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R-14-01VILLAGE OF DEERFIELD LAKE AND COOK COUNTIES, ILLINOIS RESOLUTION NO. R -14 -1 A RESOLUTION APPROVING AN AMENDMENT TO THE PERSONNEL POLICIES AND PROCEDURES OF THE VILLAGE OF DEERFIELD WHEREAS, the last comprehensive update of the Village's Personnel Policy Manual was approved in January 2012; and, WHEREAS, the Village's change in fiscal year has necessitated changes to the Personnel Policy Manual; and, WHEREAS, Village staff and the Village attorney have reviewed the current Personnel Policy Manual and have recommended that the Village Board approve a revised Personnel Policy Manual as provided herein; NOW, THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF DEERFIELD, LAKE AND COOK COUNTIES, ILLINOIS, in the exercise of its home rule powers, as follows: SECTION 1: That the "Village of Deerfield Personnel Policies and Procedures" manual dated as of January 21, 2014, a copy of which is on file in the office of the Village Manager and which is incorporated by reference into this Resolution, is hereby authorized and approved as the Personnel Policy Manual of the Village of Deerfield. SECTION 2: That said Personnel Policy Manual shall be effective as of January 21, 2014, and all prior Personnel Policy Manuals are hereby superseded. SECTION 3: That this Resolution, and each of its terms, shall be the effective legislative act of a home rule municipality without regard to whether such Resolution should: (a) contain terms contrary to the provisions of current or subsequent non - preemptive state law; or, (b) legislate in a manner or regarding a matter not delegated to municipalities by state law. It is the intent of the corporate authorities of the Village of Deerfield that to the extent that the terms of this Resolution should be inconsistent with any non - preemptive state law, this Resolution shall supersede state law in that regard within its jurisdiction. SECTION 4: That this Resolution shall be in full force and effect from and after its passage and approval as provided by law. PASSED this 21st day of January, 2014 AYES: Benton, Farkas, Jester, Nadler, Seiden, Struthers NAYS: None ABSENT: None ABSTAIN: None APPROVED this 21st day of January, 2014 ATTEST: JJ4 4 Village erk -2- Village Pr sident VILLAGE OF DEERFIELD PERSONNEL POLICIES AND PROCEDURES �84-2z0 / 4 Appro ved by 011age Board Resolution R -1 ? /B/4 -01 Village of Deerfield i Personnel Policies and Procedures ARTICLE II - EMPLOYMENT POLICY I �: Authority to appoint individuals for all positions in the service of the Village, except offices appointed by the Mayor with the advice and consent of the Board of Trustees, is vested in the Village Manager. It is the policy of the Village that all personnel activities shall be conducted in a manner that ensures equal employment opportunity for all persons on the basis of merit, without regard to religion, disability, race, gender, age, sexual preference or orientation, color, national origin, citizenship, military status, marital status, political affiliation, or any other legally protected status in accordance with applicable local, state and federal laws. This policy extends to all personnel practices related to the employment process, including hiring, promotion, demotion, transfer, lay -off, termination, compensation, benefits, training and general treatment of employees. It is the belief of the Village that an equal employment opportunity is necessary for the development and maintenance of an efficient work force and for the optimum utilization of human resources in this organization. An applicant or employee is considered on the basis of qualifications required for the available position relative to experience, training, personal abilities, skills and job knowledge. Any employee with questions or concerns about any type of discrimination in the workplace is encouraged to bring these to the attention of their immediate supervisor, any Department Head, Human_Reso bees Coordinator _the- }lsswta +rt- to - -tl+e Village Manager, or the Assistam_to the Village Manager. Employees can raise concerns and make reports without fear of reprisal. Any employee found to be engaging in any type of unlawful discrimination will be subject to disciplinary action, up to and including termination of employment. 2.3.0 Village of Deerfield t Personnel Policies and Procedures The Village shall employ and fill vacancies on the basis of merit and, whenever it is in the best interests of the Village, promote current employees to higher positions when vacancies occur. The Village will make every effort to provide reasonable accommodation to an otherwise qualified individual with a disability who can perform the essential functions of the employment position that the individual holds or desires. All persons seeking employment with the Village shall first make application to the Human ReSOUr_es Coordinator on forms provided by the Village. Information provided shall be complete and certified by the signature of the applicant. No person will be employed and placed on the Village payroll until appropriate and satisfactory background, employment, and medical examinations have been completed and information necessary for pension plan, payroll deduction and other required data are determined. Once hired, all employees will be given a comprehensive orientation program which addresses pay and benefit issues, Village policies and procedures, safety issues, instruction in the proper use of equipment and any other factors necessary to enable the employee to perform the job. 2.3.1 RECRUITMENT AND SELECTION The selection of sworn Police Officers, as well as the promotion of the same to supervisory positions, shall be under the jurisdiction of the Board of Police Commissioners in accordance with applicable state law, (Illinois State Statutes 65 ILCS 5/10 -2.1) and in accordance with the Rules and Regulations of the Village of Deerfield Board of Police Commissioners. For all other positions, as vacancies occur in positions, every attempt will be made to fill them by transfer or promotion of present employees, when practical and appropriate. However, the Village reserves the right to solicit and hire non - current employee candidates as it deems necessary. Notice of such vacancies will be posted in each department. The Village will advertise position vacancies and will accept applications and conduct interviews, as necessary. The Human Resources Coordinator Depafuneet- _N+41+ -thc vaeane-y —is responsible for preparing the job advertisement, advertising the position, and coordinating the hiring process.,. in. Kgnsultalion with _ the de�ia_rlment_sa_itltthc vacancy. An Administration and /or HunTan Resoureec. representative shall participate in the hiring process. Village of Deerfield t Personnel Policies and Procedures 6.1.3 PERSONAL DAYS 13eainnine on Orr - stay -- January 1 "u5, all full time employees are given credit for three personal days which they may use at any time during the year, with the approval of the Department Head. Regular part time employees will receive credit for three personal days on :Ltay- ,Iaiilruy I" of each year. The number of personal hours credited will be based on the average number of hours worked per day during the preceding 12 months or from the date of employment, if less than 12 months. New employees hired between May- January_I` and "" g .. ,W' April 30''_will be credited with one personal day on fizpttvube� -hluty I" and a second personal day on January September I". New employees hired between SeiAernber- -,Nlav I" and 13ecembeFAugust 31" will be credited with one personal day on J:muargscotember I ". New employees hired between Jam{ar -y- September I" and Apr -iF, 8 December 31" will be credited with three personal days on;4fay- January_I ". Temporary or seasonal employees do not receive personal days `Formatted: Superscript Formatted Superwript Personal days must be used within the fiscal year in which they are earned and shall be granted in minimum of one hour blocks. Time remaining on Affil- 3engce-mber - - -- 31" will be deleted from the employee's accruals unless special arrangements are �. Formatted. Superscript made in advance with the employee's Department Head. 26 Village of Deerfield t Personnel Policies and Procedures ARTICLE VII - LEAVE POLICIES 7.1.0 VACATION Vacations with pay will be granted to eligible employees as follows Length of Continuous Service Vacation Earned Annual Accrual 0 through the 48 months 10 /i, days per month 10 days 49 through 108 months " /iz days per month 15 days 109 through 228 months 20 /12 days per month 20 days 229 months + u /12 days per month 25 days Upon completion of six month's employment, each employee shall be credited with five days vacation. No paid vacation will be granted prior to six months of employment. For every hour worked by a full time or regular part time employee, vacation time is earned. Vacation allowances are exclusive of Saturdays, Sundays and holidays. If a holiday falls immediately before, after or during a scheduled vacation period, the holiday is not counted as a vacation day. (The preceding does not apply to the Police Department. Police Officer's holidays are taken as manpower requirements permit.) Vacation leave should be taken on consecutive days and should be used in increments of one week or multiples thereof. Depending upon Departmental or personal circumstances, a period of vacation leave may be restricted to two weeks at any one period. In case of an emergency or where there would otherwise be a hardship, the Department Head may approve vacation leave requests for periods of less than one week. Every effort will be made to grant vacation during periods requested by employees, consistent with the operational needs of the various departments. The Village reserves the right, by action of the Department Head, to approve or disapprove vacation requests. Eligible leave should be taken during the fiscal year earned. No more than one year's vacation leave may be carried over by an employee to the following year, unless authorized by the Village Manager. Up to one year's equivalent accrued vacation may be sold back in any one year to the employer prior to r4pr +1---A)`" December 31` at 80 1 Formatted: Superscript percent of the employee's regular rate. 27 � uc»rcrir,t��,�_nait_r Village of Deerfield Personnel Policies and Procedures Submission to the conduct is an explicit or implicit term or condition of employment; Submission to or rejection of the conduct is used as the basis for an employment decision affecting the individual; or The conduct has the purpose or effect of unreasonably interfering with an individual's work performance or creating an intimidating, hostile or offensive working environment. This policy forbids harassment based on sex /gender regardless of whether it rises to the level of a legal violation. The Village of Deerfield considers the following conduct to represent some, but not all, of the types of acts that violate this policy: • Physical assaults of a sexual nature, including, but not limited to, rape, sexual battery, molestation, or intentional physical conduct which is sexual in nature, such as touching, pinching, patting, grabbing, etc; • Unwanted sexual advances, propositions or other sexual comments, including, but not limited to, sexually oriented gestures, noises, remarks, jokes, comments, or verbal abuse of a sexual nature; • Preferential treatment and promises of preferential treatment to an employee for submitting to sexual conduct; and • Sexual or discriminatory displays or publications anywhere in the Village work place by Village employees including, but not limited to, pictures, posters, calendars, graffiti, emails, objects, reading materials, or other materials that are sexually suggestive, demeaning, or pornographic. 10.2.0 REPORT AND INVESTIGATION OF COMPLAINTS OF HARAS 119 NT Any employee who believes he /she has been treated in an unlawful or discriminatory manner, based on protected status, should inform his or her supervisor, Department Head. Human Resources Coordinator or the Assistant to the Village Manager. The complaint shall be kept confidential to the maximum extent possible. If an employee is uncomfortable or sensitive about discussing a complaint with an individual of the opposite sex, the employee may report the conduct to any Department Head of the same sex. This policy does not require that the employee report the conduct to any individual who is engaging in the conduct. If the employee believes that any person to whom such a report should be directed is involved in or associated in any way with the alleged conduct, then the report should be directed to another Department Head not involved in the conduct. 43 Village of Deerfield Personnel Policies and Procedures Any supervisor or manager who has knowledge of prohibited conduct, or to whom a complaint has been made, must promptly report the conduct both to the Department Head and to the JYlanagerfluman Resources Coordinator or to another member of the senior administrative staff who is not involved in the conduct. All complaints or reports of prohibited conduct will be investigated promptly. The Village may put in place reasonable interim measures, such as a leave of absence or a transfer, while the investigation takes place. The Village will take further appropriate action once the complaint or report has been investigated. That action may be a conclusion that a violation occurred. The Village might also conclude, depending on the circumstances, either that no violation of the policy occurred or that the Village cannot conclude whether or not a violation occurred. If it is found that a violation of this policy has occurred, the Village will take corrective action, up to and including immediate termination, as is appropriate under the circumstances as determined in the Village's discretion, regardless of the job positions of the parties involved. The Village may discipline an employee for any inappropriate conduct, regardless of whether the conduct amounts to a violation of law or even a violation of policy. If the Village does not employ the person engaged in the conduct, then the Village will take whatever corrective action it deems reasonable and appropriate under the circumstances. 10.3.0 ETUICS Officers and employees of the Village have the obligation to maintain a consistently high standard of conduct in serving the public and in their relationships with their other officers and employees. Due to the nature and importance of the Village's activities, courtesy, honesty, and integrity are characteristics required of all Village officers and employees. With this in mind, the following must be understood and abided by: • All services in the Village shall be performed in an impartial manner, free of personal and political considerations. • Courteous and cooperative behavior between individuals and Departments is essential in order to effectively deliver Village services. • Employees shall assume the responsibility to preserve and protect Village property. • Subject to disclosure of the Freedom of Information Act and internal management requirements of the Village, all personal information will remain confidential. 44 REQUEST FOR BOARD ACTION 14 -02 -1 Agenda Item: Subject: Resolution Authorizing the Award of a Commercial Waste Franchise to Lakeshore Recycling Systems, Inc. Approval Action Requested: Village Manger's Office Originated By: Village President and Board of Trustees Referred To: Summary of Background and Reason for Request As the Board is aware, the second of the statutorily required public hearings was held on January 6, 2014. Should the Village Board decide to authorize a commercial waste franchise, an exemption ordinance will need to be drafted prior to the commencement date of May 1, 2015. Staff has drafted a memorandum outlining the proposed criteria for an exemption ordinance. The Village Attorney has reviewed the commercial solid waste contract and all terms of the contract have been agreed to by Lakeshore Recycling Systems, as presented. Assistant Lichterman will be present at the January 21, 2014, meeting to review the franchise contract and answer questions from the Board. Reports and Documents Attached: Memorandum from Assistant Lichterman to Manager Street — Dated January 14, 2014 Resolution Commercial Solid Waste Agreement between Village of Deerfield and Lakeshore Recycling Systems Letter from CRM Properties — Dated December 31, 2013 Date Referred to Board: January 21, 2014 Action Taken: