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1978-025RESOLUTION NO. 78-'25 BE IT HEREBY 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. I This Exhibit "A" supersedes all previous Rules and Regulations and particularly those contained in Resolution No. 72-23, Resolution No. 73-17, Resolution No. 73-20, Resolution No. 76-12 and Resolution No. 76-19 and Resolution No. 77-20. 3. These Rules and Regulations shall be effective immediately upon passage of this Reolution. PASSED AND APPROVED this 15th day of August,1978. Mayor ATTEST: City' -Secretary 7 EXHIBIT "A" PERSONNEL RULES AND REGULATIONS OF THE CITY OF SOUTHLAKE,TEXAS SECTION 1. AUTHORITY AND ADMINISTRATION 1.1 EFFECTIVE DATE: See paragraph IV. of this res6lution. 1.2 SCOPE: These rules shall apply to and govern all employees of the City of Southlake,Texas. 1 1.3 ADMINISTRATIVE AUTHORITY. The City Council reserves all statutory and common law authority in inself except to the extent lawfully provided otherwise in these Rules and Regulations. The functions of the Mayor as Chief Executive Officer of the City in accordance with Article 994 Vernon's Civil Statutes of Texas is hereby recognized. Final authority in all municipal affairs, in the form of review and approval, is reserved by the City Council except where Statutory Law provides otherwise. 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 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. 2 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 re-employment 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 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 h6ld 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 good will and favorable attitude of the public toward the City Administration and its programs and policies. Employees will at no' time involve themselves in or 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 signing such payroll/attendance records to insure that salary and wage expenditures stay within budgetary limits. 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 amendments 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. 3.2-1 Annual wages and salaries shall be paid thru 24 pay periods, beginning October 1st, 1972. Employees will be paid on the workday nearest to the fifteenth and last day of each month. 3.2-2 Overtime work will be performed only on authorization of the department head with regard to certain positions and departments and to the extent necessary to meet essential operating requirements. Compensations 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 3 overtime pay. Employees in this class are to work whatever hours may be necessary to properly perform the duties assigned. The salaries for such r. personnel are determined 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 ( except as scheduled and authorized by the council). 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: Same as paragraph 3.2-2-3 above. 3.3 AUTHORITY FOR ABSENCE. No city employee shall be absent from his/her regularly scheduled duti6s except by authority of his department head or the authorized acting department head in absence of the regular department head. Absences with the reason therefor 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 City Council. 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. 3.4-2 Sick leave may accumulate to a maximum of 30 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 claims under this rule which they deem necessary and to disapprove any claim not properly substaintiated. 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. 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, 6r 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 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 I 4 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 notify the applicable Liason Officer and the Mayor of all vacations at least seven days prior to the start of the particular vacation. 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 persons. 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 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 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. 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 previously 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. I, r 5 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 at all times while on duty whether dealing with other employees or with 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 satisfactory 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. 4.1-4 Demotion of an employee to a position of lower classification, as provided under Sub -section 4.4, subject to review and approval by the City Council, if requested. 4.1-5 Dismissal of an employee, including disapproval of terminal pay or unused vacation, as approved under Section 3.5 of these rules, subject to review and approval by the City Council, if requested. 4.2 GROUNDS FOR DISMISSAL. State law shall control in connection with dismisal of employees as provided under the applicable laws of the State including but not limited to Article 1006. Vernon's Civil Statutes of Texas. 4.3 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 consideration upon reinstatement of the job.) 4.4 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 possession or custody. Supplemental payrolls to issue paychecks for terminating employees will not be permitted except in the case of extenuating circumstances recommended by the department head to the City Secretary. 4.5 PROMOTIONS. Promotions will be filled by qualified employees in lower job Classifications as may be consistent with the best interests of the City. 4.6 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 as follows; 1 6 a. Immediate superior (sgb. 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 will submit a report setting out all information to the city council, together with his recommendations. 4.7 HIRING and dismissal is a function of the department head * to be corrdinated with the appropriate liason officer, and reviewed by the council. The Department Heads are: Police chief Public works superintnedent (water) Fire chief Building Official Department Heads are hired and dismissed by the Council. 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 employment. 5.1-3 Employees not wanting coverage must sign a standard waiver form. SECTION 6 DEFINITIONS 6.1 Permanent employee is one who is employed on a full time basis at a 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 employment terminates upon completion of such specific job. SECTION 7 LIASON OFFICERS 7.1 APPOINTMENTS. Councilmen w311 -'be appointed liason officers for an activity or department. Such appointments will be made by the Mayor, 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 group, agencies, or employees, involved in that function. While he should not be involved in daily operations, he will provide advice, assistance in preparing budgets and other essentials as he sees fit. He should be informed of all grievances internally or by citizens that occur within the area of his appointment. 1 Liaison Officers are also to make periodic reports to the City Council in connection with the assigned department. 7.3 AUTHORITY. The liaison officer will review the proposed departmental budget and give the Mayor his view thereon prior to the submission of the full proposed budget to the council by the Mayor. This review procedure extends to changes to the budget during the fiscal year prior to submission to Council for approval. SECTION 8 FURTHER TERMINATION PROVISIONS. All provisions of these Rules and Regulations concerning removal of an officer of the City are subject to the Applicability of Article 1006 entilted "Removalof Officers" to Vernon's Annotated Civil Statutes of Texas.