G-677 - 04/24/2001 - PERSONNEL RULES & R PL-RR - OrdinancesORDINANCE 2001- PL- RR -G -677
AN ORDINANCE AMENDING ARTICLE IV
OF THE PERSONNEL MANUAL
OF THE VILLAGE OF OAK BROOK
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 - That Article IV, Section 4.03 B 1. of the Personnel Manual of the Village of Oak Brook
be and is hereby amended to read as follows:
"Section 4 03. COMPENSATION FOR OVERTIME WORK
B Exceptions to Overtime Compensation
1 Exempt Employees.
Certain employees are designated exempt from FLSA regulations. This group of
employees is referred to as "exempt" employees Exempt employees are those
employees assigned to bona fide executive, administration, or professional positions within
the meaning of the FLSA. As such, they are exempt from the wage and hour provisions of
the FLSA. The following positions are exempt from FLSA regulations
Accountant
Accounting Manager
Aquatics Director (Seasonal)
Assistant Village Manager
Associate Golf Professional
Bath & Tennis Club Manager
Chief Building Inspector
Civil Engineer I
Civil Engineer II
Deputy Police Chief
Director of Community Development
Director of Information Services & Purchasing
Executive Chef
Finance Director
Fire Captain
Fire Chief
Food & Beverage Manager
Golf Club Manager
Golf Course Superintendent
Information Systems Specialist
Librarian
Ordinance 2001- PL -RR -G- 677
Amending the Personnel
Manual, Page 2
Library Director
Police Chief
Police Lieutenant
Public Works Director
Public Works General Foreman
Senior Librarian
Tennis Professional (Seasonal)
Village Attorney
Village Engineer
Village Manager
Section 2: Except as amended hereby, the Personnel Manual of the Village of Oak Brook shall
remain in full force and effect and is hereby ratified and confirmed.
Section 3 That this ordinance shall be in full force and effect from and after its passage, approval
and publication as required by law
Section 4 That the Village Clerk is hereby authorized and directed to publish this ordinance in
pamphlet form in the manner provided by law.
PASSED THIS 24 day of April, 2001.
Nays None
Absent None
Abstain None
APPROVED THIS 24
sib
r4�ag e r k
Approve as to Form
Village Attorney
day of April 2001
4�� . ez,4;�Z
V111 age President
Published April 25, 2001 Pamphlet Form
Date Paper
Employees covered by the Fair Labor Standards Act (FLSA) regulations are referred to as "non-
exempt" employees. Non - exempt employees shall not work more than their regularly scheduled
daily or weekly shift unless authorized by the Department Head or his or her designee. An
employee who works more than the regularly scheduled daily or weekly shift will be paid for the
extra time whether or not permission has been obtained, but may be subject to discipline for
insubordination if they continue to work unauthorized overtime. It is the responsibility of
supervisors and Department Heads to ensure that employees are not working unauthorized
overtime. Employees may arrive at their work station before their shift begins or remain after
their shift ends, but they may not perform any Village work during such periods.
Overtime shall be paid to non - exempt employees who work hours in excess of the regularly
scheduled hours, except 35 hour a week employees who are paid at their straight time rate for
additional hours between 35 and 40 in a week. The payment may be made in the form of cash
or compensatory time. The time rate for hours worked in excess of 40 hours shall be in all cases
one and a half times the number of overtime hours worked, except as provided in section 5.05
C 3.
B. Exceptions to Overtime Compensation:
1. Exempt Employees:
Certain employees are designated exempt from FLSA regulations. This group of
employees is referred to as "exempt" employees. Exempt employees are those employees
assigned to bona fide executive, administrative, or professional positions within the meaning
of the FLSA. As such, they are exempt from the wage and hour provisions of the FLSA.
The following positions are exempt from FLSA regulations:
a) Accountant
b) Accounting Manager
c) Aquatics Director (seasonal)
d) Assistant Village Manager
e) Associate Golf Professional
Q Bath 8z Tennis Club Manager
g) Chief Building Inspector
h) Civil Engineer I
i) Civil Engineer 11
D Deputy Police Chief
k) Director of Community Development
1) Director of Information Services and Purchasing
m) Executive Chef
n) Finance Director
o) Fire Captain
P) Fire Chief
q) Food 8z Beverage Manager
r) Golf Club Manager
S) Golf Course Superintendent
t) Information Systems Specialist
u) Librarian
V) Library Director
w) Police Chief
X) Police Lieutenant
Latest Revision 4/24/2001 IV -2
y)
Public Works Director
z)
Public Works General Foreman
aa)
Senior Librarian
bb)
Tennis Professional (seasonal)
cc)
Village Attorney
dd)
Village Engineer
ee)
Village Manager
2. Compensatory Time: Non- Exempt Employees
Non - exempt employees are generally allowed to accumulate up to 80 hours of
compensatory time. Compensatory time can be accumulated or used only with permission
of the Department Head.
The bank system works as follows: time is added until the maximum is reached. At any
time during a calendar year, all or part of the time may be used, with Department Head
approval. If some.of the time is taken from the bank, it may subsequently be replaced.
Once an employee's compensatory time bank reaches 80 hours, subsequent overtime
compensation must be paid in cash. The bank may be carried from year to year, but the
accumulated time in the bank may generally not exceed 80 hours. The employee does not
have a fresh opportunity each year to earn a separate new "bank" of 80 hours.
C. Hours Worked:
For purposes of determining overtime compensation, the following types of paid leave are
considered hours worked: vacation, holiday, personal day, funeral leave, jury duty leave, leave
covered by workers' compensation, compensatory time, and sick leave.
In addition, Village required attendance at lectures, meetings and training sessions during regular
work hours is considered hours worked for purposes of determining overtime compensation.
D. Emergency Call -In
A non - exempt employee called in to respond in an emergency (e.g., snow plowing, water main
break) during the employee's off hours will be compensated for a minimum of two (2) hours at
an overtime rate regardless of whether the employee has worked eight (8) hours previously in
that work day.
4.04 TIME RECORDING AND RECORDKEEPING
A. Responsibility of Department Heads:
Department Heads are responsible for ensuring the proper recording of hours worked. Before an
accurate recording of hours worked or absent are submitted to the Finance Department, the
Department Head shall have reviewed, approved and signed the documents to signify that the
documents are complete and correct.
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B. Employees' Responsibilities:
Employees are responsible for accurately completing their own time sheets in compliance with
departmental procedures, and for signing same. Falsification of a time sheet or other time or
pay record is grounds for disciplinary action up to and including termination of employment.
4.05 PAYROLL
A. Payroll Period.
The payroll period covers two work weeks and begins at 12:01 a.m. Sunday and ends 14 days
later at midnight Saturday.
B. Pay Day:
The Village's designated pay day is Thursday of the week following the end of a payroll period.
When pay day falls on an official holiday, payroll checks and direct deposit advice slips are
normally distributed on the preceding business day.
The Finance Department issues and distributes payroll checks and direct deposit advice slips to
Department Heads. Department Heads are responsible for ensuring that paychecks and direct
deposit advice slips are distributed to employees.
C. Final Check:
1. Availability:
Upon separating from employment, whenever possible the employee's final check will be
available on the next regularly scheduled pay day.
2. Treatment of Benefit Hours:
Final payroll checks normally include compensation for all hours worked during the last pay
period; unused vacation hours earned during the preceding base vacation period; all
vacation hours accrued on a pro -rata basis during the current base vacation period; unused
earned holiday hours (Police, Fire and Communication Center shift personnel); 20% of
accrued sick leave pursuant to Section 5.02 D.; unused compensatory time (for non-
exempt employees), and separation bonus, where applicable.
3. Deductions and Withholdinzs:
The Village reserves the right to withhold from the final payroll check, in addition to the
normal deductions and withholdings, any outstanding expenses, deductions (such as
deductions for holiday time taken but not yet earned), and lost or damaged Village
equipment.
D. Payroll Check Errors:
Any employee who believes there is an error in his or her paycheck should notify his or her
Department Head immediately. The Department Head shall notify the Finance Department.
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Corrections will be made, when warranted, no later than the subsequent pay period or as
otherwise required by law.
4.06 REIMBURSEMENT FOR TRAVEL AND OTHER EXPENSES
General Provision:
Employees are entitled to reimbursement for travel expenses when authorized by the Department
Head and incurred in the course of conducting Village business, and for other pre- approved expenses.
1. Mileage:
Employees who are authorized to use their privately owned vehicles for business reasons shall be
reimbursed for mileage at the standard IRS rate.
2. Conferences and Other Out -of -Town Training:
When employees attend conferences or other out-of-town training sessions, they shall be
reimbursed for the reasonable costs of attendance as approved in advance by the department
head and the Village Manager.
3. Expense Reports:
Employees must obtain pre- approval to attend conferences or other out -of -town training using
the Village of Oak Brook Travel Request Form, attached as Appendix F. The Travel Request
Form must be routed to the employee's Department Head, the Finance Director and the Village
Manager for pre - approval. When the employee returns from the conference or training session,
he or she must itemize expenses on the Travel Request Form, include receipts and submit the
Form to his or her Department Head. Expense reports must be approved by the Village
Manager before employees are reimbursed.
4.07 SALARY PLAN /SALARY ADMINISTRATION POLICY
The Village endeavors to compensate its employees fairly and competitively. To achieve that
objective, the Village has established a Salary Plan and Salary Administration Policy. These
documents are amended from time to time and are attached hereto as Appendix A.
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