Item 4D - MemoM E M O R A N D U M
December 19, 2022
To: Shana Yelverton, City Manager
From: Chad Minter, Deputy Director of Human Resources
Pilar Schank, Deputy Director of Communications
Kristin McGrail, Deputy Director of Finance, Administration
Subject: Resolution No. 23-001, amending the City of Southlake Employee
Business Code of Conduct, as provided for by Chapter 2, Article VI,
Code of Ethics and Conduct, and providing an effective date.
Action
Requested: City Council approval of Resolution No. 23-001, which amends the
Southlake Business Code of Conduct.
Background
Information: A Code of Ethics and Conduct was originally passed by City
Council on March 21, 1995, and further amended in July 2006 to
include the Employee Business Code of Conduct. The purpose of
the Business Code of Conduct was to further expand on the Code
of Ethics and Conduct and to convey our adopted values in how we
conduct business as employees – with the public, with each other,
with elected and appointed officials, and with outside organizations
and businesses. This Code applies to all employees and has now
been in place for over 15 years.
In the Spring of 2022, a subcommittee of the employee
Governance Matrix team was formed and worked to develop an
updated Business Code of Conduct that further solidifies our
commitment to doing business in an ethical and trustworthy
manner.
This revised Code establishes clear expectations for employees.
It’s a document that takes a modern-day approach to ethical
situations employees may face during their time in Southlake and
provides them with the tools and resources to respond and/or
report violations.
The purpose of this item is to seek Council approval to approve
Resolution 23-001, which amends the employee business code of
conduct approved through Resolution 06-029 passed in 2006.
Item 4D
Financial
Considerations: None
Strategic Link: B1: Achieve best-in-class status in all City disciplines.
Citizen Input/
Board Review: None required
Legal Review: None
Alternatives: Approve or deny resolution.
Supporting
Documents: Supporting documents include the following items:
Resolution No. 23-001
Staff
Recommendation: Approval of Resolution No. 23-001.
RESOLUTION NO. 23-001
A RESOLUTION OF THE CITY OF SOUTHLAKE, TEXAS, AMENDING
RESOLUTION NO. 06-029; THE CITY OF SOUTHLAKE EMPLOYEE
BUSINESS CODE OF CONDUCT, AS PROVIDED FOR BY CHAPTER 2,
ARTICLE VI, CODE OF ETHICS AND CONDUCT, SOUTHLAKE CITY CODE.
WHEREAS, the City of Southlake desires to promote an ethical and
professional environment through its officers, employees and board members,
while acting in their official capacities in representing the City of Southlake; and
WHEREAS, Chapter 2, Article VI ‘Code of Ethics and Conduct’ of the
Southlake City Code was previously amended by City Council to include Section
2-269, requiring the adoption of an Employee Business Code of Conduct; and
WHEREAS, an Employee Business Code of Conduct provides guidelines
to employees in the professional and ethical conduct of business in accordance
with the adopted values of the Southlake City Council,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF SOUTHLAKE, TEXAS:
Section 1. The City of Southlake hereby amends the Employee Business
Code of Conduct, a copy of which is attached hereto as Exhibit “A” and which is
incorporated into the Employee Personnel Policies and Procedures Manual by
reference herein.
Section 2. That this resolution shall be cumulative of all provisions of
Resolution No. 06-029 of the City of Southlake, Texas, except where the provisions
of this resolution are in direct conflict with provisions of Resolution No. 06-029, in
which event the conflicting provisions of Resolution No. 06-029 are hereby
repealed.
Section 3. That the resolution shall become effective after its passage and
adoption by the City Council.
PASSED AND APPROVED THIS THE 3rd DAY OF JANUARY, 2023.
CITY OF SOUTHLAKE, TEXAS
John Huffman, Mayor
ATTEST:
Amy Shelley, TRMC
City Secretary
CODE OFCONDUCT
City of Southlake
I have had the privilege of serving as City Manager since 2005 and I am proud to serve along side each one of you as we
provide municipal services that support the highest quality of life for our residents, business, and visitors. Our City has
seen many changes along the way but one thing that has not changed is our steadfast commitment to doing business in
an ethical and trustworthy manner.
The City’s core values of Integrity, Innovation, Accountability, Commitment to Excellence, and Teamwork govern our
culture and our conduct as we carry out our mission and interact with each other and our amazing community. I expect us
all to work together to make the City of Southlake a place where everyone feels respected and valued for the unique skills
and perspectives they bring.
Whatever our role is, the principles of this Code should be at the core of every decision we make. What we do or don’t do,
matters. Our reputation is built one decision at a time, every day, by every employee. A culture of integrity takes years to
build but moments to lose. Our success is dependent on the trust and confidence we earn from our employees, vendors,
partners, visitors, elected and appointed officials, and residents. We gain credibility by adhering to our mission and values
as we deliver world-class services to a world-class community. This code provides the information, tools, and resources
necessary to conduct ourselves with the utmost ethics and integrity. It is our responsibility to own our part of our ethical
environment and be familiar with these standards using them to always do the right thing.
Thank you for your commitment to this critical effort - a commitment that will help us all ensure the City of Southlake
remains a world-class organization.
Shana Yelverton, City Manager
Message from the CITY MANAGER
www.cityofsouthlake.com/codeofconduct
Table of Contents
LIVE THE VALUES ..........................................4
THE SOUTHLAKE WAY ...................................6
OUR COMMITMENT TO EACH OTHER ...............8
PERFORMANCE MANAGEMENT .......................10
GOVERNANCE ..............................................12
RELATIONSHIPS WITH
ELECTED OFFICIALS .....................................16
SAFETY ........................................................18
RESOURCES ................................................20
CITY OF SOUTHLAKE | CODE OF CONDUCT 3
DESSERTLive the Values
Serving the residents, businesses, and visitors of Southlake is a privilege that
we must never take for granted. Our values form the foundation of who we
are, and our success requires a commitment from each one of us to operate
and conduct ourselves with these principles guiding every decision we make.
This Code memorializes that commitment and provides you with the tools and
information you need to preserve the reputation we have built.
• INTEGRITY: Being worthy of the public’s trust in all things. We deal
honestly and respectfully with each other and the public at all times. Do
the right thing.
• INNOVATION: Valuing progressive thinking, creativity, flexibility, and
adaptability in service delivery. Think outside the box.
• ACCOUNTABILITY: Taking personal responsibility for our actions or
inaction while putting the interest of the taxpayer first. Own it.
• COMMITMENT TO EXCELLENCE: Behaving responsively in our delivery
of service to the public. Our work is characterized by its quality and by
the diligence with which it is carried out. We proactively seek to solve
problems in advance. Go above and beyond.
• TEAMWORK: Recognizing the importance of working together to meet
our citizen’s needs, communicating clearly, and sharing resources and
information freely. Work together.
As City of Southlake employees, we have a responsibility to:
• Live our values and use sound judgment to guide our
behavior.
• Comply with the City of Southlake charter, ordinances,
policies, police and fire general orders, licensing
standards and conduct, and other applicable laws and
regulations.
• Be familiar with the Southlake Code of Conduct and
always follow it.
• When in doubt, seek help.
• Report any behavior that violates this Code of Conduct.
Live the Values Performance ManagementOur CommitmentThe Southlake Way
4 CITY OF SOUTHLAKE | CODE OF CONDUCT
IMAGE PLACEHOLDER
A HIGHER STANDARD
As government employees, our work is highly visible. We’re each to
be the model of ethical behavior to ensure public confidence in the
integrity of its City government. Living the values first and foremost
requires us to be mindful of how we conduct our business. Establishing
and maintaining a strong team culture that’s aligned with our values
helps guide our shared purpose of delivering exceptional service.
Our culture is shaped by four key characteristics that aid in our service
delivery and complement our underlying values-oriented approach.
• CARING. We strive for environments that are warm, collaborative,
and welcoming places where people help and support one
another. In this way, we are committed to working together to
advance goals and solve problems.
• PURPOSE. Our work environments are places where we
strive to do good for the long-term future of our city. Today’s
decisions have long-term impacts, and this cultural characteristic
contemplates excellent service delivery now and into the future.
• SAFETY. We strive to work in an environment where employee
and customer safety is a high priority.
• ORDER. We strive for an organization our citizens find reliable,
steadfast, and efficient, providing service that consistently
promotes public trust.
It’s our individual responsibility to protect our culture. We do this, in
part, by asking questions, raising concerns, and voicing our opinions
when ethical issues arise.
We each have a responsibility to represent the City in a manner that
does not bring discredit upon it or each other. Carefully consider your
actions, inactions, words, and behavior. As a government employee,
many eyes are watching what we do and how we act.
ETHICS HOTLINE
You have the right and responsibility to protect our City from
conduct that can threaten our culture and reputation. The Ethics
Hotline is a resource for employees to anonymously report
questionable activities, including unethical or illegal conduct or
violations of our Code of Conduct or any other policies.
Employees may report online at
www.cityofsouthlake.ethicspoint.com or
by calling 844-733-0073.
Governance SafetyRelationships Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 5
The Southlake Way
The Southlake Way inspires us to respectfully deliver excellent customer
service to create positive and lasting impressions. We strive to exceed
expectations by delivering memorable experiences, world-class services,
and a thoughtfully planned, well-maintained, and safe city. The first step
in providing world-class customer service, both internally and externally, is
how we treat each other and work as a team.
ACT with
integrity.
Live the Values Performance ManagementOur CommitmentThe Southlake Way
Service Foundation
• Be warm and sincere
• Listen with empathy
• Anticipate needs
• Relentlessly pursue solutions
• Own it
Goals
• Create memorable experiences.
• Empower employees to take care of customers
• Create positive emotional engagement
• Turn every interaction into a defining moment
• Provide personalized service
6 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships
The Southlake Way inspires us to respectfully deliver excellent
customer service to create positive and lasting impressions.
Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 7
EMPLOYEE WELLBEING & INCLUSION
We are dedicated to creating a respectful work environment for everyone.
We recognize and value the unique experiences, perspectives, and cultural
backgrounds that each employee brings to our workplace. We strive to foster an
environment where our employees feel empowered. Our employees are expected
to support a workplace that embraces the Southlake Way. We do this by:
• Treating others with dignity and respect.
• Fostering teamwork and collaboration, encouraging the representation of
different employee perspectives.
• Seeking out insights from employees with different experiences, perspectives,
and backgrounds.
• Providing ongoing education and training to all employees to promote their
personal and professional growth and ensure understanding and appreciation
of all.
• Avoiding slang or idioms that might not translate across cultures. Our
communication is professional.
• Addressing and reporting inappropriate behavior and comments that are
discriminatory, harassing, abusive, offensive, or unwelcome.
• Providing all employees with a safe avenue to voice concerns, with the
expectation that unprofessional workplace behavior will be promptly
addressed.
ANTI-DISCRIMINATION /
ANTI-HARASSMENT
It goes without saying, we must never
discriminate or treat employees or applicants
unfairly in matters that involve recruiting, hiring,
training, promoting, compensation, or any other
term or condition of employment. We make
decisions based on job-related factors. We each
have a responsibility to report behavior that
violates this commitment.
A DIVERSE WORKFORCE
We are committed to a workplace that offers
opportunities to all. Recognizing individuals for
their experience, performance, training, work
history, and potential is the foundation of our
workforce. We strongly value the extraordinary
benefits that employee diversity brings to our
organization and the Southlake community.
Our Commitment to Each Other
The City of Southlake strives to enhance the employee experience and support the strategy of being an employer of choice with a focus on values,
wellbeing and inclusion, and employee engagement.
Live the Values Performance ManagementOur CommitmentThe Southlake Way
8 CITY OF SOUTHLAKE | CODE OF CONDUCT
WORLD CLASS COMMUNITY
serving aWORLD CLASS PROFESSIONALS
We are
Governance SafetyRelationships Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 9
DESSERTPerformance Management
The City of Southlake recognizes that employee performance is a key factor to the City’s success and wellbeing. It’s one of many reasons why a
performance management system and performance monitoring is a part of our everyday. As defined, performance management is the formalized,
results-oriented method used to apply best management practices and fact-based decision making to measure, monitor, and improve performance
toward meeting strategic objectives, providing services, and enhancing accountability. To accomplish this:
• We work hard to achieve outcomes aligned with the City’s mission
and vision.
• We work with leaders to clearly understand expectations.
• We portray a positive and professional presence, exceeding public
expectations.
• We proactively seek out ways to make things better for our team and
our customers.
• We build strong, positive relationships within our departments and
across the organization.
• We collaborate in all aspects of work to include different perspectives
and expertise to advance the City’s strategy and create an
environment of trust and transparency.
• We build trust by doing what we say we’re going to do.
• We excessively communicate by sharing openly, honestly, and gladly.
We anticipate what information is needed before it’s asked.
• We deliver exceptional customer service by paying attention to the
details and exceeding expectations.
• We demonstrate commitment to positive financial performance and
• Efficiency. We manage City funds, time, and resources conservatively
and act as a gatekeeper against waste and inefficiency.
Live the Values Performance ManagementOur CommitmentThe Southlake Way
10 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships
The City of Southlake recognizes that employee
performance is a key factor to the City’s success and wellbeing.
Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 11
Live the Values Performance ManagementOur CommitmentThe Southlake Way
DESSERTOur business is built on public trust, confidence, and an expectation by our residents, businesses, and visitors that they can depend on us to
act with the highest level of integrity. Each of us has an obligation to make objective decisions on behalf of the City and avoid situations where
a conflict (or possible conflict) exists. This Code does not include all situations that could possibly present a conflict of interest. If you have the
slightest doubt, please contact your supervisor or Human Resources. This is more than the right thing to do. In many circumstances, state law
prohibits certain activities by government employees.
CONFLICTS OF INTEREST
As a public entity, the City of Southlake is fully accountable
to its citizens. In order to maintain public trust and support,
the City must be independent, impartial, and responsible
to Southlake residents. To ensure this is the case, the City
is committed to assuring that no officer, employee, or
member of any board, commission, or committee should
have an interest in, or engage in any business transaction or
professional activity, or incur any obligation of any nature
that is in conflict with the proper discharge of his or her
duties in the public interest.
Governance
No employee may
use City owned
property, assets,
or resources for
personal use.
We must not
use our position
or influence for
personal gain or
benefit.
USE OF TAXPAYER FUNDS
Purchasing - As stewards of taxpayer dollars, we must be
accountable, efficient, transparent, and ethical as we acquire
products and services. Each purchase must be completed with
our citizens’ best interest in mind and in compliance with State
purchasing laws. Please refer to the City of Southlake Purchasing
Playbook for detailed information:
https://www.cityofsouthlake.com/1092/Finance
City issued credit card (p-card) - Cardholders shall use p-cards
for City business only. Cardholders shall not use p-card for the
following:
• personal expenses
• travel expenses related to a spouse
• alcoholic beverages or tobacco products
• capital assets or CIP projects
• travel upgrades
• fuel purchases for the use of personal vehicle
Use of City funds should be managed carefully, with a strong
commitment to honesty, efficiency, and objectivity. The public
deserves our best efforts, recognizing we must be good stewards.
12 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships
Our business is built on public trust
Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 13
Employees must not directly or indirectly
solicit, accept, or receive any gift if it could
reasonably be perceived or inferred that the
gift was intended to influence them in the
performance of their official duties; or if the
gift was intended to serve as a reward for any
official action on their part. Employees are
also prohibited from accepting gifts of any
kind from a person subject to their jurisdiction,
regardless of whether it is in recognition of
superior service or a token of gratitude. (Tex.
Penal Code § 36.08).
Cash and gift cards are also considered gifts
and are strictly prohibited. At no time may an
employee accept a gift of cash (including tips)
or a gift card, regardless of the amount.
There are some gifts that an employee may
accept. The exceptions include:
1. An item that has a value of less than $50
may be accepted except as outlines below.
Remember, cash and gift cards of any value
may never be accepted.
2. A gift given by a person with whom
the employee has a familial, personal,
business, or professional relationship that
is independent of the employee’s status or
work;
Keep in mind, even if a gift is unsolicited, it may
still be considered bribery of an employee or a
gift from a person subject to his/her jurisdiction
or if the employee accepts or agrees to accept
the unsolicited gift, and the gift is considered a
benefit a reasonable person would consider to
have some economic gain or advantage.
Prohibited unsolicited gifts (such as cash or
gift cards) may be donated to a governmental
entity with authority to accept the gift or to a
recognized tax-exempt charitable organization
formed for educational, religious, or scientific
purposes. If you receive an unsolicited gift card
or cash, contact Human Resources.
Please refer to Texas Penal Code 36.08 and
36.10 for complete details.
Use of the
City’s tax ID#
for personal
expenses is strictly
prohibited
Protect and
preserve City
resources
Keep confidential
information
confidential
Cash and gift cards
of any value may
not be accepted
Meaningful
transparency
leads to greater
accountability
Live the Values Performance ManagementOur CommitmentThe Southlake Way
GIFTS
14 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 15
Elected officials serve as a vital link between the citizens of
Southlake and their municipal government. These individuals
help to connect citizens to resources, services, and City
departments. They administer the City’s goals, major projects,
and infrastructure improvements ranging from community
growth and land use to finances and strategic planning. In
addition, they serve as advocates for all Southlake residents.
City of Southlake employees serve as experts who carry out
the vision and strategic priorities of these officials with the
highest level of integrity, accountability, and professionalism.
With that, we are to impartially perform our duties without
regard to any political party, agenda, or point of view while
acting in an official capacity. We also have a responsibility
to distribute information to elected and appointed officials
in a fair and consistent manner. Simply put, we are neutral
and serve each elected official equally and with the utmost
respect.
As municipal employees, there are limitations on our
political activities while at work or while serving in an official
capacity. These limitations serve to protect our integrity and
accountability for our role in the public sector. While we are
not prohibited from expressing our political opinion, we must
be clear that our opinion does not necessarily reflect the
opinion of the City or its officials.
Our Relationship with Elected Officials
Live the Values Performance ManagementOur CommitmentThe Southlake Way
We shall not
display election
materials at work
Refrain from
posing in pictures
with candidates for
elected office
Refrain from
influencing
subordinates in
political activity
or opinions
We shall not
accept anything
of value that
may influence
your favor of or
opposition to a
ballot item
16 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships
In our relationship with both elected and appointed officials,
we must always act with integrity and professionalism.
Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 17
At the City of Southlake, our goal for employee safety is simple - leave as you arrived and work hard to protect our guests and customers. We aim
to achieve this goal by eliminating all workplace accidents and injuries and promoting an environment where all employees go home in the same
condition as they arrived to work. The safety of our public, our coworkers, and ourselves is our top priority. To help achieve this goal, the City has
developed twelve safety guiding principles:
Safety
Live the Values Performance ManagementOur CommitmentThe Southlake Way
We wear appropriate
PPE at all times
and practice proper
techniques.
We REPORT all
workplace injuries and
vehicle accidents.
We VALUE human life
and well-being above
all else and take action
accordingly.
We OBSERVE all
safety rules, policies
and procedures.
We remain ALERT and
FOCUSED at all times.
We SEARCH for
workplace safety
violations. If you
see something, say
something.
We ENGAGE in clear
communication.
We give and receive
proper TRAINING
on all equipment,
processes and
procedures.
We carefully INSPECT
all work areas and
equipment prior to use.
We OPERATE
city vehicles and
equipment in a safe
and efficient manner.
We promptly address
PUBLIC SAFETY
concerns.
We are personally
ACCOUNTABLE
for our own
and collectively
responsible for the
safety of each other
and the public.
12 Safety Guiding Principles
18 CITY OF SOUTHLAKE | CODE OF CONDUCT
Governance SafetyRelationships
SPEAK UP!
You should always speak up and raise a concern when:
• A task you consider unsafe or harmful is assigned to you.
• A job you think you are not properly trained to perform and
may harm you or others is assigned to you.
• Someone is performing a task that you believe is unsafe or
harmful.
• A vehicle or piece of equipment is not operating properly
and may be unsafe.
• An unsafe condition or a potential danger to yourself or
others exists.
You are expected to act as owners and insist that work be
performed safely, no matter what your job is, and that we give
our best effort to protect the public.
There are many ways to report a safety violation or concern.
You may report to your supervisor, a member of the Safety
Committee, Human Resources, or the Ethics Hotline.
The safety of our
public, our coworkers,
and ourselves is our
top priority.
Resources
CITY OF SOUTHLAKE | CODE OF CONDUCT 19
Governance SafetyRelationships
HUMAN RESOURCES
For general inquiries, or to report a possible violation of our Code of
Conduct or any other policy, please email Human Resources (hr@
cityofsouthlake.com) or contact:
• Stacey Black, Senior Director of Human Resources, (817) 748-8063
or
• Chad Minter, Deputy Director of Human Resources, (817) 748-8193
ETHICS HOTLINE
You have the right and responsibility to protect our City from conduct
that can threaten our culture and reputation. The Ethics Hotline is a
resource for employees to anonymously report questionable activities,
including unethical or illegal conduct or violations of our Code of
Conduct or any other policies.
Employees may report online at
www.cityofsouthlake.ethicspoint.com,
by calling 844-733-0073, or by scanning
the QR code below.
Resources
Adopted: Resolution No. xx-xxxx
Effective Date: January x, 2023
EMPLOYEE HANDBOOK
You can find the current Employee Handbook, including
the Code of Ethics and Conduct here:
https://www.cityofsouthlake.com/108/Human-Resources
or by scanning the QR code below. Hard copies are also
available in Human Resources:
1400 Main Street
Suite 210
Southlake, TX 76092
20 CITY OF SOUTHLAKE | CODE OF CONDUCT
CODE OFCONDUCT
ACT with integrity.