HomeMy WebLinkAboutResolution 2012-67 - Establishing Holiday Closure for Non-Re Council/Agency Meeting Held:
Deferred/Continued to:
App ved ❑ Conditionally Approved El Denied City er ignat r
Council Meeting Date: October 1, 2012 Department ID Number: HR 12-010
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 Warren, Director of Human Resources
SUBJECT: Adopt Resolution Nos. 2012-67 and 2012-68 authorizing the 2012
Holiday Closure for the period of December 24, 26, 27, 28 and 31 for
Non-Represented Employees, and cancellation of the City
Council/Public Financing Authority meeting of January 7, 2013
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 and Public Finance
Authority Meeting scheduled for January 7, 2013, 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: Undetermined - However, employees may elect to furlough time off,
which may result in future savings. The actual amount would be determined by Finance
based upon standard accounting methods.
Recommended Action: Motion to:
A) Adopt Resolution No. 2012-67, "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; closing all non-essential City services to the public for the period
December 24, 26, 27, 28, and 31, 2012 in addition to the City recognized holidays of
December 25, 2012 (Christmas) and January 1, 2013 (New Year's Day); and,
B) Adopt Resolution No. 2012-68, "A Resolution of the City Council of the City of Huntington
Beach Declaring the Cancellation of the Regular City Council Meeting and Public Finance
Authority Meeting of January 7, 2013; and Directing the City Clerk to Provide Notice of Such
Cancellation."
Alternative Action(s):
Have City services remain open to the public except for the City recognized holidays of
Christmas (12/25/12) and New Year's Day (01/01/13). Do not cancel the Regular City
Council Meeting and Public Finance Authority Meeting scheduled for January 7, 2013.
HB -39- Item 2. - I
REQUEST FOR COUNCIL ACTION
MEETING DATE: 10/1/2012 DEPARTMENT ID NUMBER: HR 12-010
Analysis: Staff recommends closing all non-essential City services to the public for an
extended period of December 24, 26, 27, 28 and 31, 2012, in addition to Christmas Day
(observed - 12/25/12) and New Year's Day (observed — 01/01/13) holidays. Non-Associated
(Executive Management/Department Head) employees would have the option to furlough or
use an appropriate time bank (General Leave/Executive 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 and Public Finance Authority Meeting
scheduled for January 7, 2013, will be publicly noticed by the 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: NA
Strategic Plan Goal: Improve long-term financial sustainability
Attachment(s): (2)
1. Resolution 2012-67, "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 2012-68, "A Resolution of the City Council of the City of Huntington
Beach Declaring the Cancellation of the Regular City Council Meeting and Public
Finance Authority Meeting of January 7, 2013; and Directing the City Clerk to
Provide Notice of Such Cancellation"
Item 2. - 2 HB -40-
ATTACHMENT # 1
RESOLUTION NO. 2012-67
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 24, 26, 27, 28, and 31, 2012,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 February 16, 2010, the City Council of Huntington Beach adopted
Resolution No. 2010-15 for the purpose of modifying salary and benefits for non-represented
employees;
Subsequent to the adoption of Resolution No.2010-15, 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 2010-15 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 1st day of October, 2012.
op
Mayor
REVI ND APPROVED:
IN AN D:
Ci Iger
i etor o uman itesources
APPROVED AS TO FORM:
Q'I'y
Atto ey
Resolution_ No. 2012-67
Exhibit"A"
City of Huntington Beach
HOLIDAY CLOSURE
Non-Associated
Holiday Closure
i. December 24, 26, 27, 28, 31, 2012, 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).
M. Employees may elect to furlough (time off without pay) or employees may use
approved leave accruals (general leave or executive 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 2, 2013 and July 05, 2013.
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 executive 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 05, 2013.
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 05,
2013.
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 05, 2013.
Resolution No. 2012-67
Exhibit"A"
vii. Any Holiday Closure hours not voluntarily accounted for via payroll as of the end of the
pay period ending July 05, 2013, shall be accounted for in the following order until a
zero-balance is achieved:
1. Executive 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 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, December 28, 2012, within the pay period of 12/22/12 - 01/04/13. The
alternative flex day may not include 12/26/12, 12/27/12, 12/28/12 or 12/31/12.
IN WITNESS WHEREOF, the parties have caused this document to be executed on
Fr VV' son
Ci Man er
Dated:
AP OVED AS TO FORM:
c
ennifer . McGrath
City Attorney
Dated:
Res. No. 2012-67
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 01, 2012 by the following vote:
AYES: Shaw, Harper, Dwyer, Hansen, Carchio, Bohr, Boardman
NOES: None
ABSENT: None
ABSTAIN: None
Cit Jerk and ex-officio(ierk of the
City Council of the City of.
Huntington Beach, California
ATTACHMENT #2
RESOLUTION NO. 2012-68
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 7,2013; 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 7, 2013, should be cancelled due to the closure
of City Hall during the holiday closure of December 24,26, 27,28, and 31,2012; and
The City Council desires to declare that the Regular Council Meeting and the Public
Finance Authority Meeting scheduled for January 7, 2013 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 7,2013, 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 1st day of October ,2012
Mayor
RE0AWag'er
D APPROVED:
INITIATED AND APPROVED:
C'
i lerk 0
APPROVED AS TO FORM:
ity Att rney
�• �- 12•
Res. No. 2012-68
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 01, 2012 by the following vote:
AYES: Shaw, Harper, Dwyer, Hansen, Carchio, Bohr, Boardman
NOES: None
ABSENT: None
ABSTAIN: None
s '
City Clerk and ex-officio lerk of the
City Council of the City of
Huntington Beach, California