Personnel committee asks staff to study sick-leave 'bank' after liability concerns

A committee member proposed creating a centralized sick-leave bank at the July 13 Charles Town Personnel Committee meeting that would pool unused sick hours (for example from employees who quit, not retirees) so colleagues in need could draw from the bank without publicly asking for donations.

The proposer described the existing donation process—employees currently receive an HR email requesting donations for a named coworker—and said a bank would "do away with the need to ask for donations." Several committee members welcomed the idea as a way to support employees but raised financial and accounting concerns, warning that a bank could create an ongoing, unfunded liability for the city if its size and caps are not defined.

One council member cautioned that banking unused sick time requires clear caps and fiscal controls because "it could be never ending" and might require the city to budget for potential future payouts. Members suggested limiting use to qualifying FMLA events, setting caps on hours that may be used, and including administrative controls to avoid abuse.

The committee directed Stephanie (HR) to research the idea, review whether municipalities in West Virginia permit such a bank, examine municipal accounting implications (how to cap and report any liability), and return with draft policy options and recommended safeguards. No formal vote was taken; staff direction was the outcome.

Committee members said any proposed policy should explain eligibility, caps on hours, qualifying events (suggested alignment with FMLA), and funding/accounting approaches before the committee considers adopting a sick bank.