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Home My WebLink About16 - City Hall and Limited Off-Site Holiday Closure (Beginning on Monday, December 25, 2023, Through Monday, January 1, 2024)Q �EwPpRT CITY OF s NEWPORT BEACH `q44:09 City Council Staff Report September 12, 2023 Agenda Item No. 16 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Grace K. Leung, City Manager - 949-644-3001, gleung@newportbeachca.gov PREPARED BY: Barbara J. Salvini, Human Resources Director, bsalvini@newportbeachca.gov PHONE: 949-644-3259 TITLE: City Hall and Limited Off -Site Holiday Closure (Beginning on Monday, December 25, 2023, Through Monday, January 1, 2024) ABSTRACT: The City Manager's Office seeks City Council approval for the closure of City Hall and certain City of Newport Beach (City) facilities from Monday, December 25, 2023, through Monday, January 1, 2024. The proposed closure would not apply to public safety services or emergency, on -call functions. RECOMMENDATIONS: a) Determine this 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 this action 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 25, 2023 through Monday, January 1, 2024. DISCUSSION: The City Manager's Office proposes a holiday closure of City Hall and certain City facilities and services from Monday, December 25, 2023, through Monday, January 1, 2024. All facilities and services would be open on Tuesday, January 2, 2024. For the last 14 years, the City has closed certain administrative offices and programs during this period in observance of the Christmas and New Year holidays. The only exception was in 2012, when City Hall relocated to its current location. If approved, during the closure, essential services will continue operating to meet the community's needs, including police, fire, lifeguard, utilities, harbor, facilities maintenance and library services. There will be no impact to first responder services. 16-1 City Hall and Limited Off -Site Holiday Closure September 12, 2023 Page 2 Historically, service demands have been low the week between Christmas and New Year's Day. The proposed closure provides an opportunity to perform annual facility maintenance and repairs to the Civic Center without noise and disruption. Additionally, the City realizes cost savings in the form of reduced utilities and fuel use and lower employer -paid leave liability since employees are required to use personal leave time for a portion of the closure. Under the proposed closure, the Civic Center complex and other City facilities would be closed: • Monday, December 25, 2023 (all day) through Monday, January 1, 2024 (all day) If the proposed closure is not approved, the Civic Center complex and other facilities will be closed in observance of the holidays as follows: • Friday, December 22, 2023 (12 p.m. closure in observance of Christmas Eve) • Monday, December 25, 2023 (all day closure in observance of Christmas Day) • Friday, December 29, 2023 (12 p.m. closure in observance of New Year's Eve) • Monday, January 1, 2024 (all day closure in observance of New Year's Day) A list of each department's proposed hours of operation is attached (Attachment A). Appropriate security and accountability measures will be in place for employees serving in positions requiring them to work during the proposed closure. The City's bargaining unit representatives agree with the proposed closure. It is understood 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 City Manager's Office and the City Clerk's Office. The community will receive notice of the closure through signage at impacted facilities, press releases, social media and the City's website. FISCAL IMPACT: The reduced operating hours over the entire holiday period will save utilities and fuel use and lower the City's liability for accrued employee leave time. 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. 16-2 City Hall and Limited Off -Site Holiday Closure September 12, 2023 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 16-3 ATTACHMENT A CITY OF NEWPORT BEACH HOLIDAY CLOSURE 2023-24 Hours of Operation for Civic Center and City Facilities Monday, December 25, 2023 through January 1, 2024 DEPARTMENT HOURS OF OPERATION DURING CLOSURE City Manager's Office Closed to the public; IT will be operating normal business hours City Attorney's Office Closed to the public City Clerk's Office Closed to the public Community Development Closed to the public; inspections and code enforcement on a limited basis Finance Closed to the public Fire Open: All fire services and command staff. Closed: Administrative office Limited Hours, 8 am - 12 pm: December 24 and 31, 2023 Harbor Open, 8 am - 6 pm: December 26 - December 30, 2023 and January 2, 2024 Closed: December 25, 2023, and January 1, 2024 Human Resources Closed to the public; Risk Management on -call Library Services See next page Police Open: All police services Public Works Civic Center Location Closed to the public; certain field inspectors available Corporate Yard Location Limited Hours, 7 am — 11 am: December 26 and 29, 2023 Open, regular hours: December 27 — 28, 2023 Closed: December 25 and January 1, 2024 *assigned staff on standby Rec. & Sr. Services Limited Hours: OASIS Fitness Center, Marine Naturalist Interpreters, and Park Patrol Closed to the public: Administrative offices Limited Hours, 7 am —11 am: December 22 and 29 Utilities Open, regular hours: December 26 — 28, 2023 Closed: December 25 and January 1, 2024 *assigned staff on standby 16-4 ATTACHMENT A CITY OF NEWPORT BEACH HOLIDAY CLOSURE 2023-24 Hours of Operation for the Newport Beach Library Branches Monday, December 25, 2023 through Monday, January 1, 2024 CENTRAL MARINERS BALBOA CORONA DEL MAR MON DEC 25 Closed Closed Closed Closed TUE DEC 26 Closed Closed Closed Closed WED DEC 27 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. THU DEC 28 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. FRI DEC 29 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. SAT DEC 30 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. 9 a.m. - 6 p.m. SUN DEC 31 Closed Closed Closed Closed MON JAN 1 Closed Closed Closed Closed 16-5