City staff propose clarifications to sick‑leave conversion, shared‑leave rules

City HR staff told the council Jan. 20 they will circulate a 30‑day comment draft of two personnel policy clarifications intended to remove ambiguity about leave conversion and shared‑leave eligibility.

Director Jones said the sick‑leave conversion change would make explicit that employees who elect conversion in April must still be employed at the November payout to receive the conversion. “The intent is that we if you're not here for the payout in November, you can't do the conversion,” Director Jones said.

Staff also proposed inserting IRS definitions into the shared‑leave policy to clarify who can donate leave and how the bank is administered. Jones told the council donations may be made at any time and that the city will solicit donations only when a confidential request to use shared leave is received. Jones said the city will treat requests confidentially and will spread limited bank balances pro rata if multiple claims arise.

Council members raised several operational questions — including whether employees can donate in advance to build a shared bank and the types of leave that are eligible to donate — and staff replied the practice is unchanged: donations are voluntary, the bank is used only after an approved request and the policy language will clarify how funds are allocated.

Staff said the draft will be mailed to employees for a 30‑day comment period, and that grammar and formatting errors already found will be corrected before bringing a final ordinance or policy back to council if substantive changes are requested.

The work session did not produce a final vote; staff will return after the comment period with a revised draft and any substantive edits.