20-045RESOLUTION NO. 20-045
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, APPROVING CITY OF
SOUTHLAKE PANDEMIC VACATION CARRYOVER
POLICY AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Southlake (the "City") previously adopted personnel
policies; and
WHEREAS, the City wishes to adopt the Pandemic Vacation Carryover Policy; and
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
Section 1. The City of Southlake hereby approves and adopts the following personnel
policy that has financial implications, a copy of which is attached as Exhibit "A":
Pandemic Vacation Carryover Policy
Section2. That this resolution is in effect upon passage and adoption by the City
Council effective November 1, 2020.
PASSED AND APPROVED THIS THE DAY OF
2020.
r4
Laur . Hi I, Mayor
aagia t� LA'K
ATTEST: �` F
®}�
Amy he ley, Cit 6�0rafary
Page 1
CITY OF
SOUTHLAKE
PANDEMIC VACATION CARRYOVER POLICY
Purpose. The COVID-19 Coronavirus pandemic has been an unprecedented,
extraordinary event. Due to the pandemic, many employees have been unable to utilize
their accrued vacation leave as usual. As a result, and through no fault of their own, an
employee who reached the vacation leave accrual cap did not accrue additional vacation
leave when, under normal circumstances, the employee most likely would have used
leave to bring them below the maximum vacation accrual cap.
The purpose of this policy is to create pandemic vacation carryover leave which will be
credited to employees who stopped accruing vacation leave at any time during the period
of April 1, 2020 through September 30, 2020 because they reached the maximum
vacation accrual cap.
Eligibility. A full-time employee who did not accrue vacation leave from April 1, 2020
through September 30, 2020 because they reached the maximum vacation accrual cap
is eligible for Pandemic Vacation Carryover Leave.
Pandemic Vacation Carryover Leave. Any full-time employee who reached the
maximum vacation accrual cap at any point from April 1, 2020 through September 30,
2020 shall be credited for any vacation leave they did not accrue during that time period,
but would have accrued had they not reached the maximum vacation accrual cap. This
one-time pandemic vacation carryover leave will be transferred to a pandemic vacation
carryover leave accrual account. Employees may use pandemic vacation carryover leave
in the future to take paid time off.
Human Resources will review each individual employee's accrual record to determine
how much vacation leave an employee did not accrue from April 1, 2020 through
September 30, 2020 because they reached the maximum vacation accrual cap. This
uncredited vacation leave will be transferred to the employee's pandemic vacation
carryover leave accrual account effective November 1, 2020.
Maximum Accrual Allowed. Employees shall only be credited with the actual vacation
leave that they did not accrue because they reached the maximum vacation accrual cap
from April 1, 2020 through September 30, 2020.
Expiration of Pandemic Vacation Carryover Leave. Any unused pandemic vacation
carryover leave will expire on October 31, 2022.
Pandemic Vacation Carryover Policy Page 1
CITY OF
SOUTHLAKE
Scheduling Pandemic Vacation Carryover Leave. Employees shall request leave in
advance with the employee's supervisor or Department Director, who shall give due
consideration of the employee's needs and to the ability of the remaining employees to
perform all essential tasks of the department while the employee is on vacation. Leave
requests by Department Directors are subject to the approval of the City Manager, or his
or her designee. Leave shall only be scheduled when workload permits; however, every
reasonable effort shall be made to accommodate individual requests. Employees have
the responsibility to assure that the leave is requested within a reasonable amount of time
and confirm they will have adequate leave accruals to cover the requested time off.
Holidays during Leave. Official holidays occurring during an employee's leave shall be
paid as holiday pay and not considered pandemic vacation carryover leave.
Leave during Disciplinary Suspension. An employee on disciplinary suspension
forfeits all claims to use pandemic vacation carryover leave for the duration of the
disciplinary suspension. In no case shall pandemic vacation carryover leave be granted
to an employee during a disciplinary suspension to supplement pay lost due to the
disciplinary suspension.
Pandemic Carryover Vacation Leave Payout upon Termination of Employment.
Employees who separate from City employment for any reason shall not be entitled to
receive payment for accumulated, unused pandemic vacation carryover leave.
Approval and Effective Date. This policy was approved by City Council on October 20,
2020 by Resolution No. 20-045 and is effective November 1, 2020. This policy
automatically expires on October 31, 2022.
Pandemic Vacation Carryover Policy Page 2