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Home My WebLink About13 - Holiday Closurer L NEWPORT B E A C H City o l i i' i Staff Re p .,, t Agenda Item No. 13 October 22, 2013 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Manager's Office Dave Kiff, City Manager 949 - 644 -3002, dkiff(@newportbeachca.gov Human Resources Department Terri L. Cassidy, Deputy City Manager /Human Resources Director 949 - 644 -3303, tcassidy (a)newportbeachca.gov PREPARED BY: Terri L. Cassidy, Deputy City Manager /Human Resources Director APPROVED: v TITLE: City Hall and Limited Off -Site Holiday Closure (beginning at noon December 24, 2013 through January 1, 2014) In past years the City Council has approved closing City Hall and other off -site facilities between Christmas Eve and the New Year's Day holiday. The City Council may consider such action again for 2013. RECOMMENDATION: Approve closing City Hall and provide limited city services at off -site facilities beginning at noon on Tuesday, December 24, 2013 through and including New Year's Day, January 1, 2014, resuming normal services Thursday, January 2, 2014. The proposed City Hall closure does not apply to public safety or other essential functions that provide necessary operational services. FUNDING REQUIREMENTS: There is no funding requirement related to this item. This proposal will lower the City's liability for employee leave time and provide savings of utilities and other maintenance costs for City Hall building and other off -site facilities. DISCUSSION: The period between Christmas and New Year's is typically a slower time and City Hall closures in past years were successful in reducing the City's leave liability with little City Hall and Limited Off -Site Holiday Closure (beginning at noon December 24, 2013 through January 1, 2014) October 22, 2013 Page 2 disruption to city services. It is recommended the City Council approve closure of City Hall and other off -site facilities again for 2013. The City's employee groups (with the exception of the Police Association, Police Management Association, Lifeguard Management Association and the Association of Newport Beach Ocean Lifeguards, which are not impacted) considered the proposal and agreed, by majority vote, to the terms of the closure. The attached Side Letter Agreement (Attachment A) reflects the proposal to close City Hall and other off -site facilities beginning at noon Tuesday, December 24, 2013 through, Wednesday, January 1, 2014. As proposed, employees will be required to use leave time or be on unpaid status for the duration of the closure. Public safety operations, including police, fire, and marine services will not be impacted by the closure. Other necessary city services, including refuse collection, will also remain open. Attached is a list, by department, of services and programs that will be operational during the holiday closure (Attachment B). If approved, the Public Information Manager and staff from the City Clerk's Office will coordinate with departments to ensure effective communication to the public of this change. Notice will be provided, beginning via signage at the impacted facilities, through press release, as well as communicated on NBTV and the City's homepage. 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 15375) 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. 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). Submitted bye:. , r Terri L. Cassidy Deputy City Manager /Human Resources Director Attachments: A. Side Letter Agreement to the Memoranda of Understanding B. Department Holiday Closure Schedule Attachment A Side Letter Agreement to the Memoranda of Understanding between the City of Newport Beach and the Newport Beach City Employees Association, the Newport Beach Employees League, the Newport Beach Firefighters Association (for non- safety employees), the Newport Beach Professional and Technical Employees Association, the Part Time Employees Association of Newport Beach, the Newport Beach Fire Management Association (for Administrative staff) as well as Unrepresented Employees In past years, the City and its employee associations have agreed to close City Hall during the winter holidays, between Christmas Eve and New Year's Day. The undersigned Associations and City have jointly agreed to close City Hall and other non - essential facilities and functions for Fiscal Year 2013/14. Beginning at noon on December 24, 2013 through January 1, 2014, City Hall and other off -site facilities will be closed to the public. City Hall and other off -site facilities will reopen on January 2, 2014. Facility closures shall be cost neutral to the City and will not result in additional paid days /hours off for employees. The City and the undersigned also agree that staff located at City Hall and other non - essential employees will only have the option to work during this period if specifically authorized or required to do so by the Department Director. Emergency Conditions requiring the activation of the Emergency Operations Center shall render this agreement invalid. The following guidelines will be applied to the closure: 1. For Regular full -time employees, the City Hall closure will result in a maximum of 3'/2 days that are required for employees to use flexible leave, vacation leave, administrative leave or compensatory time during the holiday closure (Thursday 12/26, Friday 12/27, Monday 12/30 and half day Tuesday 12/31). Employees on a 9/80 work schedule whose regular day off occurs during the closure will be required to use 2'/2 days of flexible leave, vacation leave, administrative leave or compensatory time. 2. According to the City's Employee Policy Manual, an employee must be in paid status to receive holiday pay. Therefore, employees must either work or use flexible leave, vacation leave, administrative leave or compensatory time the day before and the day after the holiday to meet this requirement. 3. Employees who have completed their initial probationary period but do not have any accrued flexible leave, vacation leave, administrative leave or compensatory time will be required to take leave without pay. 4. All other provisions of the Employee Policy Manual or applicable Memoranda of Understanding will remain in full force and effect. This agreement will assist in lowering the City's paid leave liability and provide savings of utilities and other maintenance costs. This agreement shall not apply to public safety or essential functions that operate on a 24/7 basis regardless of scheduled holidays designated by existing MOU's and authorized for unrepresented employee groups. Associations unaffected by the closure are not required to sign the agreement. Side Letter Agreement – Holiday Closure FY2013 -14 Page 2 Executed this day of 12013. NEWPORT BEACH EMPLOYEE ASSOCIATIONS: Newport Beach City Employees Association IZA Teresa Craig, President Newport Beach Firefighter's Association (for Non- safety employees) M Brian McDonough, President Key & Management Group (Unrepresented) By: Sean Levin Newport Beach Employees League Chris Auger, President The Newport Beach Professional & Technical Employees Association an Fern Nueno, President Pant Time Employees Association of Newport Beach M Newport Beach Fire Management Association (for Administrative staff) 0 Todd Knipp, President FOR THE CITY OF NEWPORT BEACH: go Keith Curry, Mayor A roved as t� rm� 7 °�— Gtr, Aa1ron Harp, City Attorney Attest: Amy Mayfield, President Leilani Brown, City Clerk Attachment B City of Newport Beach — Department Holiday Closure Schedule Beginning at noon on Tuesday, December 24, 2013 through Wednesday, January 1, 2014 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. Residential and commercial building inspections Community Development 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. Payroll and year -end processing to remain open on a Finance limited basis /as required; all other services closed to the public. Fire Fire Administration closed; fire command staff and all other fire services operational. Human Resources Closed to the public. Branches and Central Library open December 26, 27, Library Services 28, 29, and 30 — check hours on Library website. Closed half -day on December 24, all day December 25. Closed half -day on December 31, and all day January 1. General Services will be operational; select Utilities Municipal Operations services, including Water, Sewer and Electrical, in limited Department operation or staff are on -call. All other operations will be closed. Police All Police Department operations open. Public Works Public works inspections 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 only, may be permitted limited work hours for operational reasons. 10/22/2013