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Home My WebLink About23 - City Hall and Limited Off -Site Holiday Closure (beginning on Monday, December 26, 2016 through Monday, January 2, 2017)�EWPR CITY OF T - z NEWPORT BEACH <,FoR�P City Council Staff Report September 13, 2016 Agenda Item No. 23 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager - 949-644-3001, dkiff@newportbeachca.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 26, 2016 through Monday, January 2, 2017) ABSTRACT: In recent years, the City Council has approved a holiday closure for City Hall and other off-site facilities between Christmas Eve and the New Year's Day holiday. The City Council is asked to consider such action for 2016-17. 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 26, 2016, through Monday, January 2, reopening on Tuesday, January 3, 2017. 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. 23-1 City Hall and Limited Off -Site Holiday Closure September 13, 2016 Page 2 DISCUSSION: The week between Christmas and New Year's Day has historically been a slow time for City operations. Since 2009 (with the exception of 2012), the City Council has authorized closure of the City Hall complex and other off-site facilities during this time, while other services, including police, fire/EMS and lifeguards, facilities maintenance, and library services (the latter depending upon direction of the Board of Library Trustees) have remained opened. Previous holiday closures have had minimal impact on the community. Since employees must use accrued leave time for a portion of the closure not covered by the paid holidays, the City's leave liability is reduced. Additionally, the closure provides an opportunity for highly accessed departments, such as Recreation and Senior Services, to complete minor facilities maintenance repairs, such as painting, and carpet and furniture cleaning and repair. If no modified closure occurs, City Hall and other facilities would be still closed certain days in observance of the holidays, to wit: half-day on Friday, December 23, (observance of Christmas Eve), all day on Monday, December 26 (observance of Christmas Day), half-day on Friday, December 30, (observance of New Year's Eve) and all day on Monday, January 2, 2016 (observance of New Year's Day). Pursuant to the proposed modified closure, the City Hall complex and all City facilities would remain open the full day on Friday, December 23, 2016, and closed the full duration between December 26, 2016 and Monday, January 2, 2017. Importantly, and as to the good question of "why not just open on Monday the 2nd?", the majority of societally -vital college football bowl games are scheduled for Monday, January 2nd. As such, we believe that a great majority of the new year's business work calendar in the United States (and Newport Beach) will likely begin on Tuesday, January 3rd, 2017. 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 closure, (such as building inspectors), appropriate security and accountability measures will be taken. City staff discussed the possible closure with representatives of Associations whose members would be impacted by the proposed closure. Representatives from the City Employees Association, Professional and Technical Employees Association, Employees League, Part Time Employees Association, Fire Management Association, and Firefighters Association, concur with the proposal to close from December 26, 2016 through January 2, 2017. 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, communication with the community regarding the holiday closure and available services will be coordinated by the Public Information Manager and City Clerk's Office through signage at the impacted facilities, press releases, NBTV, social media and the City's website. 23-2 City Hall and Limited Off -Site Holiday Closure September 13, 2016 Page 3 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. 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). ATTACHMENTS: Attachment A: Proposed Hours of Operation for City Facilities 23-3 Attachment A City of Newport Beach PROPOSED HOURS OF OPERATION FOR CITY FACILITIES Monday, December 26, 2016 through Monday, January 2, 2017 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 and Life Safety Community Development inspections provided on a limited basis and Code Department Enforcement 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. Staffing support for payroll processing and ear -end benefits changes on a limited basis. Central Library and all Branches: • Open Saturday 12/24 (9 a.m. — 1 p.m.) • Closed Sunday 12/25 and Monday 12/26, all libraries Library Services • Open Tuesday 12/27 — Friday 12/30; all libraries work modified hours (9 a.m. — 6 p.m.) • Open Saturday 12/31 (9 a.m. — 1 p.m.) • Closed 1/1/17 and 1/2/17, all libraries • Open 1/3/17 all libraries resume normal hours The Municipal Operation Department will be: Municipal Operations • Closed Monday, 12/26 Department • Open Tuesday, 12/27, through Thursday, 12/29 • Closed Friday, 12/30, and Monday, 1/2/17 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, may be permitted to work limited hours for operational reasons. 9/13/16 23-4