HomeMy WebLinkAboutStaff Report 3.F 06/19/2017DATE: June 19, 2017
Agenda Item #3.F
TO: Honorable Mayor and Members of the City Council through City Manager
FROM: Amy Reeve, Director of Human Resources
SUBJECT: Resolution Approving Fixed and Observed Holidays for Fiscal Year 2017/18
RECOMMENDATION
It is recommended that the City Council adopt the attached Resolution approving fixed and
observed holidays for fiscal year 2017/18.
BACKGROUND
This item was considered at the City Council's June 5, 2017 meeting. Concern was raised at that
time with the manner in which the day after Thanksgiving is observed for those employees
working 4/10 schedules. Discussed was modifying the way leave for the day after Thanksgiving
is allotted, to allow offices to remain open one half (1/2) day on the Wednesday prior to
Thanksgiving. After discussion, this item was continued to the June 19, 2017 meeting, to allow
staff to review bargained agreements and past practice.
The day after Thanksgiving has been a holiday granted by the City Council for many years. The
4/10 schedule is worked by administrative and office staff, as well as certain "non- safety"
employees (those who are not represented by the Petaluma Firefighters Association and the
Petaluma Police Officers Association). Prior to November 2009 when City offices were placed
on the 4/10 schedule, many of these employees worked a traditional 5/8 schedule and received
paid leave for the day after Thanksgiving. That holiday is observed the Friday following
Thanksgiving. Employees worked the Wednesday before Thanksgiving, offices were closed
Thursday and Friday, and employees received 16 hours of paid leave for those two days.
Friday is a day off for employees working a 4/10 schedule. Per policy and practice, if an
observed holiday falls on a regularly scheduled day off, the holiday is observed the day before or
the day after the scheduled holiday. As such, the day after Thanksgiving is observed on the
Wednesday before Thanksgiving. Offices are closed on the Wednesday preceding
Thanksgiving, and employees currently receive 20 hours of paid leave for the two holidays. Until
2016, employees received 16 hours of paid leave for these two days, and were required to use 4
hours of vacation leave, administrative leave, or compensatory time off, to make up the
difference.
DISCUSSION
As noted in the June 5, 2017 staff report, the City's agreements with employees provide for
thirteen paid holidays per fiscal year. Pursuant to the bargaining unit agreements (MOUs) and
Compensation Plan, these consist of twelve holidays plus one floating or Personal Leave holiday,
and are granted by City Council resolution. A fixed holiday is the actual holiday the City has
agreed to recognize. The observed holiday is the date the fixed holiday will be observed and
employees will be provided with the day off. Because the language contained within each of the
MOUs varies slightly, the resolution designates the fixed holiday, as well as the day of
observance.
MOUs apply to Unit 1 — Confidential, Unit 2 — Maintenance, Unit 3 — Clerical /Technical, Unit 4
— Professional, Unit 6 — Police, Unit 9 — Mid - Managers, Unit 10 — Public Safety Mid -
Management (Police Personnel), and Unit 11 — Confidential. Unit 8 (Department Directors) is
not represented and is covered under a Compensation Plan. The Unit 7 — Fire MOU and Unit 10
— Public Safety Mid - Management (Fire Personnel) MOUs specify the fixed and observed
holidays, thus the proposed resolution does not apply to those bargaining units or associated
personnel.
Since the City offices were placed on the 4/10 schedule_, practice was to provide employees with
eight (8) hours of paid leave per holiday. Employees were required to use vacation leave,
administrative leave, or compensatory time off for the two additional hours encompassed in a
ten -hour day. This practice was formally addressed in the most recent agreements bargained
with AFSCME, PPMMA, and Senior Management. The approved agreements allocate holiday
hours in accordance with an employee's regular work schedule, up to 10 hours per day of paid
leave per holiday. Changes to these benefits are subject to bargaining; changes outside a
bargained agreement would violate the existing MOU's and Unit 8's Compensation Plan. The
current agreements are in place through 2019 in some cases.
Should Council determine that this is an area of concern, it could be addressed as part of the
Council guidance for future bargaining sessions.
By adopting the resolution designating fixed and observed holidays, consistency is achieved
between groups, and expectations relative to days of operation are more clearly understood by
the public.
FINANCIAL IMPACTS
City employees are provided by agreement with twelve paid holidays and one floating holiday
per fiscal year which are to be designated by City Council resolution. The paid time off is
budgeted in the employee salaries budget. The annual estimated value of paid holidays off for
City employees in FY 2017 -18 is $1,362,399.
ATTACHMENTS
1. Resolution
2
ATTACHMENT 1
RESOLUTION APPROVING FIXED AND OBSERVED HOLIDAYS
FOR FISCAL YEAR 2017/2018
WHEREAS, the City provides thirteen paid holidays to employees as designated in
Memoranda of Understanding (MOUs) and Compensation Plan; and,
WHEREAS, the MOUs and Compensation Plan for each unit specify the fixed and
observed holidays for that unit; and,
WHEREAS, a fixed holiday is the actual holiday the City has agreed to recognize and
the observed holiday is the date the fixed holiday will be observed and employees provided the
day off.
NOW, THEREFORE, BE IT RESOLVED that the designated fixed and observed
holidays for the employees of the City of Petaluma for FY 2017/2018 shall be as follows:
HOLIDAY
FIXED HOLIDAYS
OBSERVED HOLIDAYS
for Mon -Thurs 4/10 schedule
Independence Day
Tuesday, July 4, 2017
Tuesday, July 4, 2017
Labor Day
Monday, September 4-,2017
Monday, September 4, 2017
Columbus Day
Monday, October 9, 2017
Monday, October 9, 2017
Veterans Day
Friday, November 10, 2017
Thursday, November 9, 2017
Thanksgiving Day
Thursday, November 23, 2017
Thursday, November 23, 2017
Day after Thanksgiving
Friday, November 24, 2017
Wednesday, November 22, 2017
Christmas Eve
Sunday, December 24, 2017
Tuesday, December 26, 2017
Christmas Day
Monday, December 25, 2017
Monday, December 25, 2017
New Year's Day
Monday, January 1, 2018
Monday, January 1, 2018
Martin Luther King Day
Monday, January 15, 2018
Monday, January 15, 2018
Presidents' Day
Monday, February 19, 2018
Monday, February 19, 2018
Memorial Day
Monday, May 28, 2018
Monday, May 28, 2018
3