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HomeMy WebLinkAboutOrdinances - MC-80-183 - 06/02/1980 - Personnel PolicyOrdinance No. MC-80-183 AN ORDINANCE REGULATING PERSONNEL POLICIES �fIv r., Be it ordained by the City of McHenry, McHenry County, Illinois as follows: Section 1. Sections 2-73 through 2-85, inclusive, of the Municipal Code, City of McHenry, Illinois, be and it is hereby amended, to read as follows: SECTION 2-73.1 DEFINITIONS REGULAR EMPLOYEES: Employees who are engaged for continuous service, that is, not for a temporary period of time. Regular Employees may work either full-time or part-time work schedules. TEMPORARY EMPLOYEES: Employees who are engaged for a stated period of time. This period of service would have a predetermined termination based upon a specific occur- rence (such as returning to school or completion of a project) or at a predetermined date. Temporary employees may work either full-time or part-time work schedules. FULL TIME EMPLOYEES: Employees who are normally scheduled to work 40 hours a week. PART TIME EMPLOYEES: Employees who are normally scheduled to work less than 40 hours a week. CLASSIFICATION OF EMPLOYEES: All employees will be classified in one of the following categories: -Regular Full Time (RF) -Regular Part Time (RP) -Temporary Full Time (TF) -Temporary Part Time (TP) SECTION 2-73.2 WORK TOURS & OVERTIME PROVISIONS A. A normal work week for full-time employees shall consist of five (5) eight (8) hour work days in each calendar week unless specified otherwise. B. All full-time salaries as stated shall be for a forty (40) hour work week, unless specified otherwise. C. The first six (6) months of any employee's term of employment shall be deemed to be probationary. However, the satisfactory completion of such probation- ary period of employment shall not be construed as any waiver in whole or in part of the City's absolute right at any time thereafter to terminate the employment of any of its employees without notice and without cause. D. With the exception of police officers, the payment of overtime wages shall be made in all cases after 8 hours worked in any single day and all hours worked in excess of 40 in any calendar week. Compensatory time off in lieu of overtime pay shall be offered to Page Two all full-time employees and police officers below the rank of lieutenant and scheduled during the current 28 day pay period. If it is impossible to schedule compensatory time off during the current pay period, overtime shall be paid. Compensatory time off may be deferred beyond the current pay period only with the approval of the individual, and only a maximum of eight(8) hours may be deferred. Compensatory time off will be allowed at the straight time rate. E. All overtime pay for police department personnel shall be authorized by the Chief of Police. F. Due to the nature of some city jobs which do not require a fixed number of hours per day, week, or month, hourly wage rates and schedules may be indicated. G. Except as may otherwise be provided herein, all employees shall be paid time and one-half for overtime. Only under special circumstances will the lieutenant of police be considered for overtime pay. It is generally recognized that this supervisory position may require more than 40 hours of on -duty time every week. This is taken into consideration when the Lieutenant's annual salary is established. Overtime pay may be considered to cover emergency situations such as "call -outs". Overtime pay will not be granted to the lieutenant for shift coverage and court appearances. Overtime for the lieute- nant may be paid upon the approval of the Chief of Police. H. Overtime work within a department shall be offered first to the employee with the necessary skills who has the lowest amount of overtime. Every effort must be made to spread overtime equally among employees. I. Paid overtime will not be available to the Chief of Police, the Superintendent of Public Works, and the Park Director. Compensatory time off may be taken at their discretion. SECTION 2-74 MERIT SALARY INCREASES; PERFORMANCE APPRAISALS; INELIGIBLE EMPLOYEES A. Except for certain employees hereinafter specified, Department heads may, in their sole discretion, grant one annual merit increase in salary to their eligible employees for satisfactory job performance, provided, however, that the merit increases in any year for any department shall not exceed seven percent of its total salary expenses (exclusive of the department head's salary and of ineligible employees) from the preceding fiscal year. No merit increase shall be less than three percent nor more than ten percent of an employee's salary, and no more than one-third of a department's employees may receive merit: increases exceeding seven Page Three percent, providing however that no merit increase may be granted which will produce a salary in excess of the maximum salary authorized for the job classification held by any employee. B. Prior to April 1 of every year, the job performance of each employee shall be evaluated in a written Performance Appraisal by the employee's immediate super- visor, and shill be reviewed by the department head, who shall either grant or deny a merit salary increase to the employee and advise the Mayor and City Council accordingly. A copy of the Performance Appraisal shall be furnished to the employee by the supervisor before any action is taken thereon by the depart- ment head. During the month of October, a progress interview shall be conducted by each supervisor with all of his eligible employees for the purpose of review- ing such employee's job performance. Additional interviews may be conducted as desired. C. The following employees shall be ineligible for merit salary increases: Department Heads, auxiliary police, crossing guards, life guards, summer employees (whose salaries and compensation are annually reviewed and established by the Council). Performance appraisals and progress interviews shall not: be performed for these ineligible employees. SECTION 2-74.1 LONGEVITY PAY A. Full time employees having six years or more of full-time employment with the City shall receive the following compensation, called longevity pay, which shall be paid in addition to all other compensation: During the sixth, seventh, eighth and ninth year of service, two percent of their salary. During the tenth and subsequent years of service, four percent of their salary. Longevity rages shall not be applied to overtime pay. SECTION 2-74.2 -- see page four. Page -Four SECTION 2-74.2 AGE LIMITATIONS A. Unless otherwise specified by ordinance or statute, the maximum age for employment shall be 65 years of age (effective 1-1-75). This provision is applicable only to those full-time or part-time employees served by the IMRF and/or Police Pension Fund or any other such pension plan in which the City of McHenry participates. SECTION 2-75 SICKNESS & ACCIDENT BENEFITS A. Henceforth, the employment of any regular full-time person by the City is expressly conditioned upon the City's receipt of a report of a satisfactory medical examination by a doctor prior to the time that the prospective employee commences upon the performance of such job duties. Such doctor shall be selected by the City and his fees shall be the City's obligation. B. The City shall pay the full cost of the employees Health and Accident Insurance Plan. The insurance coverage shall only be offered to full-time employees whose normal work schedule is at least 40 hours per week. Part-time summer, and temporary employees are not eligible. INSURANCE WAIVERS -- Some employees may be covered by other insurance plans. Therefore, employees shall be given the option of "waiving" the hospital, medical, and surgical coverage provided by the City in return for a monthly salary "additive". This can be accomplished by signing a waiver form provided by the City. This waiver may be can- celled by written request by the employee at a later date. In consideration for signing the waiver, the employee shall receive a monthly salary additive of $25.00 for waiving the "family" coverage or a monthly salary additive of $12.50 for waiving "individual" coverage. Signing a waiver does not exclude an employee from receiving pay for time off as provided for in Section 2-75 (C). C. The City shall further agree to pay to sick or injured employees additional amounts so that benefits, based on years of service, shall equal said employee's full salary for the indicated periods of time. The City's share shall be determined after allowance for Workmen's Compensation, insurance payment or Page Five coverage, where premiums for said coverage are paid by the City: (1) ACCIDENT BENEFITS - provided in the event of accident, injury, or sick- ness arising out of employment with the City: (a) under 3 years of service -- Six (6) weeks full pay (b) over 3 years of service -- Thirteen (13) weeks full pay (2) SICKNESS BENEFITS - provided in the event of non -job related sickness or injury: *(a) with less than 3 years of service -- full pay first week; thereafter - no pay (insurance benefits will apply) *(b) over 3 years service -- full pay for four weeks (adjustments will be made for reimbursements from insurance coverage that takes effect on the 8th calendar day of absence)(IMRF pays benefits after 30 days) * This provision shall apply separately to each case of absence. D. Payment for absences other than sickness or accident may be made at the discretion of each department head. SECTION 2-76.1 VACATIONS A. The vacation period shall be January 1 through December 31, and all vacations shall be taken in the year in which it was earned, or the accrued vacation time will be forfeited. (1) In cases where employees terminate their services with the City, vacation allowances will be adjusted on the basis of the percentage of days employed in the calendar year. (2) Employees who retire from service with the City shall be entitled to their full annual vacation allowance regardless of the retirement date. B. Vacations shall be granted to regular full-time employees as follows: (1) After 6 months of service -- 1 week. (2) After 1 year of service -- 2 weeks. *When terms of employment of six months and one year are completed in the same calendar year, only 2 weeks of vacation will be granted. The appropriate vacation credit shall accrue on January 1 of each calendar year thereafter. (3) After 10 years of service -- 3 weeks. (4) After 15 years of service -- 3 weeks plus 1 additional day for each year over lei through the 20th year (maximum of 4 weeks;). (5) Employees receiving 3 or more weeks of vacation must take 1 week between January 1 and April 30 or October 1 and December 31. C. No more than 15% of the employees in any department shall be granted vacation Page Six at the same time, and vacation periods shall be chosen by seniority as follows:* (1) All employees select a maximum of 2 weeks by seniority. (2) Additional vacation days are then chosen by seniority. * Deviations may be allowed only with the written permission of the appropriate department head. D. Regular part-time employees working schedules of 20-39 hours a week will be entitled to one-half of the vacation allowance stated for years of service in Section 2-76.1 (B). Temporary and summer employees are not entitled to vacation allowances. E. Proposed annual vacation periods must be selected by each employee and notice thereof must be given to and the vacation period so selected must be approved by each department head on or before February 1 of each year. Any changes in the individual vacation period after February 1 in any year must be submitted to the department head for approval at least 14 days in advance of both the beginning of the vacation period initially approved and of the beginning of the new vacation period being requested. Requests for single day holidays must be received and approved by the department head at least seven days prior to the requested day off. SECTION 2-76.2 HOLIDAYS A. The following ten days will be recognized as Holidays for all regular full-time City employees and for which one day's wages at the regular (straight time) rate will be paid. (1) New Year's Day (2) Good Friday - 12 noon to 5 p.m. (2 day = 4 hours pay) (3) Memorial Day (4) Independence Day (5) Labor Day (6) Thanksgiving Day (7) Christmas Eve - 12 noon to 5 p.m. (2 day = 4 hours pay) (8) Christmas Day (9) Birthday (10) Two (2) Personal Days -- days chosen by each individual and scheduled at the time that vacation schedules are drawn up. *Only 11 Personal Day shall be allowed during the first year of employment for employees starting after July 1st of that year. B. All Holidays falling on Sunday will be celebrated on Monday. C. All Holidays falling on Saturday, or any other non -work day, or during a vacation, Page Seven will be treated as a personal day to be scheduled at some future date within the calendar year. D. Due to the fact that Police Officers and Dispatchers work rotating 24 hour a day schedules and perform services that cannot be suspended, they shall be given the option of taking compensatory time off or receiving pay at the straight time rate for all holidays. The employee who elects the option of pay in lieu of time off shall receive a check for the number of holidays including the Christmas Holiday not taken no later than December 20th of each year. E. Regular part-time employees working schedules of 20-39 hours a week will be entitled to holiday pay according to their normal scheduled daily rate for the holidays specified in Section 2-76.2 (A). Temporary and summer employees are not entitled to holiday benefits. SECTION 2-77 DUTY TO TURN OVER MONIES RECEIVED A. Every officer or employee, other than the city treasurer and city clerk, shall at least once each day turn over all monies received by him in his official capacity to the city clerk with statements showing the source from which the same was received. SECTION 2-78 AVAILABILITY OF RECORDS FOR INSPECTION A. All records kept by any officer of the City in the course of his duty shall be open to inspection by the Mayor and any member of the Council at all reasonable times, whether or not such records are required to be kept by statute or ordinance. SECTION 2-79 PART-TIME EMPLOYEES A. Nothing inthis Code shall be construed to prevent the appointment of temporary employees, who shall not be considered as regular employees of the City except where by law provided. SECTION 2-80 UNIFORM ALLOWANCE A. The City will provide uniforms or allowances for uniforms on the following basis: (1) POLICE DEPARTMENT (a) Uniformed Officers -- Initial uniform plus $250 per year after one year of service; no personal items or hardware. Firearm to be pro- vided by the City. $125 cleaning allowance per year. Page Eight (b) Uniformed Females -- Initial uniform plus $150 per year after one year of service; no personal items or hardware. (c) Uniform allowance shall not apply to the civilian clothes worn by plain clothes officers. (d) Though the City of McHenry agrees to purchase the initial uniform for Police Department employees coincident with their appointment, employees shall be responsible to reimburse the City for the actual costs of said uniform(s) not to exceed $350.00 in the event that service as a uniformed employee is discontinued within the first year. This sum will be deducted from the employee's salary. Likewise, firearms provided by the City shall be promptly returned to the City anytime the employee discontinues service as a police officer regardless of the duration of employment. (2) CITY CLERK DEPARTMENT (a) All Employees -- initial uniform plus $100 per year after one year of service; no personal items or hardware. (3) PUBLIC WORKS - WATER - PARK DEPARTMENTS (a) All regular full-time employees -- $100 per year; no personal items or hardware. (4) SEWER PLANT & AQUA-TEC OPERATORS (a) All Regular Full -Time Employees shall be provided with the necessary uniforms by either purchase or rental. B. Clothing provided by the City shall remain the property of the City. SECTION 2-81 STRIKES, SLOWDOWNS, AND ABSENTEEISM A. Strikes, deliberate work slowdown, and absenteeism from work without cause by any employee of the City of McHenry are hereby prohibited. B. Any employee of the City who engages in a strike against the City of McHenry, or who deliberately absents himself from his job without cause, shall be subject to the possibility of permanent discharge from his emplo,ent with the City of McHenry. C. Employees with excessive records of absenteeism may be reclassified to part-time status and forfeit the Sickness and Accident Insurance and the Holiday and Vacation Benefits normally applicable to regular full-time employees. This action may be taken upon the recommendation of the Department Head and the approval of the Labor Relations Committee. If approved, the employee's part-time status shall be deter- mined by computing the average number of weekly hours worked during the preceeding six-month period. The employee may be returned to full-time status upon the re- Page Nine commendation of the Department Head and the approval of the Labor Relations Committee. SECTION 2-82 GRIEVANCE PROCEDURE A. Should differences arise between the City of McHenry and their employees regarding the administration of wages, hours, working conditions or any disciplinary action, such matters shall be processed according to the procedure set forth in this Article. This procedure covers all municipal employees including the Police Department. STEP 1. The employee shall first bring his grievance -to his immediate supervisor. STEP 2. If the grievance is not settled, the employee has the prerogative to take the matter up to the highest level of supervision in his appropriate department (Superintendent of Public Works, Chief of Police, City Clerk, etc.) who shall meet with the employee within seven (7) calendar days after being notified of the grievance and render a decision within the succeeding seven (7) calendar days. In the event that the supervisor referred to in step 2 is unavail- able for several days, the employee has the option of referring the matter to a designated or acting supervisor or the employee may wait until the supervisor returns. This step in the grievance procedure shall not be by-passed. STEP 3. If the grievance is still not settled the employee may refer the matter to the Labor Relations Committee. All grievances advancing to this step shall be submitted in writing to the Chairman of the Labor Relations Committee on the attached form. No grievance shall be considered by the Committee unless presented within 30 calendar days after the action or occurrence complained of, last occurred. Upon receiving written notification, the Labor Relations Committee will meet to consider the matter within fourteen (14) days. The committee shall have the prerogative to discuss the matter with any or all parties involved in the grievance. The majority decision of the Labor Relations Committee shall be binding on the parties, and shall be reduced to writing. A copy of the written decision shall be delivered by the committee to the complaining employee as soon as practical. Page Ten SECTION 2-83 PROMOTIONS A. A promotion shall be defined as moving to a job with a higher salary maximum. Employees promoted to non -supervisory jobs shall retain their longevity and not forfeit their time in title on the new wage schedule. Employees promoted to supervisory jobs will be paid according to the starting rate stated in the wage schedule for that job. Supervisory jobs are defined as Superintendent of Public Works, Chief of Police, Lieutenant of Police, Sergeant of Police, Chief Operator (Sewer Dept.), Supervisor -in -Charge (Water Dept.), and Deputy Inspector (Public Works Dept.). Upon promotion, an employee shall receive either the starting rate of pay for the job classification to which he was promoted or a ten percent increase in his previous salary, whichever is greater. SECTION 2-84 REIMBURSEMENT FOR EXPENSES A. Any City employee who incurs out-of-pocket expenses in connection with City sponsored events or training shall be entitled to reimbursement as follows: (1) Mileage: 15 cents per mile (or actual trainfare). (2) Overnight Lodging: if required, at actual cost.. (3) Breakfast & Dinner: if overnight lodgings are required, at actual cost (dinner not to exceed $10.00). (4) Dinner: if the employee is required to be away from home during the normal dinner hours (5-7 p.m.) and this is not part of a normal on -duty work shift (dinner not to exceed $10.00). (5) Other Expenses: only with prior approval of department heads. B. Any unusual situations may be referred to the Finance Committee. Employees who are enrolled in city sponsored schooling at locations more than 75 miles from the City of McHenry, will be reimbursed for traveling expenses to and from only once every two weeks. C. With the exception of mileage, the employee will be required to submit paid receipts to qualify for reimbursements. These receipts must accompany an itemized statement of expenses and must be approved by the department head. The out-of-pocket expenses of department heads will require approval of the Finance Committee. D. Prior to schooling, employees may obtain a cash advance from the City Clerk. Actual expenses incurred will be deducted from this advance and the balance (if any) will be repaid to the City. Should the expenses exceed the advance, the amount over and above the advanced amount shall be reimbursed to the employee. SECTION 2-85 JURY DUTY PAY A. When an employee is called to serve on Jury Duty, he will be paid his usual Page Eleven salary and will, in turn, turn over his Jury Duty Pay from the County to the City treasury. Section 2. All ordinances, or parts thereof, in conflict with the provisions of the aforesaid sections be and the same are hereby repealed, to the extent of such conflict. Section 3. This ordinance shall be in full force and effect from and after its passage and approval. PASSED this 2nd of June, 1980. AYES: Nolan, Pepping, Datz, Adams, Wieser, Schooley NAYS: Meurer ABSENT: Harker APPROVED this 2nd of June, 1980. Attest: City Clerk Mayor AUTHORIZATION TO CANCEL EMPLOYEE'S MEDICAL, HOSPITAL AND SURGICAL INSURANCE COVERAGE WHEREAS, the City of McHenry, *Illinois, furnishes its employees and their dependents with hospital, medical, and surgical insurance coverage, and WHEREAS, I have determined that is is more advantageous for me to discontinue receiving such insurance coverage in return for my receiving from the City the sum of $ per month in addition to my salary, and WHEREAS, the City is agreeable to this arrangement; NOW, THEREFORE, in consideration of the premises and of the payment by the City to me of the sum of $ each month in addition to my salary, I hereby request the City to remove me and my dependents from coverage from the aforesaid insurance program and I hereby remise, release and forever dis- charge the City of and from all manner of demands or claims or causes of action of any kind whatsoever for such insurance coverage or benefits for myself and for my dependents. IN WITN17SS WHEREOF, the undersigned has this day of , 19 , signed and sealed this Authorization. STATE OF ILLINOIS) SS. COUNTY OF MCHENRY ) I, the undersigned, a Notary Public, in and for said County, in the State aforesaid, DO HEREBY CERTIFY that personally known to me to be the same person whose name_ sub- scribed to the foregoing instrument, appeared before me this day in person and acknowledged that h signed, sealed and delivered the said instrument as free and voluntary act, for the uses and purposes therein set forth. GIVEN under my hand and official seal, this day of Notary Public 19 CITY OF MCHENRY STATEMENT OF GRIEVANCE TO: CHAIRMAN, LABOR RELATIONS COMMITTEE TYPE OF GRIEVANCE (CHECK ONE) WAGES HOURS WORKING CONDITIONS DISCIPLINARY ACTION OTHER (SPECIFY) BRIEFLY STATE THE PROBLEM: BRIEFLY STATE SUPERVISION'S STATEMENT TO YOU IN RESPONSE TO THIS PROBLEM: DATE DISCUSSED WITH IMMEDIATE SUPERVISOR: DATE DISCUSSED WITH SUPERVISOR IN CHARGE OF YOUR DEPARTMENT: SIGNATURE (ALL GRIEVANCES MUST BE SIGNED) DATE DATE RECEIVED BY LABOR RELATIONS COMMITTEE: