Chapter 2 | Compensation

Each rule and each section of the Personnel Policy Manual is an independent rule. The holding of any rule or section to be void, invalid or ineffective for any reason does not affect the validity of any other rule or section. In the event that any of the policies in this Personnel Policy Manual are found to be in conflict with the laws of the State of Illinois, the rules of the Fire and Police Commission or any current collective bargaining agreement between the Village and some of its employees, the laws, rules or agreements shall take precedence.

2.1 Performance Evaluations

Each Department Director will ensure that all employees are formally evaluated at least annually on a Village-approved form in order to identify and recognize an employee's strengths and weaknesses in performing their job. 

A. The evaluation form will, at a minimum, address the following: The level of the employee's productivity Recommendations to improve performance and identification of further training 

B. All evaluators will conduct a consultation with the employee. During that consultation, the evaluator will discuss the employee's strengths, weaknesses, need for additional training, future goals and objectives. 

C. The evaluation form must be signed by the evaluator and the employee. An employee's signature does not necessarily indicate concurrence with the evaluation, but rather that the employee has had sufficient opportunity to review and understand the evaluation. 

D. Employees will receive a copy of their performance evaluations. Performance evaluations will be kept in the employee's official personnel file in the Human Resources Department. 

E. Performance evaluations will be conducted at the end of any probationary period and annually thereafter. 

F. Performance evaluations shall be considered in determining salary increases, order of layoff, transfer, and as a means of identifying employees who should be promoted, demoted or terminated. 

2.2 Job Evaluations

The Village of Arlington Heights provides a job evaluation process for determining the relative value of jobs within the organization. This process helps the Village maintain compensation and classification policies and procedures that are objective and equitable. 

A. Job evaluations will be conducted when significant duties or responsibilities have been added to or deleted from a position. 

B. The same position will not be evaluated more than once in any 12-month period. 

C. A Position Re-Evaluation Request form must be completed and submitted to the Human Resources Department to begin the job evaluation process. Either the employee, the employee's supervisor or the Department Director may initiate a request for a job evaluation. Requests may also be initiated by the Human Resources Department, either on the basis of a special audit of jobs in a department or in accordance with a regular reassessment program. 

D. After receipt of a request for a job evaluation, the Human Resources Department will send a Position Description Questionnaire (PDQ) to the employee. After completion by the employee, the supervisor and Department Director must then review and sign the PDQ and return it to the Human Resources Department. 

E. A Job Evaluation Analyst may review the PDQ, conduct interviews with the employee, the supervisor, and the Department Director and provide detailed information to the Job Evaluation Committee. The employee and the Department Director or designee may attend the Job Evaluation Committee meeting. The Job Evaluation Committee will make a recommendation to the Village Manager, who will then make a final determination. The Director of Human Resources will then notify the Department Director and the employee of the results of the job evaluation. 

2.3 Salary Administration

The Village maintains a wage and salary administration program that is intended to be both internally equitable and externally competitive to enable the Village to attract, retain, reward and motivate employees. 

A. The Village Plan has two pay plans: a Step Plan and an Open Range Plan. Annual adjustments to both plans may be made based on the financial position of the Village and/or general economic conditions. 

B. All full-time and part-time employees are eligible for annual salary increases. All recommendations for salary increases must be approved by the Director of Human Resources and approved by the Village Manager prior to informing the employee. 

C. The Step Plan (positions in grades Al 1 through C43)

  • Advancement from Step 1 through Step 11 is based on acceptable job performance.
  • Advancement from Step 11 to Step 12 requires exceptional job performance, as well as an overall rating of at least "exceeds expectations" on the employee's most recent performance evaluation. 

D. The Open Range Plan (positions in grades C51 through E82)

  • Advancement in the Open Range is based on overall job performance and the salary of the employee in relation to the midpoint of the range. 

E. New Hires

  • There may be instances when it will be necessary to employ an applicant at a rate exceeding the minimum of the grade. The decision as to the appropriate hire rate shall be based on an applicant's experience and/or skill level and/or the need to be competitive in the marketplace.

F. Promotions

  • A promotion will be accompanied by a minimum pay raise of 5%.
  • Considerations in determining the amount of raise on promotion are: The employee's current salary in relation to the new salary range Internal equity When an employee's nc\t annual increase is due 

G. Job Reclassification | Upgrade

  • When a job is reevaluated to a higher pay grade, the incumbent employee's salary will be brought to at least the minimum of the new pay grade.
  • The maximum increase permitted will be to the same step within the new grade or the same placement in the open range. 

H. Job Reclassification | Downgrade

  • When a job is reevaluated to a lower pay grade, the incumbent employee's salary will normally not be reduced.
  • If the incumbent employee's salary is over the maximum of the new pay grade, the employee will not be eligible to receive a salary increase until the maximum of the range for the new position increases.
2.4 Overtime | Compensation Time

All eligible employees will be compensated for hours worked in excess of their standard work week in accordance with the Fair Labor Standards Act. All eligible employees shall receive overtime, paid either in dollars or time off, at the rate of one and one-half times the regular hourly rate for regular overtime and two times the regular hourly rate for overtime worked on Sundays and holidays. 

A. Overtime opportunities shall be distributed as fairly as possible, taking into account the needs of the department and the availability of individual employees. 

B. For purposes of overtime and compensatory time, employees are divided into two categories pursuant to the FLSA: non-exempt and exempt. A list of categories and the job classifications in each category is available from the Human Resources Department. This list may be modified by the Village Manager at any time. 

C. Part-time regular employees will be paid their regular hourly rate of pay for all hours worked up to the standard full-time work week for their job classification. All overtime worked in excess of the standard full-time workweek will be paid in accordance with this policy. 

D. Each employee earning overtime may opt to take compensatory time in lieu of overtime pay. 

E. Compensatory time may be accrued up to a maximum of no more than 10 days at any one time and must be used within six months of its being earned. Use of compensatory time must be used pursuant to the same usage policies as vacation time. 

F. All overtime work must be approved by the Department Director or designee. 

2.5 Longevity

The Village recognizes employees for their length of service to the Village. Eligible employees shall receive longevity pay in November of each year. 

A. Longevity shall be paid according to the following schedule:

  • After completion of five years of service $ 900 per year
  • After completion of ten years of service $1000 per year
  • After completion of fifteen years of service $1100 per year
  • After completion of twenty years of service $1600 per year 

B. The following employees are eligible for longevity pay:

  • All regular full-time employees
  • All regular part-time employees hired before July 1, 1992 and who work more than 1000 hours per year 

C. Longevity will be paid in November of each year. Employees will receive their full longevity amount based on the number of years completed as of October 31 of the current year. The longevity for eligible part-time employees will be pro-rated based on their scheduled hours worked. Appropriate federal and state taxes will be withheld from the longevity check. 

D. The longevity rate will be added to eligible employees' overtime rate as of their benefit accrual date. 

2.6 Employee Snowplow Pay Rates

This purpose of this policy is to provide pay guidelines for those employees who participate in the removal of snow and ice operations for the Village of Arlington Heights. There are two classifications of employees who participate in the Snow and Ice Control program: Employees who are required to participate as part of their job descriptions and those employees who volunteer to participate. 

Pay rates will be broken down into the following classifications: 

A. Employees who are required to participate as part of their job description will be paid at their regular hourly rate and will be paid overtime if worked in accordance with the Village's Overtime /Compensatory Time Policy. 

B. Employees who volunteer to participate in the Snow and Ice Removal Program will be paid at an hourly rate which will be established annually by the Village. These rates will typically be based on years of snow and ice control service with the Village as well as Non-CDL and CDL rates. Employees may be required to complete appropriate paperwork.