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72-0601 EPD tea- otoo 1 A4 PERSONNEL RULES AND REGULATIONS Police Department Uniformed Officer Personnel City of Elgin Effective June 1, 1972 PERSONNEL POLICIES These rules and regulations have been written to provide you, the employee, with a source of information as to personnel policies and procedures approved by the City Council. As such, it can be looked upon with authority and completeness for detailing your obli- gations, your rights, and your benefits and privileges as a member of the City family. It complements the Board of Fire and Police Commissioners' Rules and Regulations under which you were selected for your position, and which govern future promotions, disciplinary action and appeals. i PERSONNEL RULES AND REGULATIONS Police Department Uniformed Officer Personnel TABLE OF CONTENTS PERSONNEL POLICIES i TABLE OF CONTENTS ii SECTION I THE CLASSIFICATION PLAN A. Purpose and uses of the classification plan 1 B. Composition of the classification plan 1 C. Maintenance of the classification plan 1 SECTION II THE PAY PLAN A. Composition of the pay plan 2 B. Maintenance of the pay plan 2 C. Entrance pay 2 D. Salary advancement 2 E. Total remuneration 2 SECTION III HOURS, OVERTIME, PAY PERIODS AND DEDUCTIONS A. Standard work hours 3 B. Daily and weekly overtime 3 C. Pay periods 3 D. Payroll deductions 3 SECTION IV HOLIDAYS A. Holidays and observance 4 B. Pay for work on holidays 4 C. Sick leave and holidays 4 SECTION V VACATION A. Annual vacation 5 B. Increasing vacation 5 C. Accrued vacation pay upon separation 6 D. Vacation accrual while on leave 6 SECTION VI SICK LEAVE A. Sick leave benefits 7 B. Workmen's compensation and extended illness 7 C. Conversion of sick leave 8 D. Sick leave benefits while on leave 8 SECTION VII LEAVES OF ABSENCE A. Leaves of absence -- educational 9 B. Leaves of absence -- military service 9 C. Leaves of absence -- without pay 9 ii SECTION VIII GENERAL EMPLOYEE BENEFITS AND ALLOWANCES A. Hospitalization and surgical coverage 10 B. Life insurance 10 C. Workmen's compensation 10 D. Auto allowances 10 E. Professional conference attendance 10 F. Educational guidelines 11 SECTION IX GENERAL RULES AND REGULATIONS A. Outside employment 12 B. Political activity 12 C. Use of city vehicles, equipment, supplies and tools 12 D. Gifts and rewards 12 E. Use of city telephone 13 F. Identification cards 13 G. Personal mail 13 H. Change of name, address, marital and family status 13 SECTION X EMPLOYEE ASSOCIATIONS AND AFFILIATIONS 14 SECTION XI GRIEVANCES, LAYOFFS AND DISCIPLINARY ACTIONS A. Grievance procedure 15 n 1 c B. JU:J F/1.11J LVll LJ C. Dismissal' 16 SECTION XII RESIGNATION, RETIREMENT, AND DEATH OF EMPLOYEE A. Resignation and retirement 17 B. Death of employee 17 iii I THE CLASSIFICATION PLAN A. PURPOSE AND USES 1. This plan provides for the classification and arrangement of each position in the Classified Service of the City of Elgin, so that personnel problems may be dealt with fairly and equitably, and so the principle of "equal pay for equal work" may be observed. The plan allows for a complete and continuous inventory of all positions in the City's service. Job titles are thereby standardized, each indicative of a definite range of duties and responsibilities hav- ing the same meaning through the City Personnel system. 2. The Classification Plan shall be used: a) In preparing public announcements of examinations. b) As a guide in preparing examinations to measure the work needs of the class. c) In determining salaries for various types of work. d) In defining personal service items in departmental budgets. e) As an aid in the determination of lines of promotion. f) In providing uniform job terminology. B. COMPOSITION OF THE CLASSIFICATION PLAN 1. The plan shall consist of a listing of job titles which represent tasks of varying difficulty and responsibility. ' 2. All job titles shall have written specifications containing a de- scription of the duties under each job title and a statement of the qualifications required for appointment to a position within that job classification. C. MAINTENANCE OF THE CLASSIFICATION PLAN 1. The City Manager shall be responsible for the Classification plan's maintenance. It will reflect, on a current basis, the duties being performed by each City employee and the class to which each position is allocated. 2. An employee may at any time submit a written request through his department head to the City Manager for a review of the assignment of his position in the plan, setting forth his reasons justifying the need for the review. -1- II THE PAY PLAN A. COMPOSITION OF THE PAY PLAN 1. The plan shall consist of a schedule of Standard Salary Ranges. 2. It shall also contain the Official Salary Plan, consisting of minimum and maximum rates of pay and intermediate steps for all classes of positions included in the Classification Plan. B. MAINTENANCE OF THE PAY PLAN 1. Salary ranges shall be determined by the relative difficulty and responsibility of positions in the class, qualifications, prevailing rates of pay for similar employment, cost of living factors, and the financial policies of the City. 2. Prior to the preparation of each annual budget, the City Manager shall have made a comparative study of the factors affecting the pay policies of the City of Elgin. On the basis of such information, the City Manager will recommend changes in the assignment of salary ranges to the Mayor and City Council for their final determination. C. ENTRANCE PAY The minimum rate of pay for a class shall be paid upon original appoint- ment to the class. Appointment at a rate above the minimum may be authorized by the City Manager in recognition of exceptional qualifi- cation or when it is impossible to recruit qualified persons at the minimum rate for the class. D. SALARY ADVANCEMENT 1. Salary increases within appropriate ranges shall be from one step to the next higher step and shall be made annually on the employee's anniversary date, except where such employee is in a class for which there is a single rate of pay or as otherwise provided. Annual advancement shall not be automatic, but shall depend on service rat- ings or other pertinent data. 2. Salary increases of more than one step, at a more frequent interval, or up to one step over the maximum step of a range may be made by the City Manager where exceptional meritorious service is displayed or on the basis of recommendations from the department head. E. TOTAL REMUNERATION Any salary rate established for an employee shall be the total remuner- ation for the employee, not including reimbursement for uniforms, official travel and functions and other such approved expenses. Except where other- wise provided, no employee shall receive pay from the City in addition to the salary authorized under the Pay Plan for services rendered during the discharge of his ordinary duties or which he may independently undertake to volunteer to perform. -2- III HOURS, OVERTIME, PAY PERIODS AND DEDUCTIONS A. STANDARD WORK HOURS 1. The standard work week of uniform personnel may vary as a result of the operational demands of the department. The total regular hours in the work week, however, will be a 40-hour week consisting of five 8-hour days. 2. Employees shall report promptly at the designated starting time and be able to devote their entire efforts during working hours to assigned duties. In the event that an employee is unable to report for work due to illness or other emergency, he must so inform the supervisor on duty directly, if possible, or by phone at least one hour before starting time. Failure to so inform the supervisor of each absence (or at agreed intervals in the case of extended illness) , may result in a loss of sick leave pay to which the employee may otherwise be eligible. B. DAILY AND WEEKLY OVERTIME Employees shall be required to work overtime hours only in cases of emergency. Ctt ervicnrc shall arrange the work schedules of the_„ ccticn- so as to accomplish the required work in the standard work shift. If it shall prove necessary for employees to work beyond the hours established for the standard work shift, the department head may authorize overtime work. This does not apply to the filing of reports or court appearances resulting from the performance of duty. Compensation for uniform person- nel in excess of the standard work shift shall be paid at the prevailing base rate. This also does not apply to the department head and other designated personnel who are expected to work whatever hours are required to complete his job. C. PAY PERIODS 1. Employees shall be paid twice per month, on the 8th and 23rd, for a total of 24 pay periods per year. 2. When the 8th or 23rd is a holiday, a Saturday or a Sunday, checks shall be issued on the preceding work day. D. PAYROLL DEDUCTIONS 1. Automatic payroll deductions shall be made for federal and state in- come tax purposes and employee's pension contributions. 2. Voluntary payroll deductions may be made for family hospitalization insurance, community chest contributions, credit union contributions, and federal savings bonds. An employee may request deductions for these purposes by signing the appropriate forms. -3- IV HOLIDAYS A. HOLIDAYS AND OBSERVANCE The following major holidays are recognized for observance: New Year's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanks- giving Day, and Christmas Day. 1. For all shift personnel, the day of observance for these holidays shall be on the actual day they occur. 2. All non-shift personnel shall also observe these holidays and the minor holidays of: Lincoln's Birthday, Washington's Birthday and Columbus Day on the day they occur except: a) When any of these holidays fall on a Sunday, they shall be observed on the following Monday. b) When any of these holidays fall on a Saturday, they shall be observed on the preceeding Friday. c) On these three minor holidays and Veteran's Day, the administrative offices will be partially manned. Any non-shift personnel who work a regularly scheduled holiday will receive a floating holiday. A floating holiday must be scheduled with the department head and be taken within one year of the holiday worked. B. PAY FOR WORK ON HOLIDAYS 1. Employees working on a regularly scheduled shift requiring work on a recognized legal holiday, shall receive an additional day's compen- sation if worked or not. 2. Employees required to work on a holiday due to an emergency or other reason who are not otherwise scheduled to work will be paid overtime • on an hour-to-hour basis for all time worked in addition to their holiday pay. C. SICK LEAVE AND HOLIDAYS All employees who are off work due to reasons chargeable to sick leave on a holiday the employee is scheduled to work may be required to present a verification of sick leave eligibility to receive the holiday pay. This may also be required for employees off work the day before or the day fol- lowing a holiday they were not scheduled to work. -4- V VACATION A. ANNUAL VACATION 1. All full-time permanent employees shall be entitled to vacation leave with pay as follows: Total Length of Service Vacation Leave Rate Earned 0 to 6 months None 6.67 hours/month 6 months until 1 year anniversary 1 week 6.67 hours/month 1 year anniv. until 10 year anniv. 2 weeks 6.67 hours/month 10 year anniv. until 20 year anniv. 3 weeks 10.00 hours/month 20 year anniversary and over 4 weeks 13.33 hours/month 2. Employees hired on or before the 15th calendar day of each month shall earn vacation credit from the 1st of that month, whereas those hired after the 15th calendar day of a month shall earn vacation credit from the 1st day of the following month. 3. Vacations shall be scheduled on or before March 1st by each department head for his employees. The department head shall determine the period during which vacations may be taken and the maximum number of employees who may be on vacation leave at one time. Employees shall be entitled to only schedule vacation leave up to a total of vacation time accrued. The employee with continuous seniority shall have preference if two or more employees desire the same vacation period. Vacations will be taken in minimum units of one full week, unless otherwise approved by the department head. An employee may, with department head approval, carry over a maximum of one week of unused vacation leave to the succeeding year. B. INCREASING VACATION • 1. The amount of vacation for which an employee is eligible in any one year may be increased by the conversion of accumulated sick leave over 60 days. This conversion is at the rate of 3 for 1, or three days of sick leave for one vacation day, up to a maximum of five days of vacation leave for any one year. Authorization to convert sick leave into vacation leave is contingent upon the approval of the department head and shall not inter- fere with the department's operational needs or work schedule. Additional leave shall be assigned only after determination of the departmental vacation schedule for all employees. 2. Shift employees may also trade days off for the purpose of increasing vacation leave. A maximum extent of five work days may be traded in any one year. Authorization to so trade days off is contingent upon approval of the department head, and must not interfere with the depart- ment'. service or the departmental work schedule. Time for such additional leave may not be selected until after all employees in the department have been assigned their vacation period. -5- • C. ACCRUED VACATION PAY UPON SEPARATION Upon separation "in good standing" from the City service, the employee shall be paid for all vacation leave accrued to the date of separation. This accrual shall be limited to the amount of time to which the employee • is entitled based on the length of service plus the allowed one week carry over of unused vacation from the preceding year. D. VACATION ACCRUAL WHILE ON LEAVE An employee on authorized leave "with pay'; authorized sick leave, or on workmen's compensation continues to earn vacation leave during the period of such absence. However, an employee does not earn vacation leave while he is absent "without leave" or on "leave without pay". -6- VI SICK LEAVE A. SICK LEAVE BENEFITS 1. Sick leave with pay is not a right which an employee may demand, but rather is a privilege granted by the City. All permanent full-time employees of the City of Elgin shall earn sick leave with pay at the rate of one working day for each full month of continuous employment. 2. Earned time for sick leave shall be recorded on the employee's personnel record and is cumulative up to a total of 240 days. 3. Absence from work due to any of the following reasons is charge- able to sick leave: a) Legitimate illness or injury of the employee. b) Illness or death of a member of the immediate family neces- sitating the absence of the employee from his work. (Members of the immediate family include mother, father, wife, husband, brother, sister, children, mother-in-law, and father-in-law. ) c) Funeral of a close relative or friend limited to travel time and necessary time of attendance at the funeral, though not to exceed five days. 4.' All employees' absences from work chargeable against sick leave shall be reported immediately to the supervisor, or the City Manager in case of the department head's absence, as soon as possible. When absences due to illness are in excess of two consecutive days, such absence may be required to be supported by a doctor's certificate at the discretion of the City Manager. Employees who are absent due to severe accidents or to surgery must supply a signed doctor's release before they can return to work. B. WORKMEN'S COMPENSATION AND EXTENDED ILLNESS 1. An employee who is injured under working conditions on the job and is accepted under Workmen's Compensation coverage may be continued on a full-pay status during the period of recovery from such injury. The payment from the City will be the difference between the employee's salary and the payments received from Workmen's Compensation, less normal deducations. Such employee will be eligible for pay not chargeable to sick leave for an amount of time equal to his accumu- lated sick leave but not less than the equivalency of 20 sick days. If the period of the injury extends beyond this period, the additional time will be charged to the accumulated sick leave. The case will be presented and reviewed by the City Council for the possible extension of full pay when accumulated sick leave is expended. -7- 2. If an employee due to extended illness requires leave beyond the amount of accumulated sick leave earned, he will be required to use accrued vacation time available before consideration will be given to a draw on unearned sick leave. Such consideration may be given to employees who have not abused sick leave privilege and have used all accrued sick leave and vacation time because of extended illness. A draw on future unearned vacation and sick time of up to 30 days may be granted only by City Council action. C. CONVERSION OF SICK LEAVE In recognition of non-abuse of the sick leave privilege, employees may have the right to convert accumulated sick leave for additional vacation leave or for severance pay. Such conversion shall be at a rate of three days of sick leave for one working day on the following schedule: 1. Vacation leave conversion requires over 60 days of accumulated sick leave and is limited to a maximum of 15 days of sick leave for 5 days of vacation leave in any one year. 2. Retirement or separation pay is based on a status of good standing and over 90 days of accumulated sick leave which can be converted up to a maximum of 22 working days of severance pay. D. SICK LEAVE BENEFITS WHILE ON LEAVE An employee on authorized leave "with pay", authorized sick leave or on workmen's compensation continues to earn sick leave during the period of such absence. However, an employee does not earn sick leave while he is absent "without leave" or on "leave without pay". -8- VII LEAVES OF ABSENCE A. LEAVES OF ABSENCE -- EDUCATIONAL A special leave of absence may be granted at full or part pay by the City Manager in order to permit an employee to take courses of study which will better equip the employee to perform his duties. B. LEAVES OF ABSENCE -- MILITARY SERVICE An employee may be granted, by the City Manager, up to two weeks of military leave in any fiscal year for reserve or special training encampments. This leave shall not be charged against vacation or sick leave and the employee will be compensated by the City the difference of his military compensation from his normal monthly salary, less normal payroll deducations. C. LEAVES OF ABSENCE -- WITHOUT PAY 1. Any employee who is inducted into the armed forces of this country may be considered as being on leave of absence coinciding with the duration of his service. For a period of 90 days after he is honor- ably discharged, he has the option of requesting full reinstatement with the City without loss of prior earned seniority, provided he still meets the requirements of his former position. 2. Employees may submit a written request to the-City Manager for a leave of absence of up to one year. Such leave shall be without loss of prior earned seniority and may be for the following reasons: a. Personal or family illness. b. Completing education. 3. Employees on suspension from work shall not be eligible to earn vacation or sick leave benefits during the period of the suspension. -9- VIII GENERAL EMPLOYEE BENEFITS AND ALLOWANCES A. HOSPITALIZATION AND SURGICAL COVERAGE The City provides a hospitalization and major medical insurance program for full-time employees. A family program is optional at the employee's own expense. B. LIFE INSURANCE The City provides a paid group life insurance policy in the sum of $1,000 for all full-time employees. C. WORKMEN'S COMPENSATION Employees also receive coverage through Workmen's Compensation if injured under working conditions on the job. Such coverage may include medical bills, lost time and disability. Elgibility for lost time payments begins only after the seventh calendar day of the injury. D. AUTO ALLOWANCES When a car is used for certain Field operations where. the City r cannot provide a vehicle, allowances may be authorized: 1. If a monthly allowance is granted, it is intended to cover vehicle operations within a 50-mile radius of Elgin. 2. If the approval of the City Manager is given for City business trips outside this radius, use of a personal vehicle will be compensated at 10 cents/mile up to 500 miles (air coach fare rate will be used there- after). E. PROFESSIONAL CONFERENCE ATTENDANCE 1. Any employee desiring to attend professional conferences must request approval of the City Manager at least one month prior to the opening date of the conference, or in time .to take advantage of any pre- registration savings. The request should indicate the benefits the City will derive from the employee's attendance and should include publicity flyers on the conference containing the schedule and regis- tration information. 2. A requisition for advance conference costs must be submitted to the purchasing office along with the City Manager's approval and conference • schedule at least one month prior to date of departure. This request shall cover: a. Actual registration fee, unless pre-registrations savings are available, in which case a requisition for prepayment should be submitted separately in time for such savings. b. Lodging - least expensive single room with private bath at the conference hotel. -10- c) Round trip transportation of less than 500 miles, lOC/mile plus tolls, while over 500 miles one round trip air coach fare d) Meals of $1.25 for breakfast, $2.25 for lunch, and $5.00 for dinner e) Five percent of total advance for miscellaneous expenditures. 3. In all cases, receipts will be required in support of conference costs, travel and lodging expenses and, where practical, for meals and miscellaneous expenses. A detailed accounting of the money spent at each conference shall be submitted to the purchasing office within one week of the employee's return from the conference. Return of unspent conference advances or requisition for reimbursement of all reasonable out-of-pocket expenses will be done at this time. 4. A detailed written report on the conference proceedings along with a program shall be submitted to the City Manager within two weeks of the employee's return from a conference. F. EDUCATIONAL GUIDELINES 1. Any employee desiring to improve his job skills and ability as per- tinent to his city position may make a request of the City for financial assistance for college, university or technical school courses, correspondence courses and other training schools. Approval of such assistance shall be on the basis of the employee's work record, the need of this training for improved job performance, the cost, and the requirements and needs of the City at the time. 2. An employee desiring such assistance shall submit his written request to the City Manager two months prior to the start of the course or training program. Along with the request should be material explain- ing the nature of the course and a statement indicating what benefits the City will derive from the employee's participation. 3. If course assistance is approved, the City may pay the entire or partial tuition costs and/or the cost of books and materials as determined by the City Manager prior to the employee's enrollment in the course as follows: a) Payment will be by reimbursement of the employee upon satisfactory completion of the course, and submission to the purchasing office a transcript of the grade on the course and a copy of the City Manager's approval. b) In all cases, employees are expected to maintain better than a 80 percent class attendance record and to successfully complete the course with "C" grade or better. c) Failure to achieve these minimum standards will result in no reimbursement by the City of course costs paid by the employee. -11- IX GENERAL RULES AND REGULATIONS • A. OUTSIDE EMPLOYMENT The work of the City shall have precedence over other occupational interests of the employees. All outside employment for salary, wages or commission, and all self-employment must be reported to and approved by the employee's department head. Such approval shall also be contin- gent upon the employee signing an acknowledgment of understanding that if injured on the outside job resulting in time lost from the City job, the employee will be ineligible for sick leave benefits and vacation accumulation during the period of lost time. Conflicting outside employment, interfering with the performance of the City job, shall be grounds for dismissal. B. POLITICAL ACTIVITY 1. City employees service all residents equally. The political opin- ion or affiliation of any resident shall in no way affect the amount or quality of service he receives from the City. An individual's political affiliation, preference, or opinion will not in any way influence his appointment, retention, or promotion as a City employee. 2. No appointed City employee shall take an active part in municipal political campaigns other than to cast a vote in any election and to express privately his views and opinions as a citizen. Political activities in regard to township, county, state, or national offices are not prohibited, but such activities must be confined to non-working hours. 3. Employees who wish to run for any elective municipal governmental office must first take a leave of absence from the City service. This leave is to begin with the first formal activities of the employee to obtain nomination or election to the office and will end upon completion of all activities connected with the office. e. USE OF CITY VEHICLES, EQUIPMENT, SUPPLIES AND TOOLS City vehicles, equipment, supplies and tools shall not be used for pri- vate purposes. Breakdown and malfunctioning of any of these items shall be reported promptly. All employees using City vehicles must closely adhere to the rules of safety and courtesy on the road, as they are repre- sentatives of the City government and reflect the entire organization. D. GIFTS AND REWARDS City services are not to be extended by employees in exchange for special rewards, gifts, or other remuneration from outside individuals or organiza- tions. Employees shall not accept any gift from outside individuals or organizations who may have business dealings with the City or as a result of the employee's status with the City. -12- • E. 'USE OF CITY TELEPHONE Employees are permitted to use City telephones for personal reasons only in cases of absolute necessity. This is a privilege and not a right and shall not interfere with the discharge of normal work duties. If personal toll calls are made, they should be reported for purpose of employee bill- ing. F. IDENTIFICATION CARDS Employees whose duties involve entry upon private premises as representatives of the City of Elgin will be furnished identification cards. The depart- ment head will be responsible for the assignment and collection of these cards. G. PERSONAL MAIL Employees shall not use the addresses of the Municipal Building or other City facilities for receipt of personal mail. H. CHANGE OF NAME, ADDRESS, MARITAL AND FAMILY STATUS Employees shall report any changes in name, address, telephone number and marital an d f-mily status to their supervisor and the Personnel Officer. • -13- X EMPLOYEE ASSOCIATIONS AND AFFILIATIONS The informal discussion of problems and concerns between employees and the City administration frequently results in their most equitable resolvement. It is hoped that this atmosphere of employee-management dialogue will always exist. It is realized, however, that guidelines should exist for this relationship. 1. The City of Elgin recognizes the right of employees to join a union or employee association. Membership in such groups is optional for a City employee. 2. Municipal officials and all supervisory personnel are excluded from representation by employee organizations and may not be a member of a negotiation or grievance committee. This exclusion does not deny such personnel from maintaining existing member- ship in employee organizations. Employees at the first level of supervision come under this section. 3. The City Manager (and/or his designee) is the sole negotiation agent for the City of Elgin. 4. Any changes in the pay plan, fringe benefits and personnel rules and regulations must be with the approval of the City Council. • 5. The City Manager will meet annually with the various committees representing employees to discuss wages, benefits, and working conditions until a final determination has been made concerning these items. At an appropriate later date, the agreed items will be made part of the pay plan and personnel rules and regulations by City Council action. 6. Management retains the exclusive right to determine the mission of the City function, set standards of services to be offered to the public, and to exercise control and discretion over its organization and operations. The right is reserved to direct its employees, including the right to hire, suspend, discharge for proper cause, and to relieve employees from duty because of lack of funds, or for any other legitimate reason, as provided by Illinois State Statutes. 7. All agreed items concerning wages, benefits, and personnel rules and regulations shall conform to Illinois State Statutes and the discharged statutory functions of the Fire and Police Board of Commissioners. Any conflict arising between an employee organization and such statutory functions shall be resolved in favor of the Board. 8. Both management and employee organizations are prohibited from restraining or coercing employees in the exercise of their rights to join or not join and to maintain or terminate membership in any employee organization. -14- XI • GRIEVANCES, LAYOFFS AND DISCIPLINARY ACTIONS A. GRIEVANCE PROCEDURE The most effective accomplishment of the work of the City requires prompt consideration and equitable adjustment of employee grievances. It is the desire of the City that grievances may be adjusted infor- mally. However, it is recognized that certain grievances cannot be resolved or cannot be answered to the satisfaction of the employee. Therefore, the following procedure is established: 1. An employee shall first present his written grievance to his immediate supervisor. A grievance relating to a specific incident or action must be submitted by the employee within 10 working days • of when the incident occurred or action took place. The super- visor will be responsible to make careful inquiry into the facts and circumstances of the complaint and will advise the employee, in writing, of his decision within five working days of when the complaint was filed. 2. If the employee is not satisfied with the decision of his immediate supervisor, he may submit his written grievance to his department head within 10 days of when the employee was advised of his super- visor's decision. The department head shall make a separate inves- tigation, review prior action and provide the employee with a copy of his decision in writing. This shall be done within five working days after receipt of the grievance. 3. If the employee is not satisfied with the department head's decision, he may request a review of the grievance by the City Manager. This request for review must be made in writing and not more than 10 days after the employee was advised of the department head's decision. The employee, in making his request for review, may be accompanied by as many as three members of a grievance committee. This committee shall consist of the president or chairman and two employees chosen by the employee from the employee's particular organization, affilia- tion or association. The City Manager shall render, in writing, his finding and decision within 15 working days after receiving the employee's written request for a review. 4. The decision of the City Manager is final, except in the event that such grievance is subject to the jurisdiction of the Board of Fire and Police Commissioners. If the employee is not satisfied with the City Manager's decision, he may appeal, in writing, for a hearing before the board. The Board's actions on such an appeal will be the same as those defined by the Illinois State Statutes. B. SUSPENSION Any action on the part of an employee which is in violation of the orders of his supervisors or contrary to the policies or rules of his department or the City, but not serious enough to warrant dismissal, may be disciplined by suspension without pay. Such suspension by the department chief may not exceed five days and written notification shall be given to the Board of Fire and Police Commissioners within 24 hours. Any such suspension may, however, be appealed by the employee to the Board by filing written notice within 24 hours of the suspension to the Board's secretary. Board action on such an appeal will be defined by Illinois State Statutes. -15- C. DISMISSAL The tenure of every employee shall be that time during which his conduct is acceptable and he satisfactorily performs his duties. Failure to meet such standards of conduct and work performance shall be sufficient grounds for charges of dismissal being filed with the Board of Fire and Police Commissioners. Possible grounds for dis- missal are listed below, but it should not be construed that these are the limits of such grounds. 1. The employee is incompetent, negligent or inefficient in the performance of his duties. 2. The employee has been abusive in his attitude and language or has been abusive in his conduct resulting in physical harm or injury to his fellow employees or the public. 3. The employee has some permanent or chronic physical or mental ailment or defect which incapacitates him for the proper per- formance of his duty. 4. The employee has violated laws or official regulations, orders or rules, or failed to obey reasonable direction given him by his superior. This is especially of concern when such violation amounts to insubordination or serious breach of discipline in the organization. S. The employee has taken for personal use a fee, gift or other valu- able thing in the course of his work or in connection with it. 6. The employee has been absent without leave, or has failed to report after leave of absence has expired, without an 'acceptable excuse. 7. The employee has participated in a local political campaign or been involved in the solicitation and/or receipt of contributions for such a campaign to elect a person to a local political office, other than to cast his vote or to express privately his views. 8. The employee has been guilty of other misconduct comparable in seriousness to the above enumerated offenses. -16- XII RESIGNATION, RETIREMENT, AND DEATH OF EMPLOYEE A. RESIGNATION AND RETIREMENT 1. An employee wishing to leave the employ of the City in "good standing" shall submit to the department head a written resigna- tion, giving at least two weeks notice, unless consent is given to leave sooner. A copy of such resignation along with a termin- ation notice will be given within 24 hours to the Personnel Officer by the Department head so that 1) the employee's "good standing" will be entered on his record, 2) computation of severance pay will be initiated, and 3) an exit interview may be scheduled. Any employee' failing to do so will forfiet all accrued vacation and sick leave pay. The failure will be entered on his service record. 2. Employees leaving in "good standing" shall be paid in full for accumulated vacation leave. Also, they shall be paid for one-third of their accumulated sick leave over 90 days. This latter amount will not exceed 22 work days of severance pay. B. DEATH OF EMPLOYEE Upon the death of an employee, the employee's spouse, legal heir or executor of his estate shall receive compensation for all unused vacation, one-third of accumulated sick leave over 90 days, (not to exceed 22 days of leave) the balance of the pay period's compensa- tion for the period in which the employee died. This amount is in addition to any benefits provided through the pension system and life insurance program. -17-