(A) Scope. This section is to encompass the following:
(1) Regular pay grades, salary ranges and/or hourly rates for all elected and appointed employees of the village;
(2) Establishment of workday, week and overtime compensation;
(3) Provide sick leave policy;
(4) Establishment of vacation schedules;
(5) Method of paying travel allowances;
(6) Provide immunization against communicable diseases;
(7) Establishment of holiday schedules;
(8) Creation of a Salary and Allowance Board of Control; and
(9) Provide administration of job classifications and pay schedules.
(B) Position classifications and pay scales.
(1) Pay scales. Pay scales for elected officials shall be as set by Council from time to time.
(2) Position classifications.
(a) The following establishes position classifications for regular full-time village employees.
Dept. I: Administration |
Village Administrator |
Finance Director |
Utilities Clerk |
Office Clerk |
Dept. II: Street, Sewer and Water Distribution |
Street and Utilities Supervisor |
Service Operator I, II, III |
Utility Operator |
Part-Time Utility Operator |
Meter Reader/Utility Worker |
Water/Wastewater Superintendent |
Water/Wastewater Manager |
Water Plant/Service Operator I, II |
Part-Time Water Plant Laborer |
Part-Time Summer Employee |
Dept. IV: Police |
Chief of Police |
Police Captain |
Police Officer I |
Police Officer II |
Police/Mayor’s Court Clerk |
Emergency Services Clerk |
Part-Time Police Officer |
Police Reserve |
(b) Grades. The following establishes the rate of pay for present part-time and full-time village employees:
Position | Grade |
Position | Grade |
Village Administrator | 8 |
Finance Director | 6 |
Utilities Clerk | 4 |
Office Clerk | 2 |
Street and Utilities Supervisor | 5 |
Service Operator III | 4 |
Service Operator II | 3 |
Service Operator I | 2 |
Water/Wastewater Superintendent | 5 |
Water/Wastewater Manager | 6 |
Water/Wastewater Operator | 2 |
Water Plant/Service Operator II | 4 |
Water Plant/Service Operator I | 3 |
Meter Reader/Utility Worker | 2 |
Part-Time Summer Employee | 2 |
Chief of Police | 7 |
Police Captain | 4 |
Police Officer I | 4 |
Police Officer II | 3 |
Police/Mayor’s Court Clerk | 2 |
Emergency Services Clerk | 3 |
Part-time Police Officer | 2 |
Police Reserve | 2 |
(c) Miscellaneous labor. To be determined by the Village Administrator with approval of the Mayor
(d) Recreation Department.
1. These rates will be recommended by the Recreation Board with Council approval:
a. Park Manager - based on six-months;
b. Pool Manager - based on season; and
c. Reservoir Park League Commissioner - based on season.
2. These rates will be left to the discretion of the Recreation Board:
a. Head life guard;
b. Life guard;
c. Pool attendant; and
d. Concession workers.
(e) Fire Department. These rates will be set by Council from time to time:
1. Fire Chief;
2. Assistant Chief;
3. Captain - 3;
4. Volunteer firefighters;
5. Fire Inspection Office;
6. Labor and Maintenance;
7. Business meeting;
8. Work meeting; and
9. Investigations.
(f) Emergency medical service.
1. These rates will be set by Council from time to time:
a. Coordinator;
b. Assistant Coordinator;
c. Paramedic;
d. Advanced EMT;
e. Basic EMT;
f. Trainee;
g. Driver; and
h. Meeting.
2. In addition, anyone accepting the responsibility of eight or more shifts per month shall be compensated an additional sum per month.
3. EMS Coordinator shall be appointed to a six-month probation period, and then for a two-year period if approved.
4. EMS minimum pay shall be one hour of pay.
(g) Emergency Services Clerk.
1. The Emergency Services Clerk’s position shall be full-time. The Clerk will be hired by majority vote of the Village Council upon the recommendation of the Chief of Police.
2. The Clerk’s responsibilities and duties shall consist of, but not limited to:
a. Maintain and collect all EMS billings;
b. Maintain and collect all Mayor’s Court fines and records;
c. Maintain Police Department records as assigned by the Chief of Police;
d. Maintain records as assigned by the Fire Chief;
e. Act as Secretary for Mayor, Police Department, Fire Department and EMS; and
f. Act as Secretary for Council.
3. The Clerk shall be under the immediate supervision of the Chief of Police. The Clerk shall receive and maintain a state police officer certificate within 24 months of hiring date. Loss of certification will disqualify the Clerk from further employment. The Clerk pay will be established at level 3 per this section. The Clerk will work at the pleasure of Council and will be evaluated by the Safety Committee annually to determine if the position should continue. The Clerk position can be terminated without cause on a majority vote of Council. The person accepting such position will submit a signed written agreement stating a full understanding of the duties required and the qualification for the position and agreeing to the dismissal policy should the Council see fit.
4. The Clerk’s pay and benefits shall be divided among the following appropriations: 35% - General Fund (Mayor); 35% - EMS; 20% - Police; and 10% - General Fund (Council).
(h) Appointed offices.
1. Village Solicitor: as per contract per ordinance; and
2. Zoning Inspector: as set by Council from time to time.
(C) Placement. Initial placement within each pay classification is recommended by the department head, based on the employee’s experience, length of service, qualifications and job performance, subject to the approval of the Mayor and Council.
(D) Sick leave policy.
(1) Paid sick leave is a benefit earned and accrued by all full-time employees. The rate of accrual is 4.6 hours sick leave for each 80 hours worked. Employees earn sick leave while in active pay status (which includes time away from work on vacation), but does not earn sick leave while in inactive pay status (which includes time off work on leave of absence, or on layoff status.)
(2) All use of sick leave must be approved by the appointing authority, and is authorized for the following situations:
(a) Illness, injury or disability of an employee or a member of the employee’s immediate family;
(b) Death of a member of the employee’s immediate family (not to exceed five working days);
(c) Medical, dental or optical examination or treatment of an employee or a member of the employee’s immediate family;
(d) Exposure to a contagious disease which would jeopardize the health of the employee or coworkers; and
(e) Pregnancy and/or childbirth and related conditions (limit of five days for postnatal care of employee’s wife and family).
(3) For purpose of sick leave determination, the following relationships are considered members of the employee’s immediate family:
(a) Spouse, child;
(b) Mother, father, sister, brother, grandparent, grandchild;
(c) Mother-in-law, father-in-law, sister-in-law, brother-in-law, daughter-in-law, son-in law; and
(d) Legal guardian, or other person who stands in the place of a parent (loco parentis).
(4) In addition, for funeral purposes only, aunts and uncles are considered members of the employee’s immediate family.
(5) Use of sick leave for funerals or other irregular situations will be subject to the approval of the Mayor and Council on an individual basis.
(6) An employee intending to use sick leave must notify his or her supervisor no later than one-half hour after the beginning of the work shift. For employees on second or third shift operations, notification must be made at least two hours before the beginning of the work shift.
(7) In order for sick leave benefits to be paid, an absence form must be completed giving the reason for absence and signed by the employee. Where medical care has been necessary, a statement from the attending physician will be required stating the nature of the illness, injury or disability. Upon approval by the appointing authority, sick leave is charged in units of one half-hour.
(8) If an employee with an illness, injury or disability is still unable to return to work after all accumulated sick leave has been exhausted, that employee may request to be placed on a leave of absence or disability leave for a period of up to one year without forfeiting employment.
(9) Any employee who stops working because of a pregnancy-maternity condition may elect to request a leave of absence without necessarily utilizing all her accumulated sick leave.
(10) Disability leaves, however, require that all sick leave be exhausted before disability leave is granted. If disability leave is requested, the employee must be examined by a licensed physician selected by the Village Administrator, with the cost of such examination being paid by the village.
(11) When an employee who has been on disability leave (other than pregnancy-maternity) wishes to return to work, a written application for re-instatement must be submitted to the appointing authority. Upon receipt of such a request, the Village Administrator will direct that a physical examination by a qualified physician of the Administrator’s choice be made of the employee. This examination is at the employee’s expense. If the physical affirms that the employee is able to resume the duties of his or her position, reappointment will be made to the same or similar position.
(12) The amount of accumulated sick leave that shall be allowed to be transferred when an employee transfers employment from a state agency or political subdivision of the state to the village within ten years shall be 60 days.
(13) Employees who are retiring may convert 100% of their accrued sick leave (up to a maximum of 30 days, or 240 hours) and 10% of accrued sick leave hours beyond 240 hours into cash. This is a one-time only benefit; and should an employee return to service after retirement, no conversion of sick leave benefits will be made upon the second retirement.
(E) Vacations.
(1) Each full-time employee shall receive vacation on the following basis:
After 1 year of service | 2 weeks (10 work days) |
After 8 years of service | 3 weeks (15 work days) |
After 15 years of service | 4 weeks (20 work days) |
After 25 years of service | 5 weeks (25 work days) |
(2) Vacations are not accumulative. An employee will be reimbursed vacation pay for vacation time not used.
(F) Holidays.
(1) All employees of the village who are classified as full-time employees shall be entitled to receive compensation for the following holidays at their regular rate of pay:
(a) New Years Day;
(b) Third Monday in January - Martin Luther King Day;
(c) Third Monday in February - President’s Day;
(d) Fourth Monday in May - Memorial Day;
(e) July 4 - Independence Day;
(f) First Monday in September - Labor Day;
(g) Second Monday in October - Columbus Day;
(h) November 11 - Veterans Day;
(i) Thanksgiving;
(j) Day following Thanksgiving; and
(k) Christmas.
(2) In addition, the village offices will close at noon on Good Friday, on hour earlier on General Election Day and two hours earlier on Christmas Eve.
(3) All full-time employees of the village may be entitled to receive compensation for two additional holidays at their regular rate of pay. These days shall be designated personal days. Each employee shall be entitled to two personal days per year. Each year shall begin on the date or anniversary date that the employee began or resumed employment with the village. Personal days shall be granted with the approval of the department head. Request for a personal day which impedes the day-to-day operations of the Village will not be granted. Personal days are not cumulative and must be taken each year. Financial compensation shall not be given for unused personal days.
(G) Standard work pay, week and overtime.
(1) The standard work hours per day and/or week or pay period for each department is listed below. Standard workweeks are Friday through Thursday, but may be altered when necessary. The standard work day for the village utilities worker, exclusive of the Water Plant, shall be 8:00 a.m. to 12:00 noon and 1:00 to 5:00 p.m.
Days | Hours | Wk. Total | |
Administrative Office | 5 | 8 | 40 |
Village Office | 5 | 8 | 40 |
Water Department | 5 | 8 | 40 |
Street Department | 5 | 8 | 40 |
Water Treatment Plant | 5 | 8 | 40 |
Police Department | 5 | 8 | 40 |
(2) All hourly employees shall receive overtime at the rate of one and one-half times their regular hourly rate for the time in excess of their regular work period. Overtime shall be based on hours paid, not worked. Vacations and sick leave shall count towards overtime. The Village Administrator and Police Chief are not eligible for overtime allowances. The formula for computing regular pay for police shall be their regular pay times 40 hours. The village reserves the right to schedule employees for overtime when necessary.
(3) Water and sewer standby: each employee designated to be on standby shall receive a sum designated by Council for each week that he or she is on standby duty. When an employee is sick, the next worker is automatically designated to be on call for the duration that the employee is sick. An employee who has to cover for an employee, who is sick, shall be reimbursed at a sum set by Council per day or any portion of day that he or she is on call. An employee who has sick a day or any portion of a day shall forfeit the sum if another employee has to take his or her call. A day shall begin at 4:30 p.m.
(4) If an employee intends to take a vacation, a personal day or a personal leave during his or her on-call period, it is his or her responsibility to arrange for someone to take his or her call and to make the Village Administrator aware of his or her replacement.
(5) In emergency situations when employees in the Water, Sewer and Street Departments are required to work for extended periods, meals may be provided at the discretion of the Village Administrator.
(H) Travel allowances and schooling.
(1) Officials and employees shall be reimbursed for reasonable expenses incurred on trips out of the village on village business when such expenses are approved by the Mayor. A person who uses his or her personal car for village business will be reimbursed on a per-mile basis according to state travel regulations.
(2) When an employee is taking classes in water or wastewater, the employee will be paid for class time. Any employee taking water or wastewater classes for the first time in each step, the fees and any other expenses will be paid for by the village. An employee retaking classes or tests in water or wastewater will pay for the class fee and any other expenses incurred. In addition, in the event the employee leaves employment with the village within five years after the village has paid for approved training expenses, the employee will be responsible to reimburse the village for the expenses paid by the village concerning the training. The village may garnish the employee’s last employment payment to recover the debt owed to the village.
(I) New appointees, promotions and demotions in the Police Department.
(1) The probationary period for Police Chief and police officers, or special police officers shall be six months of continuous service. All candidates for permanent appointment as Chief of Police or police officer must first undergo physical and psychological testing. All persons seeking permanent appointments must allow the release of all information as a result of the physical and psychological testing. The information obtained from any testing may be presented to the Mayor for evaluation prior to receiving a permanent appointment.
(2) All employees hired shall reside within 15 miles of the village and have a 20-minute response time within 90 days after they pass the probationary period. The Police Chief and/or department head must maintain residency inside the village. This requirement may be waived by an action of Council. The definition of a RESIDENCE shall mean the residence of a person who has a fixed habitation without any present intention of removing therefrom, and to which whenever they are absent they have intention of returning. The definition of 20-MINUTE RESPONSE TIME shall mean the maximum time allowed from the initial call that the employee receives to report to work to the employee arriving at the designated work location.
(J) New appointees in the Utility Department.
(1) All employees seeking employment in the Village Utilities Department shall first undergo appropriate physical testing as determined by the Village Administrator and/or the Mayor prior to actual employment. All persons seeking permanent appointments must allow the release of all information as a result of the physical testing. The information obtained from any testing may be presented to the Mayor for evaluation prior to receiving a permanent appointment.
(2) The probationary period for Village Utility employees shall be six months of continuous service. All employees hired shall reside within 15 miles of the village and have a 20-minute response time within 90 days after they pass the probationary period. The Administrator and department heads must maintain residency inside the village. This requirement may be waived by an action of Council. The definition of a RESIDENCE shall mean the residence of a person who has a fixed habitation without any present intention of removing therefrom, and to which whenever they are absent they have intention of returning. The definition of 20-MINUTE RESPONSE TIME shall mean the maximum time allowed from the initial call that the employee receives to report to work to the employee arriving at the designated work location.
(K) Bonds. Each employee of the village shall give bond to the village in the amount of $5,000, which shall be by means of a blanket bond. Said blanket bond shall include, but not be limited to, the Mayor, Village Administrator, Superintendent of Cemeteries, Swimming Pool Manager, Park Manager and League Commissioner. The Village Administrator, Deputy Clerk and village office employees shall give additional bond in the amount of $7,500, and the Clerk-Treasurer shall give bond in the amount of $10,000.
(L) Pay periods. All regular employee paychecks are to be issued bi-weekly.
(M) Uniform allowance.
(1) Each regular police officer shall receive the sum of $550 per year as an allowance for the purchase of uniforms and police equipment.
(2) Said allowance shall be allocated for payment on January 1 of each year. Said allowance shall not be paid directly to the individual. Instead, an invoice must be submitted to the village for the amount of purchase and the village will submit payment to the place of purchase.
(3) Each regular police officer shall be entitled to receive the first year’s allowance in advance, upon his or her appointment to the Police Department. Thereafter, at the discretion of the village, the village will omit the next year’s allowance to compensate for the advance payment of the uniform allowance. These advance payments are made upon the condition that each new employee must sign an agreement with the village, whereas he or she agrees that the amount of said allowance paid, shall be deducted from his or her final pay, by the village, if he or she leaves the village employment prior to having completed successfully the designated probationary period, or one full year of service as the case may be.
(4) Each reserve police officer shall receive a sum of $145 as an allowance for the purchase of uniforms and police equipment. These invoices must be submitted to the village of payment. Each new reserve police officer, in order to receive this allowance, must sign an agreement with the village wherein he or she agrees to repay this allowance if he or she fails to remain in the village’s services for one year as the case may be. In addition, employees listed as equipment operators, working supervisors, utility workers, water plant superintendents and water plant assistants will be furnished five changes of clothing per week and allowed to use five.
(N) Reserve police officer wage rate. A reserve police officer on regular police duty as a substitute for a regular police officer shall receive a sum per hour for the time he or she is on duty. Such reserve police duty is to be only at the discretion of the Mayor.
(O) Immunization for communicable diseases. The village employees including volunteers will be reimbursed for immunizations required against communicable disease when exposed to same while acting in the line of duty.
(P) Establishment of Salary and Allowance Board of Control. This division (P) will establish a Salary and Allowance Board of Control consisting of the Chairperson of the Finance, Safety and Street Committees of the Village Council. The function of this Board will be to negotiate amendments or interpret the policies of this section. Recommendation will then be made to the Village Council for approval.
(Q) Separation from service. Employees may be dismissed when guilty of:
(1) Committing a felony or misdemeanor;
(2) Intoxication on the job;
(3) Flagrant or persistent insubordination;
(4) Conduct subversive of proper order and discipline;
(5) Misuse of public funds or records;
(6) Falsifying reports or records;
(7) Sustained conduct detrimental to the efficiency or morale;
(8) Incompetence; and
(9) Such other causes as the department head or Mayor with concurrence of Council deems necessary.
(R) Review and amendment to pay plan.
(1) The Salary and Allowance Board shall meet annually in October to set the wage compensation for certain village employees, both full-time and part-time in the village. The Salary and Allowance Board shall have the latitude to establish the pay step of each employee within his or her designated grade. The range of steps that correspond to each grade shall be established in “Exhibit A” as attached to this section, which is adopted by reference as if included in full in this division (R). The Salary and Allowance Board shall notify the Mayor and Council of any changes in pay step status.
(2) The Salary and Allowance Board shall provide the Clerk-Treasurer with a fund designation for the salaries of each village employee.
(S) Holiday pay.
(1) The holiday will be considered the day on which said holiday is celebrated if not celebrated on the calendar day on which it falls. Should a paid holiday fall on Saturday or Sunday, the proceeding Friday or following Monday, whichever the Village Council designates, will be considered a holiday for village employees other than the Police Department. If an employee of the village, other than an employee of the Police Department, is required to work on a scheduled holiday, he or she shall receive his or her regular holiday compensation plus a pay rate of one and one-half of his or her regular pay rate.
(2) In the case of the Police Department, the scheduled holiday will be considered the calendar date in which that particular holiday is observed in the state. If the scheduled holiday is observed on a date that coincides with the scheduled day off of the employee of the Police Department, he or she will be compensated his or her regular holiday compensation plus eight hours at his or her regular pay rate.
(T) Use of sick leave.
(1) If it is suspected that the use of sick leave is being abused by an employee, the Mayor or Village Administrator may require the employee to furnish a satisfactory affidavit for his or her absence if such absence is three days or less. If the affidavit is from a licensed physician, the Mayor and/or Village Administrator reserves the right to select and/or approve the physician.
(2) Any person absent on sick leave for more than three days shall furnish a certificate from a licensed physician, to be selected and/or approved by the Mayor or Village Administrator, as to the nature of his or her illness, or other acceptable reason for his or her absence.
(3) Any falsification of an absence form giving the reason for absence by an employee shall constitute sufficient reason for disciplinary action. Such disciplinary action may range from a verbal warning to termination of employment.
(4) Absence from work without an approved sick leave request may constitute an unexcused absence. An unexcused absence may result in disciplinary action.
(U) Emergency work during vacation. An employee who is required to work in an emergency situation while he or she is on his or her scheduled vacation will be reimbursed at one and one-half times his or her regular hourly pay rate for the time worked, or he or she can reschedule vacation time at straight time (hour for hour) for the time worked.
(V) Retirement age.
(1) All officers and employees of the village, except elected officials, who have attained the age of 70 years, shall retire and their employment terminated within 30 days following the seventieth birthday, except that Council may authorize by motion the retention of services and extend the retirement date of any employee of the village for such period or periods consistent with the provisions of this section as Council may deem necessary or advisable in the public interest. Such extension of retirement shall be reviewed at least annually.
(2) The Village Administrator shall keep the Village Council informed of employees who become eligible for retirement under provisions of this section.
(3) Any employee who is within five years or less of PERS retirement eligibility age and/or 30 years of service credit may opt to pay for their health insurance and accidental death and dismemberment insurance premiums and be compensated by the village for such premium payments. Such compensation shall be made through an hourly increase in salary, in addition to the employee’s current base grade and step rate of pay. Such compensation shall be reviewed by the Clerk and be kept in conformance with the rate of insurance premiums and with any increases or decreases in insurance premiums. The Clerk shall annually prepare a report listing the amount of insurance premium paid by each eligible employee for the calendar year and the compensation payment paid by the village for the same period for each eligible employee. Any eligible employee may opt to participate or terminate participation in this process by making a written request to the Clerk.
(W) Employees Activity Fund. An Employees Activity Fund that was established within the General Fund shall have an appropriation of $200 for the year. The purpose of this account is for purchase of coffee and related items for employees at the utility office.
(X) Municipal Employees Handbook. The Village Administrator is mandated to compile a handbook of work rules for employees. Such work rules and supplement shall become effective upon approval by means of a motion of the majority of Village Council.
(Ord. 1244-01, passed 2-20-2001; Ord. 1288-02, passed 1-21-2003; Ord. 1290-03, passed 3-17-2003; Ord. 1291-03, passed 5-5-2003; Ord. 1309-03, passed 11-17-2003; Ord. 1336-05, passed 7-18-2005; Ord. 1343-06, passed 3-20-2006; Ord. 1405-10, passed 5-3-2010; Ord. 1488-14, passed 12-1-2014)