R-18-07VILLAGE OF DEERFIELD
LAKE AND COOK COUNTIES, ILLINOIS
RESOLUTION NO. R-18-07
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 2016; 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 May 21, 2018, 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 May 21, 2018, 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all prior Personnel Policy Manuals are hereby superseded.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 terns
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 21" day of May, 2018
AYES: Benton, Jester, Oppenheim, Seiden, Shapiro, Struthers
NAYS: None
ABSENT: None
ABSTAIN: None
APPROVED this 21s' day of May, 2018
ATTEST:
Village Clerk
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Village President
Village of Deerfield
Personnel Policies and Procedures
ARTICLE V - GROUP INSURANCE POLICIES
ARTICLE VII - LEAVE POLICIES
7.2.4 PAYOUT OF SICK LEAVE AT RETIREMENT
To be eligible for accrued sick leave payment, an employee must have been employed
by the Village for at least 15 consecutive years or must be retired and drawing a pension
from the Illinois Municipal Retirement Fund (IMRF) or the Police Pension Fund. The
employee must also be in good standing upon leaving the Village.
Two months after retirement, employees will be paid out 50% of their accumulated
unused sick leave balance. The maximum payout is 80 days at a rate equal to the
employee's normal pay at the time of retirement. A cash payout will not be provided to
the employee; rather the Village will make a contribution equal to the amount
designated above into a mandatory retirement health savings plan as designated by the
Board of Trustees. If an employee has more than 160 days accumulated, he/she shall
only receive credit for 160 days, which will be equal to 80 days' full pay.
A Department Lead-in g>od_stan_ipo
dingn retirement may_hav_e the oppo�tunity_to
exceed the 80 daap d
y_cescribed above._ At the discretion of the Village Manger, an
additional l00 daysot sick time pavout mav be added to the Retirement Health Savings
account.
mr.7-9...
ARTICLE VII - LEAVE POLICIES
7.2.4 PAYOUT OF SICK LEAVE AT RETIREMENT
To be eligible for accrued sick leave payment, an employee must have been employed
by the Village for at least 15 consecutive years or must be retired and drawing a pension
from the Illinois Municipal Retirement Fund (IMRF) or the Police Pension Fund. The
employee must also be in good standing upon leaving the Village.
Two months after retirement, employees will be paid out 50% of their accumulated
unused sick leave balance. The maximum payout is 80 days at a rate equal to the
employee's normal pay at the time of retirement. A cash payout will not be provided to
the employee; rather the Village will make a contribution equal to the amount
designated above into a mandatory retirement health savings plan as designated by the
Board of Trustees. If an employee has more than 160 days accumulated, he/she shall
only receive credit for 160 days, which will be equal to 80 days' full pay.
A Department Lead-in g>od_stan_ipo
dingn retirement may_hav_e the oppo�tunity_to
exceed the 80 daap d
y_cescribed above._ At the discretion of the Village Manger, an
additional l00 daysot sick time pavout mav be added to the Retirement Health Savings
account.
Village of Deerfield
Personnel Policies and Procedures
7.5.0 FAMILY AND MEDICAL LEAVE
Qualified employees shall be granted leave under the provisions of the Family and
Medical Leave Act of 1993 (FMLA). This leave will provide up to twelve weeks of job
protected absence from work during a 12 month period for the following family and
medical reasons:
• To care for a serious health condition that makes the employee unable to
perform his/her job.
• To care for the employee's immediate family member who has a serious health
condition.
• To care for the employee's child after birth, or the placement of a child with the
employee for adoption or foster care.
• Because an employee is unable to perform their job due to pregnancy, prenatal
medical care or child birth.
Employees who have been employed by the Village for at least one year and have 1,250
hours of service during the twelve months immediately preceding the leave shall be
granted family and medical leave. Employees are entitled to 12 work weeks of FMLA
leave during a 12 month period. The 12 month period is measured from the date the
employee's first FMLA leave begins.
For purposes of this section, "serious health condition" means an illness, injury,
impairment or mental condition that involves in-patient care in a hospital, hospice or
residential medical care facility or continuing treatment by a health care provider.
"Continuous treatment" means that the employee or family member is treated by a
health care provider two or more times for the injury or illness, or the person is under
continuing supervision for a chronic condition or disability that cannot be cured.
An employee must provide the Village at least 30 days advance notice before FMLA
leave is to begin when the need for leave is foreseeable. If the leave is not foreseeable
due to lack of knowledge of approximately when leave will be required to begin, a
change in circumstances or a medical emergency, notice must be given as soon as
practicable.
delay of the beginning of FN4LA leave until a4 least 30 days after the date the empleyee
dams provide
In_cascs ti --here an ernplayee requests_I_eavcor the emplovec's own serious health
----------------
condition or to_care for -_---------i----- --------- the Village_ma�_rectuire
medical ceruficatign from health care provider to support the request_ These forms
are the federal ly_apprgyedvusion and will he provided by thc_liuman_Resource
Coordinator the medical -certification must he mos_ided within 15 days after it is
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Village of Deerfield
Personnel Policies and Procedures
requested oras soon as_reasonablvpossible under -t-lie - circumstances. Pailrur to
----------------------------
pro_vide requestedncical_certification_in a_timclv_manner_mav result in_denial of
leave until iiispro_v_ided.
If the Villagehas reaso i to doubt the employee_s_initial certification_, the Village mav;
ta-contact the employee's health care provider in an effort to clarify_ or authenticate
the initial certification: and/or fbl reaulre_the_emplovee contact or to obtain a second
opinion by independent Village-tlesi ratedprov_ider at the_Village's expense_If
the initial and second certifications differ. theVillaze_may, at its expenserecyuire the
enployce_to obtain a third_ final_ and -binding certification_ from a jointly_ selected
health-care provider.
An owplayee toast fir -qt ,.mhall..t ..:,.1, lee.,e (if eligible) and vaeation or other 7
redits I.eF ..,, 1,e/..L,,. :., el:..:l.le F . i' 41 A lenyp,
_F,tnployces_are jqquired to_suhstitute-all -accrued paid -leave
iode toward the 12 -week
perof unpaid FMLA-leave. Leave -will -be paid first with accrued -sick-] eave, then
vacationttnd finally Dersonal. In_ addition_ if you are elgible_1'orany_additional_paid
heaves, such as short termdongterm disabilitvgr worker's tion, these leaves
-----------
will also run concurrently_ with FML (where approprfateL and_w11I_ngt eYtcnd_the
IEave penod.__When_using_paid teave_in_conrunction_with FMI,_employe_e_s_ must
comply_with the requirements of th_e applicable paid leave policy.
An employee's health care benefits shall be maintained by the Village during the FMLA
period under the same conditions as if he/she had been continuously employed during
the leave period. To the -extent -
extent_ that -
an empkwee's_ --- -
FMLA leave is paid_
the
-------------
employec's _portion_of' _ health _ insurance premiums_will -----
be deducted from the
-------------------
cmployee's salary, For cheportion of I�MLA leave that is unpaid, the employee's
portion _of heal_tlt_insurancc prcmiiims mav_he paid otrrsuant to a system voluntarily_
agreed to by_the_Village and the employee.
During_ l'MLA leave the Village _mav _ request that_ the_ emploec _provide
recertification of a serious health -condition -at -intervals in accordance with the FMLA_
In addition during-FMLAIeav_e the employee mustprovide the Village with_periodic
reports regarding the employee's status_and intent to return to work, if the employee's
anpcipated return to work date chances and it becomes necessary for the employee to
take more or less leave_than ori_ginallv_anticioated_the employee must -provide -the
Villau_e_with -reasonable -notice _(i_e -within -2- business days) of the -employee's
changed_circum stances and new _return _to work date. If the emplo q!e gL es_the
Villae_noticcef the enptoyce s
intent not to return to work . the _emoloyce will be
considered to have voluntarily resigned,
Village of Deerfield
Personnel Policies and Procedures
WIN
I!
O"IMIN-111-
Upon rehrrrtinglrom FMLt1 leav_e,_vt employee released_1'or lull duty will be reinstated
to the employ_ee's grigj�na]_gr equivalent position with equiy�alentpay_a id benefits and
othcr_tei7m and conditions of e ployment_ In the case qf' an_cmplovice's own serious
health conditi-- pj vsician's statement certi_fyinpthe empknee_'sgbility_topErl<irm the
essential functions of the Lob is required._Enplovees _failingto proyrde the cerhtication
will -not -be resumcyygrk until itis Provided.
7.8.3 BEREAVEMENT LEAVE
Employees may, upon the recommendation and at the discretion of the Department
Head and with the approval of the Village Manager, be granted up to three days with
pay to attend the funeral of any of the following relatives: spouse, parent, child,
grandchild, stepchild, sibling, father/mother-in-law, grandparents, and_grandparentq-
in -lava. or any other relative living in the same household with the employee. This
leave may be extended up to a total of five days with the approval of the Village
Manager. Time allowed in each circumstance is governed by the immediacy of the
relative and the distance to be traveled to attend the funeral, among other
considerations. Requests for funeral leave will be considered as soon as possible
following notice of the bereavement.
All cmpfo}_ccs eligible for leave under the_T_ederal Family -and Medical Leave Act -of
1993_ithe_ FMLA:) shall be eligible_ior bereavement leave in -accordance -with -the
Illinois Child Bereavement Lcave_Acttthe_Act Zwdiich prov_ities_up tu_rmasimum
of 2 weeks tl0 work daysIof unpaiti_bereavement_leaye to: Cl} attend the Funeral or
altexnativc to a funeral gf a child_t.'!make arrangements_necessitatcdhy_the_ine__ of
the child; ort.)_ ricvc the death ofa child.
The Act_ defines- _`cliild"_as an employee's_son_gr dluphter_who is_a biological,
adopted or foster chil_d_a stepchild�a legal yvard or a childof' person standin in
locoparentis (in place of parent!..
Glible enployees_may_elect to_substitute accrued benefit time including sick_time
for hereav_cment leave -under the Act._ If the _cmplgyq( does not_hav_e any_ accrued
benefit time fyrpaid leave special circuma
stances my be considered at the discretion
of the Village Manager_
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