HomeMy WebLinkAboutAgenda Packet 06/04/2001 (20) CITY OF PETALUMA, CALIFORNIA JUN ° 4 2001 9
AGENDA BILL
enda Title: Discussion and Direction Regarding Modified`Work 'Meeting Date:.
eek for City Offices June 4, 2001
Department: Director: Contact.Perso Phone Number:
City Manager Stouder Beatty —707 778 4345
Cost of Proposal: -0- Account Number: n/a
Amount Budgeted: -0- Name of Fund: n/a
Attachments to.Agenda.Packet.Item:
Letter to Fred Stouder from Gene Beatty dated May 22, 2001
Summary Statement: As part of our response to the current electric billing increases and the resulting
impact on the City's budget for FY 2002-02, it has been discussed-at staff level the possible advantages of
limiting public hours to city offices by closing City offices on Fridays and placing all affected employees
on a 10-hour a day work week from Monday through Thursday for the remainder of the summer months
and possibly through,the end of October. This would reduce the'City's utility needs and, at the same time,
help reduce traffic congestion and resulting air pollution by reducing employee commutes by 20%.
Council Priority: THIS AGENDA ITEM IS'CONSIDERED TO BE PART OF, OR NECESSARY TO, ONE OR
ORE OF THE 1999-2000 PRIORITIES ESTABLISHED BY THE CITY COUNCIL ON JANUARY 30, 1999 AND
. MARCH 18, 2000.
Priority(s): N/A
Recommended City Council Action/Suggested Motion:
If supported, provide direction to City Manager to implement the proposed change in office hours for City
offices.
Reviewed by Finance Director: Reviewed by City Attorney: Approved bv'City Manager:
Date: Date: / � Date:
/ • /
Today's Date: Revision gaud Date Revised: File Code:
May 24, 2001
S
• CITY OF PETALUMA, CALIFORNIA
JUNE 4,2001
AGENDA REPORT
FOR
PROPOSED CHANGE IN CITY OFFICE PUBLIC HOURS
EXECUTIVE SUMMARY: The City is facing significant increases in utility costs next year.
In an effort to minimize the impact of the ongoing escalation of utility costs on the City's
budget, it is recommended that the City Council authorize the City Manager to implement
a mandatory change in public office hours-to result=in a.four-day week for City offices to
be open. The recommendation is that-all public hours, with the exception of the Police
Department, would be Monday through Thursday, 7:30 AM to 6:30 PM,
2. BACKGROUND: City offices are currently open from 8 AM to 5 PM, Monday through
Friday. While individual employees are allowed to work alternative work schedules and
flex time with the approval of their Department Head,public hours have generally
remained the same over the past many years. Exceptions to this general rule are Animal
Services, which has limited public hours to provide for animal feeding and cleaning, the
• Community Center, which provides extended hours, and the Police Department, that
operates on a separate office hour schedule. .
benefits are realized by limiting the workweek to.four days for most employees.
Those benefits are identified in-the attached,memo froth Gene Beatty to Fred Stouder.
Chief among the benefits is a possible reduction in utility usage,and, therefore, utility
costs, through the elimination of Fridays as a normal workday. While the offices being
closed on Friday may impact service to the public, additional access may compensate for
that loss through the extension of office hours a half hour each morning (7:30 AM) and
by an hour and one half in the evening (until 6:30 PM). This proposal is maximized in
utility savings by requiring that employees not attempt to work in the office during the
non-public hours since their presence would negate some of the savings if lighting,
heating or air conditioning and office machines are being operated.
It is our understanding that, inxesponse to the current energy situation in California
particularly, other-government organizations are implementing or considering this
modified office schedule at least for the remainder of the summer season.
If the Council supports this concept, we will work with the various labor groups to
identify-individual issues that may arise out of this change in hours. Employees working
a four day-work schedule also would benefit by reducing their commute hours from ten
trips a week to eight trips a week, thereby providing a potential.savings in gasoline cost
and potentially reducing traffic congestion during peak commute hours.
•
3. ALTERNATIVES: Leave the work hours as they exist and provide the additional;required •
diversion of public funds to pay for the anticipated increasesin utility costs.
4. FINANCIAL IMPACTS: If implemented, we potentially could reduce our utility cost, as
least in the general fund, by 10-15 per cent. We already have increased our 01-02
utilities budget in the General Fund by $177,800 in anticipation of the expected increases.
5. CONCLUSION: Reduction in public hours to four days a week could provide some
financial relief to the City through reduced utility bills and assist-the-larger state-wide
effort to reduce energy consumption, at least during the remainder of the summer and
fall.
6: OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFYSUCCESS'OR
COMPLETION:
Staff will monitor utility usage to.determine if the anticipated financial benefit to'the City
is realized. Staff will also work with PG&E to determine if we can qualify for a rebate if
we meet the 15% reduction goal'or if we experience a significant reduction in energy
usage.
7. RECOMMENDATION: •
Implement the 4/10-work:schedule, closing City offices on Fridays, from July 1,2001
until the end of.October as a trial effort to reduce the City's energy consumption and
reduce our energy bills.
g:/forms/2000 Agenda Bill revised 042100
CITY OF PETALUMA, CALIFORNIA
MEMORANDUM
•
City Manager's Office, 11 English Street,Petaluma, CA 94952
(707)778-4345 Fax(707) 778-4419 E-mail:citymgr@Lipetaluma.ca.us
DATE: May22, 2001
TO: Fred Stouder, City Manager
FROM: Gene Beatty, Asst. City Manager—
SUBJECT: Modified Work Week
During the budget development process,you asked that we evaluate options in workweek to
reduce cost. At the time, it appeared that a reduced or rescheduled work week would not have
significant impact on the budget since employees would continue to work a 40 hour work week.
The schedule that was being considered was to have employees continue working a four or five
day work week and to close City Hall on Fridays to the public so that employees could devote
additional time to report writing;and clearing of back-logged work. In that most employees, at
least at City Hall, would continue to work a five-day workweek, utility savings would be
minimal.
• Since the original discussion, however, some,changes in circumstance have occurred that may
provide incentive to taking another look at the question:
1. Energy costs have significantly increased over the last month or so. This includes
natural gas, electricity and gasoline. Additional significant energy cost increases
are expected over the summer and for several years to come, at least until the
supply and distribution problems are solved. Our FY 01-02 General Fund budget
reflects an additional $177,800 being diverted to utility cost, an increase of 50%
for natural.gas;and 30% for electricity. Additional hinds may need to be diverted
as the situation extends throughout the summer and winter.
2. The State has mandated a 10%energy reduction program for local governments.
3. PG&E is now offering a $7 per kilowatt-hour rebate for those jurisdictions that
make a 15%.reduction in energy usage as a means of conserving energy resources
statewide.
4. Locally,.water availability is also becoming,a,significant issue for all of Sonoma
County and the North Bay area.
5. Separate from the energy cost increases is the fact that our organization is facing
• declining revenues and additional "belt tightening" is being encouraged in the
budget for next year.
Work Week Recommendations
May 21, 2001
Page 2 •
Based on the above information, it is recommended that the City consider:
1. Placing all employees at City Hall and all management and field staff,on a"4/10-work
week, with the exception of Police and Fire Middle Management who would continue
to work their'current assigned shifts.
2. Keeping this schedule in effect through September 2001 to get us,through`the hottest
months of year that require the largest impact on utility services.
3. Demanding that employees not be allowed to work on Fridays during this period in
order to ensure that utility savings are maximized. Even a few employees working on
site could impact electrical and water needs, which would negate the impact of the
•changes.
4., That, if implemented, all employees working the 4/10-work week, except police,
would work from 730am until'630pm, Monday through Thursday. This would
provide a one hour lunch period.
5. Employees assigned to field duties, such as parks, streets or water field, could;stagger
their normal hours earlier in the day to reduce heat impacts: •
6. If possible„City Council meetings would be limited to one meeting per month during
the months of July and August to minimize electrical use.
I have spoken'with most of the Department Directors regarding these proposals. They concur
that such changes would be appropriate and would assist-the City in reducing our utility
consumption. Additionally, a four day workweek would reduce the employees need to feel for
their personal vehicles and could reduce traffic congestion on Fridays and during'theevening
commute hours during the week.
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