1973-020Ak
RESOLUTION NO. 73-20....
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLAKE,
TEXAS, THAT:
1.
The terms and provisions of Exhibit "A", attached hereto,
incorporated herein and made a part hereof, be and are
hereby approved and adopted as the Personnel Rules and
Regulations for the employees of the City of Southlake.
The provisions of said Exhibit "A" shall be binding upon
all employees of the City of Southlake.
2.
This Exhibit "A" supers&des all previous Rules and Regu-
lations and particularly those contained in Resolution
No. 72-23 and Resolution No. 73-17.
3.
These Rules and Regulations shall be effective immediately
upon passage of this Resolution.
PASSED AND APPROVED this 7th day of August, A. D. 1973.
ATTEST:
City Secretary
i
Mayor
130
EMPLOYEE RULES AND,REGULATIONS
Reference should be made -to the City Organizational Chart
SECTION 1. - AUTHORITY AND ADMINISTRATION f
1.1 EFFECTIVE DATE: August 7, 1973:4
1.2 SCOPE. These rules shall apply to and govern all employees of the City of
Southlake, Texas.
1.3 ADMINISTRATIVE AUTHORITY. With the exception of matters and appointments
reserved by the City,Council by statutory provisions, general authority
and responsibility for the conduct and administration of municipal affairs
is vested in the City Secretary. Final authority, in the form of review
and approval, is reserved by the City Council where not specifically
delegated to the City Secretary. (See Exhibit A.)
1.4 DEPARTMENTAL ADMINISTRATION OF THESE RULES. Department heads will be
responsible for the proper and effective administration of these rules
and policies within their respective departments. Routine matters and
duties in connection therewith may be assigned to a subordinate employee,
such as preparation and handling of all required records, reports, etc.,
within that department.
1.5 AMENDMENTS. The City Council may change or amend these rules within
statutory limitations when deemed necessary in order to more effectively
and efficiently promote the interest of.the City of Southlake.
SECTION 2. - INITIAL EMPLOYMENT INFORMATION AND REQUIREMENTS
2.1 BASIS OF EMPLOYMENT. All initial employment with the City of Southlake
shall be based on merit, ability, and physical and moral fitness as evi-
denced by:
2.1-1 Training and experience as reflected by the application form plus
documentary evidence as to certification, registration, etc., if
required.
1
2.1-2 Mental examination or performance test, if required.
2.1-3 Physical examination, if required.
2.1-4 Character investigation by head of the department.
2.1-5 There is no discrimination with regard to race, creed, color, sex
or age.
2.2 RESIDENCE. Applicants are encouraged to reside within the corporate
limits of the City of Southlake.
2.3 NEPOTISM. No person related within the second degree by affinity or
within the third degree of consanguinity to the Mayor or to any member
of the City Council shall be appointed to any office, position, clerk-
ship or service to the City.
2.3-1 Persons who are relatives and members of an immediate family shall
not be appointed to service in permanent positions in the same
department without specific approval from the City Council.
2.4 APPLICATIONS. All persons seeking initial employment or reemployment
after an absence of more than six months will be required to complete,
sign and submit a standardapplication form provided by the City of
Southlake. (See Exhibit B . )
2.5 OUTSIDE EMPLOYMENT. Upon the approval of the department head, an employee
may accept outside employment provided that such activity does not inter-
fere with his efficiency in regular City employment. In no event shall an
employee hold an outside job that has any conflict of interest with City
employment.
2.6 STANDARDS OF CONDUCT. The attitude and deportment of a City employee,
whether in public or private, should at all times be such as to promote
the goodwill and favorable attitude of the public toward the City
Administration and its programs and policies.
SECTION 3. - ATTENDANCE AND ABSENCE.
3.1 ACCOUNTING RESPONSIBILITIES. Department heads
taining complete and accurate records relative
attendance and absence for their employees due
with or without pay; proper indications as to
be made on departmental payrolls., Department
ing such payroll/attendance records to insure
di tures stay within= budgetary'l imi is
are responsible for main -
to all forms of leave,
to any cause and whether
the cause of absence will
heads must certify by sign -
that salary and wage expen-
3.1-1 The City Secretary is'responsible to the City Council for certify-
ing as to the compliance of departments with the requirements and
policies as well as -`rules governing vacation, sick leave, etc.
3.2 WAGES AND HOURS. Wages, 'salaries and working schedules for various classes
and positions shall be"in general accordance with the provisions of the
official pay plan currently in effect,including amendments thereto and
within the limitations of the financial provisions of each department as
approved by the City Coundil for each fiscal year.
3.2-1 Annual wages and salaries shall be paid thru 24 pay periods, be-
ginning October 1, 1972.
3.2-2 Overtime work will be performed only on authorization of the de-
partment head with regard to certain positions and departments
and to the extent necessary to meet essential operating require-
ments. Compensations for authorized overtime work will be
2
provided in the budget or as otherwise approved by the City Council.
3.2-2-1 Department Heads and Key Personnel: Employees who are
regarded as being on department, assistant or division
head levels shall not be eligible for overtime pay.
Employees in this class are to work whatever hours
may be necessary to properly perform the duties assigned.
The salaries for such personnel are determined and
established in accordance with this assumption.
3.2-2-2 Office Staff: Employees in the office staff (City,
Water, etc.) shall not be eligible for overtime pay
but shall be given compensatory time off.
3.2-2-3 Police Department: Members of this department shall
be paid the same pay as shift pay as set forth in the
budget for each fiscal year.
3.2-2-4 Fire Department: This department is voluntary at this
time.
3.3 AUTHORITY FOR ABSENCE. No City employee shall be absent from his/her
regularly scheduled duties except by authority of his department head
or other responsible supervisor. Absences with the reason therefore
must be reported to the department head as soon as possible. All ab-
sences for periods in excess of two weeks must be approved by the City
Council.
3.4 SICK LEAVE WITHIPAY °Employees in permanent positions will be eligible
for sick leave with full pay on the basis of, ten working days within a'
fiscal year subject to the following conditions:
3.4-1 Sick leave may not be taken until three months of service have
been completed.
3.4-2 Sick leave may not accumulate from year to year.
3.4-3 No pay will be authorized for unused sick leave.
13.4-4 Department-heads,are , hereby authorized to make any investigation
of benefits claimed under this rule which they deem necessary and
to disapprove any claim not properly substantiated. Any sick
period in excess of three consecutive days will require authori-
zation by a physician.
3.4-5 Sick leave of 1/2 and less of a regular work shift need not be
reported as sick leave, nor be reported on payrolls.
3.4-6 Frequent claiming of benefits under this rule will constitute
grounds for the assumption by the department head that the physi-
cal condition of the employee is below the standard necessary for
3.
the proper performance of his/her duties. Malingering or abuse
of this benefit will constitute grounds for prompt dismissal or
disciplinary action by the department head with the approval of
the City Council, or by the City Council.
3.5 VACATION. An employee in a permanent position will be eligible for
5acation benefits either as time off with pay or as terminal' pay in
case of separation from City employment in good standing.
3.5-1 Employees in permanent positions shall be granted one week (five
working days) vacation after twelve months continuous employment,
two weeks (ten working days) after twenty-four months continuous
employment,'and three weeks (fifteen working days) after ten years
of continuous employment. The time that'an employee is on vaca-
tion is considered continuous service time. All vacation time
periods shall be based on the date of employment.
3.5-2 Vacations shall be taken,at a time approved by the department head.
3.5-3 Vacation benefits are not cumulative from year to year and must be
used in the year earned.
3.5-4 If an employee declines to take his/her vacation, he shall not be
paid vacation pay.
It
3.5-5 No vacation benefits will be earned -by temporary or part-time
personnel.
I
i`
14 1
3.6 EMERGENCY LEAVE WITH PAY. Department heads may grant emergency leave
with pay not to exceed three working days to employees who have completed
at least three months of continuous service in case of death of a member
of the employee's family or person related to such employee not more
distantly than aunt or uncle.
3.7 MILITARY LEAVE WITH PAY. A permanent employee who is a member of the
National Guard or any reserve component of -the Armed Forces of the United
States, when so ordered by the proper authority, shall be entitled to a
leave of absence with pay during any period when he shall be engaged in
field training'or encampment, or when ordered to duty with troops for
field exercises or instructions, and not to exceed ten working days dur-
ing any one calendar year.
3.8 HOLIDAYS. The following holidays are officially declared and designated
to be observed with pay by all City employees occupying permanent posi-
tions and subject to the revisions and limitations hereinafter set forth:
New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving
Day and Christmas Day.
3.8-1 When any designated holiday falls on Saturday or Sunday, the pre-
ceding or following business day will be observed.
3.8-2 Department heads shall specifically authorize the observance of
4.
i ny holiday above named and may revoke or restrict the observance
of same in order to provide necessary functions and services by
their departments.
3.8-3 No overtime pay or extra pay will be authorized for employees who
may be required to work on a designated holiday, but such employees
may be allowed corresponding time off with pay added to vacation
time allowed. Credit for unused holidays may not carry over into
the following calendar year except where the holidays have come
after the employee's regular vacation.
3.9 OTHER FORMS OF LEAVE. Attendance of seminars, schools, etc., will be
with pay together with necessary travel and expense allowance on approval
of the City Council where such attendance improves the employee's effi-
ciency and is considered beneficial to the interest of the City.
3.9-1 Jury and court service may be permitted absence with pay.
SECTION 4-. - ADMINISTRATIVE POLICIES
4.1 DEPARTMENT HEADS TO ENFORCE DISCIPLINE. Department heads will be charged
with the responsibility of enforcing and maintdining proper standards of
discipline in personal conduct among their employees, and are vetted with
discretionary authority to practice the following suggested forms and
sequence or remedial measures incidentfto the enforcement and observance
of these rules, or of any of the operating rules of their departments:
4.1-1 Seriously calling the attention of an employee to any unsatisfac-
tory conduct in performance of duty.
4.1-2 Personal regDrimand of the employee.
4.1-3 Suspension of the employee without pay'for an appropriate -period
subject to review and approval by the City Council, if requested,
and as provided for under Sub -Section 4.3.
4.1-4 Demotion of an employee to a position of lower classif cation, as
provided under Sub -Section 4.4.
4.1-5 Dismissal of an employee, including disapproval of terminal pay or
unused vacation, asppvovided under Section 3.5 of these rules.
4.2 SPECIFIC GROUNDS FOR DISMISSAL. Any of the following acts of conduct on
the part of an employee will constitute special grounds for prompt dis-
missal by the City Council when recommended by the department head.
4.2-1 Conviction under a felony charge.
4.2-2 Repeated convictions during service on misdemeanor and/or traffic
charges.
4.2-3 Use of intoxicants or drugs while on duty, or repeated off-duty
5.
intoxication or use of drugs, whether or not legally convicted
of same.
u
4.2-4 Flagrant or persistent insubordination.
4.2-5 Conduct subversive to the proper order, discipline and morale of
the municipal service.
4.2-6 Inciting or engaging in strikes or riots.
4.2-7 Misappropriation or unauthorized use of City tools, equipment,
machines, funds, etc.
4.2-8 Incompetence or repeated neglect of duty.
4.2-9 Repeated failure or neglect to meet credit obligations, parti-
cularly open accounts.
4.2-10 Unauthorized absence from duty without explanation.
4.2-11 Information found to be false on an application for employment.
4.3 DISCIPLINARY SUSPENSIONS. Under justifiable circumstances, the City
Secretary or Department Head, subject to review by the City Council,
if requested, may suspend an employee without pay for a period not to
exceed thirty days. Such circumstances causing the need for disciplin-
ary suspension occurring within three years will constitute grounds for
dismissal. A law violation may be grounds for suspension without pay
until the charge is dismissed or a decision settling the case is rendered.
A verdict of_"not guilty" will make the suspended employee eligible for
reinstatement upon approval by the City Council.
4.4 DEMOTIONS. Subject to review and approval by the City Council, Department
Heads are vested with discretionary authority to demote employees to lower
job classifications for disciplinary purposes or, further, abolishment of
the job due to lack of work or funds. (This latter reason shall be with-
out prejudice and such employee will be eligible for preferential consid-
eration upon reinstatement of the job.)
4.5 TERMINATION RULES AND REQUIREMENTS. To resign in good standing, employees
in permanent positions should give at least two weeks notice of their in-
tentions. Failure to do so will jeopardize receiving terminal pay in the
form of any unused vacation pay due such employee. All terminating em-
ployees will be required to surrender and return to their department all
records and/or property of the City of Southlake which may be in their
possession or custody. Supplemental payrolls to issue paychecks for ter-
minating employees will not be permitted except in the case of extenuating
curcumstances recommended by the Department Head to the City Secretary.
4.6 PROMOTIONS. Promotions will be filled by qualified employees in lower job
4
r
Z
r J
intoxication or use of drugs, whether or not legally convicted
of same.
u
4.2-4 Flagrant or persistent insubordination.
4.2-5 Conduct subversive to the proper order, discipline and morale of
the municipal service.
4.2-6 Inciting or engaging in strikes or riots.
4.2-7 Misappropriation or unauthorized use of City tools, equipment,
machines, funds, etc.
4.2-8 Incompetence or repeated neglect of duty.
4.2-9 Repeated failure or neglect to meet credit obligations, parti-
cularly open accounts.
4.2-10 Unauthorized absence from duty without explanation.
4.2-11 Information found to be false on an application for employment.
4.3 DISCIPLINARY SUSPENSIONS. Under justifiable circumstances, the City
Secretary or Department Head, subject to review by the City Council,
if requested, may suspend an employee without pay for a period not to
exceed thirty days. Such circumstances causing the need for disciplin-
ary suspension occurring within three years will constitute grounds for
dismissal. A law violation may be grounds for suspension without pay
until the charge is dismissed or a decision settling the case is rendered.
A verdict of_"not guilty" will make the suspended employee eligible for
reinstatement upon approval by the City Council.
4.4 DEMOTIONS. Subject to review and approval by the City Council, Department
Heads are vested with discretionary authority to demote employees to lower
job classifications for disciplinary purposes or, further, abolishment of
the job due to lack of work or funds. (This latter reason shall be with-
out prejudice and such employee will be eligible for preferential consid-
eration upon reinstatement of the job.)
4.5 TERMINATION RULES AND REQUIREMENTS. To resign in good standing, employees
in permanent positions should give at least two weeks notice of their in-
tentions. Failure to do so will jeopardize receiving terminal pay in the
form of any unused vacation pay due such employee. All terminating em-
ployees will be required to surrender and return to their department all
records and/or property of the City of Southlake which may be in their
possession or custody. Supplemental payrolls to issue paychecks for ter-
minating employees will not be permitted except in the case of extenuating
curcumstances recommended by the Department Head to the City Secretary.
4.6 PROMOTIONS. Promotions will be filled by qualified employees in lower job
classifications as may be consistent with the best interest of the City.
4.7 COMPLAINTS AND GRIEVANCES. It shall be the general policy of the City
of Southlake to anticipate and avoid occurrence of valid complaints or
grievances and to deal promptly with any which may arise. Except where
there is an acceptable reason for not doing so, all matters of this
nature will be handled and transmitted through superiors as follows:
a. Immediate superior (Sgt., Chief Dispatcher, etc.)
b. Department Head
c. City Secretary.
Each of the above will attempt to adjust the matter on a basis satis-
factory to the Department Head. If necessary, the Department Head may
submit the problem to the next in authority. Still failing a satisfac-
tory adjustment, the Department Head must submit a report setting out
all information to the City Council together with his recommendations
and recommendations of the City Secretary, if any. Upon a final decision
made by the City Council, such will be binding on all concerned.
SECTION 5. - FRINGE BENEFITS
5.1 Group hospitalization insurance for employees paid in full by the City
of Southlake.
5.1-1 Members of employees families may have,coverage if paid for by
the employee.
5.1-2 A new employee is eligible for coverage after thirty days employ-
ment ,
5.1-3 Employees not wanting coverage must'sign a standard waiver form.
5.2 Social Security. (AtFa later date.)
5.3 Texas Municipal Retirmment System Plan. (At a later date if approved.)
ti
SECTION 6. - DEFINITIONS ,.
ti
6.1 Permanent employeesis one who is employed on a full-time basis at the
rate of forty hours per week, receiving remuneration from the City for
such work, except independent contractors.,
6.2 A part-time employee is one who is employed by the City for less than the
above prescribed forty hours per week.
6.3 A temporary employee is one who is employed for a specific job whose em-
ployment terminates upon completion of such specific job.
6.4 The City Secretary is eligible for the same benefits as a "permanent
employee".
7
SECTION 7. - LIASON
7.1 Appointments shall be by the Mayor of a Councilman to a specific depart-
ment to work with the Department Head for an approximate six month
period of time with each assignment being rotated. Each Councilman
shall report to the Council at regular Council meetings at his discretion.
8,r
i F
S
SECTION 7. - LIASON
7.1 Appointments shall be by the Mayor of a Councilman to a specific depart-
ment to work with the Department Head for an approximate six month
period of time with each assignment being rotated. Each Councilman
shall report to the Council at regular Council meetings at his discretion.
8,r
I ---
City Judge
I
Planning & Zoning
Commission
I
Police Chief
f
Police Sgt.
Patrolmen
Dispatchers
l
ORGANIZATIONAL CHART FOR THE CITY OF SOUTHLAKE
CIT1ZEN5
MAYOR AND COUNCIL.
City Secretary
Administrator
Assistant
City Attorney
CitiIzens
Advisory
Council
I
Tax Assessor
I
Tax
Equalization
Board
t
x
x
H
H
H
Fire Chief
I
Water Supt.
Fire Marshal
I
Asst.Supt.
Captain Clerk
Vol. Firemen Meter Readers
iv
HOW WERE YOU REFERRED
TO THIS COMPANY?
NAMES OF RELATIVES EMPLOYED BY COMPANY:
NAMES OF FRIENDS EMPLOYED BY COMPANY:
IN WHAT SCHOOL ACTIVITIES DID YOU PARTICIPATE?
WHAT TYPE WORK DO YOU FEEL YOU ARE
BEST QUALIFIED TO DO AT PRESENT?
WHAT TYPE WORK DO YOU HOPE
TO DO EVENTUALLY?
FILL IN ALL INFORMATION REQUESTED BELOW
SUPPLEMENTARY INFORMATION
HAVE YOU EVER BEEN
EMPLOYED BY THIS COMPANY?
REGARDING YOUR SCHOOL COURSES, WHICH ONES DID YOU
LIKE REST: LIKE LEAST:
GIVE ANY ADDITIONAL INFORMATION ABOUT YOURSELF OR YOUR BACKGROUND
WHICH YOU FEEL WOULD BE HELPFUL IN APPRAISING YOUR QUALIFICATIONS.
DESCRIBE ANY DRUGS OR MEDICATION YOU ARE TAKING
DO YOU HAVE ANY PHYSICAL OR EMOTIONAL DEFECTS THAT COULD EFFECT YOUR JOB PERFORMANCE:
DO YOU OWN OR ARE YOU BUYING A CAR?
ARE YOU WILLING TO BE TRANSFERRED TO ANOTHER AREA?
EN
2
3
WHAT DO YOU LIKE TO DO BEST IN YOUR SPARE TIME?
DEPENDENTS RELATIONSHIP BIRTHDATE
CHARACTER REFERENCES (Do not list relatives or former employers)
N A M E A D D R E S S Code Code TELEPHONE
IN CASE OF
ACCIDENT
NOTIFY ADDRESS CITY PHONF
OR ADDRESF r:ITY PHONE
OCCUPATION
AFFIDAVIT ,'
I certify that the answers given by me to the foregoing questions and statements are true and correct without consequential omissions of any kind whatsoever. I agree that the company shall not be liable
in any respect if my employment is terminated because of the falsify of statements, answers or omissions made by me in this questionnaire. I agree to submit to physical examination. I also authorize the
companies, schools or persons named above to give any information regarding my employment, together with any information they may have regarding me whether or not it is in their records. I hereby
release said companies, schools or persons from all liability for any damage for issuing this information.
Signed Date
Ill
Ei
H
as
H
x
x NAME
IN FULL
ADDRESS
BIRTH RECORD
BIRTH
DATE
CITIZEN OF U.S.?
YRS. RESIDENT
THIS AREA
CITY
PHYSICAL RECORD
HEIGHT WEIGHT
HAIR
R
EYESOR
NOTE ANY
PHYSICAL DEFECTS
SCHOOL
GRAMMAR
HIGH
UNIVERSITY
LIST ANY VOCATIONAL TRADE, EXTENSION,
NIGHT SCHOOL OR SPkIAL COURSES
CITY OF
SOUTHLAKE, TEXAS
APPLICATION FOR EMPLOYMENT
SOCIAL POSITION
SECURITY DESIRED
Zip Area MINIMUM
Code TELEPHONE Cod- SALARY
PERSONAL RECORD
MARITAL STATUS.FPFNDFNTS IF MORE SPACE REQUIRED SEE REVERSE SIDE U.S. MILITARY RECORDS
NAME OFLATIONSHIP BIRTHDATE
BRANCH OF
SINGLE SERVICE
MARRIED RANK
ARE YOU IN A
WIDOWED RESERVE UNIT
SEPARATED ACTIVE
DIVORCED INACTIVE
EDUCATION RECORD
NAME AND LOCATION OF SCHOOL CIRCLE LAST GRADE YEAR DID YOU DEGREE MAJOR SUBJECTSCOMPLETEDCOMPLETEDGRADUATET
1 2 3 4 5 6 7 8
9 10 11 12
1 2 3 4
EXPERIENCE RECORD
YOUR POSITION AND DUTIES
SEE ER SIDE
PLEASE LIST EXPERIENCE FOR PAST TEN YEARS.
USE ADD TIONAL SHEET IF NECESSARY.
SALARYI REASON FOR LEAVING
Mo.
Wk.
Hr.
Mo.
Wk.
Hr.
Mo.
Wk.
Hr.
Mo. I
Wk. I
Hr.
Me. I]
Wk. iHr.
LIST MOST RECENT EXPERIENCE FIRST
FROM TO NAMES AND ADDRESSES OF EMPLOYERS
Month Month
Year Year
1.
Month Month
Year Year
2.
Month Month
i
Year Year
Month Month
Year Year
4.
Month Month
Year Year
S.
Form 139 TH ON FTG. SERVICE. ORA[VINE
EXPERIENCE RECORD
YOUR POSITION AND DUTIES
SEE ER SIDE
PLEASE LIST EXPERIENCE FOR PAST TEN YEARS.
USE ADD TIONAL SHEET IF NECESSARY.
SALARYI REASON FOR LEAVING
Mo.
Wk.
Hr.
Mo.
Wk.
Hr.
Mo.
Wk.
Hr.
Mo. I
Wk. I
Hr.
Me. I]
Wk. iHr.