The City Council shall establish a fair program
of personnel rules and regulations and may, from time to time, review
said rules and regulations and make any amendments or adjustments
when such are deemed appropriate.
The Mayor or members of the City Council shall
not require any employee of the City to perform personal favors which
may be of questionable value to the City. Individual members of the
City Council shall not use their influence to disrupt or alter the
established priority list or work schedule of the City. However, they
may, from time to time, present the Council with lists or projects
which they would like to be carried out, and the Council shall establish
a priority according to their overall benefit to the City. If projects
proposed by different Councilmembers are in conflict, the City Council
shall make the decision.
The City Council shall establish a fair and
equitable pay scale and shall review it each May and make adjustments
as necessary in the annual appropriation ordinance.
The standard work week for all Water and Street
and Police Department employees of the City shall be 40 hours.
A.
Water and Street and Police Department employees shall
be compensated for all hours worked in excess of 40 hours per week.
Such compensation shall accrue at the rate of 1 1/2 times the
employee's hourly equivalency rate.
B.
The Water and Street Department will rotate on-call
time for weekend water plant maintenance. Such on-call time will not
be considered as time worked. If an employee is called out to work
on any Saturday or Sunday while on call, such time will be considered
as overtime work at the rate of 1 1/2 times the employee's hourly
equivalency rate.
C.
Police Department weekend coverage will normally be
handled by part-time officers.
A.
All employees who work overtime in any work week may,
in lieu of monetary compensation, elect to take time off at the rate
of 1 1/2 hours off for each hour worked. Compensatory time will
not be carried over from one calendar year to another.
B.
Court appearance. Police Department personnel shall
receive $25 per day for all required court appearances during off-duty
hours.
All full-time employees are entitled to two
personal days per calendar year. Employees may select any day they
desire, including the day before or after a recognized holiday. Every
possible effort will be made to accommodate each employee's request,
but the City service must not be diminished. A minimum of three days'
notice to the Mayor must be given. Personal days shall count as time
worked. Personal days must be used within the calendar year and may
not be carried over from year to year.
A.
The City of Lexington shall recognize the following
days as holidays:
[Amended 3-24-2003 by Ord. No. 2003-2]
|
New Year's Day
| |
|
President's Day
| |
|
Good Friday
| |
|
Memorial Day
| |
|
July 4th
| |
|
Labor Day
| |
|
Thanksgiving
| |
|
Christmas Day
|
B.
If the actual holiday occurs on Saturday, the preceding
Friday will be observed as the holiday; if the actual holiday occurs
on Sunday, Monday will be observed as the holiday. All employees will
be paid at their regular rate for the number of hours they would normally
work.
C.
All full-time Police Department personnel who work
a regular shift on a specified holiday shall receive eight hours'
holiday pay at a rate equal to their individual regular hourly rate.
Such holiday pay will apply to all recognized holidays, provided that
the regular duty shifts begin at the specified holiday, with the exception
of Christmas Day. Officers shall maintain an "on-call" status on Christmas
Day and will not be eligible for holiday pay, compensatory time, or
overtime pay on that day.
[Amended 8-13-2007 by Ord. No. 2007-7]
A.
All full-time employees of the City shall be eligible
for annual vacation leave in accordance with the following schedule:
|
Full Years of Employment Completed
|
Amount of Vacation Leave
| |
|---|---|---|
|
1
|
2 weeks
| |
|
7
|
3 weeks
| |
|
15
|
4 weeks
| |
|
25
|
5 weeks
|
B.
Vacation leave shall be earned and credited based
upon anniversary date of employment; the vacation season shall be
the twelve-month fiscal year. Employees may carry over two weeks of
vacation leave from one vacation season to the next. Any vacation
leave exceeding two weeks shall be lost if not taken within the vacation
leave season.
C.
Employees earning at least two weeks' vacation must
take at least one week at a time. Employees earning more than two
weeks per year must take at least two weeks in one-week segments.
The remainder of vacation days can be taken one day at a time with
the approval of the supervisor or Mayor.
A.
It is a policy of the City to provide protection for
full-time employees against loss of income because of illness. All
eligible employees are encouraged to save as much sick leave as possible
to meet serious illness situations. This is a self-insurance program
provided by the City and earned by the employee; it is not intended
for a one-day vacation nor can it be used to extend vacation periods
or holidays.
B.
All full-time employees will earn sick days on a calendar-year
basis, 1/2 day for each month worked, with a maximum accumulation
of 150 days. All employees must work at least 1/2 of the working days
in each month in order to accrue the half-day benefit.[1]
C.
Charges against accrued sick leave shall be in increments
of one day. No employee shall be entitled to sick leave benefit use
not earned.
D.
Upon termination from City service, accumulated but
unused sick leave benefits will not be paid. Conversion of accumulated
but unused sick leave may be used as creditable service in determining
length of service for Illinois Municipal Retirement Fund.[2]
E.
The City can, if it feels that this sick leave policy
is being abused, ask for a doctor's verification stating that he/she
or she has treated the employee for the illness or disability which
kept him/her from duty and that the employee was unable to perform
the duties of his or her employment within the whole period that he/she
or she was absent from duty.
F.
All employees on extended sick leave, defined as sick
leave continuing for more than seven consecutive days, will be required
to present the City with a doctor's release before returning to work.
The City shall provide for all regular full-time
employees group insurance to provide coverage in the areas of both
life, hospital and surgical care and major medical. Employees have
the option of paying for dependent coverage at the rates established
by the City's group insurance carrier.
All regular full-time employees may elect to
participate in the Illinois Municipal Retirement Fund (IMRF).
Employees shall be granted two days off due
to the death of spouse, mother, father, son, daughter, sister, brother,
mother-in-law, father-in-law and grandparents. Employees may use vacation,
personal leave or compensatory time to attend services for other relatives
or friends.
Employees shall be granted time off and paid
at their regular rate when called for jury duty, provided that all
fees received are turned in to the City.
[Amended 3-24-2003 by Ord. No. 2003-2]
Individuals shall be recruited from a geographic
areas as wide as is necessary to assure well-qualified candidates
are obtained for various types of positions. However, full-time and/or
part-time employees need not be residents of the City of Lexington.
A.
Separation. All separation of employees from positions
with the City of Lexington shall be designated as one of the following
types and shall be accomplished in the manner indicated:
(1)
Resignation. An employee may resign by submitting
in writing the reasons and the effective date to the City Council
as far in advance as possible, but a minimum of two weeks' notice
is desired. Failure to comply with this requirement may be cause for
denying future employment with the City. Employees will be paid for
their accumulated vacation time and personal days.[1]
(2)
Layoff. If necessary to reduce the total number of
employees, the City Council will present a plan for layoffs to the
Mayor. If laid off, an employee may be put on a reinstatement list
and rehired when conditions warrant. The last to be laid off will
be rehired first.
(3)
Retirement. The mandatory age of retirement is 70
years of age. The City Council may defer the mandatory age of retirement
of an employee, with the consent of the Mayor, because of certain
qualifications or inability to find a suitable replacement for up
to three years. Upon retirement, a City employee shall be paid for
all accumulated vacation time and eligible for retirement benefits
in accordance with the IMRF plan.
(4)
Disability. An employee may be separated for disability
when he/she cannot perform the required duties because of a physical
or mental impairment. Action may be initiated by the employee or the
City, but in all cases it must be supported by medical evidence acceptable
to the City Council. The City may require an examination at its expense
and performed by a physician of its choice.
(5)
Death. Separation shall be effective as of the date
of death. All compensation due shall be paid to the estate of the
employee, except for such sums as by law must be paid to the surviving
spouse.
B.
Disciplinary action. Whenever employee performance,
attitude, work habits or personal conduct at any time falls below
a desirable level, supervisors shall inform employees promptly and
specifically of such lapses and give counsel and assistance.
(1)
If appropriate and justified, a reasonable period
of time for improvement may be allowed before initiating disciplinary
action.
(2)
In some instances, a specific incident may justify
immediate disciplinary action; however, the action depends on the
seriousness of the incident and the whole pattern of the employee's
past performances and conduct.
C.
Grounds for dismissal or suspension. The City Council
may dismiss or suspend any employee for the good of the service. A
department head may suspend any employee within his/her department
for the good of the service. Grounds for disciplinary action, including
suspension or dismissal, may include, but not be limited to, the following:
(1)
Direct disobedience of employee's supervisor or Mayor's
orders.
(2)
Acceptance of any valuable consideration which was
given with the expectation of influencing the employee in the performance
of his/her duties.
(3)
Performing work for individual Council members without
approval of the Mayor or the employee's supervisor.
(4)
Failure to report an accident or on-the-job injury
to the City Clerk within 24 hours.
(5)
Failure to practice safety procedures.
(6)
Theft or destruction of City property.
(7)
Unauthorized absences, or abuse of leave privileges.
(8)
Incompetence, negligence, or inefficiency in the performance
of his/her duties.
(9)
Violation of official rules, inability to follow direction,
or conduct that will injure or inconvenience the City public.
(10)
Conduct unbecoming to a City employee.
(11)
Drinking alcohol or using unlawful drugs on
the job or arriving on the job under the influence of alcohol or illicit
drugs.
(12)
Inability to get along with fellow employees
so that work quality or quantity is affected.
D.
Recommendations concerning dismissal or suspension.
As a preferred practice, certain procedures, where feasible, may be
followed by the department head prior to suspending or terminating
an employee. The employee may be given notice of the proposed disciplinary
action, which could include remaining on duty with pay, suspension
with pay or suspension without pay, all within the discretion of the
City Council.
An employee of the City shall have no financial
interest in the profits of any contract, service or work performed
for the City. An employee shall not accept free or preferred services,
benefits or concessions.
A.
Uniform allowance. Upon employment, the City shall
furnish full-time Police Department personnel with two complete sets
of uniforms and a winter jacket. After three months of employment
and every quarter thereafter, each full-time officer shall receive
$50 to purchase uniforms. The City shall furnish uniforms for part-time
officers on an as-needed basis. Upon separation from service, all
patches, badges, and jackets purchased by the City shall be returned.
B.
The City shall furnish uniforms for Public Works employees
through a rental uniform company.
[Amended 12-12-2016 by Ord. No. 2016-12]
A.
An officer or employee of the City who is required and specifically authorized by the City Council to have available and to use his/her personally owned automobile in the conduct of City business shall be authorized automobile expenses as prescribed by § A-131 of this chapter.
B.
In any case where an employee of the City is to use a personally
owned automobile for official City business, such employee shall maintain
appropriate insurance to cover liability for personal injury and property
damage.
[Amended 12-12-2016 by Ord. No. 2016-12]
A.
EMPLOYEE
ENTERTAINMENT
OFFICER
PUBLIC BUSINESS
TRAVEL EXPENSE
Definitions. In the interpretation and construction of this § A-131, the following definitions shall be observed unless the context clearly indicates that another meaning is intended:
Any full- or part-time employee of the City other than officers.
Means, but is not limited to shows, amusements, theaters,
circuses, sporting events or any other place of public or private
entertainment or amusement unless ancillary to the purpose of a program
or event attended while engaging in public business.
Any elected or appointed official of the City.
Activities engaged in by an officer or employee for the purpose
of carrying out the official responsibilities of such officer or employee
for the benefit of the City.
Any expenditure for transportation, meals and lodging necessarily
incurred by an officer or employee of the City while engaged in the
performance of public business.
B.
Standard maximum allowable reimbursement. Except as otherwise provided
in this section, the City shall pay or reimburse travel expenses up
to the following maximum amounts:
(1)
Registration. When possible, registration fees will be paid in advance
by the City.
(2)
Travel. The least expensive method of travel will be used, providing
that no hardship will be caused to the officer or employee. Officers
and employees will be reimbursed for:
(a)
Air travel at the coach or economy class commercial airline
rate. First class or business class air travel will be reimbursed
only if emergency circumstances warrant. The emergency circumstances
must be explained on the expense form and City Council approval of
the additional expense is required. Copies of airline tickets must
be attached to the expense form.
(b)
Rail or bus travel at actual cost. Rail or bus travel costs
may not exceed the cost of coach airfare. Copies of tickets must be
attached to the expense form to substantiate amounts.
(c)
Use of personal automobiles at the standard mileage rate approved
by the Internal Revenue Service for income tax purposes. Mileage for
use of personal automobiles in trips to and from transportation terminals
will also be reimbursed. Toll charges and parking costs will be reimbursed.
(d)
Automobile rental costs when the vehicle's use is warranted.
The circumstances for such use must be explained on the expense form.
(e)
Taxis, airport limousines, or other transportation costs.
(3)
Meals. Meals charged to the City should represent mid-fare selections
for the hotel/meeting facility or general area. Tips are included
with meal charges. Expense forms must explain the meal charges incurred.
Alcoholic beverages will not be reimbursed.
(4)
Lodging. Officers and employees should request conference rate or
mid-fare room accommodations. A single room rate will be reimbursed.
Officers and employees should pay personal expenses at checkout. If
that is impossible, deductions for the charges should be made on the
expense form.
(5)
Miscellaneous expenses. Officers and employees may seek reimbursement
for other expenses incurred while engaged in public business by fully
describing the expenses on the expense form and attaching receipts.
(6)
The City shall not pay or reimburse expenses incurred by a spouse
or other travelling companion of an official or employee unless that
spouse or other traveling companion is also an official or employee
of the City engaged in public business.
C.
Approval of expenditures in excess of standard maximum. The City Council may approve payment or reimbursement for travel expenses in excess of the maximum amounts established by Subsection B of this § A-131 in the event of an emergency related to public business or other extraordinary circumstances.
D.
Travel expense form required.[1] No travel expense shall be paid for or reimbursed unless
a travel expense payment form has been submitted and approved by the
City Council which form shall include at least the following information:
(1)
An itemized estimate of the travel expense if such expense has not
yet been incurred or receipts for the cost of the travel expense if
the expense has already been incurred.
(2)
The name and job title or office of the individual submitting the
travel expense form.
(3)
The date or dates and nature of the public business for which the
travel expense has been or will be incurred.
(4)
A description of the public business for which the expense was incurred
including supporting brochures or documentation if available.
[1]
Editor's Note: The travel expense form shall be utilized
when requesting approval for or reimbursement of travel expenses;
said form is on file in the City offices.
E.
Receipts required to verify advances. Any estimated travel expense
paid in advance shall be verified by the submission of paid receipts.
Any officer or employee receiving an advance toward the payment of
any travel expense shall promptly return to the City any advance in
excess of the total of paid receipts for travel expenses actually
submitted to the City.
F.
No reimbursement for entertainment expenses. The City shall not reimburse
any officer or employee for any entertainment expense.
G.
Availability of information. All documents and information submitted
under authority of this chapter are public records subject to disclosure
under the Freedom of Information Act.
Upon approval of the City Council, the City
will pay 100% of tuition and materials for City employees for job-related
courses.
An employee working for the City who is also
receiving remuneration for some other employment or service is subject
to the following restrictions:
A.
All outside work must be made known to the Council.
Appropriate records will be filed in each employee's personnel file,
listing where employed, hours to be worked, etc. Conflicts arising
from outside employment may be cause for dismissal.
B.
City work takes precedence. The outside employment
must not interfere with the effectiveness of the employee's job with
the City.
C.
Outside employment must not leave the employee tired
or subject to injury on the job.
The use of City vehicles and trucks for personal
use is prohibited.
