HomeMy WebLinkAbout18 - City Hall and Limited Off -Site Holiday ClosureP0 m CITY OF
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September 12, 2017
Agenda Item No. 18
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Dave Kiff, City Manager — 949-644-3301
dkiff@newporbeachca.gov
Barbara Salvini, Human Resources Director — 949-644-3259
bsalvini newportbeachca.gov
PREPARED BY: Maggie Williams-Dalgart, Senior Human Resources Analyst
PHONE: 949-644-3337
TITLE: City Hall and Limited Off -Site Holiday Closure (beginning on Monday,
December 25, 2017, through Monday, January 1, 2018)
ABSTRACT:
Historically, the City Council has approved a holiday closure between Christmas Eve and
the New Year's Day holiday for City Hall and other off-site facilities. Staff requests City
Council consider such action for 2017-2018.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or indirectly;
and
b) Approve closing City Hall and providing limited services at off-site facilities beginning
Monday, December 25, 2017, through Monday, January 1, reopening on Tuesday,
January 2, 2018. The proposed closure does not apply to public safety services or
emergency on-call functions.
FUNDING REQUIREMENTS:
There is no funding requirement related to this item. It is anticipated the reduced operating
hours over the entire holiday period will provide savings for utilities and fuel use, and will
lower the City's liability for employee leave time.
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City Hall and Limited Off -Site Holiday Closure
September 12, 2017
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DISCUSSION:
The week between Christmas and New Year's Day is generally slow, with little business
demand. Since 2009 (with the exception of 2012) the City Council has authorized the
closure of the City Hall complex and other off-site facilities during this time. However, in
order to meet the community's needs, other services, including police, fire/EMS and
lifeguards, utilities services, facilities maintenance, and library services have remained
open. Since employees must use their accrued leave time for a portion of the closure, the
City's paid leave liability is reduced. Additionally, the closure provides an opportunity to
provide maintenance upkeep to highly accessed City facilities that require painting and
carpet cleaning and repair.
If no modified closure occurs, City Hall and other facilities will be closed the following
days: half-day on Friday, December 22, (observance of Christmas Eve), all day on
Monday, December 25 (Christmas Day), half-day on Friday, December 29, (observance
of New Year's Eve) and all day on Monday, January 1, 2018 (New Year's Day).
Under the proposed closure, the City Hall complex and all City facilities would remain
open the full day on Friday, December 22, 2017, and be closed the full duration between
December 25, 2017 and January 1, 2018.
Attached is a list of the proposed hours of operation for each department (Attachment A).
In the event that employees are serving in positions requiring them to work during the
proposed closure, (such as harbor operations and building inspections), appropriate
security and accountability measures will be observed.
City staff discussed the possible closure with representatives of the employee
associations that would be most impacted by the proposed closure, including the City
Employees Association, Professional and Technical Employees Association, Employees
League, Part Time Employees Association, Fire Management Association, and
Firefighters Association. All have indicated their concurrence with the proposal to close
from December 25, 2017 through January 1, 2018. They further understand that
employees will be required to use their own accrued leave time for the days not covered
by paid holidays.
If approved by the City Council, the Public Information Manager and City Clerk's Office
will communicate regarding to the public the holiday closure. The community will receive
notice of the closure through signage at the impacted facilities, press releases, NBTV,
social media and the City's website.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378)of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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City Hall and Limited Off -Site Holiday Closure
September 12, 2017
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NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENT:
Attachment A — Proposed Hours of Operation for City Facilities
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Attachment A
City of Newport Beach
PROPOSED HOURS OF OPERATION FOR CITY FACILITIES
Monday, December 25, 2017 through Monday, January 1, 2018
Department
Planned Closure
City Attorney's Office
Closed to the public.
City Clerk's Office
Closed to the public.
City Manager's Office
Information Technology available to respond to vital IT
operational issues; all other services closed to the public.
Community
Residential and commercial Building and Life Safety
Development
inspections provided on a limited basis and Code Enforcement
Department
available "on call" to respond to vital health/safety issues; all
other services closed to the public.
Finance
Payroll and year-end processing to remain open on a limited
basis/as required; all other services closed to the public.
Fire
Certain Administration activities closed (non -safety personnel);
fire command staff and all other fire services open.
Human Resources
Closed to the public. Staffing support for payroll processing and
ear -end benefits changes on a limited basis.
Library Services
Central Library and all Branches schedule will be:
Closed Sunday 12/24 and Monday 12/25
Open Tuesday 12/26 through Saturday 12/30; all
libraries work modified hours (9 a.m. — 6 p.m.)
Closed Sunday 12/30 and Monday 1/1/18
Open 1/2/18 and all libraries resume normal hours
Municipal Operations
The Municipal Operations Department schedule will be:
Department
Closed Monday 12/25
Open Tuesday 12/26 through Thursday 12/28
Closed Friday 12/29 and Monday 1/1/18
Police
All Police Department operations open.
Public Works
Harbor Operations and Marina Park to remain open; select
Public Works project management and inspections services
provided on a limited basis; all other services closed to the
public.
Recreation & Senior
Park Patrol operations to remain open and OASIS Fitness
Services
Center to retain limited hours; all offices and facilities closed
to the public.
* Note that some employees, with Director approval, may be permitted to work limited hours for
operational reasons.
9/12/17
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