HomeMy WebLinkAbout20 - City Hall and Limited Off-Site Holiday ClosureCITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. 20
November 10, 2009
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Dave Kiff, City Manager
949 -644 -3000, dkiffCcD-newportbeachca.gov
Terri L. Cassidy J.D., Human Resources Director
949 -644 -3303, tcassidy(&- newportbeachca.Qov
SUBJECT: City Hall and Limited Off -Site Holiday Closure (December 24, 2009 at
12:00 noon through and including January 1, 2010) — Amendment to
Various Memoranda of Understanding /Benefit Documents
I~* -il14
Shall the City Council approve closure of the City Hall complex and provide limited city
services at off -site facilities, from noon on December 24, 2009, through and including
January 1, 2010?
RECOMMENDATION:
Staff recommends Council approve the closure of the City Hall complex and provide
limited city services at off -site facilities as determined by Departments and approved by
the City Manager. Notification to the public of the schedule will be made in order to limit
problems with this reduced service period.
DISCUSSION:
The City Manager indicated to Council and informed staff during various budget update
meetings in September of his desire to close the City Hall complex during the holiday
season to effectuate some savings of utilities and maintenance costs and to reduce
leave liability balances. This proposal regarding closure would permit City employees to
use paid or unpaid leave at their request so this is not perceived as a mandatory
imposed furlough but gives some discretion to individuals.
In order to fulfill requirements under Government Code section 3500 (Meyers- Milias-
Brown Act), the City Manager directed the Human Resources Director, Terri Cassidy, to
initiate discussions with the City's recognized employee organizations and Key and
Closure of City Hall
November 10, 2009
Page 2
Management (unrepresented) to meet and confer over this unique holiday week, a
mandatory issue of bargaining. Once a contract is signed, it can only be changed by
mutual agreement as indicated in the "Conclusiveness" language of the applicable
Memorandum of Understanding (MOU) between the City and the respective
Association. This provision reads as follows:
"This MOU contains all of the covenants, stipulations, and provisions agreed
upon by the parties. Therefore, for the life of this MOU, neither party shall be
compelled to meet and confer concerning any issue within the scope of
representation except as expressly provided herein or by mutual agreement of
the parties..."
Ms. Cassidy began discussions with the recognized bargaining units and found support
for the concept and appreciation that the City Manager was willing to allow employees
the choice of how to take the leave time (flex, compensatory, unpaid). In the spirit of
unity and to support the City's ongoing efforts to meet its fiscal, managerial, and
operational goals, the Newport Beach Employee Associations and the unrepresented
group have acknowledged the need for the City to reduce expenditures during the
Fiscal Year 2009 -2010. All groups unanimously agreed to the closure of City Hall and
other non - essential facilities and functions between the Christmas and New Year
Holiday Period (December 24, 2009 12:00 noon through and including January 1,
2010), as indicated by signatures on the Side Letter Agreement (Exhibit A) amending
the Memoranda of Understanding.
This program will not apply to Public Safety or other essential functions that operate on
a "24/7' basis regardless of scheduled holidays designated by existing MOUs. It is
noted that the City's many Public Safety Associations (Newport Beach Police Employee
Association, Police Management, Firefighter, Fire Management and Lifeguard
Management Associations) signed the Agreement although it does not apply to.the
majority of their members. Exhibit B is a chart indicating City services that will remain
operational during this period. City or other emergencies would mandate employees
being called back to work, as required, to deal with the urgent situation.
The City Manager has shared the City's budget challenges in an open manner and the
resolution to the problem must be a collaborative effort. The signing of the agreement
by the stakeholders in support of the holiday closure is a noteworthy step toward this
effort.
With assistance of the City Clerk, notification to the public will be made by signage
(Exhibit C) and press release (Exhibit D) as well as information on NBTV and the City's
homepage.
Closure of City Hall
November 10, 2009
Page 3
Environmental Review:
This is not a project under CEQA.
Public Notice:
Seventy -two hours notice has been given pursuant to the Brown Act. No further notice
is legally required.
Funding Availability:
This proposal will lower the liability on the books for leaves taken, result in savings of
utilities and other maintenance costs. Actual personnel related expenditures for
December will decrease only a small amount as a result of this action. However, the
City's liability for compensated absences will be reduced by approximately $378,000.
Alternatives:
The Council can choose to:
1. Close the City Hall complex and provide limited services at off -site facilities as
recommended.
2. Not approve the closure of the City Hall complex and provision of limited
services at off -site facilities as recommended will remain open.
3. Ask questions and /or give direction for staff to develop further recommendations.
Submitted by:
G-1
Dave Kiff
City Manager
Terri L. Cassidy, J.D.
Human Resources Director
Attachments: Side Letter to the Memoranda of Understanding (Exhibit A)
Chart of City Services during proposed Holiday Closure (Exhibit B)
Holiday Closure Signage (Exhibit C)
Proposed Press Release (Exhibit D)
EXHIBIT A
Side Letter to the Memoranda of Understanding between the City of Newport
Beach and the Several Newport Beach Employees Associations as well as
Unrepresented Employee Groups
In the spirit of unity and to support the City's ongoing efforts to meet its fiscal,
managerial, and operational goals, the Newport Beach Employees Associations and
Unrepresented Group representatives listed below acknowledge the need for the City to
reduce expenditures and the City's liability during the Fiscal Year 2009 -2010. The City
has shared its budget challenges in an open manner and is hopeful that the resolution
to the problem will be a collaborative effort.
To that end, the undersigned Associations and the City jointly agree to the closure; of
City Hall and other non - essential facilities and functions between the Christmas and
New Year's Holiday period (December 24, 2009 at 12:00 noon through and including
January 1, 2010). Facility shutdowns, including City Hall, shall be cost neutral to the City
and will not result in additional paid days /hours off. The City and the undersigned also
agree that City Hall and other non - essential employees will not be given the option to
work during this period, unless specifically requested by Department Directors and
authorized by the City Manager. 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. Employees will be required to take flexible leave, vacation leave, administrative
leave or compensatory time for the hours that they are scheduled to work from
December 26, 2 009 through December 31, 2009. Scheduled paid holidays
designated in existing Memoranda of Understanding (MOU) and authorized for
unrepresented employee groups will not be affected.
2. Employees in their initial probationary period may choose to be advanced the
leave time from their flexible leave bank for each day they are scheduled to work.
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. Employees on a flexible schedule whose regularly scheduled day off falls
between December 25, 2009 and January 1, 2010 would take their regularly
scheduled day off. Employees_in this category would only be required to take
flexible leave, vacation leave, administrative leave or compensatory time for the
alternate day they are scheduled to work.
The goal of this current furlough is to lower the liability on the books for leaves taken,
result in savings of utilities and other maintenance costs for fiscal year 2009/2010. 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.
Signatures are on the next page.
Executed this _ day of
NEWPORT BEACH EMPLOYEE ASSOCIATIONS:
CITY EMPLOYEES
By: � LJ� rQ
Teresa Craig, Presi
FIREFIGHTERS ASSOCIATION
By: L
Chad Ponegalek, President
FIRE NAGEMENT
By: O
Dave Mais, President
KEY & NAGEMENT EMPLOYEES
By:
Susan Giangrande or Mike Pisani
CITY OF NEWPORT BEACH:
By: qnA
Da Ciff, City Man er
2009
LEAGUE 7P OYEES
By:
Dustinf Burnside, Pfresident
LIFEGUARD MANAGEMENT
By: , A"
rent Ja0lbsen, President
PROFESSIONAL AND TECHNICAL
By: /� ' //U✓ L
Michael oiciechowski, President
POLICE EMPLOYEES
By:
David Syvock, r ident
POLICE MANAGEMENT
By:
IZ-m Gazsi, President
HOLIDAY CLOSURE
POSITIONS UNABLE TO PARTICIPATE
ADMIN
BLDG
CAD
CCO
CMO
FIRE
GEN SRVCS
HR
LIBRARY
PLANNING
POLICE
PW
REC & SS
I UTILITIES
Parking Meter
None
None
None
Parking
Operations
Fire
Operations
All
None
"See note
below
None
Operations
1 PW Inspector
None
On Call
Crew:
Water
1 Supervisor 2
11
1- PT Lib Asst 1
8
Tidepools -1
Lifeguard
CdM I
2e CLOSED
for Jan
jQ
1- Library Asst 1
None I
Meter Wrkrs
1 - Lib Clerk 1 1
8
Staff Member,
Operations
4
i
and 3
Mariners I
Mariners I
Sewer
1 PT Mtr Wrk
1- Librarian 1 1
8
1 -Library Asst
10 Hours
1- Library Asst
8
2 - PT Lib Clerk 1 1
schedule
1- Lb Clerk II 1
8
Electrical
5.5
1 - PT Page I
5
Balboa
Balboa
1 -PT Lib Asst 1
8
None 1
Services
8
I
1- PT Page 1
5
Some
On Call
Meter
Warehouse
Reading
--Note:
Library Sch
During Holiday
Closure
January 2, 2010
Total Hours
TUE
Central I
TLU
Central 1
ILL
1- Lib Clerk 1 1
8
1- Lib Clerk II I
5
4 - PT Clerk 1
32
2 - PT Clerk 1
11
7 - P7 Pages 1
38.25
4 - PT Pages I
22.75
1- Librarian II 1
8
1- Librarian It 1
6
2- Librarian 1 I
16
2- Librarian 1 I
13
2 - Library Assts
16
2 - Library Assts
11
1- PT Lib Asst 1
8
1- PT Lib Asst I
5
CdM I
2e CLOSED
CdM I
jQ
1- Library Asst 1
8
None I
CLOSED
1 - Lib Clerk 1 1
8
1- PT Page 1
4
i
Mariners I
Mariners I
1- Librarian 11 1
8
1- Librarian 1 1
8
1 -Library Asst
8
1- Library Asst
8
2 - PT Lib Clerk 1 1
16
1- Lb Clerk II 1
8
1- PT Lib Clerk 1 1
5.5
1 - PT Page I
5
Balboa
Balboa
1 -PT Lib Asst 1
8
None 1
1- PT Lib Clerk 1 I
8
I
1- PT Page 1
5
ALL LMRARYLOCEON5 f OSED CEC2.e 1l0_IAN1
,ax z. x. uexanr Loc.ivN mEMa:w.,. -cs..
,arla cevnuL. MNiwEni a.Enm -xa r,..
SUN
MON
TUE
WED
TLU
ILL
SAL
19
20
SI
22
T3
3{CLOSE.,
g
CLOSED
21 CLOSED
n CL USED
2e CLOSED
29 CI OSEn
jQ
CLOSED
ICLOSE0 OI
a
CLOSED
z
NEWPORT REACH PUBLIC LIBRARY HOLIDAY 1 FURLOUGH SCHEDULE
Prepared by jramirez 11/04/2009
Page 1
EXHIBIT C
CITY HALL
W W(OF
F,XHIBIT D
PRESS RELEASE
FOR IMMEDIATE RELEASE
City of Newport Beach Announces Holiday Closure
Newport Beach (December 1, 2009) —The City of Newport Beach City Hall and other City facilities will be
closed between the Christmas and New Years Holidays, starting at noon, December 24, 2009, and
reopening, Monday, January 4, 2010. Emergency services will continue to be provided at full staffing
levels and the Police and Fire Departments will be fully operational through the entire holiday season.
Refuse service will also continue as scheduled and the City Libraries will be opened with reduced
staffing.
The closure is expected to save the City approximately $378,000 through a reduction in the City's
liability for compensated absences and energy costs.
The holiday season includes closure of the following City facilities:
City Hall — 3300 Newport. Boulevard, Newport Beach
OASIS Senior Center -800 Marguerite, Corona del Mar
All Community Centers
City employees have been asked to participate on a voluntary basis and to use vacation, flex time, or
compensatory time during the closure.
City of Newport Beach phone numbers to remember:
• Life - threatening emergencies: 911
• Non - emergency calls (NBPD): (949) 644 -3717 (Dispatch)
For questions about the holiday closure, contact the City Manager's Office at (949) 644 -3000, or visit the
City's website at www.newportbeachca.gov.