2008-894-Minutes for Meeting September 22,2008 Recorded 10/9/2008DESCHUTES COUNTY OFFICIAL RECORDS BONN
NANCY BLANKENSHIP, COUNTY CLERK T ~J BONN
COMMISSIONERS' JOURNAL
111111111111 oil 111 10/09/2008 01;52;52 PM
2008-884
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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
MINUTES OF WORK SESSION
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, SEPTEMBER 22, 2008
Present were Commissioners Dennis R. Luke and Michael M. Daly; Commissioner
Tammy Melton was out of the office. Also present were Dave Kanner, County
Administrator; Erik Kropp, Deputy County Administrator; and David Inbody,
Assistant to the Administrator. No representatives of the media or other citizens
were present.
Chair Luke opened the meeting at 1: 30 p.m.
1. Discussion of Policy HR-13, Leave Donation.
Erik Kropp gave a brief overview of the proposed policy. The unofficial policy
of the County was to allow this in cases of cancer or terminal diseases. There is
a provision in the policy that the employee donating the leave time cannot fall
below 80 hours in his or her own time bank. Dave Kanner added that the
person needing to take the leave should have an adequate amount of time built
up before the need arises.
Mr. Kropp said that Personnel puts out the request in these instances.
Commissioner Luke stated that the selling point for him is that the donor will
remain anonymous.
This item will be discussed further at Wednesday's work session
2. Economic Development Grant Request:
High Desert Museum - Oregon's Forests - Commissioner Luke agreed to
grant $500. He suggested this be discussed on Wednesday when
Commissioner Melton is present.
Minutes of Administrative Work Session Monday, September 22, 2008
Page 1 of 2 Pages
3. Update of Commissioners' Meetings and Schedules.
Commissioner Daly plans to be in Burns on October 16 and 17.
4. Other Items.
At this time, the Board went into executive session under ORS 192.660(2) (f) ,
to consider information or records that are exempt by law from public
inspection.
Being no further discussion, the meeting adjourned at 2:15 p.m.
DATED this 22nd Day of September 2008 for the Deschutes County
Board of Commissioners.
ATTEST:
Recording Secretary
-,e~ 40C-
Dennis R. Luke, Iffhair
f
Tamm a ey) lton, Vice Chair
JZommissioner
Minutes of Administrative Work Session Monday, September 22, 2008
Page 2 of 2 Pages
/!J~ ~ ~ •r~V fl
1 ~Y Deschutes Count Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
l (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
WORK SESSION AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., MONDAY, SEPTEMBER 22, 2008
1. Discussion of Policy HR-13, Leave Donation - Erik Kropp
2. Economic Development Grant Request:
• High Desert Museum - Oregon's Forests
3. Update of Commissioners' Meetings and Schedules
4. Other Items
Executive Session, called under ORS 192.660(2)(1), employment related
performance review
Executive Session, called under ORS 192.660(2) (0, to consider
information or records that are exempt by law from public inspection
PLEASE NOTE: At any time during this meeting, an executive session could be called to address issues relating to ORS 192.660(2) (e), real
property negotiations; ORS 192.660(2) (h), pending or threatened litigation; or ORS 192.660(2) (b), personnel issues
Meeting dates, times and discussion items are subject to change. All meetings are conducted in the Board of Commissioners' meeting rooms at
1300 NW Wall St., Bend, unless otherivise indicated.
ifyou have questions regarding a meeting, please call 388-6572.
Deschutes County meeting locations are wheelchair accessible.
Deschutes County provides reasonable accommodations for persons with disabilities.
For deaf, hearing impaired or speech disabled, dial 7-1-1 to access the state transfer relay service for TTY.
Please call (541) 388-6571 regarding alternative formats or for further information.
G~JYES Deschutes County Administrative Policy No. HR-13
o { Effective Date: September 22, 2008
EMPLOYEE LEAVE DONATION
STATEMENT OF POLICY
It is the policy of Deschutes County to allow employees to voluntarily donate time management
leave, vacation leave, or compensatory time to other employees who are out of leave due to an
Oregon Family Leave Act (OFLA) / Family Medical Leave Act (FMLA) qualifying event.
APPLICABILITY
This policy applies to all regular County employees who accrue leave and have completed their
initial probationary period.
POLICY AND PROCEDURE
General
To be eligible to receive donated leave, an employee must have been approved for OFLA/FMLA
leave. OFLA/FMLA requires that the employee or employee's immediate family member have a
serious and extended illness or injury (immediate family member and serious/extended illness are
defined in the County's OFLA/FMLA policy).
Procedure
Eligibility for Employee to Receive Donated Leave
An employee interested in leave donation shall contact the Personnel Department. The Personnel
Department will determine whether an employee is eligible for donated leave. A physician's
statement may be requested of the employee requesting donated leave. The employee requesting
the donated leave must first use (or plan to use and have available) 40 hours of paid leave and then
exhaust all available paid leave including time management, sick leave (if applicable), floating
holidays, and compensatory time.
If an employee does not have a minimum of 40 hours of paid leave accrued (when the leave is
requested), they are not eligible for the donated leave program. The County Administrator may
waive the 40 hour requirement in unusual circumstances where an employee falls below 40 hours of
leave due to one occurrence of OFLA/FMLA leave and does not have sufficient time to build up
his/her leave bank before another occurrence of OFLA/FMLA leave.
Employees with a serious and extended illness are encouraged to apply for long term disability if
the illness is expected to last for several months. An employee using donated leave will continue to
accrue benefits and leave time, but must exhaust all leave as accrued.
Policy No.
HR-13, Leave Donation Program
Eligibility for an Employee to Donate Leave
Employees who would like to donate leave must have a leave balance of at least 80 hours remaining
(this includes all types of leave, with the exception of the floating holiday) after the donation. Part
time employees must have a minimum prorated balance (for example, an employee working as a
0.5 FTE would need 40 hours).
Donating Leave
The Personnel Department will administer the leave donations. Solicitations by department heads,
supervisors, or co-workers are not permitted. Once an employee receives approval to use donated
leave, the Personnel Department will send out a notice to County employees of the request for
donated leave. The notice will include the name and department of the employee requesting the
leave.
Donated leave shall only include time management leave, vacation leave, and compensatory time.
It shall not include sick leave or the floating holiday. To donate leave, an employee must sign a
release document (Leave Donation Form - available on the intranet). Donors shall remain
anonymous and all contribution records shall be retained in confidential files. Donations of leave
will be on an hour-for-hour basis. The minimum contribution is eight hours for full-time employees
and four hours for part-time employees. Donations cannot be retroactive.
Once approved, the contributions will be placed in the recipient's leave bank in the order they were
received, but only as the recipient needs leave each pay period. In the event a request is processed
but the recipient does not use the leave, the leave will be restored to the donor's leave bank.
The maximum amount of donated leave that can be received by an employee in a rolling 12 month
period is 480 hours (prorated for part-time employees). If the employee using donated leave is
eligible for long-term disability, the employee is limited to the amount of donated leave that is
required to begin long-term disability. Once on long-term disability, an employee is not eligible for
any type of donated leave.
Approved by the Deschutes County Board of Commissioners September 22, 2008
Dave Kanner
County Administrator
Policy No.
HR-13, Leave Donation Program
Page 1 of 2
Bonnie Baker
From: Dave Inbody
Sent: Tuesday, September 16, 2008 3:20 PM
To: Dave Kanner
Cc: Bonnie Baker
Subject: FW: Fired Up About Oregon's Forests
Commissioners:
Here is feedback from Joe Stutler concerning the High Desert Museum's lottery grant request for assistance on their Fired Up
About Oregon's Forests program. It appears none of his grant funding applies. I will present it to you again at the Monday (9/22)
work session.
This email has been blind copied to the Board of Commissioners.
Sincerely,
Dave Inbody
From: Joe Stutter
Sent: Tuesday, September 16, 2008 2:49 PM
To: Dave Inbody
Subject: RE: Fired Up About Oregon's Forests
You bet Dave, they come to us first and none of our grant funding deals with
education unfortunately. This is a good program particularly focusing on a
younger age group and there are few educational grant opportunities out there
the High Desert Museum could apply for or qualify for right now. We have given
Title III grants to the Museum in the past for similar activities but our Title III
$'s are spoken for the next 3 years. I support the effort and the target group
and if the BOCC is so inclined this is a great investment for the future... joe
Joe Stutler
Deschutes County Forester
(541) 322-7117 office
(541) 388-2719 fax
61150 SE 27th St.
Bend, OR 97702
joest aco.deschutes.or.us
From: Dave Inbody
Sent: Monday, September 15, 2008 2:30 PM
To: Joe Studer
Subject: Fired Up About Oregon's Forests
9/17/2008
Page 2 of 2
Joe,
The High Desert Museum submitted a request for lottery grant funds in support of the Fired Up About Oregon Forests program.
It is a guided discovery tour designed for 4th to 8th graders focused on the effects of fire in ponderosa pine forest ecosystems..
The Board of Commissioners asked me to check with you to see if you are aware of any funding available for educational
programs relating to forest fires and fire prevention. Any insight you can provide would be greatly appreciated.
Thanks,
Dave Inbody
Assistant to the County Administrator
Deschutes County
(541) 322-7697 office
(541) 385-3202 fax
1300 NW Wall Street, Suite 200
Bend, Oregon 97701
9/17/2008