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<br /> Staff Report <br /> <br /> <br /> <br />TO: Mayor Keis and Members of City Council <br /> <br />FROM: Joel Hanson, Administrator <br /> Sharon Provos, Finance Director <br /> <br />DATE: February 10, 2016 <br /> <br />RE: Donated PTO <br /> <br />A City employee has exhausted all forms of paid time off due to the illness and death of his <br />newborn child. Other City employees would like to donate some of their PTO to help cover his <br />unpaid time off. Staff is recommending that City employees be allowed to donate up to eight (8) <br />hours of PTO in one hour increments to the employee in need. To account for the salary <br />differences between the donor and recipient, the dollar value of the donated leave would be <br />converted into PTO hours, using the recipient’s hourly rate. <br /> <br />This is the first time in the last 20+ years we have had a situation like this. To provide clarity <br />and consistency to the situation, a policy will be needed going forward. While we do not have a <br />complete recommendation at this time, we believe the general guidelines should be used in this <br />situation: <br /> <br />• Catastrophic situation (not due to imprudent prior usage of PTO) that necessitates time <br />off. <br />• Employees may donate up to eight (8) hours to a co-worker involved in the catastrophic <br />situation. <br />• Donated hours will be converted based on the donor’s hourly rate of pay versus that of <br />the donee. For example, an employee making $30 per hour donates eight hours to <br />someone making $15 per hour. The value to the donee would be 16 hours. This gives <br />the donor employee full value for gift while not creating a negative impact to the City <br />from a financial standpoint. <br />• The recipient employee shall not have more than 40 hours on the books after application <br />of the donations. <br />• These guidelines are not binding on future situations. A new policy will be developed to <br />address future situation. <br /> <br />The League of Minnesota Cities has some guidelines to consider in drafting this type of policy. <br />Staff will review them in greater detail and bring back a recommendation at a later date. We will <br />have other Personnel Policy revisions to consider as well. <br /> <br />Staff recommends approval of the PTO donation program as outlined above for the one <br />instance we have in question.