26-011 Resolution RESOLUTION NO. 26-011
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, AMENDING SECTION 705 — "SICK
LEAVE" OF THE CITY OF SOUTHLAKE EMPLOYEE
HANDBOOK AND PROVIDING AN EFFECTIVE DATE.
WHEREAS, the City of Southlake (the "City") previously adopted an Employee
Handbook; and
WHEREAS, the City wishes to revise Section 705 — "Sick Leave" to replace
Section 705 of the previously adopted Employee Handbook;
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 705 — "Sick Leave"
Section 2. That this resolution is in effect upon passage and adoption by the City
Council effective June 20, 2026.
PASSED AND APPROVED THIS THE DAY OF
2026.
Shawn McCaskill, Mayor
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ATTEST:
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Amy S try, City Secrettoo
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CITY OF RESOLUTION NO.26-011: EXHIBIT A
SOUTHLAKE
705 SICK LEAVE
705.01 General. The purpose of sick leave is to provide income protection to employees who are
unable to work due to an illness, injury,or other permitted use as outlined in this policy.
705.02 Eligibility. Regular,full-time employees are eligible to accrue and use sick leave.Probationary
employees may use accrued sick leave from the first day of employment with supervisor's
approval. Sick leave shall not be advanced.
705.03 Part-time, Temporary and Seasonal Employees. Part-time, temporary and seasonal
employees are not eligible for sick leave.
705.04 Sick Leave Accrual.Sick leave shall not accrue during a leave of absence without pay, nor shall
it be advanced. Sick leave cannot be transferred from one employee to another.
705.04.01 Regular full-time employees. Full-time employees, except for full-time fire-shift
personnel, accrue sick leave on the City's standard bi-weekly pay cycle consisting
of twenty-six(26) pay periods per year. Full-time employees assigned to this pay
cycle shall accrue sick leave at the rate of 3.08 hours per pay period(80 hours per
year).
705.04.02 Fire Shift Personnel. Fire shift personnel assigned to the 48-hour on/96-hour off
(48/96)schedule operate on a twelve(12)day pay period cycle, resulting in thirty
(30) pay periods per calendar year. Full-time fire shift personnel assigned to the
48/96 shift schedule shall accrue sick leave at the rate of 6 hours per pay period
(7.5 shifts per year).
For purposes of this policy,a shift for fire shift personnel equals twenty-four(24)
consecutive work hours. A tour represents a forty-eight (48) hour duty cycle
consisting of two consecutive 24-hour shifts under the 48/96 schedule.
705.05 Maximum Accrual Allowed. All employees shall accrue sick leave up to a maximum of 720
hours. Sick leave accruals shall cease when an employee's sick leave balance reaches 720
hours.
705.06 Holidays during Sick Leave.Official holidays occurring while an employee is absent from work
due to an illness or injury that is not job-related shall be paid as holiday pay and not
considered as sick leave.
705.07 Permitted Sick Leave Uses. Sick leave may be allowed in case of doctor appointments,
personal illness,physical incapacity of an employee,or when it is necessary to care for a family
member residing in the employee's household who is ill or incapacitated.Sick leave shall also
be used for FMLA qualifying events.
Policy No. 705: Sick Leave Page 1
i
r' CITY OF RESOLUTION NO. 26-011: EXHIBIT A
SOUTHLAKE
705.07.01 Employees shall not be entitled to sick leave when absent from work due to illness
or injury resulting from employment with another employer.
705.08 Use of Other Paid Leave. When an employee's accumulated sick leave has been exhausted,
accrued vacation leave or compensatory time may be used upon request of the employee and
with approval of the supervisor or Department Director.
705.09 Sick Leave Notice. Whenever possible, employees shall report and provide notice in
accordance with Section 5, Policy 503 —Attendance. Failure to give notice may result in the
employee being declared absent without leave and subject to corrective action.
705.10 Certification from Medical Provider. An employee may be required to provide
documentation to the employee's supervisor or Department Director,with a statement from
an attending licensed physician when:
i. There is question as to the merits of an employee's claim that his or her absence was
due to illness or injury of the employee or of a family member residing in the
employee's household;
ii. The employee's safety or ability to work is in question;
iii. There is a question of sick leave abuse;
iv. The safety or efficiency of the work unit is in question; or
V. The employee has been absent from work for three (3) consecutive work days or
longer.
705.11 Fit for duty examination.An employee who has been absent because of illness or injury may
be required to submit to a fitness-for-duty examination by a licensed physician selected by
the city prior to returning to work. In such cases the employee may return to work upon
certification by the examining physician that the employee is physically or mentally fit to
return to work, or if the employee is certified fit for limited or light duty, but not his or her
regular duty, the employee may, at the discretion of the city, be required to report for light
or limited duty. Refer to Section 7, Policy 711—Modified Duty for additional information.
705.12 Return to Work.An employee who is released by an examining physician to return to regular
or light duty and refuses to report for work or perform his or her assigned duties is subject to
corrective action, up to and including termination.
705.13 Sick Payout upon Termination of Employment. Employees who are separated from city
employment for any reason shall not be entitled to receive pay for accumulated sick leave,
except that an employee will be granted,upon retirement or separation,a lump sum payment
of sick leave remaining to his or her credit in any amount that does not exceed four hundred
(400) hours when he or she:
Policy No. 705: Sick Leave Page 2
CITY OF `
SOUTHLAKE
i. Retires from city employment under the city-sponsored program and is immediately
eligible to receive retirement payments; and has at least ten (10)years of continuous
employment with the City of Southlake; or
ii. Separates from employment for any reason except for involuntary termination, with
twenty(20) or more years of continuous full-time service with the city.
705.14 Approval and Effective Date. This policy was approved by City Council on April 7, 2026 by
Resolution No. 26-011 and is effective June 20, 2026. It supersedes all previous sick leave
policies.
Policy No. 705: Sick Leave Page 3