HomeMy Public PortalAboutStaff Report-COVID-19-May 26 2020AGENDA
ITEM 5.A.
ADMINISTRATIVE SERVICES DEPARTMENT
MEMORANDUM
DATE: May 26, 2020
TO: The Honorable City Council
FROM: Bryan Cook, City Manager
Via: Susan Paragas, Administrative Services Director
SUBJECT: OVERVIEW OF TEMPORARY EMERGENCY ACTION RELATED TO
CONTINUITY OF CITY SERVICES AND PERSONNEL AND REQUEST
FOR DIRECTION
RECOMMENDATION:
The City Council is recommended to provide direction as to how the City Manager, as
the Director of Emergency Services, is to proceed regarding certain personnel status for
City staff and the budgetary considerations associated with such status in the time
period after his emergency authority expires on May 31, 2020.
BACKGROUND:
1. On January 21, 2020, the first case of the Novel Coronavirus 2019 (COVID-19) was
reported.
2. On March 4, 2020, the Health Officer of Los Angeles County declared a local health
emergency regarding COVID-19 and the Los Angeles County Board of Supervisors
concurrently proclaimed the existence of a local emergency for the County of Los
Angeles.
3. On March 4, 2020, Governor Newsom of the State of California declared a State of
Emergency in response to the COVID-19.
4. On March 13, 2020, the City Council adopted Resolution No. 20-5457, declaring a
local state of emergency which gave authority to the City Manager in his role as
Director of Emergency Services to implement measures in line with state and county
health officials’ recommendations to slow the spread of COVID-19 while not
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impacting critical services.
5. On March 18, 2020, in an abundance of caution for the health and safety of City staff
and patrons, the City indefinitely closed City buildings to the public and modified
services. On the same day, the United States Senate passed the Families First
Coronavirus Response Act (the Act) with President Trump signing the bill into law
shortly thereafter.
6. On March 19, 2020, to mitigate the spread of COVID-19, state and county officials
ordered residents to stay home or at their place of residence. On the same day, with
the authorization granted by the declaration of local emergency, the City Manager
ordered some staff to work from home, though essential office workers are to come
to the office if needed and if sufficient distancing is maintainable, and essential field
staff are to practice all safety and social distancing related to such work in the field.
7. On March 31, 2020, City Council directed the City Manager to continue the
implementation of paid administrative leave for employees not working or working
from home from April 3, 2020 to May 1, 2020.
8. On April 10, 2020, the County of Los Angeles extended its order requiring residents
to stay home or at their place of residence through the date of May 15, 2020.
9. On April 21, 2020, City Council directed the City Manager to continue the
implementation of paid administrative leave for employees not working or working
from home from May 2, 2020 to May 15, 2020.
10. On May 5, 2020, City Council directed the City Manager to continue the
implementation of paid administrative leave for employees not working or working
from home from May 16, 2020 to May 31, 2020.
ANALYSIS:
Before the expiration date of May 31, 2020, the City Manager is seeking direction from
the Council regarding those members of staff who fall into the category of receiving paid
administrative leave. Paid administrative leave is a tool that permits the City to
temporarily compensate an employee who is ready and able to work but whom the City
has directed to remain away from the workplace in the City’s interest.
At this time, the County of Los Angeles Department of Public Health (CLADPH) orders
allow for retailers and manufacturers, select recreational facilities, and beaches to
reopen and require specific higher-risk businesses to remain closed. Retailers remain
closed to public entry and beaches are open for active recreation only. While many
outdoor spaces are open, public and private gatherings of any number of people outside
of a single household unit are still not permitted. Everyone must continue to follow
distancing and infection control protocols, stay at least six feet apart, wear a clean cloth
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face covering that securely covers both your nose and mouth when in contact with other
people not in their household and stay at home as much as possible.
Los Angeles County is currently in stage two (2) of the five-stage Roadmap to Recovery
and until the final stage five (5) is reached, Health Officer Orders and directives will
continue to ensure that spread of COVID-19 is slowed down to prevent an
overwhelming surge of COVID-19 cases. Stage 2 includes that offices continue
teleworking for as many employees as possible. Stage 3 and Stage 4 continue
teleworking, but offices can open at 50% and 75% occupancy, respectively. The
roadmap allows for offices to open 100% at Stage 5.
Therefore, until CLADPH allows offices to resume operations, many City employees
continue to work away from City Hall and other City facilities, or have significantly
limited their hours of work at City Hall and other City facilities since March 18, 2020
which include temporary closure of City buildings to the public and cancellation of
recreation programs. City employees have been receiving paid administrative leave for
non-worked hours and is set to expire on May 31, 2020.
Below are the estimated costs for continued paid administrative leave after May 31,
2020:
Period: Assumptions Est. Cost:
June 1 to June 19, 2020
(2.5-week pay period)
All employees.
$ 49,365
June 20 to June 30, 2020 All employees excluding Senior
Recreation Leaders and Recreation
Leader (to be paid for time worked only
after June 19th)
$ 5,210
Please note that the costs through June 30, 2020 are budgeted in the current fiscal year
2019-2020 in the form of regular employee compensation. Hence, no additional
appropriation is required at this time. However, because of the cancellation of major
recreation programs and adjustments to on-line programming, the City will not continue
to provide compensation for unworked hours after June 19, 2020 to Senior Recreation
Leaders and Recreation Leaders. Therefore, they will be paid for time worked only.
The City is not eliminating any of these positions or conducting any layoffs. They will
remain as employees of the City but will have less hours than their normal schedules
until the City returns to its regular programming.
Please note that the City continues to be legally obligated to provide at least a partially-
compensated leave under the new Families First Coronavirus Response Act (FFCRA)
to eligible employees for qualifying reasons. The Act went into effect on April 1, 2020,
and, where applicable, will require the City to provide leave upon an employee’s
request. The availability of emergency paid sick leave and extended FMLA leave to all
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employees, regardless of emergency administrative leave program, would continue.
CONCLUSION
The City will continue to monitor the impacts of COVID-19 and implementing
recommendations of State and County health officials. Staff continues to respond
quickly with the safety and well-being of the community and City employees as its
priority while closely monitoring the effect to the City’s long-term financial health.
To address the impact of City employees not working or working from home, the
Council is asked to consider directing the City Manager to implement the following:
Paid administrative leave for the period June 1, 2020 to June 30,
2020 for all employees except for Senior Recreation Leaders and
Recreation Leaders who will be paid for time worked only effective
June 20, 2020 due to changes in recreational programs.; or
An alternative approach such as:
a. Use of Accrued Leave; or
b. Reduction in Hours; or
c. Furloughs
Regardless of the direction, the City will be bound by FFCRA and the financial
implications thereof.
CITY STRATEGIC GOALS:
Actions contained in this report align with the City’s strategic goal of good governance.
FISCAL IMPACT:
There are no additional appropriations recommended at this time.