S-1160 - 05/09/2006 - PERSONNEL RULES & REGS - Ordinances Supporting Documents��'GF. 4 F QAk B9
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VILLAGE OF OAK BROOK
Inter - office Memorandum
DATE: May 30, 2006
TO: Village Manager
Assistant Village Manager
Village Attorney
Executive Secretary
Administration Assistant
Department Directors
FROM: Rose Kane, Legal Secretary
SUBJECT: Ordinance 2006- PL -RR -S -1160, An Ordinance Amending the Personnel
Manual of the Village of Oak Brook, Illinois
For your information, a scrivener's error occurred in this ordinance. The copy provided
previously to you incorrectly included the words, "Assistant Village Manager" in Section
2.13.1. Please discard your original copy and retain the attached ordinance. Thank you
for your cooperation in this matter.
9. UNFINISHED BUSINESS
A. CONFIRMATION OF APPOINTMENTS — None presented.
ORDINANCES &RESOLUTIONS
AN ORDINANCE AMENDING THE PERSONNEL MANUAL OF THE
VILLAGE OF OAK BROOK, ILLINOIS — NEPOTISM POLICY
Motion by Trustee Kennedy, seconded by Trustee Yusuf, for reconsideration of a
Nepotism Policy discussed and denied at the April 11, 2006 Board of Trustees
Meeting. ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
The subject of hiring relatives of elected Village officials, board /commission
members, the Village Manager, department heads or Village employees, was
originally brought before the Board on April 11, 2006, in the attempt to revise
Section 7.09B (Employment of Relatives) of the Personnel Manual. After
lengthy discussion, the question was called and a motion was made to amend the
pertinent section as per a memorandum from Trustee Manofsky. The motion
failed and the Village Attorney, along with a representative from the prevailing
side, Trustee Kennedy, were then directed to provide a policy or ordinance which
would fit the needs of the Village, based on the input from the Board's
discussion.
Trustee Kennedy indicated that as a result of being asked to provide input to the
Village Attorney on a policy he did a great deal of research. He felt that there
was no problem in the Village with nepotism. He added that there were a few
instances of existing related employees, some of which became related by
marriage after they were employed by the Village. He reported that the Village's
procedures for hiring are very sophisticated. The process included posting
openings, an objective procedure for evaluating submitted resumes using panels
of "sub supervisor" employees of the Village and then a panel of Department
Directors who choose among the three finalists. He felt that it was a very
objective, sophisticated procedure. His opinion was that there were
circumstances that led to related employees and that it was not a negative
situation. He related that the ordinance presented did not adopt a broad
prohibition to related people. It basically provided that all employees will be
hired on the basis of merit, qualifications and suitability for the position based
upon standards and criteria established by the department heads and the Village
Manager; will not employ relatives of the eight elected officials, the Village
Manager, the Assistant Village Manager, Department Directors, anyone in the
VILLAGE OF OAK BROOK Minutes Page 4 of 8 May 9, 2006
9. B. 1) Village that has access to confidential personnel information or if the relative
would work within the same department. He added that exceptions could be
made under specific qualified circumstances if the Village Manager determined
that the related person was the most qualified person for the job and that the
employment of that person did not present an undue risk of inappropriate
supervision, evaluation or promotion of the relative or inappropriate access to
personnel information. He added that the Village Manager, if he decided to make
an exception, was required to report in writing to the Board explaining
justifications for the exception. In addition, if employees become related by
marriage after they are employed it required the Village Manager to make a
determination that the relationship did not present an undue risk of inappropriate
supervision, evaluation or promotion of the relative or inappropriate access to
personnel information. If the Village Manager determines that there was a risk,
he must either reassign one of the employees or put in place safeguards to make
sure that no improper activity occurs and he must report in writing to the Board
explaining those safeguards and justifications. Trustee Kennedy's personal
opinion was that this ordinance was a reasonable, measured, realistic approach
that addresses the issue of related employees.
Trustee Craig commented that he thought it should also include the issue of
relatives of elected officials on Village boards or commissions that deal with
personnel issues. Discussion ensued regarding issues of State Statutes and that in
those situations the Board of Trustees was the determining body thereby
providing oversight. It was also stated that this particular ordinance related to
personnel issues and the appointment issue was outside the scope of this
ordinance.
Motion by Trustee Kennedy, seconded by Trustee Sanford, for passage of
Ordinance S -1160, "An Ordinance Amending the Personnel Manual of the
Village of Oak Brook, Illinois" ROLL CALL VOTE:
Ayes: 5 - Trustees Craig, Kennedy, Manofsky, Sanford and Yusuf.
Nays: 0 - None.
Absent: 1 - Trustee Aktipis. Motion carried.
C. AWARD OF CONTRACTS — None presented.
10. NEW BUSINESS
A CONFIRMATION OF APPOINTMENTS — None presented.
B. ORDINANCES & RESOLUTIONS
1) AN ORDINANCE AMENDING CHAPTER 3 (SCAVENGERS) OF TITLE 4
(BUSINESS AND LICENSE REGULATIONS) OF THE VILLAGE CODE OF
THE VILLAGE OF OAK BROOK, IL RELATIVE TO INSURANCE
REQUIREMENTS
VILLAGE OF OAK BROOK Minutes Page 5 of 8 May 9, 2006