S-1102 - 01/25/2005 - PERSONNEL RULES & R PL-RR - OrdinancesORDINANCE 2005- PL -RR -S -1102
AN ORDINANCE AMENDING ARTICLE V OF THE PERSONNEL
MANUAL OF THE VILLAGE OF OAK BROOK, ILLINOIS
WHEREAS, the President and Board of Trustees of the Village of Oak Brook have heretofore
adopted the Village of Oak Brook Personnel Manual, and
WHEREAS, it is deemed appropriate that said Personnel Manual be amended
NOW, THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows
Section 1 The provisions of the preamble hereinabove set forth are hereby adopted as though
fully set forth herein
Section 2 Article V, Section 5 13 (B) (2 e) of the Personnel Manual of the Village of Oak Brook
be and is hereby amended to read as follows
(e) Village Contribution to Tuition Expense
(1) The Village will reimburse 100% of the employee's tuition upon presentation of a
pre- approved application form, a tuition receipt and an official grade report from
the accredited educational institution showing completion of the course with at
least a "B" grade or equivalent The Village will reimburse 50% of the
employee's tuition upon presentation of a pre- approved application form, a
tuition receipt and an official grade report from the accredited educational
institution showing completion of the course with a "C" grade or equivalent
Where a course involves Pass /Fail, the student must petition for a grade from
the professor to qualify for participation If the employee receives compensation
from another source (e g the G I Bill, Illinois Law Enforcement Association,
etc ) the Village will pay for that portion not covered by such sources
(2) An employee who separates from the Village less than two (2) years from the
time that he or she completes a course for which tuition reimbursement is
- received will be responsible for reimbursing the Village for the full cost of said
course tuition _The Village may credit any reimbursement expenses against
funds owed the employee at the time of separation This provision is effective
for all courses begun after June 1, 2005
Section 3 Article V, Section 5 18 of the Personnel Manual of the Village of Oak Brook be and is
hereby amended to read as follows
518 BENEFITS AND DISABILITY PAYMENTS FOR NON -WORK, AND WORK, RELATED
INJURIES
A Eligible Village employees are covered by one of three separate pension and disability plans
the Illinois Municipal Retirement Fund, the Police Pension Fund or the Firefighters Pension
Fund Eligible employees are subject to the regulations governing disability benefits in each
of their respective plans
Ordinance 2005- PL -RR -S -1102
Amending Article V of Personnel
Manual, Page 2
B A non -work related disability Is any physical or mental Impairment that makes a participating
employee unable to perform the essential functions of the fob description for their position but
that did not arise out of and in the course of employment with the Village
C In the event that an employee becomes eligible for and receives disability benefits from any
of the above named funds prior to utilizing all of his or her accumulated sick leave and
vacation leave, such benefits will cease to accrue and cease to be applied to the absence of
the employee Any unused sick and vacation leave will remain as a credit to the employee
and will be administered in accordance with Village policy after the disability period is over
In the event of a permanent disability, the Village shall pay for any accrued, eligible leave
D The following procedures will be followed in regard to the Village group health and life
insurance program during a period of disability
1 For the first three (3) months an individual is receiving a non -work, and work, related
disability payment from the IMRF, Police Pension Fund or Firefighters Pension Fund, the
Village will pay for its share of the cost of hospitalization and life insurance monthly
premiums
2 In recognition of the above and in order to qualify for this extension of benefits the
individual receiving disability payments after the completion of the third month shall pay
to the Village each month, an amount equal to the cost to the Village to maintain this
individual in the health, dental and life insurance plan
3 Inclusion of the individual in the health and life insurance plan shall terminate if for sixty
(60) consecutive days, payment is not received by the Village
Section 4 All ordinances or parts of ordinances In conflict with this ordinance are hereby
repealed to the extent of the conflict
Section 5 This ordinance shall be in full force and effect from and after its passage, approval
and publication as required by law
Kevin inlan,
Vlilag President
Ayes
Nays
Ordinance 2005- PL -RR -S -1102
Amending Article V of Personnel
Manual, Page 3
PASSED THIS 25th day of January, 2005
Trustees Aktipis, Craig, Korin, Yusuf and Zannis
None
Absent Trustee Caleel
ATTEST
Lin a K 6onnella, CMC
Village Clerk
g �-
ARTICLE V
Exhibit A
BENEFITS AND LEAVES
(Changes noted by Strike - through /underline)
5.01 APPROVAL OF LEAVE
Use of all forms of leave must be approved in advance by the Department Head.
5.02 SICK LEAVE
A. Policy:
Sick leave is not a privilege that an employee may use at his or her discretion. Sick leave may be
used only in the case of:
1. Actual sickness
2. Disability of employee
3. Childbirth by the employee or spouse
4. Medical or dental appointment which cannot reasonably be scheduled during non-
working time
5. Serious illness of members of the immediate family defined as follows, and subject to the
limitations of Section 5.02 C 2:
a. Spouse
b. Son or daughter
C. Mother or father
d. Sister or brother
e. Mother -in -law or father -in -law
f. Sister -in -law or brother -in -law
g. Grandparents or grandparents -in -law
B. Accrual:
Upon the initial hiring of a full -time employee and after the end of the first month thereafter,
such employee shall receive one (1) day's sick leave or eleven (1 1) hours of sick leave for non -
bargaining unit fire officers, regardless of the date of hire. Full -time employees accrue sick leave
at the rate of one (1) day of sick leave for each full month of service, up to a maximum of 180
days; non - bargaining unit fire officers accrue 1 1 hours of sick leave for each full month of
service, not to exceed 2,016 hours. Unused sick leave may be carried from year to year.
Any full -time employee using more than three (3) sick days in a calendar month, or one (1) duty
day in the case of commissioned Fire personnel, does not accrue sick leave for that month.
C. Use of Sick Leave:
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I . To receive compensation while absent on sick leave, the employee shall notify his
immediate supervisor not less than one (1) hour before the time set for beginning his or
her daily duties.
2. Battalion Chiefs may utilize up to one (1) duty day of sick leave, and other full -time
employees may utilize up to three (3) days sick leave for a serious illness of a member of
the immediate family or because of childbirth or adoption by the employee or spouse,
which shall be charged against accrued sick leave.
3. An employee using sick leave for three or more consecutive scheduled days, or more
than one day for Fire shift personnel, must submit a physician's certificate certifying the
illness before compensation will be allowed. Employees using sick leave for less than
three consecutive scheduled days, or one day for Fire shift personnel, may be required
to submit a physician's certificate. Claiming sick leave under false pretenses is grounds
for disciplinary action up to and including termination. Patterns of sick leave use may
cause suspicion of sick leave abuse.
4. An employee who is injured off duty and who recovers damages from a third party must
reimburse the Village for any Village expenditures, including health benefits, from the
recovery of damages.
D. Payment for Unused Sick Leave Upon Separation
Upon separation following ten (10) years of continuous full -time service with the Village,
employees can elect to receive either:
1. 25% of accrued sick leave not to exceed 180 days or the equivalent of 2,016 hours for
battalion chiefs, at the employees' then rate of pay; or
2. The Illinois Municipal Retirement Fund statutory service credit authorized pursuant to the
provisions of Chapter 40 of the Illinois Compiled Statutes.
5.03 VACATION LEAVE
A. Eligibility:
All regular full -time employees are eligible for paid vacation leave. In addition, regular part -time
employees are eligible for paid vacation leave pursuant to the provisions of subsection 5.03 D.
B. Accrual:
Revised 02/10/04
1. Computation of Vacation Leave:
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a. Vacation leave is computed in conjunction with the calendar year (January 1 to
December 31), and earned in the calendar year prior to that in which it may be
used, except that the initial vacation leave for regular part -time employees is
computed pursuant to the provisions of Section 5.03 D.
b. No vacation leave can be used by employees in the same calendar year in which
the employee is hired.
C. All vacation leave to which the employee is entitled in a calendar year shall expire
at the end of that calendar year except that the department head may recommend
for the Village Manager's approval carry-over of up to one (1) week vacation
leave unused due to operational circumstances not caused by the employee.
d. Generally, no employee may have more than the annual allotment of vacation
leave in their individual vacation bank at any time.
2. Two Weeks:
The initial annual vacation allotment shall be two (2) weeks of vacation prorated, based
on the number of months worked in the year of hire. Regular full -time employees are
allowed two (2) weeks of paid vacation leave beginning in the calendar year in which
the second, third and fourth years of service are completed.
The initial annual vacation allotment for Fire personnel above the rank of Fire
Lieutenant working 24 -hour shifts shall be six (6) duty days prorated, based on the
number of weeks worked in the year of hire. Fire personnel above the rank of Fire
Lieutenant working 24 -hour shifts are allowed six (6) duty days of paid vacation leave
in the calendar year in which the second, third and fourth years of service are
completed.
3. Three Weeks:
Regular full -time employees are allowed three (3) weeks of paid vacation leave
beginning in the calendar year in which the fifth year of service is completed.
Fire personnel above the rank of Fire Lieutenant are allowed eight (8) duty days of paid
vacation leave in the calendar year in which the fifth year of service is completed.
4. Four Weeks:
Regular full -time employees are allowed four (4) weeks of paid vacation leave beginning
in the calendar year in which the tenth year of service is completed.
Fire personnel above the rank of Fire Lieutenant are allowed ten (10) duty days of paid
vacation leave in the calendar year in which the tenth year of service is completed.
5. Five Weeks:
Regular full -time employees are allowed five (5) weeks of paid vacation leave beginning
in the calendar year in which the twentieth year of service is completed.
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Fire personnel above the rank of Fire Lieutenant are allowed thirteen (13) duty days of
paid vacation leave in the calendar year in which the twentieth year of service is
completed.
6. Management Personnel (Village Manager and Department Heads):
Shall be entitled to the following vacation benefits:
a. Two weeks, as computed under Section 5.03 B.2.
b. Three weeks in the calendar year in which the second year of service is completed.
C. Four weeks, as computed under Section 5.03 B.4.
d. Five weeks, as computed under Section 5.03 B.S.
C. Scheduling of Vacation Leave:
The time at which an employee may use vacation leave shall be approved by the
Department Head with due regard to the wishes of the employee and particular regard
to departmental operations. Generally, seniority shall govern in the choice of vacation
time.
D. Vacation Leave for Regular Part-Time Employees:
After one year of continuous service with the Village, regular part-time employees
(minimum 910 hours per year) shall be allowed vacation leave at the proportionate rate.
Vacation leave for regular part-time employees shall be adjusted annually in accordance
with the above vacation leave increments based on years of service (see Section 5.03
B.1.).
5.04 PERSONAL DAYS
All full -time employees are entitled to three (3) personal leave days per calendar year, except
for non - represented Police and Communications Center shift personnel who shall be entitled to
one (1) personal day per calendar year (pro -rated in the initial year of hire). Notwithstanding,
the provisions of this Manual shall not affect any policy of additional personal leave (in excess of
three (3) days) heretofore approved by the President and Board of Trustees regarding full -time
employees employed as of December 1, 1980. Personal leave days must be taken in the
calendar year in which they are granted.
5.05 HOLIDAYS
A. Eligibility:
Except as stated below, all regular full -time employees are eligible for paid time off for specified
holidays. Unless otherwise specifically authorized by the Village Manager, holidays shall be used
in the calendar year in which they occur.
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B. Holidays Observed:
1/2 Day New Year's Eve
New Year's Day
Martin Luther King Birthday (non- represented Police and Communications shift personnel only)
1 /2 Day Friday before Easter
Easter Sunday (non- represented Police and Communications Center shift personnel only)
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day After Thanksgiving
Christmas Eve
Christmas Day
C. Application:
1. Holiday Compensation:
Paid holiday compensation is computed as one (1) working day's pay at a straight -time
pay rate and is credited to full -time non - exempt employees in addition to the number of
hours actually worked during the pay period.
2. Non - Represented Shift Personnel and Library Personnel:
a.) Non - Represented Shift Personnel receive a time equivalent to other full -time
Village employees for holidays scheduled by the Department Head. Any such
employee, with the consent of the Department Head and the Village Manager,
may carry over unused holidays scheduled for use during November and December
to the subsequent calendar year upon demonstration of extenuating circumstances.
b.) Library Personnel required to work on a day that is observed as a holiday pursuant
to 5.05 C 4, shall receive a full -time equivalent to other full -time Village
employees for such holidays. Any such employee, with the consent of the
Department Head and the Village Manager, may carry over unused holidays
scheduled for use during November and December to the subsequent calendar year
upon demonstration of extenuating circumstances.
3. Overtime, Paid Holiday:
Work performed in addition to the regularly established number of hours a day or days
a week by a full -time, non - exempt employee during a paid holiday is compensated at a
rate of one and one -half (1 ' /z) times the regular straight -time rate of pay in addition to
the paid holiday compensation. The overtime rate for hours worked in excess of eight
(8) hours on a holiday, and for all hours worked on a holiday if the employee is called
in to work the holiday on his or her day off, is two (2) times the regular straight -time
rate of pay.
4. Holidays Falling on a Weekend:
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a.) On Saturday:
When a holiday, except Christmas Eve and New Year's Eve, falls on Saturday, the
holiday is observed on the preceding Friday. If December 25 and January 1 fall on
Saturday, the Christmas Eve and one -half day New Year's Eve holidays are observed on
the preceding Thursday and Thursday afternoon, respectively.
b.) On Sunday:
When a holiday, except Christmas Eve and New Year's Eve, falls on Sunday, the holiday
is observed on the following Monday. If December 25 and January 1 fall on Sunday,
the Christmas Eve and one -half day New Year's Eve holiday are observed on the
preceding Friday and Friday afternoon, respectively.
c.) On Monday:
When December 25 and January 1 fall on Monday, the Christmas Eve holiday and the
one -half day New Year's Eve holiday are observed on the preceding Friday and Friday
afternoon, respectively.
5. Work Shift Changes:
Any employee whose shift commenced during a holiday and who worked a full shift
shall be considered as having worked on the holiday.
5.06 FUNERAL LEAVE
The Department Head may grant a regular full -time employee up to three (3) funeral leave days for a
death in the immediate family as defined in Section 5.02 A.5. Fire officers above the rank of
Lieutenant may receive up to one (1) duty day with full pay for the same purpose.
5.07 JURY DUTY
Employees shall be granted time off for required jury duty. Leave with pay may be authorized for
employees called for jury duty as required by statute. When such leave is granted, employees will
receive their full compensation; however, jury duty compensation shall be remitted to the Village.
5.08 MILITARY LEAVE
Employees who are required to attend military training exercises may request up to two (2) weeks of
unpaid leave per year. Additional unpaid leave for military training may be allowed if such leave does
not otherwise interfere with the needs of the department, and other employees can reasonably be
scheduled to cover the duties of the absent employee. In all events, applicable Federal law will
govern.
5.09 FAMILY AND MEDICAL LEAVE ACT (FMLA)
A. Leave of Absence - Family and Medical Leave Act
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I . Employees who have worked for the Village for the past 12 months and have worked for at
least 1250 hours are eligible for up to 12 weeks in unpaid leave in accordance with the
provisions of the Family and Medical Leave Act (FMLA leave) for the birth of a child, or
related to a serious health condition of the employee, or the employee's spouse, parent or
child.
2. Application for FMLA leave shall be made in writing, stating the reasons for the request, the
date desired for the start of the FMLA leave and probable date of return. Such request shall
be directed to the employee's Department Head.
3. If the Village acquires knowledge that a leave is being taken for an FMLA qualifying reason,
the Village shall notify the employee that the leave is designated and will be counted as
FMLA leave. Absent extenuating circumstances, the Village will notify the employee within
two working days after acquiring such knowledge.
4. For purpose of these rules, in computing the 12 -month period for FMLA leave privileges,
the preceding 12 months from the date of the requested start of FMLA leave shall be used
to determine the amount of available FMLA leave time for the employee.
5. FMLA leave taken for any reason shall not exceed a maximum combined total of 12 weeks
in any 12 -month period.
B. FMLA Leave - Serious Health Condition
1. For purpose of FMLA leave, a serious health condition is a disabling physical or mental
illness, injury, impairment, or condition, resulting in:
a. Inpatient care in a hospital, nursing home, or hospice; or
b. Outpatient care requiring continuing treatment by a health care provider.
2. A serious health condition is intended to cover conditions and illnesses that:
a. affect an employee's health to the extent that he or she must be absent from work on a
recurring basis or for more than a few days for treatment or recovery; or
b. affect the health of the child, spouse or parent such that he or she is unable to
participate in school or regular daily activities on a recurring or continuing basis.
3. Examples of "serious health conditions" include heart attacks, heart bypass operations and
procedures, most cancers, back conditions requiring extensive therapy or surgical procedures,
strokes, severe respiratory conditions, spinal injuries, appendicitis, pneumonia, emphysema,
severe arthritis, severe nervous disorder, injuries from serious accident, ongoing pregnancy,
miscarriages, complications or illnesses related to pregnancy, such as severe morning sickness,
the need for prenatal care, childbirth and recovery from childbirth.
C. FMLA Leave - Employee Health Condition
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Subject to the restrictions set forth in Section B, an employee with a serious health condition that
renders the employee unable to work is entitled to up to 12 weeks of FMLA medical leave in
any 12 -month period.
D. FMLA Leave - Birth, Adoption or Foster Care
1. Subject to the restrictions set forth in Section B, an employee is entitled to up to 12 weeks
of FMLA family leave in any 12 -month period for any of the following events:
a. Birth of the employee's child; or
b. Placement of child for adoption or as precondition to adoption; or
c. Placement of a child in foster care.
2. Entitlement to FMLA family leave under this section expires 12 months after birth, adoption
or placement.
3. Spouses who are employed by the same employer are only entitled to one 12 -week FMLA
family leave. However, this time may be split between such employees.
E. FMLA Leave - Care of Sick Child, Spouse or Parent
1. Subject to the restrictions set forth in Section B, an employee is entitled to up to a maximum
of 12 weeks of FMLA family leave in any 12 -month period to care for the employee's child,
spouse, or parent who has a serious health condition.
2. To "care for" includes caring for either physical or psychological needs.
F. FMLA Leave - Medical Certification
1. When an employee requests FMLA medical leave or FMLA family leave to care for a child,
spouse or parent, the Village may require an employee to provide medical certification from
an appropriate health care provider. The Village requires the employee to provide in this
certification the following information:
a. That the employee or family member has a serious health condition;
b. The date the serious health condition commenced and its probable duration;
c. The medical facts regarding the serious health condition; and
d. If employee medical leave, a description of the extent to which the employee is unable
to perform his or her job duties; or
e. If family medical leave, that the employee is needed to care for the child, spouse or
parent and the amount of time needed to provide the care.
f. If the employee is requesting partial or intermittent leave, the employer may request
verification of the schedule of treatment.
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2. For employee FMLA medical leave, the Village may, at the Village's expense, require the
employee to obtain the opinion of a second health care provider chosen by the Village. If
the Village's health care provider disagrees about any of the information in the certification,
the parties will mutually select a third medical provider at the Village's expense. The
decision of the third provider shall be final and binding.
G. FMLA Leave - Scheduling Leave
1. Advance notice is required for foreseeable or planned leave. An employee must provide the
Village with at least 30 days notice of the need for FMLA leave for birth, adoption, foster
care or planned medical treatment when the need for the leave is foreseeable. In any case in
which the need for FMLA leave is foreseeable based on planned treatment or supervision,
the employee must make a reasonable effort to schedule the treatment so as not to unduly
disrupt the employer's operation.
2. When the need for a FMLA leave request is unforeseeable, notice should be as soon as
practicable.
H. FMLA Leave - Partial Absences
1. Some FMLA leave can be taken intermittently or on a reduced schedule. By way of
example, employees may take leave in noncontinuous increments; e.g., every afternoon,
every Friday, one week each month, etc.
2. Family leave for birth, adoption or foster care can only be taken on an intermittent or
reduced leave basis with the approval of the Village Manager.
3. Medical leave may be scheduled as medically necessary.
4. The Village may temporarily transfer an employee after taking intermittent or reduced
scheduled leave to an employment position more suitable for recurring period of absence to
better accommodate the leave. Employee wages and benefits will remain the same as though
no transfer had occurred during the transfer period.
I. FMLA Leave - Denial
1. The Village Manager may deny a requested FMLA leave if the employee fails to provide
proper advance notice, unless the employee was unable to comply because of the need for
emergency health care.
2. The Village may deny a requested leave if the employee does not provide the required
medical certification after being requested to do so unless the employee was unable to
comply because of the need for emergency health care.
J. FMLA Leave - Must Exhaust Available Paid Leave
1. For family leave for birth, adoption or foster placement, an employee is required to exhaust
available sick leave and paid vacation leave before unpaid FMLA leave is commenced. In the
case of employees who schedule holidays, the balance of holidays earned but not used in the
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calendar year at the time the leave commences and through the expiration of the leave must
be exhausted before unpaid leave commences.
2. For medical leave for a personal or family serious health condition, an employee is required
to exhaust available paid sick (including the one day for Fire officers and three days for other
full -time employees cited in Section 5.02 C.2.), and vacation leave before unpaid FMLA
leave is commenced. For purpose of this section, accumulated sick leave shall be considered
as available only to the extent that the sick leave privilege may be used pursuant to Section
5.02 of this manual. In the case of employees who schedule holidays, the balance of holidays
earned but not used in the calendar year at the time the leave commences and through the
expiration of the leave must be exhausted before unpaid leave commences.
3. In all cases, an employee is not required to exhaust available paid personal days before
unpaid leave is commenced.
4. Paid leave taken as provided in subsections I and 2 above shall be counted as FMLA leave
against the total FMLA leave permitted within any 12 -month period.
K. FMLA Leave - Benefits
1. During the period an employee is on FMLA leave, the Village will continue to provide group
health insurance coverage under the same conditions as it did before the leave began.
2. With the exception of group health coverage, an employee is not entitled to accrue any
other employment benefit while on FMLA leave. This includes, but is not necessarily limited
to vacation and sick leave. Eligible employees may apply for IMRF benefit protection leave.
L. FMLA Leave - Return From Leave
1. A return date shall be agreed to by the employee and the Village Manager at the time
FMLA leave is granted. Generally, this will be the probable return date specified in the
employee's application, but must always be within the permitted FMLA leave period.
2. An employee may advance the designated return date by serving written notice to the
Village Manager not less than 30 days before the desired alternative return date, provided
that such alternative return date must be within the FMLA leave period available to the
employee. The Village Manager may waive such 30 days notice if the employee requests to
promptly return and a position is available.
3. An employee may request an extension of the FMLA leave by making application to the
Village in the same manner as on the original application, provided that such extension may
not be granted in excess of the total FMLA leave period available to the employee.
4. An employee returning from FMLA leave will be placed in the position the employee held
before the leave began, if the position is vacant. If the former position is not vacant, the
employee will be returned to a position having equivalent- employment benefits, pay, and
other terms and conditions of employment.
M. FMLA Leave - Resignations
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An employee who fails to return from a FMLA leave on the designated return date, either as
originally agreed or as extended, shall be considered as having abandoned and resigned the
employment position with the Village and will reimburse the Village for Health Insurance
premiums as provided in the Family and Medical Leave Act of 1993.
5.10 ABSENCE WITHOUT LEAVE
Absence of an employee from duty, including the absence for a day or portion thereof, that is
not authorized by prior approval shall be deemed to be absence without leave.
Any absence without leave shall be without pay and is grounds for disciplinary action. Any
employee who absents himself or herself for three consecutive work days without an authorized
leave shall automatically be considered to have resigned.
5.11 OTHER LEAVE WITHOUT PAY
A. Duration /Purpose
The Village Manager may grant a full -time employee leave of absence without pay for a period
not to exceed 90 calendar days. The Village Manager may grant a renewal of leave of absence
on a quarterly basis not to exceed one year; provided that this provision does not apply to
military leave. The criteria for approval is as follows:
1. Leave without pay shall be granted only when it serves to promote the mutual benefit and
interests of the employee and the Village, in the sole judgment of the Village Manager.
2. Leave of absence for training or study to enable the employee to render more valuable
service to the Village may be deemed as serving to promote mutual benefit and interest.
3. In the event that an employee has exhausted all forms of leave, including leave pursuant to
the Family and Medical Leave Act, and an emergency occurs, the employee may request an
emergency leave without pay. This request shall be directed to the Department Head, who
shall make a recommendation to the Village Manager, who may approve or deny the
request with whatever conditions he or she deems appropriate.
B. Benefits
Employees who are on leave without pay shall not accrue vacation or sick leave, and will bear the
cost of their medical, dental and vision insurance monthly premiums for the duration of any
leave exceeding 7 calendar days. Eligible employees may apply for IMRF benefit protection
leave.
C. Reinstatement
When the employee is ready to return to work, he or she will be reinstated only if the same or a
similar position is available. The employee is urged to consult the Village about reinstatement
before taking the leave, and the Village will make its best effort to inform the employee of the
likelihood of having a position available when the employee plans to return. Under no
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circumstances will the Village guarantee availability of a position to an employee who takes an
unpaid leave under this section.
5.12 INSURANCE BENEFITS
A. Health, Dental u Vision:
The Village of Oak Brook is self - insured, and offers medical and dental benefits under a group
health plan. Currently, the options of an Indemnity plan or a Preferred Provider Organization
(P.P.O.) plan are available. The Village also offers benefits through a Group Vision Care Plan.
Full -time employees and their eligible dependents may participate. Regular part -time employees
normally scheduled to work at least 20 hours per week may also elect to participate by paying
the full equivalent premium cost of the selected coverage (i.e. employee, employee plus one or
family). Coverage commences as follows:
Medical on the 41 st day of employment
Dental on the 181 st day of employment
Vision on the 1 st day of the month following the date of employment
The Village also offers an Internal Revenue Code Section 125 flexible benefit plan whereby
employees may contribute funds, on a pre -tax basis, to pay out -of- pocket medical, dental, vision
and child care /dependent care expenses.
The plans are fully described in the Summary Plan Descriptions, which are attached as Appendix
C (Health and Dental Plan), Appendix D (IRC Section 125 Plan) and Appendix E (Vision Plan).
They may be amended from time to time in accordance with their terms and applicable law.
Eligible employees who elect health and dental insurance shall be obligated to pay 7 and '/z
percent of the premium cost of the selected coverage (i.e., employee (single), employee plus
one (single plus one), and family).
B. Life
The Village provides group term life insurance to all regular full -time employees. Life insurance
and accidental death and dismemberment insurance is provided to each regular full -time
employee during the term of their full -time employment in the amount of $ 50,000.
5.13 TRAINING, DEVELOPMENT AND EDUCATION
A. General Provision
The Village is committed to the training, development and education of its employees. To
achieve this goal, training plans are developed at the individual department level and are
submitted and approved in conjunction with the annual budget process. Training plans highlight
the developmental needs for each department, and activities are established and prioritized by
balancing those needs with available funds.
Revised 02/10/04
The Village encourages employees to attend lectures, meetings, seminars and other
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job - related training programs. Advance approval must be obtained from the
other costs involved.
Attendance during regular working hours is paid. Attendance outside of regular working hours
is paid only if the training is required by the Village. Required attendance outside of the regular
work day shall be limited to meetings, lectures or training programs that are job - related and
cannot be attended during the regular work day.
When employees voluntarily attend meetings, lectures, college courses, or other training sessions
conducted by independent schools, colleges, associations, or other persons, or entities, their
attendance shall be unpaid, even if the Village pays the tuition for such courses under an
educational assistance program or other policy.
B. Reimbursement Criteria
1. Training
Employees shall be reimbursed for appropriate and necessary costs incurred for attending
seminars or other types of training approved in advance by the Department Head or his or
her designee.
Employees must complete and submit to their Department Heads a Village of Oak Brook
Travel Request Form, attached as Appendix F. This form is used to record estimated
expenses as well as actual expenses associated with training. Employees shall attach to the
Travel Request Form receipts for all itemized expenses. Upon approval, Department Heads
shall forward expense reports and receipts to the Village Manager or his or her designee for
review and final approval.
2. Education
a. General Provision
The Village will reimburse eligible employees for pre- approved undergraduate and
graduate courses according to the reimbursement schedule and other requirements set
forth below.
b. Eligible Employees
For purposes of this section, eligible employees are those regular full -time employees
who have successfully completed one (1) or more years of service to the Village.
c. Course Selection
The Advanced Educational Program sought by the employee must be job - related and
approved by the Village Manager. The schedule of courses selected by the employee
must be practical and compatible with the schedule of normal working hours for his or
her department.
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d. Application for Budgeted Funds
The Village's cost for approved training and education will be met from budgeted
amounts within the employee's department. The employee must submit a Tuition
Reimbursement Application Form (attached as Appendix G) for pre - approval by the
Department Head.
e. Village Contribution to Tuition Expense
(1) The Village will reimburse 100% of the employee's tuition upon presentation of a
pre - approved application form, a tuition receipt and an official grade report from
the accredited educational institution showing completion of the course with at least
a "B" grade or equivalent. The Village will reimburse 50% of the employee's
tuition upon presentation of a pre - approved application form, a tuition receipt and
an official grade report from the accredited educational institution showing
completion of the course with a "C" grade or equivalent. Where a course involves
Pass /Fail, the student must petition for a grade from the professor to qualify for
participation. If the employee receives compensation from another source (e.g.
the G.I. Bill, Illinois Law Enforcement Association, etc.) the Village will pay for that
portion not covered by such sources. With wFTtten ppFeva' of the Village Mane;
an Id VaTC efn o f the tuitkm wil be made to the ciiplE)yee P ' r'yr to
tal&g the n n
• I equivalent, 7
must FetuFn the arr eunt adyaHEed
(2) An employee who separates from the Village less than two 2) ene years from the
time that he or she completes a course for which tuition reimbursement is received
will be responsible for reimbursing the Village for the full cost of said course tuition:
15 all 3-,.Na1a«.j ..v... u.%. T...ub� u.—A _ ..... ___ _ 1,.,. -,
efthe —Eest of said EE)a~ tio�;. The Village may credit any reimbursement
expenses against funds owed the employee at the time of separation. This provision
is effective for all courses begun after }anuary June 1, 2005.
f. Time and Expenses Not Reimbursed
No time off with pay will be allowed for an employee to attend courses in connection
with his or her approved educational program. No meal or transportation allowance
will be given, and all books and classroom supplies are to be purchased by the
employee.
g. Educational Recognition Plan
Non probationary, sworn police and fire personnel will be granted annual stipends for
educational attainment. Curricula in Police or Fire Science, Criminal Justice and
Administration, Sociology, Police Science, Psychology and other related fields are
acceptable courses. Other curricula must be approved by the Department Head and
Village Manager. Stipends will be based on the following basis:
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Semester
Quarterly
Annual
Step Hours
Hours
Stipend
1 30
45
$ 300.00
11 60
90
600.00
111 90
135
900.00
IV 120
180
11200.00
The Educational Recognition Plan is retroactive and applies to those police and fire
employees who have accrued educational credit. The stipends are to be added to the
police and fire employees' existing salary immediately upon satisfactory completion of
the requisite number of course hours. Transcripts must be provided indicating all grades
are "C" or better.
The above provisions shall not be applicable to any person initially employed by the
Village subsequent to October 1, 1980.
5.14 PROFESSIONAL SOCIETY MEMBERSHIP; CONFERENCE ATTENDANCE
A. Membership
Village employees are encouraged to affiliate with professional organizations or societies for
which they qualify by profession and position, provided that such affiliation also benefits for the
Village, and membership is approved in the annual Village budget.
B. Conference Attendance
1. Full -time employees, with the approval of the Department Head and the Village Manager,
are eligible to attend professional conferences. Attendance is conditioned on the following:
a. The conference is in a field directly related to the employee's responsibilities.
b. Work load permits their absence from duties.
c. Funds are budgeted and available within the Department.
2. Employees are also encouraged to attend short courses or seminars. Application should be
made to the employee's Department Head or the Village Manager for permission to attend.
Permission to attend may be granted if it is determined there is sufficient benefit to both the
employee and the Village of Oak Brook.
C. Compensation and Reimbursement of Expenses
The Village shall compensate an employee in attendance at a conference, provided such
attendance is approved by the respective Department Head, or, in the case of a
Department Head, the Village Manager, for all or portions of the following:
I. 100% of registration fees.
2. All reasonable expenses for meals as approved by the Village Manager.
3. Single room accommodations.
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4. Coach fare for air, rail or bus transportation.*
5. Current I RS mileage rate for business use of an automobile.
6. Miscellaneous expenses such as parking, taxi, car rental, fuel for Village vehicles, etc., if
required.
The Village will not reimburse expenses for spouses or others.
*Note: Transportation to conference will be based on the most economical total cost to the
Village of Oak Brook.
Employees must receive pre - approval by completing and submitting to their Department
Heads a Village of Oak Brook Travel Request Form. This form is used to record estimated
expenses as well as actual expenses associated with the conference. Employees shall attach
to the Travel Request Form receipts for all itemized expenses. Upon approval, Department
Heads shall forward expense reports and receipts to the Village Manager or his designee for
review and final approval.
5.15 RETIREMENT BENEFITS
A. General Provision:
All Village employees, except police and fire sworn personnel, are covered by Social Security.
Additionally, certain eligible employees are covered by the Illinois Municipal Retirement Fund
(IMRF) as provided by Illinois law.
1. Social Security
Both the Village and the employee contribute to Social Security in equal amounts. Benefits
are governed by the Social Security Act and employees are encouraged to contact the Social
Security Administration periodically to verify their earnings. Benefit estimates may also be
obtained by contacting the Social Security Administration.
2. Illinois Municipal Retirement Fund
The Illinois Municipal Retirement Fund (IMRF) is a statewide defined benefit public
employee retirement plan that has been established pursuant to Illinois law. All employees
who are expected to work a minimum of 1,000 hours per year contribute to IMRF through
payroll deduction in an amount determined by statute. The Village also contributes to IMRF
on behalf of all participating employees.
To qualify for an IMRF retirement pension, an employee must be at least 55 years of age
and have completed eight (8) years of service. The pension benefit is determined by a
formula that is based on years of service and final average earnings. Employees should
contact IMRF for more information.
Illinois Municipal Retirement Fund
2211 York Road, Suite 500
OW.
Oak Brook, IL 60523
(630) 368 -1010
3. Police and Fire Pension Funds
All sworn personnel of the Police and Fire Departments may apply for participation in the
Police Pension Fund or Firefighters Pension Fund, as applicable. Only employees who are
accepted into the Fund may participate. The Funds are managed by locally established
boards in accordance with Illinois law. Both the Village and members of the Funds
contribute to the Funds. Members should obtain more detailed information by contacting
either the Police or Firefighters Pension Fund boards.
4. Separation Bonus
Upon termination of employment in good standing, Village employees initially employed by
the Village prior to March 1, 1982 shall be awarded separation bonus pay based upon years
of Village service according to the following schedule:
10 -14 Years of Service ..................... ............................... 30 Calendar Days Pay
15 -19 Years of Service ..................... ............................... 45 Calendar Days Pay
20 or More Years of Service .............. ............................... 60 Calendar Days Pay
Employees terminated for cause are not eligible for separation bonus pay.
B. Insurance for Retired Employees:
1. Retired or disabled firefighters, as defined in Article 4 of the Illinois Pension Code, may elect
to receive Village group hospitalization insurance for themselves and /or their dependents
pursuant to Section 5/367(f) of the Illinois Insurance Code (Chapter 215 of the Illinois
Compiled Statutes), provided that the full cost of said coverage shall be paid by the recipient.
2. Retired or disabled police officers, as defined in Article 3 of the Illinois Pension Code, may
elect to receive Village group hospitalization insurance for themselves and /or their
dependents pursuant to Section 5/367(g) of the Illinois Insurance Code, provided that the
full cost of said coverage shall be paid by the recipient and provided further that in the event
there is a conflict between the provisions of Article 3 (Policemen's Pension Fund- -
Municipalities 500,000 And Under) of the Illinois Pension Code (Chapter 40 of the Illinois
Compiled Statutes) and the provisions of Article 4 ( Firemen's Pension Fund -- Municipalities
5001000 And Under) of the Illinois Pension Code, the provisions of Article 3 shall govern.
3. Persons who have ten or more years of continuous regular full -time employment with the
Village of Oak Brook and who are fully qualified for immediate receipt of an IMRF
retirement or disability pension may elect to receive village group hospitalization insurance
for themselves and /or their dependents pursuant to the same conditions and procedures
which are applicable to disabled or retired firefighters who are eligible to receive village group
hospitalization insurance pursuant to paragraph 979(f) of the Illinois Insurance Code,
provided that the full cost of said insurance shall be paid by the recipient.
5.16 EMPLOYEE ASSISTANCE PROGRAM
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The Village provides an Employee Assistance Program (EAP) to all employees and their families.
The EAP is a professional counseling and referral service designed to help employees and their
families with personal problems. A confidential consultation may be arranged with a professional
counselor. Both short -term counseling and, if necessary, referral for additional treatment are
available as part of this program.
Employees may participate in the program by calling the EAP provider. The contact with the
EAP is confidential, and the nature of the problem, as well as the treatment, are generally
privileged information. No employer authorization is necessary to contact the EAP.
Perspectives
Employee Assistance Program
17W733 Butterfield Road
Oakbrook Terrace, IL 60181
(630) 932 -8008
5.17 MISCELLANEOUS BENEFITS
A. Uniform Provisions
Police and Fire Department uniform and clothing allowance provisions are set forth in the
appropriate Collective Bargaining Agreements. The Village will supply all other Police and Fire
Department personnel, Public Works Department personnel and clerical personnel with
designated uniforms. The maintenance cost for uniforms provided to Public Works employees
will be absorbed by the Village. Employees should review the uniform policy pertaining to their
specific departments.
B. Service Awards
Service awards are presented at the completion of 10, 15, 20, 25, 30 and 35 years of
continuous employment to all full -time, part -time and volunteer employees of the Village in
recognition and appreciation of dedication and service to the residents of Oak Brook.
In addition to the awards, all full -time employees of the Village shall receive the following, based
on length of continuous full -time employment:
I. 10 Years: $75 Gift Certificate
2. 15 Years: $100 Gift Certificate
3. 20 Years: $175 Gift Certificate
4. 25 Years: Two (2) weeks additional vacation for that year only or two (2) weeks
additional pay, at the election of the employee.
5. 30 Years: $200 Gift Certificate
6. 35 Years: $250 Gift Certificate
C. Mileage Reimbursement
Eau:
Any employee utilizing his or her private vehicle for Village business as approved by the
respective Department Head or the Village Manager (in case of Department Heads) shall be
entitled to the current IRS reimbursement rate.
5.18 BENEFITS AND DISABILITY PAYMENTS FOR NON -WORK, AND WORK, RELATED INJURIES
A. Eligible Village employees are covered by one of three separate pension and disability plans: the
Illinois Municipal Retirement Fund, the Police Pension Fund or the Firefighters Pension Fund.
Eligible employees are subject to the regulations governing disability benefits in each of their
respective plans.
B. A non -work related disability is any physical or mental impairment that makes a participating
employee unable to perform the essential functions of the job description for their position but
that did not arise out of and in the course of employment with the Village.
C. In the event that an employee becomes eligible for and receives disability benefits from any of
the above named funds prior to utilizing all of his or her accumulated sick leave and vacation
leave, such benefits will cease to accrue and cease to be applied to the absence of the employee.
Any unused sick and vacation leave will remain as a credit to the employee and will be
administered in accordance with Village policy after the disability period is over. In the event of
a permanent disability, the Village shall pay for any accrued, eligible leave.
D. The following procedures will be followed in regard to the Village group health and life insurance
program during a period of disability:
1. For the first three (3) months an individual is receiving a non -work, or work, related
disability payment from the IMRF, Police Pension Fund or Firefighters Pension Fund, the
Village will pay for its share of the cost of hospitalization and life insurance monthly
premiums.
2. In recognition of the above and in order to qualify for this extension of benefits the individual
receiving disability payments after the completion of the third month shall pay to the Village
each month, an amount equal to the cost to the Village to maintain this individual in the
health, dental and life insurance plan.
3. Inclusion of the individual in the health and life insurance plan shall terminate if for sixty (60)
consecutive days, payment is not received by the Village.
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