Agenda - Council - 10/12/1999 - Laserfiche WebLink

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of their accrued time off. Due to equity and tax reasons, the policy has been developed to only allow the donation of vacation leave to employees in need. With the donation of only vacation leave, it ensures equity since every regular status employee earns vacation. The time donated 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. An employee would only be eligible to receive donated vacation leave after exhausting all accrued sick leave, personal holidays (if available), compensatory time and vacation leave. In the event an employee who is eligible for Family Medical Leave is close to exhausting their leave, they would complete a form from the Administrative Services Manager. The completed form would then be submitted to the City Administrator. Once the request form had been reviewed by the City Administrator, specific information would then be sent out to employees informing them of the situation and providing them with the opportunity to voluntarily donate vacation to the particular employee. Donations would be received by the Administrative Services Manager and placed on a list to be forwarded to payroll as the time is needed. Once the time is donated, the donator would not be able to take the hours back. If the recipient would separate from City employment before using all of the donated vacation time, the remaining donated time would be forfeited and could not be used for severance pay purposes. Motion by Mayor Gamec, seconded by Councilmember Anderson, to recommend City Council approve the Administrative Policy on Vacation Donation. Motion carded. Voting Yes: Mayor Gamec and Chairperson Anderson. Voting No: None. Absent: None. Case #7: Authorization to Engage Consulting Services for Administration Special Projects City Administrator Norman stated that the City Council authorized the position of Administrative Assistant during the regular meeting of May 25, 1999. The position was created to provide administrative assistance to the City Administrator in implementing designated programs and policies of the City Council. Melissa Petrangelo, who was serving in the position of Administrative Intern, was hired to fill the position initially. Ms. Petrangelo has submitted her resignation and has agreed to continue for a short time as a part-time employee to complete two program areas for the City. The City is currently in the process of analyzing an organizational human resource study for the City and the City Council desired more time to review the position prior to providing authorization to fill the vacant Administrative Assistant position. During a work session of September 8, 1999, the Council discussed with the City Administrator the possibility of contracting for administrative special projects on a short-term basis until the organization's human resources review is completed. He explained that he met with Ed Shukle, who has extensive experience as an administrator in municipal government, and discussed the possibility of contracting for special project services with the City of Ramsey. An agreement Personnel Committee/September 14, 1999 Page 6 of 7