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109
RESOLUTION NO. 77-
19 WHEREAS, the City Council of the City
of Southlake, Texas, deems it to be to
the best interest of the City to have an
Ad Hoc Committee appointed for the
purpose of the study of maintenance and
operation-al costs connected with a proposed
sewer system and other related matters;
And,WHEREAS, the City Council of the City
of Southlake desires to have the
conclusions of the Committee prior to entering into
a bond election;
And,WHEREAS, such Committee is to consist
of three member and report directly to the
Mayor;
Now,THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SOUTHLAKE, TEXAS,
THAT:
1.An Ad Hoc Committee be and is hereby appointed for
the purpose of a study to be made of maintenance and
operation-al costs connected with a proposed sewer system and
other related
matters.
2.The findings of this Committee shall be concluded prior
to entering into a bond electiontin connection with a Step
3
Grant.
3.Said Committee shall be composed of three members,
Harold Knight, Jimmy Truelove and George Kolb, with Harold
Knight as
Chairman.PASSED AND APPROVED this 3rd day of May,
1977.ATTEST:
Mayor City
110
RESOLUTION NO. 77-
20 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.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 - day of May,
1977.
Mayor
ATTEST:City
EXHIBIT A
to Pes. 77-
20 PERSONNEL` RULES AND
REGULATIONS Reference should be made to the City Organizational
Chart SECTION 1. - AUTHORITY AND
ADMINISTRATION1.1 EFFECTIVE DATE: May 3,
1977.1.2 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 layor 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.I 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.Page 1 of 8
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2.2 RESIDENCE. Applicants are encouraged to reside within the corporate limitsoftheCityofSouthlake.
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 theCityCouncilshallbeappointedtoanyoffice, position, clerkship or ser-vice to the City.
2.3-1 Persons who are relatives and members of an immediate family shallnotbeappointedtoserviceinthesamedepartmentwithoutspecificapprovalfromtheCityCouncil.
2.4 APPLICATIONS. All persons seeking initial employment or remployment afteranabsenceofmorethansixmonthswillberequiredtocomplete, sign andsubmitastandardformprovidedbytheCityofSouthlake.
2.5 OUTSIDE EMPLOYMENT. Upon the approval of the department head, an employeemayacceptoutsideemploymentprovidedthatsuchactivitydoesnotinter-fere with his efficiency in regular City employment and that such job islimitedtootherthanregulardutyhours. In no event shall an employeeholdanoutsidejobthathasanyconflictofinterestwithCityemployment.
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 promotethegoodwillandfavorableattitudeofthepublictowardtheCityAdmini-stration and its programs and policies. Employees will at no time involvethemselvesinorcriticizeotherdepartmentsoremployeesotherthanasre-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, attendanceandabsencefortheiremployeesduetoanycauseandwhetherwithorwithoutpay; 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 budgetarylimits.
3.1-1 The Mayor is responsible to the City Council for certifying as to thecomplianceofdepartmentswiththerequirementsandpoliciesaswellasrulesgoverningvacation, sick leave, etc.
3.2 WAGES AND HOURS. Wages and salaries for various positions shall be ingeneralaccordancewiththeprovisionsofthebudgetedsalariescurrentlyineffectincludingamendmentstheretoandwithinthelimitationsofthefinancialprovisionsofeachdepartmentasapprovedbytheCityCouncil.Working schedules will be established by each Department Head and approvedbytheliaisonofficer.
3.2-1 Annual wages and salaries shall be paid thru 24 paOctober1st, 1972. Employees will be paid on the workdaydnearestntong PaaP
2 of P D-
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-
pensations 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 reportedtothedepartmentheadassoonaspossible. 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 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 re-
troactive to 1 October 1973.3.
4-3No pay will be authorized for unused sick leave.3.
4-4Department heads are hereby authorized to make any investigation of benefits
claimed under this rule which they deem necessary and to disapprove
any claim not properly substantiated. Any sick period in excess
of three consecutive days will require authorization by a physician.
3.
4-5Sick 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 Paqes
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 City 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 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 proner authority, shall be entitled to
a leave of absence with pay during any period vihen 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
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 remedial measures incident
to the enforcement and observance of these rules, or of any of the operat-
ing rules of their departments:
4.1-1 Seriously calling the attention of an employee to any unsatisfactory
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,
and as provided for under Sub-Section 4.3.
4.1-4 Demotion of an employee to a position of lower classification, as
provided under Sub-Section 4.4.
4.1-5 Dismissal of an employee, including disapproval of terminal pay or
unused vacation, as approved under Section 3.5 of these rules.
4.2 SPECIFIC GROUNDS FOR DISMISSAL. Any of 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.
4.2-1 Conviction under a felony charge.
4.2-2 Repeated convictions during service on misdemeanor and/or traffic
Page 5 of 8 Pages
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.neglect of duty. This includes
failure4,2_8 Incompetence or
repeateemployees.to reprimand
deserving4.2-9 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
Such
department endan
end
s . may susp
rtmen heads, subject to review the City Council if requested,
circum without pay fora a period not to exceed thirty
y
y need for disciplinary suspension occurringwithingthreemay
rounds stances causing
the ears will constitute grounds for dismhara isAdismissedaor a
decision for suspension without pay until the c
ge settling the case is rendered. A verdict of "not guilty
will by
the make
the
City suspended employee eligible for reinstatement upon
approval
Council.the City Council,
department 4.4 DEMOTIONS. Subject to review and approval
by to demote employees to
lower heads are vested wtih discretionary
authority or, further, abolishment
of job classifications for disciplinary
purposes the job due to lack of work or funds •(
This iblelattepreferentir
reason prejudice and such employee will
beelig upon reinstatement of the
Job.)
employees 4.5 TERMINATION RULES AND REQUIREMENTS. To resign in good
standing,in permanent positions should give at least two weeks notice ofy their
inten-tions. Failure to do so ~~1dueJsuphremployeee1VA1gtermiterminnal ati pang
employees of any unused vacation
pay will be required to surrender and. threturn
to lake whichemaydbeainmtheirlpossession
es and/or property of the City of
Sou Supplemental payrolls to issue paychecks for terminating
employe
custody. will not be permitted except in thecCit of circumstances
recom-mended by the department head to the Y
Secretary.Page 6 of 8
4.6 PROMOTIONS. Promotions will be filled by qualified employees in lower jobclassificationsasmaybeconsistentwiththebestinterestsoftheCity.
4.7 COMPLAINTS AND GRIEVANCES. It shall be the general policy of the CityofSouthlaketoanticipateandavoidoccurrenceofvalidcomplaintsorgrievancesandtodealpromptlywithanywhichmayarise. All mattersofthisnaturewillbehandledandtransmittedthroughsuperiorsas
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 satisfactorybasis.In every instance, the department head will submit a report setting outallinformationtotheCityCounciltogetherwithhis
recommendations.4.8 Hiring and dismissal is a function of the department head* to beapprovedbytheappropriateliaisonofficer, and reviewed by the Council. Thedepart-ment heads
are:Mayor (Administration and
Finance)Police
Chief Public Works Superintendent (
Water)Fire
Chief Building
Inspector 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 Cityof
Southlake.5.1-1 Members of employees families may have coverage if paid for bythe
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.5.2 Social Security (at a later
date).5.3 Texas Municipal Retirement System Plan (at a later date if
approved).SECTION 6. -
DEFINITIONS 6.1 Permanent employee is one who is employed on a full-time basis at therateoffortyhoursperweek, 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 Page 7 of
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 - LIAISON OFFICERS
7.1 APPOINTMENTS. Councilmen will be liaisontheofficerfor
confarmedtbyltY or department. Such appointmen
ointments 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 headofficer onerexigiven
Ifnnot,nherwdilPaworknt will work with
the department with the employee, or employees, involved in thatunction.
advile,hassist-should not be involved in daily operations, he
will provide ance in preparing budgets
andot4er essentials citizens that
occur withinlthe informed of all grievances
internally or area of his responsibility. (See Figure1.
3-1.)dayshave 7.3 AUTHORITY. The liaison oXCessrofwill
andeforth~ring andadismissall excess absences
for periods in within the activitiesordepaey;l~fap~
roveappointment.budget forehisgactivityl_In addition,
the liaison officer or department priortointegr~oithe'lbudgetannual
duringbtheefiscallyeappp~ior to authority
extends to changes submission to
Council for approval.Page 'U'
3.4-6 Frequent claiming oumbtnonlby theedepartmenteheadlthatstheuQhysi-
grounds for the ass p
cal condition of the employee is below the standard necessary
for
buse of
the proper oerformance of his/her duties. ralingeringsor or discip-
this benefit will constitute grounds for p P
linary action by the department head with the approval of the City
minci1. or by the City Council.
3.5 VACATION. An employee in a permanent position will
benefits either as time off with pay or as terminal
separation from City employment in good standing.
3.5-1
3.5-2
be eligible for vacation
pay in the case of
Employees in permanent positions shall be granted one week (five
working days) vacation after twelve months continuous employ
two weeks (ten working days) after twenty-four months continuous
employment, and three weeks (fifteen working days) after ten years-
continuous service time using
be
a calculation deleaveaequal tooone
each year. Employees shall granted vacation
The time that
half day for each month worked prior to January 1.
an employee is on vacation is considered continuous service time.
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 A
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.
leave with
3.6 EMERGENCY LEAVE lthreeYworkkingrdaysttoeemployees who havegcompleted at least
pay not to exceed
three months of continuous service in case of death of an immediate member
of the employee's family.
3.7 MILITARY LEAVE WITH PAY. Apermanentcomponentemployee the ArmedsForcesbof
thetUnited National Guard or any
reserve States, when so ordered by the proper authority, shall be
entitled d
onafield leave of absence with pay during any
period training or encampment, or whenordered
eworkingtdaystduringpanygonelcaldendarcyear.or instructions, and not to
exceed 3.8 HOLIDAYS. The following holidays are
and be observed with pay by all City employees
occ subject to the revisions and limitations hereinafterkt fort: aNew
nd Year'
s Day, Memorial Day, Independence Day, Labor Day, Thangiving
Day Christmas
Day.3.8-1 When any designated holiday falls on Saturday or Sunday, the
pre-ceding or following business day will be
0
BILLS FOR APPROVAL AT COUNCIL MEETING OF MAY 3, 1977:
Regional Office Supply (City, P.D.)
The Grapevine Sun (City)
Lone Star Gas (City, F.D.)
Tri-County Electric (City)
General Telephone (City, F.D., P.D.)
M. M. Administrators, Inc. (City, P.D.)
Carter & Burgess, Inc. (City)
Thomas Rubber Stamp Company (F.D.)
Payton-Wright Ford (P.D., F.D.)
Thompson. Printing Service (P.D.)
White's Auto Store (P.D.)
Texaco (P.D.)
North Texas Police Chiefs Assn. (P.D.)
Crabtree & Powers Tire & Appliance (P.D.)
Circle R Electric Co. (W.D.)
Aqua Utility, Inc. (W.D.)
3967 2.44
4/14/77 2.94
Y 21745422,#41745422 20.11 8140800
100.30 May
to June 361.73/462.
51 58
287.00 L3471,
L3472 102.50 v 12499, #12147 221.
32 4/21/77
12.00 4/19/
77 8.70 4/
19, 4/22, 4/2911.50 Annual
Membership Dues 10.00e/02556
245.63 17527
20.00 02098,#02352,#
02424&358.38 G~02423 0
Y
Prortamation
MUNICIPAL CLERK'S WEEK
WHEREAS, the efficiency and order with which government carries out its
public function 'is strongly reliant on proper procedures, open and thorough
communications between all municipal departments and public bodies and with
the citizenry, and complete confidence and understanding by the citizenry of
the programs and goals of their community; and
WHEREAS, the Municipal Clerk records the decisions of the legislative
body; administers its procedures; reports to it on all communications, reports,
and requests received from a variety of sources; and maintains the official
records of the municipal government; and
WHEREAS, an organized and accurate source of knowledge about a community
and its governmental activities is vital to the smooth governing of that munici-
pality; and
WHEREAS, the Municipal Clerk serves as the central source of knowledge
and records of municipal government, which records must be readily available
to municipal departments, community groups, and individual citizens; and
WHEREAS, the strength of local government depends upon the citizens'
opinion of it and their trust in its competency and goals, and such opinion is
formed largely by the image set forth by the municipal government employees; and
WHEREAS, the Municipal Clerk is the government official most closely in
daily contact with the citizenry, and, therefore, is in a key position to mold
sound public opinion; and
WHEREAS, the Municipal Clerk has demonstrated, by continuously and conscien-
tiously improving skills required to meet the future challenges of local govern-
ment, an awareness of the need to give the maximum amount of service at the
minimum expenditure of the tax dollar,
NOW, THEREFORE, Mayor Martin R. Hawk does hereby
proclaim the week of May 9 through May 15, 1977, as MUNICIPAL CLERK'S WEEK in
recognition of the vital services the MUNICIPAL CLERK performs and the outstand-
ing dedication to the community he or she represents.
DATED this 3rd day of May, 1977.
t~ Mayor