[Amended 11-20-2006 by Ord. No. 2514; 1-19-2010 by Ord. No. 2765]
A.
City-observed holidays.
(1)
Each full-time employee shall receive the following holidays off,
with compensation for eight hours at their regular rates of pay, except
for the half day on Christmas Eve, for which each employee shall receive
four hours:
(2)
Holidays which fall on an employee's regularly scheduled day off
may be taken at another time, subject to the department head's approval.
(3)
The general policy shall be to celebrate a given holiday on Friday
or Monday for holidays falling on a Saturday or Sunday, respectively.
A.
An employee who has been employed for at least one year from their
anniversary shall be eligible for vacation as indicated by the following
table:
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
|
Hours' Pay
(pro-rata* for a part-time employee hired to work 1,000 hours
per year or more)
| ||
|---|---|---|
|
Work
|
Time Off
| |
|
Having completed 1 year
|
1 week; 40 hours
|
5 days
|
|
Having completed 2 years
|
2 weeks; 80 hours
|
10 days
|
|
Having completed 6 years (or more)
|
3 weeks; 120 hours
|
15 days
|
|
NOTES:
| |
|---|---|
|
*
|
The pro-rata entitlement of a part-time employee to vacation
shall be determined by the following formula: hours worked divided
by 2,080.
Example: An employee working 1,248 hours per year is entitled
to 60% (1,248/2,080) of the amount of vacation of a full-time employee.
|
B.
A part-time employee will not lose eligibility for pro-rata vacation
in the event the employee is later hired as a full-time employee.
[Amended 2000 by Ord. No. 1853]
A.
Vacation scheduling. Vacation will, so far as practicable and consistent
with the needs of the City, be granted at times most desired by an
employee.
B.
Vacation pay. An employee assigned vacation under this section and § 85-9.2 will be paid vacation based on their straight-time hourly rate of pay. An employee will receive vacation pay on their regular pay day.
C.
Unused vacation. Unused vacation for which the employee is entitled
to be paid will be paid to the employee at the time of an employee's
retirement or termination, or in the event of death, will be paid
to the employee's estate.
D.
Vacation during holidays. In the event a holiday falls during an
employee's vacation, the employee shall receive eight hours at his
straight-time hourly rate for such holiday in addition to employee's
vacation pay, or he/she may choose an additional day off.
E.
Accumulation of vacation. An employee shall use accrued vacation
during the 12 months following its accrual or it shall be forfeited.
A.
The City recognizes that inability to work because of illness or
injury may cause economic hardship. The City also recognizes that
an employee may require time off to secure necessary treatment for
disabilities. For these reasons, the City provides paid sick days
to eligible employees.
B.
A full-time employee shall be allowed sick leave of up to 80 hours
annually. An eligible part-time employee shall be entitled to the
same leave on a pro-rata basis.
C.
Rules pertaining to the use and accumulation of sick leave.
(1)
Accumulation. An employee may accumulate no more than 240 hours of
sick leave.
(3)
Use at retirement. For all sick leave accumulated before March 1,
1993, an employee may elect to use it during the period immediately
preceding the employee's retirement at the employee's hourly rate
then in effect, or to receive a lump sum payment for accumulated sick
leave, which shall be calculated at the employee's hourly rate then
in effect.
(4)
For all sick leave accumulated after March 1, 1993, an employee may
elect to use it during the period immediately preceding the employee's
retirement at the employee's hourly rate that was in effect from time
to time as each day of sick leave was accumulated, or to receive a
lump sum payment for accumulated sick leave, which shall be calculated
at the employee's hourly rate that was in effect from time to time
as each day of sick leave was accumulated.
D.
In accordance
with the Employee Sick Leave Act (820 ILCS 191/1 et seq.), sick leave
may be used for absences due to an illness, injury, or medical appointment
of the employee's child, spouse, domestic partner, sibling, parent,
mother-in-law, father-in-law, grandchild, grandparent, or stepparent,
for reasonable periods of time as the employee's attendance may be
necessary, on the same terms upon which the employee is able to use
sick leave benefits for the employee's own illness or injury.
[Added at time of adoption of Code (see Ch. 1, General Provisions,
Art. I)]
A.
The City recognizes the responsibility of an employee who is called
to serve on jury duty. Therefore, the City will make up the difference
between the amount of money received for jury duty and what the employee
would have earned from the City.
B.
To receive the difference, the employee must provide the City Clerk
with the court receipt, indicating dates served or called and compensation
received.
C.
An employee is expected to be at their City employment whenever excused
for a day (or any portion of a day) from jury service.
A.
An employee who is inducted into or enlists in the Armed Forces of
the United States, or who performs active or inactive duty with the
Armed Forces while a member of a reserve component, will be granted
a military leave of absence. An employee whose period of active service
exceeds two weeks will not receive his salary during military leave.
A reservist employee who is granted a leave of absence not exceeding
two weeks to perform active duty for training will receive the employee's
regular salary for the period of active duty less the amount of the
employee's military pay, provided he/she has completed one year of
service with the City. Such military leave not exceeding two weeks
will be granted in addition to the employee's regular vacation, and
if the employee elects to take the employee's vacation and military
leave of absence at the same time, he/she will receive the employee's
vacation pay and, if eligible, the employee's regular salary less
the amount of the military pay.
B.
A member of the National Guard will also be paid when ordered to
active duty for a period not exceeding two weeks. Likewise, such call-ups
will not be charged against the employee's vacation leave.
C.
A copy of orders shall be submitted to the Personnel Committee prior
to departure and a verification of duty from the employee's commanding
officer upon the employee's return.
An unpaid leave of absence for a period not longer than 60 days
may be granted to an employee. Request for such leaves must be submitted
in writing to the department head for approval at least 10 working
days in advance of the date leave is to commence, except in emergency
situations. The request for the leave of absence shall state the reason
for the leave and the exact dates on which the leave is to begin and
end. Authorization or denial of the leave request shall be furnished
to the employee in writing by the City. An employee returning from
such leave must provide the City with at least five working days'
advance notification.
[Amended 2001 by Ord. No. 1922]
A.
Purpose. The purpose of this section is to outline the conditions
under which an employee may request time off without pay for a limited
period with job protection and no loss of accumulated service if the
employee returns to work pursuant to the Family and Medical Leave
Act (FMLA).
B.
Definition. A family or medical leave of absence is defined as an
approved absence available to eligible employees for up to 12 weeks
of unpaid leave during a twelve-month period under particular circumstances
set forth in this policy. To determine the amount of FMLA leave to
which an employee is entitled, the twelve-month period is measured
on a rolling basis backward from the date that the employee uses any
FMLA leave. In other words, any FMLA leave that was taken by the employee
during the 12 months preceding the date that the employee requests
additional FMLA leave will be counted to determine the amount of FMLA
leave remaining. Leave may be taken:
(1)
On the birth of an employee's child, provided the leave is concluded
within 12 months of the birth;
(2)
On the placement of a child for adoption or foster care with an employee,
provided the leave is concluded within 12 months of the placement;
(3)
To care for a child, spouse, or parent who has a serious health condition;
or
(4)
For the employee's own serious health condition that makes the employee
unable to perform at least one essential function of the employee's
job.
C.
Scope. This policy applies to all family and medical leaves of absence,
including leaves that are covered under paid employment benefit plans
or policies for any part of the twelve-week leave to which the employee
may be entitled under this policy. In other words, if an employee
takes leave for a purpose covered by the FMLA, the employee must first
exhaust any accrued vacation or personal time, plus, if the leave
is for the employee's serious health condition, any accrued sick leave.
Once paid leave has been exhausted, further leave time taken under
this policy will be unpaid. Paid leave taken for a purpose covered
in this policy will be counted against the employee's twelve-week
annual FMLA allowance so that the use of available vacation, personal
or applicable sick benefits will not increase the total amount of
FMLA entitlement.
D.
Eligibility. To be eligible for leave under this policy, an employee
must have been employed with the City for at least 12 months and must
have worked at least 1,250 hours during the twelve-month period preceding
the beginning of the leave.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
E.
Basic regulations and conditions of leave.
(1)
Medical certification.
(a)
The City will require medical certification to support a claim
for leave for an employee's own serious health condition or to care
for a seriously ill child, spouse, or parent. (A certification of
health care provider form is available at the office of the City Clerk.)
The City may require a second medical opinion at its own expense.
If the first and second opinions differ, the City may require the
binding opinion of a third health care provider, approved jointly
by the City and the employee and paid for by the City. The City may
require periodic recertification, and if the leave is for the employee's
own serious health condition, may also require certification of the
employee's ability to return to work.
(b)
Medical certification forms may be obtained from the City. It
is the responsibility of the employee to ensure that the health care
provider completes the form and that it is returned to the City in
a timely manner.
(2)
Intermittent or reduced leave. Leave may be taken on an intermittent
or reduced-leave schedule if it is medically necessary for a serious
health condition of the employee or his or her spouse, child, or parent.
If leave is requested on this basis, however, the City may require
the employee to transfer temporarily to a part-time schedule or an
alternative position that better accommodates recurring absences.
The alternative position will have equivalent pay and benefits.
(3)
Spouses combined leave. Spouses who are both employed by the City
are entitled to a joint total of 12 weeks' leave (rather than 12 weeks
each) for the birth or placement for adoption or foster care of a
child or for the care of a sick parent. For any other qualifying FMLA
reason, each spouse will be entitled to the full 12 weeks of FMLA
leave, or that portion of leave remaining in the relevant twelve-month
period.
F.
Notification and reporting requirements. When the need for leave
is foreseeable, such as the birth of a child, the placement for adoption
or foster care of a child, or planned medical treatment, the employee
must provide 30 days' advance notice and make an effort to schedule
leave so that it does not unduly disrupt City operations. When the
need for leave is not foreseeable, the employee must provide notice
as soon as practicable upon learning of the need for leave. Employees
who are ill will be required to report periodically on their status
and their intention to return to work.
G.
Status of employee benefits during leave of absence.
(1)
Health insurance. Group health care coverage will continue for employees
on leave as if they were still working. Employees who are granted
an approved leave of absence under this policy are advised to arrange
to pay their share of premiums during the absence. If the leave is
paid, premiums will continue to be paid through payroll deductions.
If the leave is unpaid, employees are responsible for making sure
the City receives premium payments by the normal payroll dates. The
office of the City Clerk will provide a schedule of payment amounts
and due dates at the beginning of any unpaid leave of absence.
(2)
Recovery of premiums. If an employee chooses not to return to work,
or does not stay at work, for at least 30 days upon return (for reasons
other than retirement), after an approved absence under this policy,
the City may recover from the employee the cost of any payments made
to maintain the employee's health insurance during the leave, unless
the failure to return is because of a serious health condition or
reasons beyond the employee's control. Benefit entitlements based
on length of service will be calculated as of the last paid workday
before the start of the unpaid absence.
H.
Procedures: request form. A request for family and medical leave
of absence form must be filled out in duplicate by the employee. This
form must be completed in detail, signed by the employee, submitted
to the immediate supervisor for proper approvals, and forwarded to
the office of the City Clerk. (A request for family and medical leave
of absence form is available at the office of the City Clerk.) If
possible, the form should be submitted 30 days before the effective
date of the leave.
I.
Job restoration.
(1)
Upon return from leave taken under this policy, the employee will
be restored to his or her original job, or to an equivalent position
with equivalent pay, benefits, and other terms and conditions of employment.
(2)
Exception. If an employee on leave is salaried and among the highest
10% of City employees, and keeping the job open for the employee would
result in substantial and grievous economic injury to the City, the
employee can be denied job restoration after leave. In this situation,
however, the employee will be given an opportunity to return to work
during leave.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
J.
Nondiscrimination and nonretaliation.
(1)
An employee's exercise of his or her rights under the FMLA will not
negatively affect the employee's employment or the terms and conditions
of employment. However, employees will not be entitled to any benefits
or favorable treatment because of the exercise of rights under the
FMLA, but rather will receive the same treatment they would otherwise
have received.
(2)
The City will not interfere with, restrain or deny the exercise of
any right provided by the FMLA, nor will it retaliate against any
employee for opposing any practice, or because of involvement in any
proceeding related to the FMLA.
K.
Effect of labor agreement. All family and medical leave will be governed
by the provisions of this policy unless modified by an applicable
labor agreement.
When death occurs to an employee's legal spouse, mother, father,
brother, sister, or child, an employee, upon request, will be excused
and paid for up to a maximum of three days for funeral leave; or one
day's funeral leave for grandparents, a mother-in-law, or father-in-law,
sister-in-law or brother-in-law.
An employee injured in the course of employment is entitled
to benefits under the Workers' Compensation Act (820 ILCS 305/1 et
seq.). In order to receive these benefits, an injured employee is
required to report the injury without delay to their department head
and file a report of injury through the City Clerk's office for workers'
compensation benefits. In addition, an employee may be entitled to
pension and disability benefits.
The City provides pension and disability benefits pursuant to
the Illinois Municipal Retirement Fund.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
The City provides each full-time employee and the employee's
family the right to participate in a group health insurance program.
The City provides term life insurance to each full-time employee
as shall be determined from time to time under the regular pay resolutions
of the City.
The City provides a vision care plan for each full-time employee
and the employee's family, the schedule of benefits to be determined
from time to time under the regular pay resolutions of the City.
A.
An insurance committee working with the Chief of Police, the ambulance
director, and the City Attorney shall be established for the purpose
of obtaining adequate insurance to protect the City and members of
the Columbia ambulance service and Police Department from civil suits
stemming from actions taken by members of the Columbia ambulance service
and Police Department while on duty.
B.
The City shall provide insurance coverage, not to exceed $1,000,000
in coverage on behalf of each EMT or policeman, which the EMT or the
policeman shall become legally obligated to pay as damages because
of bodily injury or property damage caused by an occurrence, if and
only if the City also becomes legally obligated to pay the damages
under the doctrine of respondent superior.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
A.
The City shall provide malpractice insurance to protect both the
City, individual EMTs and policemen from malpractice claims that may
arise while the EMTs and policemen are serving as ambulance attendants
or ambulance drivers.
B.
The City shall provide insurance coverage, not to exceed $1,000,000
in coverage on behalf of each EMT or policeman, which the EMT or policeman
shall become legally obligated to pay as damages because of bodily
injury or property damage caused by an occurrence if, and only if,
the City also becomes legally obligated to pay said damages under
the doctrine of respondent superior.
The City expressly reserves the right to amend, modify or terminate
any and all benefits provided herein.
[Amended at time of adoption of Code (see Ch. 1, General
Provisions, Art. I)]
The City will provide clothing, uniform and accessory allowances
to designated employees. An employee so designated shall receive an
annual amount set from time to time by the City Council, to be paid
in two allotments, May 1 and November 1 of each year, for a clothing
and shoe allowance.
Each employee having custody of City property shall be responsible
for its proper care, use and security. Damage or loss resulting from
negligence may be chargeable to the employee.
An employee may request payment for travel, lodging and sundry
expenses related to official City business. Application shall be made
in advance and in writing to the employee's department head for approval
by the City Council.
[1]
Editor's Note: See also Ord. No. 3314, establishing a travel
reimbursement policy in accordance with the Local Government Travel
Expense Control Act (50 ILCS 150/1 et seq.).
A.
The City will reimburse full tuition costs for any course of study
at a recognized educational institution undertaken by any employee,
if so directed by the employee's department head and approved by the
City Council, provided such course of study is job-related and the
employee completes the course with a passing grade.
B.
The City will pay full tuition costs plus incidental costs of room
and board, in an amount previously arranged, for intensive job-related
courses of study, seminars or symposia, attended by any full-time
employee or regular part-time employee, if so directed by the employee's
department head and approved by the City Council.
C.
Upon completion of the requirements for an associate's degree; or
bachelor of arts degree or bachelor of science degree, the employee
shall be automatically entitled to a one-time 1% salary increase.
