Board of Trustees - Committee of the Whole

VILLAGE OF VILLA PARK Village Hall, Board Chambers 20 South Ardmore Avenue Villa Park, IL 60181 Village Board of Trustees - Committee of the Whole June 9, 2025 6:00 PM Village President Kevin Patrick Village Clerk Rolf Laukant Village Trustees Cari Alfano, Jorge Cordova, Tina Konstatos, Jack Kozar, Deepa Kumar and Khalid Sabri Public participation is invited. When called upon, please approach the microphone and state your name. Kindly limit your remarks to 3 minutes. 1. Call to Order - Roll Call 2. Pledge of Allegiance 3. Discussion a. Parental Leave Policy Discussion b. Grocery Tax Discussion 4. Public Comments 5. Adjournment Page 1 of 16  Paid Parental Leave Policy Proposal Update Village of Villa Park 2025 Page 2 of 16 Paid Parental Leave Follow Up Requests for additional information from the Board of Trustees:  What is the current policy for paid leaves of absence?  Slides 3-6  What is the total number of positions/staff that are able to work from home? What are the numbers for full-time versus part- time employees?  Slide 7  Provide a side-by-side comparison of the paid parental leave for DuPage County, as compared to the drafted Village of Villa Park policy.  Slides 8-10  What would it look like to set up different paid time for birthing versus non-birthing parent?  Slide 11  Can a personal leave of absence be provided to allow employees to ease back in to work?  Slide 11  Can this policy be retroactive?  Slide 11  What is the notice period?  Slide 11 2 Page 3 of 16 Board Requested Clarification  Current Paid Leaves of Absence (Non-Union)  Paid Vacation  10 days at one year of service non-management  15 days at one year of service non-management  Paid Sick Leave 3 days earned quarterly  Paid Personal leave and Floating Holidays n  Total of 4 days  PFLA  1 hour of “PFLA” for every 40 hours worked  Short term disability through IMRF for supplementary benefits 3 Page 4 of 16 Board Requested Clarification  Current Unpaid Leaves of Absence (Non-Union)  FMLA leave of absence (All)  Up to 12 weeks per year of unpaid leave for all staff who have worked for at least 12 months, and at least 1,250 hours over the past 12 months. 4 Page 5 of 16 Board Requested Clarification  Current Paid Leaves of Absence (Union)  Paid Vacation  60 days of employment - 5 days, 1 year of employment - 10 days (AFSCME)  1 year employment – 80 hours (Police)  1 year employment – 5 days (Fire)  Paid Sick Leave  3 days earned quarterly (AFSCME)  96 hours after 1 year (Police)  Up to 6 days earned per year (Fire)  Paid Personal leave and Floating Holidays  Total of 4 days (All)  PFLA  1 hour of “PFLA” for every 40 hours worked (All) 5 Page 6 of 16 Board Requested Clarification  Current Un-Paid Leaves of Absence (Union)  Leave of absence not to exceed 6 months (AFSCME)  Leave of absence, no cap (Fire)  FMLA leave of absence (All)  Up to 12 weeks per year of unpaid leave for all staff who have worked for at least 12months, at least 1,250 hours over the past 12 months. 6 Page 7 of 16 Board Requested Clarification  # of employees who can fully work from home  Approximately 5  # of employees who can partially work from home  15  # of positions full-time versus part-time  Full-time employees: 147  Part-time employees: 27  Seasonal employees: 124 7 Page 8 of 16 Comparison of DuPage County Paid Parental Leave 8 Page 9 of 16 Comparison of DuPage County Paid Parental Leave 9 Page 10 of 16 Board Requested Clarification 10 Page 11 of 16 Board Requested Clarification  What would it look like to set up different paid time for birthing versus non- birthing parent?  A differentiation can be used, such as 3 weeks for non-birthing, and 6 weeks for birthing. This is not typically seen in parental leave policies though.  Can a personal leave of absence be provided to allow employees to ease back in to work?  Unpaid personal leaves of absence are incorporated into union agreements, please see slide 6.  Can this policy be retroactive?  Yes, we have proposed a retroactive period to provide eligible staff with a return of paid time off used.  What is the notice period?  In the drafted agreement, the notice period is 30 days, or as soon as feasible. 11 Page 12 of 16  Village of Villa Park 20 South Ardmore Avenue, Villa Park, Illinois 60181-2696 Paid Parental Leave Policy Effective May 1, 2025 Purpose/Objective Flexibility and family-friendly policies are essential to cultivating an atmosphere where employees can thrive professionally without sacrificing essential family obligations. The Village of Villa Park understands the need to give parents additional flexibility and time to bond with their new child and adjust to their new family situation. Therefore, beginning May 1st, 2025, the Village will provide up to 6 (six) weeks of paid parental leave to employees following the birth of an employee’s child or the placement of a child with an employee in connection with adoption (“Paid Parental Leave”). Eligibility • All full-time and regular part-time employees who have worked at least 1,250 hours during the twelve (12) months preceding the qualifying event and who have completed twelve (12) months of service are eligible to receive Paid Parental Leave. Amount, Time Frame and Duration of Paid Parental Leave • An eligible employee will be entitled up to a total of 6 (six) work weeks of Paid Parental Leave to be used (consecutively or intermittently) within six (6) months following the event of one or more of the following: ➢ The birth and care of the newborn child of the employee, including a child born through gestational surrogacy. ➢ The placement of a child, younger than 18, with the employee for adoption. The adoption of a new spouse’s child is excluded from this policy. • Paid Parental Leave will run concurrently with Family and Medical Leave Act (FMLA) leave, as applicable. • The Village uses a rolling twelve (12) month calendar to calculate an employee’s eligibility for Paid Parental Leave, measured backward from the date of qualified event. Page 13 of 16  Village of Villa Park 20 South Ardmore Avenue, Villa Park, Illinois 60181-2696 • The fact that a multiple birth or adoption occurs (e.g., the birth of twins or adoption of siblings) does not increase the 6 (six) week total amount of Paid Parental Leave granted for that event. In no case will an employee receive more than 6 (six) weeks of Paid Parental Leave in a rolling 36-month period, regardless of whether more than one birth or adoption event occurs within that 36-month time frame. • Each week of Paid Parental Leave is compensated at 100 percent of the employee’s regular, straight-time pay rate. Paid Parental Leave will be paid on the Village’s regularly scheduled pay dates. • Approved Paid Parental Leave may be taken consecutively or intermittently at any time during the six (6)-month period immediately following the birth or adoption of a child. Paid Parental Leave may not be used or extended beyond this six (6)-month time frame. • Any unused Paid Parental Leave will be forfeited at the end of the six (6) month time frame. • Upon termination of the individual’s employment at the Village, the employee will not be paid for any unused Paid Parental Leave for which they were eligible. Coordination with Other Policies • Paid Parental Leave taken under this policy will run concurrently with leave under the FMLA; thus, any leave taken under this policy that falls under the definition of circumstances qualifying for leave due to the birth or adoption of a child, the leave will be counted toward the 12 weeks of available FMLA leave per a 12-month period. All other requirements and provisions under the FMLA will apply. Employees will be required to exhaust all available paid time off, before going unpaid, during any leave of absence. Please refer to the Village’s Family and Medical Leave Policy for further guidance on the FMLA. • In the event of an employee who has given birth, Paid Parental Leave will run concurrently with short term disability, if the employee is eligible for short term disability benefits. Paid Parental Leave may be used during the initial unpaid waiting period for the commencement of the short-term disability leave; however, in no event may the use of short-term disability, or other paid leave benefits, be added as an extension to the allowed total leave time following for child bonding. • The Village will maintain all benefits for employees during the Paid Parental Leave period just as if they were taking any other company paid leave such as paid vacation leave or paid sick leave. Page 14 of 16  Village of Villa Park 20 South Ardmore Avenue, Villa Park, Illinois 60181-2696 • If a Village holiday occurs while the employee is on Paid Parental Leave, such day will be charged to holiday pay; however, such holiday pay will not extend the total duration of the Paid Parental Leave entitlement. Requests for Paid Parental Leave • The employee will provide their supervisor and the human resource department with notice of the request for Paid Parental Leave at least 30 days prior to the proposed date of the leave (or if the leave was not foreseeable, as soon as possible). • The employee will meet with a human resources department staff member to review all required leave documentation and pay. • The Village Manager has the exclusive right to interpret this policy and the corporate authorities of the Village may rescind or amend this policy at any time. Page 15 of 16  Locally Imposed Grocery Sales Tax BY I L L I N O I S M U N I C I PA L L E AG U E STA F F April 29, 2025 During the 2024 Spring Legislative Session, the Illinois Municipal For municipalities, both home rule and non-home rule, that League (IML) played an integral role in securing the authority for wish to implement a local grocery sales tax effective on both home rule and non-home rule municipalities to implement January 1, 2026, the first step is to pass an authorizing by ordinance a 1% locally imposed grocery sales tax (without ordinance. IML has developed a model ordinance that can be need for referendum approval) following the elimination of the adopted locally, which is available on our website.1 A certified statewide grocery tax effective January 1, 2026. copy of the ordinance must then be submitted to IDOR, postmarked by October 1, 2025, in order for the tax to be While IML’s preference was to maintain the status quo and for imposed beginning January 1, 2026. This will guarantee no the tax to remain statewide, Public Act 103-0781 repeals the lapse in revenues from this tax. statewide tax on groceries. However, the authority to implement a 1% grocery sales tax locally by ordinance was approved as part The ordinance must be sent to IDOR through MyLocalTax2 or via of the same legislation. USPS, FedEx or UPS (it may not be submitted by email) to: IML advocated for a delayed implementation date of the Aaron Allen, Division Manager statewide grocery tax repeal and the elimination of the Illinois Local Tax Allocation Division 3-500 Department of Revenue’s (IDOR) administrative fees to collect Illinois Department of Revenue and remit the tax, meaning municipalities will see no decrease 101 West Jefferson Street or lapse in grocery tax revenue, if timely in implementing the Springfield, IL 62702 tax locally. (217) 785-7116 IMPLEMENTATION TIMELINE If a municipality chooses to wait to implement a local 1% grocery tax at a later date, please keep in mind that ordinances • Now: Municipalities that wish to implement the local authorizing a local tax must be sent to IDOR and postmarked grocery tax effective on January 1, 2026, should adopt IML’s before April 1 for collection to begin on July 1, or postmarked model ordinance now to ensure timely filing with the Illinois after April 1 but before October 1, for collections to begin Department of Revenue. January 1 of the following year. • Prior to October 1, 2025: A certified copy of an ordinance authorizing the local implementation of a grocery If your municipality does not wish to impose the grocery tax sales tax must be submitted to IDOR, postmarked by locally after the statewide expiration, no action is required and October 1, 2025. the 1% grocery tax will be automatically repealed within your • January 1, 2026: The statewide grocery sales tax expires; jurisdiction on January 1, 2026. only locally imposed grocery sales taxes will remain. IML suggests you consult with your municipal attorney prior to considering the adoption of this model ordinance. More The statewide tax will not be repealed until January 1, 2026; resources are available at iml.org/grocerytax. until then, nothing will change and no action will be necessary by municipalities. However, for those municipalities that wish 1 https://www.iml.org/page. to implement the tax locally on day one, there are important cfm?category=5382 2 https://mytax.illinois.gov/MyLocal- benchmarks to consider. Tax/_/ Scan for Illinois Municipal League | 500 East Capitol Avenue, P.O. Box 5180 | Springfield, IL 62705-5180 | Phone 217.525.1220 | iml.org PDF Version ILLINOIS MUNICIPAL LEAGUE Page 16 of 16