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REGULATIONS FOR NON-UNIFORMED EMPLOYEES
Personnel regulations for the non-uniformed employees of the village are hereby adopted and incorporated by reference as if fully set forth herein. Copies of these regulations and all amendments thereto are on file in the municipal offices.
('80 Code, § 34.01) (Regulations adopted 10-27-69; Am. Ord. 8-80, passed 4-28-80; Am. Ord. 10-80, passed 4-28-80; Am. Ord. 15-80, passed 6-23-80; Am. Ord. 10-81, passed 4-27-81)
REGULATIONS FOR PERMANENT EMPLOYEES
A) The Council for the Village of Indian Hill shall establish a compensation plan for all classifications in the municipal service not covered by a collective bargaining agreement and that are in addition to those positions required by the City Charter. Such compensation plan shall constitute the listing of job classifications and corresponding pay grades, grouped by major office, department, or subordinate divisions in which they primarily would appear or categorically by function. The compensation plan shall provide minimum and maximum rates of compensation for each classification, and such ranges shall be effective January 1, 2024.
(B) The specific budget for personnel authorized to occupy each job classification within each office, department, division or work unit is approved annually by Council in the salaries section appearing throughout the operating budget ordinance. Some positions identified may be utilized in other departments than where they appear as authorized by Council.
(C) The City Manager shall have the authority to approve the compensation or step increase plan, of employees within the designated pay ranges of each job classification set forth in the compensation plan as adopted by Council.
(D) The compensation plan listed in Exhibit "A", which is attached to Ordinance 11-23, is hereby adopted by reference and shall be treated as if set forth in full herein by reference. Such compensation plan shall be maintained in the office of the City Manager. The Council for the Village of Indian Hill may amend any compensation plan by adoption of an appropriate ordinance. Such ordinances and compensation plans shall not be codified herein, but the City Manager, or his or her designee, shall cause the appropriate change to be made to the applicable compensation plan so each shall remain current. Current copies of all compensation plans shall be available for public inspection.
(Ord. 26-21, passed 12-13-21; Am. Ord. 17-22, passed 12-19-22; Am. Ord. 11-23, passed 12-18-23)
(A) Permanent, full-time employees who are compensated on an hourly basis, will be compensated for all hours worked in excess of 40 hours in any one week or over eight or ten hours per shift (depending on how shifts are assigned) at a rate of one and one-half the employee's regular rate of pay. The eight or ten hour overtime provision shall not apply to training time assigned or approved by the Village of Indian Hill.
(B) For time served over regular scheduled work periods by employees of the Police Department, excluding the Chief of Police and Captain, when, in the opinion of the Chief of Police, it is necessary for the proper operation of the Police Department, shall be compensated at a rate of one and one-half times the employees regular rate of pay in accordance with F.L.S.A. regulations. A work period shall be defined as time worked over 12 hours per day or 84 hours within a 14-day period.
(C) Employees of the Public Works/Water Works Departments scheduled to carry an off duty "pager/phone" as part of their on-call status as first responders related to emergencies will be compensated with $130 per week for any weeks during which they are assigned to such status. Employees assigned to this rotation will be required to respond by telephone in no more than ten minutes and if needed, be on the scene no more than 60 minutes after receiving notification of a problem.
(D) Overtime assignments in the Public Works/Water Works Department due to emergency call-outs on Sundays shall receive two times their regular rate of pay for all such excess time. The 24-hour period relating to double time shall begin at 12:00 a.m. and end at 11:59 p.m. Employees working scheduled overtime will be compensated for all hours worked in excess of eight hours per day or 40 hours per week at a rate of one and one-half the employee's regular rate of pay. There shall be no continuation or pyramiding of overtime.
(E) If a permanent, full-time employee has left work at the end of a tour of duty, and then is called to return on overtime, a minimum of four hours of overtime pay, at the proper premium rate, will be guaranteed unless the call is within four hours of the next scheduled reporting time, and the work continues into the regular schedule.
(Ord. 15-19, passed 12-16-19; Am. Ord. 01-23, passed 1-17-23)
(A) Exempt Compensatory Time. Employees in FLSA-exempt positions may be requested or required to work in excess of their scheduled work hours as necessary to meet the needs of the city. Exempt employees not eligible for overtime pay may accrue one hour of exempt compensatory time for each hour in pay status over 40 hours in a workweek. The employee must obtain approval from their direct supervisor or department head to work hours which may result in the accrual of exempt compensatory time. No compensatory time will be granted for office work that could have been completed during the regular work schedule. The supervisor or department head may deny the accrual of exempt compensatory time before or after the employee works the excess hours. Exempt compensatory time shall not be earned based on a daily total of hours worked nor on any leave hours an employee may have used during the workweek. Accrued exempt compensatory time may be taken off by the employee on a date mutually agreed upon by the employee and their department head during the employee's regular work schedule. If a mutually agreeable date cannot be identified, the department head may require an exempt employee to take accrued exempt compensatory time off during any workweek or may adjust the schedule of an exempt employee within a workweek to avoid the accrual of exempt compensatory time.
(B) Non-Exempt Compensatory Time. Upon application to, and approval of the employee's department head, a permanent, full-time employee may be granted compensatory time off from work in lieu of overtime compensation. Compensatory time shall be accumulated at a rate of one and one-half hours for each hour of overtime worked.
(C) An FLSA exempt and non-exempt employee may accumulate up to 80 hours (92 hours for police personnel) of unused compensatory time in a compensatory time "bank" unless provided for differently through a collective bargaining agreement. Once this limit is reached, the employee must be paid for any additional overtime hours worked, or must use a portion of accumulated compensatory time before any additional compensatory time may be accumulated.
(D) The village may choose to periodically cash an employee's compensatory time at any time during his/her employment.
(E) No part-time, temporary or seasonal employee shall be entitled to compensatory time.
(F) Employees of the Police Department who are assigned to work 84 hours within a 14-day pay period shall be entitled to receive two hours Kelly Time Off during each two-week pay period. The scheduling of such time off shall be at the discretion of the supervising shift lieutenant, or in his/her absence, the Assistant Chief or Chief of Police.
(G) Payment for Unused Compensatory Time. Any employee at the time of retirement or leaving the service of the city will be paid for all unused compensatory time up to a maximum of 80 hours for all eligible employees (92 hours for police employees assigned to rotating shifts). The rate of compensation shall be at the regular rate of pay earned at the time of separation. In the event of a death of an employee, unused compensatory time shall become payable in a lump sum. The rate of compensation shall be at the regular rate of pay earned at time of death. Such payment shall be made in accordance with R.C. § 2113.04, or be paid to the employee's estate with appropriate taxes withheld.
(Ord. 15-19, passed 12-16-19; Am. Ord. 01-23, passed 1-17-23)
(A) Permanent, full-time employees of the Village of Indian Hill, with at least five years of continuous service to the Village of Indian Hill, shall receive an annual longevity payment in addition to their regular compensation in accordance with the following schedule:
Years of Service | Payment |
5 thru 9 years | $1,050.00 |
10 thru 14 years | $1,200.00 |
15 thru 19 years | $1,350.00 |
20 thru 24 years | $1,500.00 |
25 or more years | $1,700.00 |
(B) Permanent, part-time employees who were hired prior to January 1, 2003, shall receive an annual longevity payment in an amount proportional to the above schedule and the actual number of hours worked by that employee.
(C) The longevity payment will be made annually during the first week in December to those qualified employees of record, who have or will have completed the specified number of years of service on or before December 31 of that year.
(D) In case of death, disability or service retirement or resignation, longevity pay will be prorated based on the number of completed months actually worked during the calendar year. In the event of a death of an employee, such payment shall be made in accordance with R.C. § 2113.04, or be paid to the employee's estate with appropriate taxes withheld.
(Ord. 15-19, passed 12-16-19; Am. Ord. 01-23, passed 1-17-23)
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