Members of the family (as defined below) or household will not be considered for employment.
The employment of other close relatives is discouraged.
With the Village Manager's approval, a Department Manager may hire, temporary, seasonal or part-time employees with no benefits, persons within the family or elected officials. However, that employee will not be able to work in the same department as their relative. Neither shall they be transferred, promoted, or demoted to a position whereby they would be supervised or where they would supervise a family member.
Employees employed prior to 2018 who are presently working in the same department with a member of his/her family, as defined below, shall be exempted from this policy. However, the following policy shall apply in such circumstances:
A. Members of a household within the same department may not have a direct reporting relationship with another member of their family.
B. Members of a household may not be in the position of approving either the timecard or the salary of another member of their family.
C. Electronic Time sheets and employee scheduling for members of a household within the same department shall be subject to approval by the Village Manager.
D. The Village Manager shall be responsible for monitoring these situations to ensure that there are no violations or problems created.
If two employees at the same location become family/spouse during their employment and are in a supervisory/subordinate relationship, or one of the employees is in a position of having access to confidential material, one of the two must transfer, if a position for which he or she is qualified is available. The Village will try to accommodate a job transfer to a different department or transfer one employee to different shift or different supervisor. If no position is available, one employee must either voluntarily resign or enter into an Alternative Management Plan within 30 days of the date in which the two became family. The choice of the voluntary resignation or alternative management plan shall be made by the employees involved.
An Alternative Management Plan shall be approved by the Village Manager or his or her designee, and shall outline supervision and evaluation procedures that will mitigate possible conflicts of interest amongst members of family. In the event of members of family having a supervisory/subordinate relationship, the Alternative Management Plan should address to whom the subordinate employee shall report and who will supervise, evaluate, and discipline the subordinate employee to ensure members of family do not have any effect upon the promotion, compensation, hours, or other conditions of employment of another member of family. In the event one of the members of family has access to confidential information, that member of family must enter into a non-disclosure agreement with the Village agreeing not to disclose any confidential information to the other member of family.
Alternative Management Plans should also address ways to avoid any potential appearance of nepotism, conflict of interest, or conflict of commitment. To ensure continuity and appropriateness, a unit review of the approved management plan should take place in the event of any change in reporting relationships, and on an annual basis at a minimum.
For purposes of this Section 4.7 only, the terms "family" and "spouse" are defined as follows:
Family: Mother, father, sister, brother, spouse, son, daughter, stepmother, stepfather, stepsister, stepbrother, or grandparent of employee or spouse. (Blood, step, in-laws)
Spouse: Those people living together married or unmarried in an espoused relationship, which is defined as two people living together sharing bed and board, siring children, sharing financial, recreational, and social activities with or without benefit of a marriage license or marriage ceremony.
Employees must notify Human Resources within 14 days of the marriage or civil union.
(Ord. 23-1853, passed 5-3-23)