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Home My WebLink About18 - City Hall and Limited Off -Site Holiday ClosureP0 m CITY OF z NEWPORT BEACH cl't City Council Staff Report </ FO RN 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. 18-1 City Hall and Limited Off -Site Holiday Closure September 12, 2017 Page 2 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. 18-2 City Hall and Limited Off -Site Holiday Closure September 12, 2017 Page 3 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 18-3 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 I