RPVCCA_SR_2011_06_21_09_Council_Direction_Future_Agenda_ItemsCITY OF
MEMORANDUM
RANCHO PALOS VERDES
TO:
FROM:
DATE:
SUBJECT:
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
CAROLYN LEHR,CITY MANAGER oS2-
JUNE 21,2011
COUNCIL DIRECTION REGARDING REQUEST TO SCHEDULE
FUTURE AGENDA ITEMS ON VARIOUS POLICY MATTERS
RECOMMENDATION
Provide direction to staff as may be needed.
DISCUSSION
Earlier this month,Council Member Brian Campbell asked the City Manager to
place several policy matters on an upcoming Council meeting agenda for Council
discussion and possible action.In accordance with his invitation to first discuss
these matters with the City Manager,she offered Councilman Campbell her brief
responses and explanations as seemed appropriate to the topic.
On June 10,Councilman Campbell indicated that he had reviewed the
background material provided,and asked that the following items be placed on an
upcoming agenda:
-Freeze on new CalPERS eligible employee hiring until a new policy is in
place.
-Review of the "Every Other Friday Off"policy
-Contingency plan for hot weather,or other unforeseen circumstances at
city hall to insure uninterrupted city operations
-Review of the city-paid portion of the 8%Employee contribution to
CaIPERS.Note:Earlier this year,the Council directed the undertaking of a
comprehensive study of employee pension recommendations and alternatives,
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to be brought forward by the Council-appointed Subcommittee on Pension
Revision in consultation with an independent professional consultant.The
employee portion of the CalPERS contribution is within that scope of
consideration by the Subcommittee,as reflected in the progress reports issued
by the Subcommittee.
The City Manager is bringing Councilman Campbell's request forward for Council's
consideration,because it is likely that preparation of a properly researched staff report
for each of the four policy matters would exceed the adopted One Hour Rule guidelines
(See attached Protocol to Request Information From City Staff,One Hour Rule).
After reviewing the City Manager's brief responses on each of the topics as attached to
this report,staff asks that the Council provide direction on whether to study and
agendize any or all of the topics for an upcoming Council meeting.
Attachments:Email exchanges between Council Member Brian Campbell
and City Manager Carolyn Lehr from June 3 to 10,2011.
US Dept.of Labor OSHA Guidelines on Office Temperature
City Council Rules of Procedure,One Hour Rule
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Page 1 of3
Carolyn Lehr
From:Carolyn Lehr [c1ehr@rpv.com]
Sent:Monday,June 13,2011 7:27 PM
To:'Carolyn Lehr'
Subject:FW:Agenda items
Attachments:Oce_202_20110609_163226.pdf
Subject:FW:Agenda items
Hi Brian,
Below are my brief written response to the sUbjects you raised in two emails.ldid leave you a voice message several days ago
suggesting we get together to discuss several areas of concern,possibly during the Leadership Academy last night,but I didn't
hear back on whether that would work for you.After reading my brief responses below,let me know if you want to discuss further,
or if you still want to place these items on an upcoming agenda.If so,I would offer the July 5 Council meeting.
Thank you,
CC(.,Vo0Jvv Lihv
City Manager
D City of Rancho Palos Verdes
30940 Hawthorne Blvd.
Rancho Palos Verdes,CA 90275
clehr@rpv.com -(310)544-5202
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From:B Campbell [mailto:b.camp@cox.net]
Sent:Friday,June 03,2011 4:36 PM
To:'Carolyn Lehr'
Cc:'Brian Campbell'
Subject:Agenda items
Carolyn,
I would like to have placed on an upcoming agenda the following items:
Engineering report for city hall status and/or results.
Answer:Provided by Carolynn Petru at the last Council meeting during eM Report.
6/14/2011 9-3
Page 2 of3
Consideration of a freeze on new CalPERS eligible employee hiring until a new policy is in place.
Answer:At this time,we are in active recruitment for:Public Works Director,Sr.Financial Analyst and
Assistant Public Works Engineer.The job announcement does list our current retirement plan.We are
preparing to recruit also for IT Manager,and have not yet distributed the announcement.
If the Council wishes to place these on hold until a second tier pension is created,for example,it would entail
cancelling the recruitments and starting again in order to bring people on after about 5 months-which is
about how long it would take to decide on,and for CalPERS to implement a change in the City's contract.The
Council would of course need to consider the potential cost savings versus lost work from these four positions
during the delay.The most critical would be the PW Director.
Review of the "Every Other Friday Off'policy
o How is this policy in the continuing best interests of the residents?
o How is it monitored?
Answer:The 9/80 work schedule gives the public access to City seNices for 44 hours in a week,rather than
the typical 40.The office is open for the extended hours of 7:30 am through 5:30 pm Monday through
Thursday,and until 4:30 pm on Fridays.This schedule was put in place with approval of the Council prior to
my joining the City,but I understand that the Council viewed the longer business days to be a benefit to the
public,and I understand the City also got some Congestion Management Points for the reduced employee
trips on Fridays.
All of our seNices are still covered on Fridays,and that is monitored by each Department Director.None of us
are aware of any complaints from the public regarding coverage.
City policy for hot weather at city hall?
o How much time off was taken last fiscal year?
Answer:Due to unusually hot temperatures last November,I allowed employees to leave City Hall for about a
half day one day,when the temperature reached 86 degrees inside.A few employees remained at their own
choosing due to their work load.So you can assume approximately 4 hours off for about 45 employees that
day,for a total of about 180 hours in the last 12 months due to extreme temperatures.
o What is the current policy?
Answer:OSHA recommendations (see the attachment)reference providing workers with proper
environmental conditions such as air that is safe to breathe and of a moderate--not extremely hot or cold--
temperature,in the range of 68 -76 degrees.Several years ago,the Malibu fires together with hot
temperatures caused a particularly bad combination of smoke,ash and hot air (93 degrees outside).I recall
that resulting in two partial days of shut down.In these instances,I noticed employees experiencing
headaches,irritated eyes,listlessness,etc.These extreme conditions made it impossible to provide a safe
and healthy work environment,and exceeded the OSHA guidelines.
Contingency plan for city hall minor disaster relocation status?
o How much time off was taken last year from events such as the water leak at city hall or any other events that
resulted in city employees given time off?
Answer:The leak at the water main was the only such event last year,and caused temporary unavailability of
toilets and running water.The break occurred in the afternoon,and was repaired in time for regular starting
time the next morning.Here again,I recall less than a half day and some employees chose to work longer.If
a longer breakdown had been anticipated,we would call for other provisions in order to avoid a disruption of
seNices,such as ordering the delivery of some portable toilets with hand washing stations.
6/14/2011
9-4
Page 3 of3
o What is your current plan
Answer:If there is a minor disaster or event that extends beyond what is described above (such as fire or
earthquake or major malfunction),we would consider moving essential services to Hesse,or PVIC (or even
Terranea for a few days if we need to set up an EOC).The alternative all depends of course on the nature
and extent of the damage or conditions at City Hall whether it can be partially occupied,and whether we can
move office equipment to a temporary location.These factors would be assessed by staff and qualified
contractors,and then I would make a decision in conjunction with the Council.Occupying other facilities has
significant implications and would necessitate interruption of activities at those alternative locations.
I hope this helps!Again,let me know if you still want these agendized.Carolyn Lehr
Please feel free to call me if you would like to discuss these items.
Thanks,
Brian
Brian Campbell
Councilman
City of Rancho Palos Verdes
310-544-7400 office
888-855-9619 fax
RPV Website:www.palosverdes.com/rpv
Twitter:http://twitter.com/CampbellforRPV
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have received this communication in error,please immediately notify the sender by return e-mail,and delete the original message and all copies from your system.Thank you.
6/14/2011 9-5
02/24/2003 -Reiteration of Existing OSHA Policy on Indoor Air Quality:Office Temperature/H...Page 1 of2
Advan<:eO Searchlie_o All DOL (!)OSHA
A to Z Index I En Espaflol I Contact Us I About OSHA
OSHA Newsletter IIRSS Feeds e Print this Page a a Text Size
Occupational safety &Health Administration We can Help What's New I Offices
[:'~?~~J[~~~][~~~~~~~][~~~~]["?"~·~"~·~~~~~~J[~!.~~~::·][·~~~~~=][~~]r"~~::""l 0SHtt
..Standard Interpretations -Table of Contents
•Standard Number:
OSHA requirements are set by statute,standards and regulations.Our Interpretation letters
explain these requirements and how they apply to particular circumstances,but they
cannot create additional employer obligations.This letter constitutes OSHA's Interpretation
of the requ Irements discussed.Note that our enforcement guidance may be affected by
changes to OSHA rules.Also,from time to time we update our guidance In response to new
Information.To keep apprised of such developments,you can consult OSHA's website at
http:"www,osha.qov.
February 24,2003
MEMORANDUM FOR:REGIONAL ADMINISTRATORS STATE PLAN DESIGNEES
THROUGH:R,DAVIS LAYNE
DEPlITY ASSISTANT SECRETARY
FROM:RICHARD E.FAIRFAX,DIRECTOR
DIRECTORATE OF ENFORCEMENT PROGRAMS
SUBJECT:OSHA Policy on Indoor Air Quality:Office Temperature/H umldlty and Environmental Tobacco
Smoke
On December 17,2001 OSHA withdrew its Indoor Air Quality (IAQ)proposal and terminated the rulemaklng proceeding (66 FR 64946),
However,the Agency still receives publiC InqUiries about lAQ,primarily office temperature/hum Idlty and smoking In the workplace.For that
reason,we have summarized the Agency's position and guidance on these topics.We are Induding language In the form of letters you can
utilize when responding to complainants on these topics.
-1~o.!lJfflr!!c:~e!,;71!:!e:!:m~'f1B~'I'lI~tu~~re~v.~'Hi~U~m~Id.~'lty~~4:-~:::==:.....--_•.----__-.-.,---_.---
As a general rule,office temperature and humidity are matters of human comfort OSHA has no regulations specifically addressing
temperature and humidity In an office setting.However,Sectl!;!n III.Chapter 2.Subsection V of thE;OSHA Technical Manual,
"Recommendations for the Employer,"provides engineering arid adml nlstratlve guidance to prevent or alleviate Indoor air quality problems.
Air treatment Is defined under the engineering reco mmendations as,"the removal of air contaminants and/or the control of room
temperature and humidity,"OSHA recommends temperature control In the range of ~and humidity control In the range of 200f0-600f0.
As a second source of gUidance,American Society of Heating,Refrigerating,and Air-Conditioning Engineers (ASHRAE)Standard 55,Thennal
environmental CondItions for Human Occupancy,addresses "thermal comfort"In an offICe environment,which means that an employee
wearing a norma I amount of clothing feels neither too cold nor too warm,This standard discusses thermal comfort Within the context of air
temperature,humidity,and air movement and provides recommended ranges for temperature and hum Idlty that are Intended to satisfy the
majority of building occupants.These ranges vary for cold and hot weather.ASHRAE addresses ventilation and the removal of air
contaminants In a separate standard,ASHRAE Standard 62,Ventilation for Acceptable Indoor Air Quality.
As you know,hazards for which OSHA does not have a specific standard are govemed by Section 5(a)(1)of the Occupational Safety and
Health Act (the Act;General Duty Clause)which requires that employers prOVide employment and a place of employment that are free from
recognized hazards that are causing or are II kely to cause death or serious physical ha rm.Citations for violations of the General Duty Clause
are Issued when the four components of this provision are present,and when no specific OSHA standard has been promulgated to address
the recognized hazard.These four components are:1)the employer failed to keep histher workplace free of a "hazard";2)the hazard was
"recognized"either by the cited employer Individually or by the employer's Industry generally;3)the recognized hazard was causing or was
likely to cause death or serious physical harm;and 4)there was a feasible means available that would eliminate or materially reduce the
hazard.
Office temperatu re and huml dlty conditions are generally a matter of hum an comfort rather than ha zards that could cause death or serious
physical harm.OSHA cannot cite the General Duty Clause for personal discomfort
Environmental Tobacco smoke (ETS)
Because the organic material In tobacco doesn't burn completely,cigarette smoke contains more than 4,700 chemical compounds.Although
http://www.osha.gov/pls/oshaweb/owadisp.show_document?p_table=INTERPRETATIONS&p_id...6/9/2011
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·.
13.PROTOCOL TO REQUEST INFORMATION FROM CITY STAFF
13.1 One-Hour Rule
City staff,including the City Attorney,is authorized to spend approximately
one hour researching and responding to a request for information made by
an individual Council member.This rule applies to a new body of work
and does not apply to pending agenda items.
Requests by an individual Council member for staff support should be
made to the appropriate senior staff member,according to the nature of
the request and the protocol for channeling communications within a City
department.
Information that is prepared to respond to a Council member's request will
be provided to all members of the Council.
13.2 Requests that Exceed the One-Hour Rule
Any request requiring more than one hour of staff time to research a
problem or prepare a response will need to be approved by the City
Council to ensure that staff resources are allocated in accordance with
overall Council priorities.
Staff will notify a Council member if the request will require more than an
hour of staff time.Once so notified,the Council member may instruct the
City Manager to place the request on an upcoming Council agenda,in
accordance with the provisions of the Ralph M.Brown Act.
The Council member desiring Council direction for staff research on an
item will prepare a short written request for the agenda.
The City Manager will provide either an oral or written report on what will
be required to conduct the research or respond to the request and the
impact of the request (if any)on other work.The Council,by a majority
vote of the Council members who are present at the meeting,will then
determine whether it wishes to have staff perform the work.The Council
may choose to take no action,in which case the matter is closed.
No change in policy or addition of a new program or service will be made
without a full staff report on the costs and impacts on other services,
programs or workload.
***
City Council Rules of Procedure
May4,2010
Page 18
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