2025-046 ResolutionRESOLUTION NO. 25-046
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, AMENDING THE EMPLOYEE
HANDBOOK TO CREATE POLICY 721 — "MILESTONE
SERVICE AWARD DAY" AND PROVIDING AN EFFECTIVE
DATE.
WHEREAS, the City of Southlake (the "City") previously adopted an Employee
Handbook; and
WHEREAS, the City wishes to amend the Employee Handbook to create
Personnel Policy 721 — "Milestone Service Award Day";
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
Section 1. The City of Southlake hereby approves and adopts the following policy that
has financial implications, a copy of which is attached as Exhibit "A" and is incorporated
into the Employee Handbook:
Policy 721 — "Milestone Service Award Day"
Section2. That this resolution is in effect upon passage and adoption by the City
Council effective January 1, 2026.
PASSED AND APPROVED THIS THE I— DAY OF
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Shawn McCaskill, Mayor
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RESOLUTION NO. 25-046: EXHIBIT A
CITY OF
SOUTHLAKE
721: Milestone Service Award Day
721.01 General. In recognition of long-term service and employee commitment, the City of Southlake
will provide a paid day off in the form of a Milestone Service Award Day to eligible employees
upon reaching specific tenure milestones. This benefit reflects the City's commitment to
employee well-being and appreciation for dedicated public service.
721.02 Eligibility. Regular full-time and part-time employees are eligible to receive a Milestone
Service Award Day in the calendar year in which they reach each of the following continuous
service milestones: 5, 10, 15, and 20 years. Employees who have reached 20 or more years of
service will receive one Milestone Service Award Day annually each year thereafter.
721.03 Benefit Description.
721.03.01 Employees will receive one Milestone Service Award Day in the calendar year in
which they reach their 5th,10th, or 15th year of service. This is a one-time award
per milestone and will not recur in future years.
Example: An employee who reaches five years of service will receive the 5-year
Milestone Service Award Day during that year only —not again in future years.
721.03.02 Beginning in the 20th year of continuous service, employees will receive one
Milestone Service Award Day each calendar year.
121.03.03 Leave time will be awarded based on the employee's classification:
i. Full-time general government employees: eight (8) hours
ii. Part-time general government employees: four (4) hours
iii. Fire shift personnel: twelve (12) hours
721.03.04 The Milestone Service Award Day must be used in the same calendar year it is
awarded. It is use -it -or -lose -it, meaning the leave will be forfeited if not used by
December 31 of that year. It may not be carried over, banked, or paid out upon
separation from employment.
721.03.05 The employee's most recent hire date- will be used to determine milestone
eligibility.
721.04 Scheduling and Use. Employees must request use of their Milestone Service Award Day in
advance through their supervisor or Department Director. Supervisors will evaluate requests
based on operational needs and staffing availability. Requests,by Department Directors must
be approved by the City Manager or their designee. ,
Every reasonable effort will be made to accommodate leave requests. However, leave may
only be granted when workload permits. Employees are responsible for submitting requests
in a timely manner and for verifying they have sufficient paid leave to cover the absence.
Policy No. 721: Milestone Service Award Day Page 1
RESOLUTION NO.25-046: EXHIBIT A
CITY OF
SOUTHLAKE
Leave may be denied if the employee does not have adequate paid leave or if the absence
would negatively impact department operations.
721.05 Responsibility. Human Resources is responsible for identifying eligible employees annually,
notifying them and their departments, and ensuring accurate tracking and recording of the
Milestone Service Award Day.
721.06 Approval and Effective Date. This policy was approved by City Council on November 4, 2025
by Resolution No. 25-046 and is effective January 1, 2026.
Policy No. 721: Milestone Service Award Day Page 2