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Home My WebLink About28- City Administrator's Office CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION From: Lori Sassoon Subject: Continuation of the 9/80 Work Sr. Administrative Analyst Schedule for City Hall. Dept: City Administrator' s Office Date: November 5 , 1997 ORIGINAL Synopsis of Previous Council action: 06/94 -- Pilot 9/80 Work Schedule extended through January, 1995 . 01/95 -- 9/80 Work Schedule approved through July, 1995. 06/95 -- 9/80 Work Schedule approved through July, 1996 . 06/96 -- 9/80 Work Schedule approved through December, 1997 . Recommended motion: That the Mayor and Common Council approve the 9/80 Work Schedule through December, 1998. &v Signature Contact person: Lori Sassoon Phone: 5122 Supporting data attached: Yes Ward: N/A FUNDING REQUIREMENTS: Amount: N/A Source: (Acct No.) (Acct Description) Finance: Council Notes: �1111)�i� 76-0262 Agenda Item No.0%Q €Eft E STAFF REPORT San Bernardino City Hall has had a 9/80 work schedule since January of 1994 . In June of 1996, the Mayor and Council approved an 18 month extension of the 9/80 work schedule for City Hall and the Economic Development Agency. The purpose of this report is to provide a review of the impact of the 9/80 schedule in several areas : - City service availability; - Air quality regulations; - Impact on downtown businesses; - Use of overtime; - Cost savings; and - Employee relations It is recommended that the 9/80 schedule be continued for an additional year, as shown on the attached calendar (Attachment A) . By implementing the 9/80, the city has been able to extend City Hall office hours, improve air quality, reduce overtime costs, reduce custodial and utility costs, and promote positive morale among City employees . City Service Availability City residents have continued to take advantage of the extended hours offered at City Hall since the 9/80 schedule was implemented. City Hall now closes at 5 : 30 p.m. , rather than 4 : 30 p.m. . Since the alternate schedule has been in place for some time, statistics regarding citizen contact during the extended hours were not tracked during the past 18 months . However, during the first five months of 1995, an average of 4, 244 residents per month accessed City services during the extended hours of operation. Other cities in the area have also adopted alternate work schedules, including the 9/80, 4/10, and a rotating 9/80 . These cities include : Colton Chino Fontana Grand Terrace Hesperia Loma Linda Montclair Ontario Rancho Cucamonga Redlands Riverside Pomona The public can now access City Hall on closed weekdays and holidays through the voice mail system. With this system, the caller is told that City Hall is closed, and is informed of the regular office hours . Many residents leave voice mail messages and those calls are returned on the next business day. The City' s Water Department receives payments on closed Fridays via the night drop box located on the first floor of City Hall . Payments are also taken at the department' s authorized payment center and various check cashing businesses . The attached memo details the use of these payment alternatives (Attachment B) . Air Quality and A MD Requirements As an employer of more than 250 employees at a work site, the City is required to comply with AQMD Rule 2202 . This rule requires employers to help improve air quality through an Employee Commute Reduction Program (ECRP) or an equivalent emissions-reducing program. Every three years, the City files its ECRP and establishes its plan to meet the requirements of the rule . The City currently receives credit for eliminating 275 work trips each week as a result of the 9/80 schedule. If the schedule were eliminated, the City would be required to develop other means of eliminating the equivalent number of work trips . The alternatives, such as telecommuting, additional employee vanpools, or increased financial incentives, would require additional expenditure of funds . Recent newspaper articles have pointed out the effects of poor air quality on the health of San Bernardino County residents . Alternate work schedules are a proven strategy for reducing mobile source pollution. By maintaining the 9/80 schedule, the City has demonstrated its commitment to improving air quality in this area. Building Operational Savings The savings resulting from decreased utility and janitorial costs were measured after the first year of the 9/80 schedule . In that analysis, staff reported a $37, 000 savings in 1994 electrical costs over the 1993 costs . Since that time, the completion of various energy-saving projects has resulted in further reductions in overall utility costs . This has made it difficult to determine the amount of savings the city is continuing to realize by operating on the 9/80 schedule . However, Facilities Management has estimated that the schedule saves approximately $1, 000 per month in electrical utility costs . The City has also continued to experience a reduction in custodial costs, since custodial services are not needed for two Fridays each month. This savings totals approximately $4 , 800 per year. Overtime Use In previous reports, overtime usage showed a reduction for non- safety City departments . (Police and Fire are not included, since the 9/80 schedule would not affect their overtime usage . ) As the following chart indicates, the use of overtime has continued to decline since the implementation of the 9/80 schedule : Overtime January - April, 1994 $ 294 , 800 January - April, 1996 185, 700 January - April, 1997 197, 830 Non-safety overtime has also been reduced through closer departmental controls and other actions . However, the extended hours of operation under the 9/80 has also helped to reduce overtime use . Impact on Downtown Businesses The impact of the 9/80 work schedule on downtown businesses is best determined by examining data gathered when the schedule was first implemented. Staff compared sales tax information for the Carousel Mall with the City' s total sales tax revenues for 1993 (before the 9/80) and 1994 (9/80 in place) . The total sales tax revenue figures were used to establish a baseline to evaluate economic activity in the entire City as compared to downtown sales activity. The comparison showed that both malls experienced a growth in sales during that time. Factors other than the 9/80 schedule have clearly impacted the difference in the rate of growth between the two malls . However, both malls increased sales during a period when City-wide business activity remained flat . That indicates that downtown businesses continued to experience increased sales activity despite the 9/80 schedule. Other City Work Schedules While City Hall is on the 9/80 work schedule and closed alternate Fridays, many city operations are not on this schedule in order to better meet the needs of our customers . A summary showing many of those work schedules is attached (Attachment C) . Employee Issues Clearly, the 9/80 work schedule has a variety of benefits for City employees that in turn result in improved productivity and decreased absenteeism for the City. Employees are able to take care of personal business on the closed Fridays, thereby reducing the need to use sick leave. Studies have also shown that shifting hours to more flexible schedules increases worker productivity and employee morale . The 9/80 schedule also serves as a recruiting tool . Recommendations It is recommended that the Mayor and Council continue the 9/80 work schedule in City Hall through December, 1998 . ATTACHMENT "A" Revised:8/97 1998 COUNCIL MEETING AND AGENDA DEADLINE SCHEDULE JANUARY FEBRUARY S M T W T F S S M T W T F S 1 2 3 1 2 3' 4 2n6 5«` 7 Holiday Holiday Council Election Agenda ;:. Ic fed... Meeting Day Deadline ..................... 4 5 6 1/12 7 Agenda 8 g 10 8 9 10 2/16 11 Agenda 12 13 14 Briefing Briefing Supple. IaSEd Supple. Open Agenda 1126 city Atty Agenda 312 city Atty ..................... Deadline Deadline Deadline Deadline .................... 1/26 Reg. 11 12 13 14 15 16 17 15 16 17 18 3/2 19 ' [[[{ { [# 21 Agenda :.::..:::::::::::.::: Council Deadline Council Reg. 1" X. Open z/z City Atty Agenda Meetin g Meeting Deadline 1a5ed::» Deadline ..::::::......:. Agenda Agenda 18 19 20 ,n6 21 Brief 22 3 24 22 23 24 3/2 25 Briefing 26 27 28 Holiday upple. 22 Reg. �iioed Supple. Open y Agenda Agenda A i Agenda ns city Atty Deadline Deadline Deadline Deadline 25 26 27 zn 28 Agenda 29 30 31 Council Supple. Briefing Agenda 2/16 City Atty Open Meeting Deadline Deadline MARCH APRIL S M T W T F S S M T W T F S !].. 1 2 3 4 3/16 5 ': 6i 7 a/s 1 Agenda 2,...............�7 4 Briefing Council Reg Supple. ...... .... Agenda City Meeting Deadline Deadline Deadline :::::::::..:......... 8 9 10 3/16 11 Agenda 12 13 14 5 6 7 8 Ono 9 10 11 Briefing Supple. Open Council Reg. Open Agenda 4/6 City Atty p Agenda p Deadline Deadline Meeting Deadline 15 16 17 18 19 ; :>:>'::> 21 12 13 14 a/zo 15 Briefing 16: ::: ;:;.:;i17 18 ...:::;:;:; Supple. CouncilIs :? Agenda s/acityAttyvlbsed :: Meeting Deadline Deadline ......:::.......... 22 23 24 25 4/6 26 27 28 19 20 21 22 5/4 23 24 25 Reg. O en Council Reg. Open Agenda p Meeting Agenda Deadline Deadline 29 30 31 26 27 28 5/4 29 Agenda 30 Briefing Supple. Agenda 5/18 City Atty Deadline Deadline MAY JUNE S M T W T F S S M T W T F S ><i< > . 2 1 2 3 s/,s 4 51 6 ;:;::>:>:;;.::.:::; Council Reg. ` "' " Open Agenda Meeting A g .. Deadline ::::::::::::.. 3 -- 8 9 7 8 9 sns 10 Briefing 11 : iii;:::,.:: :2 13 3 4 5 6 5/18 7 Council Reg Y1 Supple. Agenda Open Agenda 716 City Atty ."!: "' Meeting Deadline Deadline Deadline 10 11 12 sns 13 Briefing 14 <' < 1 16 14 15 16 17 18 19 20 Supple. GloseQ Council Open Agenda sn city Any Deadline Deadline Meeting 171 18 19 20 s/, 21 22 23 21 22 23 24 7/6 25 i€€€€::;:fir: 27 Council Reg. Reg. .....::..:.. Agenda Open Agenda '` ' `'`'`' Meetin g g Deadline Deadline .................... 131 , 25 26 6n 27 Agenda 28 ' „„„< < 30 28 29 30 Briefing Supple. :::::.:::;•::...Holiday Agenda snscdyAny i .....Deadline Deadline All City Attorney&regular agenda deadlines are at noon on days designated. Offices open 7:30 a.m.-5:30 p.m.Monday-Thursday. Supplemental agenda deadline is 4 p.m.on days designated. Offices open 7:30 a.m.-4:30 p.m. Fridays when City Hall is open. Agenda briefings are at 2 p.m.on Thursdays prior to council meetings. Prepared by:City Clerk's Office Revised:8/97 1998 COUNCIL MEETING AND AGENDA DEADLINE SCHEDULE JULY AUGUST S M T W T F S S M T W T F S 7/6 1 Agenda 2 3! 4 1 Supple. Briefing Holiday Agenda 7/20 City Ally li Deadline Deadline _. 5 6 7 8 7/20 9 10 11 2 3 4 5 8/17 6 7! 8 Council Reg Council Council Res �....... ::> Agenda Agenda Meeting Meetin Deadline ................... 9 Deadline 12 13 14 7/2o 15 Agenda a 16 17 18 9 10 11 8/17 12 Agenda 13 14 15 Supple. Open Supple. Open Agenda 8/3 City Ally Agenda 9/9 city qtly p Deadline Deadline Deadline Deadline 19 20 21 22 8/3 23 :;::;::;:.;;..; 25 16 17 18 19 9/a 20 :::.::::::::.:::::.2::1:: 22 Council Reg' se Council Res I. ed.. Agenda . Meeting Deadline Meeting Deadline ........... 26 27 28 8/3 29 Agenda 30 31 23 24 25 s/3 26 Agenda 27 28 29 Supple. BriefingSu le. Briefing Agenda all 7 City Ally Open Agenda 9/21 City Ally Open Deadline Deadline 30 31 Deadline Deadline SEPTEMBER OCTOBER S M T W T F S S M T W T F S 1 21 3 4: 5 Agenda 1 2; 3 : Briefing 10/19 city Ally Deadline 6 7 8 9 9/21 10 11 12 4 5 6 7 lo/19 8 9 10 Holiday Council Reg. Open Council Reg. Open Agenda Agenda Meeting Deadline Meeting Deadline 13 14 15 9/21 16 Agenda 17 19 11 12 13 ,ons 14 Agenda 15 » <; 17 Briefing .....::::: Briefing ;>. Supple. Supple. `t{ �{ Agenda 10/5 city gtty Agenda 11 t2 City Atty ;:;�'r...... f"' Deadline Deadline Deadline Deadline .................... 20 21 22 23 ,o/5 24 25I 26 18 19 20 21 11/2 22 23 24 Council Reg. Open Council Reg. Open Meeting Agenda Meeting Agenda g een Deadline g Deadline 27 28 29 lo/5 30 25 26 27 11/2 28 Agenda 29 €<><€30 31 Supple. Supple. Briefing .............-; GIasGCI Agenda Agenda 11116 city Deadline Deadline Atty Deadline NOVEMBER DECEMBER S M T W T F S S M T W T F S 1 2 3 4 11/16 5 61 7 1 1217 2 Agenda 3 4 5 Council Reg' Open I en Supple. Briefing O Meetin Agenda Agenda 12121 city p 9 Deadline Deadline Ally Deadline 8 9 ��ns 10 11 Agenda 12€ t3 14 -- 6 7 8 9 11/21 10 '>' 11> 12 Briefing .. . Supple. Holiday Council ;t".r. ed.:::' Reg. �CS'@d Agenda 1217 City Atty Agenda Deadline Deadline Meeting Deadline 15 16 17 18 19 20 21 13 14 15 11/2, 16 Agenda 17 18 19 Council Open i Supple. Briefing Open Meeting Agenda 1/11City Atty p g Deadline Deadline 22 23 24 ,2n 25 26 27 28 20 21 22 v„ 23 Z4 25: 26 Reg. Holiday Holiday Council Reg.Holiday Holiday Agenda Agenda Closed Meeting Christmas Closure Deadline Deadline __. 29 30 27 28 2 0..........<.,3 . ..... ««Christmas Closurelaada All City Attorney&regular agenda deadlines are at noon on days designated. Offices open 7:30 a.m.-5:30 p.m.Monday-Thursday. Supplemental agenda deadline is 4 p.m.on days designated. Offices open 7:30 a.m.-4:30 p.m.Fridays when City Hall is open. Agenda briefings are at 2 p.m.on Thursdays prior to council meetings. Prepared by:City Clerk's Office ATTACHMENT B CITY OF SAN BERNARDINO MUNICIPAL WATER DEPARTMENT INTEROFFICE MEMORANDUM TO: Lori Sassoon, Senior Administrative Analyst FROM: Margo Hoverland, Director of Administrative Services SUBJECT: AUTHORIZED PAYMENT CENTERS DATE: November 5, 1997 CC: Bernard C. Kersey, General Manager Currently the Water Department has only one authorized payment center, Green Shack located at 163 W. Highland Avenue . They take approximately 350 payments per month. The department also receives approximately 3 , 000 payments per month from various check cashing companies, which the customer pays them a nominal fee to take a payment . After this past 9/80 weekend, there were 340 payments in the night drop box Monday morning. This was a high volume due to it also being the first of the month. On the Monday following a 9/80 weekend, there are approximately 300 payments . On the Monday following a two-day weekend, the average is 160 payments . Tuesday through Friday usage of the night drop box averages 60 payments per day with Wednesday being the slowest day. Customers have adapted to the Friday closure; we receive no adverse reaction from them. In fact, many customer have voiced a positive reaction to the later hours during the week. We usually have customers until the 5 : 30 closure hour. Please let me know if I can be of further assistance . Ma)v�� Marjorie A. Hoverland Director of Administrative Services MAH:als \ . . . . . . . . . . . _ . . . . . . . . . . . . $ � g ( § / / 2 2 / ■ / k / 2 : t 2 / C k 2 / � m 2 § & %% 2 r ■ m > 2 \ cc a & @2 � / 2 t . $ ® § ( 2 k \ / / ¥ § � 2k � � g22 �� kko 'aco � -"E Q : U) m ■ , @ _ w t « . w ■ Q _ - o@ 0 0 o E / o@ @@@ o 0 f f k c E c m E c - c c c = a a . . . S > _ � 2 0 _ � �- - - ° ° � � - ®- @ d @ @ a a @ o o L m @ $ a ■ @ / 2MI--r-- 2 � � � 7C%j Lo_ � O � � : E U ) cn : § E : ( - § kk ) c Q / / § \ \ c c § c / / o S _ @@ o oL o CL k k E c - a @ e@ E £ - B a e c ■ a @ ■ c c .0- @ e Q Uf # \222222 � � a � � $ o / % 3 3 § § $ » & $ J % 2 3 0 t � E E ■ E 2 f \ m § m 5 & U) UI77 7 � 12 12 mR � / c § C S ¢ c • ■ $ 0 E \ 0 Q o J § k E � § 0 �. I =, \ 19 E 3 T �. J 3L LL L. a W a a CITY OF SAN BERNARDINO INTEROFFICE MEMORANDUM CITY CLERK'S OFFICE RECORDS & INFORMATION MANAGEMENT (RIM) PROGRAM DATE: October 13, 1998 TO: All Clients FROM: City Clerk's Office RE: SCANNING DOCUMENT PROBLEM NOTICE -------------------------------------------------------------------------------------------------------------------------------------- MAYOR AND COMMON COUNCIL MEETING DATE: November 17, 1997 ITEM #: #28 DESCRIPTION: Authorize continuation of 9/80 Work Schedule for City Hall. ACTION: That the Mayor and Common Council approve the 9/80 work schedule through December, 1998. NOTICE OF: Missing Document: Exhibit/Attachment. Public Works/Engineering Bound Contract - BOUND DOCUMENT HAS NOT BEEN SCANNED YET - AVAILABLE IN HARD COPY. Staff Report. Bad Quality Original. X - Document. Map. Hand Written Original. Ordinance - Legal Advertisement Proof of Publication Bad Quality. Missing Signature - FOR ASSISTANCE: Should you have any questions on this matter, please do not hesitate to contact either the records management staff or the Administrative Operations Supervisor at (909) 384-5002. Rachel Clark City Clerk RC:mam