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RES 912 171 RESOLUTION NO . l A RESOLUTION adopting a shared leave program for employees of the City of Camas . WHEREAS , the Council of the City of Camas desires to make available to the employees of the City a program whereby employees may donate vacation leave , compensatory time , or floating holidays to another employee who is suffering from or has an immediate family member who is suffering from , severe illness , injury , or a physical or mental condition which has caused or is likely to cause the employee to take leave without pay or to terminate his or her employment , and WHEREAS , the Council has considered a draft shared leave policy prepared by City staff, and desires to adopt the same , NOW , THEREFORE , BE IT RESOLVED by the Council of the City of Camas as follows : Section I The shared leave policy attached hereto as Exhibit "A" and by this reference incorporated herein is hereby adopted as an official policy of the City . Section II All non- represented employees and members of those bargaining units that agree to the shared leave policy shall be eligible to participate in the shared leave program . ADOPTED by the Council at a regular meeting this day of rch , 2001 . SIGNED . �.— Mayor ATTEST : Clerk APP VED as to form : Q ity Attorney s Mayor Dean Dossett Approval Effective slate Shared Leave Policy ( 1 ) Intent The purpose of the leave sharing program is to permit employees to donate vacation leave , compensatory time , floating holidays , or Police and Fire holidays , to a fellow employee who is suffering from or has an immediate family member or is a member of the immediate household , as defined below , suffering from an extraordinary or severe illness , severe injury , severe impairment , or physical or mental condition which has caused or is likely to cause the employee to take leave without pay or terminate his or her employment . An employee is eligible to request participation in the shared leave program when the employee is able to use accrued vacation leave , or a floating holiday . For purposes of the leave sharing program , the following definitions apply : ( a) " Employee " means any employee who is entitled to accrue sick leave , vacation leave , compensatory time , or floating holidays . (b ) " Immediate family" is defined as the employee ' s spouse , child , parents , brother , sister , grandparents and grandchildren or any member of the immediate household . This will also include " step - " and " - in - law " . (c) " Severe " or " extraordinary " condition is defined as serious or extreme and /or life threatening . ( 2 ) Eligibility An employee may be eligible to receive shared leave under the following conditions : (a) Human Resources determines that the employee meets the criteria described in this section . (b ) For work related illness or injury , the employee has diligently pursued and been found to be ineligible for benefits by the Department of Labor and Industries . (c) The employee . has abided by city policies regarding the use of sick leave . ( d ) Donated leave is transferable to all city employees . ( 3 ) Donating Conditions An employee may donate accrued vacation leave compensatory time , or floating holidays to another employee only under the following conditions : (a ) (i) The receiving employee has exhausted , or will exhaust , his or her accrued vacation leave , sick leave , compensatory time and floating holidays due to an illness , injury , impairment , or physical or mental condition , which is of an extraordinary or severe nature , and involves the employee , the employee ' s immediate family member or member of the immediate household ; and (ii) The condition has caused , or is likely to cause , the employee to go on leave without pay or terminate employment ; and (iii) Human Resources confirms the eligibility of the employees . (b ) Recognizing the need for employees to have a minimum of two (2 ) weeks vacation annually , any excess may be donated . For part - time employees , requirements for annual leave balances will be prorated . (c) The donating employee may donate all or part of a floating holiday , compensatory time , or Police and Fire holidays . ( 4 ) _ Maximum Usage The employer shall determine the amount of donated leave an employee may receive and may only authorize an employee to use up to a maximum of two thousand eighty (2080) hours of shared leave during total city employment ( 5 ) verification At the time the employee requests participation in the shared leave program , the employer shall require the employee to submit , prior to approval or disapproval , a medical certificate from a licensed physician or health care practitioner verifying the severe or extraordinary nature , the need of the employee ' s care , and expected duration of the condition . ( 6 ) Conditions Any donated leave may only be used by the recipient for the purposes specified in this section . ( 7 ) Calculated value . The receiving employee shall be paid his or her regular rate of pay while on shared leave ; therefore , one hour of shared leave may cover more or less than one hour of the recipient ' s salary . The calculation of the recipient ' s leave value shall be in accordance with the city ' s policies , regulations , and procedures . The dollar value of the leave is converted from the donor to the recipient . The donor ' s accrued leave balance will be adjusted by the number of hours donated , not by the dollar value: . The leave received will be coded as shared leave and maintained separately from all other leave balances . ( 8 ) Accrued Leave All forms of paid leave available for use by the recipient must be used prior to using shared leave . ( 9 ) Unused Shared Leave Any shared leave not used by the recipient during each incident/occurrence as determined by the employer shall be returned to a shared leave pool as a dollar value . ( 10 ) voluntary Participation All donated leave must be given voluntarily . No employee shall be coerced , threatened , intimidated , or financially induced into donating leave for purposes of this program . ( 11 ) Payroll Records The Finance Department shall maintain payroll records which contain sufficient detail to provide for review of shared leave usage and donation . ( 12 ) Repayment An employee who uses leave that is transferred under this section will not ' be required to repay the value of the leave that he or she used . ( 13 ) fln,ployment Status while an employee is on shared leave , he or she will continue to be classified as a City employee and shall receive the same treatment , in respect to salary and benefits , as the employee would otherwise receive if using vacation leave . 1 . All salary benefit payments made to the employee on a shared leave shall be made by the department employing the person using the shared leave . 2 . The employee ' s salary rate shall not change as a result of being on shared leave nor , under any circumstances , shall the total of the employee ' s salary and other benefits , including but not limited to State Industrial insurance or any other benefit received as a result of payments by the City to an insurer , health care provider , or pension system , exceed the total of salary and benefits which the employee would have received had he or she been in a regular pay status . ( 14 ) Administration Human Resources will establish procedures to administer this program which will state the procedures used , documentation , notification to supervisor , how the pool will be maintained , how the shared leave pool is used , and establish the necessary forms .