Cotati City Council
Agenda Staff Report
Item type: CONSENT CALENDAR (ACTION)
To: City Council
Subject: Annual Cancellation of City Council meetings and Holiday Closure of City Hall Date: May 09, 2023
Written by: Damien O'Bid, City Manager
Recommendation
It is recommended that the City Council adopt a motion to cancel the regular City Council meetings of July 11 and December 26, 2023.
Background
Historically, due to the high volume of budget meetings in April, May and June and busy summer schedules, the City Council has canceled one meeting in July or August, after the beginning of the new fiscal year. Additionally, the last scheduled meeting of the year is close to Christmas, when many people are on vacation and out of town, so this meeting has also traditionally been canceled.
In past years, the City Council has adopted a holiday closure for City Hall during the Christmas/New Year holiday season. The last weeks of December are the slowest time of the year for City Hall. City commission and board meetings, if previously scheduled, are typically cancelled at this time. Generally, there are no pressing City Council matters needing to be addressed at the second meeting in December and staff is not aware of any public or vendor complaints about previous years’ City Hall closures. The schedule would be posted on the City’s website and signs placed on the City Hall entrance doors.
Analysis/Discussion
The City Council generally meets on the 2nd and 4th Tuesday of each month. Although not required by state open meeting laws, it has been the usual practice for the Council to take action when its meeting schedule is modified in order to provide ample notice to the public of the changed or canceled meeting date.
In accordance City Council Rules of Conduct, section I.A.3, “Any meeting of the Council may be canceled in advance by a majority vote of the Council.” The proposed City Hall schedule for the 2023 holiday schedule is similar to previous years and consists of the closure of the City Hall facility from the period of Monday, December 18, 2022, through Monday January 2, 2023. Regular City Hall hours of Monday - Thursday 7:30 a.m. to 12:00 noon and 1:00 p.m. to 5:30 p.m. would resume on Tuesday January 2, 2024.
The holiday closure would be comprised of a total of eight regular workdays and three paid holidays. Employees who are able or chose to take this time off during this period would utilize individual accrued vacation or other leave time. The proposed schedule would not affect the Public Works Department, nor would it affect the Police Department, which will remain open, and employees will continue to work regular schedules on those days.
Financial Considerations
If staff take paid leave during the proposed closure, it will result in reductions in accrued compensatory absence liability for City Hall employees.
Environmental Issues
The action of cancelling City Council meeting dates and holiday closure of City Hall does not constitute a project as defined by California Environmental Quality Act Guidelines Section 15378; therefore, no further environmental review is required.