1977-020d
RESOLUTION NO. 77-20
BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
1.
The tdrms 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
Requlations 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" supersedes all previous Rules and Regula-
tions and particularly those contained in Resolution No.
72-23, Resolution No. 73-17, Resolution No. 73-20, Resol-
ution No. 76-12 and Resolution No. 76-19.
3.
These Rules and Regulations shall be effective immediately
upon passage of this Resolution. ,
PASSED AND APPROVED this .3 day of May, 1977.
Mayor
ATTEST:
City Secretary
t
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RESOLUTION NO. 77-20
BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
1.
The tdrms 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
Requlations 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" supersedes all previous Rules and Regula-
tions and particularly those contained in Resolution No.
72-23, Resolution No. 73-17, Resolution No. 73-20, Resol-
ution No. 76-12 and Resolution No. 76-19.
3.
These Rules and Regulations shall be effective immediately
upon passage of this Resolution. ,
PASSED AND APPROVED this .3 day of May, 1977.
Mayor
ATTEST:
City Secretary
110
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PERSONNEL PULES AND REGULATIONS
Reference should be made'to the City -Organizational Chart
SECTION 1. - AUTHORITY AND ADMINISTRATION
1.1 EFFECTIVE DATE: May 3, 1977.
EXHIBIT A
to Res. 77-20
i
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, the Mayor will be delegated as Department Head of Admini
stration and Finance,,.and in that capacity will conduct municipal affairs
related to those°functions. Final authority in all municipal affairs, in'
the form of 'review and approval, is reserved by the City Council.
1.4 -DEPARTMENTAL ADMINISTRATION OF THESE RULES. The f•"ayor and/or Department
Head 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 statu-
tory 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, i f required.
F i t#
2.1=4 Character investigation by liead"of•the department.
2.1-5 There is no discrimination with_regard.to race; creed, color, sex or
ti
age. t r r
2.1-6 Performance test, whererapplicable.,
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PERSONNEL PULES AND REGULATIONS
Reference should be made'to the City -Organizational Chart
SECTION 1. - AUTHORITY AND ADMINISTRATION
1.1 EFFECTIVE DATE: May 3, 1977.
EXHIBIT A
to Res. 77-20
i
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, the Mayor will be delegated as Department Head of Admini
stration and Finance,,.and in that capacity will conduct municipal affairs
related to those°functions. Final authority in all municipal affairs, in'
the form of 'review and approval, is reserved by the City Council.
1.4 -DEPARTMENTAL ADMINISTRATION OF THESE RULES. The f•"ayor and/or Department
Head 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 statu-
tory 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, i f required.
F i t#
2.1=4 Character investigation by liead"of•the department.
2.1-5 There is no discrimination with_regard.to race; creed, color, sex or
ti
age. t r r
2.1-6 Performance test, whererapplicable.,
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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, the Mayor will be delegated as Department Head of Admini
stration and Finance,,.and in that capacity will conduct municipal affairs
related to those°functions. Final authority in all municipal affairs, in'
the form of 'review and approval, is reserved by the City Council.
1.4 -DEPARTMENTAL ADMINISTRATION OF THESE RULES. The f•"ayor and/or Department
Head 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 statu-
tory 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, i f required.
F i t#
2.1=4 Character investigation by liead"of•the department.
2.1-5 There is no discrimination with_regard.to race; creed, color, sex or
ti
age. t r r
2.1-6 Performance test, whererapplicable.,
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CITY OF SOUTHLAKE
ORGANIZATION CHART
FIGURE. 1. 3-1
CITIZENS
MAYOR
City Magistrate
A
IT
B -T T
C 1 D7 E
CITY JUDGE CITY ATTORNEY CITY SECRETARY - TAX HEALTH
Court Clerk), ASSESSOR OFFICER
Lo ID
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CITIZENS ADVISORY PLANNING & ZONING ZONING BOARD OF TAX EQUALIZATION
0 COMMITTEE COMMISSION ADJUSTMENTS BOARD
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P) w
D IU)
I A B I C D I E
FACILITIES & I POLICE & SPECIALI I I IWATER BUILDING
UTILITIES FIRE ASSIGNMENTS
CITY OF SOUTHLAKE
ORGANIZATION CHART
FIGURE. 1. 3-1
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 with-
in 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 ser-
vice 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 remployment after
an absence of more than six months will be required to complete, sign and
submit a standard form provided by the City of Southlake.
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 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 Admini-
stration and its programs and policies. Employees will at no time involve
themselves in or criticize other departments or employees other than as re-
quired by job function.
SECTION 3. - ATTENDANCE AND ABSENCE
3.1 ACCOUNTING RESPONSIBILITIES. Department heads are responsible for maintain-
ing 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 departmen-
tal payrolls. Department heads must certify by signing such payroll/attend-
ance records to insure that salary and wage expenditures 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.
3.2 WAGES AND HOURS. Wages and,salaries for various positions shall be in
general accordance-with the provisions of the budgeted salaries currently
in effect including amendmerit`s'thereto and within the limitations of the
financial provisions of each department as approved by the City Council.
Working schedules will.be.established-by each Department Head and approved
by the liaison officer.-"
3.2-1 Annual wages and salaries shall be -paid thru 24 pay periods, beginning
October 1 st, ,19;72.%, Employees 'wi 11- be paid on the workday nearest to
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the fifteenth day and last day of each month.
3.2-2 Overtime work will be performed only `on authorization of the depart-
ment head with regard to certain positions and departments and to
the extent necessary -to meet essential operating requirements. Com-
pensatidns for authorized overtime work will be provided in -the
budget or as otherwise approved by the City Council.
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 deter-
mined and established in accordance with this assumption.
The City Secretary is included in.this class.)
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 -.reg-
ularly 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 absences for periods in
excess of`3 days must be approved by the,liaison officer.
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 betake% until three months of service have been
completed.
k
3.4-2 Sick leave may accumulate to, a maximum of 30•days.. This will be re-
troactive 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 pr`oper.ly substantiated. Any sick period in
excess of three -consecutive days will require authorization by a
physician.
3.4-5 Sick leave of one-half and'less of a •regular'work shift need not be
reported as•sick leave nor'be reported on payrolls.
Page 3 of 8 Pages
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
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 Citv Council.
3.5 VACATION. An employee in a permanent position will be eligible for vaca-
tion benefits either as time off with pay or as terminal pay in the 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
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.
Department heads will obtain approval of liaison officers and the
Mayor prior to taking vacations.
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 daysjo 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 WITHEPAY. 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 positions
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 preced-
ing or following business day will be observed.
Page 4 of 8 Pages
9
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. 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 when pre-
viously approved by the City Council and where such attendance improves
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 department
toward citizens, and are vested with discretionary authority to practice
the following suggested forms and sequence of.ftmedial measures incident
to the enforcement and observance of these rules, or of any of the.operat-
ing rules of their departments:
a
4.1-1 Seriously calling the attention of an,employee to any unsatisfactory
conduct in performance of duty.
5
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 bythe City, Council, if requested,
and as provided fors-under`fSub-
Secj
fon 4.3. ,
4.1-4 Demotion of an employee to a position of lower classification, as
provided under Sub -Section 4.4., ,
E
4.1-5 Dismissal of an employee',iincluding disapproval of terminal pay or
unused vacation, as approved under Section 3':5 of these rules.
4.2 SPECIFIC GROUNDS FOR DISMISSAL. Any.bf 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.
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4.2-1 Conviction under a felony charge. ,
4.2-2 Repeated convictions during service on.mis`demeanor and/or traffic
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Page 5 of 8 Pages
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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 same.
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 includes 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 period not to exceed thirty days. Such circum-
stances causing the need for disciplinary 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 wtih 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 inten-
tions. 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`df,Southlake'which may be in their possession or
custody. Supplemental payrolls to issue paychecks for terminating employees
will not be permitted except in the case of extenuating circumstances recom-
mended by the department,"head to"the.City Secretary.
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Page -6 of 8 Pages J4
1.
4.6 PROMOTIONS. Promotions will be filled by qualified employees in lower job
i classifications as may be consistent with the best interests 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,transmitted through superiors as follows:
a. Immediate superior (Sgt., Chief Dispatcher, etc.)
b. Department head
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 wil,l submit a report setting out all
information to the City Council.,together with his recommendations.
4.8 Hiring and dismissal -is a function of the department head* to be approved
by the appropriate liaison_ officer, and reviewed by the Council. The depart-
ment heads are: I'
Mayor (Administration and Finance)., 'r '
Police Chief
Public Works Superintendent (Water)
Fire Chief E
Building Inspector "
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Department heads are hired and'dismis'sed by the Council.
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SECTION 5. - FRINGE BENEFITS
5.1 Group Hospitalization insurance for employees paid in full by the City of
Southlake. I 7
5.1-1 Members of employees families may have coverage if paid for by the
employee.
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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
d
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. `
4
6.2 A part-time employee is one who is employed by the City for less than -the
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Page -7 of 8 Pages
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.
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SECTION 7. - LIAISON OFFICERS
7.1 APPOINTMENTS. Councilmen will be appointed liaison officers for an activity
or department. Such appointments will be made by the Payor, confirmed by
the Council, and will 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 department
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, assist-
ance in preparing budgets 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.)
7.3 AUTHORITY. The liaison officer will have the authority to approve all
absences for periods in excess of 3 days and for hiring and dismissal
within the activities or -department of his appointment. (See Figure 1.3=1.)
In addition, the liaison officer will approve the budget for his activity
or department prior to'integration in the annual budget. This approval
authority extends to changes to the budget during the fiscal year prior to
submission to
CouncilF
for approval.
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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 isbelow the standard necessary for
the proper performance of his/hersduties. Malingering or abuse of
this benefit will cons•titute.grounds.for,prompt dismissal or d iscip-
linary action by the departmentLhead-with:the approval ofathe City
Council, or by the City Council.
I ,L ,
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' the case of
separation from City employment ,i,n,aood .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 workingldays) after ten years
continuous service time using a calculation date of"January 1 of
each year. Employees shall be granted vacation leave equal to one-
half day for each month worked prior to January 1. The time that
an employee is on vacation is considered continuous service time.
3.5-2 Vacations shall be taken -at a time approved by the department head.
Department heads will obtain approval of liaison officers and the
Mayor prior to taking vacations. r
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 10 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 occuDyina permanent positions 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.
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