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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.