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Home My WebLink About08 - Holiday Days Hours of OperationCITY OF NEWPORT BEACH City Council Staff Report July 22, 2014 Agenda Item No. 8. TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Dave Kiff, City Manager— (949) 644 -3002, dkiff @newportbeachca.gov PREPARED BY: Terri L. Cassidy, Deputy City Manager /Human Resources Director PHONE: (949) 644 -3303 TITLE: Days /Hours of Operation of City Facilities from December 24, 2014, through January 1, 2015 ABSTRACT: In past years the City Council has considered whether to modify the days and hours of operation of various City facilities during the period between Christmas Eve and New Year's Day, including partial or full closure of certain buildings. The City Council may consider such action again for 2014. RECOMMENDATION: Modify the days and hours of operation of the City Hall complex and other City facilities between December 24, 2014, through January 1, 2015, and authorize the City Manager to determine the parameters of partial or full day closures on Christmas Eve and New Year's Eve. FUNDING REQUIREMENTS: There is no funding requirement related to this item. The reduction of hours and days of operation will also lower the City's liability for banked employee leave time and provide savings of utilities and other maintenance costs for the duration of the closure. DISCUSSION: The period between Christmas and New Year's is typically a slower time and, in past years, City Hall closures were successful in reducing the City's leave liability, with little disruption to city services, such as Oasis Senior Center and the Central Library, who remained open for portions of the holiday period. It is recommended that for 2014, the City Council consider full or partial closure of City facilities and authorize the City Manager to, at his discretion and based on operational need, decide which facilities to close or remain open from December 24, 2014, through January 1, 2015. The City's employee groups (with the exception of the Police Association, Police Management Association, Fire Management Association, Lifeguard Management Association and the Association of Newport Beach Ocean Lifeguards, which are not impacted) considered the proposal and agreed to modifying hours and days of operation for City facilities. The attached Side Letter Agreement (Attachment A) reflects the agreement that the days and hours of operation of City Hall and other off -site facilities from Wednesday, December 24, 2014, through Thursday, January 1, 2015, will be at the discretion of the City Manager. As proposed, employees will be required to use leave time or be on unpaid status. Public safety operations, including police, fire, and marine services will not be impacted by the change in operating hours. Other city services, including utilities operations and street and beach maintenance, will operate on a modified schedule based on need. Attached is a list, by department, of services and programs that will be operational during the holiday closure (Attachment B). The City Manager will, pursuant to Charter Section 708 (a), accept the recommendations of the Newport Beach Board of Library Trustees for the hours of operation for the Newport Beach Public Library system (Central Library and three branches) during this period. The Board of Library Trustees is to discuss and make recommendations on holiday hours of operation at their regular meeting scheduled on July 21, 2014. 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 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: Description Attachment A - Side Letter Agreement between City of Newport Beach and Affected Employee Associations Attachment B - Tentative Proposed Hours of Operation of City Facilities from December 24. 2014. through January 1. 2015 Attachment A Side Letter Agreement to the Memoranda of Understanding between the City of Newport Beach and the Newport Beach City Employees Association, Newport Beach Firefighters Association (for non - safety employees), Newport Beach Professional and Technical Employees Association and the Part-Time Employees Association of Newport Beach, as well as Unrepresented Employees The undersigned Associations and City have jointly agreed to modify the Hours of Operation for City Facilities from Wednesday, December 24, 2014, through Thursday, January 1, 2015. The proposed days /hours of operation for each department are included on Attachment B. The City Manager shall determine the manner in which the City Hall campus and other facilities shall remain open on December 24 and 31, 2014 (partial or full day closure). Any employee, full -time or part-time, seeking to work outside of the schedule must first receive approval from the Department Director, in order to plan for access to the building. Emergency conditions requiring the activation of the Emergency Operations Center shall render this agreement invalid. The following payroll /timecard guidelines pertain to regular, full -time employees only and will not address every individual's circumstance, which should be discussed with the employee's Department Director. 1. Employees with leave time available shall first be required to use Flex/Vacation Leave, Administrative Leave or Compensatory Time for days /hours not covered by Holiday Pay. 2. If an employee has insufficient leave time available, Leave Without Pay will be used for any time off not covered by the employee. 3. In order to be eligible for the holiday pay benefit, an employee must be in paid status prior to and immediately following each holiday. 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 in utilities /other maintenance costs. This agreement shall not apply to public safety or to essential functions that operate on a "24/7" basis, regardless of scheduled holidays designated by existing MOUs and authorized for unrepresented employee groups. With the adoption of this Side Letter, well in advance of the holiday, employees should have adequate time to make arrangements for scheduling, coverage, and public notification. Page 1 of 2 Hours of Operation for City Facilities December 24, 2014, through January 1, 2015 July 22, 2014 Executed this day of 2014. NEWPORT BEACH EMPLOYEE ASSOCIATIONS: Newport Beach City Employees Association Teri Craig, President Newport Beach Firefighters Association (N -S) Bobby Salerno, President Key & Management Group (Unrepresented) Attachment A Newport Beach Employees League Chris Auger, President Part-Time Employees Association of NB Amy Mayfield, President Professional/Technical Employees Association Sean Levin Fern Nueno, President FOR THE CITY OF NEWPORT BEACH: Newport Beach City Employees Association Rush N. Hill, II, Approved as to Form: Z.--z aro Harp, City Attorn y Attest: Leilani Brown, City Cie Page 2 of 2 Hours of Operation for City Facilities December 24, 2014, through January 1, 2015 July 22, 2014 Attachment B City of Newport Beach TENTATIVE PROPOSED HOURS OF OPERATION FOR CITY FACILITIES Wednesday, December 24, 2014, through Thursday, January 1, 2015 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 provided Community Development on a limited basis and Code Enforcement available "on call" Department 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. Limited payroll processing /staff. Branches and Central Library: • Closed — 12/24 (partial or full day, as authorized) and 12/25, all libraries. Branches only, closed 12/26. Library Services • Open 12/26, Central Library only. All libraries work modified hours (9 am — 6 pm) 12/29 and 12/30. • Closed 12/31 (partial or full day, as authorized) and all day 1/1/ 15, all libraries. • Open Friday, 1/2/15, all libraries. The Municipal Operation Department will be: • Closed from Wednesday, 12/24 (partial or full day, Municipal Operations as authorized), through Sunday, 12/28. Department Open Monday, 12/29, and Tuesday, 12/30. • Closed from Wednesday, 12/31 (partial or full day, as authorized), through Thursday, 1/1/15. • Open Friday, 1/2/15. 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 limited work hours for operational reasons. 07/14/2014, Human Resources