1973-08-07
126
A G E N D A
REGULAR CITY COUNCIL MEETING
AUGUST 7, 1973
I. Preliminary Draft of Phase II
701 Scope of Services Contract
II. Water Department Report - Supt. W. G. Cline
III. Fire Department Report - Chief R. P. Steele
IV. Police Department Report - Chief D. R. Hughes
V. City Administration:
A. Resolution No. 73-19: Partial payment to
Chicago Bridge and Iron Co.
B. Committee Report on Employee Rules and
Regulations Revision - ~O a - YLo - 73 -2-0 .
C. Presentation of Proposed Budget by the Mayor
filed with the City Secretary
D. Payment of Bills
Ito
'i
127
CITY OF SOUTHLAKE, TEXAS
REGULAR MEETING OF THE CITY COUNCIL,
August 7, 1973
The City Council of the City of Southlake, Texas, met in regular
session in the Council Chamber of City Hall in Southlake, Texas
,
on Tuesday, August 7, 1973, with the following members preseftt:
Wade Booker Mayor
Billy Joe Knox, Mayor Pro Tem
W. 0. Nunn, Councilman
R. D. Drummond, Councilman
Frank Tetrault, Councilman
Sam Davis, Councilman
Also present: William D. Campbell, City Attorney.
The meeting was called to order by the Mayor at 7:30 P.M. The
invocation was given by Councilman Knox. The Minutes of the last
regular meeting were approved as read.
Mayor Booker introduced a guest in the audience, David Peters,
and proclaimed this to be "David Peters Week" in Southlake and
appointed him Honorary Mayor for the Day, August 9th. (David
lost an arm and leg in a recent mowing accident.)
Mayor Booker called the Council's attention to the Preliminary
Draft Of Phase II Scope of Services Contract for planning assist-
ance. It was suggested that the Council meet with Mr. Charles
Englishbee of the Texas Department of Community Affairs and set
a date for same on Tuesday, August 14th, at 1 P.M. at City Hall.
The Water Department report was tabled to the next meeting. Mr.
Cline, Superintendent, relayed to the Council the information
that the 8" line was a little over half-way to Peytonville; that
the overhead tank was almost all welded; and that Well No. 2 was
not back in operation.
The Mayor advised the Council of the bid opening tomorrow at*.110
A.M. for the construction of the 12" water main from Well No. 2.
Fire Department Report was given by Chief R. P. Steele (attached
to). He reported that all equipment was in working order and
that the street sign project was well under way.
Mayor Booker interrupted the meeting to introduce two guests in
the audience, Mr. and Mrs. Dale White, Mayor Pro Tem and City
Secretary, respectively, of the T6wn of Westlake.
128
Police Department Report was given by Chief D. R. Hughes (at-
tached hereto).
Resolution No. 73-19: calling for partial payment to Chicago
Bridge & Iron Company for work done on the overhead water tank
was passed and approved on motion by Councilman knox; seconded
by Councilman Tetrault. Motion carried unanimously. (Resolu-
tion No. 73-19 attached hereto and made a part hereof.)
Councilman Drummond presented the committee report on the re-
vision of the Employees' Rules & Regulations. The corrections,
additions and deletions were accepted by the Council on motion
of Councilman Davis; seconded by Councilman Tetrault. Motion
carried unanimously. (Resolution No. 73-20, adopting the Re-
vised Employees' Rules & Regulations attached hereto and made
a part hereof.)
Mayor Booker presented his Proposed Budget for 1973-74 to the
Council and filed same with the City Secretary. August 21st,
7:30 P.M., was the time set for public hearing on the Budget.
Councilman Knox moved that the bills presented be approved for
payment; seconded by Councilman Davis. Motion carried unanimously.
Q Discussion followed regarding action to be taken by the Council
regarding alcoholic beverages. Councilman Knox recommended that
the City Secretary direct a letter to members of the Planning &
Zoning Commission about the proposed amendment to the City's
zoning ordinance and the reason for setting a public hearing
for August 28th, said reason being in the interest of time.
There being no further business, the meeting adjourned.
Mayor
ATTEST:
City Secretary
i
City Council Mtg. 8/7/73-Page 2
129
RESOLUTION NO'. 73-19
WHEREAS, the City Council of the City of South-
lake contracted for the construction of an over-
head water storage tank with Chicago Bridge &
Iron Company on the 20th day of Febnary, 1973;
And,
WHEREAS, Partial Estimate #1 has been presented
for payment at this time; And,
WHEREAS, Gerald Lemons, City Engineer for South-
lake with the consultant firm of Carter & Burgess,
Inc., has recommended that such payment in the
amount of ,$39,223.00 be made; Now,
THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, THAT:
1.
The Mayor is hereby authorized to_make payment to Chicago
Bridge & Iron on Partial Estimate #1 in the amount of
$39,223.00.
2.
The funds for such payment are to be taken from the Bond
Funds set aside for this purpose.
PASSED AND APPROVED this 7th day of August, 1973.
Mayor
ATTEST:
City Secretary
130
RESOLUTION NO. 73'-20,.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SOUTHLARE,
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 o Sout lake.
The provisions of said Exhibit "A" shall be binding upon
all employees of the City of Southlake.
2.
This Exhibit "A" supers&des all previous Rules and Regu-
lations and particularly those contained in Resolution
No. 72-23 and Resolution No. 73-17.
3.
These Rules and Regulations shall be effective immediately
upon passage of this Resolution.
PASSED AND APPROVED this 7th day of August, A. D. 1973.
Mayor
ATTEST'
City Secretary
EMPLOYEE RULES AND REGULATIONS
Reference should be made to the City Organizational Chart
SECTION 1. - AUTHORITY AND ADMINISTRATION
1.1 EFFECTIVE DATE: August 7, 1973.
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, general authority
and responsibility for the conduct and administration of municipal affairs
is vested in the City Secretary. Final authority, in the form of review
and approval, is reserved by the City Council where not specifically
delegated to the City Secretary. (See Exhibit A.)
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 evi-
denced 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 Mentil examination or performance test, if required.
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.
2.2 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 by 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, clerk-
ship 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 permanent positions in the same
department without specific approval from the City Council.
2.4 APPLICATIONS. All persons seeking inttial employment or reemployment
after an absence of more than six months will be required to complete,
sign and submit a standard application form provided by the City of
Southlake. (See Exhibit B.)
2.5 OUTSIDE EMPLOYMENT. Upon the approval of the department head, an employee
may accept outside employment provided that such activity does not inter-
fere with his efficiency in regular City employment. In no event shall an
employee hold an outside job that has any cinflict of interest with City
employment.
2.6 STANDARDS OF CONDUCT. The attitude and deportment of a City emptoyee,
whether in public or private, should at all times be such as to promote
the goodwill and favorable attitude of the public toward the City
Administration and its programs and policies.
SECTION 3. - ATTENDANCE AND ABSENCE.
3.1 ACCOUNTING RESPONSIBILITIES. Department heads are responsible for main-
taining 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 sign-
ing such payroll/attendance records to insure that salary and wage expen-
ditures stay within budgetary limits.
3.1-1 The City Secretary is responsible to the City Council for certify-
ing as to the compliance of departments with the requirements and
policies as well as rules governing vacation, sick leave, etc.
3.2 WAGES AND HOURS. Wages, salaries and working schedules for various classes
and positions shall be in general accordance with the provisions of the
official pay plan currently in effect including amendments thereto and
within the limitations of the financial providions of each department as
approved by the City Council for each fiscal year.
3.2-1 Annual wages and salaries shall be paid thru 24 pay periods, be-
ginning October 1, 1972.
3.2-2 Overtime work will be performed only on authorization of the de-
partment head with regard to certain positions and departments
and to the extent necessary to meet essential operating require-
ments. 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 and Key Personnel: Employees who are
regarded as being on department, assistant or division
head levels shall not be eligible for overtime pay.
Employees in thisclass are to work whatever hours
may be necessary to properly perform the duties assigned.
The salaries for such personnel are determined and
established in accordance with this assumption.
3.2-2-2 Office Staff: Employees in 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.
3.3 AUTHORITY FOR ABSENCE. No City employee shall be absent from his/her
regularly scheduled duties except by authority of his department head
or other responsible supervisor. Absences with the reason therefore
must be reported to the department head as soon as possible. All ab-
sences for periods in excess of two weeks 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 not accumulate from year to year.
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 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 authori-
zation by a physician.
3.4-5 Sick leave of 1/2 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 thepphysi-
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
Vacation benefits either as time off with pay or as terminal pay in
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
of continuous employment. The time that an employee is on vaca-
tion 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.
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 a member
of the employee's family or person related to such employee not more
distantly than aunt or uncle.
3.7 MILITARY 2UVE 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 dur-
ing 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 posi-
tions and subject to the revisions and limitations hereinafter set forth:
New Year's Day, Memorial Day, Independence Day, Labor Day, Thanksgiving
__Day_and_.Cbristmas Day. -
3.8-1 When any designated holiday falls on Saturday or Sunday, the pre-
ceding or following business day will be observed.
3.8-2 Department heads shall specifically authorize the observance of
"MIR
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 on approval
of the City Council where such attendance improves the employee's effi-
ciency and is considered beneficial to the interest of the City.
3.9-1 Jury and court service may be permitted absence with pay.
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 are vetted with
discretionary authority to practice the following suggested forms and
sequence or 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 unsatisfac-
tory conduct in performance of duty.
4.1-2 Personal relDrimand 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, asppeovided 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 Convi-cti-on under a fel-ony charge:
4.2-2 Repeated convictions.during service on misdemeanor and/or traffic
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.
4.2-8 Incompetence or repeated negleet of duty.
4.2-9 Repeated failure or neglect to meet credit obligations, parti-
cularly 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 City
Secretary or Department Head, subject to review by the City Council,
if requested, may suspend an employee without pay for a period not to
exceed thirty days. Such circumstances causing the need for disciplin-
ary suspension occurring within three years will constitute grounds for
dismissal. A law violation may be grounds for suspension without pay
until the charge is dismissed or a decision settling the case is rendered.
A verdict of "not guilty" will make the suspended employee eligible for
reinstatement upon approval by the City Council.
4.4 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 consid-
eration upon reinstatement of the job.)
4.5 TERMINATION RULES AND REQUIREMENTS. To resign in good standing, employees
in permapent positions should give at least two weeks notice of their in-
tentions. Failure to-do so will jeopardize receiving terminal pay in the
form of any unused vacation pay due such employee. All terminating em-
ployees 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 customsSupplemental _pay_rolls_to issue pchecks_,for_ter-
minating employees will not be permitted except in the case of extenuating
curcumstances recommended by the Department Head to the City Secretary.
4.6 PROMOTIONS. Promotions will be filled by qualified employees in lower job
classifications as may be consistent with the best interest of the City.
4.7 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. Except where
there is an acceptable reason for not doing so, all matters of this
nature will be handled and transmitted through superiors as follows:
a. Immediate superior (Sgt., Chief Dispatcher, etc.)
b. Department Head
c. City Secretary.
Each of the above will attempt to adjust the matter on a basis satis-
factory to the Department Head. If necessary, the Department Head may
submit the problem to the next in authority. Still failing a satisfac-
tory adjustment, the Department Head must submit a report setting out
all information to the City Council together with his recommendations
and recommendations of the City Secretary, if any. Upon a final decision
made by the City Council, such will be binding on all concerned.
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 th##ty days employ-
ment .
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 employeesis one who is employed on a full-time basis at the
rate of forty hours per week, receiving remuneration from the City for
such work, except independent contractors.
6.2 A part-time emplayee is one who is employed by the City for less than the
above prescribed forty hours per week.
6.3 A temporary_ empl ee is,one who is -em 1
p _y o ed_ for__a_ _s_peci_f__ic job whose em-
p7oyment terminates upon completion of such specific job.
6.4 The City Secretary is eligible for the same benefits as a "permanent
employee
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9 .LrA
R. P. STEELE, FIRE CHIEF
S OUT HLAKE FIRE DE PARTMEN T
P. BOX 868 AUGUST 01, 1973
SOUT HLAKE, TEXAS 76051
TO: HONORABLE MAYOR AND CITY COUNCILMEN
• FIRE DEPARTMENT REPORT FOR JULY 1973
SUBJ.
1. TOTAL RESPONSES 9
2. GRASS FIRES 1
3. TRASH FIRES 1
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
4. AUTO FIRES........
5. AUTO ACCIDENTS 2
6. MUTUAL AID RESPONSES 2
7. POSSIBLE DROWNING 1
8. HIGH WATER STAND-BY..................................... 1
9. TOTAL MAN HOURS EXPENDED ON CALL 884,
10. TOTAL MAN HOURS ON CIVIC PROJECTS, ETC 50
11. TOTAL MAN HOURS ON MAINTENANCE OF EQUIPMENT/STATION.... 20
12. TOTAL MAN HOURS ON DRILLS/TRAINING 148
13. NUMBER OF DRILLS DURING MONTH 2
14. NUMBER OF MEN ATTENDING MEETINGS DURING MONTH.......... 49
15. APPROXIMATE TOTAL MAN HOURS EXPENDED BY PERSONNEL
PARTICIPATING IN DEPARTMENT ACTIVITIES 20811
MEN RESPONDING FOR MONTH:
CHIEF STEELE.......... 6 ARMSTRONG, D......2 SCHNEIDER, T......6
ASST CHIEF JOYCE 3 BOOKER, W........92 SHELTON, J........3
FIRE MARSHAL WEDDLE S GARRETT, W........3 ' WHITE, S..........1
CLIFTON, D........5
CAPT CLIFTON 6 KINCHEN, E9•••••9'3 1 ANDREWS, J..... ...I~
CAPT DODSON........... 5 POLSON, R.........
LT. CHELF .............2 SCHIRMAN, T.999.9.7 STEVENS, B........1
STEELE* R999.9999911
10
Respectfully submitted,
R. P. Steele, Fire Chief
i
August 1 , 1973
Honorable Mayor and City Council:
Police Department report for the month of July, 1973
Tickets issued in June 131
Tickets issued in July 193
Fines written in July $4,700.50
Fines Paid in July 5004.00
Fines Paid by Highway Patrol 000.00
I
Persons in jail in June 20
Persons in jail in July 32
Traffic accidents in June 18
Traffic`!accidents in July 12
Burglaries investigated in June 1
Burglaries investigated in July 2
Approx. total value taken in burglaries in July $330.00
Approx. total value recovered in burglaries in July 000.00
Thefts investigated in June 0
® Thefts investigated in July 3
Approx. toatl value taken in thefts in July $714.95
Approx. total value recovered in thefts in July 300.00
Number of calls in June 128
Number of calls in July 161
Miles driven in June 8,800
Miles driven in July 9,438
Speedometer reading on Unit #3 (73 Ford) 34,401
Speedometer reading on Unit #4 (72 Ford) 14,079
Respectfully submitted,
io #uq ~as Hu gf Chief
~
Southlake Police Department
DH/mfh