Item 1.10 - Approval of City Hall Holiday Closure DatesOF POP,
City of Poway
ryF COUNCIL AGENDA REPORT
APPROVED
APPROVED AS AMENDED
O
(SEE MINUTES)
DENIED
O
REMOVED
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CONTINUED
RESOLUTION NO.
DATE: October 21, 2014
TO: Honorable Mayor and Members of the City Council
FROM: Daniel Singer, City Manager C)A
INITIATED BY: Tina White, Assistant City Manager, *,�
Scott Edwards, Director of Administrative Services
AA-
Lisa Torres, Human Resources ManageNX
SUBJECT: Approval of City Hall Holiday Closure Dates
Summary:
The existing Memorandum of Understanding (MOU) with the Non - Safety Bargaining
Unit (i.e., California Teamsters, Local 911) and the Management/Confidential Group
Salary and Benefit Plan specifies observed designated holidays during which City Hall
and non - essential offices are closed.
Based on prior experience, the volume of business transacted at City facilities at the
end of the year is light. With Christmas falling on a Thursday this calendar year, staff is
seeking approval for closure of City Hall and non - essential City facilities in conjunction
with Christmas Day, December 25, and New Year's Day, January 1.
This concept was discussed with the City Council during its Special Session on October
8, 2014. However, no official action was taken at that time.
Recommended Action:
It is recommended that the City Council approve City Hall closure dates and adopt a
resolution approving the Side Letter Agreement between City of Poway and California
Teamsters, Local 911 and the Addendum to the Management/Confidential Group Salary
and Benefit Plan.
Background:
The City's existing'MOU with the Non - Safety Bargaining Unit expires June 30, 2015.
Article 6, Section 3, of the MOU lists City designated holidays, during which City offices
are closed.
Management representatives and members of the Non - Safety Bargaining Unit
(Teamsters) recently met to discuss the potential effects of the additional facility
closures, during which City Hall and other non - essential City facilities would be closed.
Following the meeting, the Teamsters confirmed their support of the proposed facility
closures and the effects of such closures.
Page 1 of 8 October 21, 2014 Item # / • I C)
City Hall Holiday Closure Dates
October 21, 2014
Page 2 of 3
With Council approval of the proposed resolution, City Hall and other non - essential City
facilities will be closed on the specified dates and those employees assigned to the
affected work locations will not be required to report to work. Employees will use
accrued paid leave or the time off will be without pay if they do not have paid leave time
available. The Council's advance action will also provide ample time for staff to notify
the public of these closures.
Findings:
The key provisions of the additional facility closures are as follows:
1. City Hall and other non - essential City facilities will be closed on:
a. Wednesday, December 24, 2014, 1:00 pm to 5:30 pm;
b. Friday, December 26, 2014, 8:00 am to 5:00 pm; and
c. Wednesday, December 31, 2014, 1:00 pm to 5:30 pm.
2. Actual times may vary at facilities other than City Hall, depending on specific work
schedules and normal facility hours.
3. These closures will not be observed as paid holidays.
4. Employees' available leave hours (e.g., vacation, compensatory time, or benefit
day) will be charged for this time.
5. If an employee has been employed with the City for less than six months, they will
be given access to, and required to use, their benefit day hours.
6. If an employee has insufficient vacation, compensatory time, or benefit day hours,
the time will automatically be charged as leave without pay after they have
exhausted all available paid leave (other than sick leave).
7. If an employee is called to work during any of the closure times, and during what
would have been their regularly scheduled work hours, they will not be charged
leave for the hours worked.
Example: If an employee works for 4 hours during what would have been
their regularly scheduled work hours, they will be paid for the hours
worked and will not be charged leave hours for that time. However, they
will be charged leave for the remaining hours.
Page 2 of 8 October 21, 2014 Item #—L--[D-
City Hall Holiday Closure Dates
October 21, 2014
Page 3 of 3
8. A two -hour minimum will be used for call -outs.
Example: If a standby employee works for 45 minutes during what would
have been their regularly scheduled work hours, they will not be charged
leave for two hours. However, they will be charged leave for the
remaining hours.
9. The City will seek measures to minimize the possibility of call -outs during the
closure dates /times.
10.At the discretion of the department director, some employees may have to work
due to operational demands.
Fiscal Impact:
There is currently not enough information to determine the fiscal impact. However,
based upon the closure of City facilities, there may be operational savings (e.g., utilities)
realized. Additionally, staff anticipates minimal potential salary savings associated with
employees that must take the leave without pay. In addition, the closures help
employees use accrued leave balances, thereby reducing the City's overall costs.
Environmental Review:
This item is not subject to CEQA review.
Public Notification:
Notice was provided to Chester Mordasini, President of California Teamsters Local 911.
Attachment: Resolution approving a Side Letter Agreement Between City of Poway
and California Teamsters, Local 911 and an Addendum to
Management/Confidential Salary and Benefit Plan Regarding Holiday
Closures
Page 3 of 8 October 21, 2014 Item # 1.1b
RESOLUTION NO. 14-
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF POWAY, CALIFORNIA,
APPROVING A SIDE LETTER AGREEMENT BETWEEN CITY OF POWAY
AND CALIFORNIA TEAMSTERS, LOCAL 911 AND
AN ADDENDUM TO THE MANAGEMENT /CONFIDENTIAL
SALARY AND BENEFIT PLAN
REGARDING HOLIDAY CLOSURES
WHEREAS, the current Memorandum of Understanding (MOU) between the City
and Non - Safety Employees is in effect through June 30, 2015; and
WHEREAS, the current Salary and Benefit Plan for the Management/Confidential
Group is in effect through June 30, 2015; and
WHEREAS, the City wishes to close City Hall and other non - essential City
facilities on specified dates; and
WHEREAS, representatives of the California Teamsters Local 911 and the City
of Poway met and conferred regarding the effects of the proposed closures.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Poway
as follows:
1. City Hall and non - essential City facilities shall be closed on:
a. Wednesday, December 24, 2014, 1:00 pm to 5:30 pm;
b. Friday, December 26, 2014, 8:00 am to 5:00 pm; and
c. Wednesday, December 31, 2014, 1:00 pm to. 5:30 pm.
2. The Side Letter Agreement between the City of Poway and California
Teamsters Local 911, attached hereto as Exhibit A, and the Addendum to
the Salary and Benefit Plan for the Management /Confidential Group,
attached hereto as Exhibit. B, are hereby approved.
PASSED, ADOPTED AND APPROVED by the City Council of the City of Poway
at a regular meeting this 21St day of Oct 2014.
Don Higginson, Mayor
ATTEST:
Sheila R. Cobian, CMC, City Clerk
Page 4 of 8 Attachment October 21, 2014 Item # . I
Resolution No.
Page 2
STATE OF CALIFORNIA )
) SS
COUNTY OF SAN DIEGO )
I, Sheila R. Cobian, City Clerk, of the City of Poway, do hereby certify under penalty of
perjury that the foregoing Resolution No. 14-* ** was duly adopted by the City Council at
a meeting of said City Council held on the 21st day of October 2014, and that it was so
adopted by the following vote:
AYES:
NOES:
ABSENT:
DISQUALIFIED:
Sheila R. Cobian, CIVIC, City Clerk
City of Poway
ATTACHMENTS:
Exhibit A
Exhibit B
Page 5 of 8 October 21, 2014 Item # 1 • f 0
SIDE LETTER AGREEMENT BETWEEN
CITY OF POWAY AND CALIFORNIA TEAMSTERS, LOCAL 911
JULY 1, 2013 THROUGH JUNE 30, 2015
WHEREAS, the City of Poway ( "City ") is the employer of the City of Poway
employees; and
WHEREAS, the California Teamsters, Local 911 represents certain City employees (Non -
Safety Employees); and
WHEREAS, the current Memorandum of Und
the Non - Safety Employees is in effect through June 30,
WHEREAS, both parties have agreed to the
without waiving any rights, including but not limite
MOU; and X
WHEREAS, both parties acknowledge th
necessarily within the scope of bargaining, articul
the MOU. G
NOW, THEREFORE, THE CITY
FOLLOWS:
1. City Hall and other
a,
b.
C.
2. Actual
Wednesday,
Friday.:.�Dece
3. These closures
4. Employees' availabli
charged for this time.
between the City and
ut prejudice to its position and
(ers- Milias -Brown Act, and the
agement rights not
i 3.0 City Rights, of
PLOYEES HEREBY AGREE AS
specific work schedules and normal facility hours.
as paid holidays.
(e.g., vacation, compensatory time, or benefit day) will be
5. If an employee has been employed with the City for less than six months, they will be given
access to, and required to use, their benefit day hours.
6. If an employee has insufficient vacation, compensatory time, or benefit day hours, the time will
automatically be charged as leave without pay after they have exhausted all available paid leave
(other than sick leave).
7. If an employee is called to work during any of the closure times, and during what would have
been their regularly scheduled work hours, they will not be charged leave for the hours worked.
Exhibit A
Page 6 of 8 October 21, 2014 Item #
Example: If an employee works for 4 hours during what would have been their regularly
scheduled work hours, they will be paid for the hours worked and will not be charged leave
hours for that time. However, they will be charged leave for the remaining hours.
8. A two -hour minimum will be used for call -outs.
Example: If a standby employee works for 45 minutes during what would have been their
regularly scheduled work hours, they will not be charged leave for two hours. However, they will
be charged leave for the remaining hours.
9. The City will seek measures to minimize the possibility of call -outs during the closure
dates /times.
10.At the discretion of the department director, so
operational demands.
o
This agreement does not diminish or affect City's rghtsq
CALIFORNIA TEAMSTERS, LOCAL 911
Chester Mordasini Date
Corey O'Reilly
Tom Kester
Matt
Jeff Zamora
Craig Winder
Gil Aguilar
Date
Harry Williamson Date
Mike Estill
Date
Tina
sa Torres
oyees may have to work due to
MOU.
Date
Date
Date
Page 7 of 8 October 21, 2014 Item # !. 10
City of Poway
ADDENDUM
Management/Confidential Group
Salary and Benefit Plan
This addendum will be effective July 1, 2013 — June 30, 2015.
1. City Hall and other non - essential City facilities will be closed on:
a. Wednesday, December 24, 2014, 1:00 pm to 5:30 pm;
b. Friday, December 26, 2014, 8:00 am to 5:00 pm; and
c. Wednesday, December 31, 2014, 1:00 pm to 5:30 pm.
2. Actual times may vary, depending on specific work schedules and normal facility
hours.
3. These closures will not be observed as paid holidays.
4. Employees' available leave hours (e.g., vacation, compensatory time, or benefit
day) will be charged for this time.
5. If an employee has been employed with the City for less than six months, they will
be given access to, and required to use, their benefit day hours.
6. If an employee has insufficient vacation, compensatory time, or benefit day hours,
the time will automatically be charged as leave without pay after they have
exhausted all available paid leave (other than sick leave).
7. If an employee is called to work during any of the closure times, and during what
would have been their regularly scheduled work hours, they will not be charged
leave for the hours worked.
8. At the discretion of the department director, some employees may have to work
due to operational demands.
All other provisions of the existing Salary and Benefit Plan for the
Management/Confidential Group will remain in effect.
Exhibit B
Page 8 of 8 October 21, 2014 Item # 1 - (6)