1976-012AWRX 85
1
RESOLUTION NO. 76-/Z
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 Cityy of Southlake.
2.
This Exhibit "A" 'supersedes all previous Rules and Regulations and par-
ticularly those contained in Resolution No. 72-23, Resolution No. 7,3-17
and Resolution No. 73-20.
3.
These Rules and Regulations shall be effective immediately upon passage
of this Resolution.
PASSED AND APPROVED this 4h day of A. D. 1976.
ATTEST:
12
City Secretary
0t
Mayor
Exhibit A to
Resolution 76-12
rPERSONNEL RULES AND REGULATIONS
Reference should be made to the City Organizational Chart
SECTION 1. - AUTHORITY AND ADMINISTRATION
1.1 EFFECTIVE DATE: April 20, 1976.
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 and
by liaison officer responsibilities, general authority and responsibility
for the conduct and administration of municipal affairs is delegated to
the Mayor. Final authority, in the form of review and approval, is
reserved by the City Council where not specifically delegated to the
Mayor. See Figure 1. 3-1
1.4 DEPARTMENTAL ADMINISTRATION OF THESE RULES. The Mayor.
and/or Department Head will --be responsibl6rfor'the proper.'and , i
effective administration of these rules and policies within their respec-
tive 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 evidenced by:
2.1-1 Training and experience as reflected by the application form
plus documentary evidence as to certification, registration,
etc., if required.
2.1-2 Investigation of previous employment and credit records.
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.
2.1-6 Performance test, where applicable.
Page 1 of 10
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Exhibit A to
Resolution 76-12
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 of 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, clerkship
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 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 standard application form provided by the Town of
Southlake. ,
2. 5 OUTSIDE EMPLOYMENT. Upon the approval of the department head, an
employee may accept outside employment provided that such activity does I
not interfere with his efficiency in regular City employment and that such
job is limited to other than regular duty hours. 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. Employees will at
no time criticize other departments or employees other than as required
by job function.
SECTION 3. - ATTENDANCE AND ABSENCE.
3.1 ACCOUNTING RESPONSIBILITIES. Department heads are responsible for
maintaining complete and accurate records relative to all forms of leave,
attendance and absence for their employees due to any cause and whether
with or without pay; proper indications as to the cause of absence will be
made on departmental payrolls. Department heads must certify by sign-
ing such payroll/attendance records to insure that salary and wage expen-
ditures stay within budgetary limits.
3.1-1 The Mayor is responsible to the City Council for certifying
as to the compliance of departments with the requirements and
policies as well as rules governing vacation, sick leave, etc.
Page 3 of 10
Exhibit A to
Reso_lut ofn7612
3.2 WAGES AND HOURS. Wages, salaries and working schedules for various
classes and positions shall be in general accordance with the provi-
sions of the official pay plan currently in effect including amend-
ments thereto ad'd"'within thdllimitations of the financial provisions
of each department as approved by the City Council for each fiscal
1 year.
3.2-1 Annual wages,and,salares shallfbe.paid thru 24 pay periods,
beginning October 1; 1972.
S
3.2-2 O vertime'work will be performed only' on authorization of the
1 , department head with regard to certain positions and depart-
ments and to,the extent necessaryftomeet essential operating
Ir i
requirements. Compensations,for-authorized overtime work
will be provided in the budget or as otherwise approved by the
City Council. 42
3.2-2-1 Department .Heads: 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 de-
termined and established in accordance with this
assumption.
3.2-2-2 Office Staff: Employees on 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. (If paid, same as para. 3.2-2-3 above.)
3.3 AUTHORITY FOR ABSENCE. No City employee shall be absent from his/her
regularly scheduled duties except by authority of his department head
of other responsible supervisor. Absences with the reason therefore
must be reported to the department head as soon as possible. All
absences for periods in excess of 3 days must be approved Sy the
Liason Officer.
Page 4 of 10
txhibit A to
Resolution 76-12
3.4 SICK LEAVE WITH PAY. 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-Z Sick leave may accumulate .to` a maximum; -of 430 days. This will be
retroactive to 1 October 1973.
3.4-3 No pay will be authorized for unused sick leave.
3.4-4 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
physical condition of the employee is below the standard necessary
for 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
vacation 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 vacation 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.
Page 5 of 10
s Exhibit A to
Resolution 76- 12
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.
3.5-5 No vacation benefits will be earned by temporary or part-time
personnel.
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
an immediate member of the employee's family.
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 during 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, Thanks-
giving Day and Christmas Day.
3.8-1 When any designated holiday falls on Saturday or Sunday, the
preceding or following business day will be observed.
3.8-2 Department heads shall specifically authorize the observance of
any 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. Cerdit-for unused holidays
may not carry over into the following calendar year except
where the holidays have come after the employee's regular
vacation.
Page ,6 of 10
Exhibit A to
ResQlution 76- 12
3.9 OTHER FORMS OF LEAVE. Attendance of seminars, schools, etc., will
be with pay together with necessary travel and expense allowance when
previously approved by the City Council and where such attendance im-
proves the employee's efficiency, and is considered beneficial to the
interest of the City.
3.9-1 Jury and court service,will'be_a paid absence.
SECTION 4. - ADMINISTRATIVE POLICIES
4.1 DEPARTMENT HEADS TO ENFORCE DISCIPLINE. Department heads
will be charged with the responsibility of enforcing and maintaining proper
standards of discipline in personal conduct among their employees and
their deportment toward citizens, and are vested with discretionary
authority to practice the following suggested forms and sequence of
remedial measures incident to 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 unsatis-
factory conduct in performance of duty.
4. 1-2 Personal reprimand 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 classification,
as provided under Sub -Section 4.4.
4.1-5 Dismissal of an employee, including disapproval of terminal
pay or unused vacation, as approved 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
intoxication or use of drugs, whether or not legally convicted
of s ame .
Page 7 of 10
11
Exhibit A to ,
s Resolution 76-12
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. This in-,-
cludes failure to reprimand 'deserving employees.
4.2_-9 Repeated failure or neglect to meet credit obligations,
particularly 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 Department Heads, subject to review by the City Council,
if -requested, may suspend an employee without pay for a per-
iod not to exceed thirty days. Such circumstances causing the
need for disciplinary supsension 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 without,prejudice and
such employee will be eligible for preferential consideration
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 intentions. Failure to do so will jeopardize
receiving terminal pay in the form of any unused vacation pay
due such employee. All terminating employees 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 posses-
sion or custody. Supplemental payrolls to issue paychecks for
terminating'employees will'not be permitted except,in the case
of extenuating circumstandes recommended by the Department Head
to the City Secretary.
s
Page, 8 of 10 ?'
Exhibit A to
Resolution 76-12
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. All _
matters of this nature will.be handled and-tran smitted-through superiors
as follows: Y, Ari ti n ou, IIL 110
a. Immediate superior (Sgt. , Chief Dispatcher, etc. )
b. Dbpartmerit-,Heddinn, Heap
C. Liaison Officer
d. City Council
Each of the above will attempt to adjust the matter on a satisfactory
basis. In every instance, the Department Head will submit a report
setting out all information to the City Council together with his recom-
mendations.
SECTION 5. - FRINGE BENEFITS
5.1 Group hospitalization insurance for employees paid in full by the City
of Southlake.
5. 1-1 i 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
employment.
5.1-3 Employees not wanting coverage must sign a standard waiver
form.
5.2 Social Security. (At a later date. )
5. 3 Texas Municipal Retirement System Plan. (At a later date if approved. )
SECTION 6. - DEFINITIONS
6. 1 Permanent employee is 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.
Page 9 of 10
R Exhibit A to
Resolution 76-12
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
employment terminates upon completion of such specific job.
SECTION 7. - LIAISON OFFICERS
7.1 APPOINTMENTS. Liaison officers will be appointed for an activity
or department. Such appointments will be made by the Mayor, confirmed
by the Council, and be for a period of one (1) year. These appointments
may be shortened or extended at the discretion of the Council.
7.2 RESPONSIBILITIES. The Liaison Officer for a given function or depart-
ment will work with the department head if one exists. If not, he will
work with the employee, or employees, involved in that function. While
he should not be involved in daily operations, he will provide advice,
assistance in preparing budget and other essentials as he sees fit. He
will be informed of all grievances internally or by citizens that occur
within the area of his responsibility. See Figure 1. 3-1.
Page 10 of 10