ORDINANCE NO.   23-56

AN ORDINANCE AMENDING CERTAIN PROVISIONS OF THE VILLAGE OF MINOOKA PERSONNEL MANUAL

   WHEREAS, the President and Board of Trustees of the Village of Minooka, Will, Grundy, and Kendall Counties, Illinois, have the authority to adopt ordinances and to promulgate rules and regulations that pertain to its government and affairs and protect the public health, safety, and welfare of its citizens; and

   WHEREAS, the Village of Minooka previously adopted a Personnel Policies Manual, containing the Village’s policies for employees of the Village; and

   WHEREAS, Section 11 of the Village of Minooka Personnel Policies Manual authorizes the Village to amend the provisions of the Manual with the approval of the President and Board of Trustees of the Village; and

   WHEREAS, the President and Board of Trustees of the Village of Minooka have determined that it is necessary and in the best interests of the Village and its citizens to amend the Village of Minooka Personnel Policies Manual and the updated Village of Minooka Personnel Policies Manual is attached hereto and incorporate herein as Exhibit “A”.

   NOW THEREFORE, BE IT ORDAINED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE VILLAGE OF MINOOKA, WILL, GRUNDY, AND KENDALL COUNTIES, ILLINOIS, PURSUANT TO ITS CONSTITUTIONAL, HOME RULE, AND STATUTORY AUTHORITY, AS FOLLOWS:

   SECTION 1.   The President and Board of Trustees hereby find that all of the recitals contained in the preamble to this Ordinance are true, correct, and complete and are hereby incorporated by reference hereto and made a part hereof.

   SECTION 2.   The Village of Minooka Personnel Policies Manual is attached hereto and incorporated as Exhibit A and is hereby adopted by the Village of Minooka.

   SECTION 3. A copy of the Village of Minooka Personnel Policies Manual shall be made available to all employees of the Village and shall be kept on file with the Village Clerk.

   SECTION 4.   In the event that any provision or provisions, portion or portions, or clause or clauses of this Ordinance shall be declared to be invalid or unenforceable by a Court of competent jurisdiction, such adjudication shall in no way affect or impair the validity or enforceability of any of the remaining provisions, portions, or clauses of this Ordinance that may be given effect without such invalid or unenforceable provision or provisions, portion or portions, or clause or clauses.

   SECTION 5.   That all ordinances, resolutions, motions, or parts thereof, conflicting with any of the provisions of this Ordinance, are hereby repealed to the extent of the conflict.

   SECTION 6.   That the Village Clerk is hereby directed to publish this Ordinance in pamphlet form.

   SECTION 7.   That this Ordinance shall be in full force and effect from and after its passage, approval and publication in pamphlet form as provided by law.

   PRESENTED and passed by the Board of Trustees on a roll call vote on the 19 th of December 2023.

Exhibit A

SECTION 11 – LEAVES OF ABSENCE

11-1. Vacation Leave

Vacation time is granted to allow Village employees to rest, relax and pursue special interests. Full time employees of the Village who have occupied their positions for a period of twelve (12) consecutive months are eligible for vacation with pay. Vacation will accrue annually on the employee’s hire date following the initial probationary period.

Employees will receive 40 hours of vacation when hired and can use these hours after a ninety (90) day probationary period.

A.   Accruing Vacation Hours

Full Time Employees

All full-time employees shall accrue and be eligible to use vacation according to the schedule outlined below. Vacation time shall accrue on an annual basis based on your date of hire and the following schedule; accrued vacation time shall be used by the employee following the year of accrual.

Service after 1 Year   80 Hours

Service after 5 Years   96 Hours

Service after 8 Years   120 Hours

Service after 12 Years   136 Hours

Service after 15 Years   160 Hours

Service after 18 Years   176 Hours

Service after 20 Years   200 Hours

The P o lic e Un io n ha s a di f f er ent va ca t i o n s c hed ul e per th e

co l l e ct i ve bargaining agreement. 

Every part-time employee will accrue one (1) hour of vacation time for every forty (40) hours worked up to a maximum of forty (40) hours a year. New hires will not be eligible to receive vacation time for the first ninety (90) days of employment. Seasonal employees (employed less than 90 days per calendar year) shall receive one day of vacation per work season provided the seasonal employee works at least 8 weeks consecutively. Part time and seasonal employees are subject to the same restrictions and usage of their vacation time as full time employees as described below in paragraph (B).

B. Utilizing Vacation Hours

1.   Vacation hours may not be used until they have been accrued.

2.   Vacation time may not be taken in increments less than one half of a working day.

3.   Vacation requests should be made to your supervisor with as much advance notice as possible. Vacation dates will generally be approved on a first-come first-served basis. Once an employee’s vacation days have been approved, such dates will not be altered due to a subsequent request for the same dates by another or more senior employee. However, if two or more employees have requested overlapping vacation dates which have not been approved, and if approval of both requests would cause a hardship on the Village, the Supervisor will consider an employee’s length of continuous service as a factor in determining which employee’s request will be granted.

4.   All requests for vacation must be approved by the employee’s Supervisor prior to the commencement of the requested vacation dates. The Supervisor will consider the employee’s request and the requirements of the department and the Village as a whole. The Supervisor may require certain hours to be taken consecutively. There is no guarantee that any employee will receive the vacation hours or dates requested. Approval of vacation requests is left entirely to the discretion of the Supervisor.

5.   The maximum consecutive use of vacation leave is ten (10) work days

unless the Village Administrator believes that work and staffing requirements will permit added usage.

6.   Upon separation from service with the Village, all benefits cease and no longer accrue.

B.   Carrying Over Vacation Days

1.   Vacation leave is not cumulative and must be taken within the (12) twelve month period following the accrual date. Vacation leave may only be carried over with the consent of the Department Head and under no circumstances may an employee carry over more than five

(5) vacation days.

2.   At the end of each employee’s anniversary date, any accrued vacation hours not used and not approved for carry over will be forfeited.

C.   Payment for Vacation Hours

Regular full-time employees whose employment with the Village ends after they have completed twelve (12) months of employment, shall receive a lump sum check as compensation for any unused vacation time. The lump sum check shall be at the employee’s regular straight-time hourly rate of pay in effect for the employee’s regular job classification on the pay day immediately preceding the employee’s last day of employment with the Village.

11-2. Personal Days

All full-time employees shall be entitled to sixteen (16) personal hours off with pay, to be awarded on the first day of the calendar year, to be used during the calendar year for administrative staff and public works union employees. Except in the case of an emergency, employees shall provide a minimum of

72 hours of notice prior to the anticipated use of personal time. Personal time may be used in increments of no less than one (1) hour. Any personal time not used during the calendar year will be lost. Part-time and seasonal employees are not entitled to personal days.    

The police union employees shall be entitled to twenty-four (24) personal hours off with pay, awarded on the first day of the calendar year, to be used during the calendar year.

11-3. Sick Leave

Sick leave is granted at the discretion of the Supervisor, but, generally may be used for illness, injury, maternity, doctor appointment or for serious illness or injury of the employee, employee’s minor children and/or minor step-children residing with the employee or those in the employee’s immediate family.

A.   Eligibility: All full-time employees, probationary or regular, shall accrue sick leave at a rate of one (1) sick day (eight (8) hours) per month of work completed. An employee shall receive credit for a month worked if that employee has worked at least one-half (1/2) of the workdays in a calendar month, or has been absent on a paid leave at least one-half (1/2) of the workdays in a calendar month, or any equivalent combination of work and paid leave.

Temporary, part - time, and seasonal employees are not eligible for sick leave pay.

Sick leave shall be chargeable in amounts of no less than two (2) hours.

B.   Unused sick leave may accumulate to a maximum of 960 hours for all full-time employees.

C.   Unused Sick Leave at Separation: Employees shall not be paid for unused accrued sick leave upon separation from Village service. However, the Village’s pension fund may allow for accumulated sick leave to be transferred as service credits when pension amounts are determined upon retirement.

D.   Sick Leave Notification: In the event that an employee is unable to work due to illness, the employee must inform his/her supervisor at least two (2) hours prior to the start of the scheduled work day. Refer to Section 5-13 for proper communication. Failure to inform the supervisor each day of absence, or at agreed intervals in the case of an extended illness, will result in a loss of pay for the day or days involved and/or further disciplinary action. If the illness lasts three (3) or more days or if there is repeated occurrence of illness, the Supervisor or Village Administrator may require a medical certificate from the employee’s attending physician.

E.   Abuse of Sick Leave: Proper utilization of sick leave should not interfere with the overall productivity of the department. Therefore, it is appropriate that corrective steps be taken if an employee abuses sick leave or has prolonged and/or frequent absences which interfere with department operations. Corrective stops may include; medical consultations, or informal or formal disciplinary warnings; in some cases, dismissal may be

appropriate.

F.   Employees laid off or granted a leave of absence without pay and are reinstated within one (1) year shall be eligible for unused sick leave allowance earned prior to the time of their absence.

G.   Employees returning following three or more days of sick leave may be required to submit an approved release from their physician prior to returning to work.

H.   Employees voluntarily terminating Village service shall be allowed sick leave pay during their last two (2) weeks of employment upon presentation of an approved doctor’s certificate.

I.   Workman’s Compensation: Sick leave is not applicable for absences due to work related injury for which compensation has been provided under Worker’s Compensation Act.

11-4. Donation Policy

A.   In attempt to assist employees who encounter catastrophic illnesses or injuries, the Voluntary Leave Time Donation Policy will permit regular, full- time employees to donate accumulated vacation, personal and sick time to an eligible employee in need.

B.   Eligibility: Employees eligible for workers compensation are not eligible for the Voluntary Leave Donation Program. An employee will be eligible to used donated time after using all their accrued sick, personal and vacation time. Nothing in this policy will be construed to limit or extend the maximum allowable absence under the Family Medical Leave Act (FMLA).

C.   All donated time will be recorded in a donated leave time bank and tracked by the Finance Department. Once donated, the accumulated time is available to be used by the employee.

D.   The employee must request the use of the donated time and provide the Village with documentation from the employee’s primary medical doctor regarding the illness and expected return date

E.   Donations must be made in hourly increments. For every donated hour, the eligible employee can use one hour. The pay rate of the employees will not change the transaction.

F.   An employee may contribute up to three (3) sick days, unlimited vacation days and unlimited personal days each year.

G.   The Village Administrator shall approve the use of all donated time.

11-5. Holidays

The Village shall celebrate the following eleven (11) holidays with pay for

regular, full-time employees:

∙   New Year’s Day   January 1st

∙   Martin Luther King, Jr. Day   January (third Monday)

∙   President’s Day   February (third Monday)

∙   Memorial Day   Last Monday in May

∙   Independence Day   July 4th

∙   Labor Day   September (first Monday)

∙   Veterans Day   November 11

∙   Thanksgiving Holiday   4th  Thursday of November & the Friday that follows

∙   Christmas Eve   December 24th

∙   Christmas Day   December 25th

Full time and probationary employees shall receive each of these holidays off and will be paid one normally scheduled shift for the holiday.

Part time employees working on a holiday shall receive their regular hourly rate for the number of hours worked.

In the event a holiday falls on a Sunday, the following Monday shall be deemed to be the legal holiday. In the event the legal holiday falls on a Saturday, the preceding Friday shall be deemed to be the legal holiday.

Regular part time employees will be paid for hours normally worked if the holiday falls on a regularly scheduled work day. Temporary, seasonal, or intern employees who are hired for a specific purpose are not eligible for this benefit.

If any holiday mentioned above falls on an employee’s regularly scheduled day off, the employee shall be granted another day off. When a holiday falls within a period of paid leave, the holiday shall not be counted as a leave day in computing the amount of leave debited.

Non-sworn full-time employees not scheduled to work on any designated holiday but are called in to work on the holiday, shall receive the overtime rate of pay in addition to the holiday pay for actual hours worked.

11-6. Funeral Leave

A regular full-time employee who has a member of his/her immediate family pass away shall receive up to three (3) consecutive days off with pay as bereavement leave to arrange and/or attend funeral activities. An additional day may be granted by the Village Administrator for extended travel requirements. Employees may be required to submit proof of death and/or relationship to be eligible for paid funeral leave. To be eligible for funeral leave, employees must have completed sixty (60) days of employment. The employee is expected to provide as much notice as possible to their Supervisor if they intend to take time off from work to attend the funeral or burial.

If additional time is necessary, the employee has the option to use accrued benefit time. Time for attendance at a funeral for non-immediate family members and others may be granted utilizing accrued benefit time or time off without pay or made up within the same pay period.

“Immediate Family” shall be defined as a spouse, mother, father, mother-in-law, father-in-law, children, sister, brother, daughter-in-law, son-in-law, sister-in-law, brother-in-law, grandparents, grandchildren, step-parents, step-children, foster child, or foster parent, or any relative living in the same household with the employee.

11-7. Jury/Court Leave

Any regular full-time employee who is required to serve on a jury or as a result of official duties is required to appear before a court, legislative committee, or quasi- judicial body as a witness in response to a subpoena or other directive, shall be allowed authorized leave with pay less any amount received for such service. Court payments for travel expenses are to be retained by the employee. A probationary employee called will have his/her probationary period extended by the same amount of time as required for serving on jury duty.

An employee who receives notice of jury duty or witness service must notify his/her Supervisor immediately in order for arrangements to be made to cover the position. The Village reserves the right to request that an employee who is called for jury duty to be excused if their absence would create a hardship on the operational effectiveness of the department to which they are assigned.

All employees must provide written notice and a copy of a jury summons to his/her Supervisor as promptly as possible before reporting for jury duty. Following jury duty, all employees must provide the Village with appropriate documentation evidencing the length of jury duty. Time away will not affect accrued time off.

Employees who appear in court as the plaintiff or defendant in any action not related to their official duties shall not be paid for time away from work unless personal time/vacation time is utilized.

11-8. Leave of Absence without Pay

The following guidelines provide an outline for requesting a leave of absence without pay:

A.   A regular, full-time, non-probationary employee may request a leave of absence for good cause by completing a Leave of Absence form (see Appendix G of this Manual). Good cause includes, but is not limited to, injuries which render the employee temporarily unable to perform his or her job, or other personal reasons. The request must be made in writing to

the Supervisor or Village Administrator stating the reason(s) for the request, why the request should be granted, and the date when the leave is to commence and terminate. The determination of whether the reason for the request does in fact constitute good cause is solely at the determination of the Village Administrator.

B.   An initial request for a leave of absence must be for a period not to exceed thirty (30) working days. Upon the showing of good cause, such a request may be renewed subject to all of the requirements of the original request.

C.   Employees applying for a leave of absence must be aware that any position in the Village is subject to elimination. Absolute assurance of reinstatement, therefore, cannot be given. Reinstatement shall always depend upon the needs of the Village as determined by the Supervisor in conjunction with the Village Administrator.

D.   An employee, once granted a leave of absence, shall not be entitled to the accrual of benefits for the duration of the leave. An employee may choose to continue participation in the group health and/or life insurance plans at the expense of the employee. This payment shall be made in full prior to the leave.

E.   A regular employee returning from a leave of absence without pay will have his/her anniversary date extended by the same length of time the employee was on leave without pay.

11-9. Military Leave

It is the intention of the Village to follow all applicable Federal and State employment laws related to military leave.

A.   Any regular employee who presents official orders requiring attendance for a period of training or other active duty as a reserve member of the United States Armed Forces, including the Illinois National Guard, shall be given a leave of absence with pay, for the period required for such training or other active duty in accordance with Federal Law. Employees on military leave may substitute their accrued pay for unpaid leave and adhere to the following guidelines:

1.   Employees must provide the Village with at least 30 days advance written notice prior to the start of leave for military service except in cases of national emergency. Such notice must include, without limitation, a copy of the employee’s orders, the name of the employee’s reserve unit and a telephone number where the employee can be reached. Upon return to the Village from military service, employees must submit a statement signed by an appropriate military official indicating the time spent in military training and/or service.

2.   Employees who are members of the National Guard or the US

Armed Services Reserves may be entitled to leave without pay when called into service by the President of the United States as provided by law.

3.   During a military leave of less than 31 days, an employee is entitled to continued group health plan coverage, under the same conditions as if the employee had continued to work. For military leaves of more than 31 days, an employee may elect to continue his/her health coverage for up to 24 months of uniformed service, but may be required to pay all or part of the premium for the continuation coverage.

4.   Under a Family Medical Leave of Absence (FMLA), an eligible employee is able to take up to 26 work weeks of FML in a specifically designated 12 month FML year measured forward from the first time an employee takes FML for this purpose in order to care for a covered service member with a serious illness or injury, where the employee is the spouse, son, daughter, parent, or next of kin of the covered service member.

Future Scheduling: Annual training exercises will qualify for Military Leave with Pay. While an employee is on Military Leave with Pay, all benefits to the employee remain the same. Weekend training exercises will be unpaid by Village.

The employee continues to accrue sick and annual leave while on military leave.

Employees will not be asked or required to find a replacement for their scheduled shifts when taking leave for military purposes.

11-10. Family Medical Leave of Absence (FMLA) Policy

This section briefly summarizes employee rights and regulations under the Family and Medical Leave Act.

Basic Leave Entitlement: Employees may be eligible to take up to 12 weeks of unpaid family/medical leave within a 12-month period and be restored to the same or an equivalent position upon return provided that the employee has worked for the Village for at least 12 months and worked at least 1250 hours in the last 12 months.

A.   Reasons for Leave

1.   the birth of a child and in order to care for such child;

2.   the placement of a child with the employee for adoption or foster care;

3.   to care for a spouse, son, daughter, or parent (“covered” family member) with a serious health condition; or

4.   because of the employee’s own serious health condition which renders the employee unable to perform the functions of the employee’s

position.

Leave because of reasons one and two above must be completed within the

12 month period beginning on the date of birth or placement. In addition, spouses employed by the Village who request leave because of reasons one or two or to care for an ill parent may only take a combined aggregate total of 12 weeks leave for such purposes during any 12-month period.

B.   Military Family Leave Entitlement

If an employee is eligible, the employee may use the 12-week FML entitlement to take military family leave. This leave may be used to address certain qualifying exigencies related to the active duty or call to active duty status in the National Guard or Reserves. It may also be used when a member of the regular or reserve components of the Armed Forces is deployed to any foreign country. This leave applies to a spouse, son, daughter, or parent or if the spouse, son, daughter, or parent, or “next of kin,” is a member of a regular component of the Armed Forces. Qualifying exigencies may include:

1.   attending certain military events;

2.   arranging for alternative childcare;

3.   addressing certain financial and legal arrangements;

4.   attending certain counseling sessions;

5.   addressing issues related to short-notice deployment;

6.   spending time with a covered family member who is resting and recuperating; and

7.   attending post-deployment briefings.

An employee may also be eligible for up to 26 weeks of leave to care for a covered service member during a single 12-month period. This single 12- month period begins with the first day the employee takes the leave. A covered service member includes: a current member of the Armed Forces, including a member of the National Guard or Reserves, who has a serious injury or illness incurred in the line of duty on active duty that may render the service member medically unfit to perform his or her duties for which the service member is undergoing medical treatment, recuperation, or therapy or is in outpatient status; or is on the temporary disability retired list.

Employees may not be granted a FML leave to gain employment or work elsewhere, including self-employment. If an employee misrepresents facts in order to be granted an FML leave, the employee may be subject to immediate termination.

C.   Notice of Leave

If the FML is foreseeable, the employee must give the Village at least 30

days’ notice in accordance with the usual procedure for requesting a leave of absence. Failure to provide such notice may be grounds for delay of the leave. Where the need for leave is not foreseeable, the employee is expected to notify the Village as soon as practicable, and absent unusual circumstances, in accordance with the Village’s normal leave procedures. Medical Certification-Leave for Employee’s Own or a Covered Family Member’s Serious Health Condition:

If the employee is requesting leave because of the employee’s own or a family member’s serious health condition, the employee and the relevant health care provider must supply appropriate medical certification. The medical certification must be provided within 15 days after it is requested, or as soon as reasonably possible under the circumstances. Failure to provide requested medical certification in a timely manner may result in denial of leave until it is provided. Any fees associated with the initial certification, are the responsibility of the employee. The Village, at its expense, may require an examination by a second health care provider designated by the Village, if it reasonably doubts the medical certification initially provided. If the second health care provider’s opinion conflicts with the original medical certification, the Village, at its expense, may require a third, mutually agreeable health care provider to conduct an examination and provide a final and binding opinion. The Village may also require medical recertification periodically during the leave and employees may be required to present a fitness for duty verification upon their return to work following a leave for the employee’s own illness specifying that the employee is fit to perform the essential functions of the job.

D.   Certification for a Qualifying Exigency

If the employee is requesting leave because of a qualifying exigency arising out of a covered family member’s active duty or call to active duty status, the employee must supply a copy of the covered military family member’s active duty orders or other documentation issued by the military indicating that the covered military members is on active duty or call to active duty status in support of a contingency operation or when the covered family member of the regular or reserve components of the Armed Forces is deployed to any foreign country (documentation should include the dates of the active duty service). The Village may also request additional information pertaining to the leave.

E.   Certification for Service member Family Leave

If an employee is requesting leave because of the need to care for a covered service member with a serious injury or illness, the Village may require the employee to supply certification completed by an authorized health care provider of the covered service member. In addition, the Village may also request additional information pertaining to the leave.

F.   Substitution of Paid Leave

FML is unpaid leave. If you request leave for any FML covered reason, you shall be required to exhaust any remaining applicable paid time except an employee may keep one week of vacation leave. The exhaustion of this paid leave does not extend the leave period. In addition, if you are eligible for any additional paid leaves, such as short term/long term disability or worker’s compensation, these leaves will also run concurrently with FML (where appropriate) and will not extend the leave period. When using paid leave in conjunction with FML, employees must comply with the requirements of the applicable paid leave policy.

G.   Benefits during Leave

During an approved FML, the Village may maintain the employee’s health benefits as if the employee continued to remain actively employed. If the leave is unpaid leave, the employee will be required to reimburse the Village for their portion of the premium expenses.

H.   Intermittent Leave

Leave because of a serious health condition, to care for a service member with a serious injury or illness or because of a qualifying exigency mFromay be taken intermittently (in separate blocks of time due to a single covered health condition) or on a reduced leave schedule (reducing the usual number of hours an employee works per workweek or workday) if necessary. If leave is unpaid, the Village will reduce the employee’s salary based on the amount of time actually worked. In addition, while the employee is on an intermittent or reduced scheduled leave, the Village may temporarily transfer the employee to an available alternate position which better accommodates the recurring leave and which has equivalent pay and benefits. A fitness for duty certification may be required to return from an intermittent absence if reasonable safety concerns exist concerning the employee’s ability to perform job duties.

I.   Job Restoration

If the employee wishes to return to work at the expiration of the leave, the employee is entitled to return to the same position or to an equivalent position with equal pay, benefits and other terms and conditions of employment. If the employee takes leave because of the employee’s own serious health condition, the employee may be required to provide medical certification that the employee is fit to perform the essential functions of the job. Employees failing to provide the certification will not be permitted to resume work until it is provided.

11-11. Medical Leave without Pay Policy

Any full time employee taking a period of medical leave without pay is entitled to maintain their medical insurance. The Village will continue to fund their premium portion and the employee is responsible for the employee portion for a period of up to ninety (90) days.

Any employee medical leave without pay that goes beyond ninety (90) days, the employee will be responsible for their entire insurance premium. Once employee returns back to a full time paid status, the employee’s medical insurance benefit premiums will stand at existing medical rates established by Village policy.

During the period of medical leave without pay, employees are not entitled to their salaries or benefits, with the exception of medical insurance, which remains intact but at the Village and employee’s expense for the first ninety (90) days and fully at the employee’s expense after ninety (90) days. Leave without pay shall not be deemed to be continuous service for computing termination benefits of employees or accrual of sick days and leave days.

A.   Reasons for medical leave without pay

1.   the birth of a child and in order to care for such child;

2.   the placement of a child with the employee for adoption or foster care;

3.   to care for a spouse, son, daughter, or parent (“covered” family member) with a serious health condition; or

4.   because of the employee’s own serious health condition which renders the employee unable to perform, the functions of the employee’s position.

B.   Notice of Leave

If the medical leave without pay is foreseeable, the employee must request said time off through the Village in accordance with the usual procedure for requesting a leave of absence. Where the need for medical leave without pay is not foreseeable, the employee is expected to notify the Village as soon as practicable, and absent unusual circumstances, in accordance with the Village’s normal leave procedures. Employees may also be required to supply medical documentation.

11-12. School Conference and Activity Leave

Pursuant to 820 ILCS 147, School Conference and Activity Leave Act, all regular, full and part-time employees, who are parents of school children from kindergarten through twelfth grade, are eligible to use up to eight (8) hours of unpaid time off per school year, per child, to attend necessary educational conferences or activities at their children’s school, if the employee is unable to meet with educators because of a work conflict; or, if the activity cannot be scheduled during non-work hours. No more than four hours of school visit leave may be taken on the same day.

No school visitation leave may be taken by an employee unless the employee has exhausted all accrued vacation leave, personal leave, compensatory leave, and any other leave that may be granted to the employee except sick leave and disability leave.

Before attending a school conference or activity, the employee must provide a written request for leave at least seven days in advance. In emergency situations, no more than 24 hours is required.

An employee who utilizes this leave may choose the opportunity to make up the time on a different day. An employee is not required to make up the time taken; but, if an employee does not make up the time, the employee will not be compensated for the leave. An employee who does make up the time will be paid the same rate as paid for normal working time. The Village will make a good faith effort to permit an employee to make up the time; but, if no reasonable opportunity exists, the employee will not be paid for the time.

The employee must submit a completed Illinois Department of Labor School Visitation Form (Appendix L), with the required school administrator’s signature, to the Department Director following the school visit. Failure to submit the verification document within two days of the visit may subject the employee to discipline for an unexcused absence from work.

11-13. Employee Blood Donation Leave

Pursuant to 820 ILCS 149, Employee Blood Donation Leave Act, all regular, full time employees may be granted one hour or less of paid leave time every 56 days or more for the purpose of donating blood in accordance with appropriate medical standards established by the American Red Cross, America’s Blood Centers, the American Association of Blood Banks, or other national recognized standards.

Employees must submit a written request for leave with their Supervisor in advance. Medical documentation of the proposed blood donation is required for approval. Documentation should be submitted by the employee to his/her Supervisor with as much advance notification as possible. The medical documentation may consist of a written statement from the blood bank indicating that the employee has an appointment to donate blood.

An employee will not be required to use accumulated sick or vacation benefit time for the period used to donate or attempt to donate blood.

The employee must submit a written statement from the blood bank confirming that the employee kept their appointment and attempted to donate blood in order to be eligible for paid leave.

If the employee does not keep his or her appointment with the blood bank, the employee will not be compensated for the leave. The employee may choose the opportunity to make up the time at a different time or on a different day. An

employee is not required to make up the time taken; but, if an employee does not make up the time, the employee will not be compensated for the leave. An employee who does make up the time will be paid at the same rate as paid for normal working time. The Village will make a good faith effort to permit an employee to make up the time; but, if no reasonable opportunity exists, the employee will not be paid for the leave. Failure to submit confirmation that the employee kept his or her appointment to donate blood, within two days of the appointment date, may subject the employee to discipline for an unexcused absence from work.

The one-hour period may be retained by the employee if the attempt to donate blood is unsuccessful, as determined by the blood bank.

Employees who feel they have been denied leave to donate blood in accordance with this policy may seek to remediate the dispute through the Village Administrator’s office. For further information or clarification regarding Illinois’ Employee Blood Donation Leave Act, contact the Village Administrator.

11-14. Victim’s Economic Security and Safety Act (“VESSA”)

The purpose of this policy is to inform employees of their rights under the Victims’ Economic Security and Safety Act (the “Act”), 820 ILCS 180/1. Subject to certification requirements outlined below, an employee shall be entitled to a total of twelve (12) work weeks of unpaid leave during any twelve (12) month period if that employee is a victim of domestic or sexual violence or has a family or household member who is a victim of domestic or sexual violence.

A.   Eligibility for Leave

1.   seek medical attention for or recovering from physical or psychological injuries;

2.   obtain services from a victim services organization;

3.   obtain psychological or other counseling;

4.   participate in safety planning, temporarily or permanently relocating, or taking other actions to increase safety from future domestic or sexual violence or insure economic security; and/or

5.   seek legal assistance or remedies, including preparing for or participating in any civil or criminal proceeding related to or derived from domestic or sexual violence.

The leave may be taken intermittently or on a reduced work schedule.

B.   Notice

The employee shall provide the Village Administrator with at least forty-eight

(48) hours advance notice of the employee’s intention to take the leave, unless such notice is not practicable. The Village will not take any action against the employee if an unscheduled absence occurs provided the

employee provides the proper certification set forth below as soon as is practicable.

C.   Confidentiality

All information provided to the Village pursuant to this policy shall be retained in the strictest confidence by the Village, except for disclosure requested or consent in writing by the employee or otherwise required by state or federal law.

D.   Certification

Upon taking leave, the employee shall provide to the Village a sworn statement (Appendix H) and obtain one of the following documents:

1.   Documentation from an employee, agent, or volunteer of a victim services organization, an attorney, County or Circuit Court, or a medical or other professional from whom assistance has been sought in addressing domestic or sexual violence and the effects of the violence;

2.   A police or court record; or

3.   Other corroborating evidence as determined sufficient by the Village.

E.   Employee Benefits

Upon returning to work after taking leave enumerated under this policy, the employee shall be restored to the position held prior to taking leave or to an equivalent position. The employee shall retain any employment benefits accrued prior to the date on which leave commenced. However, nothing in this policy shall be construed to entitle any restored employee to have accrued any seniority or employment benefits during any period of leave or any right, benefit, or position of employment that the employee would not have received had they not taken leave. Additionally, the Village shall maintain coverage for the employee and family or household member under any group plan for the duration of such leave at the leave and under the conditions coverage would have been provided if the employee had continued in employment continuously for the duration of such leave.

In the event that the employee fails to return from leave under this policy after the period of leave to which the employee is entitled has expired and for reasons other than, the continuation, reoccurrence or onset of domestic or sexual violence, the Village may recover from the employee the premium that the Village paid for maintaining the level of coverage for the employee.

According to the provisions of the VESSA Act as amended, employees may use paid time off or unpaid time off for VESSA leave. Any paid time off used for VESSA Leave may not be counted toward the 12 week leave provision.

Nothing in this subsection shall be construed to prohibit the Village from requiring an employee on leave to report periodically to the Village.

11-15. Time off to Vote (10 ILCS 5/17-15)

Employees are encouraged to vote in national, state, and local elections. If voting within the time limits of an election is a problem due to working hours, employees are encouraged to consult with their immediate supervisor to make arrangements according to Illinois law.