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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.