7THE CITY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
Steven Alexander, City Manager
Agenda Item NO.:1-May 3,2016
A Resolution supporting the implementation of an alternative work
schedule for staff as determined by the City Manager.
This City continually analyzes how we can better serve the public;
including, the residents, business and visitors to the City. During the
year, we have studied the potential of an alternative work schedule that
would enhance the delivery of services to the public. The proposed
schedule would be 4 -day, 10 hour work schedule in which the affected
employees work four (4) 10-hour days each week per pay period. Each
Friday, all administrative offices in the City Hall complex and Public
Works Department will be closed. Working hours for the City Hall
administrative offices and Public Works offices would be 7:00 AM to 7:00
PM, Monday through Thursday.
The proposed work schedule will provide members of the public an
increase of fifteen (15) hours a week to handle business in the City. As
an example, the Finance Departments payment windows are currently
open from 8 AM to 4 PM. On a daily basis, Finance receives complaints
from City residents and businesses that the current hours make it difficult
and are inconvenient to satisfy their financial obligations before 4 PM
each day. Additionally, Public Works offices will also be in a position of
providing valuable assistance past their usual 4 PM closing time.
We are estimating a conservative savings of approximately $6,368
annually through reductions in energy consumption, water usage, uniform
costs and janitorial services. We anticipate additional savings in fuel
consumption and other building related operating expenses which are not
measurable at this time. Not to mention the conservation of resources,
reduction of volume on the highways and the greater flexibility added to
City employees lives.
Furthermore, studies show alternative work schedules facilitate growth in
employee morale which is an important priority in addition to
productivity enhancements and cost cutting. By shifting to a four, 10-
hour day work week, many employers could reduce the cost of overhead
THE CITY OF PLEASANT LIVING
Amount:
Account:
ATTACHMENTS:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
and still get the same production. Employees could save on
transportation costs and have another day to enjoy their lives.
Additionally, we anticipate a reduction in Personal Time Off utilization
since a 4-10 work schedule would allow employees the option of
scheduling appointments on Fridays. With a traditional work schedule,
these appointments would normally require time off during working
hours. It is important to note that a change in the work week from five
days a week to four days a week will not change or have any effect on the
job classifications or the pay plan for the employees of the City.
The is a proposal to implement this 4-10 work schedule effective June I,
2016 on a six (6) month pilot program. Over the next 45 days, prior to
implementation, all Departments will address scheduling requirements to
ensure a smooth transition. Upon adoption, a memorandum will be
prepared to notify employees so they may plan accordingly. Additionally,
a document will be prepared for the public to notify them of the
enhanced business hours, in addition to a notice on the City's website.
Savings of approximately $6,368
N/A
Resolution for approval
Florida League of Cities Four-Day Work Week Article
1 RESOLUTION NO.: _________ _
2
3 A Resolution supporting the implementation of an alternative work schedule for staff as
4 determined by the City Manager.
5
6 WHEREAS, City staff studied the potential for an alternative operating schedule at City Hall to
7 better serve the public; and
8
9 WHEREAS, beginning June 1, 2016 and for a six (6) month pilot program, the City proposes an
10 alternative work schedule for the administrative offices at City Hall; and
11
12 . WHEREAS, under the I)ew schedule, City Hall will be open for business on Monday through
13 Thursday, from 7 AM to 7 PM each week; and
14
15 WHEREAS, the public, businesses and visitors to the City will benefit from the alternative
16 schedule with increased business hours at City Hall; and
17
18 WHEREAS, City employees will work an alternative schedule of four days per week, 10 hours per
19 day and will not change or have any effect on the job classifications or the pay plan for the employees of
20 the City and;
21
22 WHEREAS, the City estimates a minimum savings of $6,368 annually through reductions in
23 energy consumption, water usage, uniform costs and janitorial services.
24
25 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE CITY OF
26 SOUTH MIAMI, FLORIDA THAT:
27
28 Section 1. The Mayor and Commission Support the City Manager's implementation of an
29 alternative work schedule for staff as determined by the City Manager with City Hall open for business
30 Monday through Thursday, from 7 AM to 7 PM each week, with the alternative work scheduled for staff
31 of four days per week, 10 hours per day and will not change or have any effect on the job classifications
32 or the pay plan for the employees of the City.
33
34 Section 2. Severability. If any section clause, sentence, or phrase of this resolution is for any
35 reason held invalid or unconstitutional by a court of competent jurisdiction, the holding shall not affect
36 the validity of the remaining portions of this resolution.
37 Section 3. Effective Date. This resolution shall become effective immediately upon adoption by
38 vote ofthe City Commission.
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PASSED AND ENACTED this __ day of ____ -', 2016.
ATTEST: APPROVED:
CITY CLERK MAYOR
READ AND APPROVED AS TO FORM: COMMISSION VOTE:
LANGUAGE, LEGALITY AND Mayor Stoddard:
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EXECUTION THEREOF
CITY ATIORNEY
Vice Mayor Welsh:
Commissioner Edmond:
Commissioner Liebman:
Commissioner Harris:
The Four-Day
Work Week:
Would It Work for Your City?
Record-breaking fuel and food prices. Environmental
concerns. Tightened budgets. Economic woes.
As the country realizes that things are not the same
as they were before, and may never be again, ideas that once
didn't seem feasible now are making a comeback.
One of those ideas is a four-day work week -a potential
solution that could save money, energy and resources. Al-
ready adopted by some agencies of the State of Florida, a
four-day work week is being considered or practiced across
the country.
For example, the State of Utah recently became the first to
institute a mandatory four-day work week for its employees.
It is estimated that Utah can save $3 million per year by
shutting down 1,000 buildings every Friday.
Local governments in Florida also have implemented or
are experimenting with the four-day work week. The City
of Coconut Creek adopted a four-day, lO-hour work week
in October 2005 as a way to provide better customer service
to residents.
Coconut Creek City Manager David Rivera said that
being open two extra hours allows residents to take care
of business before or after work, which most likely wasn't
possible with shorter hours five days a week.
28 Florida League of Cities
by Mandy Stark
Employees also have experienced the benefit of the four-
day work week.
"What we found out is that we do have an 86-percent
approval rate on the change, and it became a boon to
employees as well as the city because employees are do-
ing personal errands on Fridays as opposed to during the
week," Rivera said.
"Our employees are only driving to work for four days
instead of five," he said. "They're saving on gas and day
care, and some of our employees are taking that extra day
to go back to school."
Rivera said that it is important to see what works for a
community when altering working hours.
"Right now we're happy with the situation," he said.
"We're just trying to do the right thing for our commu-
nity."
The City of Margate is scheduled to convert to a four-day,
lO-hour work schedule on September 29. City Hall and all
departmental administrative office hours will be from 8:00
a.m. to 6:00 p.m., Monday through Thursday. The police,
fire/rescue, water and wastewater treatment departments
still will operate 24 hours a day, seven days a week.
City leaders feel that the new schedule will be beneficial
to the residents and city employees.
"With the economic times in such sad shape, giving our
employees one day without having to use gas to get back and
forth to work is a plus," Margate Mayor Pam Donovan said.
"It allows for not having to take time off work for doctor
appointments and such because they can do that on Friday
and have an enjoyable weekend, so they are refreshed when
they come back to work to serve the community. "
Frank Porcella, Margate's city manager, said that the
change will allow the city to save on fuel, utilities and uni-
form costs,> and hopefully will boost employee morale.
Brenda INine assists Russ Wilson, "a Coconut Creek resident, as he pays
his water bill at 5:30 p.m. "It is extremely convenient for me to pay my
bills during this time because it is on my way home," stated Wilson.
TOP PHOTOOI5TOCKPHOTO.COMIANDREW MANLEY
"Since raises don't seem to be in the future, hopefully
having an extra day of the week will be a plus for our em-
ployees," he said. "If we see that this schedule isn't working
out, we're flexible and could always go back to the way it
was."
Small-business columnist Jerry Osteryoung, director of
outreach for Florida State University IS Jim Moran Institute
for Global Entrepreneurship, likes the idea of a four-day
work week because of the positive benefits all the way
around.
"The workers I've talked to who are on the four-day
work week love it," he said. ~'It's the way we need to go -
it's taday's world .
. tIt's easier for a city or local government to change to
that schedule than businesses ... there's not a competition
for city services," Osteryoung said. "You can't go anyplace
else. Mayors should think of it that way -they have an
advantage.
"Cities can be ahead of the curve by demonstrating that
this is the way we need to move," he said.
One suggestion Osteryoung proposed is being proactive
when facing challenges such as parents being stuck with
finding early and late child care.
"Maybe the city could call child-care facilities to ask them
to consider opening early and/or offering late pick-up,"
he said. "There are ways to smooth this transition and to
overcome obstacles."
The City of Bradenton considers the four-day work week
a way to save energy and even benefit residents because
on Fridays, city employees will not be on the roads during
peak traffic times.
Bradenton Public Information Officer Tim McCann said
that in the midst of a hiring freeze and tightened budgets,
the four-day work week is a perk for all.
"Most employees were very much in favor, and I know
the people here in City Hall are pleased," he said. "I've
heard no complaints from the public."
The North Miami City Council also has approved a
four-day, lO-hour work week. The city's administrative
offices will be open from 7:00 a.m. to 6:00 p.m., Monday
through Thursday, and will be closed on Fridays. In addition
to anticipated cost savings, the new schedule is part of the
city's "Green North Miami" initiatives, which aim to reduce
North Miami's carbon emissions and the level of energy
consumption incrementally over the next decade.
North Miami Mayor Kevin A. Burns is looking forward
to positive results from the new hours.
"We are working to make North Miami's government
services more accessible and mOre efficient, with less of an
impact on our environment," he said. "We anticipate saving
money in operational costs, but this is also part of our long-
term plan to reduce fuel consumption and carbon emissions
and increase energy-efficiency in our city operations."
Mandy Stark is an advertising and publications specialist
for the Florida League of Cities.
Quality Cities -September/October 2008 29