S-1523 - 02/13/2018 - PERSONNEL - Ordinances Supporting DocumentsBOT AGENDA Page 1
BOARD OF TRUSTEES MEETING
SAMUEL E. DEAN BOARD ROOM
BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
February 13, 2018
SUBJECT: Personnel Manual Amendments
FROM: Riccardo F. Ginex, Village Manager
BUDGET SOURCE/BUDGET IMPACT: NA
RECOMMENDED MOTION: A Motion to Approve Ordinance S-1523, An Ordinance
Amending Certain Sections of the Personnel Manual Of The Village of Oak Brook.
Background/History:
Our present Personnel Manual was approved by the Village Board on January 13, 2015 with
Ordinance No. 2015-PL-RR-R-1424. Over the last three years, there have been revisions to
specific statutes that affect our operations. I would like to bring our Personnel Manual up-to-date
in the following areas:
Article V – Benefits and Leaves
Section 5.02 Sick Leave
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) eight (8) hour day’s sick leave or
twelve (12) 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 payroll month of service, up to a maximum of 180 days; non-
bargaining unit fire officers accrue 12 hours of sick leave for each full month of
service, not to exceed 2016 hours. Unused sick leave is carried from year to year.
Any full-time employee using more than 24 hours sick leave (or FMLA for own serious
illness) in a payroll month, or more than one (1) duty day in the case of commissioned
Fire personnel, does not accrue sick leave for that month.
BOT AGENDA Page 2
C.Use of Sick Leave
1.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.Full-time employees may utilize up to forty-eight (48) hours sick leave and
Battalion Chiefs may utilize up to seventy-two (72) hours of sick leave for a
serious illness of a member of the immediate family or because of childbirth or
adoption by the employee spouse or party to a civil union, which shall be
charged against accrued sick leave. Once these days are utilized, employees
will use their available vacation leave before using the remaining balance of
their sick leave. All available paid accrual balance of vacation leave and
sick leave must be exhausted before unpaid leave is commenced.
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 (for themselves or the sick family member) and
a return to work certification before compensation will be approved. 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. Sick leave pay may be withheld until an investigation into
suspected abuse is concluded.
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.
Section 5.05 Holidays
Presently, all non-bargaining unit employees are eligible for paid time off for the following
Holidays:
•1/2 Day New Year's Eve
•New Year's Day
•Presidents Day
•1/2 Day Friday before Easter
•Memorial Day
•Independence Day
•Labor Day
•Thanksgiving Day
•Day After Thanksgiving
•Christmas Eve
•Christmas Day
BOT AGENDA Page 3
The Administrative staff receives a ½ holiday for the afternoon of Good Friday and a ½ holiday
for the afternoon of New Year’s Eve. Logistically, this really is not the best for our operations
and with New Year’s Eve falling on Monday this year, staff would have to come in for 4 hours
on Monday, when New Years is on Tuesday. That being said, I would like to combine the two ½
holidays into a single holiday for New Year’s Eve moving forward.
• New Year's Eve
• New Year's Day
• Presidents Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Eve
• Christmas Day
Usually both of those days are very quiet operationally and we do not receive much foot traffic at
Administration or Community Development. Many staff members usually use benefit time to
take one of these days off anyway. We have several different faiths among staff that do use their
benefit time for their religious holidays. If any staff member wishes to use benefit time to attend
religious services for Good Friday, they can still do so.
Recommendation:
The Village Board approves the ordinance as presented.
ORDINANCE 2018-PL-RR-S-1523
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 approved the
current Village of Oak Brook Personnel Manual on January 13, 2015 with the passage of Resolution R-
1424; and
WHEREAS, it is deemed appropriate that said Personnel Manual be amended in regard to
revisions to specific statutes which affect Village operations.
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: Recitals. The foregoing recitals are restated and incorporated herein as the findings
of the President and Board of Trustees.
Section 2: Amendments. Article V, “Benefits and Leaves”, Section 5.02, “Sick Leave”, Sub-
Sections B, “Accrual”, C, “Use of Sick Leave” of the Personnel Manual of the Village of Oak Brook be and
is hereby amended to read as follows:
5.02 Sick Leave
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) eight (8) hour day’s sick leave or twelve
(12) 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
payroll month of service, up to a maximum of 180 days; non-bargaining unit fire officers
accrue 12 hours of sick leave for each full month of service, not to exceed 2,016 hours.
Unused sick leave is carried from year to year.
Any full-time employee using more than 24 hours sick leave (or FMLA for own serious
illness) in a calendar payroll month, or more than one (1) duty day in the case of
commissioned Fire personnel, does not accrue sick leave for that month.
C. Use of Sick Leave
1. 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. Full-time employees may utilize up to three forty-eight (48) hours (3) days sick
leave and Battalion Chiefs may utilize up to one (1) duty day seventy-two (72) hours
of sick leave for a serious illness of a member of the immediate family or because of
childbirth or adoption by the employee, spouse or party to a civil union, which shall be
charged against accrued sick leave. Once these days are utilized, employees will
use their available vacation leave before using the remaining balance of their
sick leave. All available paid accrual balance of vacation leave and sick leave
must be exhausted before unpaid leave is commenced.
3. An employee using sick leave for more than three (3) consecutive scheduled days, or
more than one (1) day for Fire shift personnel, must submit a statement from a
physician physician’s certificate certifying the illness (for themselves or the sick
family member) and a return to work certification before compensation will be
Ordinance 2018-PL-RR-S-1523
Amending Personnel Manual-Art. V
Page 2 of 3
Additions are bold and double-underlined; deletions are struck through.
approved. Employees using sick leave for less than three (3) consecutive scheduled
days, or one (1) day for Fire shift personnel, may be required to submit a statement
from a physician physician’s certificate. The Village retains the right to reasonably
question sick leave usage and take reasonable corrective action to deal with
unexcused excessive sick leave usage. Sick leave is a conditional benefit for the
purpose of providing financial resources to employees who become unable to attend
work due to personal or family-related illnesses. 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. Sick leave pay may be
withheld until an investigation into suspected abuse is concluded. If an investigation
determines that the employee abused sick leave and, as a result, the employee has
been overpaid, such overpayment shall be deducted from that employee’s next pay.
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.
Section 3: Amendments. Article V, “Benefits and Leaves”, Section 5.05, “Holidays”, Sub-Section
B, “Holidays Observed”, of the Personnel Manual of the Village of Oak Brook be and is hereby amended
to read as follows:
5.05 Holidays
B. Holidays Observed:
• 1/2 Day New Year's Eve
• New Year's Day
• Presidents Day
• 1/2 Day Friday before Easter
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Day After Thanksgiving
• Christmas Eve
• Christmas Day
[SIGNATURE PAGE FOLLOWS]
Ordinance 2018-PL-RR-S-1523
Amending Personnel Manual-Art. V
Page 3 of 3
Additions are bold and double-underlined; deletions are struck through.
APPROVED THIS 13th day of February, 2018.
Gopal G. Lalmalani
Village President
PASSED THIS 13th day of February, 2018.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk