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Home My WebLink About10 - City Hall and Limited Off -Site Holiday ClosurePORT CITY OF O � _ i NEWPORT BEACH City Council Staff Report <i FO RN September 11, 2018 Agenda Item No. 10 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Grace K. Leung, City Manager — 949-644-3001 gleung@newportbeachca.gov Barbara Salvini, Human Resources Director — 949-644-3259 bsalvini newportbeachca.gov TITLE: City Hall and Limited Off -Site Holiday Closure — Monday, December 24, 2018 through Tuesday, January 1, 2019 ABSTRACT - The City requests City Council approval for a holiday closure from Monday, December 24, 2018 through Tuesday, January 1, 2019. Since 2009, City Hall and other off-site facilities have engaged in a holiday closure between Christmas Eve and New Year's Day, with the exception of 2012, when staff was preparing for the relocation of the new Civic Center complex. City Council is asked to consider a closure for the 2018/2019 holiday season. 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 the Civic Center and providing limited services at off-site facilities from Monday, December 24, 2018 through Tuesday, January 1, 2019. All facilities would reopen on Wednesday, January 2, 2019. 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. 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. 10-1 City Hall and Off -Site Facilities Holiday Closure September 11, 2018 Page 2 DISCUSSION: Prior years have demonstrated a low business demand the week between Christmas and New Year's Day. Since 2009 (2012 exception), the City Council has authorized the closure of the Civic Center complex and other off-site facilities during this low peak period. However, in order to meet the community's needs, the police, fire/emergency medical, lifeguard, utilities, facilities maintenance, and library services have remained available and open. Since employees will need to use their accrued or earned leave time for a portion of the closure, the City's paid -leave liability will be reduced. Additionally, the closure provides an opportunity for maintenance and repairs to the Civic Center, without noise and disruption to the patrons. This year, carpet cleaning is tentatively scheduled. The closure would allow time for the carpets to be thoroughly cleaned and dried before foot traffic resumes. If a modified closure is not approved, the Civic Center complex and other facilities will be closed: • Monday, December 24, 2018 (close at 12 p.m. in observance of Christmas Eve) • Tuesday, December 25, 2018 (all day in observance of Christmas Day) • Monday, December 31, 2018 (close at 12 p.m. in observance of New Year's Eve) • Tuesday, January 1, 2019 (all day in observance of New Year's Day) Under the proposed closure, the Civic Center complex and other City facilities would be closed: • Monday, December 24, 2018 (all day) — Tuesday, January 1, 2019 (all day) Attached is a list of the proposed hours of operation for each department (Attachment A). In the event that employees are serving in positions which require them to work during the proposed closure, such as harbor operations and building inspections, appropriate security and accountability measures will be taken. City staff has discussed the possible closure with all bargaining unit representatives, and all have indicated their consensus with the proposal to close from December 24, 2018 through January 1, 2019. They further understand that employees will be required to use their own leave time for the days not covered by paid holidays. If approved by the City Council, communication regarding the holiday closure will be coordinated by the Deputy City Manager and the City Clerk's Office, including which services will remain open and which will close. The community will receive notice of the closure through signage at the impacted facilities, press releases, NBTV, social media and the City's website. 10-2 City Hall and Off -Site Facilities Holiday Closure September 11, 2018 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). ATTACHMENT: Attachment A — Proposed Hours of Operation for City Facilities 10-3 ATTACHMENT A PROPOSED HOURS OF OPERATION FOR CITY FACILITIES Monday, December 24, 2018 through Tuesday, January 1, 2019 DEPARTMENT HOURS OF OPERATION DURING PROPOSED 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/Life Safety inspections on a Comm. Dev. Dpt. limited basis. Code Enforcement available "on call" for vital health/safety issues. All other services closed to the public. Finance Payroll and year-end processing, as required. All other services closed to the public. Fire Certain administrative activities closed (non -safety personnel). Fire command staff and all other fire services open. Harbor Department To be determined. Human Resources Payroll and year-end processing, as required. All other services closed to the public. Central Library and all Branches schedule will be: • Open 9 a.m. — 1 p.m., Monday 12/24 and Monday 12/31 • Closed Tuesday 12/25 and Tuesday 01/01 Library Services • Open Wednesday 12/26 - Saturday 12/29; all libraries work modified hours (9 a.m. — 6 p.m.) • Central and Mariners Branches open Sunday 12/30, 12 p.m. — 5 p.m.; Balboa Branch closed • Open 1/2/18 - all libraries resume normal hours Police All Police operations open. Certain field inspectors with active projects and permit activities available. All other Public Works services closed. Public Works, including The Municipal Operations Division schedule will be: Municipal Op. Division Closed 12/24, 12/25, 12/31, and 01/01 • Open regular hours Wednesday 12/26 — Friday 12/28 • On-call staff coverage assigned during closure Recreation & Senior Park Patrol operations to remain open and Oasis Fitness Center to Services retain limited hours; all offices and facilities closed to the public. The Utilities Department schedule will be: Utilities Department ' Closed 12/24, 12/25, 12/31, and 01/01 • Open regular hours Wednesday 12/26 — Friday 12/28 • On-call staff coverage assigned during closure * Some employees, with Director approval, may work limited hours for operational reasons. 10-4