HomeMy WebLinkAboutHoliday Closure for Non-Represented Employees in 2011 - Reso Council/Agency Meeting Held: U/
Deferred/Continued to:
19 Approved ❑ Conditionally A rove ❑ Denied / City ler s Signature
Council Meeting Date: October 3, 2011 Departme ID Number: HR 11-014
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Michele Carr, Director of Human Resources
SUBJECT: Request to Adopt Resolution Nos. 2011-77, 2011-78, and 392
authorizing Holiday Closure for Non-Represented Employees in 2011,
and cancellation of the City Council, Public Finance Authority and
Redevelopment Agency Regular Meeting of January 3, 2012
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.
As a result of the holiday closure, the Regular City Council Meeting, Public Finance Authority
Meeting, and Redevelopment Agency Meeting scheduled for January 3, 2012, would be cancelled.
This is due to insufficient time available for City staff to prepare agenda items for these meetings
which immediately follow the closure.
Financial Impact: The actual savings from the 2010 Holiday Closure was approximately
$75,500 as a result of employees (MEA, MEO, NA) who elected to take the time as unpaid. The
potential savings this year would depend on employee action. The actual amount would be
determined by Finance based upon standard accounting methods.
Recommended Action: Motion to:
A) Adopt Resolution No. 2011-77, "A Resolution of the City Council of the City of Huntington Beach
Establishing Holiday Closure for Non-Represented Employees," and non-essential City services
to the public for the period December 27, 28, 29, and 30, 2011, in addition to the City recognized
holidays of December 26, 2011 (Christmas) and January 2, 2012 (New Year's Day); and,
B) Adopt Resolution No. 2011-78, "A Resolution of the City Council of the City of Huntington Beach
Declaring the Cancellation of the Regular City Council Meeting and The Public Finance Authority
Meeting of January 3, 2012; and Directing the City Clerk to Provide Notice of Such Cancellation;"
and,
C) Adopt Resolution No. 392, "A Resolution of the Redevelopment Agency of the City of Huntington
Beach Declaring the Cancellation of the Regular Redevelopment Agency Meeting of January 3,
2012; and Directing the Agency Clerk to Provide Notice of Such Cancellation."
xB -39- Item 4. - 1
REQUEST FOR COUNCIL ACTION
MEETING DATE: 10/3/2011 DEPARTMENT ID NUMBER: HR 11-014
Alternative Action(s):
Have City services remain open to the public except for the City recognized holidays of Christmas
(12/26/11) and New Year's Day (01/02/12). Do not cancel the Regular City Council Meeting, Public
Finance Authority Meeting, and Redevelopment Agency Meeting scheduled for January 3, 2012.
Analysis: Staff recommends closing all non-essential City services to the public for an
extended period of December 27, 28, 29 and 30, 2011, in addition to Christmas Day (observed -
12/26/11) and New Year's Day (observed — 01/02/12) holidays. Non-Associated (Executive
Management/Department Head) employees would have the option to furlough or use an appropriate
time bank (General Leave/Administrative Leave) in future pay periods, to account for the holiday
closure period.
It will be at the discretion of the City Manager/Department Head, 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.
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.
The cancellation of the Regular City Council Meeting, Public Finance Authority Meeting, and
Redevelopment Agency Meeting scheduled for January 3, 2012, will be publicly noticed by the City
and Agency Clerk. The Public Information Office will also provide widespread notification to the public
including, but not limited to, informing the press, notification via the City's website, e-mail
communication to boards and commissions, publication in the City Manager's Weekly Report, and the
December Community Connection.
Environmental Status: N/A
Strategic Plan Goal: Maintain financial viability and our reserves
Attachment
(s): 3
o Descripriqp
1. Resolution 2011-77 "A Resolution of the City Council of the City of Huntington Beach
Establishing Holiday Closure for Non-Represented Employees," including Exhibit A:
Holiday Closure Agreement.
2 Resolution 2011-78 "A Resolution of the City Council of the City of Huntington Beach
Declaring the Cancellation of the Regular City Council Meeting and The Public Finance
Authority Meeting of January 3, 2012; and Directing the City Clerk to Provide Notice of Such
Cancellation"
3. Resolution 392 "A Resolution of the Redevelopment Agency of the City of Huntington
Beach Declaring the Cancellation of the Regular Redevelopment Agency Meeting of
January 3, 2012; and Directing the Agency Clerk to Provide Notice of Such Cancellation"
Item 4. - 2 xB -40-
ATTACHMENT #1
Resolution No. 2011-77
Exhibit "A"
City of Huntington Beach
HOLIDAY CLOSURE
Non-Associated
Holiday Closure
i. December 27, 28, 29, 30, 2011, 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 executive/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 Manager, 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 3, 2012 and July o6, 2012.
Time Accountin_
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 executive/administrative leave). Payroll accounting for the Holiday
Closure not specifically listed herein must be approved by the City Manager.
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
executive/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 o6, 2012.
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 o6,2012.
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 o6, 2012.
Resolution No. 2011-77
Exhibit "A"
vii. Any Holiday Closure hours not voluntarily accounted for via payroll as of the end of the pay
period ending July o6, 2012, shall be accounted for in the following order until a zero-balance is
achieved:
1. Executive/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. Executive/Administrate Leave
2. General Leave
3. Furlough Hours
ix. Payroll accounting of the Holiday Closure by furlough shall not affect health or retirement
benefits.
C_Schedulin_ -New Ye rs Day_ Flex Da Holiday Substitute
Employees assigned to Schedule A flex schedule may select an alternative flex day in lieu of Friday,
December 30, 2011, within the pay period of 12/24/11 - o1/o6/12. The alternative flex day may not
include 12/27/11,12/28/11, 12/29/11 or 12/30/11.
IN WITNESS WHEREOF, the parties have caused his document to be executed on
Facl&Vlilson
City Manager Dated: q_Zq_1j
APPROVED AS TO FORM:
J
Je nifer M. MclGrath
City Attorney
Dated: 9 • I
Res. No. 2011-77
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 October 3, 2011 by the following vote:
AYES: Harper, Hansen, Carchio, Bohr, Dwyer, Boardman
NOES: None
ABSENT: Shaw
ABSTAIN: None
4�"IJ1040
Ci Clerk and ex-officioVlerk of the
City Council of the City of
Huntington Beach, California
ATTACHMENT #2
RESOLUTION NO. 2011-78
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH
DECLARING THE CANCELLATION OF THE REGULAR CITY COUNCIL MEETING
AND THE PUBLIC FINANCE AUTHORITY MEETING OF JANUARY 3,2012; AND
DIRECTING THE CITY CLERK TO PROVIDE NOTICE OF SUCH CANCELLATION
WHEREAS, it has been determined that the Regular Council Meeting and the Public
Finance Authority Meeting scheduled for January 3, 2012, should be cancelled due to the closure
of City Hall during the work furlough of December 27,28,29, and 30,2011; and
The City Council desires to declare that the Regular Council Meeting and the Public
Finance Authority Meeting scheduled for January 3,2012 is canceled; and to direct the City Clerk
to provide public notice of such cancellation,
NOW, THEREFORE,the City Council of the City of Huntington Beach does hereby
resolve as follows:
1. That the Regular City Council Meeting and the Public Finance Authority Meeting
scheduled for January 3,2012, is hereby canceled.
2. That the City Clerk is hereby directed to provide public notice of such cancellation in
such a manner as she deems necessary or convenient, or as otherwise required by
law.
PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a
regular meeting thereof held on the 3 r d day of October ,2011
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Ai �a
ND APPROVED:
1N AND P
g e r
i ctor of uman Resources
APPROVED AS TO FORM:
cam,.
'`�- City Attorn y
Res. No. 2011-78
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 October 3, 2011 by the following vote:
AYES: Harper, Hansen, Carchio; Bohr, Dwyer, Boardman
NOES: None
ABSENT: Shaw
ABSTAIN: None
Ci ;Clerk and ex-officioqglerk of the
City Council of the City of
Huntington Beach, California
ATTACHMENT #3
RESOLUTION NO. 392
A RESOLUTION OF THE REDEVELOPMENT AGENCY OF THE CITY OF
HUNTINGTON BEACH DECLARING THE CANCELLATION OF THE REGULAR
REDEVELOPMENT AGENCY MEETING JANUARY 3,2012; AND DIRECTING THE
AGENCY CLERK TO PROVIDE NOTICE OF SUCH CANCELLATION
WHEREAS, it has been determined that the Regular Redevelopment Agency Meeting
scheduled for January 3, 2012, should be cancelled due to the closure of City Hall during the
work furlough of December 27,28,29, and 30,2011; and
The Redevelopment Agency Board of Directors desires to declare that the Regular
Redevelopment Agency Meeting scheduled.for January 3, 2012 is canceled; and to direct the
Agency Clerk to provide public notice of such cancellation,
NOW, THEREFORE,the Redevelopment Agency of the City of Huntington Beach
does hereby resolve as follows:
1. That the Regular Redevelopment Agency Meeting scheduled for January 3,2012, is
hereby canceled.
2. That the Agency Clerk is hereby directed to provide public notice of such
cancellation in such a manner as she deems necessary or convenient,or as otherwise
required by law.
PASSED AND ADOPTED by the Redevelopment Agency of the City of Huntington
Beach at a regular meeting thereof held on the 3rd day of October 12011
P F
an
*Cier
APPROVED:
INITIATED AND APPROV D:
Qms) -
Agen Clerk
APPROVED AS TOO FORM:
Sncy neral Counsel
Res. No. 392
STATE OF CALIFORNIA )
COUNTY OF ORANGE ) ss
CITY OF HUNTINGTON BEACH )
I, JOAN FLYNN, Clerk of the Redevelopment Agency of the
City of Huntington Beach, California, DO HEREBY CERTIFY that the
foregoing resolution was duly adopted by the Redevelopment Agency of
the City of Huntington Beach at a regular meeting of said Redevelopment
Agency held on October 03, 2011 and that it was so adopted by the
following vote:
AYES: Harper, Hansen, Carchio, Bohr, Dwyer, Boardman
NOES: None
ABSENT: Shaw
ABSTAIN: None
Cle of the Redevelopmen Agency
of the City of Huntington Beach, CA