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Home My WebLink AboutBoard of Commissioners - Minutes - 12/16/1999• • MINUTES OF THE OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE Otter Tail County Courthouse Commissioners' Room, Floor 1-B Thursday, December 16, 1999 1:00 p.m. Call to Order Larry Krohn called the Labor/Management Committee meeting to order at 1: 11 p.m. Attendance: Brooks Andersen, Al Anderson, Leon Anderson, Sharon Bjork, Jack Dawkins, Joanne Derby, Pauline Fitch, Sandi Gundberg, David Hauser, Dave Jennen, Cheryl Jones, Larry Krohn, Mick McCormick, Wendy Metcalf, Lori Morrell, Kathy Ouren, Michele Petterson, Bud Pierce, Virginia Partmann, Vicki Schwanke, Dennis Soderstrom, Rick Sytsma, Doug Walvatne, and Gary Waskosky. Excused Absence: Mike Hanan, Lane Magnusson, Todd Smedstad, and Rick West. Unexcused Absence: Steve Andrews, Chuck Kitzman, Malcolm Lee, and Cheri Schultz. Review of Mission and/or Nonns of Behavior Sandi Gundberg read the Norms of Behavior list. Review of Minutes Committee members approved as presented, the minutes of November 18, 1999 by consensus with the following changes: Mick McCormick, Cheryl Jones, and Sharon Bjork should be listed under attendance as excused absences. Review of Agenda Committee members approved as presented the agenda of December 16, 1999 by consensus. Subcommittee Report Coordinator's Office Final Draft of Vacation Donation Policy. Larry Krohn distributed copies for review of the Otter Tail County Vacation Donation Program Application for use of Donated Vacation, Vacation Donation Contribution, and the Physician's Statement -Medical Information forms. Michele Petterson distributed an updated Vacation Donation Policy. The Coordinator's office will develop separate files for all individual cases. Each file will remain active for a total of 180 days, at which time unused flex hours may be returned to the individuals who donated. The Coordinator's office will work with the department head in the distribution of vacation donation. These forms will be available through the Coordinator's office upon request of need. Discussion followed with group consensus approving the final draft of the Otter Tail County Vacation Donation Program and Policy effective January 1, 2000. • A. Discussion Items Otter Tail County Storm Policy The Labor/Management Committee discussed and arrived at a group consensus to affirm and endorse the Otter Tail County Storm Policy as presently written in the Personnel Policy. otter Tall county Labor/Management committee December 16, 1999 Page 2 B. Flextime C Larry Krohn reported that on December 17, there is a Department Head meeting in which review will begin on the Fair Labor & Standards Act If all goes as planned, the department heads will have reviewed the first four chapters. The following items were discussed on flextime: Departments' involvement in flextime, existing practices, if any Could there be set rules which would fit all departments Supervisors that would accommodate employees with flextime issues and others that wouldn't What will the work force be like 20 years down the road Flextime makes a happier workplace Ten hour days during the summertime Possibility of extending courthouse hours Rationale behind flextime Group consensus was made to form a Flextime Subcommittee to review ideas regarding flextime. The Flextime Subcommittee members are: Vicki Schwanke, Sharon Bjork, Kathy Ouren, and Brooks Andersen. Information Sharing/Announcements Larry Krohn announced that as of this date, ten individuals have filed for 3rd District County Commissioner position. • Flextime Subcommittee. Next Meeting Adjournment At 2:34 p.m., Larry Krohn declared the meeting of the Otter Tail Committee adjourned until 1 :00 p.m. on Thursday, January 20, 2000. County Labor/Management C srb Attachment 0 • • • OTTER TAIL COUNTY LABOR/MANAGEMENT COMMITTEE MEMBERSHIP DISTRIBUTION LIST Name Brooks Andersen Al Anderson Leon Anderson Steve Andrews Sharon Bjork Jack Dawkins Pauline Fitch sandi Gundberg Mike Hanan David Hauser DaveJennen Chuck Kitzman Larry Krohn Malcolm Lee Lane Magnusson Mick McCormick Wendy Metcalf Mark Morris Kathy Ouren Michele Petterson Bud Pierce Virginia Partmann Cheri Schultz Vicki Schwanke Todd Smedstad Dennis Soderstrom Rick Sytsma Doug Walvatne Gary waskosky Rick West Lori Morrell Joanne Derby Merl King Cheryl Jones Department social services Attorney social services Treasurer social Services Sheriff social services social services Solid waste Attorney Sheriff court services county coordinator county commission Public Health Sheriff Recorder Sheriff court Administration Solid waste Highway county commission Public Health East Otter Tail Extension Highway Highway Building Maintenance Assessor Sheriff Highway IEx Officio Members> Bureau of Mediation Teamsters 320 Teamsters 320 AFSCME Phone 305 211 415 251 475 314 304 447 736-2382 200 311 220 265 265 739-2528 335 246 332 275 736-2382 736-6821 265 739-7115 385-3000 370 346-7205 205 235 352 269 • LABOR/MANACEMENT COMMITTEE ATTENDANCE/SICN IN CHECK SHEET MEETINC DATE: December 16, 1999 • BrookSAndeaen ~ -) Al Anderson ,\ 0,19 o,. _j ()_ ) • • • ,. J_ (sr:e·A~ ) .u:V\ ex.cus,ed Sharon Bjork __ ~ __ }_C._~"-+"tf~~--- Jack Dawkin~.._, 5 _________ _ Joanne Derby gQ Pauline Fitch ( ·P F • ! . /, ' Sandi Gu~g_berg~ /Jiund~· ~ Excused " ~~ ' Larry Krohn ___ --"L=+-K~------- Malcolm Lee __ U.-'-'-'fll.""'C-;,l"""'"c""\.,L""S:""e""J'-------• Lane Magnusson f;,l-,u 1) e iJ Mick Mccormi~ 0"/(__ i Michele Petterson,_ • ..c.?2_,_JR-+--o.fL; _____ _ Bud Pierce ___ f)-"-'-F _______ _ Virginia Portm,amf"__,_t)4L-r/?L._ ______ _ Vicki Schwanke __ '-v_b0"-"'W-"-_· ____ _ Todd smedstad __ __,E:.cX""CUs,,Sc,ce.,,_d ____ _ Dennis Soderstrom--A_....___D_s ____ _ ~ ,()_ ~ick Sytsma ) .. .. '.,. 7 · +-;~~~=----- Doug Walvatne~D~W ________ _ -=~*,/\ ()I 1 ,.-~rv-waskosky-'--' )=,,_k.V!J_-"-_· ____ _ ,____- Rick westc=L!:.k=.'!<i::::f:'.l~~------ • Summary: Definition: Eligibility: • Limitations: • Otter Tail County Vacation Donation Program Policy 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. 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) or household and which creates a financial hardship because the employee has exhausted all eligible leave credits. 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: I. 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. 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 oftime during which they also receive workers' compensation wage replacement benefits or other wage replacement benefits. 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 Appliccitionfor Uii/of Donated.Vacaiion form (sample attached) which are available in-the Coordinator's Office. In the event the employee is unable to complete the Applicationfor'.Use_of Don_q[~clJ(acation·Jorm, 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. • TheApJilicatiiJiifofJJfe ·of DorJa{ecl_ fqtation and Phy#ciaris Sta_tf!rn:erzt must be tii:w~~~cifa .. ili~fifg@iiii:rpr,'s}.?f'ti§~tiTu~2~~,frc1fua!gt;~~'.Qfti<:~,~·-4~Y~!o~•-a separate·vlication9gn_atiol! _lc:ay~_li.le ytjth ·si:pa,ra,t_~files for each ongoing ·case, . .The :4~naie~-~9.#.~.:\Villf~~i#:iii_iiie.r~cI~.e~t~--!il~-J9~:(s§_p2#s,ec:~~x1:<1~is,~af_~his!i time,·a new applicationmay)erequiied,--· · · -· · -· · ···· "-·-· :~ ..... ,. .-1,:.-·.·--· .;•-_-_-:,,-:--.•.•---•-:-:.-:.-.,'.,.: -:.,;;.._• ... ~ ~.;';1 __ -;s;a • Thideave .. 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.Depaitriient" Heads liild/ot Coord~~t~?;·offic~ and must be signed and returned!; tiiai ~ffice b~for~ a.-d~~ation can be effective. . • The De"'aitiiieiifHead orAcccniritin. -Sti'ervisoi:;'wider'the directicillofthe --._. -· , .... -. p_ -------___ ,._ .,. ---.-,·-,.-· ~---------g ___ ,.P ...... --------------· -------------------. --·--·-.. D~p~ell.t; H~acl; qfJl\e ~9I1tp~utilig emjiloy~e .-'Yilt J;i\:t~~pg~\J;!tf C>r,s_u.~!l:11cting tJi.eAc:ina!~: y~~8:!l()rt_. le_avi: froll?:, tlif C,9IltriR~tifig eiiiplc,y~~~ x~~!iq_n b_~i111.';.~, at}lie time the"foriri is received.: This riilist be logged ·on the payrolUime· sheet on: the ,• •-.-•"'-•• •.• "••-''"·•, -_-,,,.•· •, ..... .-~-•••• '/•,.••.•, '•• '•,c,:•:,";,•:;,.,,L ,·.,,:,·.:•,:~•••''''' ,-.,.•; _ _,,•••--""" ,_-,, . .,,,1.••••••••"'L,, folltjwiligpay period. ·"]befejvi!lcbe a specific pay,code·developed for ·coi).tributing v~catlon doniition'liOurs""{simi!ar:toih~'•current pay code's used.for vac~tion a.iid'stck _Jinf e ). )flie''.con.tributi<:i~_ fqrm _ miist _be foBYi4~~l!' t#~:tqprcµri~to~'.S:-6-ffise:· -·---.-.. - • 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. "Tu~_C:oi:ircliri_atei_r'.sQff:ic_~ '?½11._wo_r\c closely_ with. the applicable Department Head otAccounting Stiperyisor to_ apply• donated vacatloil to·'a i:ebpieb.t's•sick 1&avtBa1iih~;-diinnBtliiipa)' p~riddthe C0I!tributions havlbeeri received. If the contributions are t~ceived prior tci payroll, it ,_... :-·< .. -··-··'. .-. ' ·-·.· ··" .. . . ·-·'·''. . . • . . -... -. . .. . .. "' . .. -. -. . . ,_' '•• -•·· ......... · , .••.. • .. . • -. • iliay be_:mice'.ssary to apply tho~e hoefs)he fo_lli>wmg pay period. If there are excess donations, those excess hours willJie adjusted <!lid giVc::ri b~ckto _the contnbutlrig _employe~ and the Vacation Donation C:dnp-iqutio1J 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. Draft: 12-13-99 • • OTTER TAIL COUNTY VACATION DONATION PROCRAM APPLICATION FOR USE OF DONATED VACATION .t one -Employee Statement Name <Last> (First) <Mil Street Address City state Zip Name of Incapacitated Individual if Other than Employee Relationship to Employee Date of Application Anticipated Duration Describe the Nature of Illness/Injury I hereby certify that I understand and agree that as part of the application process for the otter Tail county vacation Donation Program that medical information is necessary. I authorize the coordinator's office to obtain any necessary information, including medical documentation, concerning this l lication and authorize the coordinator's office to review said information, including medical umentation. Where release of information requires the consent of a third party, I will be sponsible for acquiring such consent. I further understand that denial of this application for additional paid leave is not subject to grievance or appeal. I understand that compensation received under the Otter Tail county vacation Donation Policy is considered taxable income. Part Two -supervisor's statement Employee Status: D Full Time D Part Time Hourly Rate~----- Date when Sick, vacation, and comp Time ( D will be D was ) exhaused: _______ _ I hereby certify that, to the best of my knowledge, the above information is accurate and meets the requirements of the vacation Donation Program Policy. I wish not to be identified D I wish to be identified D Employee/Family Member Signature Date "nature of supervisor Date Signature of Department Head Date VDPapptlcat!on OTTER TAIL COUNTY VACATION DONATION PROGRAM VACATION DONATION CONTRIBUTION FORM • Part one -Employee Donating Information Name !Last> !First> !MD Department social Security Number Name of Employee to Donate (Transfer> vacation to Department Number of Hours Donating X Employee·s Hourly Rate = Dollar value • I understand that my contribution is voluntary. I understand that a minimum of one 11> hour of accrued vacation time is required. I also understand that my vacation balance will be decreased by the amount contributed. I understand that my donation will be kept in the recipient's file for 180 consecutive days. I have read and understand the otter Tail county vacation Donation Program Policy and agree to the terms and conditions of the policy. I wish not to be Identified D I wish to be identified D contributing Employee·s Signature Date Part Two -Department Head's statement The above named employee's vacation balance has been reduced by ____ hours of vacation time . • Signature of Department Head Date VOPcontrlbutlon OTTER TAIL COUNTY VACATION DONATION PROCRAM PHYSICIAN'S STATEMENT -MEDICAL INFORMATION FORM Employee Name: _______________ _ • • Department: _________ _ Part one -Employee statement Patient's Name <Print> <Last> <First> (Mil street Address City state Zip Authorization to Release Information: I hereby authorize the undersigned physician to release any information in the course of my examination or treatment. I understand that any expense incurred in the completion of this form by my physician will be my responsibility. Signature Date Part Two -Attending Physician's statement Date Illness/Injury Began: __________________________ _ .iliilliignosis and brief description of illness/injury and concurrent conditions <state date of surgery if •llcable): Prognosis: Anticipated duration of illness/injury: llf exact date is not known, show a no-sooner-than dateJ !Terms "undetermined" and "indefinite· are not acceptable.> Physician·s Name <Print> <Last> eeet Address Signature of Physician VDPohvslcan <First> City Date <Please Return This Form To Patient> (MD state Zip