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Home My WebLink About2009 Holiday Closure - Non-Represented Employees - Resolutio Council/Agency Meeting Held: 0 Deferred/Continued to: AApp oved ❑ Conditionally Approved ❑ Denied Cit le ignat r Council Meeting Date: 12/7/09 Department ID Number: 09-27 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City #inistrator Members SUBMITTED BY: Fred A. Wilson, City Admin PREPARED BY: Paul Emery, Deputy City A 'L� I-� SUBJECT: HOLIDAY CLOSURE 2009 — Non-Represented Employees Statement of Issue,Funding Source, Recommended Action,Alternative Action(s),Analysis,Environmental Status,Attachment(s) Statement of Issue: Many Orange County cities close their facilities for a designated period through the December holidays. Approval is required to post a closure notice to the public. Funding Source: N/A Recommended Action: Motion to: Close all non-essential City services to the public for the period December 28, 29, 30, and 31, 2009 in addition to the City recognized holidays of December 25, 2009 (Christmas) and January 1, 2010 (New Year's Day) by Adopting Resolution No. 2009- 79 , a Resolution of the City Council of the City of Huntington Beach Establishing Holiday Closure for Non-Represented Employees. Alternative Action(s): Have City services remain open to the public except for the City recognized holidays of Christmas (12/25/09) and New Year's Day (01/01/10). REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 12/7/09 DEPARTMENT ID NUMBER: 09-027 Analysis: Staff is recommending closing all non-essential City services to the public for an additional four (4) days (12/28/09 — 12/31/09) in addition to Christmas Day (12/25/09) and New Year's Day (01/01/10), resulting in closure from December 25, 2009 through January 1, 2010. At the November 16 meeting, City Council approved this closure for members of MEO and M EA. Non-Associated employees (Executive Management/Department Heads) will participate in the Holiday Closure as provided for in the attached resolution. Select Fire Management (FMA) and Police Management (PMA) staff not assigned to oversee field operations will participate in the Holiday Closure in a manner comparable to Non-Associated staff It will be at the discretion of the City Administrator, based upon service delivery to the public, whether employees may be authorized to work during this time as some services may require employees to report to work during the period of holiday closure. Although the exact dollar figure is not calculable at this time, the holiday closure is expected to have a positive financial impact due to the combined effect of any voluntary furlough and accumulated leave time being utilized in-lieu of regular hourly wages. Finance has estimated the annualized savings at approximately $500,000. Strategic Plan Goal: Provide quality public services with the highest professional standards to meet community expectations and needs, assuring that the City is sufficiently staffed and equipped overall. Environmental Status: N/A Attachment(s): 1 ' - o -, Number No. Desditip-6oh. 1. Resolution 2009- 79 Establishing Holiday Closure for Non- Represented Employees, including Exhibit A: Holiday Closure Agreement. ATTACHMENT # 1 RESOLUTION NO. 2009-79 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH ESTABLISHING HOLIDAY CLOSURE FOR NON-REPRESENTED EMPLOYEES WHEREAS, the City of Huntington Beach elects to implement a holiday closure for the period December 28, 29, 30, and 31, 2009, which will result in City Hall and other City of Huntington Beach operations being closed to the public over the entire closure period;and WHEREAS, on December 17, 2007, the City Council of Huntington Beach adopted Resolution No. 2007-89 for the purpose of modifying salary and benefits for non-represented employees; Subsequent to the adoption of Resolution No. 2007-89, the City of Huntington Beach and Non-Represented employees agreed to changes, corrections, and clarifications to the resolution implementing a Holiday Closure attached hereto as Exhibit A and incorporated herein by this reference. NOW,THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of Huntington Beach as follows: Section 1. The Holiday Closure attached hereto as Exhibit A is approved and adopted. Section 2. The Holiday Closure modifies Resolution No 2007-89 between the City of Huntington Beach and Non-Represented employees. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the,_7 th_ day of December 2009. } Yo REVI D APPROVED: INI WD PR Cit A inistrator e or of H Res ces ROVED AS TO FORM: C' y Attorn y Exhibit "A" Resolution No. 2009-79 City of Huntington Beach HOLIDAY CLOSURE Holiday Closure i. December 28, 29, 30, 31, 2009, will be known and referred to as"Holiday Closure"for the dates specified. ii. Employees will not report to work during the Holiday Closure and may be required to take up to thirty-six(36)hours of time off(dependent upon the employee's work schedule). iii. Employees may elect to furlough (time off without pay) or employees may use approved leave accruals (general leave or administrative leave)to account for the time away from work during the Holiday Closure. iv. The City may require at the request of the City Administrator, that certain employees work a regular or partial schedule on one or more of the Holiday Closure days. Any employee required to work during any portion of the Holiday Closure may elect to take the equivalent time off between January 2,2010 and July 9,2010. Time Accounting i. All employees not required to report to work during the Holiday Closure will be paid their regular salary for the Holiday Closure but will be required to account via payroll, as set forth below,for the appropriate time associated with the Holiday Closure. ii. The payroll accounting options for the Holiday Closure includes, furlough and use of leave accruals (general leave or administrative leave). Payroll accounting for the Holiday Closure not specifically listed herein must be approved by the City Administrator. iii. Employees required to work during any portion of the Holiday Closure will be paid their regular salary for the Holiday Closure and will be required to account for the equivalent amount of Holiday Closure hours via furlough, use of approved leave accruals (general leave or administrative leave), or alternative equivalent time taken notwithstanding having worked during the Holiday Closure dates worked. iv. The payroll accounting methods (furlough, use of leave accruals, alternative equivalent time taken in-lieu of Holiday Closure dates), listed herein may be used in any approved combination for a period not to exceed six-months but not later than the pay period ending July 9,2010. V. Employees without adequate leave accruals may borrow against future accruals earned - up to and including time accrued as of the end of the pay period ending July 9,2010. vi. All Holiday Closure hours are to be accounted for via payroll within six-months but not later than the end of the pay period ending July 9, 2010. 09-2320.00 1/4 1 4 1 8 Exhibit "A" Resolution No. 2009-79 vii. Any Holiday Closure hours not voluntarily accounted for via payroll as of the end of the pay period ending July 9, 2010, shall be accounted for in the following order until a zero-balance is achieved: 1. Administrative Leave 2. General Leave 3. Furlough Hours viii. Employees separating from City service must reconcile all unaccounted Holiday Closure hours at time of separation. Time will be accounted for in the following order until a zero-balance is achieved: 1. Administrative Leave 2. General Leave 3. Furlough Hours ix. Payroll accounting of the Holiday Closure by furlough shall not affect health or retirement benefits. C.Scheduling -New Years Day-Flex Day/Holiday Substitute Employees assigned to Schedule A flex schedule may select an alternative flex day in lieu of Friday, January 1, 2olo, within the pay period of 12/26/2009 - o1/o8/1o. The alternative flex day may not include 12/28/09,12/29/09,12/30/09 or 12131109. IN WITNESS WHEREOF, the parties have caused this doc ent to be executed on December 07, 2009 Fre .Wil on Cit Administrator Dated: AL VED AS TO FORM: ALr�� --Tn— nifer M. Mc ath City Attorney Dated: Res. No. 2009-79 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a regular meeting thereof held on December 7, 2009 by the following vote: AYES: Carchio, Coerper, Hardy, Green, Bohr, Dwyer, Hansen NOES: None ABSENT: None ABSTAIN: None CU Clerk and ex-officicUlerk of the City Council of the City of Huntington Beach, California RCA ROUTING SHEET INITIATING DEPARTMENT: Administration SUBJECT: Holiday Closure 2009 COUNCIL MEETING DATE: December 7, 2009 RCA 'ATTACH MEATS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Applicable Contract/Agreement (w/exhibits if applicable) Attached ❑ (Signed in full by the City Attorney) Not Applicable Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney) Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached ❑ Not Applicable Fiscal Impact Statement (Unbudgeted, over $5,000) Attached ❑ Not Applicable Bonds (If applicable) Attached ❑ Not Applicable Staff Report (If applicable) Attached ❑ Not Applicable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable EX LANATI FOR IVIISSING AT TACHMENTS:. REVIEW RETURNED FO Etb R ', , RDED Administrative Staff 0 ( ) ( ) Deputy City Administrator (Initial) NpNj 30 2gag ( ) ( { ) City Administrator (Initial) 4 ,�„ ,� City Clerk I COY 0, � ; _, I ( ) �- ,d EXPLANATION FOR RETURN OF ITEM:" (gelow Space For Citk Clerk's Use Only RCA Author: Emery