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Home My WebLink AboutBoard of Commissioners - Minutes - 01/18/20000 0 MINUTES OF THE OTTER TAIL COUNTY BOARD OF COMMISSIONERS Otter Tail County Courthouse Commissioners' Room, Floor 1-8 Tuesday, January 18, 2000 9:30 a.m. Call to Order The Otter Tail County Board of Commissioners convened Tuesday, January 18, 2000 at 9:30 a.m. at the Otter Tail County Courthouse with Commissioners Virginia Partmann, Chair; Roger Froemming, Vice-Chair; Syd Nelson, and Malcolm Lee present. Approval of Agenda Motion by Lee, second by Froemming, and unanimously carried to approve the County Board agenda of January 18, 2000 with the following addition: Natural Resources Block Grant Approval of Minutes Motion by Froemming, second by Nelson, and unanimously carried to approve the County Board minutes of January 11, 2000 as presented. Otter Tail County Vacation Donation Program Policy Labor Management Subcommittee members, Michele Petterson, Rick Sytsma, and Dave Jennen presented the final draft of the Vacation Donation Program Policy recently recommended by the Labor Management Committee. The policy allows employees to donate earned vacation time to the sick leave account of another employee when a catastrophic illness or injury prevents them from working and results in a loss of wages to the employee. It is intended to help "fill the gap" until other loss of wage compensation benefits are effective. Members of the committee stressed that this is a good policy without additional cost to the county. The County Attorney has reviewed this policy. Motion by Lee, second by Froemming, and unanimously carried to approve the Otter Tail County Vacation Donation Program Policy and corresponding forms dated 12-17-99 as recommended by the Labor Management Committee. The policy is attached to these minutes as Attachment B. Tobacco Licenses Motion by Nelson, second by Lee, and unanimously carried to approve the following applications for license: Landon Neuleib Slammer's Elizabeth, MN Steven C. Cook Depot Diner & Bar Erhard, MN Tobacco Tobacco Payment Approval -Zervas Industrial Petroleum, Inc. Motion by Nelson, second by Froemming, and unanimously carried to approve payment to Zervas Industrial Petroleum, Inc, in the amount of $51,348.97, for services provided at the County's three tax forfeited sites Otter Tail County Board of Commissioners January 18, 2000 Page 2 Payment Approval -WSN Motion by Lee, second by Nelson, and unanimously carried to approve the following payments to 0 Widseth, Smith, Nolting and Associates, Inc: Environmental Services -Otter Tail Co. Site -Preparation of Demolition Specs. New York Mills -UST Removal Assessment Rothsay -UST Removal Assessment Newton Township -UST Removal Assessment Approval to Pay Bills Motion by Froemming, second by Nelson, and unanimously carried to approve Attachment A of these minutes which include the following lodging payments: Deputy Sheriff, Dean Nelson $6,529.06 478.40 730.15 652.26 the bills per Americana Inn Radisson Arrowwood Sheraton Inn Midway (reimbursable by MCCC) System Network Administrator, Pat Larum Sheriff, Gary Nelson Payment Approval -Herbicide Sprayer Motion by Lee, second by Froemming, and unanimously carried to approve payment, in the amount of $25,431.37, payable to Norstar Industries, Inc. for a herbicide sprayer per purchase order no. 59519. Planning Commission Recommendations Preliminary Plat -"Rose Acres''/Mr. & Mrs. Wayne Neu: Motion by Nelson, second by Lee, and unanimously carried to approve the Preliminary Plat of "Rose Acres" on Rose Lake with conditions as recommended by the Planning Commission. The 0-- property is described as Pt of Gov Lot 3 & 4, Pt NW¼ SE¼ & Pt SE¼SE¼, Section 17 of Hobart Township, Lake No. 56-360 RD. Conditional Use Permit -Scenic Point Partnership -Withdrawn bv Applicant: Owner of Scenic Point Resort on Clitherall Lake, Terry Colton, explained that his proposal was to split Scenic Point Resort (currently 12.44 acres) into 2 separate entities. Mr. Colton stated that the property was established with cabins on the West side and a few cabins on the East side along with a campground with separate roads, wells, etc. The Planning Commission would eliminate 14 present units on the property if the split occurred. Mr. Colton opposed the decrease in number of units in the resort because there would be no further impact to the lake, lake esthetics, or neighborhood. Land & Resource Director, Bill Kalar, presented a map of the initial resort and a map showing the proposed split with Section B enlarged. With a change in size of lots, the Planning Commission felt that the entire operation of the resort should be looked at to see how it fits with current SMO guidelines. The Planning Commission recommended that Parcel A should have 12 units and Parcel B, 8 units. Discussion followed regarding ordinance language that if a change occurs, minimum requirements of the current SMO may need to be met. In this case, a split would result in 2 substandard parcels. Motion by Lee, second by Froemming, and unanimously carried to uphold the recommendation of the Planning Commission to accept the applicant's withdrawal for a Conditional use Permit for Scenic Point Partnership on Clitherall Lake. The property is described as Pt of GL 2, Section 13 of Clitherall Township, Lake No. 56-238 RD. Q Conditional Use Permit -Donald & Suzanne Tirk: Motion by Lee, second by Nelson, and unanimously carried to approve the recommendation of the Planning Commission to table the reconsideration of the Conditional Use Permit for Donald & 0 0 0 Otter Tail County Board of Commissioners January 18, 2000 Page 3 Suzanne Tirk to allow the Highway Engineer and ADA Architect time to examine the total project for suitable alternatives. The property is described as Erickson's Addn Lot 1 & King's Addn to Clearview Pt Res A Com NE Cor Lot 1, Section 1 of Scambler Township on Pelican Lake (56-786), GD. Resolution Authorizing Signature of Board of Water and Soil Resources Natural Resources Block Grant Documents Otter Tail County Resolution No. 2000 -03 Commissioner Lee offered the following resolution and moved its adoption: NOW, THEREFORE, BE IT RESOLVED: THAT THE Otter Tail County Board of Commissioners approves of Otter Tail County entering into a Grant Agreement with the State of Minnesota to receive state funds for the implementation of its Comprehensive Local Water Plan, the administration of the Wetland Conservation Act, administration of the DNR Shoreland Program, and MPCA ISTS Program, under the terms of the Grant Agreement and all statutory requirements; and THAT THE Otter Tail County Board of Commissioners requests the 2000 expenditure of $77,507 cash and authorizes $68,105 in-kind contributions, from Otter Tail County and East & West Soil and Water Conservation District, to match the natural Resources Block Grant and the Grant Agreement. BE IT FURTHER RESOLVED, THAT THE Chairperson of the County Board of Commissioners and County Auditor or County Administrator are authorized to execute the Grant Agreement together with all related documents. Commissioner Froemming seconded the adoption of the resolution and it was carried upon the following vote: Ayes:-1_ Nays _Q_ Adopted at Fergus Falls, MN this 18th day of January 2000. OARD OF COMMISSIONERS Year 2000 Solid Waste Haulers' Applications Motion by Lee, second by Nelson, and unanimously carried to approve the following Solid Waste Haulers' Applications for 2000: Ballard Sanitation Pelican Rapids, MN Northern Waste Systems Detroit Lakes, MN Severence Enterprises Herman, MN Otter Tail County Board of Commissioners January 18, 2000 Page 4 Contract Approval -Household Hazardous Waste Collection Motion by Nelson, second by Froemming, and unanimously carried to authorize the Chair's Q signature to execute a contract between the County of Otter Tail and the City of Battle Lake for hosting a household hazardous waste (HHW) collection. Resource Recovery Facility Consultants Jim Barlow and Greg Tomberlin, representing the Barlow Group, updated the County Board regarding the Resource Recovery Facility in Perham. Discussion included potential steam and/or electricity sales contracts and draft agreements with other counties. Mr. Barlow stated that a permit submission package has been sent to the PCA for retrofit compliance; however, any changes will need to be submitted to the PCA as an amendment. Discussion continued. 2000 Board Committee Appointments Motion by Lee, second by Nelson and unanimously carried to approve the following committee appointments for year 2000: AMC Delegates Five Seated Commissioners ' County Coordinator County Attorney Highway Engineer Budget/Audit Committee Partmann Lee Building Committee, New York Mills Nelson Froemming Building Committee, Fergus Falls Lee Partmann Highway Committee 3'" District Nelson Capital Improvement Committee 3'" District Froemming Community Partners 3'0 District Lee Department Head Liaison Nelson Employee Relations/Labor Negotiation Partmann Lee Employee Safety Committee Froemming Extension Committee Froemming 3rd District GIS Committee Partmann Lee International Coalition Lee Joint Powers Board (Solid Waste) Lee Froemming Lakeland Mental Health Nelson Land & Resource 3'0 District Lee Law Library Froemming Minnesota Rural Counties Caucus (MRCC) Delegate -Nelson Alternate -Froemming Noxious Weed Appeal 3'" District -West Froemming -East Recycling Committee 0 Q ' Red River Development Regional Treatment Center Task Force Transportation Advisory Committee (TAC) Regional MnDOT Wadena Community Action Council Water Planning Committee West Central Area Agency on Aging (WCAAA) WCR Juvenile Center Advisory Board Adjournment Otter Tail County Board of Commissioners January 18, 2000 Page 5 Froemming Partmann 3"' District Lee Nelson 3'" District Partmann Nelson At 10:47 a.m., Chair Partmann declared the meeting of the Otter Tail County Board of Commissioners adjourned until Tuesday, January 25, 2000. Dated:_...;,i~=-·"""' 9"-'dl.o;oi.,...<.£c%;""'-l-1 '""'A""CbD....._.,__ OARD OF COMMISSIONERS CB/kd Attachments u 0 1/18/2000 15:28:07 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION : .. ·•. ·. •· Otter Tail Cou~ty Warrants . . January 1.8, 2000: · ·.Page ·1, Attachment A IFD66 COUNTY 56 PAGE 1 WARRANTS APPROVED ON 1/18/2000 FOR PAYMENT 1/18/2000 VENDOR NAME AMERICAN INSTITUTIONAL SUPPLY, AMERICINN MOTEL & SUITES AMERIPRIDE LINEN & APPAREL SER J. ANDERSON ASSOCIATION OF MN COUNTIES AUTO SAFETY SERVICE BALLARD SANITATION INC. THE BARLOW GROUP INC BATTLE LAKE AUTO PARTS BATTLE LAKE FARMERS UNION OIL BATTLE LAKE HARDWARE & RENTAL BATTLE LAKE STANDARD BELLMORE'S NORTH UNION TOWING BEST INC. BIG FOOT GAS & GROCERY BJ'S EAST BNA BOOKS BOB BARKER COMPANY INC. BOB'S STANDARD BULK SERVICE BRAD BOTNER EXCAVATING BRANDON COMMUNICATIONS BRETZ HARDWARE CARQUEST AUTO PARTS CARR'S LAKE COUNTRY SUPERMKT ROBERT CARRISON CENEX PETROLEUM INC. CHRISTENSEN CONSTRUCTION CHRISTY THUNSELLE CO-OP SERVICES INC COAST TO COAST-P COASTAL TRAINING TECHNOLOGIES COMMUNITY FIRST NATIONAL BANK ROBERT COOKMAN COOPER'S OFFICE SUPPLY INC. COPY EQUIPMENT INC. CORPORATE TECHNOLOGIES COUNTRY STORE CULLIGAN DACOTAH PAPER COMPANY THE DAILY JOURNAL DCA INC. DEAN'S COUNTRY MARKET DENNY'S ENTERPRISES INC DENZEL'S REGION WASTE INC. DENZEL'S WELDING DEPARTMENT OF PUBLIC SAFETY DICK'S STANDARD GAPPA OIL CO. TERRY DRAKE DDS EAST OTTER TAIL CO EXTENSION AMOUNT 45.33 84.38 69.00 136.47 14,183.00 1,428.47 182.52 27,350.00 139.96 1,394.79 57.00 34.34 26.63 10,723.84 137.10 49.00 162.03 25.18 224.29 175.00 2,571.34 59.99 403.48 148.60 70.00 51.0l 3,545.00 40.00 1,269.51 74.06 746.36 350.00 35.00 6,557.90 53. 3 5 16,335.76 27.89 33.03 1,756.77 177.00 693.00 7.65 514.62 122.85 440.00 510.00 475.28 232.00 85.19 Otter Tail County Warrants January 18, 2000 Page 2, Attachment A l/18/2000 15:28:07 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION WARRANTS APPROVED ON l/18/2000 FOR PAYMENT VENDOR NAME ECONO SALES AND SERVICE EPA AUDIO VISUAL, INC ERHARD VILLAGE STORE EVCO PETROLEUM PRODUCTS, INC EVENSON ELECTRIC EVERTS LUMBER CO. FALLS AUTOMOTIVE INC. FARNAM'S GENUINE PARTS INC. FARNAM'S GENUINE PARTS INC.-PR FERGUS AUTO SUPPLY FERGUS ELECTRIC FERGUS FALLS POLICE DEPARTMENT CITY FERGUS FALLS FERGUS INTERNATIONAL INC. FERGUS SURPLUS FERGUS TIRE CENTER FORCE AMERICA FOTH & VA."! DYKE GE CAPITAL IT SOLUTIONS DONNA GEISER GERRY'S PARTS SUPPLY FRANCES GLEASON LARRIS GREWE TROY HAARSTICK HALL GMC INC. BERNARD HARTMAN HEDAHLS AUTO CENTER HEDAHLS INC. OF FERGUS FALLS HEISLER'S COUNTRY OIL MILDRED HELMRICHS HENNING AUTO PARTS INC. HENNING TRUSTWORTHY HARDWARE CITY HENNING HOLIDAY HOMESTEAD BUILDING SUPPLIES H20 INC. IBM CORPORATION THE INDEPENDENT INFORMATION SYSTEMS CORP. INTEGRITY COMPUTER SYSTEMS INTERNATIONAL TRANSLATION SERV INTERSTATE ENGINEERING INC. INTERSTATE INC. INTERTECHNOLOGIES GROUP J EGGUM METALS & RECYCLING JIM BORTNEM ENTERPRISES DEAN JOHNSON KELLY SERVICES INC. THE KIEFER COMPANIES AMOUNT 274.64 12,287.77 718.62 292.37 125.19 23.39 l,998.96 536.63 3 73. 77 10.91 133.00 699.52 6,577.03 137.29 38.82 864.06 36.25 189.78 996. 84 77.81 145.84 10,272.74 174.99 41.71 130.36 285.00 132.23 l4l.48 4 7l. 03 9,039.12 56.81 14.0l 900.00 2,041.00 123. 91 44.00 312.00 4l. 90 765.00 26.57 525.90 15,940.00 95.56 300.00 35.00 360.00 64.88 470.61 135.28 IFD66 COUNTY 56 PAGE 2 l/lB/2000 • 0 0 l/18/2000 15:28:07 0 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION :. Otter Tan CoLinty Warrants . · · · January 18, 2000 .. ·.Page·3_,Attat:hmentA IFD66 COUNTY 56 PAGE 3 WARRANTS APPROVED ON l/18/2000 FOR PAYMENT l/18/2000 VENDOR NAME KOEP'S CLITHERALL CORNER LARRY K."l.OHN L & L SERVICE LAKELAND POWER EQUIPMENT LAKES RADIO LAKEWAY MARKET LARRY OTT INC. TRUCK SERVICE DIANNE LARSON LOCATORS & SUPPLIES INC. MAIN STREET GAS & GOODS MATTHEW BENDER & COMPANY INC, MCHRMA MORA MEADOWBROOK INSURANCE GROUP MEDICINE SHOPPE MEYER GARBAGE SERVICE MID-STATE SERVICES THE MIDWEEK MIDWEST PRINTING MILLER & HOLMES INC. MILLER'S BOBCAT MINN BLUE DIGITAL-A MINNESOTA STATE BAR ASSOCIATIO MN ASSOC OF CO ADMINISTRATORS MN CO ENGINEERS ASSOC. MN CO INSURANCE TRUST MN MOTOR COMPANY MN SHERIFFS' ASSOCIATION MN STATE AUDITOR MN TRANSP. ALLIANCE MOCIC NATIONAL BUSHING & PARTS CO. NELSON BROTHERS PRINTING & GARY NELSON NENA NENA MINNESOTA NORTH CENTRAL INSTRUMENTS NORTH UNION TEXACO LAWRENCE NYREEN OK TIRE STORES OLSON AUTO ELECTRIC OLSON OIL CO. ONE ON ONE COMPUTER TRAINING ONYX ENVIRONMENTAL SERVICES, L OTTER SUPPER CLUB OTTER TAIL CO AUDITOR OTTER TAIL CO DEPARTMENT OF OTTER TAIL CO EMPLOYEES OTTER TAIL CO TREASURER AMOUNT 20.50 286.88 442.50 64.54 200.00 438.93 2,000.00 3. 80 59.64 42.00 827.72 50.00 360.00 2,122.00 1,256.56 28.08 49.90 206.40 798.75 3 61. 66 70 .29 156.33 507.50 100.00 200.00 2,500.00 598.55 2,021.00 5,091.08 2,370.00 150.00 252.48 936.90 112 .16 75.00 95.00 761.08 329.69 50.00 92.00 95.33 616.35 220.06 6,445.72 170.34 54.00 2,110.00 3 9. 09 367.08 Otter Tail County Warrants January 18, 2000 Page 4, Attachment A l/18/2000 15:28:07 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION IFD66 COUNTY 56 PAGE 4 WARRANTS APPROVED ON l/18/2000 FOR PAYMENT l/18/2000 VENDOR NAME OTTER TAIL TELCOM PAMIDA INC. PARK REGION CO-OP PAUL'S HOLIDAY STATION STORE PELICAN CND ENTERPRIZES INC. PELICAN RAPIDS PRESS PERHAM AUTO WRECKING INC. PERHAM CO-OP CREAMERY PERHAM CO-OP OIL CO. PERHAM CONOCO PERHAM ENTERPRISE BULLETIN PERHAM LINEN PERHAM PRINTING PERHAM STEEL COMPANY CITY PERHAM PETE'S AMOCO THE PHOTO CENTER POPE CO SANITATION INC. VIRGINIA PORTMANN PRAIRIE AUTO SERVICE -NAPA PRAIRIE LUMBER & TRUSTWORTHY PRO AG FARMERS COOPERATIVE RADISSON ARROWWOOD RAY'S OIL STATION RDO FINANCIAL SERVICES CO RELIABLE REM INC. REVIEW ENTERPRISES INC. RIA GROUP RICK'S TIRE SERVICE ROCKLER WOODWORKING & HARDWARE KATHRYN RONNING ROY A SMITH & ASSOC., INC. RUBNER WELDING & EQUIPMENT TOM RUNDLE BILL SAUMER SCOTT HOFLAND CONSTRUCTION INC SECURITY STATE BANK SEWER SERVICE SHERATON INN MIDWAY SIGELMAN STEEL & SALVAGE SOUTH MILL SERVICE SOUTHTOWN C-STORE ST. JOSEPH EQUIPMENT INC. DAVID STADUM STANDARD PARTS OF WADENA STEVE'S SANITATION STOP-N-GO STORES INC. TERRY LEE ANDERSON LAND SURVEY AMOUNT 50.00 94.45 841.26 106.51 268.46 63.00 20.55 1,098.36 221.46 493.47 Bl. 00 353. 70 37.28 30.59 684.80 387.80 6.13 210.60 205.15 90.18 57. ll 382.94 254.20 607.84 ll,699.21 lll.59 626.82 494.60 164.81 50.00 120.62 15.85 6,086.07 14.32 12,528.14 208.31 2,675.00 43.54 146.50 89.27 17.32 306.16 180.63 791.15 20.00 527. 72 13,162.22 3 92. 90 200.00 0 1/18/2000 15:28:07 OTTER TAIL COUNTY AUDITOR PANELSON RECEIPTS AND DISBURSEMENTS SYSTEM WARRANTS FOR PUBLICATION .• Otter fail~~u~ty Warra~ts .·•· January 1.8, 2000 .Page ·5, Attach merit A IFD66 COUNTY 56 PAGE 5 WARRANTS APPROVED ON 1/18/2000 FOR PAYMENT l/18/2000 VENDOR NAME THIRD DISTRICT SHERIFFS ASSOCI VIRGINIA THOM JOSLYN THOMPSON TIRE DEPOT TNT REPAIR INC. TOUTGES SANITATION TRI-STATE TIRE U.S. RECORDS UGSTAD PLUMBING INC. UNDERWOOD OIL INC. UNITED BUILDING CENTERS UNIVERSITY OF MN-EXTENSION SER US OFFICE PRODUCTS VALLEY SOFT WATER VERGAS ACE HARDWARE VICTOR LUNDEEN COMPANY VIKING OFFICE PRODUCTS SANDRA VOLKMAN WADENA CO AUDITOR-TREASURER WADENA PIONEER JOURNAL WAL-MART WELDING SUPPLIES & FIRE WES' FUEL STOP WIDSETH SMITH NOLTING & ASSOC. ZD JOURNALS FINAL TOTAL ...... . AMOUNT 50.00 70.00 100.00 1,766.10 186.50 70.00 1,469.83 2,182.19 24.03 125.26 40. 39 20.00 387.98 23.52 48.03 393.94 167. 72 9.37 1,750.00 76.20 281.45 13.31 24.50 933.31 49.00 $267,283.66 **** Vacation Donation Program Policy January 18, 2000 Attachment B, Page I 0 Otter Tail County Vacation Donation Program Policy Summary: It is the policy of Otter Tail County to grant the donation of accrued vacation from one employee to the sick leave account of another employee. The purpose of the Vacation Donation Program Policy is to provide a safety net of County compensation benefits for employees who, due to a serious medical hardship or catastrophic illness or injury, are unable to retain their regular employment earnings. This policy is not intended to provide leave to any employee who has previously abused any paid leave. Definition: A catastrophic illness or injury is one that incapacitates the employee or a member of the employee's immediate family (as defined in the current Personnel Policy) and which creates a financial hardship because the employee has exhausted all eligible leave credits. Eligibility: Program recipients must meet all of the following criteria to receive donated hours: I. Must be eligible to accrue vacation/sick leave. 2. Must have requested donated leave due to a catastrophic illness or injury. 3. Must have written verification of catastrophic illness/injury from a licensed medical practitioner. 4. Must have vacation donation request approval from his/her department head. 5. Must have exhausted all paid leave earned pursuant to the applicable personnel policies covering vacation, sick leave, and compensatory time off and must not be receiving long term disability benefits or worker's compensation payments. A leave donor must meet the following criteria and requirements: 1. An irrevocable donation of not more than the donors current accrued vacation leave donated in increments of one hour with a minimum donation of one hour. 2. Certification that no solicitation and/or acceptance of any money, credit, gift, gratuity, thing of value or compensation of any kind has been provided, directly or indirectly, to the donor. Limitations: A full time employee may not receive more than 520 hours of Vacation Donation Program leave per request ( except on recommendation of their Department Head). The total hours from all sources should not exceed 40 hours per week. The maximum hours a part-time employee may receive will be prorated so that the total hours from all sources should not exceed the employees regularly scheduled hours. The Vacation Donation Program shall not grant sick leave hours to employees who are eligible for or receive wage replacement benefits, for the same time period, from other sources. Therefore, employees shall not be granted Vacation Donation Program leave for the same period of time during which they also receive workers' compensation wage replacement benefits or other wage replacement benefits. Vacation Donation Program Policy January 18, 2000 Attachment B, Page 2 Procedures: • The Vacation Donation Program is administered by the Coordinator's Office. • Participation in the program is on a strictly voluntary basis. Recipient • Requests are subject to approval of the Application for Use of Donated Vacation form (sample attached) which are available in the Coordinator's Office. In the event the employee is unable to complete the Application for Use of Donated Vacation form, the employee's designated family member may complete the form on behalf of the employee. • To receive donated vacation, an employee must complete a Medical Information Form signed by the physician including the physician's statement. • The Application for Use of Donated Vacation and Physicians Statement must be forwarded to the Coordinator's Office. The Coordinator's Office will develop a separate vacation donation leave file with separate files for each ongoing case. The donated hours will remain in the recipient's file for 180 consecutive days, at which time, a new application may be required. • The leave recipient shall continue to accrue sick and vacation leave while using donated leave time. This entitlement shall be retained and credited to the employee upon his/her return to work. • The recipient does not need to pay back donated time received. • The Coordinator's Office will provide memorandums for posting (not to be posted on public bulletin boards) and for department supervisors to advise them of a request for donated hours. • The recipient may request to be identified on posted notices. Donor • A Vacation Donation Contribution Form will be available from the Department Heads and/or Coordinator's Office and must be signed and returned to that office before a donation can be effective. • The Department Head or Accounting Supervisor, under the direction of the Department Head, of the contributing employee will be responsible for subtracting the donated vacation leave from the contributing employees vacation balance at the time the form is received. This must be logged on the payroll time sheet on the following pay period. There will be a specific pay code developed for contributing vacation donation hours ( similar to the current pay codes used for vacation and sick time). The contribution form must be forwarded to the Coordinator's Office. • The donor may request to be identified. • All donations must be directed to a specific employee; they will not be banked. • Donated time will only be converted into sick leave. • Donated vacation hours will be converted to a dollar value based on the donor's hourly rate. That dollar value will then be converted to sick hours based on the recipient's hourly rate. • Donations are not tax deductible. • Donations will be used on a first come basis. The Coordinator's Office will work closely with the applicable Department Head or Accounting Supervisor to apply donated vacation to a recipient's sick leave balance during the pay period the contributions have been received. If the contributions are received prior to payroll, it may be necessary to apply those hours the following pay period. If there are excess 0 0 Vacation Donation Program Policy January 18, 2000 Attachment B, Page 3 donations, those excess hours will be adjusted and given back to the contributing employee and the Vacation Donation Contribution Form will be returned to the donating employee. The final decision on the award and distribution of donated leave time rests with the County Coordinator's Office and shall not be subject to any labor agreement or County policy grievance procedure. In making decisions, the Coordinator shall review the employee's application, the department's verification of exhaustion of all paid leave, and all medical evidence submitted by the employee, including but not limited to a physician's statement. The County Coordinator may request additional information from the applicant. 12-17-99