Agenda - Council - 09/14/1999 - Laserfiche WebLink

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I I I PC CASE #: ~ ADMINISTRATIVE POLICY-VACATION DONATION By: Joyce Pruitt Hottinger, Administrative Services Manager Background: This is an agenda item for the September 14~ Personnel Committee meeting, since it was tabled at the August 24th meeting due to the length of the Council Agenda. Several months ago, an employee was out of work due to an unanticipated illness and exhausted all of their accrued paid leave. Employees began requesting if they could donate some of their leave to employees in these types of cases. Staff researched the issue of a voluntary donation policy for those employees who have exhausted all of their paid leave. A draft policy.was presented to the Labor Management Committee, comprised of AFSCME members, the City Administrator, the Mayor, the AFSCME Business Agent and myself. On July 27t~, following discussion and revisions, the Labor Management Committee requested the attached policy be forwarded to the Personnel Committee for review. General Overview of the Vacation Donation Policy What: The policy is a strictly voluntary, program to allow interested employees the opportunity to donate vacation time to employees who are ill or injured, who qualify for Family Medical Leave and have exhausted all of their accrued time off. Why: City staff requested the ability to voluntarily donate time when a fellow employee experiences an unanticipated illness and exhausts all of their paid leave. Due to equity and tax reasons, the policy has been developed to only allow the donation of vacation leave to employees in need. Again, this policy is strictly voluntary. With the donation of only vacation leave, it ensures equity since every regular status employee earns vacation. The time donated by an employee would be converted to the receiving employee's rate of pay to determine the number of hours received, to ensure the policy would not cost the City any additional expenses, other than the already accrued vacation. The maximum number of hours which could be donated by an employee is sixteen hours per calendar year. No employee would be allowed to receive more than 360 hours of donated vacation, which would be equivalent to two months of donated leave. When: The attached policy is available to employees who have been injured or are ill and who qualify for Family Medical Leave. To qualify for Family Medical Leave, employees are required to submit a medical certification regarding their condition. Vacation Donation Leave Policy Case September 14, 1999 Page 1 of 2