26-010 Resolution RESOLUTION NO. 26-010
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SOUTHLAKE, TEXAS, AMENDING SECTION 704 —
"VACATION 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 704 — "Vacation Leave" to replace
Section 704 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 704 — "Vacation 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
ATTEST:
Amy ,ey, y Secretary= r
CITY OF RESOLUTION NO. 26-010: EXHIBIT A
SOUTHLAKE
704 VACATION LEAVE
704.01 Eligibility.All regular full-time employees shall accrue vacation leave;however,vacation leave
may not be used until six (6) months of continuous full-time service is completed. Vacation
leave does not vest until the completion of twelve months of continuous full-time service.
Therefore, vacation leave is forfeited if employment terminates or an employee separates
employment for any reason before completing twelve months of continuous full-time service.
704.02 Part-time, Temporary and Seasonal Employees. Part-time, temporary and seasonal
employees are not eligible for vacation leave.
704.03 Vacation Leave Accrual.Accrual rates are based on the length of continuous full-time service
with the City of Southlake. Vacation leave shall not be advanced. Vacation leave shall not
accrue when an employee is on a leave of absence without pay for an entire pay period.
An employee is considered to be on a leave of absence without pay when they have exhausted
all available paid leave and are not eligible for, or have exhausted, available family medical
leave in accordance with Policy No. 207, Family Medical Leave Act.
Employees shall move into the next accrual bracket following the first full pay period following
completion of the required months of service.
704.03.01 Full-time employees. Full-time employees, except for full-time fire-shift
personnel, accrue vacation 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 vacation leave at the following rates:
Months of Per Pay Period Estimated Maximum
Service Accrual Rate Annual Accrual Accrual
0-11 months 3 hours and 5 minutes
(less than 1 year) (3.08 hours) 2 weeks 240 hours
12-59 months 4 hours and 38 minutes
ears 3 weeks 240 hours
(1-5 years) (4.62 hours)
60-119 months 6 hours and 10 minutes
(5-10 years) (6.16 hours) 4 weeks 240 hours
120-239 months 7 hours and 5 minutes
4 weeks, 3 days 240 hours
(10—20 years) (7.08 hours) -
240+months t 8 hours 5 weeks 1 day 240 hours {
(20+years) (8 hours)
704.03.02 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
Policy No.704:Vacation Leave Page 1
CITY OF RESOLUTION NO. 26-010: EXHIBIT A
SOUTHLAKE
(30) pay periods per calendar year. Full-time fire shift personnel assigned to the
48/96 shift schedule shall accrue vacation leave at the following rates:
Months of Per Pay Period Estimated Maximum
Service Accrual Rate Annual Accrual Accrual
0-11 months 4 hours
120 hours 360 hours
(less than 1 year) (4.0 hours)
12-59 months 6 hours
180 hours 360 hours
(1-5 years) (6.0 hours)
60-119 months 8 hours
240 hours 360 hours
(5-10 years) (8.0 hours)
120-239 months 8 hours and 48
i (10—20 years) minutes(8.8 hours) 264 hours 360 hours
240+months 9 hours and 36
288 hours 360 hours
(20+years) minutes(9.6 hours)
For the purposes of this policy, a shift for fire shift personnel equals twenty-four (24)
consecutive work flours. A tour represents a full forty-eight(48) hour duty cycle consisting of
two consecutive 24-hour shifts under the 48/96 schedule.
704.04 Maximum Accrual Allowed. Employees shall not be permitted to accrue more than the
specified maximum accrual of vacation leave at any time.Vacation leave shall cease to accrue
when an employee's vacation leave balance reaches the maximum accrual allowed.
704.05 Scheduling Vacation. Employees shall schedule vacation in advance with the employee's
supervisor or Department Director,who shall give due consideration to the employee's needs
and the remaining employees' ability to perform all essential tasks of the department while
the employee is on vacation. Vacation requests by Department Directors are subject to the
approval of the City Manager or their designee. Vacations shall only be scheduled when
workload permits; however, every reasonable effort shall be made to accommodate
individual requests. Employees are responsible for ensuring that vacation leave is requested
within a reasonable amount of time and confirm they will have adequate leave accruals to
cover the requested time off. Supervisors may deny requests for time off when the employee
does not have sufficient vacation leave accrual available for the request or when it cannot be
accommodated due to business needs.
704.06 Holidays during Vacation. Official holidays occurring during an employee's vacation shall be
paid as holiday pay and not considered as vacation leave.
704.07 Vacation Leave during Disciplinary Suspension. An employee on disciplinary suspension
forfeits all claims to use vacation leave for the duration of the disciplinary suspension. In no
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CITY OF RESOLUTION NO. 26-010: EXHIBIT A
SOUTHLAKE
case shall vacation time be granted to an employee during the course of a disciplinary
suspension as a means to supplement pay lost as a result of the disciplinary suspension.
704.08 Vacation Payout upon Termination of Employment. Upon termination of service, a regular
employee who has completed twelve (12) months of continuous full-time employment shall
be paid for any unused vacation time,not to exceed the established maximum accrual balance
of 240 hours(360 hours for fire shift personnel).
704.09 Approval and Effective Date. This policy was approved by City Council on April 7, 2026 by
Resolution No.26-010 and is effective June 20,2026. It supersedes all previous vacation leave
policies.
Policy No. 704:Vacation Leave Page 3