City of Gonzales
CITY MANAGER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: October 7, 2024
FROM: Carmen Gil, City Manager
THROUGH: Carmen Gil, City Manager
SUBJECT: Closure of City Offices for Winter Holidays
RECOMMENDATION
Staff recommends the City Council authorize the City Manager to close City offices from December 24, 2024, through January 1, 2025.
BACKGROUND
The Christmas holiday falls on Wednesday this year. The approved holiday schedule lists Christmas Eve, Christmas Day, and New Year’s Day. December 26, 27, 30, and 31 would be normal workdays.
Scheduling staff holiday vacation days can be a challenge given the small staff at City Hall.
The last few years, City Hall has been closed the week between Christmas and New Year’s Day without much inconvenience to the public. Utility due dates were changed, and the public was notified.
Employees have taken vacation time off during previous closures. Emergency services and shift employees remained on the job during office closures.
When staff requests City Hall closure, the Police Department office is also closed.
REVIEW AND ANALYSIS
Staff scheduling would be greatly improved if everyone is able to take holiday vacation at the same time.
Some employees will use compensation time earned for overtime, while others will use vacation time for the four days requested this year. Sick time will not be allowed.
AGENDA
ITEM
5 Some staff will take the opportunity to clean and clear files preparing for 2025. Staff will check the main office phone messages daily and respond to inquiries on December 26, 27, 30 and 31.
Public Works standby personnel will handle utility connects and disconnects during this time.
The utility due date would normally be December 24th. Staff moved the due date to Friday, December 20, 2024. This change in normal operations would be communicated on the previous month’s utility bills, and other means of outreach available like the Kiosk program and website.
If the City Council approves this holiday closure, staff will receive notice as soon as possible.
Staff absences on Thursday, January 2, 2025, after a week off, would require a doctor’s excuse.
All City offices would be closed if this is approved. This closure would not affect Police, Fire or Public Works emergency response. This also does not affect holiday recreation programs.
Explain Recommendation and How it Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small-town charm.
Explain: This approach to the holiday vacation time is centered on a family-friendly work environment. It also supports a reduction of liability of time on the books by encouraging staff to take their vacation time. Staff is still committed to providing quality service.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment, and resources necessary to provide excellent services that enhance the quality of life of our diverse community.
Explain: This request will not increase cost. This use of resources is a coordinated effort to continue providing excellent services while improving employee vacation scheduling.
City services will be delivered in a cost-effective, respectful, and friendly manner to insure the safety and well-being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner.
Explain: This program is cost-effective use of employee hours. Vacation time accumulates and there is limited time to coordinate coverage while others maintain core functions. It also helps us reduce liability by encouraging employees to take their accrued time.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing Yes No X N/A
• Recreation Yes No X N/A
• Environment Yes No X N/A
• Education Yes No X N/A
Explain: There is no cost to this program and vital services continue.
ALTERNATIVES
Alternative 1. The City Council could determine this closure is too disruptive to the public and deny the request. Staff will coordinate holiday vacation requests should this alternative be chosen.
Alternative 2. The City Council could modify the request and maintain some staff at City Hall to keep the doors open. Staff will coordinate efforts should this alternative be chosen.
BUDGET IMPACT
There should be no budget impact for this closure.
CONCLUSION
Staff recommends the City Council authorize the City Manager to close City offices from December 24, 2024, through January 1, 2025.