December 7, 2004
SUBJECT: Pilot Program for Reduced Staffing During the Year-end Holidays
REPORT IN BRIEF
This report requests approval to implement a pilot program for reduced staffing during year end holidays (December 27, 28, and 29, 2004) and the ability to utilize unpaid leave without forfeiting the accrual of City benefits and service credits.
BACKGROUND
Among the cost reduction strategies presented to City Council this year was a proposal to close City offices for the three business days between Christmas and New Year holidays. Rather than rushing to implement such a closure for the 2004 holiday season, it is recommended that the City implement a pilot program to reduce staffing levels and permit employees, where possible, to voluntarily take time off.
DISCUSSION
Under this pilot program, department heads are authorized to reduce staffing and service levels to a minimum threshold on December 27, 28, 29. All City offices will remain open during their normal operating hours with a sufficient crew of staff to provide minimum basic service to the public. Emergency services are excluded from the reduction in service levels.
All staff not required for minimum staffing are permitted and encouraged to take these three days off. Under this pilot program, employees may take time off without pay with specific prior approval from their supervisor and department head. Specifically, for those employees who take time without pay on December 27, 28, and 29, full service credit (City pay periods of service) will be credited, full vacation/PTO (Paid Time Off) will accrue, and health benefits will be maintained. The amount of earnings reported to PERS will be based on the actual PERSable wages paid.
Alternately, employees may also request approval to use available vacation, PTO, and/or management administrative leave for these three days, in accordance with standard City policies.
Since this is a voluntary pilot program, City administration did not formally meet and confer with employee representatives. However, City administration did contact employee representatives informally and found unanimous support for the program. In addition to offering potential cost-savings for the City, this pilot program is an opportunity to offer the City’s hard working employees the option to take a well-deserved break and enjoy the holiday season with family and friends.
FISCAL IMPACT
Since employees are permitted to take leave without pay, or use accrued paid leave, there is no cost to the City other than staff time to implement and manage the program.
PUBLIC CONTACT
Public Contact was made through posting of the Council agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the Library and the City Clerk’s Office.
ALTERNATIVES
1. Approve the request to implement the pilot program for reduced staffing during the year-end holidays, and authorized the Human Resources Director to execute the terms and conditions of the program.
2. Do not approve the request to implement the pilot program for reduced staffing during the year-end holidays.
RECOMMENDATION
Recommend approval of Alternative No. 1.
Reviewed by:
Jane Fleenor, Interim Director of Human Resources
Prepared by: Rumi Portillo, Recruitment and Selection Manager
Approved by:
Amy Chan, City Manager
Attachement
A. Resolution