8.2. SR 03-16-2020
Request for Action
To Item Number
Mayor and City Council 8.2
Agenda Section Meeting Date Prepared by
General Business March 16, 2020 Cal Portner, City Administrator
Item Description Reviewed by
Sick Leave Donation Policy Lauren Wipper, Human Resources Manager
Reviewed by
Action Requested
Amend, by motion, the City of Elk River Sick Leave Donation Policy.
Background/Discussion
With the onset of the COVID-19 pandemic and potential employee hardships due to illness or
quarantine, the Council should consider an amendment to the Sick Leave Donation Policy to allow city
administrator discretion for the approval of sick leave donation that is not used concurrently with FMLA.
Sick Leave Donation
With the written consent of the city administrator, employees may donate equal shares of sick and vacation leave to fellow
employees experiencing a major illness such as, but not limited to, heart attack, stroke, organ transplant, or other illness all of
which must be supported by a physician’s diagnosis, or a catastrophic accident with serious injuries supported by a physician’s
diagnosis.
An employee will be eligible to receive donated leave:
1. If the employee currently earns sick leave.
2. Only after all of the employee’s own sick, vacation, compensatory, or other leaves have been exhausted.
3. Only for normal work hours lost due to the illness for which the leave is donated.
4. Only for time not covered by disability insurance or workers compensation.
5. Up to a maximum of 240 hours.
6. If the physician’s diagnosis indicates that the employee will be able to return to work after rehabilitation or recovery.
The donated leave must be used concurrently with FMLA leave and must be used within 12 weeks of the date of the illness.
Donated sick leave not used within 12 weeks will be forfeited. If the condition of the employee receiving donated leave improves so
that s/he is able to return to work either in a light duty capacity, if work is available, or to his/her normal work schedule, any
donated leave time shall be forfeited.
An employee may donate up to 16 hours of equal shares of sick and vacation per recipient per year made in increments of not less
than eight (8) hours. The employee must complete a Leave Donation Form to donate leave. All donations will remain
anonymous.
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity
Donated leave will be paid at the recipient’s current rate of pay. Donated hours do not qualify to be included as part of sick leave
for the severance pay calculation.
This policy applies on a prorated basis for part-time employees eligible for sick leave.
In the event of a mandatory or recommended quarantine as a result of a public health event, the city administrator may use
his/her discretion to allow leave donation when the leave is not concurrent with FMLA.
Financial Impact
Minimal. In a case in which a leave donor earning leave at a lower rate than the recipient, which in
practice is often offset by donor’s earning leave at a higher rate than the recipient. Or, if a donor has sick
leave well in excess of potential payout through the severance program.
Attachments
None
N:\\Public Bodies\\Agenda Packets\\03-16-2020\\8.2 sr Sick Leave Donation Policy.docx