided by law. An employee shall be allowed to
review his/her personnel file up to two(2)times during each calendar year during business hours or more
frequently if approved by his Department Director. Personnel records shall not be released to a third party
unless authorized by the employee or as otherwise required or permitted by law. Medical records shall
be confidential and stored in a file separate from an employee's personnel record file (with disclosure on
a need to know basis only). Copies of such documents will be made available to the employee upon
advance written request at the employee's expense.
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Chapter 26.00 — Appeals and Grievances
26.01-Grievance Policy
26.02-Grievance Procedure
26.03-Classification Grievances
26.04-Compensation Grievances
26.05- Retroactive Adjustment
26.06- Fire and Police Departments
26.07- Discretion of Village
26M - Grievance Policy
It shall be the policy of the Village of Buffalo Grove to give individual employees an opportunity to discuss
their grievances with their Supervisors in order to attempt to find mutually satisfactory solutions as rapidly
as possible. Employees are assured of freedom from restriction, interference, discrimination, or reprisal.
Appeals of disciplinary actions shall begin with a written grievance report as set forth in Section 26.02
below.
Although this Chapter outlines our general procedure for addressing workplace grievances, there is
nothing in this Chapter which creates a due process or other procedural right. Rather, each situation is
addressed on a case-by-case basis to ensure that the matter is promptly addressed and remedied (as
appropriate).
26M - Grievance Procedure
The grievance procedure shall follow the sequence below. An employee may be accompanied by any
person of his own choosing as his representative in the presentation of his grievance.
A. Oral Report: All grievances must be presented no later than ten (10) working days from the date
of the first offense giving rise to the grievance.
B. Written Report: If the oral grievance presentation fails to settle the grievance,the employee may
submit a written grievance report within ten (10)working days after the oral report was made. In
the case of a grievance resulting from a disciplinary action, the employee shall submit a written
grievance report within ten(10)working days from the effective date of disciplinary action.Within
ten (10) working days after receiving a written grievance report, the Supervisor shall furnish the
employee with a written reply.
C. Appeal to Department Director: If the written reply to the grievance is not satisfactory to the
employee, the employee may, within ten (10) working days after receiving the reply, submit an
appeal in writing to the Department Director. The Department Director shall confer with the
aggrieved employee and/or his/her authorized representative before rendering a decision. Such
decision shall be produced in writing and shall be delivered to the employee within ten (10)
working days of the date on which the appeal was received by the Department Director.
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D. Appeal to Village Manager(or designee): If the appeal to the Department Director fails to resolve
the grievance the employee may submit an appeal in writing to the Village Manager(or designee)
no later than ten (10) working days from the date a reply was received from the Department
Director. Within ten (10) working days of the receipt of an appeal, the Village Manager (or
designee) shall hear matters pertinent to the grievance. The decision of the Village Manager (or
designee) shall be final. The Village Manager (or designee) shall forward one copy of the course
of action he/she intends to follow to the employee concerned and to the Department Director.
26M - Classification Grievances
All grievances pertaining to the classification of an employee shall be made in writing to the Village
Manager(or designee),within five(5)working days of the classification or else the Village will assume the
employee agrees that the classification decision is fair and appropriate. The decision of the Village
Manager(or designee) shall be final in all matters of classification.
2604 - Compensation Grievances
The pay range established for a given class of work shall not be a subject of the grievance procedure.
26.05 - Retroactive Adjustment
All adjustments of grievances processed under this Chapter shall be retroactive to the time the grievance
is first presented to his Supervisor, unless the grievance reply specifically states otherwise.
26.06 - Fire and Police Departments
The grievance procedure for sworn personnel of the fire and police departments shall follow the process
set forth by their respective departmental rules, regulations and directives.Appeals of disciplinary actions
shall follow the process prescribed by the rules and regulations of the Board of Fire and Police
Commissioners and/or collective bargaining agreement, if applicable.
26.07 - Discretion of Village
While the Village normally will adhere to the procedures set forth above,there may be circumstances that
indicate that an alternate way to address the grievance is more appropriate (i.e., due to confidentiality,
privacy or similar business reasons as determined by management).The Village reserves the right to skip
any step in this procedure if the Village feels it is appropriate under the circumstances presented. The
Village reserves the right to alter the procedures at any time at the discretion of the Village Manager (or
designee).
Nothing in this Grievance Procedure constitutes a guarantee or promise of employment or a specific term
of employment.
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Chapter 27.00 — No Expectation of Privacy
27.01-Computers, Pagers,Telephones and Other Communications Equipment
27.02- Lockers, Desks and Other Village Property
2T01 - Computers, Pagers, Telephones and Other Communications
Equipment
As an employee of the Village of Buffalo Grove, you do not have any reasonable expectation of privacy
when you use a Village owned computer or communications system (i.e.: Smart phones, Tablets, flash
drives, etc.).The Village has the right to monitor your telephone conversations,to read your messages,to
inspect mail or documents sent to or by you, including the deciphering of encrypted text.
The Village may also access,without notice, data or text caches, e-mail and voice-mail boxes or accounts,
and other employer provided electronic storage systems.
The Village does not need to obtain prior judicial or other approval before inspecting this employer
provided equipment and your continued employment waives any claim you might have and constitutes
your knowledge of and acceptance of your waiver of any right of privacy you might otherwise have or
expect in your use of this equipment.
2T02 - Lockers, Desks and Other Village Property
Lockers, desks, vehicles, equipment and other Village containers and property that you are permitted to
use during your employment are and remain the property of the Village. You are not permitted to keep
or store any illegal or prohibited items or substances in or on such property.You do not shall not have any
reasonable expectation of privacy with regard to any items kept or stored in any locker, desk, or other
Village property.Village owned property is subject to search by the appropriate Supervisor or Department
Director for any reason and without prior notice. Personal locks are not permitted on Village property and
may be removed by management. Violation of this policy and/or refusal to cooperate with a search, is
grounds for immediate dismissal.
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Chapter 28.00 — Communications and Information Technology
28.01-General Use of Village Information Systems and Technology Equipment Policy
28.02-Social Media Policy
28.03- Identity Protection Policy
2&01 - General Use of Village Information Systems and Technology
Equipment Policy
A. The Village of Buffalo Grove Acceptable Use of Information Technology Resources Policy contains
a formal policy for all users of the Village's computer systems. Below is a high level summary of
that policy.
B. The Village's technology equipment, including but not limited to computers, telephones,
facsimile, and copier machines, is intended for acceptable business purposes. An employee may
only use this equipment for occasional personal/non- business purposes in an emergency and
only with the permission of their supervisor during non-working times. Village postage machines
may only be used for work related purposes.
C. The computers and computer accounts provided to the employees are to assist them in
performance of their jobs. All employees should not have an expectation of privacy in anything
they create, store, send, or receive on the computer system. All Village Information Technology
Resources are subject to the Illinois Freedom of Information Act. Users shall always comply with
Village records management rules and records retention requirements for all information,
including computer-based information.
D. The Village has the right, but not the duty,to monitor any,and all aspects of its computer systems,
including, but not limited to, monitoring sites visited by the employees on the Internet,
monitoring chat groups and news groups, reviewing material downloaded or uploaded by users
to the Internet, and reviewing e- mail sent and received by users. Logging into any Village
information system,cloud based or on-premise, is an acknowledgement of this and an agreement
to abide by it and all other governance regarding its use.
E. Only the Village Manager or Director of Administrative Services can procure software in
accordance with the Procurement Policy. Employees are strictly forbidden from using unapproved
software, and purchasing or installing software.
F. Upon termination of employment, the employee must return all Village equipment, passwords,
data, work product and documents (in any form) in the employee's possession or control. The
Village reserves the right to pursue all legal remedies for those who do not return Village property
in a timely manner as is consistent with the Village's business needs and legal obligations.
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2&02 - Social Media Policy
Use of personal or other computers on social media sites (i.e., blogs, wikis, Facebook, Twitter, etc.) can
present a problem to the Village, when such communications impact operations and/or the working
environment. The Village respects its employees' right(s) to free speech in accordance with the
parameters of the law, and does not intend to interfere with any off-duty or non-work related activities.
However,to avoid blurring the distinction between professional and personal communications,the Village
has developed the following guidelines for its employees who use social media sites(either on or off duty):
■ Blogs,wikis and other forms of online discourse are individual interactions, not communications from
the Village. Employees are personally and legally responsible for your communications.
■ When discussing the Village or Village-related matters, employees are encouraged to identify
themselves and make it clear that they are speaking for themselves and not on behalf of the Village.
Where appropriate, employees are encouraged to use a disclaimer such as: "The postings on this site
are my own and do not necessarily represent the Village's positions, conclusions or opinions."
■ Employees must not discuss or divulge confidential Village information, including, but not limited to,
business plans, strategies, Village financial information, or Village confidential or proprietary
information that has not been made public.
■ While employees may disagree with Village actions, policies,etc.,employees may not write knowingly
malicious or false comments about the Village, fellow employees (regardless of title or position),
customers, vendors or others affiliated with the Village. Posting of comments or materials (including
photographs, videos or audio) regarding the Village, its employees, or its services is prohibited if
obscene, knowingly false, or harassing. Posting of comments or materials (including photographs,
videos or audio) regarding the residents that are served, is prohibited if obscene, defamatory,
profane, libelous,threatening, harassing, abusive, or unprofessionally derogatory to a resident.These
issues will be reviewed on a case-by-case basis.
■ If a member of the media contacts an employee about his/her blog or posts and requests an official
comment from the Village on said blog/post, in order to deliver an appropriate message and to avoid
giving misinformation in any media injury, employees should state, "I am not authorized to comment
for the Village, (or I don't have the information you want). Let me have our Village Manager contact
you."Then contact the Village Manager(or designee) or Department Director to convey the Village's
response.
Violations of this policy generally will result in discipline, up to and including discharge. If an employee is
aware of any violation of this Policy,they are urged to notify management through our internal complaint
procedure. Be assured that the Village will not tolerate or condone any retaliation against any person who
reports a Policy violation and/or participates in an investigation of a potential violation.
IMPORTANT NOTE: Any violation(s) of the guidelines in this Policy are applicable, whether done during
work hours or outside of work, except as may be allowed by law.These issues will be addressed on a case-
by-case basis to protect the rights of our employees and also the rights of the Village, including our
employees and others we do business with in serving the residents of the Village of Buffalo Grove. In all
cases, there is nothing in this policy which is intended to limit or restrict an employee's right to engage in
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lawful speech and/or protected or concerted activities which are guaranteed by law. If there is conflict
with this Policy and the law, the law will govern.
2&03 - Identity Protection Policy
Improper disclosure of protected personal identifiers such as social security numbers may contribute to
identity theft and any number of resulting credit problems.The Village has adopted this Policy to protect
social security numbers from unauthorized disclosure. In accordance with the Illinois Identity Protection
Act, only employees who are required to use or handle information or documents that contain social
security numbers shall have access to such information or documents.All employees with access to social
security numbers in the course of their job duties must undergo training to protect the confidentiality of
the social security numbers.
When collecting a social security number or upon request by an individual, employees must provide a
statement of the purpose(s)for which the Village is collecting and using the social security number. Under
this Policy,social security numbers requested from an individual must be provided in a manner that makes
the number easily redacted, if required to be released as part of a public record request. If you have
questions about this policy or would like to report a violation (free of retaliation), you are encouraged to
contact your Department Director (or designee). Any individual found to be in violation of this Policy will
be subject to disciplinary action (no matter when discovered).
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Chapter 29.00 — Drug Free Workplace
29.01- Drug-Free Workplace Policy
29M - Drug-Free Workplace Policy
This Policy expresses the Village's desire to satisfy the requirements of the federal and state Drug Free
Workplace Acts (41 U.S.C.A. §701 et seq. and 30 ILCS 580/1 et seq.). In accordance with applicable
statutes and concerns, the Village has resolved to maintain a drug free workplace.
Ants Prohibited
The unlawful manufacture, distribution, dispensation, possession, being under the influence, or use of a
controlled substance, including cannabis and alcohol is prohibited on Village Property.
Definitions
1. "Alcohol" means any substance containing any form of alcohol, including but not limited
to: ethanol, methanol, propanol and isopropanol.
2. "Cannabis" is defined as provided in the Cannabis Control Act(720 ILCS 550/1
et seq.)which provisions are specifically incorporated in this Policy.
3. "Controlled Substance" as defined in the Illinois Controlled Substance Act(720 ILCS 570)
which provisions are specifically incorporated in this Policy.
4. "Criminal Drug Statute" means a criminal statute involving the manufacture, distribution,
dispensation, possession, or use of any controlled substance.
5. "Manager" is the Village Manager(or designee).
6. "Village Property" means any building, common area, open space, vehicle, parking lot, or
other area owned, leased, managed, used or controlled by the Village. Village Property
shall include property used by Village patrons while on Village sponsored events.
7. "Drugs" mean Legal Drugs and controlled substances, including cannabis, medical
marijuana and the abuse of prescribed medications.
8. "Legal Drugs" mean prescription drugs, including medical marijuana and over-the-counter
drugs which have been obtained legally and are being used in the manner and for the
purpose for which they were prescribed or manufactured.
9. "Medical Facility" means any physician, laboratory, clinic, hospital, or other similar entity.
10. "Policy" means this Drug Free Workplace Policy of the Village of Buffalo Grove.
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11. "Possess" means to have either in or on an employee's person, personal effects, desk, files,
or other similar area.
12. "Public Safety Responsibility" means jobs in which an employee is entrusted with direct
responsibility over the health, safety and welfare of Village patrons, either through
supervision of programs or operation or maintenance of equipment.
13. "Under the Influence" means that the employee is affected by alcohol or drugs in any
determinable manner. A determination of being under the influence can be established by
a professional opinion, a scientifically valid test, a lay person's opinion, or the statement of
a witness.
Voluntary Treatment
It is the responsibility of each employee to seek assistance before alcohol or drug problems lead to
disciplinary action. Employees who suffer from alcohol or drug problems are encouraged to voluntarily
consult with their Department Director and undergo appropriate medical treatment. Participation in
such treatment will be at the employee's expense, unless otherwise accommodated. Employees are
encouraged to utilize the Employee Assistance Program ("EAP") benefit offered by the Village and/or
apply for time off under the FMLA policy if applicable.After the fact request for assistance under this
Section of the Policy will not excuse a Policy violation or limit the appropriate penalty for such violation.
Screening and Testing
The Village will require employees who are required to hold commercial driver's licenses ("CDL") as part
of conditions of employment to be screened or tested per the guidelines established by the United
States Department of Transportation.The Village may require employees who work on or near vehicles
or machinery, handle hazardous materials or substances of any kind, or have public safety responsibility
to be screened or tested on a random basis.The Village also may require any employee to be screened
or tested following a workplace accident where it is reasonable to expect the employee was impaired by
alcohol or drugs, during and after an employee's participation in an alcohol or drug counseling or
rehabilitation program, or upon reasonable suspicion that the employee is under the influence of
alcohol or drugs.The screening or testing will be conducted by a medical facility selected by the Village
and the initial testing will be at the Village's expense. Any subsequent testing will be at the employees'
expense at a medical facility selected by the Village.The screening or testing may require an analysis of
the employee's breath, urine and/or blood or such similar substance. Employees who undergo alcohol
or drug screening or testing will be given the opportunity, prior to the
collection of a specimen or other testing, to disclose the use of legal drugs, including medical marijuana,
and to explain the circumstance of their use. If an initial test is positive, a second test will be conducted
from the same sample. A confirmed positive drug and/or alcohol test may result in disciplinary action,
up to and including termination of employment.
Each Village employee is required to sign a form consenting to such a test. Prospective employees
applying for positions that require a commercial driver's license will be required to sign a consent form
prior to taking the pre-employment drug screening. Prospective employees for positions that require a
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pre-employment physical will be required to sign a consent form prior to taking the pre-employment
physical.
Each employee and prospective employee may also be required to sign a separate consent form
requested by the Medical Facility conducting the screening or testing. Refusal to sign any requested
consent form will result in non-hire or disciplinary action up to and including termination of
employment, as deemed appropriate by the Village, in its sole discretion, under the circumstances.
Additionally, refusal to submit to a drug or alcohol test, or refusal to cooperate, will result in non-hire or
disciplinary action up to and including termination of employment.
Treatment
The Village may give the employee one opportunity to undergo treatment offered by a clinic or trained
professional mutually acceptable to the Village and employee. Participation in such treatment will be at
the employee's expense, unless otherwise accommodated.The employee must enter the treatment
program within ten (10) days from the time of recommendation of treatment.The Village may choose to
reinstate the employee provided that the employee submits a statement issued by the Medical Facility
certifying that the employee has successfully completed the treatment program, that the employee is
released to return to work, and that the employee agrees to all conditions of reinstatement as
determined by the Village, which may include, but is not limited to, future alcohol and/or drug testing.
An employee who participates in a treatment program will be expected to meet job performance
standards and comply with all rules established by the Village. Participation in a treatment program will
not, in itself, protect the employee from disciplinary actions if job performance is unsatisfactory, and
avoid disciplinary action.
Use of Legal drugs
Any employee who works on or near vehicles or machinery, handles hazardous materials or substances
of any kind, or has public safety responsibility and who has taken a legal drug (including medical
marijuana) must report the use of such legal drug to the Department Director if the legal drug can affect
the employee's performance by causing drowsiness or if it alters perception,judgment, or reaction time
or prevents the employee from performing his or her job safely.The burden is on the employee to
ascertain from his doctor or pharmacist whether or not the legal drug has such a potential side effect
and to notify the Department Director to determine if some reasonable accommodation is
appropriate.The information will be retained by the Village in a confidential manner and will be
disclosed only to persons who need to know.The employee's Supervisor, after conferring with the
Department Director, will decide whether or not an employee may safely continue to perform his job
while using the legal drug. Failure to declare the use of such legal drugs will be cause for discipline, up to
and including dismissal.
No-Lice of Convictions
Any employee who is convicted of violating any federal or state criminal drug statute must notify their
Department Director immediately(within twenty four (24) hours of conviction).
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Discipline/Penalties for Viola-Lion
1. An employee who reports to work under the influence of alcohol, controlled substances, or
cannabis or who manufactures, possesses, uses, sells or dispenses alcohol, controlled
substances, or cannabis while on Village property, is convicted of a drug related crime, causes
financial or physical damage to the Village, Village property or its employees, or fails to report
the use of legal drugs in accordance with this policy, or who otherwise fails to cooperate with
this policy will be disciplined and/or must successfully complete a drug abuse assistance or
rehabilitation program approved for such purposes by a federal, state or local health, law
enforcement or other appropriate agency and by the Village. On the first occurrence, discipline
may consist of suspension with or without pay, termination, and/or successful completion of a
drug assistance or rehabilitation program as deemed appropriate by the Village, under the
circumstances.The employee shall be terminated on the second occurrence.
2. The Village shall terminate an employee (a) if the employee refuses to submit to diagnosis,
testing or screening upon request of the Village; (b) if the employee tampers in any way with the
specimen given to the Medical Facility for purposes of drug screening or testing; (c) if the
Medical Facility recommends treatment and the employee refuses to undergo such treatment;
(d) if, while undergoing treatment, the employee fails or refuses to follow the course of
treatment; (e) if the employee, who in the course of or following treatment, is again under the
influence of alcohol or drugs in violation of this Policy; or, (f) if the employee fails to notify their
Department Director of an arrest and/or conviction for violating any federal or state Criminal
Drug Statute in accordance with this policy.
3. An employee who participates in a treatment program will be expected to meet job
performance standards and comply with all rules established by the Village (with or without a
reasonable accommodation if the individual is disabled). Participation in a treatment program
will not, in itself, protect the employee from disciplinary actions.The Village, however, will not
take adverse action against an employee solely because he voluntarily and successfully
completes medical treatment.
Pre Employment Screening
After a conditional offer of employment is made, for applicable positions, in the Village's employment
selection procedure, persons otherwise offered a position with the Village will be required to undertake
a job related physical examination which may include a drug screening test.
Inspections
In order to assure that employees comply with the prohibition on manufacturing, distributing,
dispensing, possessing, or using alcohol, controlled substances, or cannabis (including medical
marijuana) and to otherwise protect Village employees, visitors and property, employees may be subject
to inspection as follows (not all inclusive):
1. Lockers, desks, files, vehicles, equipment and other Village containers and property that an
employee is permitted to use during employment with the Village are and remain the property
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of the Village. Employees are not permitted to keep controlled substances, cannabis (including
medical marijuana) or alcohol in or on such property. Any such property reasonably suspected
of having or holding such substances is subject to search by the Village, including vehicles
parked on Village property.
2. Any refusal (or delay)to submit to such an inspection will be treated as an act of
insubordination and will result in disciplinary action which may include termination.
3. Employees should not bring any property or items on Village premises, including parking lots,
unless he/she understand that such property and item is subject to disclosure under this Policy.
As such, an employee should not expect privacy related to such items.
Regards
The Village will maintain medical records relating to alcohol or drug abuse, diagnosis, and treatment in a
confidential manner and in a file separate from the regular personnel file. Access will be limited to those
who need to know.The Village will not disclose these records to persons outside the Village without the
employee's consent unless disclosure of the records is necessary for legal or insurance purposes and/or
as allowed by law.
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Chapter 30.00 — Management Rights
30.01- Management Rights
30M - Management Rights
The Village shall retain the sole right and authority to establish and administer all matters of inherent
managerial policy, including but not limited to the functions of the Village government and its
departments, standards of service, budgeting, organizational structure, the selection of new employees,
and the direction of employees.The Village shall retain the sole right to amend its policies, procedures,
rules and regulations as it deems necessary, at any time with or without prior notice. Nothing in this
Manual shall be construed to limit or alter the Village's rights in this regard.
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Chapter 31.00 — Savings Clause and Amendment
31.01-Savings Clause
31.02-Amendment
3LO1 - Savings Clause
Invalidation of any chapter, section, or part of this Manual shall not affect the validity of the other
chapters and sections.The Village reserves the right to amend any policy or practice to the minimum
extent necessary to conform to any applicable law or ordinance.
3LO2 - Amendment
Amendment of this Manual shall be considered approved and effective upon a majority vote of the
Corporate Authorities, unless otherwise specifically indicated.
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ACKNOWLEDGMENT FORM
I hereby acknowledge receipt of the Village of Buffalo Grove Personnel Manual ("Manual"). I agree and
represent that I have read or will read the Manual in its entirety. I understand that the Manual has been
developed as a reference guide for Village employees and that neither the Manual nor its individual terms
constitute or represent binding contractual commitments or promises, either expressed or implied, on
the part of the Village. I also understand that the policies, benefits and guidelines contained in the Manual
can be changed or discontinued by the Village at any time, with or without prior notice.
I understand that no representative of the Village, other than the Village Manager(or designee),with the
approval of the Corporate Authorities, has authority to enter into any employment agreement for any
specific period of time or to make any binding representation or agreement, whether oral or written,
contrary to the foregoing.
I understand and will comply with all policies within the Manual in addition to any other Departmental
rules or policies that apply to my employment, as amended January 1, 2024 and effective January 1 Day,
2024.
Signature Date
Print Name
Department
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