THE STATE OF TEXAS § CITY OF BALCONES HEIGHTS § COUNTY OF BEXAR §

Suzanne de Leon, Mayor Jack Burton, City Council Place 3 Stephen Lara, City Council Place 1 Lamar Gillian, City Council Place 4 Miguel C. Valverde, Mayor Pro Tem Charles White, City Council Place 5

REGULAR CITY COUNCIL MEETING AGENDA

Monday, May 22, 2017 from 5:00 p.m. – 5:45 p.m. prior to the Regular City Council Meeting there will be a reception to Welcome the Incoming Elected Officials.

NOTICE IS HEREBY GIVEN THAT THE ABOVE CALLED MEETING OF THE GOVERNING BODY OF THE CITY OF BALCONES HEIGHTS, TEXAS, WILL BE HELD ON Monday, May 22, 2017, at 6:00 P.M., IN THE JUSTICE CENTER, LOCATED AT 3300 HILLCREST DRIVE, BALCONES HEIGHTS, TEXAS, 78201 TO CONSIDER AND ACT UPON ANY LAWFUL SUBJECT WHICH MAY COME BEFORE SAID MEETING, INCLUDING, AMONG OTHERS, THE FOLLOWING ITEMS TO BE DISCUSSED AND ACTED UPON:

CALL TO ORDER AND RECORDING OF QUORUM

INVOCATION AND PLEDGES OF ALLEGIANCE TO THE U. S. A. AND TEXAS FLAGS

Here are the words to the Texas pledge:

"Honor the Texas flag; I pledge allegiance to thee, Texas, one state under God, one and indivisible."

OATH OF OFFICE:

• Newly elected officials will take their Oath of Office.

PUBLIC COMMENT PERIOD

At this time, citizens who have filled out a registration form prior to the start of the meeting may speak on any topic they wish to bring to the attention of the governing body so long as that topic is not on the agenda for this meeting. Citizens may speak on specific agenda items when that item is called for discussion. During the Citizens to be Heard section no council action may take place and no council discussion or response is required to the speaker. A time limit of three minutes per speaker is permitted; the council may extend this time at their discretion.

1. PRESENTATIONS/UPDATES:

a. Update – Consultant Walter Serna b. Letter of Merit – Corporal Victor Mata

Agenda – May 22, 2017 Page 1 of 4 2. CONSENT AGENDA ITEMS:

a. Approval of minutes for Regular meeting of April 24, 2017 b. Finance Report for the month of March 2017

BUSINESS ITEMS:

3. Consideration and ACTION to approve a Resolution declaring the results of the General Election held in Balcones Heights, Texas, on Saturday, May 6, 2017, for the election of Council Place Three, Four, and Five.

4. Discussion and possible ACTION to amend Code of Ordinances Section 71.02 Certain Parking Prohibitions in Residential Areas. (Members of Council/Hoyl)

5. Consideration and ACTION to amend Code of Ordinances Chapter 51:40 Obstruction of Sewer Line on Property; Excavation; Payment of Costs. (White)

6. Consideration and ACTION to amend fee to reduce variance application fee for residents. (White)

7. Discussion and possible ACTION to increase homeowner exemption and place freeze on the city’s ad valorem rate. (White)

8. Discussion and ACTION regarding the take home vehicle for Public Works . (Burton)

9. Discussion and possible ACTION re- of Vivian Lane on prioritization list after Phase II project. (Burton)

10. Consideration and ACTION to adopt an ordinance amending Article 5: Attendance and Leave of the Personnel Policy – Office Hours. (Mayor)

11. Consideration and ACTION to amend Ordinance 2013-13 effective date to enforce Ordinance 2013-11 Regulating Credit Access Businesses. (Harris/Garza)

12. Discussion and update on the Gateway Project. (Mayor)

13. Discussion regarding AACOG Weatherization Program for low income residents. (Mayor)

ANNOUNCEMENTS AND REQUESTS:

14. Department Report Q&A (Reports included in Packet)

15. Announcements by City Administrator

a. Citizen Kudos b. Recognition of City employee actions c. New Departmental Initiatives

Agenda – May 22, 2017 Page 2 of 4 16. Requests by Mayor and Council Members for items to be placed on a future City Council agenda.

17. Announcements by Mayor and Council Members

a. City and community events attended and to be attended b. City Council Committee and Liaison Assignments c. Continuing events attended and to be attended d. Recognition of actions by City employees e. Recognition of actions by community volunteers

Website Planning & Zoning Code Enforcement BHPOA Negotiations Infrastructure & Facilities Audit/Investment/Budget Mayor de Leon + + + + + Council Pl. 1- Stephen Lara Council Pl. 2-Valverde X X X X Council Pl. 3-Burton X X Council Pl. 4-Gillian X X Council Pl. 5-White X X X City Administrator X X X X Community Development Dir X X Economic Development Dir X Fire Chief X Police Chief X X Finance Director X + = Ex Officio

EXECUTIVE SESSION:

18. Discussion pursuant to §551.086 (Economic Development) of the Texas Government Code regarding economic development project utilizing city owned property.

19. Discussion pursuant to §551.071 (Consultation with Attorney) of the Texas Government Code regarding Visitor Center lease at Wonderland of the Americas.

20. Discussion pursuant to §551.072 (Deliberations about Real Property) to discuss real estate - potential lease city property at the justice center.

RE-CONVENE IN OPEN SESSION:

21. Council may take ACTION in open session on items discussed in Executive Session.

ADJOURNMENT:

DECORUM REQUIRED Any disruptive behavior, including shouting or derogatory statements or comments may be ruled out of order by the Presiding Officer. Continuation of this type of behavior could result in a request by the Presiding Officer that the

Agenda – May 22, 2017 Page 3 of 4 individual leave the meeting, and if refused, an order of removal.

The Balcones Heights City Council reserves the right to adjourn into executive session at any time to discuss any of the matters listed above, as authorized by Texas Government Code § 551.071 (Consultation with Attorney) § 551.072 (Deliberations about Real Property) § 551.073 (Deliberations about Gifts and Donations) § 551.074 (Personnel Matters) § 551.076 (Deliberations about Security Devices), and § 551.086 (Economic Development)

NOTICE OF ASSISTANCE AT THE PUBLIC MEETING The City of Balcones Heights City Council meetings are available to all persons regardless of disability. This facility is wheelchair accessible and accessible parking spaces are available. Requests for accommodations, should you require special assistance, must be made 48 hours prior to this meeting. Braille is not available. Please contact the City Secretary’s office at 735-9148 or write to 3300 Hillcrest Drive, Balcones Heights, Texas 78201 I, the undersigned authority, do hereby certify that this Notice of Meeting was posted on the bulletin board, at the Justice Center / City Hall of Balcones Heights, Texas, in a place convenient and readily accessible to the general public at all times, and said Notice was posted on the following date and time: May 19, 2017, at 4:30 P.M. and remained so posted continuously for at least 72 hours preceding the scheduled time of said Meeting.

City of Balcones Heights, Texas

DELIA R. SANCHEZ City Secretary

Agenda – May 22, 2017 Page 4 of 4

April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

FY2016-17 Budget Overview

Total Budget Total Revenue 7,852,045 7,874,644 4,279,221 54% Total Expenses 7,684,311 8,248,933 4,102,976 50% Revenues/Expenses 167,734 (374,288) 176,246

General Fund Revenue 3,852,423 4,095,649 2,385,775 58% Expenses 4,275,385 4,141,192 2,261,907 55% Revenues/Expenses (422,962) (45,542) 123,868

Special Revenue Funds Revenue 3,356,673 3,138,994 1,556,040 50% Expenses 2,844,282 3,467,740 1,551,683 45% Revenues/Expenses 512,390 (328,746) 4,356

Proprietary Funds Revenue 642,950 640,000 337,407 53% Expenses 564,644 640,000 289,385 45%

Revenues/Expenses 78,305 0 48,022

1 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

General Fund Overview

Revenues

Ad Valorem 1,171,951 1,387,149 1,170,483 84% Sales Tax 1,461,987 1,500,000 583,348 39% Other Taxes 37,673 42,000 16,856 40% Fines & Forfeitures 601,540 571,000 412,102 72% Franchise Taxes 297,323 284,000 101,458 36% Permits, Licenses & Fees 104,972 115,000 87,874 76% Other Revenues 26,976 21,500 13,654 64% Transfers In 150,000 175,000 0 0%

Total General Fund Revenue 3,852,423 4,095,649 2,385,775 58%

Expenses

Council 21,460 5,500 3,848 70% Administration 410,586 438,865 242,086 55% Information Technology 139,116 168,000 122,343 73% Court 328,935 325,212 196,569 60% Police Department 762,501 843,798 460,894 55% Communications (Dispatch) 306,954 320,960 153,660 48% Fire Department 1,200,684 1,320,164 688,090 52% Community Development 158,494 209,972 112,803 54% Public Works 54,036 59,381 28,911 49% City Services 62,438 41,750 23,666 57% Non Departmental 744,443 314,180 176,791 56% Community Initiatives 85,737 93,410 52,245 56%

Total General Fund Expense 4,275,385 4,141,192 2,261,907 55%

2 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

General Fund

Beginning Fund Balance 1,008,679 Revenues 4,095,649 Expenses (4,141,192) Revenue/Expense (45,543) Fund Balance Expenditures - Ending Fund Balance 963,137

General Fund Revenues

Taxes 10-310-110 AD VALOREM TAX 1,171,951 1,387,149 1,170,483 84% 10-318-300 SALES TAX 1,461,987 1,500,000 583,348 39% Two Months Behind 10-319-110 PENALTY & INTEREST-AD VALOREM 7,688 8,000 3,660 46% 10-334-100 STATE MIXED DRINK TAX 29,985 34,000 13,196 39% Total Taxes 2,671,612 2,929,149 1,770,686 60%

Fines & Forfeitures 10-334-200 STATE COURT COSTS 20,020 20,000 10,011 50% 10-340-100 COURT FEES & CHARGES 47,921 64,500 38,568 60% 10-349-000 OTHER CHARGES 50 500 225 45% 10-350-100 COURT FINES 431,982 390,000 296,774 76% 10-350-150 WARRANT FEES 101,566 96,000 66,524 69% Total Fines & Forfeitures 601,540 571,000 412,102 72%

Franchise Taxes 10-318-410 CPS FRANCHISE 183,083 175,000 59,705 34% 10-318-430 TELEPHONE FRANCHISE 28,718 25,500 5,730 22% 10-318-440 SAWS FRANCHISE 6,474 6,000 - 0% 10-318-460 CABLE FRANCHISE 30,178 28,000 7,869 28% 10-318-470 BILLBOARDS 21,000 21,500 14,000 65% 10-318-480 GARBAGE FRANCHISE 27,871 28,000 14,153 51% Total Franchise Taxes 297,323 284,000 101,458 36%

3 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Permits, Licenses & Fees 10-320-200 FOOD ESTABLISHMENT LICENSE 20,235 20,000 10,095 50% 10-320-300 COIN OPERATED MACHINE 3,315 3,500 825 24% 10-321-100 OCCUPANCY PERMIT 9,021 6,000 3,075 51% 10-321-110 BUILDING PERMIT 25,220 35,000 35,264 101% 10-321-120 ELECTRICAL PERMIT 5,105 8,000 2,611 33% 10-321-130 PLUMBING PERMIT 4,445 8,000 4,260 53% 10-321-140 A/C & HEATING PERMIT 7,887 8,000 4,771 60% 10-321-150 LANDSCAPING PERMIT 133 500 25 5% 10-321-160 YARD SALE PERMIT 245 500 100 20% 10-321-170 PEDDLERS PERMIT 10 500 10 2% 10-321-180 LIQUOR LICENSE FEES 1,678 3,000 1,125 38% 10-321-190 NOTARY FEES 49 500 12 2% 10-321-200 OPEN RECORDS REQUEST 144 500 703 141% 10-321-210 SHOPPING CART RECOVERY FEES 900 500 1,275 255% 10-321-300 ANIMAL LICENSE 336 500 105 21% 10-321-350 CONTRACTOR'S LICENSE 6,225 5,000 3,600 72% 10-321-360 BUSINESS REGISTRATIONS 10,407 10,000 3,520 35% 10-321-400 ALARM PERMITS 3,298 3,000 2,325 78% 10-321-500 SWIMMING POOL PERMIT 845 500 245 49% 10-340-300 ZONING & SUBDIVISION FEES 2,400 1,000 6,717 672% 10-340-400 PLAN CHECKING FEES 3,074 500 7,211 1442% Total Permits, Licenses & Fees 104,972 115,000 87,874 76%

4 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Other Revenues 10-334-300 STATE LEOSE FUNDS 1,890 2,000 1,917 96% 10-340-600 RETURN CHECK FEE 270 500 190 38% 10-342-100 SPECIAL POLICE SERVICES 1,921 2,000 738 37% 10-342-200 FIRE DEPT SERVICES - 500 - 0% 10-344-500 WEED CLEANING & REMOVAL 5,254 500 1,000 200% 10-360-000 INTEREST EARNINGS 4,189 2,500 4,494 180% 10-364-000 SALE/COMPENSATION FIXED ASSETS 65 3,000 - 0% 10-370-000 OTHER REVENUES 13,158 10,000 5,120 51% 10-375-100 OVER/SHORT ACCOUNT 230 500 195 39% Total Other Revenues 26,976 21,500 13,654 64%

Transfers In 10-370-022 TRANSFER FROM IMPOUND FUND 100,000 120,000 - 0% 10-370-023 TRANSFER FROM AUCTION FUND 50,000 55,000 - 0% Total Transfers In 150,000 175,000 - 0%

General Fund Total Revenue 3,852,423 4,095,649 2,385,775 58%

5 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

General Fund Expenses

Council

10-405-240 WORKERS COMPENSATION 151 500 117 23% Personnel Expense 151 500 117 23%

10-405-325 OPERATING SUPPLIES 233 500 109 22% Supplies Expense 233 500 109 22%

10-405-455 WEBSITE UPKEEP 16,838 - - 10-405-490 TRAINING 415 1,500 685 46% 10-405-492 TRAVEL 1,335 1,000 1,682 168% For Travel in all Funds - TML Oct-16 10-405-494 MEMBERSHIP DUES 1,436 1,000 600 60% Annual AACOG & TML Renewals 10-405-498 OTHER EXPENSE 1,051 1,000 655 66% New Council Pictures Operating Expenses 21,076 4,500 3,622 80%

Total Council 21,460 5,500 3,848 70%

6 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Administration

10-410-150 277,500 298,643 163,311 55% 10-410-160 2,345 2,000 609 30% 10-410-205 SSI 20,429 22,999 11,693 51% 10-410-210 MEDICAL 25,519 29,452 17,010 58% 10-410-230 TMRS 52,939 55,168 30,196 55% 10-410-240 WORKERS COMPENSATION 958 1,353 789 58% Personnel Expense 379,690 409,615 223,607 55%

10-410-310 OFFICE SUPPLIES 4,192 3,500 2,103 60% 10-410-325 OPERATING SUPPLIES 3,236 2,500 629 25% Supplies Expense 7,428 6,000 2,732 46%

10-410-312 MEETING COSTS 1,484 1,500 364 24% 10-410-450 POSTAGE 2,871 3,500 1,941 55% 10-410-488 PRINTING 666 750 - 0% 10-410-490 TRAINING 3,816 5,000 2,582 52% 10-410-492 TRAVEL 9,109 7,000 6,943 99% 10-410-494 MEMBERSHIP DUES 2,501 2,500 2,314 93% 10-410-498 OTHER EXPENSE 3,020 3,000 1,604 53% Operating Expenses 23,468 23,250 15,747 68%

Total Administration 410,586 438,865 242,086 55%

7 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Information Technology

10-415-345 HARDWARE & PERIPHERALS 8,305 30,000 24,515 82% 10-415-346 SOFTWARE 5,841 6,000 4,262 71% SHI Windows Licenses 10-415-408 IT SERVICES 50,208 60,000 48,065 80% Projects Outside Scope of Work 10-415-422 CONTRACTED SERVICES 43,219 40,000 27,309 68% 10-415-455 WEBSITE MAINTENANCE 1,152 - - 10-415-472 TELEPHONES 8,975 10,000 5,482 55% 10-415-473 CELL PHONES & TABLETS 14,406 15,000 8,829 59% 10-415-474 PHONE REIMBURSEMENTS 6,560 6,500 3,880 60% 10-415-498 OTHER EXPENSES 450 500 - 0% Operating Expenses 139,116 168,000 122,343 73%

Total Information Technology 139,116 168,000 122,343 73%

8 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Court

10-420-150 SALARIES 103,090 104,475 57,485 55% 10-420-160 OVERTIME 710 1,000 617 62% 10-420-205 SSI 7,100 8,069 3,954 49% 10-420-210 MEDICAL 18,701 22,089 12,518 57% 10-420-230 TMRS 19,383 19,355 10,702 55% 10-420-240 WORKERS COMPENSATION 357 475 277 58% Personnel Expense 149,341 155,462 85,553 55%

10-420-310 OFFICE SUPPLIES 1,768 1,500 801 53% Supplies Expense 1,768 1,500 801 53%

10-420-409 WARRANT OFFICER IT COSTS 215 - (71) 10-420-418 LEGAL SERVICES - JUDICIAL 48,648 45,000 26,248 58% 10-420-420 WARRANT OFFICER SERVICES 124,649 117,500 83,648 71% 10-420-424 PROFESSIONAL SERVICES - 250 21 8% 10-420-488 PRINTING 3,444 4,000 355 9% 10-420-490 TRAINING 220 500 - 0% 10-420-492 TRAVEL 290 500 14 3% 10-420-494 MEMBERSHIP DUES 360 500 - 0% Operating Expenses 177,826 168,250 110,215 66%

Total Court 328,935 325,212 196,569 60%

9 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Police Department

10-510-150 SALARIES 426,439 495,794 268,626 54% 10-510-155 PART TIME 25,973 34,036 16,835 49% 10-510-160 OVERTIME 19,714 22,000 8,681 39% 10-510-205 SSI 37,384 40,227 22,571 56% 10-510-210 MEDICAL 43,341 58,904 30,562 52% 10-510-230 TMRS 87,455 95,015 51,922 55% 10-510-240 WORKERS COMPENSATION 15,368 21,823 12,720 58% Personnel Expense 655,673 767,798 411,917 54%

10-510-310 OFFICE SUPPLIES 1,349 1,000 965 96% 10-510-325 OPERATING SUPPLIES 1,526 1,500 1,397 93% Supplies Expense 2,875 2,500 2,362 94%

10-510-280 UNIFORM ALLOWANCE 9,148 8,000 8,862 111% 10-510-290 EMPLOYEE SAFETY EQUIPMENT 12,283 10,000 28 0% 10-510-335 FLEET FUEL 20,853 20,000 13,344 67% 10-510-350 AMMUNITION & EXPLOSIVES 2,081 2,500 2,978 119% Annual Ammunition Purchase 10-510-430 RADIO LICENSES 18,848 - - 10-510-432 CORRECTION/DETENTION SERVICES - 500 - 0% 10-510-438 LABORATORY SERVICES - 1,000 - 0% 10-510-440 MEDICAL SERVICES 110 500 199 40% 10-510-442 FLEET MAINTENANCE 16,121 20,000 14,402 72% 10-510-444 TCLEOSE PROCESSING 680 1,000 680 68% 10-510-488 PRINTING 126 500 67 13% 10-510-490 TRAINING 1,615 2,000 1,678 84% 10-510-491 STATE LEOSE TRAINING 690 1,000 109 11% 10-510-492 TRAVEL 2,940 2,500 3,219 129% 10-510-498 OTHER EXPENSE 4,137 4,000 1,048 26% 10-510-580 CAPITAL OUTLAY - EQUIPMENT 14,321 - - Operating Expenses 103,953 73,500 46,616 63%

Total Police Department 762,501 843,798 460,894 55% 10 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Communications

10-520-150 SALARIES 154,483 174,198 88,251 51% 10-520-155 PART TIME 34,030 25,000 13,329 53% 10-520-160 OVERTIME 23,031 25,000 4,748 19% 10-520-205 SSI 16,047 17,182 8,061 47% 10-520-210 MEDICAL 26,187 35,767 19,141 54% 10-520-230 TMRS 32,777 36,553 17,453 48% 10-520-240 WORKERS COMPENSATION 717 1,011 589 58% Personnel Expense 287,271 314,710 151,573 48%

10-520-310 OFFICE SUPPLIES 1,831 1,500 1,265 84% 10-520-325 GENERAL OPERATING SUPPLIES 1,060 1,500 477 32% 10-520-345 MINOR TOOLS AND EQUIPMENT - 500 - 0% 10-520-390 MISCELLANEOUS SUPPLIES 239 500 325 65% Supplies Expense 3,130 4,000 2,067 52%

10-520-440 MEDICAL SERVICES 1,250 1,000 - 0% 10-520-490 TRAINING 40 500 - 0% 10-520-492 TRAVEL 553 750 20 3% 10-520-580 CAPITAL OUTLAY - EQUIPMENT 14,710 - - Operating Expenses 16,553 2,250 20 1%

Total Communications 306,954 320,960 153,660 48%

11 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Fire Department

10-530-150 SALARIES 761,508 837,607 428,390 51% 10-530-155 PART TIME - 5,100 - 0% 10-530-160 OVERTIME 16,919 18,000 15,181 84% Injury; Lowering Accruals 10-530-205 SSI 57,982 65,844 32,435 49% 10-530-210 MEDICAL 100,652 117,808 67,222 57% 10-530-230 TMRS 145,663 157,004 81,731 52% 10-530-240 WORKERS COMPENSATION 20,477 27,801 16,204 58% Personnel Expense 1,103,201 1,229,164 641,163 52%

10-530-310 OFFICE SUPPLIES 525 500 335 67% 10-530-325 OPERATING SUPPLIES 6,548 3,000 2,240 75% Supplies Expense 7,073 3,500 2,575 74%

10-530-280 UNIFORM ALLOWANCE 12,384 12,000 12,800 107% 10-530-290 SAFETY EQUIPMENT 2,476 5,000 1,586 32% 10-530-335 FLEET FUEL 4,793 6,000 2,419 40% 10-530-412 EMS CONTRACT - ACADIAN 24,000 24,000 12,000 50% 10-530-440 MEDICAL SERVICES 6,685 7,000 6,229 89% 10-530-442 FLEET MAINTENANCE 10,597 15,000 4,039 27% 10-530-487 EMERGENCY MANAGEMENT 6,851 2,000 881 44% 10-530-488 PRINTING 1,377 1,500 28 2% 10-530-490 TRAINING 5,500 7,000 2,040 29% 10-530-492 TRAVEL 422 1,000 864 86% 10-530-494 MEMBERSHIP DUES 2,641 1,500 120 8% 10-530-496 CERTIFICATIONS 1,175 2,500 149 6% 10-530-498 OTHER EXPENSES 1,433 500 30 6% 10-530-500 FACILITY MAINTENANCE 1,957 2,500 1,167 47% 10-530-580 CAPITAL OUTLAY - EQUIPMENT 8,119 - - Operating Expenses 90,410 87,500 44,352 51%

Total Fire Department 1,200,684 1,320,164 688,090 52% 12 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Community Development

10-610-150 SALARIES 92,144 115,746 63,740 55% 10-610-155 PART TIME - 12,810 6,460 50% 10-610-160 OVERTIME - 500 - 0% 10-610-205 SSI 7,046 9,873 5,336 54% 10-610-210 MEDICAL 9,986 14,726 8,417 57% 10-610-230 TMRS 16,624 21,322 11,739 55% 10-610-240 WORKERS COMPENSATION 884 1,895 1,105 58% Personnel Expense 126,684 176,872 96,797 55%

10-610-310 OFFICE SUPPLIES 238 500 - 0% Supplies Expense 238 500 - 0%

10-610-280 UNIFORM ALLOWANCE 453 600 600 100% 10-610-335 FLEET FUEL 277 500 278 56% 10-610-416 CITY ENGINEERING SERVICES 15,499 15,000 8,533 57% 10-610-436 INSPECTION SERVICES 12,693 12,000 5,085 42% 10-610-442 FLEET MAINTENANCE 150 500 120 24% 10-610-488 PRINTING 207 500 67 13% 10-610-490 TRAINING 245 2,000 326 16% 10-610-492 TRAVEL 1,792 1,000 968 97% 10-610-498 OTHER EXPENSES 257 500 30 6% Operating Expenses 31,572 32,600 16,006 49%

Total Community Development 158,494 209,972 112,803 54%

13 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Public Works

10-630-150 SALARIES 28,702 29,148 16,007 55% 10-630-160 OVERTIME 329 500 158 32% 10-630-205 SSI 2,187 2,268 1,248 55% 10-630-210 MEDICAL 6,205 7,363 4,156 56% 10-630-230 TMRS 5,407 5,440 2,978 55% 10-630-240 WORKERS COMPENSATION 1,230 1,662 969 58% Personnel Expense 44,060 46,381 25,516 55%

10-630-325 OPERATING SUPPLIES 708 1,000 268 27% 10-630-330 AUTOMOTIVE SUPPLIES 60 250 10 4% 10-630-345 MINOR TOOLS & EQUIPMENT 366 250 21 8% 10-820-390 MISCELLANEOUS SUPPLIES 21 500 63 13% Supplies Expense 1,155 2,000 362 18%

10-630-280 UNIFORM ALLOWANCE 376 500 500 100% 10-630-335 FLEET FUEL 2,876 3,000 1,044 35% 10-630-355 MAINTENANCE & REPAIRS 1,120 1,000 110 11% 10-630-424 PROFESSIONAL SERVICES 122 500 - 0% 10-630-442 FLEET MAINTENANCE 2,090 3,000 519 17% 10-820-442 FACILITY MAINTENANCE - 500 - 0% 10-820-476 UTILITIES - WATER & SEWER 791 1,000 320 32% 10-820-478 UTILITIES - ELECTRIC 1,448 1,500 540 36% Operating Expenses 8,821 11,000 3,033 28%

Total Public Works 54,036 59,381 28,911 49%

14 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Other City Services

10-650-325 OPERATING SUPPLIES 9 250 - 0% 10-650-345 MINOR TOOLS AND EQUIPMENT - 250 - 0% 10-660-325 OPERATING SUPPLIES - WEED REMOVAL 125 250 37 15% Supplies Expense 134 750 37 5%

10-640-550 STREET ENGINEERING FEES CDBG 48,104 24,500 15,279 Per Audit - CDBG Engineering Fees 10-650-420 VETERINARY SERVICES 1,552 1,500 98 7% 10-650-425 ANIMAL SERVICES CONTRACT - 1,500 930 62% 10-650-430 FERAL CAT PROGRAM 649 1,000 321 32% 10-650-440 MEDICAL SERVICES - 500 - 0% 10-710-436 HEALTH INSPECTION SERVICES 12,000 12,000 7,000 58% Operating Expenses 62,305 41,000 23,628 58%

Total City Services 62,438 41,750 23,666 57%

15 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Economic Development & Public Affairs

10-900-150 SALARIES 49,671 50,582 27,726 55% 10-900-160 OVERTIME 2,041 1,312 1,224 93% Website Redesign; City Events 10-900-205 SSI 3,928 3,869 2,199 57% 10-900-210 MEDICAL 2,646 6,038 1,513 25% 10-900-230 TMRS 9,631 9,282 5,334 57% 10-900-240 WORKERS COMPENSATION 168 228 136 60% Personnel Expense 68,085 71,310 38,132 53%

10-900-310 OFFICE SUPPLIES 221 500 - 0% 10-900-325 OPERATING SUPPLIES 280 500 93 19% Supplies Expense 502 1,000 93 9%

10-900-312 CITY EVENTS 5,270 5,000 5,387 108% Seasonal Events; Funerals 10-900-408 IT SERVICES 827 - - 10-900-418 LEGAL SERVICES - 100 - 0% 10-900-450 OFFICE RENT 6,780 7,000 3,955 56% 10-900-452 NEWSLETTER 1,422 2,000 1,870 94% 10-900-455 WEBSITE UPKEEP - 2,000 1,865 93% 10-900-472 OFFICE TELEPHONE 1,233 1,400 693 49% 10-900-474 SECURITY 151 300 151 50% 10-900-478 UTILITIES - ELECTRIC - 500 - 0% 10-900-487 RESOURCE & RESEARCH 483 900 - 0% 10-900-491 TRAINING 695 750 - 0% 10-900-492 TRAVEL 60 500 - 0% 10-900-494 MEMBERSHIP DUES - 250 - 0% 10-900-496 BANK CHARGES - 100 - 0% 10-900-502 MEETING COSTS 229 300 100 33% Operating Expenses 17,151 21,100 14,020 66%

Total Economic Dev. & Public Affairs 85,737 93,410 52,245 56%

16 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Non Departmental

Services 10-405-418 LEGAL SERVICES 46,089 45,000 27,456 61% 10-410-422 CONTRACTED SERVICES 2,725 6,500 5,459 84% 10-410-424 PROFESSIONAL SERVICES 41,077 30,000 28,615 95% Annual Renewals; JC Assessment 10-410-444 AUDIT SERVICES 10,000 16,000 13,900 87% 10-410-482 LEGAL NOTICES/NEWSPAPER ADS 1,393 4,000 1,632 41% 10-410-484 ELECTION SERVICES 48 3,000 1,392 46% 10-430-425 MAINTENANCE AGREEMENTS 17,135 40,000 23,839 60% Annual Renewals Total Services 118,467 144,500 102,292 71%

Justice Center 10-430-320 JANITORIAL SUPPLIES 3,669 4,000 959 24% 10-430-476 UTILITIES - WATER & SEWER 4,199 5,000 2,353 47% 10-430-478 UTILITIES - ELECTRIC 10,989 12,000 4,917 41% Total Justice Center 18,857 21,000 8,229 39%

Ad Valorem 10-490-404 AD VALOREM TAX SERVICE 2,310 5,000 1,292 26% 10-490-405 AD VALOREM ATTORNEY FEES 3,057 2,000 1,239 62% Total Ad Valorem 5,367 7,000 2,531 36%

17 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Insurances 10-490-460 INSURANCE - PHYSICAL PROPERTY 6,750 6,000 6,213 104% 10-490-462 INSURANCE - GENERAL LIABILITY 43,035 45,000 32,324 72% 10-490-464 INSURANCE - EMPLOYEE BONDS 1,445 1,500 271 18% 10-490-466 INSURANCE - DEDUCTIBLE RESERVE - 1,000 - 0% Total Insurances 51,229 53,500 38,807 73%

Contingency 10-490-470 GENERAL CONTINGENCY 4,522 68,994 24,932 36% Total Contingency 4,522 68,994 24,932 36%

Transfers Out 10-490-495 TRANSFERS OUT 546,000 19,186 - 0% Total Transfers Out 546,000 19,186 - 0%

Transfer out to HOT Fund - Loan Repayment

Total Non Departmental 744,443 314,180 176,791 56%

General Fund Total Expenses 4,275,385 4,141,192 2,261,907 55%

Revenues/Expenses (422,962) (45,543) 123,868

Fund Balance Expenditures

Payoff Firetruck Loan 0 0

18 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Special Revenue Funds Overview

Revenues Capital Projects 448,526 102,000 1,545 2% Federal Asset Forfeiture 31,935 10,100 2,350 23% State Asset Forfeiture 2 1,100 13,445 1222% Streets 175,451 100 522 522% Traffic Safety 977,028 1,082,507 538,940 50% Crime Control & Prevention District 714,671 726,700 297,206 41% Seized Cash 1,884 100 - 0% Hotel/Motel 270,831 244,686 133,019 54% Child Safety 3,805 3,300 1,797 54% Impound Facility 164,914 167,700 94,513 56% Impound Auction 70,829 70,200 32,936 47% Court Security & Technology 22,841 19,600 15,877 81% Grants Fund 2,274 250,000 391,539 157% Parks 810 1,500 790 53% Economic Development 391,542 380,000 29,853 8% PEG 6,025 5,200 1,567 30% Debt Service 73,304 74,200 141 0% Total Revenues 3,356,673 3,138,993 1,556,040 50%

19 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Expenses Capital Projects 127,664 100,195 97,824 98% Federal Asset Forfeiture 19,590 60,000 48,660 81% State Asset Forfeiture - 8,123 7,022 86% Streets 81,195 292,914 68,516 23% Traffic Safety 995,928 1,082,507 535,161 49% Crime Control & Prevention District 748,447 726,700 413,302 57% Seized Cash 1,042 100 - 0% Hotel/Motel 262,929 225,500 107,132 48% Child Safety 1,200 3,300 500 15% Impound Facility 152,505 167,700 29,285 17% Impound Auction 63,232 70,200 7,260 10% Court Security & Technology 12,245 19,600 5,617 29% Grants Fund 2,274 250,000 162,989 65% Parks 3,184 1,500 1,249 83% Economic Development 300,000 380,000 500 0% PEG - 5,200 - 0% Debt Service 72,845 74,200 66,666 90% Total Expenses 2,844,282 3,467,738 1,551,683 45%

20 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Capital Projects Fund

Beginning Fund Balance 1,058,630 Revenues 102,000 Expenses (100,195) Revenue/Expense 1,805

Fund Balance Expenditures (347,282) Ending Fund Balance 713,153

Revenues

11-360-000 INTEREST EARNINGS 2,526 2,000 1,545 77% 11-371-400 TRANSFER IN 446,000 100,000 - 0% Total Revenue 448,526 102,000 1,545 2%

Expenses

11-410-498 OTHER EXPENSE - 2,000 - 0% 11-420-580 CAPITAL OUTLAY - EQUIPMENT - - 11-510-570 CAPITAL OUTLAY-MOTOR VEHICLES 92,914 50,000 48,112 96% PD Tahoe 11-530-590 CAPITAL OUTLAY - OTHER 34,750 - - 11-630-570 CAPITAL OUTLAY-MOTOR VEHICLES 22,535 24,052 107% PW Tundra 11-810-590 CAPITAL OUTLAY - OTHER 25,660 25,660 100% Rogiers Park Phase I Total Expense 127,664 100,195 97,824 98%

Revenues/Expenses 320,862 1,805 (96,279)

Replace AC Units Justice Center/City Hall 250,000 Replace Police Vehicles 48,112 Rogiers Park Renovations 25,660 Replace Public Works Vehicle 23,510 347,282

21 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Federal Asset Forfeiture Fund

Beginning Fund Balance 149,544 Revenues 10,100 Expenses (60,000) Revenue/Expense (49,900)

Fund Balance Expenditures (46,575) Ending Fund Balance 53,069

Revenues

12-352-200 TREASURY DEPT FORFEITURE 31,933 10,000 2,335 23% 12-360-300 INTEREST - JUSTICE DEPT 2 100 15 15% Total Revenue 31,935 10,100 2,350 23%

Expenses

12-510-345 MINOR TOOLS & EQUIPMENT - 3,000 - 0% 12-510-420 K-9 COSTS 136 3,000 248 8% 12-510-490 TRAINING - 1,000 - 0% 12-510-492 TRAVEL - 1,000 - 0% 12-510-498 OTHER EXPENSE 19,454 2,000 700 35% 12-510-580 CAPITAL OUTLAY - EQUIPMENT - 50,000 47,712 95% Total Expense 19,590 60,000 48,660 81%

Revenues/Expenses 12,345 (49,900) (46,310)

Fund Balance Expenditures Replace/Install Security Cameras 0 Install Fencing 0 Replace Police Vehicles 46,575 46,575

22 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

State Asset Forfeiture Fund

Beginning Fund Balance 27,094 Revenues 1,100 Expenses (8,123) Revenue/Expense (7,023)

Fund Balance Expenditures (10,000) Ending Fund Balance 10,071

Revenues

13-352-400 STATE COURT FORFEITURE - 1,000 13,424 1342% 13-360-400 INTEREST - STATE COURT FORF 2 100 21 21% Total Revenue 2 1,100 13,445 1222%

Expenses

13-510-345 MINOR TOOLS & EQUIPMENT - - - 13-510-498 OTHER EXPENSES - 1,100 - 0% 13-510-580 CAPITAL OUTLAY - EQUIPMENT - 7,023 7,022 100% Dispatch Door Panel - Final Total Expense - 8,123 7,022 86%

Revenues/Expenses 2 (7,023) 6,423

Fund Balance Expenditures

Replace Telephone System 10,000 10,000

23 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Streets Fund Beginning Fund Balance 320,822 Revenues 100 Expenses (292,914) Revenue/Expense (292,814)

Fund Balance Expenditures - Ending Fund Balance 28,008

Revenues

14-310-110 AD VALOREM TAX 75,000 - - 14-360-000 INTEREST EARNINGS 451 100 522 522% 14-370-100 TRANSFER IN FROM GENERAL FUND 100,000 - - 0% Total Revenue 175,451 100 522 522%

Expenses

14-411-150 SALARIES 35,087 - - 14-411-205 SSI 2,683 - - 14-411-210 MEDICAL 6,229 - - 14-411-230 TMRS 6,534 - - 14-411-240 WORKERS COMPENSATION 2,801 - - Personnel Expense 53,335 - -

24 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

14-640-355 REPAIR/MAINTENANCE SUPPLIES 11,030 10,053 720 7% 14-640-360 STREET SIGNS & SUPPLIES 1,443 2,315 745 32% Supplies Expense 12,473 12,368 1,464 12%

14-640-280 UNIFORMS - - - 14-640-416 ENGINEERING SERVICES 5,513 8,000 - 0% 14-640-424 PROFESSIONAL SERVICES 9,875 271,314 62,438 23% 14-640-442 REPAIR/MAINTENANCE EXPENSE - 1,000 4,614 461% Sidewalk Repairs 14-640-470 CONTINGENCY - 132 - 0% 14-640-498 OTHER CHARGES - 100 - 0% Operating Expenses 15,388 280,546 67,052 24%

Total Expense 81,195 292,914 68,516 23%

Revenues/Expenses 94,256 (292,814) (67,994)

Fund Balance Expenditures City Portion Leisure Phase 1 71,438 City Portion Leisure Phase 2 199,876 271,314

25 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Traffic Safety Fund Beginning Fund Balance 99,217 Revenues 1,082,507 Expenses (1,082,507) Revenue/Expense 0

Fund Balance Expenditures - Ending Fund Balance 99,218

Revenues

15-351-100 FINES & FEES 156,608 165,593 62,470 38% One Month Behind for all Revenues 15-351-200 LATE FEES 93,150 100,000 42,425 42% 15-352-100 CIVIL FINES 726,906 816,314 433,585 53% 15-360-000 INTEREST 5 100 53 53% 15-375-100 OVER/SHORT ACCOUNT 359 500 407 81% Total Revenue 977,028 1,082,507 538,940 50%

Expenses

Traffic Safety 15-511-150 SALARIES 150,080 143,632 79,877 56% 15-511-160 OVERTIME - 2,000 1,685 84% 15-511-205 SSI 11,861 11,141 6,155 55% 15-511-210 MEDICAL 18,821 22,089 10,671 48% 15-511-230 TMRS 29,118 26,723 15,026 56% 15-511-240 WORKERS COMPENSATION 5,347 6,044 3,523 58% Personnel Expense 215,228 211,629 116,936 55%

15-511-280 UNIFORM ALLOWANCE 2,473 2,400 1,951 81% 15-511-478 STREET & EXPRESSWAY LIGHTS 57,608 50,000 31,476 63% Operating Expenses 60,081 52,400 33,427 64%

Total Traffic Safety Expense 275,309 264,029 150,363 57%

26 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Administration 15-515-150 SALARIES 75,609 83,799 45,657 54% 15-515-205 SSI 6,151 6,411 3,411 53% 15-515-210 MEDICAL 6,955 14,726 4,597 31% 15-515-230 TMRS 14,965 15,377 8,410 55% 15-515-240 WORKERS COMPENSATION 1,575 2,241 1,306 58% Personnel Expense 105,255 122,553 63,381 52%

15-515-280 UNIFORM ALLOWANCE 53 800 800 100% 15-515-310 OFFICE SUPPLIES 1,645 2,000 401 20% 15-515-408 IT SERVICES 264 - - 15-515-418 LEGAL SERVICES 4,785 187 432 231% Legal Expenses from FY14-15 15-515-442 MAINTENANCE - 2,438 - 0% 15-515-444 AUDIT SERVICES 3,000 1,000 1,000 100% 15-515-455 SCOFFLAW 2,000 2,000 2,000 100% 15-515-458 COLLECTIONS 52,625 62,500 15,650 25% 15-515-459 CITATIONS 550,600 624,000 301,120 48% 15-515-492 TRAVEL 392 1,000 14 1% Operating Expenses 615,364 695,925 321,417 46%

Total Administration Expense 720,619 818,478 384,798 47%

Total Traffic Safety Fund Expense 995,928 1,082,507 535,161 49% Revenues/Expenses (18,900) 0 3,779

27 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Crime Control & Prevention Fund

Beginning Fund Balance 262,621 Revenues 726,700 Expenses (726,700) Revenue/Expense (0)

Fund Balance Expenditures (155,000) Ending Fund Balance 107,621

Revenues 18-318-300 SALES TAX 714,366 726,500 296,816 41% Two Months Behind 18-360-000 INTEREST EARNINGS 305 200 390 195% Total Revenue 714,671 726,700 297,206 41%

Expenses 18-513-150 SALARIES 422,437 430,227 234,155 54% 18-513-155 PART TIME 12,864 - - 18-513-160 OVERTIME 8,548 10,000 4,204 42% 18-513-205 SSI 32,865 33,677 17,595 52% 18-513-210 MEDICAL 49,568 58,904 33,560 57% 18-513-230 TMRS 80,530 80,782 43,909 54% 18-513-240 WORKERS COMPENSATION 14,709 18,269 10,649 58% Personnel Expense 621,520 631,859 344,070 54%

28 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

18-513-280 UNIFORM ALLOWANCE 6,608 6,400 6,033 94% 18-513-425 ADMINISTRATIVE ACCT SERVICE - 100 - 0% 18-513-444 AUDIT SERVICES 2,000 - - 18-513-460 INSURANCE - PROPERTY 4,668 5,000 5,091 102% 18-513-462 INSURANCE - GENERAL LIABILITY 914 1,000 920 92% 18-513-464 INSURANCE - EMPLOYEE BONDS - 100 - 0% 18-513-470 GENERAL CONTINGENCY 2,500 241 - 0% 18-513-476 UTILITIES - WATER & SEWER 6,413 5,000 2,978 60% 18-513-478 UTILITIES - ELECTRIC 50,628 42,000 23,693 56% 18-513-500 FACILITY MAINTENANCE 53,196 35,000 30,517 87% Plumbing, Electrical & Elevator Repairs Operating Expenses 126,927 94,841 69,231 73%

Total Expense 748,447 726,700 413,302 57%

Revenues/Expenses (33,776) (0) (116,096)

Fund Balance Expenditures Replace AC Units Justice Center/City Hall 150,000 Replace Telephone System 5,000 155,000

29 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Hotel/Motel Tax Fund Beginning Fund Balance 452,721 Revenues 244,686 Expenses (225,500) Revenue/Expense 19,186

Fund Balance Expenditures (135,000) Ending Fund Balance 336,908

Revenues

20-318-300 HOTEL/MOTEL TAX 269,832 225,000 113,357 50% One Month Behind 20-360-000 INTEREST EARNINGS 499 500 476 95% 20-370-000 OTHER REVENUES 500 19,186 19,186 100% 20-370-100 TRANSFER IN FROM RESERVES - - - Total Revenue 270,831 244,686 133,019 54%

Expenses

20-900-150 SALARIES 94,168 70,900 38,288 54% 20-900-160 OVERTIME 2,818 1,888 1,691 90% Website Redesign; City Events 20-900-205 SSI 5,424 5,568 3,037 55% 20-900-210 MEDICAL 9,967 8,688 6,918 80% 20-900-230 TMRS 13,300 13,357 7,367 55% 20-900-240 WORKERS COMPENSATION 232 328 188 57% Personnel Expense 125,908 100,729 57,488 57%

20-900-310 OFFICE SUPPLIES 1,943 700 790 113% 20-900-325 OPERATING SUPPLIES 218 700 155 22% Supplies Expense 2,161 1,400 945 68%

30 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

20-900-418 LEGAL SERVICES - 250 738 295% 20-900-444 AUDIT SERVICES 5,274 1,000 1,000 100% 20-900-450 OFFICE RENT 9,363 9,700 5,462 56% 20-900-455 POSTAGE 684 1,000 528 53% 20-900-470 GENERAL CONTINGENCY - 18 - 0% 20-900-472 OFFICE TELEPHONE 1,978 2,000 957 48% 20-900-474 SECURITY ALARM MONITOR SERVICE 473 400 208 52% 20-900-478 UTILITIES - ELECTRIC 857 700 426 61% 20-900-487 RESEARCH & RESOURCES 1,960 1,300 1,325 102% 20-900-488 PRINTING 1,951 2,500 207 8% 20-900-489 COPIER LEASE - 1,200 915 76% 20-900-491 TRAINING/ 40 2,600 620 24% 20-900-492 TRAVEL 4,877 2,400 1,847 77% 20-900-494 MEMBERSHIP DUES 1,345 1,700 807 47% 20-900-496 BANK CHARGES - 100 - 0% 20-900-580 CAPITAL OUTLAY - EQUIPMENT - 2,500 4,646 186% 20-920-480 BROCHURE/RACK CARDS - 1,500 - 0% 20-920-484 WEB-BASED ADVERTISING 3,381 5,503 385 7% 20-920-486 MAGAZINE ADVERTISING 10,522 16,000 - 0% 20-920-487 GOV/COMMUNITY RELATIONS 15,960 10,000 11,970 120% 20-920-489 PROMOTIONS 6,527 13,300 - 0% 20-920-491 MEDIA/PUBLIC RELATIONS 5,925 12,000 1,211 10% 20-920-502 MEETING COSTS 1,302 1,200 113 9% 20-920-503 PROMOTIONAL MERCHANDISE - 1,000 2,090 209% 20-930-915 JAZZ FESTIVAL 61,201 33,500 13,244 40% Operating Expenses 134,860 123,371 48,699 39%

Total Expense 262,929 225,500 107,132 48%

Revenues/Expenses 7,902 19,186 25,888

Fund Balance Expenditures VIA Lofts Project 75,000 Gateway Project 50,000 Replace Telephone System 10,000 135,000

31 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Child Safety Fund

Beginning Fund Balance 21,854 Revenues 3,300 Expenses (3,300) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance 21,854

Revenues

21-334-400 SCHOOL CROSSING FEES - COUNTY 3,803 3,200 1,779 56% One Month Behind 21-360-000 INTEREST EARNINGS 2 100 18 18% Total Revenue 3,805 3,300 1,797 54%

Expenses

21-514-325 OPERATING SUPPLIES 1,200 1,500 500 33% 21-514-390 MISCELLANEOUS SUPPLIES - 100 - 0% Supplies Expense 1,200 1,600 500 31%

21-514-442 REPAIR/MAINTENANCE EXPENSE - 100 - 0% 21-514-470 GENERAL CONTINGENCY - 1,500 - 0% 21-514-498 OTHER EXPENSE - 100 - 0% Operating Expenses - 1,700 - 0%

Total Expense 1,200 3,300 500 15%

Revenues/Expenses 2,605 - 1,297

32 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Impound Facility Fund

Beginning Fund Balance 155,085 Revenues 167,700 Expenses (167,700) Revenue/Expense -

Fund Balance Expenditures (100,000) Ending Fund Balance 55,085

Revenues

22-340-100 IMPOUND FEES 98,515 103,000 55,685 54% 22-340-110 TOWING FEES 42,685 42,500 26,380 62% 22-340-120 DAILY FEES 19,305 18,000 10,130 56% 22-340-140 ADMIN/POSTAGE FEES 4,345 4,000 2,170 54% 22-360-000 INTEREST EARNINGS 14 100 135 135% 22-375-100 OVER/SHORT ACCOUNT 50 100 13 13% Total Revenue 164,914 167,700 94,513 56%

Expenses

22-415-315 OFFICE SUPPLIES - 250 - 0% 22-415-450 POSTAGE 1,237 1,200 415 35% 22-415-460 TOWING 50,905 45,000 28,870 64% 22-415-488 PRINTING - 250 - 0% 22-415-498 OTHER EXPENSES 363 1,000 - 0% 22-415-510 TRANSFER TO GENERAL FUND 100,000 120,000 - 0% Total Expense 152,505 167,700 29,285 17%

Revenues/Expenses 12,409 - 65,227

Fund Balance Expenditures Replace AC Units Justice Center/City Hall 100,000 100,000 33 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Impound Auction Fund

Beginning Fund Balance 34,304 Revenues 70,200 Expenses (70,200) Revenue/Expense -

Fund Balance Expenditures (25,000) Ending Fund Balance 9,304

Revenues

23-340-130 VEHICLE AUCTIONS 70,820 70,100 32,850 47% 23-360-000 INTEREST EARNINGS 9 100 86 86% Total Revenue 70,829 70,200 32,936 47%

Expenses

23-415-325 OPERATING SUPPLIES - 100 - 0% 23-415-424 PROFESSIONAL SERVICES 7,082 8,000 3,285 41% 23-415-460 TOWING 6,150 7,000 3,975 57% 23-415-498 OTHER EXPENSES - 100 - 0% 23-415-510 TRANSFER TO GENERAL FUND 50,000 55,000 - 0% Total Expense 63,232 70,200 7,260 10%

Revenues/Expenses 7,597 - 25,676

Fund Balance Expenditures

Replace Telephone System 25,000 25,000

34 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Court Security & Technology Fund

Beginning Fund Balance 28,493 Revenues 19,600 Expenses (19,600) Revenue/Expense 0

Fund Balance Expenditures (25,000) Ending Fund Balance 3,494

Revenues

24-340-125 COURT TECHNOLOGY FEE 13,042 11,000 9,060 82% 24-340-150 COURT SECURITY FEE 9,797 8,500 6,795 80% 24-360-000 INTEREST EARNINGS 2 100 22 22% Total Revenue 22,841 19,600 15,877 81%

Expenses

24-420-150 SALARIES 6,553 6,100 3,012 49% 24-420-210 SSI (56) 467 230 49% 24-420-240 WORKERS COMPENSATION 192 253 148 58% Personnel Expense 6,688 6,820 3,390 50%

24-420-430 COURT SECURITY & TECHNOLOGY 5,557 12,000 2,227 19% 24-420-498 OTHER EXPENSE - 780 - 0% Operating Expenses 5,557 12,780 2,227 17%

Total Expense 12,245 19,600 5,617 29%

Revenues/Expenses 10,596 0 10,260

Fund Balance Expenditures Courtroom Renovations 25,000 25,000 35 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Grant Funds

Beginning Fund Balance - Revenues 250,000 Expenses (250,000) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance -

Revenues

27-330-100 CDBG GRANTS 2,274 250,000 391,539 157% Total Revenue 2,274 250,000 391,539 157%

Expenses

27-640-550 CAPITAL OUTLAY-O/BLDGS 2,274 250,000 162,989 65% 27-810-580 CAPITAL OUTLAY - EQUIPMENT - - - Total Expense 2,274 250,000 162,989 65%

Revenues/Expenses - - 228,550

36 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Parks Fund

Beginning Fund Balance (2,374) Revenues 1,500 Expenses (1,500) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance (2,374)

Revenues

29-346-100 ROGIERS PARK PAVILION RENTAL 810 1,500 790 53% Total Revenue 810 1,500 790 53%

Expenses

29-810-325 OPERATING SUPPLIES 3,184 1,000 874 87% Rogiers Clean Up Day 29-810-442 PARK MAINTENANCE 500 375 75% Repair Water Pipe Total Expense 3,184 1,500 1,249 83%

Revenues/Expenses (2,374) - (459)

37 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Economic Development Fund

Beginning Fund Balance 151,542 Revenues 380,000 Expenses (380,000) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance 151,542

Revenues

30-310-000 TRANSFER-IN - CAPITAL FUND 30-310-100 TRANSFERS IN - - 30-320-000 CPS FRANCHISE 1.5% 91,542 80,000 29,853 37% 30-370-000 OTHER REVENUES 300,000 300,000 - 0% Total Revenue 391,542 380,000 29,853 8%

Expenses

30-410-422 ECONOMIC DEVELOPMENT CONTR 300,000 300,000 30-410-424 PROFESSIONAL SERVICES 30-490-470 CONTINGENCY - 70,000 - 0% 30-600-100 DEVELOPMENT COSTS - 5,000 500 10% 30-600-200 VIDEO PRODUCTION - 5,000 - 0% Total Expense 300,000 380,000 500 0%

Revenues/Expenses 91,542 0 29,353

38 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

PEG Fund

Beginning Fund Balance 29,904 Revenues 5,200 Expenses (5,200) Revenue/Expense -

Fund Balance Expenditures (25,000) Ending Fund Balance 4,904

Revenues

33-318-461 1% FRANCHISE PEG 6,025 5,200 1,567 30% Total Revenue 6,025 5,200 1,567 30%

Expenses

33-410-408 CABLE & INTERNET - - 33-410-470 GENERAL CONTINGENCY - 5,200 - 0% Total Expense - 5,200 - 0%

Fund Balance Expenditures Courtroom Renovations 25,000 25,000

39 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Debt Service Fund

Beginning Fund Balance 62,296 Revenues 74,200 Expenses (74,200) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance 62,296

Revenues

36-310-110 AD VALOREM TAX 73,260 74,000 - 0% 36-319-110 PENALTY & INTEREST-AD VALOREM - 100 - 0% 36-360-000 INTEREST EARNINGS 44 100 141 141% Total Revenue 73,304 74,200 141 0%

Expenses

36-490-650 PRINCIPAL-06 FIRETRUCK LEASE 57,000 59,000 59,000 100% 36-490-651 INTEREST-06 FIRETRUCK LEASE 9,121 7,600 4,184 55% 36-490-690 ADMIN FEES - PAYING AGENT 6,724 7,600 3,482 46% Total Expense 72,845 74,200 66,666 90%

Revenues/Expenses 459 - (66,525)

40 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Proprietary Funds Overview

Revenues Sewer Fund 642,950 570,900 337,407 59% Storm Water Utility - 69,100 - 0% Total Revenue 642,950 640,000 337,407 53%

Expenses Sewer Fund 561,767 570,900 255,929 45% Storm Water Utility 2,877 69,100 33,456 48% Total Expense 564,644 640,000 289,385 45%

41 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Sewer Maintenance Fund

Beginning Fund Balance 139,432 Revenues 570,900 Expenses (570,900) Revenue/Expense -

Fund Balance Expenditures - Ending Fund Balance 139,432

Revenues

56-360-000 INTEREST EARNINGS 3 100 29 29% 56-381-300 WASTEWATER USER FEES 650,202 576,800 346,701 60% 56-381-301 BILLING ADJUSTMENTS (7,255) (6,000) (9,324) 155% Total Revenue 642,950 570,900 337,407 59%

Expenses

56-490-345 STORM WATER ASSOCIATION FEES 32,015 30,000 17,279 58% 56-490-406 BILLING SERVICES 3,524 5,000 2,200 44% 56-490-416 ENGINEERING SERVICES 873 2,000 29 1% 56-490-422 CONTRACT MAINTENANCE SERVICE - 1,000 - 0% 56-490-442 SEWER MAINTENANCE 4,663 200 100 50% 56-490-444 AUDIT SERVICES 1,500 2,500 2,500 100% 56-490-446 TRANSPORT & TREATMENT SERVICES 516,811 490,000 233,822 48% 56-490-470 CONTINGENCY - 35,100 - 0% 56-490-498 OTHER CHARGES - 100 - 0% 56-490-499 DEPRECIATION 2,382 5,000 - 0% Total Expense 561,767 570,900 255,929 45%

Revenues/Expenses 81,183 0 81,478

42 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

Storm Water Utility Fund

Beginning Fund Balance (2,877) Revenues 69,100 Expenses (69,100) Revenue/Expense 0

Fund Balance Expenditures - Ending Fund Balance (2,877)

Revenues

57-360-000 INTEREST EARNINGS - 100 - 0% 57-381-300 STORM WATER USER FEES - 70,000 - 0% Calculating Fees 57-381-301 BILLING ADJUSTMENTS - (1,000) - 0% Total Revenue - 69,100 - 0%

Expenses

57-411-150 SALARIES - 36,473 19,881 55% 57-411-160 OVERTIME - 500 - 0% 57-411-205 SSI - 2,828 1,502 53% 57-411-210 MEDICAL - 7,363 4,170 57% 57-411-230 TMRS - 6,785 3,662 54% 57-411-240 WORKERS COMPENSATION - 3,897 2,271 58% Personnel Expense - 57,846 31,487 54%

43 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

57-490-280 UNIFORMS - 500 500 100% 57-490-345 STORM WATER ASSOCIATION FEES - - - 57-490-406 BILLING SERVICES 2,877 1,000 - 0% 57-490-416 ENGINEERING SERVICES - 1,000 1,469 147% 57-490-422 CONTRACT MAINTENANCE SERVICE - 1,000 - 0% 57-490-442 UPKEEP - 1,000 - 0% 57-490-470 CONTINGENCY - 6,654 - 0% 57-490-498 OTHER CHARGES - 100 - 0% Other Expenses 2,877 11,254 1,969 17%

Total Expenses 2,877 69,100 33,456 48%

Revenues/Expenses (2,877) 0 (33,456)

44 April Budget Analysis

FY 2016-17 FY 2015-16 Approved As of 58% of Account Description Audited Budget 30 Apr-17 Budget Comments

FY2016-17 Budget Summary

Total Budget Total Revenue 7,852,045 7,874,644 4,279,221 54% Total Expenses 7,684,311 8,248,933 4,102,976 50% Revenues/Expenses 167,734 (374,288) 176,246

General Fund Revenue 3,852,423 4,095,649 2,385,775 58% Expenses 4,275,385 4,141,192 2,261,907 55% Revenues/Expenses (422,962) (45,542) 123,868

Special Revenue Funds Revenue 3,356,673 3,138,994 1,556,040 50% Expenses 2,844,282 3,467,740 1,551,683 45% Revenues/Expenses 512,390 (328,746) 4,356

Proprietary Funds Revenue 642,950 640,000 337,407 53% Expenses 564,644 640,000 289,385 45%

Revenues/Expenses 78,305 0 48,022

45 City of Balcones Heights BHCCD Sales Tax History

Month FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 Change DEC (Oct) 46,702 42,534 64,990 53,061 52,898 52,763 53,996 2.34% JAN (Nov) 55,055 49,210 44,031 60,156 64,388 59,477 59,911 0.73% FEB (Dec) 79,380 81,752 89,830 86,122 86,834 87,503 86,443 -1.21% MAR (Jan) 38,671 40,756 53,604 42,214 48,122 47,632 47,086 -1.14% APR (Feb) 45,598 50,315 53,709 52,163 52,261 52,094 49,380 -5.21% MAY (Mar) 62,750 68,892 71,383 68,762 76,457 72,700 71,910 -1.09% JUN (Apr) 45,522 48,646 49,270 54,073 53,759 49,307 JUL (May) 40,443 51,389 48,555 51,021 65,221 51,945 AUG (Jun) 58,226 67,743 61,946 63,801 68,110 70,555 SEP (Jul) 47,569 53,705 52,881 55,834 54,101 52,154 OCT (Aug) 45,288 53,121 50,896 53,532 50,896 57,549 NOV (Sep) 41,174 63,915 60,431 63,361 62,699 60,689 Totals $ 606,378 $ 671,977 $ 701,526 $ 704,097 $ 735,746 $ 714,366 $ 368,726 -1.12%

Crime Control Sales Tax $100,000 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17

$90,000

$80,000

$70,000

$60,000

$50,000

$40,000 City of Balcones Heights General Fund Sales Tax History

Month FY 2010-11 FY 2011-12 FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 Change DEC (Oct) 98,634 87,971 131,112 106,684 106,929 107,226 109,198 1.84% JAN (Nov) 111,873 101,660 90,460 121,272 129,917 120,424 121,173 0.62% FEB (Dec) 162,226 166,469 182,407 175,297 177,503 178,345 176,319 -1.14% MAR (Jan) 78,944 82,680 108,900 85,315 97,368 96,906 95,326 -1.63% APR (Feb) 92,637 102,211 108,623 105,430 105,458 105,355 81,331 -22.80% MAY (Mar) 129,050 140,927 148,041 141,849 156,511 151,454 146,668 -3.16% JUN (Apr) 92,726 98,471 98,703 109,191 108,700 100,085 JUL (May) 82,574 103,573 98,156 102,837 132,033 106,058 AUG (Jun) 120,137 138,072 126,712 130,917 137,227 144,254 SEP (Jul) 96,073 108,629 109,976 112,200 110,310 105,472 OCT (Aug) 91,544 107,277 104,766 109,292 103,393 116,287 NOV (Sep) 90,802 131,839 125,394 131,936 129,663 130,122 Totals $ 1,247,221 $ 1,369,778 $ 1,433,250 $ 1,432,219 $ 1,495,013 $ 1,461,987 $ 730,015 -5.25%

General Fund Sales Tax 200,000 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17

180,000

160,000

140,000

120,000

100,000

80,000

CITY OF BALCONES HEIGHTS

PERSONNEL POLICY

Adopted March 8, 2010

Revised November 14, 2011

Revised August 25, 2015

i Table of Contents

I. Article 1. Purpose ...... 1

Section 1.01 Base Objectives ...... 1 Section 1.02 Applicability...... 1 Section 1.03 Legal Status ...... 1 Section 1.04 -at-Will ...... 1

II. Article 2. General Provisions ...... 1

Section 2.01 Code of Ethics ...... 1 Section 2.02 Gifts...... 2 Section 2.03 Political Activity ...... 2 Section 2.04 Disclosure of Religious Affiliations ...... 3 Section 2.05 Nepotism ...... 3 Section 2.06 Financial Responsibility of Employees ...... 4 Section 2.07 Outside Employment...... 4 Section 2.08 Driver Safety ...... 4 Section 2.09 Employment Conditions ...... 6 Section 2.10 Equal Employment Opportunity Policy ...... 6 Section 2.11 Fitness Requirements ...... 6 Section 2.12 City Property ...... 6 Section 2.13 Amendment and Revision of Rules ...... 6 Section 2.14 Violations of Policy ...... 7

III. Article 3. Organization and Administration ...... 7

Section 3.01 Organization of Personnel ...... 7 (a) The City Council ...... 7 (b) The City Administrator ...... 7 (c) Department Heads ...... 7 Section 3.02 Policy on Implementation & Administration of Personnel Policies ...... 8 (a) Implementation ...... 8 (b) Deviations From Policies ...... 8 Section 3.03 Policy on Dissemination of Personnel Policies...... 9 (a) Master Personnel Policy Manual ...... 9 (b) Administration Department ...... 9 (c) Dissemination ...... 9 (d) Access to Policy Manuals ...... 10 Section 3.04 Personnel Records ...... 10

IV. Article 4. Applications and Conditions of Employment ...... 10

Section 4.01 Basis of Employment ...... 10 Section 4.02 ...... 11 Section 4.03 Requests for Personnel ...... 11 ii

Section 4.04 Applicant Preference ...... 11 Section 4.05 Residence ...... 11 Section 4.06 Announcement ...... 11 Section 4.07 Application and Selection Procedures ...... 12 Section 4.08 Appointments ...... 12 Section 4.09 Physical Standards ...... 12 (a) Medical Examinations ...... 12 (b) Exceptions ...... 12 (c) Fire and Police ...... 13 Section 4.10 Age Requirements ...... 13 Section 4.11 Standards of Conduct ...... 13 Section 4.12 Types of Positions ...... 13 (a) Regular Full-Time Employee ...... 13 (b) Part-time Employee ...... 14 (c) Temporary Employee ...... 14 (d) Evaluation and Training Employee ...... 14 Section 4.13 Disqualification for Employment ...... 14 Section 4.14 Training of New Hire ...... 15 Section 4.15 Drug Screening ...... 15 Section 4.16 Contract Personnel ...... 15 Section 4.17 and Personal Appearance ...... 15 (a) Generally...... 15 (b) Public Works Employees ...... 16 (c) Office Personnel ...... 16 (d) Police Department ...... 17 (e) Fire Department ...... 17

V. Article 5. Attendance and Leave ...... 17

Section 5.01 Vacation Leave ...... 17 Section 5.02 Hours of Work ...... 19 Section 5.03 Workweek ...... 19 Section 5.04 Overtime and Compensatory Time ...... 19 Section 5.05 Attendance ...... 20 Section 5.06 Holidays ...... 21 Section 5.07 ...... 22 (a) Definition and Accrual Rates ...... 22 (b) Maximum Sick Leave Accrual ...... 22 (c) Proper Use of Sick Leave ...... 22 (d) Reporting Sick Leave Absences ...... 23 (e) Evidence of Illness ...... 23 (f) Unused Sick Leave ...... 23 (g) Leave Donation ...... 23 Section 5.08 Military Leave ...... 25 (a) Leave Credit ...... 25 (b) Military Leave Allowance ...... 25 (c) System Credits ...... 25

iii

(d) Reinstatement Upon Return from Military Leave ...... 25 Section 5.09 Maternity and Bereavement Leave ...... 26 (a) Maternity Leave ...... 26 (b) Bereavement Emergency ...... 26 Section 5.10 Injuries ...... 27 (a) General...... 27 (b) Injury on the ...... 27 (c) Non Job Related Injury ...... 28 (d) Accidents Involving Motorized Equipment ...... 28 (e) Safety Committee ...... 28 Section 5.11 Professional Leave With Pay ...... 29 Section 5.12 Leave to Attend Voting, Jury Duty, Court Subpoenas ...... 30 Section 5.13 ...... 30 Section 5.14 Absence Without Leave ...... 30 Section 5.15 Physical Incapacity to Perform Assigned Work...... 0

VI. Article 6. and ...... 31

Section 6.01 Application of Rates ...... 31 Section 6.02 Pay Rates for New Employees ...... 31 Section 6.03 Employees Review Based Pay Increase ...... 31 Section 6.04 Total Rate of Pay ...... 32 Section 6.05 Part-Time, Temporary and Seasonal Rates ...... 32 Section 6.06 Pay Rates for New Positions ...... 32 Section 6.07 Termination Pay ...... 32 Section 6.08 Performance Appraisal System ...... 32

VII. Article 7. Employment Verification and Termination ...... 33

Section 7.01 ...... 33 Section 7.02 Retirement ...... 33 Section 7.03 Requests for Employment Verification ...... 34

VIII. Article 8. Management Authority ...... 34

Section 8.01 Management Action ...... 34 (a) General...... 34 (b) Immediate Formal Discipline ...... 35 (c) Progressive Discipline ...... 35 (d) Specific Factors ...... 36 (e) Policy on Evaluation and Training Period ...... 37 (f) Demotion ...... 38 (e) ...... 38 (f) Notice ...... 38 Section 8.02 Lay Off ...... 39 Section 8.03 Notice Provisions ...... 40

iv

IX. Article 9. Grievance Procedures ...... 40

Section 9.01 General Guidelines ...... 40 Section 9.02 Procedural Steps ...... 40 Section 9.03 Grievances Without Basis ...... 41 Section 9.04 Complaints from Non-Employees ...... 41 Section 9.05 Grievances Against the City Administrator ...... 42 Section 9.06 City Administrator Authority ...... 42

X. Article 10. Benefits ...... 42

Section 10.01 Retirement ...... 42 Section 10.02 Uniforms ...... 42 Section 10.03 Social Security ...... 42 Section 10.04 Compensation ...... 42 Section 10.05 Insurance ...... 42 Section 10.06 Worker’s Compensation Insurance ...... 43

XI. Article 11. Harassment ...... 43

Section 11.01 Harassment Policy ...... 43

XII. Article 12. Smoking Policy ...... 45

Section 12.01 Smoking Policy ...... 45 5 XIII. Article 13. Drug Abuse Policy ...... 45

Section 13.01 Statement of Purpose ...... 45 Section 13.02 Prohibitions ...... 45 Section 13.03 Required Testing ...... 46 (a) General...... 46 (b) Random ...... 46 (c) Periodic Testing ...... 47 Section 13.04 Required Testing ...... 47 (a) Pre-employment ...... 47 (b) Random ...... 47 (c) Reasonable Cause ...... 47 (d) Post Accident ...... 48 Section 13.05 Discipline ...... 48 (a) Violations ...... 48 (b) Failure to Test ...... 48 Section 13.06 Supervisory Training ...... 49 (a) Performance ...... 49 (b) Behavior ...... 49 (c) Procedures ...... 49 Section 13.07 Confidentiality and Record Keeping ...... 49 Section 13.08 Employee Assistance Program (EAP) ...... 49

v

XIV. Article 14. Internet and E-Mail ...... 51

Section 14.01 General Guidelines ...... 51 Section 14.02 Privacy ...... 52 Section 14.03 Safety and Security ...... 52 Section 14.04 Personal Use ...... 53

XIV. Article 15. Travel Policy ...... 53

Section 15.01 Per Diem ...... 53 Section 15.02 Mode of Travel ...... 53

XVI. Article 16. Reservation of Management Discretion ...... 54

Section 16.01 No Implied Limitations ...... 54 Section 16.02 Reservation of Rights ...... 54 Section 16.03 Other Laws and Regulations ...... 54

APPENDIX 1 Schedule 1 - Examples of Safety Sensitive Positions Schedule 2 - Testing Protocol Schedule 3 - Incident Schedule 4 - Employee Assistance Program Providers

APPENDIX 2 Accident Report Form For Injuries/Property Damage

APPENDIX 3 Harassment Complaint Form

APPENDIX 4 Understanding of Drug and Alcohol Policy

vi

CITY OF BALCONES HEIGHTS PERSONNEL POLICY

Article 1. Purpose

Section 1.01. Basic Objectives. The City of Balcones Heights (City) is a political subdivision of the State governed the Mayor and City Council. The City Administrator is selected by the Council and is responsible for implementing City policies and directives. The City Administrator is designated by the Council as the chief administrative officer with appointing authority for all positions of employment with the City, except for those positions to be appointed by the City Council as required by the Texas Local Government Code. The City Administrator hires, supervises and terminates staff and has full authority over all staff functions and activities.

The objective of this Personnel Policy is to facilitate efficient and economical service to the public and to provide for a fair and equitable system of personnel management. While these rules and policies include precise statements of policies and procedures, they are not intended to cover every conceivable personnel situation that may arise. The City Administrator will be responsible for the administration of this policy as approved by City Council. It is expected that amendments and revisions affecting personnel policies will be made from time to time as necessary and desirable in the discretion of the City Administrator, subject to approval by the City Council.

Section 1.02. Applicability. These rules shall apply to and govern all employees of the City of Balcones Heights, except to the extent, if any, inconsistent with State or federal law. Words used in the singular shall be construed to include the plural and words used in the masculine or feminine gender shall be construed to include both genders.

Section 1.03. Legal Status. This Personnel Policy is not intended to be a contract (express or implied), nor is it intended to otherwise create any legally enforceable obligations on the part of the City or its employees, outside of what is explicitly stated.

Section 1.04. Employment-at-Will. The City is not bound by any period of employment and, in essence, follows the employment-at-will doctrine. Under the employment-at-will doctrine, the City or the employee enjoys the mutual right to terminate the employment relationship at any time, for any reason, with or without cause and with or without advance notice to the other.

Article 2. General Provisions

Section 2.01. Code of Ethics. All employees shall strive to uphold the Constitution and laws of the , the State of Texas, and ordinances of the City of Balcones Heights, and all employees shall be: (a) Honest and trustworthy in what they say and write and in all professional and employment relationships; (b) Dedicated to providing quality services by being and constructive, and by making the best and most efficient use of available resources;

(c) Fair and considerate in the treatment of fellow employees and citizens, addressing concerns and needs with equity, granting no special favors;

1

(d) Prohibit from engaging in any activity, either during working or non-working hours or for personal or business relations, that might create either the appearance of or a conflict of interest for the City or for himself or herself individually;

(e) Aware and recognize that public and political policy decisions are ultimately the responsibility of the City Council;

(f) Aware and follow all restrictions on use and disclosure of information. This includes following all requirements for the protection of City information and ensuring that non-City proprietary information is used and disclosed only as authorized by the owner of the information or as otherwise permitted by law; and

(g) Prohibit from taking advantage of their City position to seek personal gain through the inappropriate use of City or non-public information or abuse of their position.

Section 2.02. Gifts. An employee shall not accept any gift, gratuity or benefit from any person, contractor or vendor having contact with, doing business with, seeking to do business with, or that has within the immediate preceding twelve (12) calendar months done business with the City; provided that this section shall not be interpreted to include any pen, pencil, calendar, cap or similarly valued item distributed by any such company for advertising purposes. Employees may accept for themselves and members of their families common courtesies usually associated with customary business practices. These include but are not limited to:

• A fiscal limit of $100 per employee each calendar year. • Meals with vendors as long as the invitation is extended by the vendor. • Gifts of nominal value from vendors such as calendars, pens, pads, etc. • Gifts of perishable items such as hams, cookies, nuts, etc. that are usually given during the holidays.

Section 2.03. Political Activity. With regard to City employees, State law and federal law restrict certain political activity. The following provisions protect employees from political pressure, prohibit use of public employees for non-public purposes, assure that personnel decisions are made on the basis of qualifications and merit, and avoid the appearance of bias or favoritism in carrying out public policy. When on duty or in uniform, an employee of the City may not engage in any political activity relating to a campaign for any elective public office. No employee of the City shall, at anytime, make, solicit or receive any contribution to the campaign funds of any party, interest group or candidate for use in any city election; and no employee shall participate in any political activity or campaign for or with respect to any candidate in a City election.

When not on duty or in uniform, an employee of the City may engage in political activity for and with respect to political parties, candidates and elections for and with respect to governments and entities other than a City election; provided that an employee may not under any circumstance use the fact of his/her City employment to solicit campaign contributions for a candidate other than from members of an employee organization to which that person belongs; and provided further that this provision shall not

2 be interpreted to prevent any employee of the City from making private comments to friends, family and co-workers about or with respect to any candidate for office.

An employee who is considering becoming a candidate for any public office should be aware that an announcement for such office may constitute a resignation from the City service. An employee should advise the City Administrator in writing prior to announcing for public office and any such employee may consult with the City Administrator with respect to the position that may be taken by the City in the event of any such announcement.

In a City election, a City employee MAY:

1. Vote; 2. Express personal political opinions on issues or candidates while off duty; and 3. Display political pictures, stickers, badges, yard signs or buttons on personal time and not on City property.

In a City election, a City employee MAY NOT:

1. Serve as campaign manager or in a leadership or administrative role in election or campaign activity; 2. Solicit votes or contributions, assist voters at polls, circulate petitions, or help take voters to polls for a particular candidate or issue; 3. Make contributions to a campaign; wear political signs or buttons or distribute literature when working on City time or in a City uniform or in the offices of building of the City; 4. Become a candidate for a City office. If an employee becomes a candidate for such an elected office, it constitutes an automatic resignation of his/her position; 5. Use City equipment or supplies for political purposes; 6. Persuade or attempt to persuade any City employee to participate or to refrain from participating in any political activity relating to a particular candidate or issue; and 7. Display or fail to remove campaign materials on any City vehicle under his/her control.

Section 2.04. Disclosure of Religious Affiliations. No question in any text in any application form or in any personnel proceeding, or of any appointing authority, is intended to or shall be so framed as to attempt to elicit information concerning religious affiliations of any applicant or employee. No appointment to, or removal from, a position with the City shall be affected or influenced in any manner by any religious opinion or affiliation. Employees may decline to respond to any inquiry regarding religious affiliation.

Section 2.05. Nepotism.

(a) No person related, within the second degree of affinity (marriage) or within the third degree of consanguinity (blood), to the Mayor or any member of the City Council or the City Administrator shall be employed or appointed to any office or position or other service of the City. This prohibition shall not apply, however, to any person who shall have been employed by the City for six months prior to and at the time of election or appointment of the official related in the prohibited degree.

(b) Relatives and members of the immediate family shall not be appointed to serve in

3

positions in the same department or in the departments that work closely together unless specific written approval has been obtained from the City Administrator. Department who believe any such appointment is justified may present to the City Administrator the reason and needs which are the basis for requesting the appointment. The City Administrator's written approval shall be forwarded to City Council required to make any such appointment official and the City Council decision shall be final.

Section 2.06. Financial Responsibility of Employees. Employees of the City are expected to maintain a good credit standing in the community and to pay obligations promptly. The City shall in no way serve as a collecting agency or arbitrator and employees shall make reasonable provision for the payment of personal debts, or take other appropriate action to assure such failure shall not interrupt, interfere with or be detrimental to the City services. Credit checks may be required for those applicants in offices of trust.

Section 2.07. Outside Employment. Any employee shall not engage in any activity or other employment, which will adversely affect his/her, ability to effectively carry out the duties and responsibilities of his/her job. Employees shall not utilize in any manner or in any way his/her office or position with the City in the performance of any activity or other employment which would tend to obligate the City in any manner. An Employee accepting other employment while being employed by Balcones Heights shall notify and obtain written approval of his/her department head before beginning such work. Any injury occurring while engaged in outside employment shall be reported immediately in writing to the City Administrator. An injury occurring while engaged in outside employment may reduce the benefits otherwise granted by these policies. Employees must provide a waiver release from the outside employer.

Section 2.08. Driver Safety. Vehicle accidents are costly, but more importantly, they may result in injury to the driver or others. It is the driver’s responsibility to operate the vehicle in a safe manner and to drive defensively to prevent injuries and property damage. As such, the City endorses all applicable state motor vehicle regulations relating to driver responsibility. The following procedures are to provide guidance for driving personal vehicles (POV) while conducting City business or for driving City-owned vehicles.

Procedures:

(a) Who drive on City business must have a valid and current State of Texas Driver’s License to operate a City vehicle. When applicable, employees must have the appropriate license for driving commercial vehicles. Contractor personnel operating City vehicles must also meet this requirement.

(b) To use an employee’s personally owned vehicle (“POV”) for City business, the employee must have a valid and current State of Texas Driver’s License and current auto insurance with the minimum coverage as required by the State of Texas. (c) A copy of the State of Texas Driver’s License and current auto insurance will be

4

provided to the Director of Finance will maintain an updated list of driver’s licenses and insurance verifications for all employees who operate City vehicles or operate their POV for City business.

(d) Any employee who has a driver’s license revoked or suspended shall immediately notify their supervisor by 8 a.m. on the next business day and immediately discontinue operation of the City vehicle or the POV for City business. Failure to do so may result in disciplinary action up to and including termination of employment.

(e) Drivers must report all ticket violations received during the operation of a City vehicle or while operating a POV on City business within 72 hours to their supervisor. Employee will be responsible for paying all fines and/fees associated with ticket violations received during the operation of a City vehicle or while operating a POV on City business.

(f) The City Administrator or designee is responsible for reviewing records, including accidents, moving violations, etc. to determine if an employee’s driving record indicates a pattern of unsafe or irresponsible driving, and to determine if suspension or revocation of driving privileges for City business is warranted.

(g) Criteria that may indicate an unacceptable record includes but is not limited to:

i. Three or more moving violations in a 365-day period. ii. Two or more chargeable accidents within a 365-day period. Chargeable means that the driver has been determined to be the primary cause of the accident through speeding, inattention, etc. Contributing factors such as weather or mechanical problems will be taken into consideration. iii. Any combination of accidents and/or moving violations.

(h) All accidents in City vehicles, regardless of severity, must be reported to the police and to the employee’s supervisor. Accidents are to be reported immediately (from the scene, during the same day, or as soon as possible if immediate or same day reporting is not possible.) Accidents in POV’s while on City business must follow these same reporting procedures. Failing to stop after an accident and/or failure to report an accident may result in disciplinary action up to and including termination of employment. Employees when involved in an accident must:

i. Notify the appropriate Police Department: Call 911 ii. Do not make any statements to anyone other than the police. iii. Notify your supervisor as soon as possible. iv. Have your proof of insurance and driver’s license available.

5

Section 2.09. Employment Conditions. Subject to budgetary decisions and the discretion of the City Administrator, continued employment with the City shall be contingent upon the employee's compliance with the provisions of these rules. Within thirty (30) days after the adoption of these rules and at the time of employment of each new employee, a copy of these rules shall be furnished to each employee.

Section 2.10. Equal Employment Opportunity Policy. Discrimination against any person in recruitment, examination, appointment, training, promotion, discipline, separation, or any other aspect of personnel administration, because of political or religious opinions or affiliations, or because of race, color, national origin, age, sex, marital status, or other non-merit factors is prohibited. In those instances, if any, in which specific age, sex, or physical or mental requirements constitute a necessary occupational qualification for proper and efficient administration, appropriate consideration of such factors is permitted. Any applicant for employment and any employee who feels he/she has been discriminated against may process a grievance in accordance with Article 9.

Section 2.11. Fitness Requirements. It shall be the responsibility of each employee to maintain the minimum standard of fitness required for performing the individual’s job. The immediate supervisor may require an employee to submit to an examination by a City-approved physician when it appears that the physical or mental condition of an employee may prohibit, or materially interfere with, the employee from adequately performing the employee’s job duties, or may constitute or result in a hazard to themselves, fellow employees, citizens or property. The employee will be required, as a condition of continued employment, to authorize the physician to disclose the results of the examination to the City Administrator. The employee shall be granted administrative leave for the time required for such an examination, which shall be conducted without expense to the employee and shall be for the sole purpose of determining the employee’s condition relative to the requirements of the employee’s job. The examining physician shall make a recommendation as to whether the employee should be continued in the job and be considered for leave time in which to improve the employee’s condition, or be transferred or otherwise not be continued in the present position. A recommendation that an employee be required to submit to a physical or mental examination at the expense of the City must be approved by the department head and the City Administrator.

Section 2.12. City Property. All city employees shall be responsible for the proper use and maintenance of all tools, equipment or vehicle assigned to them by the city. No employee may take, acquire or purchase any property of the City, of any nature or kind whatsoever, for himself or any other person.

Section 2.13. Amendment and Revision of Rules. Recommendations for amendment and revision of these rules may be made by the City Administrator to the City Council for its approval. These rules and any subsequent amendments thereto may be amended from time to time in the discretion of the City Administrator; provided only that no such amendment shall be effective until approved by the City Council.

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Section 2.14. Violations of Policy. Any employee who violates any personnel policy of the City of Balcones Heights may be subject to disciplinary measures up to and including termination. No employee shall have a right to disciplinary actions that are progressive. Consideration may be given to the individual circumstances when determining the disciplinary actions to be taken.

Article 3. Organization and Administration

Section 3.01. Organization of Personnel.

(a) The City Council. The compensation of all appointive officers and employees is provided by the City Council through the budget process.

(b) The City Administrator. The City Administrator will advise the City Council on personnel matters and recommend changes in the personnel policies, rules and regulations, the compensation rates of appointive officers and other City employees, and any other changes which the City Administrator may deem necessary or expedient. The City Administrator is responsible for the administration of the personnel program of the City. The City Administrator may establish policies for the day to day management of the City which are not inconsistent with this Policy Manual and may discipline any employee of the City up to and including termination. No classification of employees or changes in employee pay grade may be made without the written approval of the City Council. The City Administrator may in writing authorize department heads to appoint and remove any employees of their respective departments.

(c) Department Heads. Department heads are expected to effectively supervise their employees and to maintain proper working relationships and to ensure employee compliance with this manual and all other policies or procedures of the City. To that end, department heads

(i) may adopt and enforce departmental regulations, with the City Administrator’s approval, that are not inconsistent with these rules and regulations;

(ii) shall report on the efficiency of their subordinates and notify the City Administrator of changes in the duties of the employees, in order that the City's classification plan may be maintained;

(iii) will recommend to the City Administrator step increases for their employees;

(iv) shall set the example for all subordinates on behavior and compliance with the policies and procedures of the City and be subject to discipline by the City Administrator for such actions as failure to comply with the policies, rules and procedures including failure to adequately supervise personnel in the department such department head supervises; 7

(v) shall notify City Administrator prior to all disciplinary matters and coordinate discipline actions with the City Administrator; and

(vi) have the power of appointment and removal in their departments, including the power to appoint foremen and supervisors subject to the written approval of the City Administrator. The appointment of new employees by department heads will be made only from eligible applicants. Transfers and reclassifications should be consummated only after consideration of information contained in the individual's file and approval of the City Administrator.

Section 3.02. Policy on Implementation & Administration of Personnel Policies.

(a) Implementation. The City Administrator and each Department Head shall administer and implement the personnel policies of the City of Balcones Heights.

(b) Deviations From Policies.

(i) Subject to the right of the affected employee to appeal to the City Administrator, the department heads may deviate from these policies with respect to the assignment, discipline or termination of any employee when, in the judgment of the City Administrator, such deviation is in the best interest of the City.

(ii) If circumstances make it advisable to deviate from any of the personnel policies, the department head responsible for overseeing the department involved may provide a written report to be filed with the City Administrator. This report should be completed and approved before a deviation is completed. The report should provide:

(1) Details of the action taken which deviated from the existing policy; (2) A description of the circumstances resulting in the recommendation to a deviation from the existing policy; and (3) A statement of why the deviation was in the best interest of the City and/or other parties involved.

(iii) Amendments of the Personnel Policy Manual need to be approved by the City Council.

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Section 3.03. Policy on Dissemination of Personnel Policies.

(a) Master Personnel Policy Manual. A Master Personnel Policy Manual, which contains the original of all personnel policies in effect for the City of Balcones Heights, shall be maintained in the office of the City Secretary.

(b) Administration Department.

(i) The Administration Department shall consist of the City Administrator, Finance Director and City Secretary. The Finance Director, in addition to the duties identified herein, shall serve as the City's Personnel Policy Coordinator.

(ii) The duties of the Personnel Policy Coordinator shall include:

(1) Updating the manual whenever a change, addition or deletion is made in the City's personnel policies;

(2) Providing each department head with copies of new or changed policies and information when policies are deleted so that the department head will be able to update the department's copy of the Personnel Policy Manual when a change, addition or deletion is made;

(3) Coordinating recommendations for additions, deletions and changes in personnel policies;

(4) Developing and implementing a system for notifying all City employees whenever a change, addition or deletion is made in the City's personnel policies; and

(5) Conducting an annual review of all personnel policies to determine if they are consistent with actual practices and in compliance with legislation relating to the personnel function and the relationship between the employer and employee.

(iii) If amendments to this policy are advisable and recommended by the City Administrator, they will be forwarded to the City Council for approval.

(c) Dissemination. Each department head shall:

(i) Ensure that each employee receives a copy of the Personnel Policy Manual/ amendments and to sign an acknowledgment indicating such receipt

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(ii) Inform each employee that he or she should be responsible for being familiar with the policies;

(iii) Take active steps to see that each employee has the opportunity to become knowledgeable on the policies; provided, however, the responsibility for being and remaining knowledgeable about these policies shall be the duty and obligation of the employee.

(d) Access To Policy Manuals. All employees are responsible for becoming familiar with the Personnel Policy Manual. Employees have the right to review the Master Personnel Policy Manual or the copy of the Personnel Policy Manual found in their departments, during the normal workday. City Secretary shall be responsible for maintaining the Master Personnel Policy Manual.

Section 3.04. Personnel Records

(a) With the exceptions of TCLEOSE requirements, the City Secretary shall be responsible for the proper maintenance and updating of all personnel files and records.

(b) Department heads of the Police and Fire Departments shall be responsible for the proper maintenance and updating of the personnel files for TLCEOSE requirements of the Commissioned Employees in their respective departments.

(c) Each employee has the right of access to review his/her official personnel file at any time during the City Secretary’s normal office hours. Employees shall not alter, remove, or add any information of any kind to his/her records during the review process.

(d) Each employee shall be responsible for reporting any changes in his/her personal status to the City Secretary (i.e., name, address, telephone number, marital status, dependents, beneficiaries, emergency phone number).

Article 4. Applications and Conditions of Employment

Section 4.01. Basis of Employment. All initial employment with the City shall be based on job related qualifications, including but not limited to, knowledge, skills, ability, physical fitness and required licenses, as determined under the authority of the City Administrator based upon:

(a) Education, training and work experience as reflected by the application form, plus other documentary evidence as to certification, registration, licenses, etc.

(b) Job related written and/or performance tests. (c) Job related physical examination and drug screening test.

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(d) for conviction of crimes involving moral turpitude and (in connection with involving the operation of motor vehicles) moving traffic violations.

(e) Mandatory reference checks made by the department head of the department concerned.

(f) Specific positions may have additional basis of employment standards defined in the job description and application criteria posted by the department head.

Section 4.02. Recruitment. The City Secretary is responsible for recruitment of all regular full- time, part-time, temporary and seasonal employees, and maintenance of all applications. Recruitment occurs through personal contact, through employment agencies, and/or by way of advertising. The Department head will conduct the initial recruiting. All applications will be referred to the appropriate department supervisor for screening interviews and possible employment. The department head of the department for which the vacancy exists, or, in specific instances, another officer of the City designated by the City Administrator, shall be responsible for recruitment.

Section 4.03. Requests for Personnel. When the department head submits a request to the City Secretary for persons to fill vacancies, such requests shall include the title of the position to be filled, contemplated initial salary or wages, desired training and/or experience qualifications as per the job description and such other pertinent information as may be needed to enable the City Secretary to most satisfactorily find the personnel being sought by the department. Requests for personnel should be made a reasonable period of time in advance of actual need.

Section 4.04. Applicant Preference. Other qualifications being equal among applicants, departments will give hiring preference to persons currently employed by the City.

Section 4.05. Residence. All employees required as part of the employee’s duties to be on call will be expected to reside within a reasonable response time of the office as defined by the Department Head and as approved by the City Administrator.

Section 4.06. Announcements. Except as otherwise provided for specific positions by departmental policy approved by council, such as for the Police Department, or as provided from time to time by a waiver issued by the City Administrator, all positions will be open to current city employees and should be posted for at least fourteen (14) days. If a shorter publication period is requested, written justification should be included with the requisition and must be approved by the City Administrator. Positions will be posted in the paper of record and applications will be accepted from applicants both within and outside of the city organization. Internal Posting Only options may be provided for at the discretion of the City Administrator. Positions that are approved for internal posting only will not be advertised in the newspaper, unless the position is not filled by a then current employee of the City. (Internal posting notices will be posted at City Hall.)

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Section 4.07. Application and Selection Procedures. All persons seeking initial employment or re-employment will be required to complete, sign and file a City approved application with the City Secretary. Application forms will be secured from and returned to the City Secretary prior to the posted deadline. Referrals will be made from the City's applicant database. Suitable and eligible candidates will be selected according to the requirements the department places on the requisition; which will include education, skills, experience, and duties, etc. All full-time applicants must have a high school diploma or equivalent. Candidates will be required to complete typing, data entry, aptitude physical and/or psychological testing as applicable. No formal job offers are to be made at the time of the interview. If the interviewer determines that a candidate is acceptable, the Department Head will then check references, driving records, complete a background check on the applicant, etc. and, subject to such information being found satisfactory, extend a preliminary job offer and schedule the candidate for a pre-employment physical examination and drug screening, if required. Copy of driving record shall be required for those employees who operate City vehicles.

Section 4.08. Appointments. No formal job offers are to be extended prior to completion of the entire recruitment process without the approval of the City Administrator. The final employment of any applicant may be subject to such applicant passing a physical exam (except for office personnel) and drug screening if required. The interview board shall notify the Administration Department of the preferred candidate and the date the interview board would like to have the candidate begin employment. The selection shall be reported to the City Administrator for approval. The Department Head shall schedule an appointment with the preferred candidate for enrollment and orientation. If no candidate possessing the minimum qualifications is located or approved, the budgeted position may be filled by a lesser qualified person at a lower job classification.

Section 4.09. Physical Standards.

(a) Medical Examinations. Any and all new and former employees may be subject to undergoing a prescribed medical and physical examination to be made by some officially designated medical authority. Prior to requiring a medical examination, a conditional offer of employment must be made. Those positions specifically identified and designated by the City Administrator as positions requiring medical and physical examinations shall undergo a prescribed medical and physical examination to be made by the officially designated medical authority. The purpose of the examination will be the determination and certification of physical fitness and ability to perform the duties of the position to which appointment is being considered. Such examinations are to be made as near the effective date of employment as possible. The Administration Department has the responsibility of making appointments and arrangements for obtaining the examination, and matters concerning the initiation and completion of the requirements should be taken up with the Administration Department.

(b) Exceptions. Physical standards and requirements will vary somewhat in accordance with the duties and working conditions as generally set forth in the specifications for various positions and also as to anticipated length of employment. The City

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Administrator will advise the examining medical officer regarding any special or unusual requirements of this nature. The opinion and recommendation of the examining medical officer will determine the acceptability of any person for employment, to perform the required duties of the position. The examining medical officer will complete and forward to the City Administrator the prescribed form indicating specific recommendations. Any discrimination on the basis of disability is prohibited. All applicable ADA (Americans With Disabilities Act) guidelines will apply.

(c) Fire and Police. Performance exams will be required for police officers and firefighters as stated in the Police and Fire Policy Manuals.

Section 4.10. Age Requirements. Within statutory limits and the restrictions of State or Federal law, minors may be considered for employment in positions of a non-hazardous nature. In all instances, the parents of such minors shall be required to execute a waiver and release form provided by the City Administrator. Any related questions which cannot be satisfactorily solved by the City Administrator will be referred to the City Attorney, whose ruling shall be final. The employment of any person less than eighteen (18) years of age, in a full-time position, shall require the review and approval of the City Administrator.

Section 4.11. Standards of Conduct. Employees of the City are the "Good Will Ambassadors" of the City, and such status involves a degree of duty and obligation regarding public and private conduct above and beyond other classes of employment. City employees should at all times promote the good will and favorable attitude of the public toward the City Administration and its program and policies.

Section 4.12. Types of Positions.

(a) Regular Full-Time Employee. Regular full-time employees are those employees that have completed the evaluation and training period, and that meet the other requirements of this section. Police Officers shall be considered regular full-time employees if the position is budgeted for eighty (80) or more hours per two week period for fifty-two (52) weeks per year. Firefighters employed by the City shall be considered regular full-time employees if the position held is budgeted for one hundred six (106) or more hours per fourteen (14) day work cycle for fifty-two (52) weeks per year. (Therein after referred to as 24/48 hour Fire Department Employees.) Regular full-time employees may be considered exempt or non-exempt. Exempt employees shall have the same meaning as provided in the Fair Labor Standards Act. Non-exempt employees are paid by the hour, and are eligible for overtime compensation. Employees in regular full-time positions shall be eligible to participate in group insurance programs and be paid holidays, and accrue vacation and sick leave.

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(b) Part-time Employee. A part-time employee is an employee serving in a position that is budgeted for, or regularly scheduled to work no more than thirty-two (32) hours per week must work no more than 1000 hours per calendar year. Police and Fire personnel working less than the normal cycle are considered part-time employees.

Part-time employees are not eligible for benefits. Part-time employees shall not be eligible for vacation leave, sick leave, holidays, or be able to participate in any benefit program, including group insurance programs and other special benefit programs, unless specifically provided for in these policies, or required by State or Federal Law.

(c) Temporary Employee. A temporary employee is a part-time or full-time employee that is appointed for a specific period of time, with an anticipated date of termination indicated at time of appointment. Temporary employees are not eligible for benefits.

Temporary employees shall not be eligible for vacation leave, sick leave, holidays, or be able to participate in any benefit program, including group insurance programs and other special benefit programs, unless specifically provided for in these policies, or required by State or Federal Law.

(d) Evaluation and Training Employee. All newly hired or re-hired employees shall be subject to a twelve-month evaluation and training period, or longer if extended. All employees shall be subject to being placed on probationary status for disciplinary reasons for a term to be determined in writing at the time the probationary status is instituted. Employees may be discharged with or without cause for any reason during the evaluation and training period or anytime thereafter.

Section 4.13. Disqualification for Employment. The City Administrator or the department head of the applicable department may reject any application, which indicates on its face that the applicant does not possess the minimum qualifications required for the position if:

(a) the applicant does not meet the experience and/or education requirements of the job description for the position to which the applicant seeks appointment;

(b) the applicant appears to have made false statements in the application or in the examination or appears to have practiced or attempted to practice deception or fraud in connection with such application;

(c) the applicant tests positive for drug use;

(d) the position is one requiring more than 20 hours per week and the applicant is receiving benefits under a retirement plan of the City;

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(e) the applicant refuses to participate in a retirement system or social security program required by this policy; or

(f) for any other grounds set forth in these policies, rules and regulations.

Section 4.14. Training of New Hire. When the employee first reports for work, the employee shall be notified of the fact that the employee may be in training for several months (refer to Article 8, Section 8.01 (d). During this time, the supervisor shall observe the employee’s work with particular care, train, and advise the employee in the performance of his/her duties, and let the employee know if the employee is progressing satisfactorily.

Section 4.15. Drug Screening. The City may perform pre-employment, post-accident, and reasonable cause drug screening of all employees in positions that mandate such screening. Random drug testing is also performed with respect to certain employees. All drug tests shall be done in accordance with Section 13.04.

Section 4.16 Contract Personnel. A relative of an elected or appointed official of Balcones Heights shall not be hired on a contract basis unless the following criteria are met and the City Council gives approval:

(a) All reasonable efforts were made to get contract bids from other qualified individuals in the area;

(b) The cost/quality ratio of the work expected from the individual is the most favorable of all bidders; and

(c) The relationship created by the contract is not determined to the interests of the City and is, in fact determined by the City Council to be the best interest of the City.

Section 4.17 Dress and Personal Appearance.

(a) Generally:

i. All city employees from time to time have contact with citizens and the general public; therefore, suitable dress and personal hygiene must be observed at all times.

ii. It shall be the duty of first-line supervisors to enforce the provisions of this policy in an equitable manner.

iii. In conjunction with special community or area events and activities, supervisors may authorize a more relaxed dress for such events or activities

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iv. Suitable dress is a prime requirement for safe and efficient work. The type of dress required depends on the location and nature of work performed.

v. Each Friday of the workweek shall be known as “”. Office personnel shall be permitted to wear casual work attire on “Casual Fridays”. The prohibitions contained in sub-section (1), above shall be continued, except that clean, pressed blue jeans may be worn.

(b) Public Works Employees:

i. The City provides uniforms and patches which provide proper public identification for employees. These uniforms are the property of the City and should be worn at all times when in duty with the City and in accordance with the City Uniform Policy.

ii. Employees must properly care for these uniforms, patches and hats. Should they become unsuitable for use, they should be returned to the employee’s supervisor for replacement with suitable attire.

iii. Wearing of City uniforms, patches or hats after hours, or when not assigned to official city responsibilities is not permitted unless approved by the supervisor.

iv. Employees are to be clean-shaven at all times while on duty unless they are wearing a mustache or beard. If a mustache or beard is worn, it must be kept clean, trimmed and neat while representing the city.

v. Hair must be appropriate for public exposure and not a safety hazard as determined by the supervisor.

vi. All safety equipment, protective and foot apparel, such as hard hats, gloves, eye protection, hearing protection, safety toe foot apparel, etc., issued or required by the City must be worn and used. If such equipment becomes defective, it must be returned to the employee’s supervisor.

(c) Office Personnel:

i. Employees must present a neat, business-like appearance at all times during regular working hours. Professional business apparel and attire suited for contact with the public is required to be worn at all times. The following items are examples of “unsuitable apparel” and are not authorized: shorts, T-shirts, tennis shoes, thongs, halter tops, tank tops,

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shorts hemlines, low-cut or high cur skirts, and blue jeans.

ii. Hair, grooming, makeup, jewelry and accessory apparel must be business- like and appropriate for contact with general public.

iii. Employees are to be clean shaven at all times while on duty unless they are wearing a mustache or beard. If a mustache or beard is worn, it must be kept clean, trimmed and neat while representing the City.

(d) Police Department:

i. Uniformed members of the police department shall adhere to the City uniform policy and the Police Department Rules & Regulations.

ii. Non-uniformed members of the police department and uniformed members who have been properly authorized to wear “civilian clothes” shall adhere to the Dress and Appearance Policy for Office Personnel.

(e) Fire Department:

i. Uniformed members of the fire department shall adhere to the City Uniform Policy and the Fire Department Rules & Regulations.

ii. Non-uniformed members of the fire department and uniformed members who have been properly authorized to wear “civilian clothes” shall adhere to the Dress and Appearance Policy for Office Personnel.

Article 5. Attendance and Leave

Section 5.01. Vacation Leave. Vacation leave is earned by regular full-time employees according to the schedule set forth in paragraph (a) below. No vacation or other will be earned by temporary or part-time employees.

(a) Regular full-time employees, who have completed their initial six-months, shall be eligible for vacation leave as scheduled with the approval of the department head or, as applicable, City Administrator, to the extent of leave accrued and credited to the employee. Part-time employees shall not be eligible for vacation leave. An Evaluation and Training employee shall accrue vacation but shall, upon the satisfactory completion of evaluation and training, be credited with vacation leave for each month of employment. However, an Evaluation and Training employee may not take vacation leave until the evaluation and training period is over without Department Head approval. Vacation leave shall thereafter accrue as follows:

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Vacation leave for all regular full-time employees shall accrue vacation leave as follows: 1 - 4 years service - 13.0 days per year (4 hours bi-weekly) 5 - 9 years service – 16.25 days per year (5 hours bi-weekly) 10 - 14 years service – 19.5 days per year (6 hours bi-weekly) 15+ years service – 22.75 days per year (7 hours bi-weekly)

Vacation leave for all 24/48 hour Fire Department employees shall accrue vacation leave as follows: 1 – 4 years service – 156.0 hours per year (6 hours bi-weekly) 5 – 9 years service – 182.0 hours per year (7 hours bi-weekly) 10 – 14 years service – 208.0 hours per year (8 hours bi-weekly) 15 + years service – 234.0 hours per year (9 hours bi-weekly)

Vacation leave for police officers will be in accordance with the Balcones Heights Police Collective Bargaining Agreement .

(b) It shall be the duty of the respective department head to monitor vacation schedules to ensure that an adequate work force is available. All employees completing and delivering a leave form to the employee’s department head, who will sign the form if the leave is approved. If the form is not complete, is not submitted in a timely manner, or the employee does not have the requested time, the form will be returned to the employee, or to the supervisor who will notify the employee.

(c) No employee shall carry over on January 1st of each year vacation leave in excess of 160 hours, without prior written approval from the City Administrator. The request to carry of excess vacation must be completed in writing and must state the reason why the employee was not able to use their vacation (Needs of department). When approved the employee must use the vacation as soon as possible. Fire Fighters upon resignation/departure will be paid at the full step rate based on 80 hours.

(d) Except as specifically provided for evaluation and training employees, vacation leave shall be credited to regular full-time employees on a pro-rata basis each bi-weekly pay period. Vacation leave needs to be taken at the minimum of 1/2 hour period.

(e) All Evaluation and Training employees shall accrue vacation during the period of evaluation and training that will be credited to the employee upon successful completion of evaluation and training. Any employee resigning or being terminated during an evaluation and training period shall not be eligible for payment for the vacation time accrued during the evaluation and training period. During the evaluation and training period, no employee in training may use any vacation time until successful completion of evaluation and training without department head approval.

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(f) In the event that an employee resigns, dies or is terminated after the satisfactory completion of evaluation and training, accrued vacation time up to the maximum permitted in (c) above will be paid to the employee or the employee’s designated survivor.

Section 5.02. Hours of Work. All offices of the City, except those for which special regulations are established, shall be kept open continuously from 8:00 a.m. until 4:30 p.m. Monday through Friday. The scheduling of employee meal periods shall be determined by the department head or his/her designee to facilitate the serving of the public and permitting efficient department operations

Section 5.03. Workweek.

(a) All full-time employees will work forty (40) hours per week; provided that all full- time Police Officers will work eighty (86) hours per fourteen (14) day work cycle, and full-time Fire Fighters will work one hundred six (106) hours within a twenty- one (14) day work cycle, except in circumstances where a different schedule is required or management directs otherwise, and all regular full-time employees shall accrue all as described herein. The City Administrator and designated employees will be subject to 24 hour call.

(b) Except as specifically directed by the City Administrator from time to time for the accomplishment of City business, all offices and departments of the City will be closed on Saturday and Sunday except the Police Department and Fire Department must remain operating to continue service. Employees necessary to operate departments not closed on Saturday and Sunday will be chosen by the department head.

(c) Part-time employees will only receive pay for the time actually worked, which time must be verified by the appropriate department head. Part-time employees are not eligible for retirement, group insurance, or other similar benefits, including vacation, sick leave and holiday benefits.

(d) Temporary employees will only receive pay for the time actually worked, which time must be verified by the appropriate department head. Temporary employees are not eligible for vacation, sick leave, retirement, group insurance, , or other similar benefits.

Section 5.04. Overtime and Compensatory Time. When necessary, in order to maintain the proper City services, employees may be required to work overtime. Non-exempt employees may receive overtime, or if an agreement is arrived at between the department head and the employee before the performance of work, the employee may accrue compensatory time. All non-exempt employees required to work overtime shall be compensated at one and one-half times their regular rate of pay. Information on all forms of overtime is to be turned over to the Finance Department at

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the end of each pay period. The form is to be signed by the employee and the department head before paychecks are distributed. When pre-approved by supervisors, compensatory time will be accrued at a rate of one and one-half hours per hour worked, unless otherwise specified.

The maximum amount of compensatory time that employees of the City shall accrue is 40 hours. Maximum amount of compensatory time that non-exempt firefighters shall accrue is 60 hours. Police Officers will follow the Collective Bargaining Agreement.

(a) All compensatory/overtime must be pre-approved by supervisors and will be allowed when deemed absolutely necessary to finish a project. Compensatory/overtime will only be paid after the employee has worked forty (40) hours in that work week, a fire fighter who has worked over 106 hours in a bi-weekly period, or if the employee is a non-exempt police officer who worked in excess of eighty (86) hours in a bi-weekly period, or those who are eligible under FLSA.

(b) When ordered for the maintenance of essential City functions, compensatory/overtime shall be allocated as equitably as possible among all non- exempt employees qualified to do the work.

(c) Supervisors will initial all compensatory/overtime on the employee’s time sheet.

(d) Department heads are charged with authorizing the use of compensatory/overtime and likewise with assuring non-abuse of overtime or compensatory time and the inadvertent use of such by non-exempt employees.

(e) Exempt employees shall not be eligible for compensatory/overtime; provided that the City Administrator may grant limited compensatory time as appropriate in instances where an exempt employee has been required to work excessive hours over an extended period of time.

(f) An employee shall be permitted to use compensatory time within a reasonable period after making the request, if doing so does not unduly disrupt the operations of the employer.

Section 5.05. Attendance. Employees shall be in attendance at their work in accordance with the rules and schedule regarding hours of work, holidays and leaves established by their supervisor from time to time. If an employee has an unexpected absence, the employee shall call or notify his/her supervisor within the hour prior to when the employee is to report to work. Failure to notify the supervisor may result in disciplinary action. Excessive tardiness, neglect of duties, or unauthorized absences will be grounds for . If the immediate supervisor is not available to report the unexpected absence, the employee shall report to the City Administrator, or designee, directly. All department heads shall report all expected absences for training, vacation and other planned leave as soon as known but not later than two weeks prior to such leave, unless good cause exists for less notice. All department heads shall report to the Finance Director, or designee, any sick leave to be

20 taken as soon as such is known. The department head shall ensure adequate supervision of the department in the absence of the department head. If no other supervisor exists for the department, the City Administrator, or designee, shall supervise the attendance of the department in the department head’s absence and designate a supervisor of such department. All department heads shall keep daily attendance records of employees and all absences shall be reported on a leave form and turned in with the department time sheets each pay period. Department heads shall be responsible for keeping true and accurate attendance records for each employee and ensuring each employee’s attendance in compliance with this policy manual. The Finance Director, or designee, may check time sheets for any department for accuracy.

Section 5.06. Holidays. City Council shall select the holidays in accordance with the City’s budget process. There will be no fewer than ten (10) City holidays each year. The actual day of observance will be set each year by the City.

The following provisions shall apply to holidays:

(a) As many employees as reasonably possible in the discretion of the City Administrator shall be given each holiday off consistent with the maintenance of essential municipal functions.

(b) Regular full-time employees shall be entitled to a paid/credited holiday equal to eight (8) hours of such employee’s regular rate of pay. No hours worked will be reflected on the employee’s time sheets for holidays for which the employee is paid and does not work. Non-exempt Police Officers working eighty (86) hours bi-weekly will be paid/credited holiday equal to eight (8) hours or twelve (12) hours (depending on scheduled shift assignment for that day) of such employee’s regular rate of pay. Fire Department employees working the 24/48 hour shift shall be entitled to a paid/credited holiday equal to twelve (12) hours at such employee’s regular rate of pay. Credited vacation time must be taken within six (6) months of the holiday. Holiday leave time taken will not be included in the calculation of overtime.

(c) In the event any regular full-time employee of the City, except firefighters and Police Officers (above), is required to work on a City holiday, regardless of whether the employee was scheduled or not to work, such employee shall be credited with holiday compensatory time of eight (8) hours and be paid for the actual hours worked. Such compensatory time must be taken within six (6) months of the holiday. Employer may be allowed to either credit holiday compensation time of eight (8) hours or pay holiday compensation time of eight (8) hours when an employee is required to work on a holiday. Holiday leave time taken will not be included in the calculation of overtime.

(d) For all employees regularly scheduled to work Monday through Friday, if a holiday falls on Sunday, the holiday will be observed the following Monday. If a holiday falls on a Saturday, the holiday will be observed the proceeding Friday. For all other

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employees working a seven-day a week flexible schedule, the holiday shall be observed on the day upon which it falls.

(e) Temporary, part-time, and seasonal employees may be given holidays off without pay.

(f) An employee absent without leave on the workday immediately preceding or immediately following a holiday shall forfeit pay for the holiday and the other days off without leave, and may be subject to disciplinary action.

(g) Holidays falling within an employee's approved vacation period or within a period of absence approved for sick leave shall not be charged against the vacation or sick leave.

(h) An employee desiring to observe a religious holiday other than a listed City holiday, may, with the advance approval of the City Administrator or department head, be given time off without pay or may use accrued vacation leave.

(i) No holiday pay/credit will be granted for an employee who is out on an .

Section 5.07. Sick Leave.

(a) Definition and Accrual Rates. Sick leave is defined as fully compensable absence from work arising from any illness, sickness, off the job accidental injury, or on the job injury as defined or allowed by Section 11 of this Article. All regular full-time employees shall accrue 4 hours of sick leave bi-weekly or thirteen (13) working days per twelve (12) calendar months of employment, up to the maximum number of hours permitted by this Section. Sick leave credit will commence with the first full month of employment. Temporary and part-time employees shall not accrue sick leave. All 24/48 hour Fire Department employees shall accrue 6 hours of sick leave bi-weekly or one-hundred fifty six (156) hours per twelve (12) months of employment, up to the maximum hours permitted by this Section.

(b) Maximum Sick Leave Accrual. Unused sick leave time may be accumulated up to a maximum of 720 hours with the exception for fire fighters which is 1080 hours. Employees off work for more than fifteen (15) working days for an occupational injury will not accrue sick leave while away from work. Once the employee is released by their physician to return to work and the employee resumes full-time duties, the accrual will resume as provided in (a) above.

(c) Proper Use of Sick Leave. Sick leave shall not be considered as a right which an employee may use at the employee’s discretion, but shall be allowed only in case of necessity and actual sickness or disability of the employee, the employee's spouse, or a dependent child, mother or father of the employee or the employee’s spouse, or other legal dependent of the employee or the employee’s spouse; provided that the City Administrator may authorize the use of sick leave in appropriate circumstances in which a non-dependent child, mother, father, or a spouse’s child, mother or father 22

require medical procedures or temporary care.

Employees who consistently use their sick leave as it is earned or who fail to accumulate sick leave may be required to submit a doctor's statement in support of illness. Failure to present same, if requested by department head, may result in such absence being recorded as "leave without pay" and may subject the employee to adverse action under Article 8. Minor ailments which would not affect the safety or health of the employee or other persons or property while performing job duties do not qualify an employee for sick leave.

(d) Reporting Sick Leave Absences. In order to receive compensation while on sick leave, an employee shall notify the employee’s immediate supervisor within the hour prior to the time set for the employee to begin the employee’s daily duties. If the employee is unable to contact his/her supervisor, the employee shall notify the supervisor's designee. Failure to give such notification, except in emergency or unusual circumstances, will cause an employee's absence to be charged as "leave without pay", and shall subject the employee to disciplinary action.

(e) Evidence of Illness. An employee claiming absence due to illness or injury for more than twenty four (24) work hours may be required to produce a doctor's statement supporting the time of absence, and a release from the doctor in writing when able to return to work. Failure to provide such a doctor's statement may result in disciplinary action.

(f) Unused Sick Leave. No cash payment for unused sick leave shall be made upon termination/retirement of employment.

(g) Leave Donation

(i) The City will allow for a regular full-time employee (“donor”) to donate some of their accumulated vacation and sick leave to a designated regular full-time employee (“recipient”) who has depleted all their leave. Donated leave is to be used for a Family and Medical Leave Act (FMLA) qualifying event.

(ii) Eligibility of Recipients • A recipient must be a regular full-time employee and have completed the training and evaluation period as defined in the Employee Manual. • The recipient must have exhausted all accumulated leave. • A recipient must not be receiving or be eligible to receive compensation for absence from work under the Workers Compensation benefit plan. • A recipient must not be receiving Social Security disability benefits or long- term disability benefits for his or her absence from work. • A recipient must not be under any pending investigation or disciplinary action.

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(iii) Restrictions • While using Donated leave, recipients shall not: – accrue Vacation or Sick Leave; or – receive paid holidays. • Once leave has been donated to the eligible employee, neither the donor nor the eligible employee may revoke the transaction. • A maximum of 480 hours per rolling 12 month period may be received by any eligible employee (leave donated or received by a non-exempt Uniformed Fire Department employee will be subject to conversion). • Upon returning to full duty, the employee may not receive additional donations. • Employees may not donate leave hours upon notice of termination of employment. • Employees are prohibited from soliciting, offering, or receiving monetary or any other compensation or benefits in exchange for donating leave hours.

(iv) Administration • A donor must have a remaining balance of at least 80 hours of combined vacation and sick leave after making the leave donation. • Donors must complete and submit a donation form and specifically designate the recipient(s) of the leave donation before Donated leave is made available to the recipient. • Donations must be made in one-hour increments and will be transferred on an hour-to-hour basis at the recipient’s regular hourly rate of pay. • Donated leave will be paid to the recipient on the regular schedule and normal payroll deductions will be withheld. • Donated leave will be reflected on the recipient’s W-2 form. • Donated leave is not tax deductible to the donor because it is not a gift to a recognized charity. • All Donated leave will be pooled for use by the approved recipient. • If unused, a prorated portion of the Donated leave will be restored to the donating employees. • Under no circumstances will Donated leave be banked for future use. • Employees receiving Donated leave will continue eligibility for employment benefits and Family Medical Leave as applicable.

(v) Application Process for Donated Leave • The City Administrator or designee must receive: – A completed application for FMLA Leave or Leave Without Pay on a Notice of Leave Form; – an Application to Receive Donated leave form; and – a Certification of Health Care Provider form (completed by attending physician). • The City Administrator or designee will determine if the employee qualifies for leave donation.

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– If employee does not qualify for leave donation, a copy of the application form will be returned to the employee with an explanation for denial of benefits. – If the employee does qualify for leave donation, the City Administrator shall approve the leave. – If approved by the City Administrator, the request shall be submitted to payroll for processing. • All forms must be completed and received by City Administrator or designee before Donated leave can be used by the employee. • If there is a lapse of time between the request for leave and the approval and processing of the Donated leave, the Donated leave will be paid retroactively to cover the days between the request approval and the recipient’s unpaid time off. • Once an employee is designated as eligible to receive Donated leave, the employee shall indicate whether a notice announcing the need for leave donation will be posted in all City departments, only the employee’s department or no posting at all. The recipient’s name and nature of illness, as well as the amount of leave hours donated by one employee to another will be classified as confidential information and will not be divulged.

(vi) Termination of Donated Leave The City Administrator or designee shall be immediately notified and use of Donated Leave shall be terminated if: • The designated employee uses the maximum number of Donated leave hours. • The designated employee returns to full-time duty after being released by a physician. • The designated employee qualifies for Social Security disability, Long-Term Disability Insurance or Retirement. • The designated employee resigns or employment is otherwise terminated.

Section 5.08. Military Leave. Military leave with pay shall not exceed fifteen (15) days during any calendar year and will be granted to regular full-time employees of the City who attend regular annual military training duty, and meet the requirements listed below. This leave must be scheduled with the department head and City Administrator, and shall be granted without loss of time or efficiency rating. Supporting documents and leave orders should be furnished to the department supervisor prior to taking leave. Such documents shall be placed with the timesheets.

(a) Leave Credit. No credit for vacation leave or sick leave shall accrue during military leave that extends for more than 15 days in any one year. The employee's health, dental, and provided by the City at the time the military leave is taken will remain in effect during the time on leave for up to twelve (12) calendar weeks.

(b) Military Leave Allowance. Military leave will be permitted as required by §431.005, Tex. Gov., which provides in part as follows:

(i) All officers and employees of the State of Texas and of any county or political subdivision thereof, including municipalities, who shall be 25

members of the State Military Forces, or members of any of the Reserve Components of the Armed Forces, shall be entitled to leave of absence from their respective duties without loss of time or efficiency rating or vacation time or salary on all days during which they shall be engaged in authorized training or duty ordered or authorized by proper authority, for not to exceed fifteen (15) days in any one calendar year."

(ii) Members of the State Military forces, or members of any of the reserve components of the Armed Forces who are in the employ of the State of Texas, who are ordered to duty by proper authority shall, when relieved from duty, be restored to the position held by them when ordered to duty.”

(c) Retirement System Credits. Employees who leave their deposits with the retirement system while on military leave shall retain their membership in the retirement system. The rules and regulations of the retirement system and federal law shall be applicable and control.

(d) Reinstatement Upon Return from Military Leave. All employees who have been granted a military leave of absence, and who apply for reinstatement with the City not later than thirty (30) days after being discharged or separated from the Armed Forces, will be re-employed in the same position or a position of like seniority and status at the then current rate of pay; provided that such employee is physically and mentally qualified for reinstatement. If, upon termination of such leave of absence, an employee is physically or mentally incapacitated and not qualified to perform the duties of the position held at the time of commencement of such absence, the employee shall be eligible for placement in such other position for which the employee may qualify. In the event two or more employees have occupied the same position and have been called into service, the first employee occupying and leaving such position after the effective date of this policy shall have first priority on reinstatement, the second person occupying and leaving such position shall have second priority, etc.

Section 5.9. Maternity and Bereavement Leave.

(a) Maternity Leave. An employee shall be entitled to non-compensable maternity leave. An employee may be required to begin maternity leave at any point during the period of pregnancy if her physical condition unreasonably impairs her ability to perform the essential duties of her position. Such employee will be entitled to resume work following the termination of pregnancy when she is able to perform her job duties without danger to her health. This policy does not exclude an employee from receiving paid leave as provided for in the Family Medical Leave Act (See: Article 5, Section 5.17), during a period of pregnancy, recuperation or care.

(b) Bereavement Leave. All regular full-time employees may be granted emergency leave with pay for a period not to exceed three (3) days, one (1) 24-hour shift for 26

24/48 hour Fire Department employee in case of death of a husband, wife, father, mother, son, daughter, brother, sister, grandchild, grandparent of the employee or employee's spouse, or with the discretion of the City Administrator. Part-time and temporary employees may be granted leave of absence without pay in such cases. Time extensions may be granted with department head approval, or City Administrator approval.

Section 5.10. Injuries.

(a) General. Leave resulting from or necessitated by any cause, including injury and/or illness, shall not exceed 180 consecutive calendar days. Leave for more than 180 consecutive calendar days constitutes an unusual hardship on the City and may result in termination of employment. The City will have the right to follow the usual procedure to fill any position previously held by an employee that has been on leave for more than 180 days. All accidents and injuries must be reported on the form provided in Appendix 2.

(b) Injury On the Job (Leave and Compensation). Injury leave is defined as compensable absence from work arising from an on the job accidental injury. When an employee is injured on the job, such injury shall be immediately reported to the employee’s supervisor, who shall take the steps the supervisor feels necessary to secure proper first aid or other treatment for the injured employee. The employee shall also complete an accident report and forward copies to the Administration Department within twenty-four (24) hours of the accident. All employees that are injured on the job may be required to get a immediately and may also be subject to safety training. The department head shall, to the extent the department head is aware of the injury, be further responsible for causing the report to be promptly completed and delivered to the Administration Department.

An employee injured on the job shall be granted injury leave, without pay except as listed below, for the period of time the employee is unable to perform the duties of the job. A doctor's statement that the employee is unable to return to work shall be required for an employee to receive injury leave. The continuation of injury leave so granted shall be in the discretion of the City and, subject to these policies and applicable law, may be terminated at any time. No employee injured on the job who is unable to return to work after fifteen (15) days shall accrue vacation leave or sick leave during the time away from work. While the employee is off work, and when physically able to do so, the employee shall make routine trips to visit with the Department Head or City Administrator on a weekly basis. Once the employee is released by their physician to return to work and actually returns to work, the employee will begin accruing vacation leave and sick leave as determined by the employee’s years of service.

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Any employee so injured on the job shall be covered by and entitled to the benefits provided under the Texas Worker's Compensation Act. Such employee's fitness and duty to return to work shall be determined under the provisions of the Worker's Compensation Act. During the period of such injury leave, the employee's compensation will be made up from:

(i) the weekly benefits payable under the Worker's Compensation Act;

(ii) the disability benefits, if any, payable under the City group health and accident insurance program; and

(iii) sick leave pay, from sick leave accrued prior to the injury, if any, in an amount that when combined with other benefit payments may equal but shall not exceed the employee's regular salary.

An employee shall forfeit all rights to injury leave, as distinguished from the employee’s rights under the Worker's Compensation Act, if the employee:

(i) is found to be working on a self employed basis or for any other employer during such period of leave, either part-time or full-time, for financial gain,

(ii) resigns from City employment,

(iii) is discharged or retires,

(iv) fails or refuses to comply with or follow, or disregards or violates the treating physician's instructions regarding treatment and/or rehabilitation of the injury,

(v) refuses to perform light, partial or part-time duty when offered by the department head and which does not require the employee to perform activities which are restricted by the treating physician,

(vi) falsifies or misrepresents his/her physical condition or capacity,

(vii) refuses to return to duty on the working day the employee has been released to duty by the treating physician,

(viii) fails to submit an acceptable physician's statement when requested by the employee’s supervisor. A written release from the treating physician shall be required before the injured employee shall be allowed to return to work for either light duty or regular duties.

(c) Non Job Related Injury (Leave and Compensation). An employee injured or becoming ill off the job shall have the resulting absence from work, if any, charged

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against the employee’s accumulated sick leave at a rate of one full hour for each full working hour's absence. During the period of such absence from work the employee's compensation will be made from:

(i) the benefits payable under the city group health and accident insurance program, if any; (ii) any compensation which may be received as a result of employment by an outside Insured employer, if any, provided that if such compensation is wages for time worked, the continuing compensation of the employee by the city will be subject to the City Administrator’s approval; and

(iii) payment from the City so as to make the total income equal to (but never in excess) of the employee's regular salary. Such payments by the City under (b)(C) above, shall be made only for such sick leave time as the employee may have accumulated to the employee’s credit.

After the expiration of the employee's sick leave time, employee may utilize any vacation leave available. After the expiration of both sick and vacation leave, all compensation payment by the City will cease and the employee will draw compensation benefits only from the disability benefits, if any, payable under the City group health and accident insurance program at the rates and in the amounts prescribed by the applicable insurance policies involved. Leave beyond this shall be addressed under the Family Medical Leave Act (See: Article 5, Section 5.17). Leave beyond the allowable time addressed under the Family Medical Leave Act may result in termination of employment.

(d) Accidents Involving Motorized Equipment. If an employee is injured while operating motorized City equipment or if an auto accident in which the employee is injured occurs while the employee is on duty, a motor vehicle accident report form, as provided by the State, may be prepared by the City's Police Department. The City Administrator and department head shall be immediately notified and the department head shall respond to the scene of the accident. If able to do so, it shall be the employee’s duty to notify the department head. It is the department head’s responsibility to notify the City Administrator. A copy of the Police Department's accident report, and, to the extent possible given the employee's injuries, an accident report completed by the employee and the department head, shall be filed with the City Administrators within 24 hours. If able to the employee will report to the appropriate medical facility, with their department head, to give a drug screen test.

(e) Safety Committee. This committee, made up of three to four city staff, will be responsible for reviewing all accidents that have city employees involved. City Administrator shall be responsible for appointing the Safety Committee.

Section 5.11. Professional Leave with Pay. Department heads may grant employees special leave

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with pay and actual expenses to attend professional conferences, conventions or short courses or to visit other cities in the interest of the City, as authorized by the City Administrator. The City Administrator shall also determine whether or not an employee attending any such training will use a city vehicle, or be reimbursed for mileage for use of a personal vehicle.

Section 5.12. Leave to Attend Voting, Jury Duty, Court Subpoenas. All employees will be allowed time off (with pay if regular full-time employee) to attend the civic duties of voting in elections, serving as members of jury panels, or appearing before any tribunal by virtue of subpoena or summons resulting from their city employment. All employees receiving a call to jury duty must promptly notify their supervisor. Regular full-time employees on jury duty shall be excused from duty without loss of pay. Should jury duty fall within a scheduled vacation period, the vacation period may be extended by a corresponding number of days, or the employee may schedule that number of days at another time. All employees who are requested to testify by the City, or who are subpoenaed as witnesses for the City or as a result of their employment with the City, shall appear in court, without loss of pay. Employees appearing in any matter unrelated to their City employment, or appearing voluntarily as an adversary witness against the City, shall not receive wages for answering a subpoena or testifying in court. Employees attending any administrative or judicial proceeding for personal business may use any vacation accrued to their credit for such purpose.

Section 5.13. Leave of Absence.

(a) Department heads may grant leaves of absence without pay to any employee, with the approval of the City Administrator, not to exceed thirty (30) days in duration. Requests for such leave shall be in writing and submitted well in advance of the date the employee will commence such leave. Leaves of absence without pay may be granted for any legitimate purpose; however, employees will be obligated to show that the granting of such leave will not materially affect productivity of the Department. Leaves of absence without pay in any case shall not exceed thirty days, except as allowed under the Family Medical Leave Act or similar federal and state laws.

(b) Department Head or City Administrator may place an employee on leave with or without pay while conducting an investigation of the employee for alleged violations of the Personnel Policy Manual.

Section 5.14. Absence Without Leave. No employee may absent himself from duty for a day or any part of a day without permission of the employee’s department head. Any such absence will be without pay and will subject the employee to disciplinary action.

Section 5.15. Physical Incapacity To Perform Assigned Work. Once it is determined by the department head or the department head’s designee, based on the assessment of a licensed medical doctor, that an employee is not able to perform the required physical duties or tasks of the present position (regardless of whether the incapacity is due to on the job injuries, off the job injuries, or illness), then that employee will not be returned to full duty with the City until a medical doctor

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states in writing that the employee is able to perform all the required physical tasks or duties of the position. Wherever possible, the City may provide light or modified duty to an employee who has been released by a physician to return to work in a limited capacity.

Under this policy, light duty is construed to mean a temporary modification of the employee's regular duties on a full or part-time basis or assignment within the department or within another City department to a funded position which is compatible with the employee's current physical capabilities as determined by the employee's treating physician. The department head may identify and determine the availability of light duty positions within the department.

Once an employee has exhausted all sick leave, vacation leave, or injury leave granted under the previous sections of this chapter, additional leave may be addressed under the Family Medical Leave Act (See: Article 5, Section 5.17). After any additional leave authorized by FMLA is exhausted employment may be terminated; provided the employee may retain the City's if the employee notifies the Personnel Director and pays the rate as established by the City as required by the Consolidated Omnibus Budget Reconciliation Act ("COBRA"). Such coverage shall be limited to the minimum lengths of time established by COBRA.

Article 6. Wages and Salary

Section 6.01. Application of Rates. All employees occupying a position that is exempt from the overtime pay requirements shall be paid a semi-monthly, bi-weekly or monthly salary or within the range currently set for that position's class under the pay plan approved by the City Council. All employees must participate in direct deposit of their paycheck directly into their personal bank account. The only checks that will not be direct deposited into the employee’s personal account are their first paycheck and their final paycheck. If an employee begins service in the middle of a pay period, the employee will be paid at the equivalent hourly rate for the total hours worked during that pay period. It shall be the responsibility of the Finance Director to maintain an approved classification plan which, to the extent feasible, accurately classifies every regular position in the City service. Toward that end the City Administrator may make surveys of whole departments, of occupational groups located in various departments, or may audit individual positions. Such classification reviews may be initiated by the City Administrator independently. However, it is the responsibility of the department heads to request such reviews when it comes to their attention that one or more positions under their jurisdiction are improperly classified. An employee may request a review of his or her position by pursuing the regular grievance procedures outlined elsewhere in these policies. All requests for classification review must be responded to with reasonable promptness by the City Administrator.

Section 6.02. Pay Rates for New Employees. Pay rates for new employees will normally be at the minimum hourly, semi-monthly, bi-monthly or monthly step in the salary range established for the position which the employee is occupying.

Section 6.03. Employees Review Based Pay Increases. Pay increases for employees shall not be automatic but shall be based on annual evaluations per Section 6.08. After each annual satisfactory

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evaluation an employee will move to the next step in grade and paid accordingly. Evaluation based pay increases may be granted only by the City Administrator on recommendation of the department head.

Section 6.04. Total Rate of Pay. No employee shall be paid, and no salary advancement shall be made, which would compensate an employee at a higher rate than the maximum or highest step established in the salary range and compensation plan to which that employee's position has been assigned. However, any employee receiving a salary rate in excess of the employee’s maximum step in the employee’s salary range on the effective date of the adoption of these rules shall continue to receive that rate unless such rate is reduced as otherwise provided in these rules. An employee whose job was downgraded by reclassification or reorganization through no fault of the employee, may continue to receive his or her former rate of pay upon approval by the City Administrator until a rate on the new salary range equals or surpasses the old rate. If the exception is not granted by the City Administrator, the employee shall be compensated within the guidelines of the compensation plan approved.

Section 6.05. Part-time, Temporary and Seasonal Rates. An employee who works regularly at less than the established work day or work week shall be paid by the hour or at a salary proportional to the amount of time worked. The hourly, semi-monthly, bi-weekly or monthly rates for part-time, temporary or seasonal employees shall be established by the city pay scale that is approved as part of the annual budget by the City Council. Part-time, temporary, and seasonal employees shall not receive retirement benefits, health, dental or life insurance, vacation leave, sick leave, holiday pay or military leave pay.

Section 6.06. Pay Rates for New Positions. Whenever a new position is created the City Administrator shall, with the department head, study the duties and responsibilities of the new position and in light of the existing positions and fit it into the city pay scale.

Section 6.07. Termination Pay. All employees who terminate employment with the City shall receive all pay which may be due, subject to the following qualification:

(a) Only regular full-time employees who have satisfactorily completed their probationary period prior to termination will be paid for accrued vacation leave up to 160 hours and ;

If an employee terminates before the end of a pay period, the employee will be paid for the total hours actually worked through the employee’s termination date at his/her calculated hourly rate.

Section 6.08. Performance Appraisal System. The purpose of the system is to improve employee productivity, to provide better communications between supervisors and those they supervise, to identify needs for training or other remedial actions among the workers, to provide the cultivation of skills and abilities, and to further the City service as a good place to work.

(a) Evaluations shall be used as aides in recommending employees for performance pay

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increases, in considering dismissal and/or other disciplinary actions based on job performance, in attempting to avoid any influence of personal bias or prejudice in offering promotions to employees, and in other personnel matters.

(b) Evaluations shall be performed by the immediate supervisor of the employee being evaluated but the evaluations may be reviewed and revised by department heads or the City Administrator before becoming final. Evaluations of supervisory employees shall take into account the skill and judgment shown by such supervisors in the rating of those responsible to them.

(c) An evaluation of all employees should be completed at least once each year; provided that a delay in the evaluations, or the approval of an evaluation, shall not be a violation of this policy.

(d) An evaluation of an employee may also be conducted at any other time at the option of the employee’s supervisor(s); such specific evaluations are appropriate if the employee is being considered for promotion, is in need of remedial action, or is to be warned of, or subjected to, possible disciplinary action.

Article 7. Employment Verification and Termination

Section 7.01. Resignation. An employee who wishes to leave the employment of the City should give at least two (2) weeks notice to the employee’s supervisor before the effective date of the resignation. Such notice shall be in writing and may state the reasons for such resignation. The department supervisor shall immediately notify the Administration Staff and City Administrator of such resignation and indicate the reasons. In no case shall an employee be allowed to take vacation leave during the last two (2) weeks of employment unless approved by the City Administrator and the department head. Vacation hours taken during the last two weeks of employment will be deducted from the employees' accrued vacation hours.

Section 7.02. Retirement. All regular full-time employees are required to become members of the Texas Municipal Retirement System (TMRS). Enrollment shall be accomplished in accordance with the TMRS guidelines. Members contribute a percentage of their gross salary (7%) each pay period toward retirement. The employee's and the City's percentage of contribution to TMRS is determined from time to time based on the City's level of participation in TMRS.

TMRS provides eligible employees with retirement benefits. The City has a 5 year vesting plan with retirement at or after age 60, or at any age after 20 years of participation in the TMRS plan. Accidental death and disability benefits are also incorporated into this retirement plan should an employee become qualified for disability benefits prior to retirement. Funds contributed by the employee may only be withdrawn upon retirement or resignation. Only the employee's contributions plus interest is refunded when an employee resigns or retires and elects to withdraw his/her contribution. Details of the retirement plan are outlined in the TMRS handbook available from the HR Office.

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The TMRS participates in the proportionate retirement program provided for by state law. Proportionate retirement permits a member of TMRS and certain other pension plans to receive benefits based on years of membership with two or several participating plans, e.g. Counties, the State and certain cities that are not TMRS members. Prior service credit will be granted to employees for service performed for specific, various public entities, with the submission of proper paperwork in order to qualify an employee for benefits and a separate benefit from each entity.

Section 7.03. Requests for Employment Verification. Information regarding the employment of all current and former City employees shall be verified upon written request made to the Administration Department. The designated representative of the Police Department and Fire Department in charge of providing information to the State for Peace Officer licensing and Fire Department licensing shall be permitted to provide all relevant information to that agency concerning Police Officers and Fire Fighters that is required by the State. In the absence of a written request signed by the current or former employee, the Administration Staff shall be authorized to verify only the following information:

(a) The date the employee began employment with the City;

(b) The date the employee ended employment with the City;

(c) The employee's salary when beginning employment with the City and such salary when employment with the City ended;

(d) The positions held while employed by the City; and

(e) The department(s) to which the employee was assigned while employed by the City; and

No person other than the Administration Department, the City Administrator or their designee shall be authorized to act on behalf of the City with respect to the verification of employment information.

Article 8. Management Authority

Section 8.01. Management Action. The City may deny or reject any appointment or promotion, or suspend, demote or remove any employee, at any time that the City Administrator or the City Administrator’s designee determines that such action will promote the efficiency of the City's service.

(a) General. In determining whether its action with respect to any employee will promote the efficiency of service, the City shall consider the following:

(i) Whether the prior history and conduct of the individual evidences that the individual may reasonably be expected to interfere with or prevent effective performance in the position applied for or employed in;

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(ii) Whether the prior history and conduct of the individual evidences that the individual may reasonably be expected to interfere with or prevent effective performance by the employing department or co-workers of the co-worker’s respective duties and responsibilities;

(iii) Whether the prior history, conduct, work related experience or performance of the individual evidences that the individual may not reasonably be expected to perform the job duties at an acceptable level of performance.

(b) Immediate Formal Discipline. While it is desirable to counsel with an employee prior to initiating formal discipline, this policy shall not be interpreted to prevent immediate formal action including involuntary separation whenever the best interest of the City and its effective operation required it.

(c) Progressive Discipline. The general discipline progress that department head shall normally take is set forth below. These steps will be taken after initial informal counseling sessions fail to produce the results desired. However, in instances where the nature of the action is severe enough or the employee has repeatedly fallen below the set standard, a department head may eliminate the lower steps in the discipline process and impose a higher level of discipline.

A. Formal verbal warning – records of such warning shall be retained by the department head but not be place in the employee’s personal records unless the discipline process goes to the next step.

B. Written reprinted – a copy of the written reprimand shall be transmitted to the employee’s personal file through the City Administrator.

C. Suspension – suspension without pay for up to fifteen (15) days may be given with the approval of the City Administrator.

D. Demotion – demotion may be given with the approval of the City Administrator.

E. Involuntary Separation – involuntary separation is the final step in the progressive discipline process must be approved by the the City Administrator.

(d) Specific Factors. Among the factors which may be used in making a determination as to any employee, in addition to those set forth in paragraph (a) of this section, any of the following may be considered as a basis for adverse action:

(i) Prior History. Delinquency, misconduct or poor working relationships in current employment;

(ii) Improper Conduct. Criminal, dishonest or unbecoming conduct, including but not limited to the following: 35

(1) Dishonesty. Stealing or taking employer property or other employees' property without proper authorization; misuse of employer or other employees' funds or property; cheating; forging or willfully falsifying reports, records, or documents, misuse of leave of absence; or any other false action detrimental to the employer or fellow employees. (2) Disturbance. Fighting; using profane, abusive or threatening language; horseplay; causing injury to fellow employees through deliberate action or gross negligence; spreading false reports; or otherwise disrupting harmonious relationships between employees. (3) Sabotage. Deliberate damage or destruction of City equipment or property; altering, removing or destroying City records; advocacy of or participating in unlawful trespass or seizure of City property; encouraging or engaging in slow- downs, sit-ins, strikes or any other concerted effort to limit or restrict employees from working. (4) Misconduct. Any criminal offense which could have an adverse effect on the employer, or on the confidence of the public in the integrity of the City government, or on the relationship of the employee and other employees; or repeated convictions during service on misdemeanor charges such as speeding, reckless driving, or accidents involving injuries to persons or damage to property or equipment.

(iii) Misleading Information. False statements or deception or fraud in applications, examination or representations made for appointment or promotion.

(iv) Abuse of Drugs or Alcohol in violation of Article 13 of these Personnel Rules.

(v) Statutory. Any statutory disqualification which makes the individual unfit for the job or failure to meet and maintain requirements of the individual’s job description.

(vi) Unsatisfactory Attendance. Excessive or unauthorized absence and/or tardiness in violation of Article 5 of these Personnel Rules.

(vii) Incompetence. Inability or unwillingness to perform assigned work satisfactorily.

(viii) Indifference toward Work. Failure to remain at work, inefficiency, loafing, carelessness, performing personal business during working hours, abuse of

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eating and/or rest periods, sleeping or being inattentive during working hours, interfering with work of others, mistreatment of the public or other employees, or leaving work without permission.

(ix) Insubordination. Willful failure or refusal to perform assigned work or fully comply with instructions or orders as requested by the supervisor or other members of management. If the employee believes the instruction or order is improper, the employee should obey the order or instruction and file a grievance later. This does not apply to imminently dangerous situations. If the employee believes the instruction or order, if followed, would result in physical injury to himself or another employee, or damage to City equipment, the employee should request immediate verification by the next higher level of supervision.

(x) Violation of Safety Rules. Smoking in prohibited areas; improper removal of safety guards, fire extinguishers, or other equipment designed to protect employees; failure to use safety equipment or to follow safety rules; or failure to report an on-the-job injury, vehicle accident, or unsafe condition.

(xi) Misuse of City Equipment or Services. Using, possessing, taking or providing any City equipment, credentials, or services for other than official City business without proper authority.

(xii) Conduct. Conduct detrimental to the proper order, discipline and morale of city employees.

(xiii) Political Activities in violation of Section 2.03.

(xiv) Weapons. The control of, or possession by, any employee of a handgun or other concealed weapon in a City vehicle or on any City property; provided that this subsection xiv shall not be applicable to certified licensed peace officers.

(xv) Any conduct on becoming public knowledge would impair the confidence of the public in the integrity of the City government, or on the relationship of the employee and other employees.

(e) Policy on Evaluation and Training Period.

(i) Evaluation and Training Period. All new employees shall be in an evaluation and training period for one year after being employed. The evaluation and training period shall be used to closely observe and evaluate the work and fitness of employees and to encourage adjustment to their jobs. Only those employees who satisfactorily meet performance standards during the evaluation and training period shall be retained.

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(ii) Completion of Evaluation and Training Period - New Employees. All new employees may be evaluated every three months during the one-year evaluation and training period. At the conclusion of the initial six-month period, employees will be evaluated by their supervisor. All new employees who have successfully completed the six (6) month evaluation and training period will be eligible for vacation leave as enjoyed by other regular city employees. All new employees failing to successfully complete the one-year evaluation and training status shall be terminated from employment with the City. These employees may be discharged for any misconduct, with or without notice to correct the misconduct and any employee discharged during the one-year evaluation and training period will not have any appeal rights.

(iii) Promoted Employees. (1) All promoted employees shall be required to complete a six month evaluation and training period in the new position before the same promotion is considered to be fully approved. (2) If a promoted employee cannot meet the requirements as set forth in the job description of the new position, the employee may be restored to the position from which he/she was promoted or to a comparable position. However, if no comparable position exists, the promoted employee may be terminated.

(iv) Demoted Employees. Any employee being demoted as a result of a disciplinary action shall be subject to a 6 month probationary period in their new position.

(v) Performance . Any employee may be placed on performance probation. The supervisor may, with the approval of the City Administrator, place any employee under the supervisor’s management on performance probation. The employee shall be notified in writing that the employee is being placed on performance probation and the minimum term that such probation shall last. Employee’s not successfully completing performance probation or failing to comply with the standards established for employees of the City may be terminated or demoted without further notice.

(vi) Extension of Probation or Evaluation and Training Period. All employees serving on probationary status or in the evaluation and training period shall be subject to having such status extended for increments of three (3) months. Upon written recommendation of the department head such periods can be extended if approved by the City Administrator in writing. Failure to successfully complete a probationary or evaluation and training period shall be indicated in writing, including the duration of the extension and the improvements required, and provided to the employee.

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(f) Demotion. If the adverse action is a demotion, it may be within the same salary range or to a position with a lower salary range, but in either case will be accompanied by at least some reduction in pay and duties for the employee involved. No employee may be demoted to a position for which the employee does not possess the necessary minimum qualifications.

(g) Suspension. A suspension shall be with or without pay and shall not exceed thirty (30) calendar days except when based upon unusual circumstances or conditions and shall be approved in writing by the City Administrator. The Department Director shall issue all suspensions without pay and provide notice to the City Administrator of such suspension. The City Administrator shall issue suspensions to employees who report directly to the City Administrator. No employee is entitled to suspension prior to termination.

(h) Notice. A department head, may decide to demote, suspend or dismiss an employee. In such event, the employee should be promptly served with written notice and informed that the employee has the right to a hearing on the matter through the Grievance Procedure. If circumstances prevent the prompt presentation of such written notice, such employee should be instructed by the department head or supervisor to appear at the supervisor's office the next work day (or as soon thereafter as practicable) to receive the written notice and, if so desired by the employee, to initiate the appeal procedure. Any written disciplinary action should set forth:

(i) the rules violated (ii) examples of conduct, incidents, actions, or failures to act, that resulted in the discipline; (iii) the discipline to be imposed, (iv) the effective dates, (v) if the action is not a dismissal, the likely effect if the employee continues to perform, or to fail to perform, in the manner that resulted in the disciplinary action, and (vi) any appeal as outlined in Article 9.

The written disciplinary action shall be filed with the City Administrator and a copy shall be delivered to the employee, or mailed to the employee's last known address by certified mail, return receipt requested. A copy shall be placed in the employee's personnel folder.

Section 8.02. Lay Off. The City Administrator may recommend to the City Council the elimination of budgeted employee positions as a result of changes in duties or organization, or because of budgetary constraints. Any proposed layoffs will be accomplished through the City’s budget process. Any employee designated for a shall be given priority for any vacant city position in which they meet the job requirements. Also, any employee designated for a layoff will be 39 eligible for rehire to any vacant position that occurs within six months of layoff and the former employee meets the job requirements.

Section 8.03. Notice Provisions. Any notice or decision under the provisions of this Article shall be required to be in writing and shall be given by delivering same in person to the affected employee, or if said employee cannot be located after exercising reasonable diligence, the notice shall be by delivery of same to the last known address as is reflected and shown in the records of the Administration Department. Such notice may be delivered by hand delivery or by deposit in the U. S. Mail addressed to the last known address, and such mailing shall be conclusive evidence of the receipt of such notice by the employee. Such notice shall be effective as of the time of its actual delivery to the employee or deposit in the U. S. Mail.

Article 9. Grievance Procedures

Section 9.01. General Guidelines. It is the City's goal to treat employees fairly in all respects. Employees who feel they have been subjected to unfair treatment or discrimination have the right to present grievances for consideration through simple and reasonable procedures as provided in, and subject to the exceptions of these policies. A grievance is defined as any complaint or problem concerning an employee's duties or working conditions. Any employee may present grievances under the procedures outlined below and should be free from restraint, coercion or reprisal as a result.

Section 9.02. Procedural Steps. Any employee may file a formal grievance.

(a) The grievance shall be in legible writing, printing, or typing giving the following information:

(i) Date, time, place and detailed description of the alleged action. (ii) Specify the nature of the grievance. (iii) Explain why the action is considered improper, unjust/unfair.

(b) Steps in the grievance and appeal process shall be as follows: (*Note: three (3) working days equals three (3) consecutive days for fire fighters). Police follow the police officers association guidelines but that does not supersede the city personnel policy.

(i) Step One. A grievance by an employee must be presented to the immediate supervisor within three (3) working days of the alleged action. The immediate supervisor will notify the department head of the grievance within five (5) working days after the supervisor receives the grievance. Such immediate supervisor, or in the supervisor’s absence his designee, has five (5) working days from the date of receipt of the grievance to respond. If immediate supervisor is the department head, skip step 2 and go to step 3.

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(ii) Step Two. If the grievance is not resolved between the employee and the immediate supervisor, the employee may request a hearing with the department head. The request for a department head hearing must be filed with the department head within two (2) working days of the earlier of the immediate supervisor's decision or the expiration of the five (5) day period for response provided in Step One. The department head will schedule a hearing and respond to the grievance within five (5) working days of the date of the department head’s receipt of the request for a department head hearing.

(iii) Step Three. City Administrator. Employees shall have a further right of appeal to the City Administrator provided such appeal is made in writing within three (3) working days of the Department Head’s decision. The City Administrator may modify, amend or deny any appeal without a hearing. If granted a hearing, the City Administrator shall indicate the date and time that the hearing will be held. The City Administrator’s decision shall be final and not subject to further appeal. If a grievance is filed against a Department Head and the City Administrator is unable to resolve the matter, the employee shall have the right to file an appeal to the City Council. The appeal must be presented to the Mayor within three (3) working days of the City Administrator’s decision. The City Council shall hear the appeal at its next regularly scheduled Council meeting after the appeal has been filed as long as proper notice is given under the Open Meetings law.

(iv) Appeal Process for Termination. Employees who are involuntary terminated shall have a right of appeal to the City Administrator provided such appeal is made in writing within three (3) working days of the date of termination. The City Administrator may modify, amend or deny any appeal without a hearing. If granted a hearing, the City Administrator shall indicate the date and time that the hearing will be held. The City Administrator’s decision shall be final and not subject to further appeal. A Department Head who is involuntary terminated shall have a right of appeal to the City Council provided such appeal is made in writing within three (3) working days of the date of termination. The City Council shall hear the Appeal at its next regularly scheduled Council meeting after the Appeal has been filed as long as proper notice is given under the Open Meetings law

Section 9.03. Grievances Without Basis. Grievances are given serious consideration by the City and are encouraged in all legitimate fact circumstances. Equally so, frivolous grievances are discouraged, as are repeated grievances regarding trivial matters. And, grievances that are based on evidence the grievant is found to have known to be false will result in disciplinary action.

Section 9.04. Complaints from Non-employees. All complaints concerning employees of the City received by the City from non-employees shall be handled according to the policy of the City in force at such time as the complaint is filed for citizens complaints. Any adverse actions taken as a result

41 of the non-employee’s complaint may be appealed in the same manner as provided in this Article.

Section 9.05. Grievances against the City Administrator. Grievances against the City Administrator regarding discrimination, , or violations of civil rights, may be made to the Mayor or the City Attorney. All other grievances will be first submitted to the City Administrator. As, and when appropriate, such grievances will be reported to the City Council.

Section 9.06. City Administrator Authority. Except only in those instances, if any, in which a grievance is filed against the City Administrator pursuant to Section 9.05, or for violation of a state or federal law, the decisions and actions of the City Administrator with respect to the employment, performance, promotion, discipline or termination of an employee shall be final and unappealable. The City Administrator may, when he/she deems such action appropriate and in the best interests of the performance and efficiency of the City, waive or modify any process, procedure or schedule provided in this policy for or with respect to the employment, supervision, promotion, discipline or termination of personnel in all instances.

Article 10. Benefits

Section 10.01. Retirement. All regular full-time employees are required to become members of the Texas Municipal Retirement System (TMRS). Enrollment shall be accomplished in accordance with the TMRS guidelines. See Section 7.02. Details of the retirement plan are outlined in the TMRS handbook.

Section 10.02. Uniforms. The City will provide certain employees with uniforms in order to assure a neat appearance, identify the worker as a municipal employee, and to protect the employee's personal clothing while performing the employee’s job duties. Employees provided with uniforms must wear full uniforms. The cost of uniforms not returned upon separation from employment will be charged to the employee and, if such uniforms are not returned or the cost thereof paid, such fact shall be recorded in the employee's personnel file. Police and Fire pay for their own uniforms therefore do not fall under this section.

Section 10.03. Social Security. All employees of the City are covered under the Federal Insurance Contributions Act (FICA). This government insurance provides retirement, disability and death benefits. This insurance is financed by social security taxes which are paid through payroll deductions by the employee and matched by the City.

Section 10.04. Unemployment Compensation. All employees of the City are covered, as applicable, under the State unemployment compensation program. This program provides payments for unemployed workers in certain circumstances as provided by law.

Section 10.05. Insurance. Life, health, and dental insurance are provided to all regular full-time employees through a group insurance policy. Insurance benefits shall be effective at the time allowed by the policy. Life, health, and dental insurance are not provided to temporary, seasonal, or

42 part-time employees. This insurance provided by the City to the employee shall be at no cost to the employee. At the employee's option and expense, dependent insurance coverage is also available. The City may provide supplemental dependant coverage for health and/or dental insurance as provided for in the City’s operating budget. Coverage may be continued with certain limitations to retirees of the City and the City will not contribute to the retiree’s premium. Coverage may be continued with certain limitations upon termination other than retirement provided the premiums are paid entirely by the employee. These limitations are consistent with the Consolidated Omnibus Budget Reconciliation Act (COBRA).

Section 10.06. Worker's Compensation Insurance. The City participates in Worker's Compensation Insurance coverage for employees. When an employee is injured on-the-job the employee must immediately report the injury to his/her supervisor. Injures that occur while on duty, will be handled in accordance with Section 5.10 (b).

Article 11. Harassment

Section 11.01. Harassment Policy. All employees should be able to enjoy a work environment free from all forms of unlawful discrimination, including any type of harassment based on sex, race, gender, age or any EEOC protected category.

(a) Harassment refers to behavior that is motivated in whole or in part by a person's sex, race, gender, age, ethnicity that is not welcome and is personally offensive, or that lowers morale and that, therefore, interferes with an employee's work effectiveness.

(b) Sexual Harassment. This type of harassment is a form of misconduct that undermines the integrity of the employment relationship.

(i) No employee, either male or female, should be subjected to unsolicited and unwelcome sexual overtures or conduct, either verbal or physical. A finding that an employee has committed any form of sexual harassment will result, at minimum, in a written warning being issued and placed in the employee's personnel file. (ii) No employee or officer of the City shall threaten or insinuate, either explicitly or implicitly, that an employee's refusal to submit to sexual advances will adversely affect the employee's employment, evaluation, wages, advancement, assigned duties, shifts or any other condition of employment or development. A finding that an employee has committed any such form of sexual harassment will result in severe disciplinary action up to and including transfer, demotion, suspension, or termination from employment.

(c) Sexual harassment occurs in many forms, including but not limited to, unwelcome physical contact, verbal abuse, leering, gestures, and more subtle advances and pressure inviting sexual activity. Appendix 3 provides a sample form for reporting occurrences of sexual harassment. Such conduct includes instances in which:

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(i) Submission to the advances is made a term or condition for obtaining employment opportunities or avoiding adverse employment action;

(ii) Submission to or rejection of the advances is used as the basis for making any employment decision; or

(iii) Such conduct interferes with an individual's work performance or creates an intimidating, hostile, or offensive working environment.

(d) Harassment of any type is strictly prohibited and will not be tolerated. If any employee feels they are being harassed, they should promptly report such fact and advise the harasser that the conduct is offensive and that it must stop immediately. If any such unwelcome interest or conduct does not cease immediately upon demand by the employee, or if the employee is not comfortable confronting the harasser, the employee must report the matter to the employee’s supervisor within twenty-four (24) hours. If such employee is unable or unwilling to speak with his/her supervisor about the alleged harassment, the conduct or incident must be reported directly to the next higher level of authority, the department head, the Administration Department, or the City Administrator. Upon any supervisor, department head or officer, receiving a report of alleged harassment, the Administration Department and all persons in the alleged offender’s chain of command shall be advised of the report and appropriate action shall be promptly taken. The first action taken, in such event, shall include steps calculated to prevent recurrences of any such alleged incidents pending investigation and final resolution of the complaint. Each such report shall be investigated promptly and appropriate corrective action will be taken with the City Administrator's concurrence.

(e) It will be the responsibility of the City Administrator to inform department heads and supervisors of the policy concerning non-discrimination, equal employment opportunities and harassment, the gravity of such behavior and the procedure to be employed in the event an allegation develops. The Administration Department shall provide or cause the department heads and supervisors to receive training, with respect to recognizing and dealing with sexual harassment.

(f) Each supervisor has a responsibility to communicate to employees that harassment will not be tolerated and to make certain that employees are aware of this policy. This duty includes discussing this policy with all employees and assuring employees that employees are not to endure insulting, degrading or exploitative treatment.

(g) Any employee who complains of harassment in good faith will be protected against retaliation or reprisal for making the complaint. However, the City recognizes that false accusations of harassment can have serious effects on innocent men and women, their reputation, and their families. False accusations of harassment will result in severe disciplinary action up to and including termination.

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Article 12. Smoking Policy

Section12.01. Smoking Policy. Smoking or other use of tobacco products is prohibited in all city occupied buildings except in designated areas. No smoking will be allowed in areas shared with other employees or which are accessible to the general public. There will be no smoking in City vehicles or City buildings.

Article 13. Drug Abuse Policy

Section 13.01. Statement of Purpose. The City maintains a firm commitment and effort to provide reliable service to its citizens, and a safe and healthy working environment for its employees and the community. While the vast majority of employees are not involved with illegal drugs or substance abuse, those who are involved in use, abuse, or trafficking, on or off the job, may have an adverse impact both on the health, safety and welfare of our citizens, the workplace and fellow employees; and may impair the City's ability and efforts to maintain a safe work environment that is free from the effects of drugs. All employees are required to understand and acknowledge the City’s Drug Abuse Policy. See Appendix 4.

Section 13.02. Prohibitions. The following conduct by employees of the City is prohibited and will result in appropriate action by the City, up to and including termination of employment.

(a) The use, possession, manufacture, distribution, dispersion or sale of illegal drugs or drug paraphernalia on City premises, in City supplied vehicles, or during working hours; provided that the prohibition against possession shall not apply to paraphernalia or drugs held as evidence under authority of the Chief of Police;

(b) Unauthorized use, possession, manufacture, distribution, dispensation or sale of a controlled substance, dangerous drugs or alcohol on City premises or while on City business, in City supplied vehicles, or during working hours;

(c) Storing in a locker, desk, automobile or other repository on City premises or property, any illegal drug, drug paraphernalia, controlled substance, or alcohol; provided that such prohibition shall not apply to the storage of any such substance in conjunction with the performance of public duties as authorized by the Chief of Police or the City Administrator;

(d) Having an unauthorized controlled substance or illegal drug in one's system while on City premises or City business, in City supplied vehicles, or during working hours or being under the influence of alcohol and not reporting such to the immediate

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supervisor or, absent such supervisor, to any available supervisor;

(e) Switching or adulterating any urine sample submitted for testing;

(f) Refusing to report for testing immediately upon notification to do so by any supervisor, or refusing to consent to testing or to submit a urine sample when requested by a supervisor or management;

(g) Refusing to submit to an inspection when requested by any supervisor or management personnel;

(h) Failure by an employee to notify the Department Head, or the City Administrator of any arrest or conviction of such employee for, or with respect to, the illegal use, possession, control, sale or manufacture of any controlled substance, drug or alcohol, within five days after the arrest or conviction;

(i) Failure to report to the supervisor the use of any drug, prescription, non-prescription medication, or alcohol, which may affect the employee's job performance or safety, e.g. alter the employee's behavior or diminish or impair the employee's physical or mental capabilities;

(j) Refusing to sign a statement agreeing to abide by the City's drug abuse policy;

(k) Refusal by an employee in a safety sensitive position or other position required to adhere to provisions of this policy, as determined by the City, to sign an acknowledgment that the employee will submit to random, reasonable cause, and post-accident testing for drugs, and so long as the employee remains in the position covered by this policy;

(l) Refusal to complete a medical questionnaire and consent form prior to testing;

(m) Refusal to complete the toxicology chain of custody form after submission of a urine specimen;

The City reserves the right to test employees for drug use and/or relieve any employee from their job duties, when, in the opinion of the City, the use of drugs, legal or illegal, or alcohol, may be affecting the performance of the employee's job duties.

Section 13.03. Required Testing.

(a) General. The City shall have the right to require the following drug screening tests be done for all employees:

(i) Pre-employment;

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(ii) Reasonable cause; (iii) Post Accident.

(b) Random Testing. Employees who serve in safety sensitive positions may be subject to random drug and alcohol tests. (c) Periodic Testing. Designated commercial drivers will be required to have biennial (periodic) testing as required by this policy and/or federal statutes and regulations.

The City Administrator shall designate the positions that are subject to random and periodic testing procedures. Employees serving in a position that subjects them to random and periodic testing will be notified. An example list of those positions is included in Appendix 1, Schedule 1.

Section 13.04. Required Testing. Prior to the City taking action based on any test result, all employees who test positive for drugs will have the opportunity to discuss and explain the test results with the City Administrator or designee . A list of the drugs and the cutoff levels for testing purposes are shown in Appendix 1, Schedule 2.

(a) Pre-employment. The City requires that all newly hired employees be free of drug or alcohol abuse. Each offer of employment may be conditioned upon the passing of a urine test for drugs. The City may not hire any applicant who refuses to submit to, or fails to pass the pre-employment drug test.

(b) Random. The City Administrator or his/her designee will determine by random generation which employees, among those subject to random testing, will be tested and the date on which each such employee will be tested. The representative will keep this information confidential and in a locked receptacle.

The city shall ensure that the random selection process provides for the same odds to be tested for every eligible employee. If an employee scheduled to be randomly tested is not available for testing, the employee’s name will be returned to the selection pool so that the employee remains subject to random testing according to the same odds as any other employee subject to testing.

On the day on which an employee is to be randomly tested, the designated drug abuse representative will contact the appropriate supervisor as to the employee(s) to be tested. The representative shall ensure that notification time is kept to the minimum possible to facilitate the intent of the testing process.

(c) Reasonable Cause. Whenever management personnel reasonably suspects that an employee's work performance or on the job behavior is affected any way by drugs or alcohol, the City may require the employee to submit a urine sample for testing. Supervisors will be trained to recognize the effects of drug or alcohol use and before a reasonable cause test is administered, two supervisors must substantiate and concur in the decision to test. Normally the two supervisors are in the employee's chain of

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command; however, if two supervisors from the same chain of command are not available, another supervisor may be consulted. At least one of the two supervisors must have received training for detecting drug use. Any supervisor of the employee may substantiate and concur in a decision to test, even though that supervisor has not observed behavior of the employee indicating drug or alcohol use. The two supervisors may concur by phone. A supervisor must drive the employee to the testing site. Provided, however, that, upon the recommendation of any supervisor or department head of the City with respect to any employee, the City Administrator may authorize and/or direct that a drug and alcohol screening test be administered under this paragraph.

(d) Post Accident. Any employee whose performance either contributes to an accident which accounts for more than fifty dollars ($50) in property damage or cannot be completely discounted as a contributing factor to an accident must be tested; provided that any employee in a safety sensitive position or other position required by federal regulations to be tested will be tested. An employee to be tested will be tested as soon as possible, if not immediately, after an accident. The employee’s supervisor or his designee must take the employee for drug testing after the accident.

Section 13.05. Discipline.

(a) Violations. If an employee tests positive for drug use, or violates any prohibition outlined in Section 2, the employee will be terminated except in extraordinary, mitigating circumstances as approved by the City Administrator.

(b) Failure To Test. The failure to submit to a required testing is prohibited and will result in immediate termination, except in the following circumstances:

(i) An employee in a position covered by this policy is randomly selected for testing and is on previously approved leave.

(ii) A supervisor determines that, due to an existing emergency, it is not feasible for an employee to leave the worksite for testing. This determination must be confirmed by the city administrator. In such cases, the employee will be required to report for testing as soon as the emergency permits.

(iii) If the employee is physically unable to provide a urine specimen on demand, the employee will be retained at the collection site while waiting for the specimen to be provided. If an employee, after a reasonable period of time, is still unable to provide the sample, he/she may return to the work location; however, he/she must be under constant supervision until he/she is able to be driven back to the collection site and provide the sample. If he/she continues to be unable to provide the sample, he/she will be required to see a physician, to determine if the inability to provide a sample is caused by a medical

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reason. If the employee does have a medical reason that would hinder the employee’s ability to provide the sample, the employee name will be returned to the random pool, if he/she is in a position covered by this policy. If the employee is not in a position covered by this policy and has been medically certified as unable to provide a specimen on demand, he/she will not be considered to have refused to submit to testing. If no medical reason exists, the employee will be considered to have refused to submit to testing and will be terminated.

Section 13.06. Supervisory Training. The City will train its supervisors in:

(a) Performance. Identifying and documenting job performance and on-the-job behavior that might reflect personal problems.

(b) Behavior. Identifying specific, contemporaneous physical, behavioral and performance indicators of on-the-job use of drugs or alcohol, or impairment by drugs or alcohol.

(c) Procedures. Supervisor training shall include training regarding appropriate procedures for

(i) Drug testing and technology;

(ii) Conducting workplace inspections; and

(iii) Encouraging voluntary referrals to available resources for counseling and/or treatment.

Section 13.07. Confidentiality and Record Keeping. The results of all urine tests will be treated as confidential. Each applicant or employee will be required to sign a statement at the time of testing to allow release of the results to the City. This information will only be known to the testing laboratory, the designated drug abuse representative, and other employees with the "need to know" such as appropriate officers, the City Administrator and the employees' immediate supervisor. However, any governmental body may obtain the testing results as a part of an accident investigation, without the express written consent of the tested individual, provided the governmental body has legal authorization to secure such results. No drug test results will be released to a subsequent employer without the written consent of the employee.

All records pertaining to the Drug Testing Program will, as specified in 49 CFR Part 199.3, be maintained in a locked receptacle by the designated drug abuse representative.

Section 13.08. Employee Assistance Program (EAP).

(a) Voluntary participation in a qualified drug or alcohol abuse program prior to a

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confirmed positive test result is encouraged. No disciplinary action will be brought as a result of an employee to participate in such a program, provided the employee volunteers, prior to committing an act or event which would subject the employee to disciplinary action and prior to the employee being requested to submit to a test. Employees who, prior to being requested to take a test, voluntarily identify themselves as drug or alcohol abusers and obtain counseling and rehabilitation through a qualified drug or alcohol abuse program shall not be disciplined for their drug and/or alcohol abuse if they thereafter refrain from violating the City's policy on drug and alcohol abuse. All employees, however, can be disciplined for any incident resulting from their violation of the City's policy on drug and alcohol policy.

(b) Upon a confirmed determination that an employee has been under the influence of drugs or alcohol in violation of the City’s policy, notwithstanding disciplinary action, the City may refer the employee to one or more qualified drug or alcohol abuse programs at which the employee can obtain assessment, counseling, and rehabilitation. Participation in a qualified abuse program is voluntary and no added or increased disciplinary action may be taken against an employee for failure to begin or complete an abuse program. Participation in any such abuse program shall be at the sole cost and expense of the employee and, if applicable, his or her health insurance.

(c) Disciplinary action based on a violation of this drug and alcohol policy is not suspended by an employee's participation in an abuse program after a confirmed determination the employee has been under the influence of drugs or alcohol while on duty. Disciplinary action, up to and including dismissal, may be taken against any employee with a confirmed positive test of being under the influence of alcohol or drugs while on duty.

(d) The City will provide, as available, employees and their families with confidential, professional assessment and referral for assistance in resolving or accessing treatment for addiction to, dependence on, or problems with alcohol, drugs, or other personal problems adversely affecting their job performance. Confidential assessment and referral services will be provided without cost to the employee or family member. The cost of treatment, counseling or rehabilitation resulting from EAP referral will be the responsibility of the employee.

(e) When documented job impairment has been observed and identified, a supervisor may recommend participation in the EAP. Any action taken by the supervisor, however, will be based on job performance.

(f) Supervisor referrals to the EAP will include employee's release of information consent form to be returned to the City supervisor by the EAP. Refusal to participate in, or failure to complete the EAP directed program will be documented. Should job

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performance not improve after a reasonable amount of time, the employee is subject to progressive corrective action up to an including termination of employment.

(g) Self-referral by employees or family members is strongly encouraged. The earlier a problem is addressed, the easier it is to deal with and the higher the success rate. While self-referral in itself does not preclude City's use of corrective action, participation in an EAP directed program may enable the supervisor to allow time for completion of such program before initiating or determining additional corrective actions.

(h) EAP related activities, such as referral appointments, will be treated on the same basis as other health matters with regards to use of sick or compensation leave. Sick leave may be taken as needed, while compensation time must be pre-approved.

Article 14. Internet and E-mail

Section 14.01. General Guidelines. This policy applies to any and all forms of use of the City computer systems and equipment and does not supersede or limit any state or federal laws, nor any other City policies regarding confidentiality, information dissemination, or standards of conduct. All use of the Internet with any City equipment (including but not limited to computers, telephone lines, modems, telephone numbers, etc.) must be in compliance with all applicable federal, state and local laws and the policies of the City. Individual users should be aware that the City has no control over and cannot be responsible for the content of information available on the Internet. Some employees may find information on the Internet that is offensive or otherwise objectionable. Any use of the City equipment or resources in violation of this policy or applicable departmental policies is grounds for disciplinary action.

(a) The City’s domain name and URL (Internet address or website) are the property of the City and may not be used by City employees for personal gain.

(b) No unauthorized advertising or unauthorized links may be used on the City’s website.

(c) Employee Internet access must be authorized by the department head. A condition of authorization is that all Internet users must read and sign a copy of the internet policy. The Administration Department will insure that a signed copy of the policy is on file in the employee’s personnel file prior to granting such access.

(d) Department heads should work with employees to determine the appropriateness of using the Internet for professional activities and career development.

(e) Use of the Internet by City employees must be consistent with the City Personnel Policy regarding employee conduct and work conditions.

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(f) The Internet must be treated as a formal communications tool like telephone, radio, and video communications. Therefore, each individual user is responsible for complying with all relevant policies when using the City’s resources for accessing the Internet.

(g) Internet access must not be used for illegal, improper, or illicit purposes.

(h) Employees need to keep in mind that all Internet usage can be recorded and stored along with the source and destination.

(i) Use of City equipment or resources to intentionally post or share any racist, sexist, threatening, obscene or otherwise objectionable material is strictly prohibited and subjects the employee to disciplinary action.

(j) Resources which are not clearly used for a City purpose shall not be accessed or downloaded.

(k) Resources of any kind for which there is any fee must not be accessed or downloaded without prior approval of the department head.

(l) Employees shall not connect any personal equipment to the computer systems or computer systems telephone lines of the City without the prior approval of the City Administrator.

Section 14.02. Privacy. Employees have no right to privacy with regard to Internet usage. Management has the ability and the right to view employees’ usage patterns and take action to assure that City Internet resources are devoted to maintaining the highest levels of productivity. The Internet path record is the property of the City and therefore the taxpayers of the City. Such information is subject to the Texas Public Information Act and the laws applicable to State records retention. Each employee using the Internet shall identify him/herself honestly, accurately, and completely when providing such information.

Section 14.03. Safety and Security. The safety and security of the City computer systems and resources must be considered at all times when using the Internet.

(a) Employees shall not share a password for any City account or with any unauthorized person nor obtain any other user password by any unauthorized means.

(b) Employees must not intentionally use the Internet facilities to disable, impair, or overload performance of any computer system or network, or to circumvent any system intended to protect the privacy or security of another user, except as part of an official Police investigation.

(c) Employees shall not intentionally create, install, or knowingly distribute a computer

52

virus of any kind on any municipal computer, regardless of whether any demonstrable harm results.

(d) Employees shall not copy, install, or use any software or data files in violation of applicable copyrights or license agreements.

(e) Employees shall report all computer virus outbreaks to the City Administrator. The City Administrator may designate a person to log all such outbreaks and the eradication method used by the departments. All departments shall be notified in the event of a virus outbreak. The City Administrator may take whatever action is reasonably necessary to prevent the spread of a computer virus to other computers.

Section 14.04. Personal Use.

(a) At no time shall City equipment or resources be used for any personal monetary interests or gain.

(b) Employees may not use City equipment to access personal e-mail accounts or any other account requiring a password or code that was not established by the City for the employee’s use.

(c) Employees shall not use City Internet accounts to subscribe to mailing lists or mail services for personal use and shall not participate in electronic discussion groups (i.e. list server, Usenet, news group, chat rooms) for personal purposes. Employees may participate in electronic discussion groups for municipal purposes (d) Employees should be aware that when sending an e-mail message of a personal nature, there is always the danger of the employee’s words being interpreted as official City policy or opinion. Therefore, when an employee sends an e-mail message from a City e-mail address that is of a personal nature, especially if the content of the e-mail could be interpreted as an official City statement, the employee must use the following disclaimer at the end of the message: “This e-mail contains the thoughts and opinions of (employee name) and does not represent official city policy.”

(e) Employees shall not access non-work related information or otherwise “surf” the Internet for non-work related purposes.

Article 15. Travel Policy

Section 15.01 Partial Per Diem. The per diem rate for extended travel shall be approved by the City Administrator for all departments in advance. All approved extended travel shall be paid at a partial per diem rate of $6 per day for Breakfast, $10 per day for Lunch, $20 per day for Dinner and $15 for incidentals. Meals provided by conference/training as part of the registration will not be paid in the per diem.

Section 15.02 Mode of Travel Department heads shall approve all travel, and if traveling by car, the

53

employee shall be reimbursed at the current rate set by the Internal Revenue Service. Reimbursement will be based on the least expensive mode of transportation available at that time, unless approved by the City Administrator.

Article 16. Reservation of Management Discretion

Section 16.01. No Implied Limitations. Nothing in this personnel policy shall limit the City in exercising the functions and discretion of management under which the City hires new employees, directs the work force, schedules hours of work, disciplines, suspends, discharges, or requires employees to observe city rules and regulations. The City reserves the right to amend, modify, and delete provisions of this and all other policies of the City. This policy is intended to set forth general guidelines that will be applied in most circumstances, however nothing in this policy: (a) prevents the City Administrator from waiving any provision in a specific instance, case or matter; or (b) alters an employee's at-will employment status.

Section 16.02. Reservation Of Rights. The City Council reserves the right to interpret, change, suspend, cancel or dispute, all or any part of this Policy, procedures or benefits discussed herein. Employees will be notified of any change. Although adherence to this Policy is considered a condition of continued employment, nothing in this Policy alters an employee's status and shall not constitute nor be deemed a contract or promise of employment. Employees remain free to resign their employment at any time for any or no reason, without notice, and the City retains the right to terminate any employee at any time, for any or no reason, with or without notice.

Section 16.03. Other Laws and Regulations. The provisions of this Policy shall apply in addition to, and shall be subordinated to any requirements imposed by applicable federal, state or local laws, regulations or judicial decisions. Should any section or part of this manual be held unconstitutional, illegal, or invalid, or the application thereof ineffective or inapplicable, such unconstitutionality, illegality, invalidity, or ineffectiveness of such section or part shall in no way affect, impair or invalidate the remaining portion or portions thereof, but as to such remaining portion or portions, the same shall be and remain in full force and effect.

54

APPENDIX 1

SCHEDULE 1 EXAMPLES OF SAFETY SENSITIVE POSITIONS

Employees whose duties include:

(a) Performing leakage or electrical surveys; (b) Welding or radio graphing pipeline repairs; (c) Inspection and testing pressure limiting devices; (d) Notifying fire, police and other appropriate public officials of pipeline emergencies, and coordinating actual responses during emergencies; (e) Monitoring odorization of gas; (f) Performing operations, maintenance and emergency-response functions included in operation, maintenance and emergency manuals required by 49 CFR Parts 192, 193 or 195; (g) And other functions designated by the City to be covered by the drug abuse policy; (h) Responding to emergency situations. This includes police officers, firefighters and E.M.S. personnel; (i) Working on the electrical distribution or generation systems, either as linemen, groundmen, operators or mechanics; (j) Operate or drive motor vehicles or powered equipment; (k) Work in the proximity of motor vehicle powered equipment, machinery, or with potentially hazardous and dangerous tools or materials or areas (at heights or in confined spaces); (l) Making decisions or judgments in a managerial or code enforcement position which might impact the health, safety and welfare of City employees; (m) All uniformed personnel in the Police and Fire Departments.

City of Balcones Heights Personnel Policy Manual

SCHEDULE 2 TESTING PROTOCOL

An immunoassay will be used for the initial test with the following cut-off levels:

SUBSTANCE INITIAL TEST - CUT-OFF LEVELS (NG/ML)

Marijuana Metabolites 100 Cocaine Metabolites 300 Opiate (Codeine and Morphine) 300* Phencyclidine (PCP) 25 Amphetamines 1000 Alcohol 0.04

* 25 NG/ML if immunoassay specific for free morphine. All initially positive tests will be confirmed by gas chromatography/mass spectrometry (GC/MS). The following cut-off levels apply for confirmation testing:

SUBSTANCE CONFIRMATION TEST - CUT-OFF LEVELS (NG/ML)

Marijuana Metabolites (1) 15 Cocaine Metabolites (2) 150 Opiate (Codeine and Morphine) 300 Phencyclidine (PCP 25 Amphetamines 500

(1) Deta-9-Tetrahydrocannabinol-9-Carboxylic Acid (2) Benzoylegonine.

SCHEDULE 3

"Incident" is defined as any of the following events:

(a) With respect to employees to which such plan is applicable, an incident or event as provided for in the Pipeline Alcohol Misuse and Controlled Substance Plan.

(b) With respect to employees to which such plan is applicable, an incident or event as provided for in the Motor Carrier Alcohol Misuse and Controlled Substance Plan.

(c) An event involving property, electricity, a motor vehicle, powered machinery or equipment or hazardous substances which results in the following:

(i) A death, or an injury or apparent injury resulting in any person taking time off from work or receiving any medical care or service; (ii) Damage to any vehicle or property; (iii) Damage to any machinery or equipment;

City of Balcones Heights Personnel Policy Manual

(iv) An event that is significant in the judgment of the City Administrator, even though it does not meet any of the criteria above.

SCHEDULE 4 EMPLOYEE ASSISTANCE PROGRAM PROVIDERS

Employee Assistance Program Provider Information available in HR Office.

TESTING LABORATORY

Any Concentra Medical Office Located in San Antonio, Texas

Or, As approved by the City Administrator and filed with Administration Department.

City of Balcones Heights Personnel Policy Manual

APPENDIX 2

ACCIDENT REPORT FORM FOR INJURIES/PROPERTY DAMAGE

Name of person involved in accident:

Home address:

Phone #: Age: Date of Birth:

Social Security #: Date & Time of Accident

State cause and type of accident:

Name of injured person or property damaged:

Nature of injuries or damage:

ACTIONS TAKEN:

First Aid Given: Ambulance Called: Taken to Hospital:

Name of Hospital:

Name of Physician or person who gave first aid:

Address Phone

Name of Person Notified for Injured Party:

Address Phone Relationship

Witnesses: Name Address Phone

Report Prepared By: Name Position

Division Head

City of Balcones Heights Personnel Policy Manual

APPENDIX 3

HARASSMENT COMPLAINT FORM

The City will make every effort to provide a work environment free from all forms of harassment. Harassment in the work place is illegal; it violates Title VII of the 1964 Civil rights Act and subjects employees to conditions and actions that have nothing to do with job performance or qualifications. Name: Date:

Department: Supervisor:

Person(s) against whom harassment complaint is filed:

Date(s) that the actions resulting in this complaint took place:

Name(s) of witnesses:

Did the alleged Harassment include (indicate below):

Verbal harassment Unwelcome advances Distribution of explicit material Physical Harassment Requests for sexual favors Threats of physical harm Other (describe)

Please describe the conduct which caused you to file this complaint. Include dates and persons involved.

I believe an appropriate resolution of my complaint would be:

Signature of Employee: Date of Complaint:

City of Balcones Heights Personnel Policy Manual

APPENDIX 4

UNDERSTANDING OF DRUG AND ALCOHOL POLICY

By my signature of acceptance to the City of Balcones Heights, Texas, Personnel Policy Manual, I hereby acknowledge that I have received and reviewed a full and complete copy of the City of Balcones Heights's Personnel Policy and the Drug and Alcohol Abuse Policy contained therein; that I understand such policies; and further that I have had opportunity to ask questions about the terms, provisions, meanings, application and enforcement thereof.

I have also read and understand the following Statement of Policy by the City of Balcones Heights.

"The City of Balcones Heights is a drug and alcohol abuse free work environment and that as an employee of the City of Balcones Heights, Texas, I am subject to testing for Drugs or Alcohol consistent with the policy therein stated and as amended from time to time.

These drug and alcohol policies are designed to bring to the City reliable service to the citizens and a safe and healthy working environment for co-workers and citizens through uniform administration of drug and alcohol policies and practices. The following minimum standards will be adhered to:

(a) The use, abuse or trafficking of illegal drugs and/or substance abuse, on or off the job, will not be permitted.

(b) Alcohol consumption and intoxication, as detailed in the Personnel Policy Manual, will not be permissible on city premises or during the performance of work related duties.

(c) The conduct prohibited under the drug and alcohol policies of the City are grounds for immediate termination without regard to whether the conduct actually occurred.

(d) Testing, as set forth in the Balcones Heights Personnel Policy Manual, is a condition of employment for all city employees to ensure the safest working environment and provide uniform policies in drug and alcohol testing."

I understand the City will attempt to apply its policies and regulations in a fair and impartial manner to achieve such objectives. However, I also understand such policies and regulations do not create any contract or due process rights for employees; are intended as a guide only for use and application within the City organization; and that a decision by the City Administrator or the City Council, as applicable, with respect to any employment issue controlled by such policies and regulations, will be final and unappealable. I understand that I will be subject to drug and alcohol testing and that the acceptance of such testing is a condition of continuing employment.

City of Balcones Heights Personnel Policy Manual

City of Balcones Heights Personnel Policy Manual

Acknowledgment of Receipt and Understanding

The undersigned employee of the City of Balcones Heights, Texas, hereby acknowledges that I have received and reviewed a full and complete copy of the City of Balcones Heights's Personnel Policy and the Drug Abuse Policy passed by the City Council on: March 8, 2010; that I understand such policies; and further that I have had opportunity to ask questions about the terms, provisions, meanings, application and enforcement thereof.

I have also read and understand the following Statement of Policy by the City of Balcones Heights.

"The City of Balcones Heights is an at-will employer and all employees are subject to termination for any reason or no reason at all, either voluntarily or involuntarily. I understand that this policy manual is a general guide and that the foregoing provisions of this policy manual do not alter my at-will employment or constitute an employment agreement or contract, nor does it guarantee continued employment. I understand the City of Balcones Heights reserves the right to change, modify, add or eliminate any provisions within this policy manual at any time without notice. I understand that the provisions contained in this policy manual are applicable to me. Any promises made to me, which conflict with the provisions of this manual, are effective only if in writing and signed by the City Council. I further understand that employees shall have the right to administratively appeal and file grievances with respect to disciplinary decisions and actions affecting their employment; provided that, consistent with such policy, the decision of the City Administrator shall be final, subject only to an appeal to the City Council. The decision of the City Administrator or the City Council, as applicable, shall be final and unappealable.”

I understand the City will attempt to apply its policies and regulations in a fair and impartial manner. However, I also understand such policies and regulations do not create any contract or due process rights for employees; are intended as a guide only for use and application within the City organization; and that a decision by the City Administrator or the City Council, as applicable, with respect to any employment issue controlled by such policies and regulations, will be final and unappealable.

Date of signature: ______[Signature of Employee]

______[Printed Name of Employee]

City of Balcones Heights Personnel Policy Manual

Agenda Request Form

Requestor: David Harris Department: City Administration Date of Meeting: May 22, 2017 Subject: Office Hours

Caption: Discussion regarding amending City Hall office hours as enumerated in City Personnel Policy.

Background: Current City Hall office hours are enumerated in the City’s Personnel Handbook, section 5.02 Hours of Work, from 8 a.m. until 4:30 p.m. Monday through Friday. In an effort to better serve the public, staff is proposing changing front counter hours to the following effective Tuesday, September 5, 2017, the day after Labor Day: • Monday through Thursday 7:30 a.m. to 5:30 p.m. • Friday 7:30 a.m. to 11:30 a.m. The proposed revised schedule is similar to what Leon Valley adopted many years ago. It has the advantages of not only providing customers access to City services, but allowing staff a half day off on Fridays.

In selecting September 4, 2017 as the effective date, this will allow sufficient time for public notice of the change. This change would affect both the downstairs and upstairs counters.

Fiscal Impact: N/A

Recommendation: Recommend approval

Attachment(s): Personnel Policy Ordinance 2015-15a

Want to Lower Utility Bills? Apply for Weatherization Services at NO Cost to Low-Income Households

Weatherization May Include: Income Guidelines Request an Application Today!

 Weather-stripping Family Size Max Income 8700 Tesoro Drive, Ste 160 San Antonio, TX 78217  Energy Efficient Bulbs 1 $18,090  Caulking 210.362.5282  Duct Sealing 2 $24,360  Insulation 3 $30,630 210.225.5937  Furnace Cleaning and/or Tune-ups 4 $36,900 www.aacog.com/wap 5 $43,170 [email protected] Serving Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina and Wilson Counties ¿Interesa reducir sus gastos en las utilidades? Gratis-Medidas de conservación de energía Sirviendo los condados de Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina y Wilson

Complete y envíe su aplicación. Le enviaremos una notificación por correo solicitando información adicional y al confirmar su elegibilidad. Un Auditor se comunicará con usted para acordar una cita para inspeccionar su casa y determinar las medidas necesarias en su casa. Su caso será asignado a un Contratista para realizar la labor. El trabajo completado será inspeccionado por uno de nuestros inspectores Certificados.

Nosotros pagamos y usted economiza

Las familias de Ventajas de la aclimatización bajos ingresos

invierten la Menor consumo y costos mayor parte de sus ingresos en el de energía pago de sus uti-

lidades en com- Ambiente saludable paración con las familias de mayor- dentro del hogar es ingresos.

Servicios gratuítos de ser elegible  Dueños ¿Cúales son ¿Quién es   Casas los límites de  Mobile Homes elegible?  Complejos de ingreso? Apartamentos

***La propiedad no puede estar necesitada de reparaciones mayores como techo, nivelación, plomería o electricidad.***

Tamaño de Ingreso Aclimatización de su la familia máximo hogar puede incluír: 1 $18,090  Sellado de puertas y ventanas 2 $24,360  Bombillas LED 3 $30,630  Sellado de ductos del aire 4 $36,900  Aislación del ático, 5 $43,170 parades o piso  Limpieza y/o mantenimiento del sistema central

¿Necesita información Solicite su aplicación hoy! adicional? 210.362.5282 ó 1.800.749.2010

210.225.5937

www.aacog.com/wap

[email protected] 8700 Tesoro Drive, Oficina 160 San Antonio, TX 78217 Want to Lower Utility Bills and Save Energy? Weatherization Services at NO Cost to Low-Income Households Serving Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina and Wilson Counties

Complete and send in your application. We will send you a letter if we need more information, or when you've been approved.

An auditor will contact you to set up an appointment when your turn arrives. The auditor will complete reports to determine necessary work.

A contractor will be hired to do the work. The work will be inspected by a Certified Inspector when finished.

The most cost effective way to increase your home’s energy efficiency is through weatherization.

Low income Benefits of Weatherization families spend much more of Reduces energy their income consumption and costs

on utilities compared to Creates a healthier home higher income with improved comfort families.

Free services for eligible households  Homeowners What are the Who can  Renters income  Single Family Homes apply?  Mobile Homes guidelines?  Multi-Family Homes

***Assistance cannot be provided if house is in need of major repairs such as roofing, house leveling, plumbing or electrical.***

Family Size Max Income Weatherization May 1 $18,090 Include:  Weather-stripping 2 $24,360  Caulking 3 $30,630  Energy Efficient Bulbs 4 $36,900  Duct Sealing 5 $43,170  Attic, Wall and/or Floor Insulation  Furnace Cleaning and/or Tune-ups  Pipe Insulation

Need more Request an Application Today! information? 210.362.5282 or 1.800.749.2010

210.225.5937

www.aacog.com/wap

[email protected] 8700 Tesoro Drive, Suite 160 San Antonio, TX 78217 Agenda Request Form

Requestor: Suzanne de Leon Department: Mayor Date of Meeting: May 22, 2017 Subject: AACOG Weatherization Program

Caption: Discussion/action regarding the AACOG Weatherization Program

Background: AACOG has a Weatherization Program available which allows qualified residents to seek upgrades to their home to provide greater energy efficiency.

Fiscal Impact: None

Recommendation: Direct staff to provide for a program to promote the AACOG Weatherization Program

Attachment(s): Please see attached information

COMMUNITY DEVELOPMENT MONTHLY COUNCIL REPORT 4/1/17 -4/30/17) Number of Permits Issued Code Comp Permit Fees Permit Fees Month 2017 2016 2017 2016 2017 2016 $25,000 Jan 37 31 100 46 $ 20,005 $ 3,265 Feb 45 25 94 22 $ 6,728 $ 5,542 Mar 45 35 130 47 $ 9,233 $ 4,136 $20,000 Apr 27 38 122 51 $ 3,875 $ 5,670 May 30 62 $ 4,637 $15,000 Jun 22 55 $ 7,581 2017 Jul 29 56 $ 3,355 $10,000 2016 Aug 39 59 $ 7,270 Sep 54 72 $ 10,770 $5,000 Oct 39 44 $ 6,664 Nov 47 36 $ 7,840 Dec 33 57 $ 17,218 $- YTD Total 154 422 446 607 $ 39,841 $ 83,948 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec

60 Number of Permits Issued Code Compliance 140 50 120

40 100

30 80 2017 2017

20 2016 60 2016

40 10

20 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec 0 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Monthly - Municipal Court Report FY Oct. 2016 - Sep. 2017

Cases Filed Oct-15 Oct-16 Nov-15 Nov-16 Dec-15 Dec-16 Jan-16 Jan-17 Feb-16 Feb-17 Mar-16 Mar-17 Apr-06 Apr-17 May-16 May-17 Jun-16 Jun-17 Jul-16 Jul-17 Aug-16 Aug-17 Sep-16 Sep-17

Traffic 227 440 219 487 189 521 173 804 253 764 152 916 473 656 672 926 716 770 682

Parking 0 2 1 1 2 2 1 0 0 1 0 16 2 0 0 0 2 1 1

State Law 78 164 57 86 77 92 83 191 67 227 95 145 55 166 121 120 170 215 151

City Ordinance 1 7 2 4 7 12 5 8 8 15 9 18 1 10 4 5 3 7 6 Cases Filed Total 306 613 279 578 275 627 262 1003 328 1007 256 1095 531 832 797 1051 891 993 840

Completed Cases - Paid Fine 155 259 181 225 155 184 216 332 315 331 232 344 236 261 249 263 264 306 213 DSC Completed 6 17 5 17 5 18 4 15 1 12 2 10 3 8 4 3 9 17 20 Dismissed After Deferred Disp. 20 73 15 35 23 43 16 104 21 59 35 59 34 96 13 33 73 120 59 Dismissed Presented Insurance 2 21 2 28 2 9 6 25 6 51 1 46 2 44 24 33 31 30 28 Compliance Dismissal 29 85 18 94 24 52 32 145 21 186 28 159 34 164 68 129 142 129 87 Dismissed by Prosecutor 17 47 16 34 52 21 54 49 9 40 48 80 32 71 14 44 41 67 71 Warrants Issued 287 541 141 449 192 264 198 607 116 533 275 668 157 559 259 484 545 709 513 Warrants Cleared 219 296 185 276 233 201 257 378 317 393 292 382 293 335 205 279 269 347 255 Other Paid Fines - Open Cases 64 119 62 148 121 131 138 89 173 80 140 135 135 135 150 137 Disposition Total 799 1458 625 1306 686 913 783 1786 806 1743 1002 1921 871 1678 971 1403 1509 1875 1383

Total Fees and Fines Paid 45,106.65 80,621.60 49,674.41 80,896.06 47,477.22 57,694.00 63,000.40 100,046.05 99,449.92 108,182.53 76,477.90 115,441.35 75,416.68 88,557.44 81,680.55 94,609.07 91,203.55 102,739.16 71,543.95

Warrant Officer - Cleared Warrants 103 92 110 86 107 71 116 104 143 132 107 134 97 85 80 89 100 115 61 Warrant Officer - Funds Collected 30,607.55 41,943.98 37,877.36 40,235.81 31,624.09 30,747.70 39,581.20 56,602.50 63,350.96 60,486.62 48,623.33 61,894.50 44,230.31 41,553.86 37,194.11 38,801.35 44,335.47 53,398.28 26,425.10

DEPARTMENT of ECONOMIC DEVELOPMENT & PUBLIC AFFAIRS REPORT TO CITY COUNCIL: May 22, 2017

BALCONES HEIGHTS JAZZ FESTIVAL:

➢ Dates: July 7, July 14, July 21, July 28. Performer contracts have been signed by the mall, and deposit checks mailed. The VIP Reception will be held on Friday, July 7, from 6:30 – 7:30 p.m., sponsored by Methodist Texsan Hospital.

ECONOMIC DEVELOPMENT:

➢ Wonderland Lofts: staff continues to work with VIA on details of the Architectural & Engineering contract. Anticipate presenting contract to BH Housing Finance Corporation within 30 days. Other aspects of the development continue to move forward.

➢ Gateway Project: Staff reviewed a Master Plan update proposal from Gateway Planning (Scott Polikov). Last week staff and Mr. Polikov participated in a conference call. The result is that the initial focus is moving forward with comprehensive gateway park planning. Specific updates will be shared once they are available.

➢ Staff continues to discuss, explore and refine potential economic development opportunities.

COMMUNITY RELATIONS:

➢ Ribbon-cutting ceremony for Bandera Family Health Clinic,will be held on Wednesday, May 31 at 10:00 a.m. Staff will create a plaque that Mayor de Leon and Council Members will present to Dr. Zayas and staff welcoming them to Balcones Heights. The Bandera Family Health Clinic is adjacent to Texsan.

➢ Ribbon-cutting ceremony for Staci’s Gift Shop located in Methodist Texsan Hospital is scheduled for Wednesday, June 14 at 11:00 a.m. Staff will create a plaque that Mayor de Leon and Council Members will present to Owner Staci Andrews and staff welcoming them to Balcones Heights.

➢ Staff working on welcome ceremonies for future business openings and re-openings.

MEDIA RELATIONS:

➢ Staff worked with Lt. Jahanara, Mayor and City Administrator to plan the 1st Annual “Pancakes for Police” – “Breakfast for the Badge” to kick off National Police Week – this event to thank the Balcones Heights Police, Fire and Dispatchers “First Responders” – KTSA Radio, WOAI Radio, Telemundo, Univision and KSAT covered this event.

WEBSITE:

➢ Staff continues to create, edit and update web content, ensuring conformance to city code and regulations, while providing the most up-to-date information to our current and future residents & business.

Economic Development & Public Affairs 5.22.17 Page 1

NEWSLETTER:

➢ Staff continues to work with Mayor, Council and City Administrator to collect emails/contact information from Balcones Heights residents to provide the newsletter electronically. More than 20 individuals entered the Target giftcard contest, by sending in their contact information for a chance to win the $100 giftcard. The winner was Kristen Wrase.

 Newsletter:

Month Articles Word Count Articles by Council Photos May 2016 7 1,998 2 12 May 2017 9 2,212 0 24 Change +28% +11% -10 0 +100 %

 Advertising: • Leads (generated from paid advertising):

Texas State Travel Guide Tour Texas Total

April 2016 167 128 295

April 2017 200 189 317 Change +20% +48% +7%

Photos from National Police Week breakfast

Economic Development & Public Affairs 5.22.17 Page 2

2017 - APRIL BUILDING DEPARTMENT INSPECTIONS INSPECTION DATE PERMIT # TYPE OF INSPECTION ADDRESS 04/03/2017 2866 Electric Compliance 326 Glenarm

Final 2-100 gallon water heaters 700 Gentleman, Boston Wood 04/04/2017 3153 in the back boiler room. Apartments 6945 IH-10 West, Sol Apartments, 04/11/2017 Compliance Safety/Compliance of balcony Unit # 247 Plan Review for deck and deck 04/12/2017 PR3159 cover 4309 Fredericksburg Rd., Lot 23 4522 Fredericksburg Rd - 04/20/2017 3166 Final CARNIVAL in Parking Lot 04/21/2017 PR3173 Solar Install - Plan Review 319 Glenarm 04/24/2017 3163 Final 4315-1 Fredericksg 800 Gentleman, Boston Woods 04/26/2017 3176 Final Water Heater Change out Apts. 3110 Hillcrest, #806 -Dakota 04/26/2017 3170 Final Water Heater Change out Apartments 3110 Hillcrest, #801 -Dakota 04/26/2017 3171 Final Water Heater Change out Apartments 04/26/2017 3168 Plan Review 310 Crossroads Blvd. 04/27/2017 PR3180 Plan Review Concrete Work 800 Gentleman 04/27/2017 PR3182 Front Porch Concrete Work 110 Pleasant