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Item 4KITEM 4K CITY OF SOUTH LAIN MEMORANDUM January 15, 2020 TO: Shana K. Yelverton, City Manager FROM: Stacey Black, Director of Human Resources SUBJECT: Approve the closure of City offices on Monday, July 6, 2020 in observance of the 2020 Independence Day holiday. Action Requested: City Council approval to close City offices on Monday, July 6, 2020 in observance of the 2020 Independence Day holiday. Background Information: City Council has designated ten official holidays during which City offices are closed for business. In accordance with Personnel Policy No. 703 — Holidays, holidays that occur on a Saturday are observed on the Friday before the holiday. Independence Day is a designated city holiday. In 2020, Independence Day falls on a Saturday, and therefore, would be observed by the City on Friday, July 3, 2020. However, this coincides with the City's annual Stars and Stripes holiday event. Due to the large nature of this event and increased phone calls and foot traffic, staff recommends moving the observed holiday from Friday, July 3, 2020 to Monday, July 6, 2020. Maintaining normal business hours for City offices on July 3, 2020 allows the City to provide a high level of service for customers in person and on the phone on the day of the event and will help ensure the overall success of the event. With City Council approval, the City will be open normal business hours on Friday, July 3, 2020 and City offices will be closed on Monday, July 6, 2020. Champions Club will maintain its normal holiday schedule of modified hours on Friday, July 3, 2020, full closure on Saturday, July 4, 2020, and resume normal operating hours on Sunday, July 5, 2020. Emergency services will not be impacted by the closure. The Office of Marketing and Communication will develop a robust communication plan to ensure the public is fully informed of holiday hours for all facilities. Financial Considerations: There is no financial impact as a result of this request. Shana K. Yelverton, City Manager ITEM 4K January 13, 2020 Page 2 Strategic Link: • Focus Area: Performance Management and Service Delivery • Business Objective: Enhance the sense of community by providing excellent customer service and citizen engagement opportunities. Citizen Input/ Board Review: N/A Legal Review: N/A Alternatives: Changes as may be desired by the City Council. Deny the request and observe Independence Day on Friday, July 3, 2020. Supporting Documents: Personnel Policy No. 703 — Holidays. Staff Recommendation: City Council approval to close City offices on Monday, July 6, 2020 in observance of the 2020 Independence Day holiday. Resolution No. 18-047 703 HOLIDAYS Page 1 703.01 Eligibility. Paid holidays are extended to all regular, full-time employees. Every other employee is extended the official holiday, without pay. There is no waiting period for employees to receive holiday pay. Part-time, temporary or seasonal employees are not eligible for paid holiday leave. Holiday pay is subject to funding in the annual budget. 703.02 Official City Holidays. The following holidays will be observed by the city. New Year's Day (January 1); Martin Luther King, Jr. Day (third Monday in January); Good Friday (Friday before Easter); Memorial Day (last Monday in May); Independence Day (July 4); Labor Day/ September 11 (first Monday in September); Thanksgiving Day (fourth Thursday in November); Day after Thanksgiving (fourth Friday in November); Christmas Eve (December 24); Christmas Day (December 25); and Personal Day. 703.03 Personal Day. Employees are afforded one personal day per calendar year. The personal day may be taken on a work day of the employee's choice, subject to their supervisor's approval. The personal day shall not count as hours worked toward overtime eligibility. The personal day may not be carried over at the end of the calendar year. If it is not used on or before December 31st of each calendar year, it will be lost. 703.04 Holidays on Weekends. When an official holiday falls on a weekend, the following alternative schedule applies: i. A holiday which falls on a Saturday shall be taken on the Friday before the holiday. ii. A holiday which falls on a Sunday shall be taken on the Monday after the holiday. 703.05 Holiday Pay. 703.05.01 Regular full-time employees shall receive holiday pay equivalent to a standard eight (8) hour workday unless the employee is on a reduced work schedule as Resolution No. 18-047 Page 2 provided for in the Reduced Work Schedule policy, in which case, the Reduced Work Schedule policy applies. Eight hours of pay for regular employees is equal to 12 hours of pay for firefighters on the 24-hour shift schedule. Refer to Section 4, Policy 406 — Reduced Work Schedule for more information. 703.05.02 An employee shall not receive pay for a holiday if he or she: Is absent without approved leave either the day before or the day following an official holiday; or ii. Is absent without approved leave on a holiday on which the employee is scheduled to work. 703.05.03 An official holiday occurring while vacation, sick or FMLA leave is being taken will be reflected as a holiday on the payroll and no deduction from the vacation or sick leave balance will be made for the holiday. 703.05.04 In the event an official city holiday conflicts with a city sponsored event, the City Manager may designate an alternate holiday for employees designated as essential personnel on the normally scheduled holiday. 703.05.05 Employees may request an approved absence to celebrate a religious holiday that is not a scheduled city holiday. If approved, the employee must use a personal day, vacation, compensatory time, or an excused absence without pay. 703.05.06 No holiday occurring after the date of separation of employment of an employee will be included in the final paycheck. An unused personal day will not be paid to an employee in the event of a separation of employment. 703.05.07 Employees who designate their last day of employment on an official city holiday shall not receive holiday pay for that holiday. 703.06 Approval and Effective Date. This policy was approved by City Council on November 6, 2018 by Resolution No. 18-047 and is effective January 1, 2019. It supersedes all previous policies.