RES 2025-23 Human Resouces PoliciesHuman Resources Administraive Authority Policy
1.STATEMENT OF PURPOSE
The Town Human Resources Policy provides statements of policy and establishes the
directives relating to Human Resources administration that are necessary to effectively and
efficiently manage Town operations. Nothing herein shall be construed by anyone as a
contract of employment. These Policies and Procedures are guidelines, which the Town
Council may change, alter, suspend, and/or interpret at any time, with or without advance
notice. Any questions concerning the interpretation or applicability of the following policies
and procedures should be referred to Human Resources.
2. POLICY
A.Apart from matters reserved by state law or the Home Rule Charter to the Town
Council, the general and final authority for Town personnel administration rests with the
Town Manager. The Town Manager is designated as the chief operations officer and
the head of the administrative branch of the Town government, responsible to the
Town Council for the operations and administration of all the affairs of the Town,
including the hiring, and when necessary for the welfare of the Town, removal of any
employee, in conformity with the provisions of the Town’s Human Resources policies
and procedures, charter, and other applicable law.
B.The Town Manager’s authority includes, but is not limited to, the following activities:
(1)Discipline, discharge, or release of employees pursuant to the Town policies and
procedures.
(2)Direct the workforce.
(3)Hire, assign, or transfer employees.
(4)Determine the mission of the Town departments.
Policy Number TM - 500
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Human Resources Administrative Authority Policy
Human Resources Administrative Authority Policy
Approved October 27, 2025 Page 2 of 3
(5) Determine the methods, means, work schedules, and allocation/assignment of
personnel needed to carry out the Town's mission.
C. Human Resources is responsible for the administrative function of the Town Human
Resources Department and oversight of the Town Human Resources Policies in
cooperation with department directors and managers.
D. Town departments, due to operational necessity may, with the approval of the Town
Manager, develop department directives and procedures specific to the department's
operations. All department directives and policies related to employment, including but
not limited to overtime, recruitment, compensation, and employee scheduling must be
reviewed by the Director of Human Resources prior to implementation. Any
department-specific directive or procedure may not be inconsistent with or supersede
the Town Human Resources Policies and is intended only to expand upon them as
necessary for departmental operations.
E. Town Policies may be changed, altered, suspended, and/or interpreted at any time,
with or without advance notice by the Town Manager. Except in case of an emergency,
employees will be given five (5) days' written notice of any change.
F. Nothing in Town Policies shall be construed by anyone as a contract of employment.
Town employment is at-will and can be terminated with or without cause and with or
without notice at any time at the option of either the employee or the Town. This
policy of employment-at-will may not be modified by any officer or employee and shall
not be modified in any publication or document. The only exception to this policy is a
written employment agreement approved at the discretion of the Town Council or Town
Manager.
G. The Town Manager is authorized to develop all necessary procedures and forms to
comply with requirements established in Town Policies.
DEFINITIONS
At-will Employment
Employment that can be terminated by either the employer or employee at any time,
with or without cause or notice.
Home Rule Charter - The legal framework that outlines the powers and duties of
the Town's governing body and departments.
Resolution 2025-23 Exhibit "A"
Human Resources Administrative Authority Policy
Human Resources Administrative Authority Policy
Approved October 27, 2025 Page 3 of 3
Human Resources
The department responsible for the administration of policies related to employee
relations and Town personnel.
Town
A designation utilized to indicate the Town of Trophy Club, Texas, acting in its
capacity of Employer.
Town Council
The elected governing body responsible for the overarching policies of the Town.
Town Manager
The individual responsible for the overall management of Town operations and
administration.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Trophy Club Home Rule Charter
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 101.00 – Human Resources Administration Authority
Section: 101.02 – The Town
Section: 101.03 Administration
Section: 101.04 Management Authority
Section: 101.05 Human Resources Policies & Procedures Manual
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
1. STATEMENT OF PURPOSE
The Human Resources Records Policy establishes the directives governing the creation,
maintenance, retention, and confidentiality of employee records necessary to support
effective Human Resources administration and ensure compliance with applicable laws
and regulations. This policy sets forth the authority of the Town Manager and the
Department of Human Resources to manage personnel records, and directives to all
Town staff regarding the proper handling, access, use, and safeguarding of Human
Resources records.
2. POLICY
The Department of Human Resources is responsible for the day-to-day maintenance,
security, and operational use of all Town employee personnel files and candidate
records in accordance with applicable federal, state, and local laws, as well as Town
policies. The Department shall ensure that all records are managed in a manner that
protects confidentiality, supports operational needs, and complies with statutory
retention and destruction requirements.
3. PERSONNEL FILES
A. Employee Records Shall Be Maintained as Follows
(1) Employee File
This file shall contain non-confidential personnel documents, including but not
limited to onboarding forms, evaluations, disciplinary actions, and personnel
change notices.
(2) Confidential Employee File
This file shall contain all confidential employee records that are not typically
released to any party, including but not limited to personally protected
information, medical documentation, leave requests, and benefit
documentation. These files shall be maintained in compliance with ADA,
HIPAA, and other applicable privacy regulations.
Policy Number TM - 501
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
Human Resources Records Policy
Approved October 27, 2025 Page 2 of 6
(3) I-9 Documentation
I-9 forms and supporting documents shall be maintained in a separate folder
or binder. These documents shall not be stored in either of the files
referenced in items 1 and 2 above, in accordance with federal IRCA
guidelines.
B. Department Personnel Files
(1) Official Personnel Files
The Department of Human Resources is responsible for maintaining the
official Personnel Files for all current and former employees. Individual
departments are prohibited from maintaining separate personnel files to
ensure centralized control, consistency, and compliance with applicable
federal, state, and local laws.
(2) Public Safety Departments
a. Public Safety Departments (e.g., Police and Fire) shall securely maintain
certification records and other documentation required by state or federal
law (e.g., Texas Commission on Law Enforcement or Fire Service
certifications). These records shall be:
i. Kept separate from supervisory folders and official Personnel Files.
ii. Stored in a secure location designated by the department, with access
limited to authorized personnel.
(3) Supervisory Folders
a. Supervisors may maintain a supervisory folder to support the preparation
of annual performance evaluations and ongoing employee management.
These folders may contain:
i. Supervisor notes regarding employee performance, including
observations, feedback, and informal coaching records.
ii. Documentation of employee accolades, achievements, or recognition.
iii. Temporary records, such as training attendance logs or project-specific
notes, that are relevant to performance evaluations.
b. Security of Supervisory Folders
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
Human Resources Records Policy
Approved October 27, 2025 Page 3 of 6
i. All supervisory folders shall be maintained securely to protect
employee privacy and confidentiality:
• Physical supervisory folders shall be stored in a locked cabinet or
drawer within the supervisor’s office, accessible only to the
supervisor and authorized personnel.
• Digital supervisory folders shall be stored in the supervisor’s
network folder with access restricted to the supervisor, manager,
director and, if necessary, the Department of Human Resources or
Town Manager.
• Supervisors shall not store sensitive or confidential information,
such as medical records, Social Security numbers, or other
personally identifiable information (PII), in supervisory folders.
c. Transfer of Supervisory Folder Contents
Upon an employee’s transfer, promotion, or termination, or when a
supervisor leaves their position:
i. All relevant documentation in the supervisory folder that is not
duplicative of the official Personnel File shall be forwarded to the
Department of Human Resources for review and inclusion in the official
Personnel File, as appropriate.
ii. Temporary or informal notes not intended for long-term retention shall
be destroyed in a secure manner (e.g., shredding for physical
documents or secure deletion for digital files) in accordance with the
Town’s Records Destruction Policy.
d. Retention of Supervisory Folders
Supervisory folders shall not serve as permanent records. Documents in
supervisory folders that are not transferred to the official Personnel File
shall be retained only for the period necessary to support performance
evaluations or other operational needs, as determined by the Department
of Human Resources in consultation with the Department Director, and in
compliance with the Town’s Records Retention Schedule.
C. Securing Personnel Files
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
Human Resources Records Policy
Approved October 27, 2025 Page 4 of 6
(1) All personnel files outlined in Section A shall be secured in a secure location
designated by the Department of Human Resources, herein referred to as the
Human Resources Records Room.
(2) Access to the Human Resources Records Room shall be limited to the
Department of Human Resources, Town Secretary, and the Town Manager.
Additional personnel may be granted access upon approval by the Town
Manager.
(3) In the event that long-term storage is necessary, the Department of Human
Resources shall coordinate with the Town Secretary’s Office to procure secure
off-site long-term storage in compliance with records retention regulations.
D. Destruction of Records
Destruction of personnel records will be carried out in accordance with the Town’s
Records Management Ordinance and Records Management Plan, under the
coordination of the Town Secretary.
E. Employee Responsibility and Rights
(1) Employees are required to notify the Department of Human Resources and
complete any required forms to update personal information, including but
not limited to name, address, telephone number, marital status, and
emergency contact details.
(2) Limited information may be updated through the Employee Self Service (ESS)
Portal such as address and telephone number.
(3) An employee who objects to material in their personnel file on the grounds
that it is inaccurate, or misleading may submit a written statement relating to
the material, which shall be included in the employee’s file.
4. PERSONNEL FILE ACCESS / RELEASE OF INFORMATION
A. Personnel Files May Be Accessed as Follows:
(1) By the employee, their designated representative, or another individual
authorized through a signed release of information, in accordance with
applicable privacy laws.
(2) By a Town employee with immediate supervisory authority over the
employee, as well as the employee’s Manager or Director and the Town
Manager, on a need-to-know basis.
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
Human Resources Records Policy
Approved October 27, 2025 Page 5 of 6
(3) As required by law, including lawful subpoenas, court orders, or valid public
information requests. Disclosure will be subject to statutory exceptions in
accordance with the Public Information Act.
(4)
DEFINITIONS
Confidential Employee File
A separate file maintained for documents containing sensitive or protected information,
including but not limited to medical records and benefit information, protected from
disclosure under federal or state privacy laws, the Texas Public Information Act, or
other applicable legal authority.
Designated Representative
An individual authorized in writing by an employee to access their personnel file or
receive information on their behalf.
I-9 Documentation
Federal forms and supporting documentation required under the Immigration Reform
and Control Act (IRCA) to verify an employee’s identity and authorization to work in the
United States.
Personnel File
A collection of employment-related documents maintained by the Department of Human
Resources for each employee. This includes non-confidential records such as
evaluations, personnel change notices, and onboarding documents.
Protected Health Information (PHI)
Individually identifiable health information that is protected under the Health Insurance
Portability and Accountability Act (HIPAA), including medical records and benefits-
related data.
Record Destruction
The process of permanently eliminating records, either through physical destruction
(e.g., shredding) or secure electronic deletion, in accordance with the Town’s Records
Management Ordinance and Records Management Plan.
Retention Schedule
A document issued by the state library and archives commission under authority of the
Texas Government Code, as amended, establishing mandatory retention periods for
local government records.
Resolution 2025-23 Exhibit "A"
Human Resources Records Policy
Human Resources Records Policy
Approved October 27, 2025 Page 6 of 6
Secure Storage
A locked physical or password-protected digital location that meets state and federal
requirements for protecting confidential or sensitive information from unauthorized
access.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Fair Labor Standards Act (FLSA)
• Family and Medical Leave Act (FMLA)
• Health Insurance Portability and Accountability Act (HIPAA)
• Immigration Reform and Control Act (IRCA)
• Texas Local Government Records Act
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 102 – Human Resources Records
Resolution 2025-23 Exhibit "A"
Confidentiality Policy
1. STATEMENT OF PURPOSE
The Town Council Confidentiality Policy establishes the directives governing the
responsible handling, protection, and non-disclosure of confidential information obtained
or accessed by Town Representatives in the course of their duties. This policy applies to
all Town Representatives and encompasses a wide range of sensitive information,
including but not limited to employee records, financial materials, public safety data,
customer and resident information, and other legally protected content. The purpose of
this policy is to promote the integrity and trustworthiness of Town operations, ensure
compliance with applicable laws and regulations, and safeguard the privacy and interests
of individuals and entities served by the Town.
2. POLICY
All employees, contractors, interns, and volunteers of the Town (hereinafter referred to
as “Town Representatives”) are required to protect and maintain the confidentiality of
sensitive information obtained through their employment or Town business, regardless
of the format or source of that information. Town Representatives must exercise sound
judgment and adhere to established protocols when accessing, handling, storing,
discussing, or disclosing confidential information. Unauthorized access to or disclosure
of such information is strictly prohibited and may result in disciplinary action, up to and
including termination of employment, and potential legal consequences. It is the
responsibility of each Town Representative to understand and comply with this policy, as
well as to report any suspected breach of confidentiality through the appropriate
channels.
3. CONFIDENTIALITY OF INFORMATION
A. Town Representatives may, while performing their duties, have access to or gain
knowledge of confidential information. This includes any information not otherwise
available to persons outside the Town and may encompass privileged information,
personnel data, financial records, public safety and customer data, or legally protected
Policy Number TM-502
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Confidentiality Policy
Human Resources Records Policy
Approved October 27, 2025 Page 2 of 3
materials, and medical information covered under state and federal laws, including
the Health Insurance Portability and Accountability Act (HIPAA).
B. Town Representatives are strictly prohibited from discussing or disclosing any
confidential information except when necessary to carry out their job duties and only
with individuals who are authorized to receive such information. This includes
information about employees, residents, businesses, or any other party served by the
Town. Confidential medical information may only be shared in accordance with HIPAA
regulations, or other applicable laws, and only when such disclosure is required to
perform official duties, or when the subject of the information consents to its release.
C. If a Town Representative has concerns regarding the potential misuse or unauthorized
disclosure of confidential information, they must promptly report their concerns to
their Department Director. In the event of a conflict or uncertainty, concerns should
be directed to the Director of Human Resources or the Town Manager.
D. Any misuse, mishandling, or unauthorized disclosure of confidential information,
constitutes a violation of this policy. Violators will be subject to disciplinary action, up
to and including termination of employment or removal from their role and may face
legal consequences where applicable.
4. Health Insurance Portability and Accountability Act (HIPAA)
A. Authorized employees may access certain confidential health information only as
legally permitted under the Health Insurance Portability and Accountability Act
(HIPAA) and related federal and state laws. Employees must adhere to all legal
requirements regarding the safekeeping, use, and disclosure of such information to
ensure its privacy and security.
B. All employees with access to protected health information (PHI) are required to
complete HIPAA training upon hire and periodic refresher training as determined by
the Town to maintain compliance with legal and regulatory requirements.
DEFINITIONS
Confidential Information
Any non-public information, data, or material obtained, accessed, or generated through
Town operations that is not intended for public disclosure. This includes, but is not
limited to, portions of personnel files, financial data, procurement materials before a
contract is signed, certain public safety information, certain customer and resident
information, medical records, legal documents, and any other information protected by
local, state, or federal law.
Resolution 2025-23 Exhibit "A"
Confidentiality Policy
Human Resources Records Policy
Approved October 27, 2025 Page 3 of 3
Medical Information
Any information, data, or documentation relating to an individual’s mental or physical
condition. The term includes, but is not limited to, oral, written, or digital information
concerning an individual’s mental or physical condition; medical records; dental records;
disability records; workers' compensation records; medical leave records; genetic
information; health insurance information; and/or information concerning visits or
payments to any health care professional, hospital, emergency room, or other type of
short or long-term health care facility.
Town Representatives
For the purposes of this policy, the term refers to all individuals acting on behalf of the
Town in any capacity, including but not limited to employees, contractors, interns, and
volunteers.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Fair Credit Reporting Act (FCRA)
• Family and Medical Leave Act (FMLA)
• Freedom of Information Act (FOIA)
• Health Insurance Portability and Accountability Act (HIPAA)
• Texas Health & Safety Code – Chapter 181 (Texas Medical Privacy Act)
• Texas Labor Code – Chapter 21 (Employment Discrimination and Medical Privacy)
• Texas Public Information Act (TPIA)
• Texas Identity Theft Enforcement and Protection Act
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 103 – Confidentiality of Information Policy
Section: 104 – HIPAA – Law Enforcement Guidance
Section: 105 – Medical Information Confidentiality Policy
Resolution 2025-23 Exhibit "A"
Code of Conduct Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to establish and communicate the Town’s expectations for
ethical conduct, professional behavior, and legal compliance by all employees, officials,
and representatives. This comprehensive policy outlines the Town’s code of conduct
and ethics, reinforcing the commitment to a workplace free from harassment,
discrimination, and retaliation; promoting ethical decision-making; and upholding
professional standards that reflect the values and mission of the Town. It serves as a
directive to support a culture of accountability, transparency, and public trust in all
aspects of municipal service.
2. POLICY
The Town is committed to upholding the highest standards of ethical conduct,
professionalism, and compliance with all applicable federal, state, and local laws. All
employees, officials, and representatives of the Town are expected to carry out their
duties with integrity, fairness, and accountability, while fostering a safe, respectful, and
inclusive work environment. This policy serves as a framework for promoting ethical
behavior, protecting employee rights, and preserving public trust in the operations and
leadership of the Town.
3. CODE OF CONDUCT
A. All Town employees, officials, and representatives are expected to conduct
themselves in a professional, ethical, and respectful manner at all times. To support
a productive and trustworthy workplace, employees must:
(1) Adhere to, implement, and uphold all Town policies, procedures, and
applicable laws and regulations to ensure consistent compliance and
accountability.
(2) Demonstrate courtesy and respect toward coworkers, supervisors, vendors,
and members of the public, fostering a collaborative and professional
environment that reflects the Town’s commitment to dignity and
inclusiveness.
Policy Number TM - 504
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 2 of 17
(3) Perform assigned duties with integrity, professionalism, and a commitment to
public service, ensuring work is carried out efficiently, effectively, and in a
manner that upholds the public trust.
(4) Maintain a clean, safe, and orderly workspace, reflecting responsible
stewardship of Town resources and a commitment to preserving public trust.
(5) Cooperate fully and transparently in all Town-led investigations or inquiries,
supporting the Town’s commitment to accountability and integrity.
(6) Promptly disclose any felony conviction, regardless of whether it occurred
prior to or during employment, to ensure transparency and maintain the
integrity of the Town’s workforce.
B. Employees are expected to maintain the highest standards of professional conduct.
The following behaviors are strictly prohibited; this list is illustrative and not
exhaustive.
(1) Violating any Town policies, procedures, or applicable laws.
(2) Falsifying or knowingly providing false information on any Town record,
report, or application.
(3) Reporting to or working while impaired by alcohol, illegal drugs, or other
substances that affect job performance or safety.
(4) Engaging in insubordination, threats, intimidation, assault, harassment,
discrimination, retaliation, or disrespectful behavior toward supervisors,
coworkers, vendors, members of the public, or others in contact with the
Town.
(5) Theft, misuse, damage, or unauthorized removal of Town property or the
property of Town employees.
(6) Unauthorized access, use, or disclosure of confidential or sensitive Town
information.
(7) Participating in gambling or betting activities on Town premises or during
working hours.
(8) Neglecting duties, including failure to comply with departmental or Town
rules, procedures, or safety protocols, or failing to report loss or damage of
Town property.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 3 of 17
4. ETHICAL CONDUCT
A. All employees are held to the ethical standards outlined in Article 1.05 Code of
Ethics and Conduct in the Town’s Code of Ordinances and are expected to comply
fully with its provisions. Town employees must avoid any activities, relationships, or
transactions that compromise their impartiality, objectivity, or effectiveness in
performing their duties, or that could harm the Town’s interests or reputation.
Employees are prohibited from soliciting, accepting, or offering gifts, gratuities,
favors, entertainment, rewards, or any item of value that could influence, or appear
to influence, their professional judgment or job performance. While the Town
supports employees’ rights to participate in voting and political activities as private
citizens, employees must comply with restrictions on the use of work time, Town
resources, and their official position in connection with any political activity.
B. Avoiding Conflicts of Interest and Improper Conduct
(1) Employees must avoid any actions, whether explicitly prohibited or not, that
could create the appearance of:
a. Using their public position for personal gain.
b. Giving special treatment to any person or organization.
c. Interfering with government efficiency or financial responsibility.
d. Losing impartiality or independence in their duties.
e. Making decisions outside proper official channels.
f. Undermining public trust in the integrity of the Town government.
g. Associating their public role with any unauthorized policy, product,
service, or communication, including the use of the Town’s name, logo, or
resources without official approval.
5. CONFLICTS OF INTEREST
A. Financial Interests
(1) Texas Local Government Code, Chapter 171 restricts Town officials from
acting as sureties for businesses working with the Town or voting on matters
involving businesses or property where they or close relatives have a financial
interest.
(2) Employees must disclose any financial interest in transactions involving the
Town to their Department Director or the Town Manager before any contact.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 4 of 17
The Department Director or Town Manager will notify the Town Attorney of
any potential conflict. This applies to interests held by the employee or close
family members (spouse, children, parents, siblings, grandparents,
grandchildren, and in-laws).
(3) Even if no conflict is found, employees must not receive special favors or
concessions and must ensure all Town dealings are handled impartially and
fairly.
B. Representing Others
(1) Employees may not act as representatives or spokespeople for others before
the Town on matters related to their job duties, except when:
a. Performing official duties,
b.
c. Expressing personal opinions on Town matters or representing themselves
in matters pending before the Town; however, the employee is prohibited
from wearing work uniforms or other clothing to identify that individual as
a Town employee.
(2) Employees are also prohibited from participating in any legal action or
proceeding involving the Town except when required to do so as part of their
job duties, in compliance with a subpoena, or when otherwise required by
law.
C. Use of Position or Information
(1) Use of Official Position
Employees must not use their position, ID, or business cards for personal
gain, special privileges, or solicitations. Lending or copying official IDs
without approval is prohibited.
(2) Use of Town Name or Image
Employees may not allow their name, photo, title, or the Town’s name/logo
to be used for endorsements, ads, or solicitations without Town Manager
approval.
D. Gifts and Gratuities
(1) State Law Restrictions
a. Employees must comply with Texas Penal Code Chapter 36, which
prohibits:
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 5 of 17
i. Bribery: offering or receiving benefits to influence official actions.
ii. Coercion: forcing an employee to misuse official power.
iii. Improper private communications influencing official decisions.
iv. Witness tampering: offering or receiving benefits to influence
testimony or attendance.
v. Retaliation against employees, witnesses, or informants.
vi. Accepting certain gifts.
(2) Town Policy on Gifts and Gratuities
a. Prohibited Gifts
i. Employees shall not solicit or accept gifts or gratuities, including food
or drink, from individuals, businesses, vendors, contractors, licensees,
or customers of the Town. This prohibition shall not apply to the
occasional unsolicited non-monetary gifts of less than fifty dollars
($50.00) in value.
ii. Employees shall not accept monetary or gift card donations in any
amount (including tips). Any monetary gift or gift card received will be
delivered to the Department Director and/or the Director of Human
Resources.
iii. Employees may not seek or accept any fees, rewards, or
reimbursements related to their official duties.
iv. These rules also apply to gifts received by immediate family members
(spouse, children, parents, siblings, grandparents, grandchildren, and
in-laws).
b. Permitted Gifts
i. Gifts from friends or family based on personal relationships, unrelated
to Town business.
ii. Awards from charitable, professional, social, or civic organizations
recognizing public service or achievement.
iii. Attendance at widely attended professional or industry events
discussing matters relevant to the Town, preferably paid for by the
Town.
iv. Unsolicited promotional items of nominal value (e.g., pens, calendars)
under $50.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 6 of 17
v. Gifts intended for the benefit of the entire Town or a specific
department, which may be used collectively by staff or shared Town-
wide, with approval from the Town Manager.
c. Uncertain Cases
If unsure whether a gift is allowed, employees must submit details
(description, donor, date received, intended use) to their Department
Director or Town Manager for a decision before accepting.
d. Denied or Prohibited Gifts
i. If a gift is denied or prohibited, employees must:
• Return the gift to the donor if known; or
• Deliver the gift to the Department Director and/or the Director of
Human Resources. With approval of the Town Manager, such gifts
will be distributed as permitted by law and this policy.
E. Honoraria and Expert Testimony
(1) Honoraria
a. In accordance with Texas Penal Code § 36.07, employees may not solicit,
accept, or agree to accept honoraria (i.e., payment for speaking,
appearances, or services) from any non-Town source for services that the
employee would not have been requested to provide but for their official
position or duties with the Town.
b. This restriction applies to both on-duty and off-duty activities.
c. Reasonable travel, meals, or lodging may be accepted in connection with
a conference or similar event in which the employee renders services,
such as addressing an audience or engaging in a seminar, to the extent
that those services are more than merely perfunctory when permitted by
law, but must be pre-approved by the employee’s Department Director or
Town Manager.
d. Statutory witness fees are not considered honoraria and may be accepted
as allowed by law.
(2) Expert Testimony
Employees are prohibited from providing expert testimony in any official or
private capacity without prior approval from the Town Manager and
coordination with the Town Attorney’s Office. If testimony is authorized, any
associated fees may be accepted only with prior approval.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 7 of 17
(3) Use of Town Resources
No honorarium or expert testimony engagement may involve the use of non-
public Town information, Town staff, or Town property unless expressly
authorized in writing by the Town Manager, and only if such use is
determined to be in the public interest.
F. Political Activity
(1) Prohibited Political Activities
a. In order to maintain a high level of professionalism within the Town and
maintain the proper operation of a democratic government, an employee
of the Town shall not:
i. Coerce another employee to participate in, or to refrain from
participating in, a political campaign; or
ii. Require an employee to contribute to any political fund, render any
political service, or support any political election or punish an
employee in any way for refusing to do so.
b. Endorsements as Town Employees. Employees are prohibited from using
their official capacity to influence, interfere with, or affect the results of an
election. Town employees shall not participate in any of the following
types of activities:
i. Employees, during hours of work or while in uniform, shall not take an
active part in any political campaign for an elective position. The term
“active part” includes but is not limited to the following:
• making political speeches;
• passing out cards or other political literature;
• writing letters or signing petitions;
• actively and openly soliciting votes; or
• making public remarks about the candidates for such elective
positions.
ii. Employees shall not engage in any activity which could be construed
as giving Town sanction to any candidate for public office. This
includes, but is not limited to, the following:
• soliciting votes, wearing campaign buttons, or distributing
campaign literature at work or in a Town uniform or in the offices
or buildings of the Town;
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 8 of 17
• listing the employee’s position or occupation in an endorsement of
a candidate for public office; or
• addressing political gatherings in support of, or in opposition to, a
partisan candidate where the employee’s occupation is mentioned
or listed.
c. Candidates for Trophy Club Town Council. Any Town employee who is
elected to Trophy Club Town Council shall resign.
d. Candidates for Political Office. Employees shall not hold an appointive or
elective office in any jurisdiction, or any other office where service would
constitute a direct conflict of interest with Town employment. If an
employee decides to assume such an office, the employee shall resign
from Town employment or shall immediately forfeit employment with the
Town.
6. REPORTING CONDUCT AND ETHICS VIOLATIONS
A. The Town is committed to the highest standards of ethical, legal, and professional
conduct. Employees are encouraged to report serious concerns, such as fraud,
financial misconduct, illegal or unethical activity, violations of Town policy, or other
improper conduct that may affect the integrity of the Town. The Town prohibits
retaliation against anyone reporting such conduct.
B. Reporting Options
(1) Concerns should be reported as soon as possible to your immediate
Supervisor, Department Director, the Director of Human Resources, or Town
Manager; or
(2) Ethics Hotline
a. Employees may submit reports through the Town’s Ethics Hotline, which is
managed by an independent third party. Reporters may remain
anonymous and are encouraged to provide enough detail to allow for a
proper review.
i. English Speaking Reporting Phone Line – 844-280-0005,
ii. Spanish Speaking Reporting Phone Line – 800-216-1288, or
iii. Online at www.lighthouse-services.com/trophyclub
(3) Protection from Retaliation
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 9 of 17
Employees who report concerns in good faith are protected from retaliation,
harassment, or victimization. Retaliatory behavior is strictly prohibited and
may result in disciplinary action, up to and including termination.
(4) Confidentiality
While the Town and its reporting vendor will make every effort to protect
confidentiality, reports are subject to the Public Information Act so
confidentiality cannot be guaranteed.
(5) Anonymous Reporting
a. Anonymous reports are accepted and will be investigated as appropriate.
The Town will consider:
i. The seriousness of the concern
ii. The credibility of the report
iii. Whether the concern can be verified through other sources
(6) Malicious Reports
a. Knowingly making false or malicious reports is a violation of this policy
and may lead to disciplinary action.
7. HARASSMENT, DISCRIMINATION, AND RETALIATION
A. The Town is committed to maintaining a workplace that is respectful, inclusive, and
free from unlawful harassment, discrimination, and retaliation. All employees have
the right to work in an environment that is safe, professional, and fair.
B. The Town prohibits harassment, discrimination, and retaliation in accordance with
federal and state laws, including, but not limited to Title VII of the Civil Rights Act of
1964, the Age Discrimination in Employment Act (ADEA), the Americans with
Disabilities Act (ADA), the Genetic Information Nondiscrimination Act (GINA), and
Texas Penal Code Section 3606.
C. Unlawful harassment, discrimination, or retaliation based on race, color, religion, sex
(including pregnancy, sexual orientation, or gender identity), national origin, age (40
or older), disability, genetic information, military or veteran status, or any other
category protected by federal or Texas law is strictly prohibited.
D. Workplace Scope
This Section 7 policy applies to all Town employees, officials, contractors,
volunteers, and anyone doing business with the Town. It covers conduct in the
workplace, online, and at work-related events or locations.
E. Harassment
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 10 of 17
(1) Harassment is any unwelcome conduct, verbal, physical, or visual, that is
based on a protected characteristic and that:
a. Is severe or pervasive enough to create a hostile, intimidating, or
offensive work environment; or
b. Becomes a condition of continued employment; or
c. Examples may include offensive jokes, slurs, epithets, name-calling,
physical assaults or threats, intimidation, ridicule, mockery, insults,
offensive objects or pictures, or interference with work performance.
F. Sexual Harassment
(1) Includes unwelcome sexual advances, requests for sexual favors, or other
conduct of a sexual nature, whether by a supervisor, coworker, or non-
employee, that:
a. Is made a condition of employment; or
b. Has the purpose or effect of unreasonably interfering with an individuals’
work performance or creates a hostile, offensive, or intimidating work
environment.
G. Discrimination
Discrimination is treating someone unfavorably because of a protected
characteristic. This applies to all aspects of employment, including hiring,
compensation, promotion, job assignments, discipline, and termination.
H. Retaliation
Retaliation against an employee for reporting harassment or discrimination, or for
participating in an investigation, is strictly prohibited. Retaliatory actions may
include threats, demotion, exclusion, increased scrutiny, or other unfair treatment.
I. Expectations for All Employees
(1) Treat others with respect and professionalism at all times.
(2) Do not engage in or ignore inappropriate conduct.
(3) Speak up or report concerns of harassment, discrimination, or retaliation.
J. Supervisory Responsibility
Supervisors are expected to set a positive example and ensure their teams work in
an environment free of harassment and discrimination. They are required to treat
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 11 of 17
all reports of harassment, discrimination and/or retaliation seriously and
confidentially and refer all reports immediately to the Department of Human
Resources or Town Manager.
K. Reporting Harassment, Discrimination, or Retaliation
(1) Employees who experience, witness, or suspect any form of harassment,
discrimination, or retaliation, must report it. Reports can be made to:
a. The Immediate Supervisor
b. The Department Director
c. The Director of Human Resources
d. The Town Manager, or
e. The Ethics Hotline:
i. Phone: 844-280-0005 (English) or 800-216-1288 (Spanish)
ii. Online: www.lighthouse-services.com/trophyclub
(2) Employees may report in person, by phone, or in writing. Anonymous reports
are accepted.
(3) All discrimination, harassment, and/or retaliation complaints must be
forwarded to the Town Manager.
8. COMPLAINT RESOLUTION
A. The Town is committed to maintaining a respectful, transparent, and responsive
work environment. Employees are encouraged to report work-related concerns that
negatively affect their employment conditions, particularly those involving the
application or enforcement of Town ordinances, policies, rules, or procedures. Such
concerns will be addressed promptly, fairly, and without retaliation. This policy
promotes accountability and early resolution through open communication and
mutual respect.
B. Resolution
(1) Informal Supervisor Review
a. Employees are expected to initially attempt to resolve concerns informally
by discussing the issue directly with their immediate Supervisor. This
early conversation provides an opportunity for the Supervisor to
understand and potentially resolve the issue without formal escalation.
Supervisors are encouraged to handle such concerns with discretion,
professionalism, and respect, and to treat each employee fairly and as an
individual.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 12 of 17
b. The supervisor will forward all complaints involving discrimination,
harassment, or retaliation based on a protected characteristic directly to
the Department of Human Resources, in accordance with Section 7 of this
policy.
(2) Formal Supervisor Review
a. If the issue remains unresolved or the employee chooses to file a formal
complaint, the employee may submit a written complaint to immediate
Supervisor. The written complaint must be submitted within five calendar
days of the incident, or from the time the employee became aware of the
issue, and must include a description of the concern, the facts upon which
it is based, the specific harm suffered, and the remedy being sought. The
Supervisor must respond in writing within ten calendar days of receiving
the written complaint.
b. The supervisor will forward all complaints involving discrimination,
harassment, or retaliation based on a protected characteristic directly to
the Department of Human Resources, in accordance with Section 7 of this
policy.
(3) Department Director Review
If the employee is not satisfied with the Supervisor’s written response, or if
the Supervisor is unable to resolve the issue, the employee may request
further review by submitting the written complaint to the Department
Director. This must occur within five business days of receiving the
Supervisor’s response. The Department Director or designee will meet with
the employee to discuss the issue and will issue a written decision within ten
calendar days following the meeting. If the Department Director was the
responding Supervisor in the initial step, the complaint shall be submitted to
the Director of Human Resources for review instead.
(4) Director of Human Resources Review
If the employee remains dissatisfied following the Department Director’s
review, they may submit a written complaint to the Director of Human
Resources within five business days of receiving the Department Director’s
decision. The Director of Human Resources will review the matter and may
either propose a resolution consistent with Town policies and practices or
recommend an alternative corrective action to the Department Director.
Within ten business days of receiving the recommendation, the Department
Director will issue a written response either upholding or revising the original
decision.
(5) Town Manager Review
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 13 of 17
Should the employee remain dissatisfied after the Director of Human
Resources Review, they may submit the written complaint to the Town
Manager within five business days of receiving the Department Director’s
decision. The Town Manager, or a designated representative, will review the
matter and may choose to uphold the prior decision, offer a resolution
consistent with Town policies and practices, or implement alternative
corrective action. The decision rendered at this level is final and not subject
to further appeal.
C. General Provisions
(1) This complaint resolution process applies only to work-related matters for
which no other formal method of review, appeal, or resolution exists. It is
not intended for use in questioning the substance or merits of Town policy or
law, but rather to address perceived misapplications or inequitable
enforcement that directly impact the employee.
(2) All complaints must be submitted in good faith and within the designated
timeframes at each level of review. Complaints not brought forward within
the required deadlines will be considered void. The absence of a timely
written response from management does not validate the complaint or justify
further claims and does not preclude continued progression through the
review process.
(3) All written complaints must include a detailed account of the concern,
relevant facts, the harm alleged, and the resolution sought. Vague or
incomplete complaints may be returned for clarification before being
considered.
(4) Supervisors and Department Directors responding to complaints are
encouraged to seek guidance from the Director of Human Resources at any
point in the process to ensure consistent application of Town policies and fair
treatment of all parties.
(5) Protection from Retaliation
Employees who raise concerns in good faith are protected from retaliation
under this policy and by applicable law. Retaliation, harassment, or
intimidation against any employee for reporting a complaint or participating in
its resolution is strictly prohibited and may result in disciplinary action, up to
and including termination.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 14 of 17
9. RESPONSIBILITY OF THE TOWN MANAGER
A. The Town Manager is responsible for ensuring that all reports of alleged violations of
this policy, including claims of harassment, discrimination, retaliation, unethical
conduct, or other misconduct, are taken seriously and addressed promptly.
B. Investigation Requirement
Upon receiving a report, the Town Manager, or a designated representative such as
Director of Human Resources or a third-party investigator, must ensure a timely,
fair, and thorough investigation is conducted. The process should be guided by
professionalism, confidentiality (to the extent possible), and compliance with
applicable laws and Town policies.
C. Remedial Action
If a violation is substantiated, the Town Manager shall take prompt and appropriate
corrective or disciplinary action, up to and including termination, as warranted by
the circumstances and in accordance with Town policies and/or procedures.
Remedial steps may also include policy updates, training, coaching, or changes in
workplace practices to prevent recurrence.
D. Commitment to a Safe and Fair Workplace
The Town Manager and Department Directors are expected to foster a culture of
accountability, transparency, and responsiveness. All employees should feel
confident that their concerns will be heard and addressed without fear of retaliation.
10. VIOLATIONS
Violations of this policy may result in disciplinary measures, up to and including
termination of employment, in accordance with applicable Town policies, directives, and
procedures, and employment laws.
DEFINITIONS
Confidential Information
Any information that is not publicly available and that employees gain access to through
their work with the Town, including personnel, financial, legal, or operational data.
Conflict of Interest
A situation in which an individual’s personal interests interfere with their ability to act in
the best interests of the Town.
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 15 of 17
Discrimination
Unfavorable or unfair treatment of a person or group based on protected characteristics
such as race, color, religion, sex (including pregnancy, sexual orientation, or gender
identity), national origin, age (40 or older), disability, or genetic information.
Election
Includes all primary, general, and special elections.
Expert Testimony
Formal statements given by an individual based on their expertise in a legal or
administrative proceeding, whether on behalf of the Town or in a personal capacity.
Gift or Gratuity
Includes money, services, goods, favors, entertainment, discounts, transportation,
hospitality, or offers of employment—anything of value unless equivalent consideration
is exchanged.
Harassment
Unwelcome conduct based on protected characteristics that creates a hostile,
intimidating, or offensive work environment, or interferes with an employee’s
performance or conditions of employment.
Honorarium
A payment or thing of value given to someone for services rendered, such as speaking
or participating in an event, that are offered because of the person's official position.
Immediate Family Member
Includes spouse, children, parents, siblings, grandparents, grandchildren, and in-laws.
Improper Conduct: Behavior that violates Town policy, creates a conflict of interest,
undermines public trust, or otherwise falls short of expected ethical or professional
standards.
Misconduct
Any intentional or negligent act that violates policy, law, or the public trust, including
dishonesty, abuse of authority, or unethical behavior.
Nonpartisan Election
An election where no candidate runs under a political party label (e.g., local ballot
measures or Town Council elections).
Partisan Election
An election where candidates run representing a political party.
Personal Gain
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 16 of 17
Any benefit or advantage obtained by an employee, either directly or indirectly, is not
part of their regular compensation and results from their position with the Town.
Political Activity
Any action taken in support of or opposition to a political candidate, party, issue, or
legislation.
Political Party
Any national, state, or local political party or affiliated organization.
Retaliation
Any adverse action taken against an employee for reporting a concern in good faith or
for participating in an investigation, including threats, demotion, exclusion, increased
scrutiny, or other negative consequences.
Town Resources
Includes but is not limited to Town equipment, materials, funds, time, facilities, email
systems, telephones, vehicles, and intellectual property.
Whistleblower
An employee who reports concerns of misconduct, illegal activity, fraud, or unethical
behavior within the organization.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Article 1.05 Code of Ethics and Conduct of the Town’s Code of Ordinances
• Age Discrimination in Employment Act (ADEA)
• Americans with Disabilities Act (ADA)
• Genetic Information Nondiscrimination Act (GINA)
• Texas Commission on Human Rights Act (TCHRA)
• Texas Local Government Code, Chapter 171
• Texas Open Meetings Act
• Texas Penal Code, Chapter 36
• Texas Public Information Act
• Texas Records Retention Laws
• Texas Whistleblower Act
• Title VII of the Civil Rights Act of 1964
• Whistleblower Protection Act (Federal)
Resolution 2025-23 Exhibit "A"
Standards of Conduct Policy
Code of Conduct Policy
Approved October 27, 2025 Page 17 of 17
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 201 – Standards of Conduct
Section: 202 – Ethical Conduct
Section: 203 – Ethics Hotline
Section: 205 – Harassment, Discriminations, and Retaliation
Resolution 2025-23 Exhibit "A"
Classification Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to establish a comprehensive framework for the classification
plan, the designation of employee status, assignment changes, reclassifications, and
transfers. This policy ensures consistency, transparency, and alignment with
organizational goals, while supporting fair and equitable treatment of all employees.
2. POLICY
It is the policy of Town to maintain a consistent and equitable classification system that
defines job roles, employment statuses, and assignment structures. All positions will be
classified based on duties, responsibilities, and required qualifications. Employment
status, such as full-time, part-time, temporary, or seasonal, will be determined in
accordance with operational needs and applicable laws. Changes in assignments,
including reclassifications, transfers, and other personnel actions, will be managed
through standardized procedures to ensure fairness, transparency, and organizational
efficiency.
3. AT-WILL
The Town recognizes and maintains the principle of "at-will" employment for all
employees. All employees of the Town serve at the will and pleasure of the Town and
may be terminated from employment at any time, with or without cause or notice, for
any lawful reason. Similarly, employees may resign from their position at any time,
with or without cause or notice.
4. CLASSIFICATIONS
A. The Town Manager retains the sole authority to approve, establish, modify, or
reclassify any job classification.
B. The Director of Human Resources is responsible for the overall administration and
maintenance of the Town’s Classification Plan, which includes developing, reviewing,
and recommending job classifications based on organizational needs.
Policy Number TM - 510
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 2 of 10
C. Classifications shall be developed based on operational need. Classifications will be
reviewed by the Department of Human Resources and hiring Department prior to
initiating recruitments.
D. Structure of Classification Specifications
(1) Each Classification Specification (also referred to as Class Spec) shall be
documented including but not limited to the following components:
a. Job Title
b. Job Summary - A brief overview of the primary purpose and scope of the
duties and responsibilities.
c. Duties and Responsibilities
d. Supervision Received and Exercised
e. Minimum Qualifications - the minimum required education, experience, and
certifications, that would provide the knowledge, skills, and abilities to
perform the job
f. Knowledge, Skills, or Abilities
g. FLSA Status
h. Working Conditions/Physical Requirements
5. RECLASSIFICATIONS
A. A Department Director or an employee may request a review of a position by
submitting a Reclassification Request Form. The purpose of this review is to evaluate
whether the duties and responsibilities currently being performed by the incumbent
align with those outlined in the classification specification.
B. The Department of Human Resources will conduct a Reclassification Study. As part
of the evaluation process, the department and the employee may be required to
complete a Position Description Questionnaire (PDQ) and provide any supporting
documentation necessary to assess the position accurately.
C. A reclassification may result in the position being assigned to a higher, lower, or the
same classification, depending on the outcome of the study and the nature of the
changes in duties and responsibilities. The determination to assign a position to a
higher, lower, or the same classification shall be made by the Town Manager.
D. Employees whose positions are reclassified will receive written notice in advance of
the change from the Department of Human Resources. The notice will include details
regarding any changes to classification title and salary.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 3 of 10
6. EMPLOYMENT STATUS
A. To ensure consistency in personnel practices and alignment with operational and
budgetary needs, all employees of the Town shall be assigned an employment status
designation. These designations are used for administrative, payroll, and benefits
eligibility purposes. The following terms define the types of employment status
recognized by the Town:
(1) Regular full-time
Any employee with a regularly scheduled work week of at least 30 hours in one
position (or working an approved alternative schedule that is considered
equivalent to 30 hours per week).
(2) Regular Part-time (A)
Any non-exempt employee with a regularly scheduled work week of less than
30 hours and is expected to work at least 1,000 hours per fiscal year.
(3) Regular Part-time (B)
Any non-exempt employee with a regularly scheduled work week of less than
30 hours and is expected to work less than 1,000 hours per fiscal year.
(4) Part-time
Any non-exempt employee in a position with an irregular work schedule.
(5) Seasonal
Any non-exempt or exempt employee in a position for which the customary
annual employment is six months or less, and the work typically begins and
ends at approximately the same time each year.
(6) Temporary
An employee in a position for a specified length of time to perform work
assignments of a limited nature. Such employees have definite starting and
ending dates of employment. Length of employment rather than number of
hours worked is a distinguishing feature of such positions. Temporary
employees may be either full-time or part-time. Temporary assignments
cannot extend beyond six months, or 1,000 hours, except with the approval of
the Town Manager.
B. Fair Labor Standards Act (FLSA) Status
(1) In accordance with the federal Fair Labor Standards Act (FLSA) all positions
with the Town are designated as either exempt or non-exempt for the
purpose of determining eligibility for overtime compensation and other wage
and hour requirements.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 4 of 10
a. Exempt Employees
Exempt employees are not eligible to receive overtime pay. These
positions generally include executive, administrative, professional, and
certain computer-related roles that meet specific tests regarding job
duties and are compensated on a salary basis at not less than the
minimum salary threshold established by the FLSA. Exempt status is
determined based on the nature of the work performed, not solely on job
title or method of compensation. Exempt employees are expected to fulfill
the duties of their positions regardless of the number of hours worked and
are not subject to overtime provisions under the FLSA.
b. Non-Exempt Employees
Non-exempt employees are eligible for overtime compensation at a rate of
one and one-half times their regular rate of pay for all hours worked over
forty (40) hours in a designated workweek, as defined by the Town.
These positions are typically paid on an hourly basis and include roles that
do not meet the FLSA criteria for exemption. Non-exempt employees are
required to accurately record all hours worked and must receive prior
approval from their supervisor before working overtime.
7. POSITION MANAGEMENT
A. All Town positions are established and maintained at the discretion of the Town
Manager and are based on the operational needs of the organization. The Town
Manager reserves the authority to make position changes at any time, provided the
adjustment is supported by the Town’s budget.
B. Department Directors may request the creation of a new position or changes to an
existing position through the New or Change in Position Procedure, typically as part
of the annual budget process.
C. The Department of Human Resources, in conjunction with the applicable
Department Director, will review all requests and conduct a classification or
reclassification study, as needed, to ensure the appropriate classification is assigned.
8. PROMOTIONS
A. Employees are eligible for promotion through a competitive recruitment process
either internal or external or through a process as approved by the Town Manager.
Candidates will be assessed based on their qualifications, experience, and
performance, ensuring a fair and transparent selection process and promoting
meritocracy within the organization.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 5 of 10
B. Upon promotion, an employee will be placed within the pay range of the new
classification at either the minimum of the range or within the range that provides
the employee with a salary increase of no less than 8% without exceeding the
maximum of the range, whichever is greater, based on budgetary considerations
and internal equity.
9. DEMOTIONS
A. Regular full-time employees may be demoted as the result of failure to meet minimum
performance standards established for their position, disciplinary action, job
elimination, or any other Town business necessity. Demotions may be either
permanent or for a predetermined specific period of time and may be used in
conjunction with disciplinary action.
B. Demotions will result in a salary reduction and placement within the pay range of the
new classification. The employee will receive 30 calendar days of continued pay at
their pre-demotion salary to provide a transitional period. Following this period, as
determined by the Department Director, the employee’s salary will be adjusted to the
demoted pay range to the closest amount or equal to their pre-demotion salary,
without exceeding the pre-demotion salary amount.
10. REASSIGNMENT
A. Management Reassignment
An employee may be temporarily or permanently reassigned to a position in the same
or similar pay range with different duties and responsibilities. This action may be
taken at the discretion of the Town Manager.
B. Temporary Reassignment in Higher Classification
(1) Interim
a. A Regular Full-time employee may be temporarily assigned to an Interim
status in a higher-level position having different duties and responsibilities
when:
i. An existing position is vacant for not less than 30 days
ii. To keep the department running effectively, the duties of this position
cannot be split up and assigned to other employees who hold the same
classification.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 6 of 10
iii. The employee meets the minimum qualifications of, and is capable of
performing, the assigned duties of the higher-level position; and
b. Employees assigned to an Interim Assignment will be placed in the position
and receive a pay increase of at least 8% or the minimum of the
classification pay range whichever is more for the duration of the
assignment, and all benefits for that position.
c. All Interim Assignments must be approved by the Town Manager or Town
Council for Appointed Official positions, prior to any action being taken.
(2) Acting
a. A Regular Full-time employee may be temporarily assigned to an Acting
status in a higher-level position having different duties and responsibilities
when:
i. An incumbent is absent for at least seven calendar days
ii. To keep the department running effectively, the duties of this position
cannot be split up and assigned to other employees who hold the same
classification.
iii. The employee meets the minimum qualifications of, and is capable of
performing, the assigned duties of the higher-level position; and
b. Employees assigned to an Acting Assignment will receive a pay increase of
8% for the duration of the assignment.
c. All Acting Assignments must be approved by the supervisor of the vacant
position prior to any action being taken.
C. Voluntary Reassignment
(1) Regular Full-time employees may voluntarily seek transfers to equally or lower-
classified positions for which they are qualified. These voluntary reassignments
may include pay reduction in salary depending on the placement of the
employee in the new salary range. All Voluntary Reassignments are at the
discretion of the Town Manager.
(2) Voluntary Reassignments will result in a salary placement within the pay range
of the new classification. If the pay rate in the reassigned position will be lower
that the employee’s current pay rate, the employee will receive 30 calendar
days of continued pay at their pre-reassignment salary to provide a transitional
period. Following this period, as determined by the Department Director, the
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 7 of 10
employee’s salary will be adjusted to the reassigned pay range to the closest
amount or equal to their pre-reassignment salary, without exceeding the pre-
reassigned salary amount.
D. Special Assignment
(1) Regular Full-time employees may be assigned short-term/temporary duties or
special projects that may be outside their regular classification specification
however, the employee is not performing the full range of a higher
classification.
(2) Employees assigned to a Special Assignment will receive a pay increase of 5%
for the duration of the assignment.
(3) All Special Assignments must be approved by the supervisor of the employee
prior to any action being taken.
11. CONTRACTED STAFFING
A. Personnel from Temporary Staffing Agencies may be hired part-time or full-time by
the Town to work for the duration of specific projects, assignments, or vacant
positions. Temporary contract assignments cannot extend beyond six months, or
1,000 hours, except with the approval of the Town Manager.
(1) The Temporary Staffing Agency is responsible for hiring, training, assigning,
disciplining, and firing its contract personnel. Agency temporaries take
direction from, and are monitored by, their assigned Town Immediate
Supervisor; however, the agency Immediate Supervisor is primarily responsible
for monitoring the performance of the temporary contract personnel and taking
any necessary disciplinary or corrective action.
(2) Temporary Staffing Agency personnel must meet the same pre-employment
requirements that Town employees must meet. The Temporary Staffing
Agency is responsible for ensuring that any temporary employee assigned to
work at the Town meets the established pre-employment drug testing and
background check requirements prior to placement.
B. Departments in need of Temporary Staffing Agency personnel must follow the
requisition procedure specified below:
(1) Requests for Temporary Staffing Agency services must be placed through the
Department of Human Resources using the Temporary Staffing Agency
Request Form.
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 8 of 10
(2) Once the Temporary Staffing Agency Request Form has been approved, the
hiring Department may procure the requested services in accordance with the
Town’s Purchasing Policy and state laws.
(3) Any selected Temporary Agency will certify that they are properly licensed by
the state and will meet their payroll tax and other legal obligations with respect
to the temporary workers.
12. ASSESSMENT REVIEW PERIOD
A. Regular Full-time employees at time of hire, or who are promoted, transferred,
reclassified, or demoted will be placed in an assessment review period of six calendar
months, during which time their performance and conduct will be reviewed.
The six-month assessment review period:
(1) May be extended an additional six months, or as otherwise determined by the
Department Director or, for Police and Fire personnel, as provided in the
Department directives.
(2) This period may be extended for extenuating circumstances, and must be
documented in writing, which indicates that additional time is necessary to
effectively evaluate the employee, when requested by the Department Director
and approved by the Town Manager.
B. A Regular Full-time employee who fails to satisfactorily complete the assessment
review period may be dismissed unless, subject to position availability, employee
qualifications, and the receiving Department Directors discretion, the employee can
be returned to his or her former position or reassigned to a position classified equal
to or below that held before the status change. Returning to a former position or
reassignment to another position shall not be construed as being an employment right
for the employee who fails to satisfactorily complete the assessment review period.
C. Return to the former position and/or reassignment to an equivalent position are final
non-appealable actions.
DEFINITIONS
Classification Specification
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 9 of 10
A document that defines a job title and includes essential information such as job
summary, duties, supervision, qualifications, FLSA status, and working conditions. Also
referred to as Classification or Class Spec.
Demotion
The reassignment of an employee to a lower classification or pay range, usually due to
performance issues, disciplinary action, or organizational restructuring.
Employment Status
A designation assigned to employees (e.g., regular full-time, part-time, temporary,
seasonal) that determines work schedule, benefits eligibility, and other administrative
factors.
FLSA Status
A classification that identifies whether a position is exempt or non-exempt from overtime
provisions under the Fair Labor Standards Act.
Position Management
The process of creating, changing, or eliminating positions based on operational needs
and budget considerations, under the authority of the Town Manager.
Promotion
The advancement of an employee to a higher-level classification.
Reassignment
The movement of an employee to a different position, which may or may not be within
the same classification or pay range, initiated by management or requested by the
employee.
Reclassification
A change in the classification of a position due to significant and sustained changes in
duties and responsibilities.
PROCEDURES AND FORMS
• New or Change in Position Procedure
• Position Description Questionnaire (PDQ)
• Reclassification Request Form
• Temporary Staffing Agency Request Form
Resolution 2025-23 Exhibit "A"
Classification Policy
Classification Policy
Approved October 27, 2025 Page 10 of 10
REGULATORY REFERENCES
• Fair Labor Standards Act (FLSA)
• Texas Local Government Code § 141.033
• Texas Payday Law
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 303 – Categories and Classifications of Town Employees
Section: 304 – Change in Employee Status
Resolution 2025-23 Exhibit "A"
Recruitment Policy
1. STATEMENT OF PURPOSE
The purpose of this Recruitment and Hiring Policy is to establish a clear, consistent, and
equitable framework for attracting, selecting, and appointing qualified individuals to
serve the Town of Trophy Club. This policy is designed to ensure a merit-based
recruitment process that promotes fairness, transparency, and compliance with all
applicable federal, state, and local laws, including equal employment opportunity and
nondiscrimination statutes.
2. POLICY
The Town of Trophy Club is committed to conducting recruitment and hiring practices
that are fair, transparent, and based solely on merit. Recruitment and selection
processes will be designed to attract a diverse pool of qualified candidates who
demonstrate the skills, experience, and abilities necessary to fulfill the responsibilities of
each position. The Town will provide equal opportunity to all applicants without regard
to race, color, religion, sex, national origin, age, disability, genetic information, or any
other protected status.
3. REQUEST TO HIRE
A. Departments needing to fill a vacant or newly authorized position will submit a
requisition through the Town’s Applicant Tracking System.
B. The Department Director is responsible for ensuring the position is budgeted
through the annual budget process or approved by the Town Manager.
C. All requisitions require approval within the system by the Department Director,
Director of Human Resources, and Town Manager.
Policy Number TM-511
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 2 of 11
D. Once the requisition is approved, the Department of Human Resources and the
Hiring Manager will collaborate to plan the recruitment.
4. RECRUITMENT ANNOUNCEMENTS
A. All Town recruitments will be posted on the Town-selected Applicant Tracking
System and the Town’s official website.
B. External advertising and marketing efforts, including social media, professional
associations, job boards, and other platforms, will be utilized as deemed appropriate
to attract the most qualified candidates.
C. Recruitment postings will remain open for a minimum of two weeks unless otherwise
approved by the Director of Human Resources.
D. All job postings will include, but are not limited to, the full classification specification,
an Equal Employment Opportunity (EEO) statement, opening and closing dates, and
the classification pay range.
E. The Town Manager, at their sole discretion, may elect not to post a recruitment and
may proceed with a direct hire.
5. APPLICATION PROCESS
A. The Town utilizes an online Applicant Tracking System to manage all recruitment
and hiring activities efficiently and transparently.
B. All individuals interested in applying for vacant positions within the Town, including
current employees seeking promotional opportunities or transfers to other
departments, must submit their applications exclusively through the designated
online platform.
C. Paper applications or submissions through any other means will not be accepted.
The Town is committed to providing reasonable accommodations to applicants with
disabilities in accordance with applicable federal, state, and local laws. Applicants
requiring assistance or accommodations during the application process are
encouraged to promptly contact the Department of Human Resources to make
appropriate arrangements.
D. Applicants are responsible for providing complete and accurate information in their
applications, including any required supporting documents.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 3 of 11
E. The Town is committed to maintaining the confidentiality of all application materials,
to the extent permitted by law and ensuring equal access to the application process
for all candidates.
F. Falsified/Omitted Material Fact(s)
(1) Omission or falsification of any material fact on an application may disqualify
an applicant from consideration for employment, transfer, or promotion for at
least six months from the date of the application.
(2) The Town may extend the ineligibility period for non-employee applicants
and/or take disciplinary action up to and including termination against
employee applicants for such omission or falsification.
6. TESTING AND SELECTION
A. All applications received through the designated Applicant Tracking System will be
initially screened by the Department of Human Resources to verify minimum
qualifications, completeness, and compliance with job posting requirements.
Applications that do not meet the minimum qualifications or are incomplete may be
disqualified from further consideration.
B. All internal applicants, regardless of their qualifications, completeness of application,
or compliance with job posting requirements, will be referred to the hiring
department, unless otherwise required by law. Department directors are not
required to interview or otherwise advance internal applicants through the
recruitment process, and internal applicants are in no way guaranteed
advancement.
C. Qualified candidates will be referred to the Hiring Department for further evaluation.
The Hiring Department will determine the candidates who will move forward in the
process.
D. Interview/Testing Process
(1) The selection process may include one or more structured interviews.
Interview panels will use consistent, job-related criteria to assess candidates’
qualifications, experience, and alignment with Town values and position
requirements.
(2) Examinations and Job-Related Testing
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 4 of 11
a. Testing may be conducted as part of the recruitment and selection
process, when appropriate for the classification. Tests may include, but
are not limited to:
i. General Knowledge or Skills Testing – for roles requiring specific
technical knowledge, analytical ability, or proficiency in job-related
areas (e.g., typing, software proficiency, or basic math).
ii. Written or Practical Examinations – may be used to assess
understanding of job duties, policies, and procedures.
iii. Public Safety Classifications – candidates applying for Police, Fire, or
other public safety positions may be required to undergo a:
• Physical Agility Test (PAT) – to evaluate job-related physical fitness
and ability to perform essential functions.
(3) The Hiring Department may conduct reference checks as part of the selection
process to verify the candidate’s qualifications, experience, and suitability for
the position.
E. The Department of Human Resources will review and advise all interview questions,
criteria, testing materials, and processes.
F. Public Safety Background
As part of the interview and selection process, employees applying for positions
within a Public Safety Department may be required to undergo a background check
in accordance with the applicable Department policies. This process is intended to
ensure that candidates meet the standards of integrity, reliability, and suitability
required for positions involving public safety responsibilities. All background checks
will be conducted in compliance with applicable federal, state, and local laws.
G. Candidate Evaluation and Selection
(1) Final candidate evaluations will consider all components of the selection
process, including qualifications, interview performance, test results,
references, and other job-related factors. The Hiring Manager will select the
most qualified candidate based on the totality of their application and
assessment performance.
(2) Selected candidates will be provided a conditional written offer of
employment, which offer shall be prepared by the Department of Human
Resources.
H. Equal Opportunity in Selection
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 5 of 11
The Town is committed to conducting all selection activities in a non-discriminatory
manner. All candidates will be provided equal opportunity regardless of race, color,
religion, sex, national origin, age, disability, genetic information, or any other
protected status under applicable law.
I. Documentation and Retention
All selection materials, interview notes, and testing records will be maintained with
the Department of Human Resources in accordance with the Town’s records
retention policies and applicable legal requirements.
7. HIRING RESTRICTIONS
A. Age Requirements
(1) Typically, the minimum age for Town employment is eighteen years old at
time of hire.
(2) The following exceptions apply:
a. Sworn Police Personnel are required to be at least 21 years of age at time
of hire.
b. Recreation Seasonal employees must be at least 16 years old . However,
lifeguards may be 15 years old
B. Nepotism Prohibited
(1) The Town complies with Texas anti-nepotism laws, which prohibit public
officials from hiring, appointing, or voting to appoint a relative to a paid
position. Additionally, the Town’s internal policy extends these restrictions to
employees to avoid conflicts of interest and ensure fair hiring practices. No
employee or official may use their position to influence the employment or
supervision of a relative.
(2) The Town does not permit:
a. The hiring or appointment of a relative of the Mayor or a Council Member
of the Town of Trophy Club.
b. Employees or officials to supervise or be supervised by a relative.
c. Employment of relatives in the same department without approval from
the Town Manager.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 6 of 11
(3) Employee Responsibility
a. Employees must promptly disclose if:
i. A relative applies for a Town position.
ii. A relative is already employed by the Town.
iii. A family relationship is established after hire (e.g., through marriage).
b. Disclosures must be made to the Department of Human Resources within
three working days or as soon as the matter is known. Failure to disclose
may result in disciplinary action, up to and including termination.
(4) Conflicts of Interest
No person may be hired or remain employed in a position that creates an
actual or perceived conflict of interest due to a family relationship. The Town
Manager will determine if an exception is warranted or if reassignment or
other action is necessary.
(5) Seasonal Exceptions
a. Relatives may work in seasonal, part-time, or temporary staff-level
positions (e.g., summer programs, crossing guards), as long as:
i. They do not supervise or report to each other.
ii. They are not relatives of the Mayor and Council, Town Manager, or the
Director of that Department.
8. RE-EMPLOYMENT
A. To be considered for re-employment, former employees must have demonstrated
acceptable prior service with the Town and must meet the current minimum
qualifications for the position for which they are applying.
B. Re-hired employees are subject to the conditions of employment and benefits of a
newly hired employee, except where specifically stated otherwise.
C. Employees who separate employment with the Town and return to work as a
regular employee within 90 days from their separation date will have their service
time adjusted to include their prior service.
D. Employees who have adjusted service time will be granted the same benefits as
employees with no break in service.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 7 of 11
9. Pre-employment Requirements
A. The Town requires all candidates to successfully complete and pass all elements of
the pre-employment process after receiving a conditional offer of employment and
prior to being eligible for hire.
B. The Department of Human Resources shall be responsible for managing the Pre-
employment process.
C. The following is required of all candidates:
(1) Drug Test
a. All candidates are required to consent to and successfully pass a drug test
administered by the Town’s designated provider, as a condition of
employment and in accordance with the Town’s Alcohol and Drug-Free
Workplace Policy.
b. A confirmed positive test result, two inconclusive results, or a double
dilute result for any substance, without a valid prescription or otherwise
justified by a medical professional, will disqualify the candidate from
employment. Candidates who are disqualified on this basis may reapply
after 12 months.
(2) Background Check
a. All candidates are required to consent to and successfully pass a
background check conducted by the Town’s designated screening
provider.
b. All background checks will include:
i. Social Security Number verification
ii. Address history
iii. County criminal history
iv. National criminal history
v. Federal criminal history
vi. Sex offender registry
vii. Motor vehicle records
viii. Employment verification
ix. Education verification
c. Positions designated as Executive, Police, Fire, and Sensitive shall also be
subject to a credit report check.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 8 of 11
i. Sensitive positions include all roles within the Office of the Town
Manager, Town Secretary, Town Attorney, Department of Finance, and
Department of Human Resources, or any other position designated by
the Town Manager.
d. Recreation Seasonal positions will not include employment or education
verification checks unless specifically requested by the Department
Director.
e. A candidate may be disqualified based on the results of the background
check for reasons including, but not limited to:
i. Falsified or inconsistent employment or education history
ii. Criminal convictions
iii. Inclusion on the Sex Offender Registry — automatic disqualification
applies for some positions
D. Additional Exams and Evaluations
(1) Physical/Medical Exams
Physical exams conducted by the Town’s designated provider are required for
all sworn Police and Fire personnel, Streets and Parks staff, and any other
position designated by the Town Manager.
(2) Psychological Evaluations
Psychological evaluations, performed by the Town’s designated provider, are
required for all Regular Full-time sworn Police and Fire personnel.
(3) Polygraph Examination
Polygraph examinations, administered by the Town’s designated provider, are
required for all sworn Police personnel.
E. Documentation and Retention
All pre-employment documentation will be maintained with the Department of
Human Resources in accordance with the Town’s records retention policies and
applicable legal requirements.
DEFINITIONS
Affinity
A relationship by marriage.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 9 of 11
Applicant Tracking System (ATS)
The Town-approved online platform used to manage job postings, applications,
applicant evaluations, and the hiring process.
Candidate
An individual who has applied for employment with the Town and is actively being
considered for a position.
Classification Specification
An official document that outlines the essential duties, responsibilities, qualifications,
and pay range associated with a specific position.
Consanguinity
A relationship by blood.
Designated Provider
A vendor or agency approved by the Town to administer drug testing, background
checks, medical exams, psychological evaluations, and other pre-employment
screenings.
Double Dilute
A drug test result that indicates the sample is excessively diluted on two separate
occasions, which may suggest tampering or intentional avoidance of detection.
Drug Test
A laboratory analysis of a candidate’s biological sample, typically urine, to detect the
presence of illegal drugs or controlled substances, administered as a condition of
employment.
Equal Employment Opportunity (EEO)
The principle of providing fair treatment to all individuals in employment matters,
regardless of race, color, religion, sex, national origin, age, disability, genetic
information, or any other protected class under applicable law.
Falsified/Omitted Material Fact(s)
Intentional exclusion or misrepresentation of critical information in an employment
application or during the hiring process.
Hiring Manager
The Department representative or supervisor responsible for leading the hiring process
for a vacant position within their department.
Inconclusive Test Result
A drug test result that cannot be definitively interpreted as either positive or negative
due to insufficient or invalid sample quality.
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 10 of 11
Merit and Merit-Based Selection
A recruitment principle where hiring decisions are based on qualifications, skills,
experience, and job-related competencies rather than personal relationships or other
non-merit factors.
Physical Agility Test (PAT)
A job-related test designed to assess the physical capability of candidates applying for
public safety positions, including Police and Fire.
Polygraph Examination
A lie detection test administered to evaluate the truthfulness of a candidate’s responses,
required for certain public safety positions.
Position
A budgeted full-time equivalent (FTE) role within the Town’s organizational structure,
authorized through the annual budget process.
Psychological Evaluation
An assessment conducted by a licensed professional, typically required for public safety
roles, to determine a candidate's mental fitness for duty.
Relative
A person related to an employee or public official by blood (consanguinity) or marriage
(affinity) within the third degree, including but not limited to spouse, parents, children,
siblings, grandparents, grandchildren, aunts, uncles, nieces, nephews, in-laws, step-
relations, and adopted children.
Service Time
The length of continuous employment with the Town, which may affect eligibility for
benefits or leave accruals. Adjusted service time includes prior employment that
qualifies under re-employment provisions.
Sworn Police Personnel
Law enforcement officers who have taken an oath to uphold the law and meet all
certification and licensing standards required by the State of Texas.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Age Discrimination in Employment Act (ADEA) of 1967 (29 U.S.C. § 621 et seq.)
Resolution 2025-23 Exhibit "A"
Recruitment Policy
Recruitment Policy
Approved October 27, 2025 Page 11 of 11
• Americans with Disabilities Act (ADA) of 1990 (42 U.S.C. § 12101 et seq.)
• Fair Credit Reporting Act (FCRA) (15 U.S.C. § 1681 et seq.)
• Genetic Information Nondiscrimination Act (GINA) of 2008 (42 U.S.C. § 2000ff)
• Immigration Reform and Control Act (IRCA) of 1986
• Occupational Safety and Health Act (OSHA)
• Texas Government Code, Chapter 573 – Nepotism
• Texas Labor Code, Chapter 21 – Texas Commission on Human Rights Act (TCHRA)
• Title VII of the Civil Rights Act of 1964 (42 U.S.C. § 2000e)
• Uniform Guidelines on Employee Selection Procedures (29 C.F.R. Part 1607)
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 301 – Hiring and Selection
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
1. STATEMENT OF PURPOSE
To establish consistent standards regarding employee work schedules, attendance,
alternative work arrangements, outside employment, and workplace expectations,
ensuring operational efficiency, compliance with legal requirements, and equitable
treatment of all employees.
2. POLICY
This policy outlines the Town's expectations and requirements related to employee work
schedules, timekeeping, attendance, telework, inclement weather protocols, on-
call/stand-by status, outside employment, and the appropriate use of Town property.
All employees are expected to adhere to their assigned schedules, follow attendance
protocols, and obtain necessary approvals for telework and outside employment. The
Town retains the right to adjust work conditions and schedules to meet operational
demands and public service responsibilities.
3. AT-WILL
The Town recognizes and maintains the principle of "at-will" employment for all
employees. All employees of the Town serve at the will and pleasure of the Town and
may be terminated from employment at any time, with or without cause or notice, for
any lawful reason. Similarly, employees may resign from their position at any time, with
or without cause or notice.
4. WORK SCHEDULES AND HOURS OF EMPLOYMENT
A. The Town retains the authority to establish and modify work schedules and hours of
employment for all positions as necessary to meet operational needs and effectively
carry out its mission. Work schedules may vary by department, position, or
Policy Number TM - 512
Implementation Date 10/27/2025
Last Revised Date
Policy Contact Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 2 of 16
assignment, and may be adjusted at the Town’s discretion to ensure adequate
staffing and service delivery.
B. FLSA Work Periods
(1) Standard Work Period
For the purposes of compliance with the Fair Labor Standards Act (FLSA), the
official Work Period for all employees, excluding those covered under Section
207(k), begins at 12:00 a.m. on Sunday and ends at 11:59 p.m. on Saturday.
(2) Police Employees - Section 207(k)
a. In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA),
also referred to as 7k Schedule, the Town has established a 14-day work
period for eligible law enforcement personnel.
b. The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends
at 11:59 p.m. on the second Saturday following the start date.
c. Only employees who meet the FLSA definitions for law enforcement
activities are covered under the Section 207(k) exemption. This includes
the following classifications: Police Officer, Police Sergeant, Police
Detective. Non-sworn or administrative roles are not eligible for the
207(k) exemption.
(3) Fire Employees - Section 207(k)
a. In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA),
also referred to as 7k Schedule, the Town has established a 14-day work
period for eligible fire protection personnel.
b. The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends
at 11:59 p.m. on the second Saturday following the start date.
c. Only employees who meet the FLSA definitions for fire protection activities
are covered under the Section 207(k) exemption. This includes the
following classifications: Firefighter, Driver Engineer, and Fire Captain.
Part-time firefighters working sporadic, irregular schedules and other
civilian or administrative roles are not eligible for the 207(k) exemption.
C. Work Schedules
(1) Work schedules are established based on the operational needs of each
department and the Town’s commitment to providing effective and consistent
public service during designated business hours. Employees are expected to
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 3 of 16
work the schedule assigned to them and may be required to adjust their
hours to meet service demands or staffing requirements.
(2) General Office Schedule
For most administrative and office-based positions, the standard work
schedule is Monday through Friday, 8:00 a.m. to 5:00 p.m., with a one-hour
unpaid lunch break. This schedule reflects the Town’s general business hours
and ensures availability to the public and internal departments.
(3) Alternate Work Schedules
a. Some departments may operate outside of the standard business hours
due to the nature of their services. This may include evening, weekend,
holiday, or rotating shifts.
b. Alternate work schedules that differ from the Town’s general office
schedule must be approved by the Department Director and reviewed by
the Department of Human Resources to ensure compliance with all
applicable labor laws and regulations. The employee requesting an
Alternate Work Schedule must complete and submit the Alternate Work
Schedule Form for review and approval prior to implementing any ongoing
or recurring alternate schedules.
c. For employees covered under the FLSA Standard Work Period, alternate
work schedules must be structured so that total regular hours do not
exceed 40 hours within the Standard Work Period.
d. Schedule Modifications and Town Discretion
i. The Town reserves the right to modify, suspend, or revoke an
employee’s alternate work schedule at any time. Alternate schedules
are not guaranteed and may be adjusted or discontinued at the Town’s
discretion.
ii. Daily and weekly work hours may be changed as needed to respond to
staffing demands, emergencies, or other business requirements.
Employees may be required to adjust their schedules temporarily to
work additional hours, attend training, or meet other Town-directed
obligations. Advance notice will be provided when possible.
(4) Shift Structure for Police Patrol and Fire Suppression
a. The Town will establish shift structures for Police Patrol and Fire
Suppression operations to ensure continuous 24/7 coverage and to meet
minimum staffing requirements.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 4 of 16
b. The Police Chief and Fire Chief have the authority to select and implement
the shift scheduling model, with approval from the Town Manager.
Decisions will be based on operational needs, with consideration given to
employee input, and will aim to minimize overtime where feasible.
c. All proposed changes to shift structures must be reviewed by the
Department of Human Resources and Department of Finance prior to
implementation to ensure legal, budgetary, and policy compliance, and
system change requirements and implementation.
d. Except in emergency situations, the Chief shall provide affected
employees with at least 30 days’ written notice prior to implementing any
permanent changes to the shift scheduling model.
(5) Exempt Employees
a. Exempt employees are expected to work the hours necessary to fulfill
their job responsibilities and meet operational needs. While not subject to
a fixed schedule, exempt employees are generally expected to be present
in the office or otherwise readily available during the Town’s core business
hours, which is typically the general office schedule.
b. Due to the nature of their roles, exempt employees may be required to
work beyond core hours, including evenings, weekends, and holidays, and
are expected to be accessible outside of normal business hours when
necessary.
(6) Additional Work Beyond Regular Schedule
a. Due to operational needs, all employees may be required to work outside
of their regular work schedule, including evenings, weekends, holidays, or
beyond their standard hours. Such scheduling adjustments may occur
with or without advance notice, depending on the urgency of the need.
b. The Town will make reasonable efforts to assign additional work on a
rotating or equitable basis, whenever possible, to ensure fairness among
staff and to minimize disruptions to individual schedules.
c. Employees are expected to remain flexible and responsive to these needs
as part of their commitment to public service.
(7) Unauthorized Work Outside Regular Schedule
a. Employees are not permitted to work outside of their assigned work
schedule without advance approval from their direct supervisor. This
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 5 of 16
includes arriving early, staying late, working through lunch breaks, or
performing job-related duties outside of scheduled hours.
b. Unauthorized work time is a violation of Town policy and may result in
corrective action, but will be compensated in accordance with the Fair
Labor Standards Act (FLSA). Employees are expected to follow their
approved schedules and seek supervisor authorization for any changes in
advance.
D. Meal & Break Period
(1) The Town provides unpaid meal periods for employees. Non-exempt
employees scheduled to work more than six consecutive hours in a workday
are required to take a meal period of no less than 30 minutes.
(2) Non-exempt employees may take up to one hour for lunch, subject to
supervisory approval and operational needs. Meal periods must be taken
away from the employee’s work duties, and employees must be fully relieved
of all job responsibilities during this time for the lunch break to qualify as
unpaid.
(3) In general, non-exempt employees are provided with two paid 15-minute rest
breaks during their shift, one during the first half of the workday and one
during the second half. Non-exempt employees working less than six hours a
day are permitted a minimum of one paid 15-minute break, typically taken
near the midpoint of their shift. The scheduling of rest breaks is subject to
the discretion of the employee’s supervisor.
(4) Paid rest breaks may not be combined, used to extend the lunch period, or
used to leave work early. Breaks should be taken at appropriate times based
on operational needs and in coordination with the employee’s supervisor.
(5) Fire Suppression and Police Patrol personnel who are assigned to continuous
shift coverage (e.g., 48/96 or Panama schedule) will be provided a working
lunch. These employees remain on duty during their meal periods and are
expected to respond to calls and emergencies as necessary. Because these
personnel are not fully relieved of duties, their meal periods are considered
compensable work time under the FLSA.
(6) Supervisors are responsible for ensuring employees take their required meal
and rest periods in accordance with this policy. Repeated failure to follow
break and lunch policy may result in corrective action.
5. ATTENDANCE AND REPORTING ABSENCES
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 6 of 16
A. Attendance Expectations
Employees are expected to be at their workstations on time each scheduled
workday, based on the hours set by their department.
B. Notifying of Absences or Tardiness
Generally, employees must notify their supervisor at least one hour before their shift
begins, or as soon as reasonably known, if they will be late or absent. However, if a
department policy exists, requiring more or less notice, requiring notice to a specific
individual, and/or requiring notice by a specific means employees must follow it.
C. Scheduled Appointments
Employees should schedule medical or personal appointments to minimize disruption
to work. Employees will provide at least 24 hours’ notice, or as soon as reasonably
known, to their supervisor per the department or division process.
D. Illness or Emergencies During Work
(1) If an employee becomes ill or needs to leave work during the day, they must
first request permission from their immediate supervisor. If the supervisor is
unavailable, they should contact the Department Director.
(2) In an emergency, employees should seek care immediately. Employees
should notify their supervisor as soon as reasonably possible.
E. Tardiness and Excessive Absenteeism
Employees are expected to arrive on time. Excessive absences or tardiness, such as
routinely using all accrued sick leave, calling in frequently on specific days, or
repeated short absences, may lead to disciplinary action up to and including
termination.
6. DISASTER RESPONSE
All Town employees are designated as Disaster Service Workers (DSWs) and are required
to respond to an emergency, disaster, or significant disruption to normal operations as
Directed by Town Management. DSW duties may include continuing essential services,
assisting in public safety efforts, or supporting recovery and continuity operations,
regardless of the employee's regular job responsibilities.
7. STAND-BY AND ON-CALL STATUS
A. Departments may designate non-exempt employees to be Stand-By or On-Call to
cover after-hours and emergency service needs. Employees assigned to Stand-By or
On-Call status must be available to respond promptly to work-related calls or
assignments.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 7 of 16
(1) Stand-By
a. During Stand-By periods, employees must remain on or near Town
premises or under conditions that limit their ability to use the time for
personal activities.
b. All such time spent in readiness will be paid at a rate set by the Town
Manager.
c. Stand-By assignments must be approved by the Town Manager.
(2) On-Call
a. During On-Call periods, employees are free to engage in personal
activities but must be reachable and able to respond to callbacks (via
phone, pager, or radio) within the timeframe set by the Department
Director.
b. This time is not considered hours worked and is not compensable.
However, if the employee is called back to work, they will be compensated
for all the time worked during the callback for a minimum of two hours. All
callback hours will be paid at the regular rate of pay or FLSA Overtime Rate
if applicable. Travel from the employee’s home to their assigned Town
facility is not compensable time.
c. An employee is officially designated as On-Call only when notified by their
immediate supervisor or Department Director.
8. MANDATORY OVERTIME
The Department Director or Town Manager may require employees to work overtime
when necessary to maintain Town operations. While advance notice will be provided
when possible, employees are expected to fulfill this obligation as part of their duties as
public servants. Refusal to work mandated overtime without a valid reason may be
subject to disciplinary action.
9. INCLEMENT WEATHER
A. Operations During Inclement Weather
Town offices and activities will remain open during regular hours unless the Town
Manager officially closes offices due to inclement weather. Predetermined crews and
emergency services may be exempt from closures. If no official closure is declared,
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 8 of 16
employees are expected to make every effort to report to work despite hazardous
conditions or may request leave according to Town policies.
B. Authority and Notification
The Town Manager has sole authority to declare delayed openings or closures related
to inclement weather. Such decisions are normally made by 6:00 a.m., or as soon as
is reasonably possible, on the day of the event. Employees will be notified through
their immediate Supervisor or Department Director.
C. Employee Responsibility
If the Town is not officially closed and an employee cannot report to work due to
weather, they must notify their immediate Supervisor. Failure to do so may result in
disciplinary action, up to and including termination.
D. Compensation During Inclement Weather
(1) Official Closing
a. Except as provided in subsection (D)(4) below:
b. Employees scheduled to work during an official closure will be paid their
regular shift.
c. Employees who can work remotely are expected to do so based on
instruction from their Department Director.
(2) No Official Closing
a. Except as provided in subsection (D)(4) below:
b. Non-Exempt Employees
May use accrued vacation or personal leave for missed hours or be granted
unpaid leave if no paid leave is available. Department Directors may allow
make-up hours at their discretion.
c. Exempt Employees
Must use accrued leave for full-day absences only. Partial-day absences
will not affect salary or leave accruals.
d. Part-Time and Seasonal Employees
Paid only for hours actually worked.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 9 of 16
(3) Early Closing
Except as provided in subsection (D)(4) below, if offices close early due to the
weather, employees who have reported to work will be paid for their entire
scheduled shift.
(4) Emergency Services
Employees designated as essential or emergency personnel must report as
required by departmental rules during official closures.
10. TELEWORK
A. Telework (also called remote work or telecommuting) is a voluntary program and
allows eligible employees to work from home or another approved location part of
the work week. It is a management-approved privilege, not an entitlement, and
does not change the employee's duties, responsibilities, or terms of employment.
B. Employees must complete and submit the Telework Request Form and receive
approval prior to Teleworking.
C. Eligibility
(1) Telework is approved based on operational needs, the nature of work, and
may not be suitable for all positions or employees.
(2) To be considered, an employee must:
a. Have completed at least three (3) months of regular employment;
b. Have a satisfactory performance record;
c. Be in a role that supports remote work.
D. Scheduling and Availability
(1) Typically, employees may request to telework one day per week. Temporary
telework authorization may be authorized by the Department Director for
periods of less than two weeks.
(2) Department Directors must ensure that sufficient staffing is physically present
at the normally assigned Town facility to respond to customer and
organizational needs.
(3) All teleworking schedules must be approved by the Department Director,
Director of Human Resources, and Town Manager.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 10 of 16
(4) Teleworking employees must be available during core business hours and
must follow regular attendance and communication expectations.
E. Equipment and Workspace
(1) Employees are permitted to use their Town-issued laptop while teleworking.
All other equipment needed to perform their duties remotely, such as
monitors, desks, printers, chairs, or other office furnishings, is the
responsibility of the employee to provide and maintain.
(2) The Town does not assume responsibility for the maintenance, repair, or
replacement of personally owned equipment used for teleworking, unless
otherwise approved in writing. Any use of personal equipment must comply
with Town security and IT policies.
F. Security and Confidentiality
(1) Employees must protect Town data and follow all Town policies. This
includes but is not limited to:
a. Using secure passwords
b. Locking devices when unattended
c. Keeping files and data confidential and in a locked and secured place
G. Safety and Liability
(1) Employees must maintain a safe and dedicated workspace at home.
(2) The Town is not liable for home modifications or injuries to non-employees in
the telework space.
H. Work Hours and Timekeeping
(1) Non-exempt employees must accurately record all work hours using the
Town’s timekeeping system.
(2) All overtime must be pre-approved by a supervisor.
(3) Failure to follow timekeeping procedures may result in termination of the
telework agreement, disciplinary action, or termination of employment.
I. Temporary Telework
Temporary or short-term telework may be approved for inclement weather, special
projects, travel, or personal needs. These will be evaluated on a case-by-case basis.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 11 of 16
J. Termination of Telework Arrangements
(1) Telework arrangements may be ended at any time by either the employee or
the Town, with or without cause.
(2) All terminations of telework arrangements must be reported to the
Department of Human Resources. Prior to ending an employee’s telework
status, the Department Director must coordinate with Department of Human
Resources to ensure proper review, documentation, and notice are provided.
(3) Except in emergency situations, the Town will provide the employee with at
least 14 calendar days’ notice before terminating a telework arrangement.
11. OUTSIDE EMPLOYMENT
A. The Town recognizes that employees may seek outside employment during their off
hours to earn additional income or gain experience. However, employment with the
Town must remain the employee’s primary employment commitment. Town
employees are public servants and must be readily available to meet the operational
needs of the Town.
B. Primary Responsibility
Town employment takes precedence over any outside employment. Outside jobs
may not interfere with the employee’s ability to perform their Town duties, including
availability for overtime, Stand-By or On-Call, or required travel.
C. Performance Impact
Outside employment is not an acceptable excuse for poor job performance,
absenteeism, tardiness, or inability to work as required.
D. Health and Productivity
Extended work hours from secondary employment may not negatively affect
employee well-being, endurance, and productivity.
E. Conflicts of Interest
Employees must avoid any outside employment that creates, or appears to create, a
conflict of interest with their Town duties. This includes work with entities that do
business with or are regulated by the Town.
F. General Permission & Prohibition
(1) Subject to written approval of the Department Director, a full-time Town
employee is permitted to engage in any business, trade, occupation, or
profession that does not:
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 12 of 16
a. Bring the Town into disrepute,
b. Reflect discredit upon the employee as a Town employee,
c. Interfere with the performance of the employee's Town duties,
d. Interfere with the employee’s ability to fill scheduled work hours including
necessary overtime, stand-by, or on-call duties.
e. Present a conflict of interest,
f. Result in misuse of Town property or funds,
g. Result in use of the Town position for personal gain; or
h. Violate Town Policy.
(2) Prohibitions
a. Department Directors are prohibited from engaging in any form of outside
employment except as may be specifically approved in writing by the Town
Manager.
b. Inability to Work for the Town
i. If an employee is on leave for his or her own personal illness or injury,
the employee may not engage in other employment for up to eight hours
after the normally scheduled shift ends for which he or she failed to
report.
ii. Employees on leave as a result of a work-related injury, whether covered
or not covered under Workers’ Compensation are prohibited from
engaging in outside employment.
c. Exercise of Government Authority
i. No employee shall engage in any employment or business where the
work performed by the employee for an individual or entity other than
the Town or that of the employee's agents or employee is subject to
approval/rejection, inspection, or licensing by the employee's
department.
ii. No employee shall engage in any employment or business on a matter,
which is or has been the subject of an investigation by the employee's
department within the last 12 months, nor may the employee appear as
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 13 of 16
a witness (except by court order) in any proceeding as a result of such
employment.
iii. If an employee is doing work with a contractor that the Town conducts
business with and who is currently providing services to the Town, the
employee may not perform the same job function as an employee of the
Town within Town limits. Unless approved by the Town Manager.
G. Approval
(1) Employees are required to complete and submit the Outside Employment
Authorization Form prior to accepting any outside employment.
(2) Failure to obtain prior approval may result in disciplinary action up to and
including termination.
H. Revocation of Outside Employment
(1) The Town reserves the right to revoke an employee’s outside employment
authorization at any time based on operational needs, emergency
circumstances, or job performance concerns.
(2) Except in emergency situations, the Town will provide the employee with at
least 14 calendar days’ notice prior to revoking previously approved outside
employment.
12. SOLICITATION AND USE OF TOWN PROPERTY
A. Town property, including buildings, facilities, grounds, and parking areas, is public
property and must be used for official governmental or public purposes. It is not to
be used for private gain, except when such gain is incidental to a use that primarily
serves the public or supports Town employees in their roles as public servants.
B. Unless specifically permitted under this policy, solicitation is not allowed by or of
Town employees during working hours or on Town property.
C. Permitted Solicitation
(1) Town employees may engage in limited solicitation under the following
circumstances:
a. Fundraising Sales
Employees may sell items for nonprofit fundraising (e.g., Girl Scout
cookies, Passbooks, gift wrap, candy) to coworkers.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 14 of 16
i. The sale is prohibited from being conducted in public areas and to the
general public on public property.
b. Town Logo Merchandise
Employees or individuals authorized by their Department Director may
solicit orders from Town staff for official Town or Department
merchandise (e.g., shirts, hats, jackets, promotional items).
(2) Restrictions
a. Solicitation must not interfere with the employee’s own duties or the work
of others.
b. The Town may revoke solicitation privileges at any time, with or without
notice.
c. Non-employees are prohibited from soliciting on Town property, in
accordance with applicable federal, state, and local laws.
d. Employees must not use pressure, coercion, or forceful tactics when
soliciting. Participation in any fundraising or purchase activity must be
strictly voluntary.
DEFINITIONS
Alternate Work Schedule
A recurring work schedule that differs from the Town’s general business hours and
requires prior approval.
Break Period
A paid 15-minute rest break provided to non-exempt employees during their work shift.
Core Business Hours
Generally, refers to the period between 8:00 a.m. and 5:00 p.m., Monday through
Friday, when Town offices are open to the public.
Exempt Employee
An employee who is exempt from overtime provisions of the Fair Labor Standards Act
(FLSA), typically salaried and ineligible for overtime pay.
Meal Period
An unpaid break of at least 30 minutes provided to employees working more than six
consecutive hours.
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 15 of 16
Non-Exempt Employee
An employee who is eligible for overtime pay under the FLSA for hours worked beyond
40 in a Work Period or applicable hours under Section 207k Work Period schedules.
Outside Employment
Any job, self-employment, business activity, or professional service performed by a
Town employee outside of their regular duties and schedule with the Town.
Rest Break
A short, paid break during work hours (see “Break Period”).
Shift
The specific work hours assigned to an employee within a workday or workweek.
Work Period
The recurring seven-day period used to determine FLSA compliance for non-exempt
employees; 14 days for Section 207(k) employees.
Shift Structure
Refers to the overarching scheduling framework used to assign work periods for
operational units, such as the 48/96 schedule for Fire or the Panama schedule for Police
Patrol.
Solicitation
Any attempt to advertise, market, or sell a product or service; seek memberships; or
request donations or contributions.
PROCEDURES AND FORMS
• Alternate Work Schedule Form
• Home Safety Checklist
• Outside Employment Authorization Form
• Telework Request Form
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Fair Labor Standards Act (FLSA)
• Occupational Safety and Health Act (OSHA)
• Workers’ Compensation Act
SUPERSEDES
Human Resources Policy and Procedure Manual
Resolution 2025-23 Exhibit "A"
Working Conditions Policy
Working Conditions Policy
Approved October 27, 2025 Page 16 of 16
Section: 111 – Solicitation/Sales on Town of Trophy Club Property
Section: 302 – Work Hours
Section: 307 – Other Employment
Section: 309 – Attendance and Punctuality
Section: 702 – Emergency Management
Resolution 2025-23 Exhibit "A"
Dress Code Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to ensure that all employees of the Town present a
professional, respectful, and safety-conscious appearance in alignment with the Town’s
values and its representation of the community. This policy provides direction on
appropriate attire and personal grooming standards based on work environment,
customer interaction, and specific job responsibilities. Maintaining a consistent and
professional appearance supports the Town’s credibility, promotes a positive workplace
culture, and helps ensure employee safety across various roles.
2. POLICY
It is the policy of the Town that all employees dress in a manner that is professional,
appropriate to their work environment, and reflective of the Town’s standards of
excellence and commitment to public service. Employees are expected to present
themselves in clean, well-groomed, and appropriate attire each day, with due
consideration for safety, personal hygiene, and the Town’s standing as a well-respected
community. All employees share the responsibility of maintaining a professional
appearance that reinforces public confidence and supports a respectful, inclusive, and
safe workplace.
3. RESPONSIBILITY
A. Department Directors, in alignment with this policy, will establish the appropriate work
attire for their department based on the work environment and safety needs.
B. Supervisors are responsible for implementing and enforcing the Dress Code Policy in
their areas. This includes counseling employees whose appearance does not meet
expectations.
C. If an employee’s appearance is unduly distracting or the clothing is unsafe, the
employee may be sent home to correct the problem. Employees will be sent home
Policy Number TM - 513
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Dress Code Policy
Dress Code Policy
Approved October 27, 2025 Page 2 of 4
without pay. Repeated disregard for this dress code may result in disciplinary action
up to and including termination of employment.
D. The Town Manager may authorize specific attire for special events or activities, even
if such attire would otherwise be outside this Dress Code Policy.
4. REASONABLE ACCOMMODATION
Employees seeking reasonable accommodation to this policy, or to a department-specific
standard, for religious beliefs or medical needs must contact the Department of Human
Resources.
5. UNIFORM AND BRANDED ATTIRE
A. Department Directors will identify positions that require uniforms or Town-branded
attire, including appropriate footwear based on job-specific safety requirements. Each
department requiring uniforms must establish a written policy outlining these
requirements.
B. All Departments will adhere to the Town’s Branding Standards Guidelines and
approved logo when creating and purchasing uniforms and specific apparel.
C. Employees who are required to wear uniforms or specified apparel will be provided
with such items upon employment. Replacement items will be furnished at the
department’s expense, as needed and in accordance with department standards.
D. Uniforms and branded apparel must be well-maintained, functional, clean, and free
from rips, holes, or tears.
E. Upon separation from employment, employees must return all Town-branded
uniforms and apparel. Supervisors are responsible for collecting these items and
ensuring the removal or destruction of Town branding where appropriate.
6. NON-UNIFORM ATTIRE
A. The Town is committed to providing a work environment that is free of safety hazards,
offensive or inappropriate clothing, and harassment of any kind.
B. Smart Casual is the standard attire for most non-uniformed employees.
(1) Acceptable Smart Casual attire includes polo or button-down shirts, properly
fitting t-shirts without large graphics or logos, blouses, jeans, capris, slacks, or
Resolution 2025-23 Exhibit "A"
Dress Code Policy
Dress Code Policy
Approved October 27, 2025 Page 3 of 4
skirts, and clean sneakers, dress sandals, or casual dress shoes. This attire
should project a neat, professional, and comfortable appearance.
(2) Clothing that is overly casual such as beachwear, athletic or athleisure wear,
flip-flops, casual sandals that expose a significant portion of the foot, or
garments that are excessively short or low-cut, are not considered Smart
Casual.
C. Employees may be required to wear Business or Business Casual attire when attending
or participating in formal business meetings, including Town Council, Board and
Commission meetings, or meetings with clients, residents, or vendors, as well as
external events or trainings.
(1) Business Attire includes slacks, dress pants, skirts, or dresses; dress shirts or
blouses; blazers or suit jackets; and dress or casual dress shoes. The
appearance should be polished and professional.
(2) Business Casual Attire includes collared shirts, polos, or blouses; slacks, khakis,
or skirts; and casual dress shoes, including clean sneakers. This style is less
formal than Business Attire but more refined than Smart Casual.
D. Employees must wear attire that communicates professionalism and is in good
condition, clean, properly fitted, well-maintained, and not revealing.
E. Unacceptable Attire/Appearance
(1) Clothing must not be overly revealing, see-through so as to reveal
undergarments or midriff, distracting, offensive, provocative or expose the
abdomen, chest, buttocks, or undergarments.
(2) Clothing must be free from graphics, language, and logos representing sexually
suggestive content, foul language, political topics, morally objectionable
content, or references to illegal drug use.
(3) Clothing must be well-maintained, functional, clean, and free from rips, frayed,
holes, or tears.
(4) Clothing, jewelry, and hairstyles must not pose safety risks (e.g., excessively
loose or dangling items).
(5) Body art (including but not limited to temporary or permanent tattoos, foreign
objects inserted under the skin) and body piercings must be appropriate in
content, aligned with professional standards, and consistent with the overall
intent of this policy. They must not impose a safety risk. Gauge earrings, bull-
nose rings, lip piercings, and large facial body art are prohibited. Body art that
is inconsistent with this policy must be covered up while the employee is on
Resolution 2025-23 Exhibit "A"
Dress Code Policy
Dress Code Policy
Approved October 27, 2025 Page 4 of 4
duty or otherwise representing the Town, including when the employee is
wearing Town-branded uniforms and clothing. However, a skin-tone patch or
other covering shall not be an option to cover body art on the employee’s face.
DEFINITIONS
None
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Civil Rights Act of 1964 (Title VII)
• Occupational Safety and Health Administration (OSHA) Standards
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 208 – Dress Code
Resolution 2025-23 Exhibit "A"
Compensation Policy
1. STATEMENT OF PURPOSE
The purpose of the Town’s Compensation Policy is to establish a clear and equitable
framework for employee compensation that supports the recruitment, retention, and
recognition of a highly qualified and motivated workforce. This policy reflects the
direction and philosophy of the Town Council and is grounded in principles of
transparency, market competitiveness, internal equity, and legal compliance.
The Town is committed to maintaining a compensation structure that aligns with the
value of each position, supports consistent movement within established salary ranges,
and rewards performance through merit-based increases when applicable. The
Compensation Plan is designed to comply with all applicable federal and state laws,
including the Fair Labor Standards Act (FLSA), and incorporates various forms of
compensation as outlined in this policy to support a comprehensive and fair approach to
total rewards.
2. POLICY
It is the policy of the Town to administer a fair, consistent, and competitive
compensation program that supports the Town’s goals and operational needs.
Compensation shall be based on job responsibilities, market conditions, internal equity,
and individual performance, while ensuring compliance with all applicable federal and
state laws. The Town’s Compensation Policy applies to all employment classifications
and is intended to promote transparency, fiscal responsibility, and the long-term
sustainability of the Town’s workforce.
3. COMPENSATION PAY PLAN
A. Town Council shall approve the Compensation Pay Plan to establish the base salary
Pay Range of all Town Classifications during the budget process. The Town Manager
is authorized to make adjustments to the Compensation Pay Plan throughout the year
Policy Number TM - 514
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 2 of 10
as necessary to accommodate organizational needs. This may include new
classifications or reclassifications, as needed.
B. The Town Manager and/or their designee shall conduct an annual review to ensure
the Town is remaining competitive and paying fair market value for the duties
performed. The annual review and recommendation to Town Council may include the
following data:
(1) A compensation study of the Town’s Benchmark Agencies
(2) Federal Cost of Living Adjustment
(3) Metroplex municipalities annual pay adjustments
(4) Dallas/Fort Worth Living Wage
The Town shall conduct a comprehensive Compensation Study of the Town’s
Benchmark Agencies at least every three years, and will strive to set the minimum
pay range for each classification at the 50th Percentile.
C. Benchmark Agencies
The Town Council has established Benchmark Agencies consisting of comparable and
competitive local municipalities, to compare compensation data to ensure the Town
is paying fair market value for the services rendered and duties performed by all
classifications within the Town. The Town’s 16 Benchmark Agencies are as follows:
Comparable
Azle
Forest Hill
Highland Village
Glenn Heights
Melissa
Mineral Wells
Red Oak
Royse City
Competitors
Coppell
Flower Mound
Grapevine
Justin
Keller
Northlake
Roanoke
Southlake
D. Town Officer Authority
The Town Manager has the authority to set staff salaries within the Pay Range and
budget set forth by Town Council.
E. Performance Merit Increases
During the annual budget process, Town Council shall consider appropriating funding
for performance merit increases for employees meeting performance standards.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 3 of 10
4. FLSA WORK PERIODS
A. Standard Work Period
For the purposes of compliance with the Fair Labor Standards Act (FLSA), the
official Work Period for all employees, excluding those covered under Section
207(k), is a seven-day period that begins at 12:00 a.m. on Sunday and ends at
11:59 p.m. on Saturday.
B. Police Employees - Section 207(k) Employees
(1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA),
also referred to as 7k Schedule, the Town has established a 14-day Work
Period for eligible law enforcement personnel.
(2) The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends at
11:59 p.m. on the second Saturday following the start date.
(3) Only employees who meet the FLSA definitions for law enforcement activities
are covered under the Section 207(k) exemption. This includes the following
classifications: Police Officer, Police Sergeant, Police Detective. Non-sworn or
administrative roles are not eligible for the 207(k) exemption.
C. Fire Employees - Section 207(k) Employees
(1) In accordance with Section 207(k) of the Fair Labor Standards Act (FLSA),
also referred to as 7k Schedule, the Town has established a 14-day Work
Period for eligible fire protection personnel.
(2) The official 207(k) Work Period begins at 12:00 a.m. on Sunday and ends at
11:59 p.m. on the second Saturday following the start date.
(3) Only employees who meet the FLSA definitions for fire protection activities
are covered under the Section 207(k) exemption. This includes the following
classifications: Firefighter, Driver Engineer, and Fire Captain. Part-time
firefighters working sporadic, irregular schedules and other civilian or
administrative roles are not eligible for the 207(k) exemption.
5. PAY PERIOD AND PAYDAY
A. The Town’s standard pay period is a biweekly (14-day) cycle. Each pay period begins
at 12:00 a.m. on Sunday and ends at 11:59 p.m. on the second Saturday following.
Employees are paid for all hours worked during this period in accordance with the
Town’s payroll schedule and applicable laws.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 4 of 10
B. The Town’s payday occurs on the Friday immediately following the end of each pay
period. Paychecks or direct deposits will be issued no later than this day to ensure
timely compensation for all eligible employees. If the scheduled payday falls on a
Town-observed holiday, payday will be advanced to the preceding business day.
C. Pay Upon Separation
Employees who separate from employment with the Town will receive their final
paycheck, including any earned but unused leave or other final payments owed, on
the next regular payday following their separation date.
6. PAYROLL DEDUCTIONS
A. Employment with the Town requires certain payroll deductions. Deductions from pay
will be made under the following circumstances:
(1) As required by law.
(2) For voluntary programs available to all regular employees, with individual
consent and Town Manager approval.
(3) To cover costs of fringe benefits or special programs authorized by the Town
Manager.
(4) To recover amounts owed to the Town for reasons including, but not limited
to:
a. Erroneous payments made to the employee.
b. Loss, damage, or theft of Town property or equipment.
c. Failure to meet conditions of the Tuition Reimbursement Program.
d. Non-equipment related costs such as expense account overages, or
excessive phone charges,.
e. Specialized training where the employee has failed to meet certain
requirements of the Town providing funding for that training.
B. Repayments (except final paycheck adjustments) will be deducted over the same
period in which the payments were originally made. An employee may request a
modification to the repayment schedule to either repay the amount in full or to
extend the repayment period to prevent undue financial hardship.
7. RATES OF PAY
A. Hourly Rate
The Hourly Rate of pay for each employee is that amount the employee is
designated to receive within the salary range for the employee's job classification.
The Hourly Rate of pay does not include certification pay, incentive, or allowance.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 5 of 10
B. FLSA Regular Rate
Under the Fair Labor Standards Act (FLSA), the Regular Rate of Pay includes an
employee’s hourly rate plus most other forms of compensation, including but not
limited to nondiscretionary incentives, longevity, and differentials. This rate is used
to calculate overtime pay for all non-exempt employees.
C. FLSA Overtime Rate
The FLSA Overtime Rate for non-exempt employees is calculated at one and one-
half times their FLSA Regular Rate of Pay.
8. OVERTIME PAY LIABILITY
A. Overtime Authorization
Employees are not permitted to work overtime without prior authorization from their
immediate supervisor or Department Director. Working unauthorized overtime may
result in disciplinary action, up to and including termination.
B. FLSA Standard Work Period
Non-Exempt Employees subject to the FLSA Standard Work Period, as defined in
section 4.A above, will be paid the FLSA Overtime Rate for all hours worked in excess
of 40 Work Hours in the Work Period. FLSA Exempt Employees are not eligible for
overtime.
C. Section 207(k) Employees (Police)
Non-Exempt Police Employees subject to the FLSA Section 207(k), as defined in
section 4.B above, will be paid the FLSA Overtime Rate for all hours worked in excess
of 80 Work Hours in the Work Period.
D. Section 207(k) Employees (Fire)
Non-Exempt Fire Employees subject to the FLSA Section 207(k), as defined in section
4.C above, will be paid the FLSA Overtime Rate for all hours worked in excess of 106
Work Hours in the Work Period.
E. Work Hours
Work Hours for the purpose of calculating FLSA Overtime, includes all hours physically
worked. In addition, vacation and personal leave are counted as hours worked. All
other leave types are not considered time worked.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 6 of 10
F. Compensatory Time (CTO)
(1) Exempt employes are not eligible to earn CTO.
(2) Non-exempt employees are eligible to earn CTO in lieu of overtime pay, subject
to advance approval by both the employee and their Supervisor or Department
Director.
(3) CTO is earned at the rate of 1.5 hours of compensatory time for each hour of
authorized overtime worked.
(4) Eligible employees may accrue a maximum of 48 hours of CTO.
(5) Use of compensatory time must be scheduled in advance and is subject to
supervisory approval based on operational needs.
(6) Payout of CTO
a. The Town reserves the right to pay out all or part of any accrued CTO at
any time, at the employee’s current Regular Rate of pay.
b. Upon separation from employment, employees will be compensated for all
unused CTO at their Regular Rate at the time of separation.
9. DISASTER RESPONSE
The Town will determine compensation and leave usage during emergencies based on
applicable laws, local policy, and the nature of the incident. This may include
administrative leave, emergency pay, or alternate work arrangements, as authorized by
the Town Manager.
10. ADDITIONAL PAYS
A. Longevity Pay
(1) Longevity pay recognizes and rewards continued, loyal service by Regular Full-
time employees of the Town.
(2) All Regular Full-time employees that have completed at least 12 full months of
Full-time service are eligible to receive longevity pay.
(3) Employees that have reached 12 months of Full-time service by December 31
each year will be eligible for that years Longevity Payment.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 7 of 10
(4) Longevity pay is issued annually in December via a separate check. Except as
provided in subsection (5) below, employees must be in active status on the
issuance date to receive payment. Employees completing the required service
within the year will receive eligible amounts in that December’s payment.
(5) Police and Fire employees who separate from employment before the annual
longevity payout date will receive a pro-rated longevity payment based on the
number of full months worked during the calendar year.
(6) Paid leave counts toward continuous service.
(7) Any break in service resets longevity accrual from the rehire date.
(8) A month is counted as completed if the employee began work on or before the
15th of that month or left Town employment on or after the 16th of the month.
(9) Pay amount will be determined by the Town Manager each year and in
compliance with applicable laws and approved by Town Council in the budget.
61 months or more
a. Maximum annual payment: $2,000
(10) Longevity Pay is subject to all applicable tax withholdings and TMRS
contributions.
B. Step Up Pay
(1) Step-Up Pay is provided to compensate sworn Police and Fire employees who
are temporarily assigned to perform the duties of a higher-level position for a
limited period, such as covering a shift or cycle.
(2) Eligibility and Scope
a. Step-Up Pay applies exclusively to sworn Police and Fire personnel.
b. The assignment must involve the performance of a higher-level
classification’s full range of duties for a short-term period (e.g., one shift or
duty cycle).
c. Any assignment lasting a full pay period or longer will be treated as a
Temporary Reassignment and will follow the Working Conditions Policy.
d. Step-Up Pay applies only for the time period in which the employee
performs the higher-level duties.
e. Step-Up Pay does not constitute a promotion, reclassification, or permanent
assignment to the higher-level position.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 8 of 10
(3) Approval and Documentation
a. All Step-Up assignments must receive prior approval from the Department
Director or designee.
b. Employees must be qualified for the higher-level role and capable of
performing the full scope of responsibilities.
c. Supervisors are responsible for verifying qualifications before authorizing
the assignment. Failure to properly verify qualifications may result in
disciplinary action.
d. Employees must accurately record all Step-Up assignments on their
timesheet using the designated Step-Up code.
(4) Compensation
Employees approved for Step-Up Pay shall receive at least 5% pay increase, or
the minimum pay rate for the higher-level classification, whichever is greater.
C. Certification and Incentive Pay
(1) Certification Pay
a. The Town encourages and supports professional development through
training and certification programs that enhance employee skills and
improve service to the community.
b. Regular full-time employees may be eligible to receive Certification Pay for
obtaining and maintaining approved professional certifications and
licenses that are directly related to their job duties.
c. Employees can only receive Certification Pay for one certification in each
category, such as multiple IT certifications or law enforcement
certifications. If an employee holds multiple certifications in the same
category, only the highest-level one will be used to determine the pay.
d. Employees are responsible for notifying their supervisor upon obtaining a
new certification or license. In addition, employees are responsible for
notifying their supervisor when their certification or license expires.
e. Supervisors are responsible for completing and submitting a Personnel
Change Notice, along with a copy of the certification or license, to the
Department of Human Resources. In addition, supervisors are responsible
for submitting a Personnel Change Notice to terminate the Certification Pay.
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 9 of 10
f. Employees are not eligible to receive back pay for Certification Pay, unless
authorized by the Town Manager.
(2) Incentive Pay
a. Regular full-time employees may be eligible for Incentive Pay for performing
specialized duties that contribute to enhanced efficiency, effectiveness, or
service delivery within Town operations.
b. Departments that identify the need for an employee to receive Incentive
Pay, or the need to terminate the Incentive Pay must submit a Personnel
Change Notice to the Department of Human Resources.
c. Employees are not eligible to receive back pay for Incentive Pay unless
authorized by the Town Manager.
(3) The Town Manager shall have authority to establish a certification and
incentive list and corresponding monthly compensation amounts.
D. Shift Differential Pay
(1) Sworn Police Employees will receive 2% Shift Differential pay for all hours
worked between 6:00 pm and 6:00 am.
(2) Employees must accurately record shift differential assignments on their
timesheet using the designated PD Nights code.
DEFINITIONS
Classification
A defined job title or role within the Town’s organizational structure, assigned a specific
salary range based on duties, responsibilities, and qualifications.
PROCEDURES AND FORMS
• Personnel Change Notice
REGULATORY REFERENCES
• Fair Labor Standards Act (FLSA), 29 U.S.C. § 201 et seq.
• Internal Revenue Code (IRC)
Resolution 2025-23 Exhibit "A"
Compensation Policy
Compensation Policy
Approved October 27, 2025 Page 10 of 10
• Texas Government Code, Title 6, Subtitle B – Municipal Officers and Employees
• Texas Labor Code, Chapter 61 – Payment of Wages
• Texas Local Government Code, Chapter 141 – Compensation and Benefits
• Texas Municipal Retirement System (TMRS) Guidelines
• U.S. Department of Labor Wage and Hour Division Regulations
SUPERSEDES
Compensation Policy – TC-001
Human Resources Policy and Procedure Manual
Section: 402 – Compensation
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
1. STATEMENT OF PURPOSE
The purpose of this Benefits Policy is to outline the comprehensive range of benefit
programs offered by the Town to support the overall well-being of our employees and
their eligible dependents. These benefits include health and welfare plans, voluntary
insurance options, retirement, and additional resources supporting employee wellness.
Through the Town’s Section 125 Cafeteria Plan, employees may choose from a variety
of pre-tax or post-tax benefit options to best meet their personal and family needs.
This policy is intended to ensure transparency, promote informed decision-making, and
reflect the Town’s commitment to supporting its workforce in all aspects of life,
physical, financial, and emotional.
2. POLICY
This policy establishes the framework for the administration of health and welfare
benefits, voluntary insurance options, retirement benefits, and additional support
resources. The Town provides these benefits through a Section 125 Cafeteria Plan,
enabling eligible employees to select from a variety of pre-tax and post-tax benefit
options that best suit their individual and family needs. Participation in certain benefit
programs may be subject to eligibility requirements and plan rules. The Town reserves
the right to modify, amend, or terminate any of its benefit programs at its discretion,
consistent with applicable laws and regulations.
3. BENEFIT PLAN OVERSIGHT AND ADMINISTRATION
A. The Town’s Benefit Trustees, comprised of the Town Manager, Director of Finance,
and Director of Human Resources, are responsible for the annual review and
oversight of all employee benefit plans. This includes evaluating plan performance,
vendor services, and compliance with applicable laws and regulations to ensure that
the Town’s benefits continue to meet the needs of its employees effectively and
efficiently.
Policy Number TM – 515
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 2 of 11
B. The Department of Human Resources is charged with the day-to-day administration
of all benefit programs. This includes managing employee enrollments, processing
changes, providing benefit education and communication, coordinating with
vendors, and serving as the primary point of contact for employees regarding
benefit-related questions and issues.
4. HEALTH AND WELFARE
A. The Town offers eligible employees the opportunity to participate in a Section 125
Cafeteria Plan, in accordance with the Internal Revenue Code. This plan allows
employees to pay for certain qualified benefit premiums on a pre-tax basis, which
reduces their taxable income and increases take-home pay.
B. Benefits available under the Cafeteria Plan may include, but are not limited to:
(1) Medical, dental, and vision insurance premiums
(2) Health and dependent care flexible spending accounts (FSAs), and a Health
Savings Account (HSA)
(3) Supplemental and voluntary insurance premiums
C. Participation in the Cafeteria Plan is voluntary and subject to annual open
enrollment, qualifying life events, and applicable IRS rules. Once benefit elections
are made, changes are generally not permitted during the plan year unless a
qualifying life event occurs.
D. All Regular Full-time employees are eligible to participate in the Town’s Health and
Welfare benefit plans.
E. Benefit Premiums and Town Contributions
(1) The cost of employee benefit premiums is shared between the Town and
eligible employees, as established by the Town’s Benefit Trustees and
approved by the Town Council. The Town may contribute a portion of the
premium costs for core benefit plans, such as medical, dental, and vision
insurance, in accordance with its annual budget and in compliance with the
requirements of the Affordable Care Act (ACA).
(2) Each year, prior to the annual Open Enrollment period, the Town Council will
review and approve the Town’s benefit plans.
(3) Employees are responsible for the remaining premium costs, which will be
deducted from their paychecks on a pre-tax or post-tax basis, on the first two
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 3 of 11
pay checks of each month, depending on the type of benefit and the
structure of the Section 125 Cafeteria Plan.
(4) Premium rates and contribution details will be communicated to employees
during Open Enrollment and made available through Human Resources and
benefits materials.
F. Benefit Coverage During Unpaid Leave
(1) Employees who are on unpaid leave for an entire calendar month may remain
enrolled in the Town’s benefit plans during their leave. However, during such
periods of unpaid leave, the employee is not eligible for Town contributions,
unless otherwise required by applicable law (e.g., FMLA, USERRA), toward
the cost of premiums.
(2) Employees may elect to continue or terminate their coverage during the
unpaid leave period.
(3) To prevent a lapse in coverage, employees are required to reimburse the
Town by paying the full premium amount in advance, no later than the 1st of
each month for which benefits are to be maintained. Failure to make timely
payments may result in the termination of coverage.
(4) Employees are encouraged to consult with Human Resources before
beginning an unpaid leave to understand their benefit continuation options
and financial responsibilities.
G. Plan Authority and Legal Disclaimer
(1) Eligibility for benefits and the specific terms of coverage described in this
Policy are governed by the official plan documents and applicable federal and
state laws. This Policy provides a general summary of available benefits;
however, if any part of this summary conflicts with the official plan
documents, the plan documents will take precedence.
(2) The Town retains the discretionary and final authority to interpret all
employee benefit plans, determine eligibility, and decide the amount, timing,
and manner of any benefit payments, as permitted by law and any contracts
with plan administrators.
(3) For detailed information, employees should refer to the official benefit plan
documents and applicable federal or state regulations.
H. Affordable Care ACT (ACA) Administration
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 4 of 11
(1) In compliance with the ACA’s employer mandate, the Town intends to offer
minimum essential health coverage as required by the ACA.
(2) In accordance with the ACA’s 95% offer coverage safe harbor (the “5%
rule”), the Town may exclude up to 5% of otherwise eligible employees
under the ACA from being offered coverage without triggering employer
shared responsibility penalties under Internal Revenue Code Section 4980H.
Employees excluded under this provision are typically selected in a manner
consistent with nondiscrimination requirements and based on administrative
or operational considerations, and not on any prohibited factor. Only Regular
Full-Time employees are eligible for the Town’s health insurance benefit.
(3) The Town uses the Look-Back Measurement Method to identify potential
benefit eligible employees under the Employer Shared Responsibility
provisions of the ACA.
(4) Measurement and Stability Periods
a. The Standard Measurement Period is a 12-month period, beginning each
year on October 1 and ending on September 30.
b. Employees who average 30 or more hours per week (or 130 hours per
month) during the measurement period may be considered benefit eligible
for the purposes of health insurance eligibility.
c. The Stability Period is the 12-month period following the measurement
period, beginning on October 1 of the following fiscal year, during which
eligible employees may remain eligible for health benefits, regardless of
any changes in hours worked.
I. COBRA Continuation Coverage
(1) In accordance with the Consolidated Omnibus Budget Reconciliation Act
(COBRA), the Town offers eligible employees and their covered dependents
the opportunity to continue participation in certain group health benefits
when coverage would otherwise end due to a qualifying event.
(2) The Town will administer continuation of health coverage in accordance with
the Consolidated Omnibus Budget Reconciliation Act (COBRA) and applicable
state and federal laws. Eligible employees and their dependents will be
notified of their rights to continue medical, dental, and vision coverage when
a qualifying event occurs.
(3) Employees may contact the Department of Human Resources with any
questions about COBRA eligibility or enrollment.
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 5 of 11
5. RETIREMENT
A. Texas Municipal Retirement System (TMRS)
(1) All Regular Full-time employees and Regular Part-time (A) employees who
occupy positions designated as requiring 1,000 or more hours per fiscal year,
must participate in the Texas Municipal Retirement System (TMRS).
(2) TMRS is Town and employee funded, and the plan is administered by TMRS
pursuant to Texas law.
(3) The employee's contributions vest immediately and the Town's contributions
vest after five years.
(4) The amount of benefit at retirement under TMRS is determined by the plan
document and state law.
(5) TMRS Death Benefits
a. The Town adopted the Supplemental Death Benefit, provided by TMRS, in
October 1998. Therefore, any TMRS member employed with the Town on
or after October 1, 1998, is eligible for this benefit.
1) Active employees
This benefit pays one time the member's annual salary to their
designated beneficiary upon the death of the employee.
2) Retired employee
This benefit pays $7,500 to the retiree's designated beneficiary upon
the death of the retiree.
B. Deferred Compensation
(1) Regular full-time employees may elect to participate in the Town’s optional
Deferred Compensation Plan through payroll deduction of pre-tax dollars.
Contributions are voluntary and subject to annual IRS limits.
(2) Withdrawals from the Deferred Compensation Plan are permitted only under
circumstances defined in the official plan documents. Early withdrawals may
be subject to taxes and penalties in accordance with applicable IRS
regulations.
C. Retiree Health Coverage
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 6 of 11
(1) Regular Full-time employees who retire from Town service may enroll in the
Town’s medical, dental, and vision plans.
(2) To be eligible, employees must:
a. Retire from the Town and apply for retirement benefits through the Texas
Municipal Retirement System (TMRS) within 30 days of separation from
employment, and
b. Have completed a minimum of ten consecutive years of service with the
Town, or
c. Be at least 55 years of age at the time of retirement with at least five
years of consecutive Town service.
(3) Retirees are responsible for 100% of the monthly benefit premiums.
Premium payments are due to the Department of Human Resources by the
15th day of the month prior to the month of coverage.
(4) Dependent Coverage
a. Retirees may continue coverage for eligible dependents if the dependent
was enrolled in Town benefits at the time of the employee’s retirement.
b. If a retiree elects to continue coverage for a dependent at the time of
retirement and later discontinues that dependent’s coverage, the
dependent will not be eligible for re-enrollment under the retiree health
plan.
(5) Ineligibility
A retiree and their dependents become ineligible for retiree health coverage if
the retiree voluntarily discontinues coverage at any time or upon becoming
Medicare eligible.
(6) The Retiree Health Coverage program may be amended or repealed at any
time. However, any changes will not affect individuals who retire while the
program is in effect.
6. EMPLOYEE ASSISTANCE PROGRAM
A. The Town provides a confidential Employee Assistance Program (EAP) to support
the well-being of employees and their eligible dependents. EAP offers short-term
counseling, referrals, and resources to help address a range of personal, emotional,
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 7 of 11
or work-related concerns. Services may include support for stress, relationship
issues, substance abuse, grief, financial challenges, and more.
B. Voluntary Use and Referrals
Employees may access the EAP on a voluntary basis at any time. Supervisors may
also recommend or refer employees to the EAP when personal concerns appear to
impact work performance or behavior.
C. Mandatory Referrals
(1) In certain cases, referral to the EAP may be mandatory, including but not
limited to:
a. Failure of a drug or alcohol test
b. Decline in job performance after refusing or failing to follow through with
a prior referral
c. Concerns about physical or mental fitness for duty
d. Situations posing a risk to safety or the ability to perform essential job
functions
(2) Mandatory referrals will be coordinated through the Department of Human
Resources. Confidentiality of EAP participation will be maintained in
accordance with applicable laws and ethical standards.
7. TUITION REIMBURSEMENT PROGRAM
A. The Town offers tuition reimbursement to Regular Full-time employees for courses
that are part of a degree plan and directly related to the employee’s current job or a
potential promotional opportunity. Reimbursement is available for tuition and books
as approved by the Town Manager up to the IRS annual limit.
B. Eligibility
(1) To be eligible, employees must:
a. Have completed six months of continuous full-time employment.
b. Be in active paid status at the time of reimbursement.
c. Enroll in credit-bearing courses from a nationally accredited post-
secondary institution.
d. Complete the Tuition Reimbursement Form and receive Supervisor or
Department Director approval prior to enrolling in the course.
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 8 of 11
C. Reimbursement Request
(1) Upon competition of the course, the employee will submit the Tuition
Reimbursement Form and the following documents to the Department of
Human Resources.
a. An official grade report
b. Receipts for tuition and books
c. Proof of any financial aid or outside assistance (if applicable)
(2) Reimbursement will not be provided for expenses covered by other financial
assistance (e.g., VA benefits, grants, scholarships). The Town may reimburse
the difference when only part of the cost is covered by outside funds.
(3) Reimbursement Amounts
a. Associate and Bachelor’s Degree Courses:
• 100% for an "A"
• 75% for a "B"
• 50% for a "C"
• No reimbursement for “D”, “F”, or other results
b. Master’s and Doctoral Degree Courses:
• 100% for an "A"
• 75% for a "B"
• 0% for a "C" or below
D. Repayment Requirement
Employees who voluntarily leave employment within two years of receiving tuition
reimbursement must repay the amount reimbursed, including tuition and books, at
the time of separation.
8. GYM REIMBURSEMENT
A. The Town is committed to supporting employee health and wellness by encouraging
an active lifestyle. As part of this commitment, the Town offers a Gym
Reimbursement Program to assist employees with the cost of maintaining a gym
membership or participating in other approved wellness platforms.
B. Eligibility and Reimbursement Amount
(1) Regular Full-time employees may be eligible for reimbursement of gym
membership fees, up to a monthly amount determined by the Town Manager.
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 9 of 11
(2) Reimbursement is contingent upon the submission of a completed Gym
Reimbursement Form to the Department of Human Resources along with
proof of agreement.
C. Employee Responsibilities
(1) Employees who participate in the program are expected to actively use their
membership. If an employee discontinues or cancels their membership, they
must promptly notify the Department of Human Resources and discontinue
reimbursement requests.
(2) Failure to notify Human Resources of a canceled membership will result in the
employee being responsible for repaying any ineligible reimbursement
amounts received after the cancellation date.
D. Alternative Health and Wellness Options
The Town recognizes that fitness and wellness extend beyond traditional gym
memberships. At its sole discretion, the Town Manager may approve
reimbursement for alternative health and wellness platforms, such as virtual fitness
subscriptions, specialized wellness programs, or similar services, on a case-by-case
basis.
DEFINITIONS
Affordable Care Act (ACA)
A federal law enacted in 2010 aimed at expanding access to health insurance, protecting
patients, and reducing healthcare costs.
Cafeteria Plan (Section 125 Plan)
A benefit plan under Section 125 of the IRS Code that allows employees to choose among
two or more benefits consisting of taxable and nontaxable options.
COBRA (Consolidated Omnibus Budget Reconciliation Act)
A federal law that allows employees and their families to continue health coverage after
losing benefits due to job loss, reduction in hours, or other qualifying events.
Dependent
A person (e.g., spouse, child) who is eligible to be covered under an employee’s benefit
plan according to the terms of that plan.
Deferred Compensation Plan
A retirement savings program that allows employees to set aside a portion of their
earnings on a pre-tax basis for future use.
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 10 of 11
Employee Assistance Program (EAP)
A confidential program that offers counseling and referral services to help employees and
their dependents deal with personal or work-related issues.
Eligible Employee
A Regular Full-time or otherwise qualified employee who meets the eligibility criteria for
specific Town-sponsored benefits.
Flexible Spending Account (FSA)
A pre-tax benefit account used to pay for eligible out-of-pocket healthcare and dependent
care expenses.
Internal Revenue Service (IRS)
The federal agency responsible for enforcing tax laws, including those related to pre-tax
benefits and deferred compensation plans.
Open Enrollment
The annual period during which eligible employees may elect or make changes to their
benefit elections.
Qualifying Life Event
A change in an employee’s personal situation (such as marriage, birth, or loss of other
coverage) that may allow them to make mid-year benefit changes.
Texas Municipal Retirement System (TMRS)
A retirement program created for municipal employees in Texas that includes employee
and employer contributions and vested benefits.
Unpaid Leave
A period when an employee is not receiving pay from the Town, often for reasons such
as personal leave, FMLA, or military duty.
PROCEDURES AND FORMS
• Gym Reimbursement Form
• Tuition Reimbursement Form
REGULATORY REFERENCES
• Affordable Care Act (ACA)
• COBRA (Consolidated Omnibus Budget Reconciliation Act)
Resolution 2025-23 Exhibit "A"
Benefits and Wellness Policy
Benefits and Wellness Policy
Approved October 27, 2025 Page 11 of 11
• Internal Revenue Code (Section 125)
• Texas Government Code (Title 8, Subtitle G – TMRS)
• Uniformed Services Employment and Reemployment Rights Act (USERRA)
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 401 – Benefits
Section: 403 – Employee Assistance Program
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
1. STATEMENT OF PURPOSE
The Town of Trophy Club offers eligible employees a comprehensive array of paid leave
benefits, leave of absence, and workers’ compensation, adhering to state and federal
laws as outlined in this policy.
2. PAID LEAVE
A. General Provisions of Paid Leave
(1) Usage of Paid Leave is subject to approval of the employee’s Supervisor or
Department Director and subject to departmental operational requirements.
(2) Requests for Paid Leave must be submitted within the designated time frame
outlined in this policy via the Town’s Time Keeping System and/or the defined
department process.
(3) Paid Leave is only applicable during regularly scheduled work hours.
(4) Paid Leave cannot be advanced.
(5) Unauthorized absence on the day before or after approved Paid Leave may
result in forfeiture of pay for the approved day off, at the discretion of the
Supervisor or Department Director.
(6) Paid Leave designations cannot be changed retroactively, except as
authorized in this Policy or by the Director of Human Resources.
(7) In the event of an emergency, as determined by the Town Manager, the
Town reserves the right to cancel all approved leave with or without notice.
Employees may be required to return to work to ensure the continued
operation of essential services.
Policy Number TM - 516
Implementation Date: 10/14/2024
Last Revised Date: 10/27/2025
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 2 of 31
B. Holidays
(1) Eligibility
All Regular Full-time employees in a paid status are granted Holiday pay for
13 Town recognized Holidays as listed below. All other employees are
extended the Holiday; however, it is taken without pay. Employees required
to work on a Town recognized Holiday will be paid their applicable hourly rate
of pay in addition to the Holiday Pay.
(2) Holidays
(3) Amount
For payroll administration purposes, a Holiday is the equivalent of eight work
hours (12 hours for Fire Suppression).
(4) Holiday During Leave
An official Holiday occurring while on Paid Leave will be reflected as a Holiday
on the employee’s timesheet.
(5) Unpaid Status
An employee in an Unpaid Leave status the working day before and/or after
the Holiday is not eligible to receive Holiday pay.
(6) Monday through Friday Operations Scheduling
In departments that are operational on Monday through Friday only, single
day Holidays that fall on Saturday will be observed on the preceding Friday,
and those that fall on Sunday will be observed on the following Monday. If
Christmas Eve falls on a Friday, the Christmas Holiday will be observed on the
following Monday. If Christmas Eve falls on Sunday, it will be observed on
the following Monday, and the Christmas Holiday will be observed on
Tuesday.
(7) Weekend Operations Scheduling
Employees on shift schedules or 24/7 operations will observe the Holidays on
the actual Holiday.
(8) Non-Town Holidays
Veteran’s Day New Year’s Day
Day Before Thanksgiving ½ Day Martin Luther King Jr Day
Thanksgiving Day Good Friday
Day After Thanksgiving Memorial Day
Day Before Christmas Eve ½ Day Independence Day
Christmas Eve Labor Day
Christmas
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 3 of 31
An immediate Supervisor and/or Department Director may grant the use of
available Vacation or Personal Time Off to an employee who wishes to
observe a national or religious Holiday not officially observed by the Town. If
no accrued leave is available, an employee may be granted authorized Leave
Without Pay. Such leave must be requested at least two weeks before the
requested Holiday.
C. Vacation
(1) Accrual
a. All Regular Full-time and Regular Part-time A and B employees are eligible
to accrue Vacation as outlined below.
b. Regular Part-time (A) employees will receive accruals on a pro-rata basis
at one-half the Regular Full-time rate.
c. Regular Part-time (B) employees will receive Vacation accruals at a rate of
one hour per pay period in which they worked.
d. Vacation will begin accruing upon the date of hire and be allotted after
each completed pay period.
e. Employees may accrue up to two times their annual accrual rate.
Vacation balances exceeding the Maximum Accrual Rate as outlined below
on October 1 of each year shall be reduced to not exceed the Maximum
Accrual Rate.
f. Vacation shall not accrue during a leave of absence without pay. An
employee returning to work from unpaid leave status will resume Vacation
accrual.
g. Retirement, resignation, or dismissal constitutes a break in continuous
active service for Vacation accrual purposes. An employee who is re-hired
within 90 days after retirement, resignation, or dismissal will begin
accruing Vacation at the accrual rate that was in place when they left. An
employee who is re-hired more than 90 days after retirement, resignation
or dismissal will accrue at the same rate as a new hire.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 4 of 31
Regular Full-time Non-Exempt Employees
Months of
Service
Days
Accrued
Per Year
Hours
Accrued
Per Year
Hours
Accrued Per
pay period*
Maximum
Accrual
1 – 60 10 80 3.34 160
61 – 120 15 120 5 240
121+ 20 160 6.67 320
Regular Full-time Exempt Employees
Months of
Service
Days
Accrued
Per Year
Hours
Accrued Per
Year
Hours
Accrued Per
pay period*
Maximum
Accrual
1 – 60 15 120 5 240
61 – 120 20 160 6.67 320
121+ 25 200 8.34 400
Fire Suppression Full-time Employees
Months of
Service
Shifts
Accrued
Per Year
Hours
Accrued Per
Year
Hours
Accrued Per
pay period*
Maximum
Accrual
1 – 60 5 120 5 240
61 – 120 7.5 180 7.5 360
121+ 10 240 10 480
*All accruals are spread out over 24 pay periods per year and will not accrue on
the third paycheck of the month.
(2) Use
a. Vacation may be taken after an employee successfully completes their first
six months of employment with their Supervisor or Department Director
approval. In an emergency or under special circumstances, the Town
Manager, or their designee may allow the employee to use accrued
Vacation during the first six months of employment.
b. Vacation may be used for attending to personal business, for extension of
another paid leave, for leave under the Family and Medical Leave Act, or
for inability to report to work because of bad weather when the Town is
not officially closed. Accrued Vacation leave may also be used for other
purposes at the discretion of the employee and with the approval of the
immediate Supervisor or Department Director.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 5 of 31
c. Once a resignation or retirement notice is given by the employee, accrued
Vacation can be taken during the notice period only upon the approval of
the Town Manager or designee.
d. An employee on a disciplinary unpaid suspension may not use Vacation
Leave for the duration of the disciplinary suspension.
(3) Requests To Use
a. Employees may request the use of any available vacation that has been
accrued at the time of request.
b. Employees will submit a time-off request in the Town’s Time Keeping
System or as determined by the Department or Division policy or directive.
c. Time off requests may be granted at the discretion of the immediate
Supervisor or Department Director based on operational needs.
(4) Unused Accrued Leave
Employees with at least six months of service shall be paid for any unused
accrued Vacation up to the maximum accrual when they leave employment
with the Town.
D. Personal Time Off
(1) All Regular Full-time employees are granted 8 hours (12 hours for Fire
Suppression) of Personal Time Off (PTO) on the first pay period of each Fiscal
year. Employees hired after the first pay period of the fiscal year but before
April 1 will be granted 8 hours (12 hours for Fire Suppression) of Personal
Time Off. Employees hired between April 1 and June 30 each year will
receive 4 hours (6 hours for Fire Suppression) upon hire. Employees hired on
or after July 1 each year will not receive Personal Time off for that fiscal year.
(2) Personal Time Off (PTO) does not rollover from year to year and it is not paid
out at year end.
(3) Personal Time Off (PTO) is not paid out upon termination of employment.
E. Executive Leave
(1) Department Director’s shall be credited with 40 hours of Executive Leave on
the first pay period of each fiscal year.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 6 of 31
(2) Department Director’s appointed after the beginning of the fiscal year shall be
entitled to a pro rata share of Executive Leave based on the number of full
months remaining in the fiscal year.
(3) Executive Leave does not roll over year to year. All unused leave at the end
of each fiscal year will be forfeited and is not paid out.
(4) Executive leave is not paid out upon termination of employment.
F. Sick Leave
(1) Accrual
a. All Regular full-time employees are eligible to accrue 96 hours of Sick
Leave per year (144 hours for Fire Suppression), dispersed over 24 pay
periods.
b. Sick Leave will begin accruing upon the date of hire and be allotted after
each completed pay period.
c. Employees may accrue up to 1,040 hours (1,460 for Fire Suppression) of
Sick Leave. Sick Leave accrual shall cease when an employee’s accrued
Sick leave balance reaches the maximum accrual.
d. Sick Leave will not be advanced.
e. Sick Leave shall not accrue during a leave of absence without pay. An
employee returning to work from unpaid leave status will resume accruing
Sick Leave.
(2) Use
a. All full-time employees may be granted use of Sick Leave according to the
following:
i. Sick Leave may be used for an employee’s illness, injury, medical
appointments, or to care for the employee’s spouse, parent/step-
parent/parent in-law, child/stepchild with an illness, injury, or medical
appointment. In addition, up to 3 days of Sick Leave may be used
after bereavement pay is exhausted to attend to other bereavement
activities.
ii. Notice of unexpected absence for which sick leave may be used must
be given by the employee to their immediate Supervisor one hour prior
to their scheduled start time, unless otherwise required by department
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 7 of 31
policy or procedure. The employee shall report on each subsequent
day of absence.
iii. Failure to give notice may result in the absence being unapproved,
without pay and subject to disciplinary action, up to and including
termination.
iv. Upon return to work an employee must submit a time off request in
the Time Reporting System for the missed hours or submit time in
accordance with directives provided by the Department Director.
v. If an employee becomes hospitalized, unable to travel, or is on any
other restrictions by a physician's orders during Vacation leave, the
time will be charged to Sick Leave if the employee provides a
physician's written statement confirming the medical restriction or
hospitalization.
vi. When Sick Leave has been exhausted, accrued paid Vacation leave
may be used in cases of personal illness or physical incapacity.
vii. An employee’s immediate Supervisor shall be responsible for notifying
the Department of Human Resources on the third consecutive workday
when an employee is absent due to illness for three consecutive
workdays.
viii. Retirement, resignation, or dismissal constitutes a break in continuous
active service for Sick Leave purposes. An employee who is re-hired
within 90 days after retirement, resignation, or dismissal will begin
accruing Sick Leave at the accrual rate that was in place when they
left. An employee who is re-hired more than 90 days after retirement,
resignation, or dismissal, will accrue at the same rate as a new hire
ix. Unused Sick Leave will not be paid upon separation of employment.
x. An employee on a disciplinary unpaid suspension may not use Sick
Leave for the duration of the disciplinary suspension.
b. Inappropriate Use or Abuse
i. Inappropriate use, abuse, or patterns may be subject to disciplinary
action up to and including termination. Examples include but are not
limited to:
• When an employee uses Sick Leave for unauthorized purposes or
misrepresents the actual reason for the absence.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 8 of 31
• When usage of Sick Leave, not protected by law, becomes so
frequent that an employee cannot fulfill the essential job functions.
• When an employees’ excessive absenteeism disrupts the
department or Town’s operations.
• Patterns in absenteeism, defined as a frequent, predictable, and/or
observable action that repeats itself over time, i.e. occurrences of
repeatedly taking off around regularly scheduled weekends or
Holidays.
• Repeated absenteeism or tardiness that is unapproved.
G. Bereavement Leave
(1) All Regular Full-time employees will be allowed up to 24 hours (48 for Fire
Suppression) of Bereavement Leave per death, to attend the funeral and/or
other bereavement affairs, upon the death of an employee’s Spouse,
Parent/Stepparent/Parent In-Law, Child/Stepchild, Sibling, or Grandparent.
(2) The employee will notify their direct Supervisor and the Department of
Human Resources regarding the need for Bereavement Leave and include the
hours necessary and the relationship of the family member.
(3) The Department of Human Resources will review and approve the request for
Bereavement Leave and allot approved hours in the Human Resources
Information System.
(4) An employee may be required to provide information to document the
absence.
(5) If additional time off is required, the employee may use any available accrued
or earned leave available. If no time is available, the immediate Supervisor
or Department Director may approve leave without pay.
H. Jury / Court Duty
(1) Jury Duty
a. All Regular full-time employees shall be granted jury/court duty pay, when
summoned for jury duty in a city, state, or federal court.
b. All Regular full-time employees serving in jury/court duties as described
above shall receive their full regular wages for the hours missed from
work.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 9 of 31
c. Employees will notify and provide a copy of their jury notice to their
immediate Supervisor and the Department of Human Resources upon
receiving a jury/court duty summons.
d. The Department of Human Resources will review and approve the request
for Jury Duty pay and allot approved hours in the Human Resources
Information System.
(2) Town Related Hearings/Matters
a. All employees shall be paid for required appearances in a Town, state, or
federal court, or a legislative or administrative proceeding (including
disciplinary hearings) concerning work-related matters, or certain work-
related investigations, and court preparation. The employee must provide
documentation of the requirement for attendance and the work-related
connection. Acceptable documentation includes a subpoena, letter of
request from an attorney of record or prosecuting attorney, or request of
a hearing officer.
(3) Non-Town Related Hearings/Matters
a. Employees required to appear in a Town, state or federal court, or
appearing in an administrative proceeding (including disciplinary hearings)
unrelated to work must use available accrued leave or unpaid leave. The
employee must provide documentation of the requirement for attendance.
Acceptable documentation includes a subpoena, letter of request from an
attorney of record or prosecuting attorney, or request of a hearing officer.
b. Employees receiving payment from an outside employer for a jury or court
appearance(s) must use available accrued leave or unpaid leave because
the appearance is not considered work-related with the Town.
c. Employees who have initiated legal or administrative proceedings,
including disciplinary hearings, against the Town must use available
accrued leave or unpaid leave to attend such proceedings; the appearance
is not considered work-related with the Town.
(4) All fees paid and expenses reimbursed by the court may be retained by the
employee, providing that the Town did not furnish travel, meals, lodging or
miscellaneous expenses and further provided that the employee is not
appearing as a witness on behalf of the Town or is appearing as a
consequence of their official Town duties.
I. Military Pay
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 10 of 31
In accordance with Section 437.202, Texas Government Code, any employee
(including regular, part-time, and seasonal) engaged in authorized military
training or duties will receive full pay and accrue benefits as if the employee
were on the job, for up to 15 workdays (three calendar weeks) in any one
fiscal year. Fire suppression employees on a 48/96 schedule will have their
15 workdays equated to 15 shifts of 48 hours each, consistent with the
provisions of Texas HB 2513.
J. Parental pay
(1) Employees who have worked for the Town in a Regular Full-time position for
at least 12 consecutive months may be entitled to parental pay of up to 80
hours (112 for Fire Suppression) for:
a. The birth of a Child who resides with the employee and for whom the
employee has physical and legal custody, or
b. The adoption of a Child under the age of four (4) who resides with the
employee and for whom the employee has physical and legal custody.
c. The employee must initiate use of parental pay within four (4) months of
the birth or adoption of the Child.
d. Parental pay must be exhausted within one (1) year following the birth or
adoption of the Child. All parental pay remaining after one year shall be
forfeited.
e. An eligible employee is entitled to parental pay only once for each birth or
adoption regardless of the number of children involved (e.g., twins).
f. Parental pay must be used continuously. Department Director’s may
authorize intermittent or reduced schedule use of Parental Pay based on
operational needs.
g. Parental pay may not begin until the date of the birth or adoption of the
Child.
h. Eligible employees must request parental pay at least 30 days prior to the
first day their parental pay entitlement is to be utilized. Failure to make
the request 30 days in advance may result in a delay or denial of receiving
the entitlement.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 11 of 31
K. Catastrophic pay
(1) Catastrophic pay allows eligible employees to donate vacation leave or Comp
Time Off to eligible employees who are incapacitated and unable to work due
to a prolonged continuous non-work-related catastrophic illness or injury to
extend Paid Leave.
(2) Only one request for donated leave may be submitted for the same medical
condition, even if multiple leave periods are approved for that condition.
(3) Eligibility for catastrophic pay
a. To be eligible to use donations an employee must:
i. Be eligible to accrue leave benefits
ii. Be incapacitated and unable to work due to a prolonged non-industrial
illness or injury which is estimated to last at least 30 calendar days;
iii. Have exhausted all available accrued leave balances, including
vacation Leave; and
iv. Be on an approved continuous Medical leave of absence.
b. Applicability
i. All Regular Full-time and Regular Part-time A and B employees may
donate to or receive from Regular Full-time and Regular Part-time A
and B employees.
ii. Vacation and Comp Time Off may be donated; Sick Leave, Personal
Time Off, Time Off Certificates, and other forms of available leave may
not be donated.
iii. Regular full-time employees may receive up to 150 hours of donated
leave, Regular part-time A employees may receive up to 75 hours, and
Regular part-time B employees may receive up to 40 hours.
iv. All donations shall be made by completing and submitting the
Catastrophic Leave Donation Form to the Department of Human
Resources.
v. Donations must be made at a minimum of 8-hour increments.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 12 of 31
vi. Donations shall be on an hour-for-hour basis, regardless of the pay
rate of the donor and recipient.
vii. Hours donated shall be kept in a pledge status until used. As needed,
pledged hours shall be debited from the donor’s balance and credited
to the recipient’s balance. Once credited the donation is irrevocable.
viii. Donated leave hours must be utilized on a continuous basis and may
not be applied to intermittent or reduced schedule absences.
ix. All donated hours will be paid at the rate of pay and the normal work
schedule of the recipient.
L. Quarantine Leave
(1) Eligible public safety employees, including sworn police officers and fire
suppression, who are ordered to quarantine or isolate due to a possible or
known exposure to a communicable disease while on duty, as required by
Texas Government Code § 180.009 may receive quarantine pay.
(2) An eligible employee must be ordered in writing by their Supervisor or
Department Director to quarantine or isolate due to possible or confirmed
exposure to a communicable disease while on duty.
(3) Eligible Employees will receive Town paid quarantine pay for the quarantine
period. To the extent permitted by applicable law, the Town will coordinate
and integrate quarantine pay with any workers’ compensation benefits the
employee may be entitled to receive.
(4) The Town will reimburse reasonable expenses related to the quarantine or
isolation, including but not limited to, lodging, medical treatment, and
transportation. Employees are required to submit any receipt or
documentation for expense reimbursement to the Department of Finance
within 30 days of the end of the quarantine period.
M. Mental Health Leave
(1) Eligible public safety employees, including sworn police officers and fire
suppression personnel, may be granted up to 36 hours (48 hours for Fire
Suppression) of Town-paid mental health leave following exposure to a
traumatic event in the scope of their official duties, as required by Texas
Government Code § 614.015.
(2) At the Town Managers discretion, other non-public safety employees may be
granted Mental Health Leave.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 13 of 31
(3) To be eligible, the employee must be involved in or witness a traumatic event
while on duty and be referred or approved for mental health leave in writing
by their Supervisor or Department Director based on the nature of the
incident and its impact on the employee’s well-being.
(4) The Town will make reasonable efforts to maintain the privacy and
confidentiality of employees utilizing mental health leave, in accordance with
applicable laws and policies. Employees are encouraged to utilize any
available mental health resources offered by the Town or through their
healthcare plan during the leave period.
3. LEAVE WITHOUT PAY
A. With Town Manager approval, unless otherwise required by state or federal law,
employees may be granted leave without pay.
B. All accrued Vacation, Sick, and Holiday Leave will cease during the unpaid leave that
exceeds a full pay period.
C. During an unpaid leave status, unless required by state or federal law, employee
benefits including but not limited to medical, dental, vision, life, disability will only
continue if the employee elects to continue coverage and submits payment to the
Town for the Town and Employee portion of the premiums by the 1st of the month
benefits are to be received. If an employee receives pay for any portion of the pay
period, the Town contributions will continue.
D. While on an unpaid leave status, unless required by state or federal law, the
employee is not entitled to the Town’s benefit contributions.
E. While on an unpaid leave status, the Town and employee contributions to
Retirement Plans and Deferred Compensation Plans cease.
F. In any case of unpaid leave, the employee is responsible for reimbursing the Town
for any and all payments for which payroll deductions would otherwise be made.
G. During unpaid leave, employees are not entitled to participate in or receive Tuition
Reimbursement.
H. Return to Work
(1) Upon completion of an approved unpaid leave of absence, an employee will
be returned to the same job, if it is available and the employee is able to
perform the duties of the position, or if the position is no longer available, will
be offered a comparable position, subject to availability, for which the
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 14 of 31
employee meets the qualifications. If the employee is not capable of
performing the duties of the same or a comparable job, the employee will be
offered the highest-level position for which the employee is qualified and able
to perform, if available.
(2) At the expiration of an approved unpaid leave, if an employee fails to return
to work, refuses an offered position, or fails to request an extension of leave,
the employee forfeits employment, by reason of having voluntarily
abandoned their employment and has not complied with the notice provisions
of Termination of Employment Policy.
(3) An employee who is on unpaid leave and notifies the Town that they will not
be returning to work is considered to have resigned effective on the
notification date. The employee shall contact the Department of Human
Resources as soon as possible to arrange for re-payment of any benefit
premium amounts owed to the Town.
4. LEAVE OF ABSENCE
A. Leave reasons
(1) Town employees may be granted a leave of absence for the following
reasons:
a. Medical leave may be granted when an employee needs to be absent for
the employee’s own medical condition.
b. Family care leave may be granted when an employee needs to be absent
to care for an ill or injured qualified Family Member, qualifying exigencies,
or military caregiver leave.
c. Parental leave may be granted when an employee needs to be absent for
the birth of the employee’s Child or the placement of a Child with the
employee in conjunction with adoption, or foster care.
d. Pregnancy disability leave may be granted when an employee is disabled
by pregnancy, childbirth, or related medical conditions.
e. Military leave may be granted when an employee is absent due to the
employee’s own military service in the Armed Forces.
B. Absence from duty, with or without pay, for any of the reasons outlined above is
deemed to be a leave of absence and reported to the Department of Human
Resources as outlined in the Leave of Absence Procedure when:
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 15 of 31
(1) An employee is absent or expected to be absent for three or more
consecutive days or absent on a reduced schedule for more than three days
due to Medical, Family Care, Pregnancy Disability, or Parental leave reasons.
(2) An employee is absent intermittently for Medical, Family Care, Pregnancy
Disability, or Parental leave reasons.
(3) Anytime an employee is absent due to Military Leave.
C. Leave laws
(1) Family and Medical Leave Act (FMLA)
a. The federal Family and Medical Leave Act (FMLA) provides eligible
employees the right to an unpaid leave of absence. Employees requesting
FMLA leave must state the reason for the leave. The Town may designate
any qualified leave as FMLA even if the employee does not request it.
FMLA leave is permitted for the following qualifying events:
i. The birth of the employee’s Child or to care for a newborn of the
employee;
ii. The placement of a Child with the employee in connection with
adoption or foster care;
iii. To care for a Child, Parent, or Spouse who has a Serious Health
Condition, when Medically Necessary;
iv. When the employee is unable to perform the functions of their position
because of a Serious Health Condition that makes the employee
unable to work;
v. Qualifying Exigency arising out of the fact that the employee’s Family
Member who is a member of the Armed Forces is on active duty, or
has been notified of an impending call or order to active duty, in
support of a contingency operation as defined by the Department of
Labor; or
vi. To care for a Family Member or next of kin who is a current member
of the Armed Forces, who is undergoing medical treatment,
recuperation, or therapy, is otherwise in outpatient status or is
otherwise on the temporary disabled list, for a serious injury or illness
that was incurred by the service member in the line of duty on active
duty.
b. FMLA eligibility requirements
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 16 of 31
i. Employees are eligible for FMLA leave if the employee:
• has been employed by the Town for at least 12 months; and
• has worked for the Town for at least 1,250 hours during the 12-
months immediately preceding the commencement of the leave
(includes regular and overtime hours; excludes any absences, paid
or unpaid, e.g., Vacation, Sick leave, Holiday, jury duty or other
absences); and
• Has a qualifying event
ii. Exception of "Key Employees"
• Key Employee’s may be deemed ineligible for restoration to their
position following the expiration of FMLA leave if denying their
restoration is necessary to prevent substantial and grievous
economic injury to the Town’s operations. The employee shall be
notified of this intent to deny at the time the Town determines that
such injury would occur.
• Key Employees are exempt FMLA eligible employees who are among
the top ten percent of all Town employees.
• Any employee classified as a Key Employee and notified that
restoration will be denied may appeal, in writing, their Key
Employee status to the Town Manager within 14 days of the denial.
The Town Manager will review the appeal and make a final decision
within 14 days of the appeal notice.
c. FMLA leave entitlement
i. Eligible employees are entitled to a total of 12 weeks or 480 hours of
leave (672 hours for Fire Suppression) in a 12-month rolling backward
period.
ii. Eligible employees on leave under Military Caregiver leave are entitled
to a total of 26 weeks or 1,040 hours of FMLA leave (1,456 hours for
Fire Suppression employees) in a single 12-month period.
d. Minimum Duration of FMLA Leave
i. Birth or Placement of Child
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 17 of 31
• All leave must be completed within one year of the birth or
placement of the Child.
• The employee may request an alternate minimum duration of
leave, which the Department Director may approve only if it meets
the needs of the department.
• Under FMLA, leave for the birth or placement of a child may not be
taken on an intermittent or reduced schedule basis unless the
employer agrees to such an arrangement in advance.
ii. Family care or employee’s own Serious Health Condition
• If leave is requested to care for a Family Member or the employee’s
own Serious Health Condition, there is no minimum amount of
leave that must be taken. Leave may be taken on a continuous
basis, intermittently, or on a reduced work schedule, as is Medically
Necessary. However, the notice and medical certification provisions
of this policy shall apply.
iii. Military Caregiver leave
• If military caregiver leave is requested, there is no minimum amount
of leave that must be taken. Leave may be taken on a continuous
basis, intermittently, or on a reduced schedule, as is Medically
Necessary. This leave may be taken only once during a single 12-
month period per service member and per injury or illness.
• If both spouses are employed by the Town, they are entitled to a
combined total of 26 weeks of FMLA leave for military caregiver leave
and other qualifying FMLA leave taken for the birth or placement of
a child or to care for a parent with a serious health condition.
iv. Intermittent or Reduced Schedule Leave
• FMLA leave may be taken on an intermittent or reduced leave
schedule.
• If an employee requests intermittent leave or reduced schedule leave
that is foreseeable based on planned medical treatment, the city may
require the employee transfer temporarily to an available alternative
position for which the employee is qualified and that:
• Has equivalent pay and benefits; and
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 18 of 31
• Better accommodates recurring periods of leave than the regular
employment position of the employee.
e. Job protection
i. FMLA provides for reinstatement to the or equivalent job with
equivalent benefits, pay, and other terms and conditions of
employment if the employee returns to work at the end of the FMLA
leave.
ii. The employee has no greater rights to reinstatement, benefits or other
conditions of employment than if the employee had been working
continuously during the FMLA period.
f. Benefits protected under FMLA
i. While on FMLA leave, employees will continue to be covered by the
Town’s Benefits including but not limited to health, dental, vision, life,
and disability insurance to the same extent that coverage is provided
while the employee is on the job.
ii. Employees who normally pay a portion of the benefit will continue to
be responsible for those payments during the FMLA leave.
iii. Employee contribution rates are subject to any change in rates that
occurs while the employee is on leave.
iv. If an employee fails to return to work after their leave entitlement has
been exhausted, the Town will have the right to recover the Town’s
share of benefit premiums for the entire leave period from the
employee, unless the employee does not return because of the
continuation, recurrence, or onset of a Serious Health Condition of the
employee or their Family Member that would entitle the employee to
leave, or because of circumstances beyond the employee's control.
The Town is authorized to deduct premiums from any amount due to
the employee as permissible by law.
g. FMLA leave is unpaid; however, the Town requires employees to use
available paid leave, if any, concurrently with FMLA leave.
h. If an employee takes a leave of absence for any reason that is FMLA
qualifying, including a serious injury on the job, the Town may designate
that leave as FMLA leave.
(2) Uniformed Services Employment and Reemployment Rights Act
(USERRA) and Texas Government Code Covering Military Members
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 19 of 31
a. All employees who perform duties, voluntary or involuntary, in the uniformed
services shall have reinstatement rights and shall be granted time off to
perform such duties in accordance with USERRA, and the Texas Government
Code. Uniformed services shall include U.S. Armed Forces, Reserves,
National Guard, and others including the National Disaster Medical System,
FEMA Urban Search & Rescue, FEMA Reservists, and the Commissioned Corps
of both the Public Health Service and NOAA.
D. Reporting requirements
(1) Notice
a. Although the Town recognizes that emergencies arise that may require
employees to request immediate leave, employees are required to give as
much notice as possible of their need for leave.
b. The employee shall make a leave request following the Leave of Absence
Procedure.
c. If leave is foreseeable, at least 30 days’ notice is required.
d. If the need for leave is for a planned medical treatment, the employee
shall make a reasonable effort to schedule the treatment so as not to
unduly disrupt the operations of the Town.
e. If an employee knows that they will need leave in the future but does not
know the exact date(s) (e.g., for the birth of a Child or to care for a
newborn), the employee shall inform their Supervisor as soon as possible
that such leave will be needed.
f. When necessary, notice may be given verbally, if followed promptly by a
written request.
g. If the Town determines that an employee's notice of need for leave is
inadequate when the employee knew about the requested leave in
advance of the request, the Town may delay the granting of the leave
until it can, in its discretion, adequately cover the position with a
substitute, but such delay shall be for no more than thirty (30) days.
(2) Medical certification
a. Employees who request medical, family care or pregnancy disability leave
must provide written certification from the Health Care Provider of the
individual requiring care. The certification shall include:
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 20 of 31
i. The date on which the medical condition commenced,
ii. The probable duration of the condition and the duration the leave is
Medically Necessary,
iii. The frequency that the leave is Medically Necessary,
iv. If an employee requests leave intermittently (a few days or hours at a
time) or a reduced work schedule for medical, family care, or
pregnancy disability leave, the employee must provide certification that
such leave is Medically Necessary.
v. If medical or pregnancy disability leave is requested the certification
must include a statement that the employee is unable to work due to a
Serious Health Condition.
vi. If family care leave is requested the certification shall include a
statement of the need for the participation of the employee to provide
care, the relationship between the patient and the employee, and must
indicate that the family member has a Serious Health Condition.
b. Employees who request parental leave must provide a copy of the Child’s
birth certificate, hospital certificate, or adoption or foster care
documentation.
c. Time to provide a certification
i. The employee must provide certification to the Town within 15
calendar days of the Town’s request. If the employee does not
provide the required documentation within 15 calendar days, the Town
will provide a second notice allowing the employee an additional 15
days to provide the required documentation.
ii. Employees may be required to recertify periodically for their leave, but
not more than once every 30 days.
iii. Consequences for failure to provide an adequate or timely certification
• If an employee provides an incomplete certification, the employee
will be given a reasonable opportunity to remedy such deficiency. If
an employee fails to provide certification within 15 days of the date
of the Town request, the Town may delay the taking of leave until
the required certification is provided.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 21 of 31
d. Verification of employee’s own Serious Health Condition
i. If the Town has evidence to doubt the validity of a certificate for the
employee’s own medical condition, the Town may require in
accordance with all applicable laws, a medical opinion of a second
Health Care Provider chosen and paid for by the Town.
ii. If the second opinion is different from the first, the Town may require
the opinion of a third provider jointly approved by the Town and the
employee but paid for by the Town. The opinion of the third provider
will be binding. An employee may obtain a copy of the health care
providers’ opinions.
e. Military orders
Employees requesting military leave shall provide as soon as reasonably
possible a copy of the military orders covering the leave of absence
period.
E. Benefits coverage while on leave
(1) An approved leave of absence is a qualifying life event; therefore, employees
may enroll or withdraw from benefits coverage within 30 days from the time
the leave commences or concludes.
(2) While on an FMLA or paid leave, employees will continue to receive the Town
benefit contributions to the same extent that coverage is provided while the
employee is on the job.
(3) Employees who normally pay a portion of the premiums will continue to be
responsible for those payments during the accrued leave.
(4) Employee contribution rates are subject to any change in rates that occurs
while the employee is on leave.
(5) While on an unpaid leave not covered by FMLA the employee is not entitled
to the Town’s benefit contributions.
(6) The Town will continue to pay the full insurance premiums on the employee’s
behalf up to the duration of leave as authorized, unless the employee
provides a written request to terminate such benefits to the Department of
Human Resources. Upon return from a leave of absence or separation from
Town service, the employee is responsible for reimbursing the Town for all
applicable employee benefit costs.
F. Pay while on a leave of absence
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 22 of 31
(1) The Town requires an Employee taking a leave of absence for reasons other
than Military Leave to use Paid Leaves while on a leave of absence.
Employees must exhaust their Paid Leaves with the following exceptions:
a. Employees may retain a maximum of 40 hours total accumulation of all
types of leave.
(2) The Town shall automatically supplement disability insurance payments with
the employee’s available paid leave accruals to provide up to 100% of the
employee’s base wages. The amounts used to supplement disability pay will
be deducted from the employee’s eligible leave balances. The order in which
paid leave accruals are applied (e.g., sick leave first, then vacation leave) will
be determined by the employee. If an employee does not specify the order
leave is used, the Town will use leave in the following order, sick, executive
leave, personal leave, Time off Certificates, CTO, and vacation.
a. An employee may elect to stop supplementing disability insurance pay
with Paid Leave during the period the employee is receiving disability
benefits, by informing the Department of Human Resources. If the
employee does not want to supplement disability insurance pay with Paid
Leave, the employee will not receive a paycheck from the Town during
such time. The employee will be responsible for reimbursing the Town for
any applicable benefit costs.
b. An employee who does not file a disability insurance claim shall inform the
Department of Human Resources. At such times, the employee will be
required to utilize their Paid Leave. If an employee later decides to file a
disability claim, they shall inform the Department of Human Resources. At
such time, the employee may then choose to supplement their disability
insurance pay using paid leaves up to 100% of base wages. The Town
retains the sole discretion to allow the employee reimbursement for any
overpayment that may have occurred in the delay of filing a claim.
(3) Paid Leave accruals must be used on a continuous basis for all absences, until
available accrued paid leaves are exhausted.
(4) Military Leave in Excess of 15 Days
When military pay is exhausted, employees may, at their sole discretion,
choose to utilize accrued Vacation, compensatory time off, or personal time
off during approved Military Leave. Employees who choose not to use
accrued leave will be placed on unpaid leave.
G. Returning from a leave of absence
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 23 of 31
(1) Right to reinstatement
a. If an employee is granted a leave of absence, at the end of the approved
leave the employee will be reinstated to the same department and
classification unless the employee is notified that they are a Key Employee
under the FMLA and that restoration would cause substantial and grievous
economic injury to the Town.
b. If the employee is unable to return at the end of an approved leave, but
still desires to return–to-work, the employee must obtain approval for an
extended leave of absence with a new return to work date in order to be
eligible for reinstatement to the same department and classification.
c. If the employee is able to return to work but the reinstatement date
differs from the approved return to work date, the employee may be
reinstated within a reasonable amount of time after the notification and
verification of availability to return to work.
d. Employees on Military Leave will be granted reemployment rights in
accordance with the Uniformed Service Employment and Reemployment
Rights Act (USERRA) and any applicable state law.
(2) Return to work certification for FMLA leave
a. As a condition of returning to work, an employee who was on medical or
pregnancy disability leave must obtain and present certification from a
Health Care Provider that the employee is able to resume work. If the Town
provides the essential job functions with the designation notice, the
certification must state that the employee is able to perform the essential
job functions of his or her job.
(3) Return to work certification for leave other than FMLA or Military
a. As a condition of returning to work, an employee who was on medical or
pregnancy disability leave must obtain and present certification from a
Health Care Provider that the employee is able to resume work. The
certification must be no more than 10 days old and state that the
employee is able to resume work with or without reasonable
accommodation.
b. If the Town has evidence to doubt the validity of a certificate for the
employee’s return to work, the Town may require a medical opinion of a
second Health Care Provider chosen and paid for by the Town.
c. If the second opinion is different from the first, the Town may require the
opinion of a third provider jointly approved by the Town and the employee
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 24 of 31
but paid for by the Town. The opinion of the third provider will be
binding. An employee may obtain a copy of the health care providers’
opinions.
5. ADMINISTRATIVE LEAVE
Administrative Leave may be paid or unpaid as determined by the nature of the event
and at the discretion of the Department Director with the Town Manager’ or designee
approval.
6. WORKERS’ COMPENSATION
A. All Town employees are covered by the Town’s Workers’ Compensation Insurance.
If an employee is injured on-the-job, they may be eligible for benefits under
Workers’ Compensation as required by State and Federal law. Workers’
Compensation is designed to cover the costs associated with injuries resulting from
identifiable and specific accidents or injuries occurring on the job. It is not designed
to cover “ordinary diseases of life.”
B. Reporting Injuries or Illnesses
Employees must immediately report all on-the-job injuries as outlined in the
Reporting Workplace Illness and Injury Procedure.
C. Medical Examinations
Employees sustaining an on-the-job injury requiring emergency medical treatment
should call 9-1-1 or go to the nearest emergency room. Injuries other than first aid
should be initially seen by the Town’s occupational illness/injury preferred medical
provider. Please reference the Procedures for additional information. However, their
own physician can also treat the employee assuming the physician accepts workers
compensation insurance.
D. Salary Continuation Program
(1) The Town will provide all non-public safety Regular Full-time employees
Salary Continuation Benefits for up to 90 days, while an employee is off work
due to an accepted work-related illness or injury.
(2) The Town will provide all Regular Full-time Sworn Police, Fire, and Sworn
Emergency Medical Services Personnel employees, Salary Continuation
Benefits for up to one year, while an employee is off work due to an accepted
work-related illness or injury, as required by state law.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 25 of 31
(3) While on an approved Workers’ Compensation Leave of Absence, Salary
Continuation Benefits will be paid the difference between the Workers
Compensation disability insurance pay and the employees base salary.
(4) In the event there is an overpayment of Salary Continuation Benefits made to
the employee, the employee is responsible for reimbursing the Town.
(5) When Salary Continuation Benefits are exhausted, employees have the option
of supplementing their Worker’s Compensation disability insurance pay up to
100% of base salary by utilizing available Sick, Vacation, Compensatory Time
Off, or Personal Time Off. If the employee chooses not to use their available
accrued leave, they will be placed on a Leave of Absence Without Pay.
(6) Salary Continuation Forfeiture
a. An employee forfeits eligibility for participation in the Wage Continuation
Program if the employee:
i. Fails to report the on-the-job injury as specified in the Town’s policies
and receive medical treatment as necessary.
ii. Repeatedly fails to keep medical appointments.
iii. Is found to be working another job.
iv. Retires, resigns, terminates, or dies.
v. Refuses to submit to examinations or diagnostic tests or procedures
recommended as medically or psychologically necessary.
vi. Fails to follow, refuses to comply with, disregards, or violates the
treating physician’s instructions regarding treatment for the on-the-job
injury.
vii. Refuses to perform light duty work when such light duty work has
been authorized by the treating physician and offered by the
Department Director or the Department of Human Resources.
viii. Falsifies or misrepresents physical condition or capacity.
ix. Refuses to return to regular duty once released by the treating
physician.
x. Fails to keep in contact with the Town’s third-party workers’
compensation administrator or the Department of Human Resources.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 26 of 31
xi. Has been injured as a result of employee’s own willful misconduct,
horseplay, gross negligence, or is in violation of safety
procedures/rules as determined by the Department of Human
Resources and/or Town Manager.
b. All Salary Continuation Forfeitures shall be reviewed by the Town Manager
and Town Attorney prior to any action of forfeiture being taken.
E. Light-Duty Assignments
(1) An employee released to return to work with restrictions by the treating
physician may be required to work a light-duty assignment as assigned by the
Department Director or Department of Human Resources.
(2) Light-duty work is defined as a temporary job assignment provided to an
employee who, due to an illness or injury, is temporarily unable to perform
one or more of the essential requirements of their job.
(3) For non-public safety employees, for each incident, a light-duty assignment(s)
may not exceed a total of six months (180 calendar days). For Sworn Police,
Fire, and Sworn Emergency Medical Services Personnel employees a light-
duty assignment may not exceed one year.
(4) A light-duty assignment may include modifications to the employee’s regular
work schedule as deemed necessary by the Department Director or
Department of Human Resources to accommodate the employee’s
restrictions.
(5) During a Light-duty assignment an employee’s absence from regular work
hours, including medical appointments for the on-the-job injury, will be
charged against their available accrued time.
(6) A light duty assignment may be terminated at the discretion of the
employee’s Department Director after the Director of Human Resources
review.
(7) Conditions for Approving Light-Duty
a. A light-duty assignment will be approved only when the following
conditions and responsibilities are met:
i. The injury is judged by the employee’s treating physician to be of a
temporary nature.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 27 of 31
ii. The department or other Town department determines that there is an
availability of work, and there is an ability to accommodate the light-
duty assignment.
iii. Light-duty releases received from the employee’s physician, outlining
limitations for lifting, walking, stooping, bending, carrying, driving,
and/or other specific limitations of the injured/ill employee.
b. Employee Responsibilities
i. Obtain a medical release from their treating health care provider. A
medical release must contain a prognosis and an estimated date for
the employee’s complete recuperation and return to regular duty. The
medical examination for an off-the-job injury or illness will be at the
employee’s expense.
ii. Upon release to full duty with no restrictions, report to the assigned
Supervisor with the treating physician’s statement showing that the
employee has been released.
c. Supervisor Responsibilities
i. Assigns work hours and maintains time reports.
ii. At the inception of the light-duty assignment and prior to return to full
duty, notify the Department of Human Resources.
F. Termination of Employment
For non-public safety employees, when Maximum Medical Improvement is reached
and the employee is unable to perform their job duties, and the employee’s Sick
leave balance is zero, or a total of one year of Workers’ Compensation Leave of
Absence has been granted where the employee is unable to return with or without
accommodation to their regular position; whichever comes first, the Town will
evaluate whether it can continue to accommodate the employee’s absence.
DEFINITIONS
12-Month Rolling Backwards Period
The ‘12-Month Rolling Backwards Period’ means a 12-month period measured backward
from the date the leave is taken.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 28 of 31
Child
A biological, adopted, or foster child, a stepchild, a legal ward, or a child of a person
standing in loco parentis (in place of a parent for legal purposes) who is either: under
18 years of age; or over 18 years of age and incapable of self-care due to a mental or
physical disability.
Department Director
A Department Director is an employee appointed to oversee a specific Town
Department. Department Directors include the positions of Director of Communications
and Marketing, Director of Community Development, Director of Finance, Fire Chief,
Director of Human Resources, Director of Parks and Recreation, Police Chief, and Town
Secretary. The Town Manager is considered the Department Director for Town
Manager’s Office employees.
Family and Medical Leave Act (FMLA)
FMLA as prescribed by 29 U.S.C. Sections 2601 et seq. provides eligible employees up
to 12 weeks of unpaid job and benefit-protected leave.
Family Member
Qualified family members are spouse, child, or parent.
Health Care Provider
A Health Care Provider is;
• A Doctor of Medicine or osteopathy who is authorized to practice medicine or
surgery by the State of Texas;
• An individual duly licensed as a physician, surgeon, or osteopathic physician or
surgeon in another state or jurisdiction, including another country, who directly
treats or supervises the treatment of a Serious Health Condition;
• Podiatrists, dentists, clinical psychologists, optometrists, and chiropractors
(limited to treatment consisting of manual manipulation of the spine to correct a
subluxation as demonstrated by X-ray) are authorized to practice in Texas and
performing within the scope of their practice as defined under Texas law;
• Nurse practitioners, nurse-midwives and licensed clinical social workers who are
authorized to practice under Texas law and who are performing within the scope
of their practice as defined under Texas law;
• Any Health Care Provider from whom an employer or group health plan's benefits
manager will accept certification of the existence of a Serious Health Condition to
substantiate a claim for benefits.
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 29 of 31
Key Employees
An employee who is among the highest paid 10 percent of all employed by the Town.
Medically Necessary
Medically Necessary means there must be a medical reason why an absence from duty
is required.
Paid Leave
Paid leave includes all types of pay an employee receives as outlined in the Town
Charter or Policy such as Sick Leave, Vacation Leave, Personal Time Off, Compensatory
Time Off, Parental Pay, etc.
Parent
The biological parent of an employee or an individual who stands or stood in loco
parentis (in place of a parent) to an employee when the employee was a child; this
term does not include parents-in-law.
Qualifying Exigency
May include short notice deployments, military events and related activities, childcare
and related activities, financial and legal arrangements, counseling, rest and
recuperation, post deployment activities, and any other event that the employee and
Town agree is a qualifying exigency.
Serious Health Condition
Serious Health Condition means an illness, injury, impairment, or physical or mental
condition that involves:
• Inpatient Care (i.e. an overnight stay) in a hospital, hospice, or residential
medical care facility, including any period of incapacity (i.e. inability to work or
perform other regular daily activities due to a Serious Health Condition,
treatment involved, or recovery there from) or any subsequent treatment in
connection with such inpatient care; or
• Continuing treatment by a Health Care Provider. A Serious Health Condition
involving continuing treatment by a Health Care Provider includes any one or
more of the following:
• Period of incapacity (i.e., inability to work, or perform other regular daily
activities due to the Serious Health Condition) of more than three consecutive
calendar days and any subsequent treatment or period of incapacity relating to
the same condition, which also involves:
• Treatment two or more times by a Health Care Provider; or
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 30 of 31
• Treatment by a Health Care Provider on at least one occasion that results in a
regimen of continuing treatment under the supervision of the Health Care
Provider.
• Any period of incapacity due to pregnancy or for prenatal care.
• Any period of incapacity or treatment for such incapacity due to a chronic
Serious Health Condition. A chronic Serious Health Condition is one which:
• Requires periodic visits for treatment by a Health Care Provider, or by a nurse or
physician's assistant under direct supervision of a health care provider;
• Continues over an extended period of time (including recurring episodes of a
single underlying condition); and
• May cause episodic rather than a continuing period of incapacity (e.g., asthma,
diabetes, epilepsy, etc.). Absences for such incapacity qualify for leave even if
the absence lasts only one day.
• A period of incapacity that is permanent or long-term due to a condition for
which treatment may not be effective. The employee or Family Member must be
under the continuing supervision of, but need not be receiving active treatment
by, a Health Care Provider.
• Any period of absence to receive multiple treatments (including any period of
recovery there from) by a Health Care Provider, either for restorative surgery
after an accident or other injury, or for a condition that would likely result in a
period of incapacity of more than three consecutive calendar days in the absence
of medical intervention or treatment.
Spouse
An employee’s husband or wife in a legal or formal marital relationship.
Regular Full-time Non-Exempt Employees
Any employee in a non-temporary position with a standard work schedule of 30 or more
hours per pay week, and is not exempt from FLSA overtime.
Regular Full-time Exempt Employees
Any employee in a non-temporary or seasonal position with a standard work schedule
of 30 or more hours per pay week, and is exempt from FLSA overtime.
Fire Suppression Full-time Employees
Any employee in a non-temporary or seasonal position with the Fire Suppression work
schedule of 48/96, and is not exempt from FLSA overtime.
Regular Part-time Non-Exempt Employees
Resolution 2025-23 Exhibit "A"
Leave Administration Policy
Leave Administration Policy
Approved October 27, 2025 Page 31 of 31
Any employee in a non-temporary or seasonal position with a standard work schedule
of 20 hours per pay week, and is not exempt from FLSA overtime.
Regular Part-time (A)
Any non-exempt employee with a regularly scheduled work week of less than 30 hours
and is expected to work at least 1,040 hours per fiscal year.
Regular Part-time (B)
Any non-exempt employee with a regularly scheduled work week of less than 30 hours
and is expected to work less than 1,040 hours per fiscal year.
PROCEDURES AND FORMS
TM – 507.01: Leave Administration Procedure
TM – 507.02: Reporting Workplace Illness and Injuries Procedure
HR Form 507.01: Leave of Absence Request Form
HR Form 507.02: Certificate of Health Care Provider
HR Form 507.03: Workplace Accident or Incident Report
REGULATORY REFERENCES
• Family and Medical Leave Act (FMLA)
• Texas Government Gode
• Uniformed Services Employment and Reemployment Rights Act (USERRA)
SUPERSEDES
TM – 507 – Leave Administration Policy
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to affirm the Town’s commitment to providing equal
employment opportunities for all employees and applicants. In compliance with the
Americans with Disabilities Act (ADA), the Pregnancy Discrimination Act, Title VII of the
Civil Rights Act, and other applicable laws, the Town will provide reasonable
accommodations to qualified individuals with disabilities, pregnancy-related conditions,
or those who need time and space for lactation, or for religious reasons, unless doing so
would impose an undue hardship on Town operations.
2. POLICY
It is the Policy of the Town to comply with all federal and state laws regarding the
employment of individuals with disabilities, including guidance from the Equal
Employment Opportunity Commission (EEOC). The Town does not discriminate against
qualified individuals with disabilities in any aspect of employment, including hiring,
compensation, promotion, training, or termination.
The Town will provide reasonable accommodation to qualified individuals with disabilities;
for employees affected by pregnancy or related medical, and for nursing employees who
need time and private space to express breast milk. All accommodation requests will be
addressed promptly and fairly, in accordance with applicable legal standards.
The Town respects the religious beliefs and practices of all employees and will make, on
request, an accommodation for such observances when a reasonable accommodation is
available that does not create an undue hardship.
Policy Number TM – 517
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
Reasonable Accommodation Policy
Approved October 27, 2025 Page 2 of 6
3. ACCOMMODATION REQUESTS
A. Employees or applicants may request reasonable accommodation, either verbally or in writing,
by notifying the Director of Human Resources.
B. A family member, healthcare provider, or other representative may also request an
accommodation on behalf of the employee or applicant (e.g., a doctor’s note outlining medical
restrictions constitutes a request).
C. Supervisors or managers who receive or become aware of a request must notify the Director
of Human Resources within two business days.
D. The request does not need to use specific terms like “reasonable accommodation,” “disability,”
or “ADA.” Any communication indicating a need for a change due to a medical condition
qualifies as a request.
4. INTERACTIVE PROCESS
A. When an individual seeks accommodation, the Town may request written
documentation from any relevant professional who has knowledge of the employee’s
condition describing the impairment; the nature, severity and duration of the
impairment; the activities that the impairment limits; and the extent to which the
impairment limits the employee’s ability to perform certain activities. If the Town
requests documentation, and the individual seeking accommodation does not provide
the documentation or it is incomplete, the Town may deny the accommodation
request or require that the individual go to a health professional of the Town’s choice,
at the Town’s expense.
B. The Director of Human Resources serves as the Disability Program Manager (DPM)
and is responsible for initiating and managing the interactive process. All medical
information will be handled confidentially by the DPM.
C. Upon receiving a request, the Town will engage in a timely, good-faith interactive
process with the employee or applicant to explore potential accommodations that
allow the individual to perform the essential functions of the job without imposing
undue hardship on Town operations.
D. Employees or applicants are expected to participate in good faith and provide all
necessary documentation and information to support their request.
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
Reasonable Accommodation Policy
Approved October 27, 2025 Page 3 of 6
5. RESOLUTION OF THE REASONABLE ACCOMMODATION REQUEST
A. The DPM will provide the requesting party with both a verbal explanation and a written
Notice of Resolution outlining the decision.
B. The notice will detail the accommodation being approved or the reason for denial.
6. REASSIGNMENT
A. If an accommodation cannot be made in the current position, the Town will attempt
to reassign the employee to a vacant position, provided:
(1) A vacancy exists within 60 calendar days of determining accommodation is not
feasible in the current role. The Town is not required to create a new position.
(2) The employee meets the minimum qualifications and can perform the essential
functions of the new role with or without accommodation.
7. INFORMAL DISPUTE RESOLUTION
An individual who is dissatisfied with the outcome of their accommodation request may
submit a written request for reconsideration to the Town Manager within ten business
days of receiving the Notice of Resolution.
8. ENDING ACCOMMODATION
A. An individual who no longer requires an accommodation must notify the DPM as soon
as reasonably possible.
B. A supervisor or department director who believes an employee may no longer need
an accommodation should contact the DPM, who will assess whether follow-up with
the employee is appropriate.
9. CONFIDENTIALITY
All information related to the reasonable accommodation process will remain confidential.
Supervisors and managers will only receive information necessary to implement an
approved accommodation.
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
Reasonable Accommodation Policy
Approved October 27, 2025 Page 4 of 6
10. LACTATION IN THE WORKPLACE
A. Nursing employees will be provided reasonable break time to express breast milk for
up to one year after the birth of a child.
(1) For sworn police and fire suppression employees, lactation breaks may
occasionally be interrupted due to emergency calls or operational needs. In
such cases, supervisors will make reasonable efforts to reschedule the break
time as soon as practicable to allow for milk expression without undue delay.
B. Lactation breaks may run concurrently with paid rest breaks when possible. Breaks
exceeding 15 minutes, when the employee is relived of all duties, employees will be
unpaid.
C. A private, locked space, other than a bathroom, will be made available for expressing
breast milk. This space will be shielded from view and free from intrusion.
D. Employees are encouraged to notify their supervisor or Human Resources in advance
to arrange accommodations. All requests will be handled discreetly and in compliance
with this policy and applicable laws.
E. Storage of Breast Milk
Employees may store expressed milk in the break room refrigerator, provided
containers are clearly labeled with the employee’s name and date. The employee
storing breast milk assumes full responsibility for the safety of the milk, including
storage and disposal.
11. Requesting a Religious Accommodation
A. An employee or applicant whose religious beliefs or practices conflict with his or her
job, work schedule, or with Town’s policy or practice on dress and appearance, or
with other aspects of employment, and who seeks a religious accommodation must
submit a written request for the accommodation to Human Resources. The written
request will include the type of religious conflict that exists and the employee’s
suggested accommodation.
B. Upon receiving a request, the Town will engage in a timely, good-faith interactive
process with the employee or applicant to explore potential accommodations that do
not impose undue hardship on Town operations. An accommodation may be a change
in job, using paid leave or leave without pay, allowing an exception to the dress and
appearance code that does not affect safety requirements, or for other aspects of
employment.
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
Reasonable Accommodation Policy
Approved October 27, 2025 Page 5 of 6
C. Employees or applicants are expected to participate in good faith and provide all
necessary documentation and information to support their request.
D. The Human Resources Director will provide the requesting party with both a verbal
explanation and a written Notice of Resolution outlining the decision. The notice will
detail the accommodation being approved or the reason for denial.
E. An individual who is dissatisfied with the outcome of their accommodation request
may submit a written request for reconsideration to the Town Manager within five
business days of receiving the Notice of Resolution.
12. DISCRIMINATION AND RETALIATION PROHIBITED
The Town prohibits discrimination, harassment, or retaliation against any individual for
requesting or using a reasonable accommodation under this policy. Employment
decisions will not be based on an employee’s need for or use of accommodations.
DEFINITIONS
Essential Functions
The core duties of a job that an employee must be able to perform, with or without
reasonable accommodation.
Interactive Process
A collaborative, ongoing dialogue between the Town and an employee or applicant to
determine if a reasonable accommodation can be made and what form it may take.
Lactation Accommodation
An adjustment to the work schedule or environment to allow a nursing employee time
and private space to express breast milk.
Nursing Employee
An employee who is breastfeeding or expressing breast milk for a child up to one year
after the child’s birth.
Reasonable Accommodation
A modification or adjustment to a job, work environment, or hiring process that enables
a qualified individual with a disability or pregnancy-related condition to perform
essential job duties or to enjoy equal employment opportunities or that enables an
individual to observe their religious beliefs.
Resolution 2025-23 Exhibit "A"
Reasonable Accommodation Policy
Reasonable Accommodation Policy
Approved October 27, 2025 Page 6 of 6
Undue Hardship
A significant difficulty or expense incurred by the Town in providing an accommodation,
based on factors such as cost, resources, and operational impact, as defined under
applicable law.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Fair Labor Standards Act (FLSA)
• Pregnancy Discrimination Act (PDA)
• Texas Health & Safety Code §165.003 (Right to Express Breast Milk)
• Texas Labor Code Chapter 21 (Texas Commission on Human Rights Act)
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 506 – Reasonable Accommodation (ADA/ADAA)
Section: 507 – Breastfeeding in the Workplace
Resolution 2025-23 Exhibit "A"
Performance Management Policy
1. STATEMENT OF PURPOSE
The purpose of this Performance Management Policy is to establish a consistent and fair
process for evaluating and enhancing employee performance that supports the Town’s
mission, goals, and values. This policy aims to foster a culture of continuous
improvement, accountability, and professional development by setting clear performance
expectations, providing regular feedback, recognizing achievements, and addressing
performance challenges. Through effective performance management, the Town seeks
to maximize employee engagement and productivity while ensuring alignment with
organizational objectives.
2. POLICY
It is the policy of the Town to implement a fair, transparent, and consistent performance
management system that promotes individual growth and accountability, reinforces job
performance standards, and supports the Town’s mission, values, and strategic
objectives.
3. ONGOING SUPERVISOR ENGAGEMENT
Supervisors are expected to engage in consistent and ongoing performance management
efforts throughout the year, not just during formal review periods. This includes providing
regular feedback, coaching, recognition of accomplishments, and timely correction of
performance issues. By maintaining open communication, supervisors foster employee
development, encourage accountability, and promote a high-performing work culture.
4. PERFORMANCE EVALUATION
A. Initial Evaluation
All new employees, as well as employees who have a change in position, including
but not limited to promotion, reclassification, transfer, or demotion, will receive a
Policy Number TM - 518
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Performance Management Policy
Performance Management Policy
Approved October 27, 2025 Page 2 of 4
formal performance evaluation by their supervisor after six months in the new
position.
B. Annual Evaluation
All Town employees will receive a formal performance evaluation by their supervisor
at the conclusion of each fiscal year.
C. Performance Evaluation Expectations
(1) The performance evaluation process is a structured opportunity for supervisors
and employees to engage in meaningful dialogue about job performance,
professional growth, and future objectives. To ensure consistency and
effectiveness, the following expectations apply:
a. Goal Setting
Supervisors and employees will collaboratively establish clear, measurable
goals and performance expectations aligned with the employee’s job
responsibilities and the Town’s strategic priorities.
b. Performance Review
The evaluation should include a review of results achieved, quality of work,
teamwork, communication, and other job-specific competencies. Feedback
must be constructive, timely, and solutions-oriented.
c. Development Planning
Supervisors should identify any training, skills development, or resources
necessary to help the employee improve performance or prepare for future
opportunities. This may include formal training programs, mentoring, or
job shadowing.
d. Documentation
All discussions and outcomes from the evaluation must be documented
using the Town’s official Performance Evaluation Form. This documentation
serves as a record of the employee’s progress, goals, and any agreed-upon
action plans.
e. Employee Participation
Employees are encouraged to engage in the process by completing self-
evaluations, discussing performance-related concerns, and sharing career
goals. This fosters mutual understanding and transparency.
D. Employee Disagreement and Review Resolution
(1) If an employee disagrees with any part of their performance evaluation, they
have the right to submit written comments to be included as part of the official
Resolution 2025-23 Exhibit "A"
Performance Management Policy
Performance Management Policy
Approved October 27, 2025 Page 3 of 4
review record. This may be done without requiring an immediate revision of
the evaluation by the Supervisor or Department Director.
(2) Should the employee provide clear and factual evidence supporting their
disagreement, the immediate Supervisor and/or Department Head will review
the information and, if warranted, make appropriate revisions to the
performance evaluation document.
5. PERFORMANCE IMPROVEMENT PLAN (PIP)
A. If an employee receives a rating of “Does Not Meet Expectations” on their Annual
Performance Evaluation, they will be placed on a Performance Improvement Plan
(PIP). Failure to demonstrate satisfactory improvement within the PIP timeframe may
result in reassignment, demotion, or termination, in accordance with Town policy. An
employee receiving a rating of “Does Not Meet Expectation” on their Annual
Performance Evaluation is not eligible for merit increases offered to other employees
of the same category.
B. The Supervisor, in collaboration with the Department of Human Resources, will
develop the PIP. The plan must clearly outline:
(1) The specific performance or behavior concerns
(2) The measurable improvement goals or expectations
(3) The timeline for improvement (typically 30, 60, or 90 calendar days)
(4) The potential consequences of failing to meet the expectations outlined in the
PIP
C. The Supervisor will present the PIP to the employee and schedule regular check-in
meetings, at least once every two weeks, during the duration of the plan. These
meetings are intended to assess progress, provide coaching, and clarify expectations.
D. The Supervisor will document all evaluation meetings, including observed progress or
continued deficiencies. A copy of the documentation will be provided to the employee
and the Department of Human Resources after each review meeting.
E. The employee may submit a written response to any part of the PIP documentation.
These responses will be attached to the PIP record and included in the employee’s
personnel file.
F. At the conclusion of the PIP period, the Supervisor will complete a final evaluation
summary of the PIP, reviewing the employee’s progress and outcomes. This
documentation will be reviewed with the Department of Human Resources before any
final action is taken.
Resolution 2025-23 Exhibit "A"
Performance Management Policy
Performance Management Policy
Approved October 27, 2025 Page 4 of 4
G. At the conclusion of the PIP, the Supervisor or Department Director must provide a
written summary of the outcome to Human Resources, including one of the following
designations:
(1) Successful completion of the PIP
(2) Recommendation for reassignment or demotion
(3) Recommendation for disciplinary action, up to and including termination
6. CONFIDENTIALITY
All performance evaluations, coaching documentation, and PIPs are considered
confidential personnel records. Supervisors must handle all performance-related
documentation in accordance with the Town’s personnel file and records retention
policies.
DEFINITIONS
None
PROCEDURES AND FORMS
• Performance Evaluation
REGULATORY REFERENCES
None
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 305 – Performance Planning and Review
Resolution 2025-23 Exhibit "A"
Separation of Employment Policy
Approved October 27, 2025 Page 1 of 5
Separation of Employment Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to establish a clear and consistent framework for employee
separation from the Town workforce. Employees may leave for various reasons, including
retirement, reduction in force, dismissal, or voluntary separation.
2. POLICY
The Town of Trophy Club is committed to managing employee separations in a fair,
consistent, and transparent manner. All separations from employment, whether
voluntary or involuntary, will be conducted in accordance with applicable laws, Town
policies, and established procedures. This policy ensures that employees understand
their rights and responsibilities during the separation process, including eligibility for
separation pay and the opportunity to appeal disciplinary actions when applicable.
3. RESIGNATION AND RETIREMENT
A. Notice Required
(1) Resignation
The Town requests an employee submit a written resignation to their
immediate Supervisor at least ten working days before the effective date of
resignation. The resigning employee must indicate in the resignation letter the
last day/shift/hour to be worked.
(2) Retirement
The Town requests an employee provide written notice of intent to retire to
their immediate Supervisor, not less than 30 calendar days, before the effective
date of retirement. The retiring employee must indicate the last
Policy Number TM - 519
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Separation of Employment Policy
Separation Of Employment Policy
Approved October 27, 2025 Page 2 of 5
day/shift/hours to be worked in the retirement intent notice. In cases of
disability, application for disability retirement satisfies the notice requirement.
(3)Failure to Report After Notice of Resignation/Retirement
An employee who fails to report to work after they have given notice may be
subject to dismissal and forfeiture of the remaining pay for the notice period.
The Department Director may waive the notice requirement, based on business
necessity, extenuating circumstances, and approve the waiver request. The
Department Director must submit the written waiver to the Department of
Human Resources.
B.Pay in Lieu of Notice
In some cases, when an employee resigns, it may be in the best interest of the Town
that the employee leaves the premises upon notice of resignation. In such cases, two
week’s pay in lieu of notice may be granted with the approval of the Town Manager.
C.REDUCTION IN FORCE
(1)As a matter of business necessity, the Town Manager may direct, with Town
Council approval, a reduction in the Town’s workforce through the elimination
of occupied and unoccupied positions and layoff of employees. When
implementing a Reduction In Force, employee layoffs will be based on seniority
within the affected classification, with the least senior employees being laid off
first.
a.Seniority for Regular Full-time employees will be based on Regular Full-time
service.
b.Seniority for Regular Part-time A and B employees will be based on part-
time service.
c.If two or more employees share the same seniority date, their placement
on the seniority list will be determined by the last four digits of their Town
employee identification number, ranked from lowest to highest.
4.JOB ABANDONMENT
An employee who is absent from work for three consecutive scheduled workdays without
notifying their supervisor or submitting a request for time off will be considered to have
voluntarily abandoned their position. In such cases, the employee will be automatically
terminated, effective on their last day worked.
Resolution 2025-23 Exhibit "A"
Separation of Employment Policy
Separation Of Employment Policy
Approved October 27, 2025 Page 3 of 5
5.INVOLUNTARY TERMINATION
A.Although employment with the Town remains at-will, involuntary termination may be
initiated when an employee commits a serious infraction, exhibits ongoing failure to
meet performance standards, or is unable to comply with Town policies. All
involuntary termination must be reviewed by the Director of Human Resources and
approved by the Town Manager prior to any action being taken.
B.The employee’s immediate Supervisor must consult with the Department Director and
Director of Human Resources to evaluate the circumstances and determine
appropriate action.
C.A disciplinary notice must be completed, with clear documentation of the reason for
dismissal, including justification, comments, and any supporting documentation.
The disciplinary notice will include the statement that the employee has a right to
appeal this action by submitting a response in writing to the Director of Human
Resources within five business days of receiving the Termination notice.
D.The Director of Human Resources will coordinate the termination process and ensure
that all required release notices and documentation are prepared in coordination with
the department.
E.Terminations are generally effective on the employee’s last actual day worked. Any
exceptions must receive prior approval from the Town Manager.
6.EXIT PROCESSING
A.Supervisors are responsible for submitting the Personnel Change Notice and
separation notice the Department of Human Resources as soon as they are notified
of the separation.
B.Supervisors are responsible for ensuring the return of all Town-owned property,
including but not limited to keys, ID badges, P-cards, fuel cards, documents, manuals,
issued mobile devices, tools, equipment, and uniforms.
C.The Department of Human Resources will offer and conduct a voluntary exit interview
with all voluntary separating employees. The employee may complete an Employee
Experience Form or request an in-person discussion. The exit interview is confidential,
voluntary, and used to improve the workplace.
D.Final Pay
Final pay will be paid by the next Town Pay Day. Payment will be delivered using the
employee’s established method on file, typically via direct deposit. If direct deposit is
not available, the final paycheck will be mailed to the employee’s address of record or
made available for pick-up at Town Hall.
Resolution 2025-23 Exhibit "A"
Separation of Employment Policy
Separation Of Employment Policy
Approved October 27, 2025 Page 4 of 5
DEFINITIONS
Exit Interview
A voluntary meeting conducted by Human Resources to gather feedback from an
employee who is leaving the organization.
Involuntary Termination
Separation initiated by the Town due to performance issues, misconduct, or business-
related decisions such as position elimination.
Pay in Lieu of Notice
Compensation provided to an employee instead of requiring them to work through the
full resignation notice period.
Personnel Change Notice
An internal document used to communicate employment changes, including separations,
promotions, or reassignment.
Reduction in Force (RIF)
The elimination of a position or group of positions due to financial, structural, or strategic
reasons.
Resignation
A voluntary act by the employee to terminate their employment with the Town.
Retirement
Voluntary separation from employment due to eligibility under applicable retirement
guidelines.
Separation
The end of the employment relationship between the employee and the Town, for any
reason.
Separation Notice
A form completed by the supervisor that formally documents the reason for and terms of
the employee’s separation.
PROCEDURES AND FORMS
•Disciplinary Counseling Form
•Personnel Change Notice
Resolution 2025-23 Exhibit "A"
Separation of Employment Policy
Separation Of Employment Policy
Approved October 27, 2025 Page 5 of 5
REGULATORY REFERENCES
•Fair Labor Standards Act (FLSA)
•Texas Labor Code – Chapter 61 (Texas Payday Law)
•Texas Local Government Code – Chapter 141
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 308 – Termination of Employment
Resolution 2025-23 Exhibit "A"
Discipline Policy
1.STATEMENT OF PURPOSE
The purpose of this policy is to provide clear directions for addressing employee conduct
and performance issues, ensuring fair, consistent, and effective disciplinary actions that
support a productive and professional workplace.
2. POLICY
The Town is dedicated to upholding high standards of employee behavior and
performance. When employees fail to meet these standards or violate laws, policies, or
procedures, the Town will take appropriate disciplinary measures, including correction,
suspension, or termination, based on the nature and severity of the issue, while
maintaining flexibility to act as necessary. While the Town generally follows a progressive
discipline process, it reserves the right to determine the appropriate response based on
the severity and circumstances of each situation.
3.DISCIPLINARY DECISION FACTORS AND ACTIONS
A.Disciplinary actions will be based on the severity and nature of the employee’s conduct
or performance issue. Supervisors must consider factors such as the type and impact
on operations, team morale, or service delivery, the employee’s work and disciplinary
history, and any relevant mitigating or aggravating circumstances.
B.Disciplinary options include Coaching, Documented Verbal Warnings, Written
Warnings, Final Written Warnings, Suspensions, Demotions, and Termination. The
Town reserves the right to skip progressive steps and apply any level of discipline
deemed appropriate, up to and including termination.
C.All disciplinary actions must be documented in writing. Supervisors must include clear
and detailed information in all disciplinary documentation, such as a description of the
incident or performance issue, dates and times, the impact on the workplace, previous
related discussions or warnings, corrective actions required, and any comments the
Policy Number TM - 520
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 2 of 7
employee provides regarding the incident or discipline. This ensures a complete and
accurate record for review and future reference.
D.Any disciplinary action beyond a Final Written Warning requires prior review by the
Department of Human Resources before it is implemented.
4.Progressive Discipline and Exceptions
A.Disciplinary measures generally follow a progressive approach, starting with less
severe actions for minor issues and escalating as needed for repeated or serious
violations. However, depending on the gravity of the situation, supervisors may skip
steps based on the severity of the violation, risk to the organization, or failure to
improve after previous interventions and impose more severe discipline immediately.
B.The progressive discipline steps are set forth below. However, some situations may
require a different sequence than set forth below.
(1)Coaching
Coaching is an informal discussion between an immediate Supervisor and
employee about the need to improve performance, conduct, or other
employment-related issues. This discussion allows the immediate Supervisor
an opportunity to offer solutions and options to help the employee meet the
expectations and/or resolve a problem or performance issue.
(2)Documented Verbal Warning
A Documented Verbal Warning is an oral instruction from the immediate
Supervisor to the employee about the need to improve performance, conduct,
policy violation, or other employment-related issues. Even though the
instruction is oral, this level of discipline must still be documented on a
Disciplinary Counseling Form.
(3)Written Warning
If no or insufficient improvement is shown following the Documented Verbal
Warning, or if the conduct in question warrants stronger action, a Written
Warning will be issued.
(4)Final Written Warning
If the immediate Supervisor determines after a review of the previous action(s)
that the level of improvement by the employee is unsatisfactory, the employee
will receive a Final Written Warning.
(5)For all discipline from Documented Written Warning through Final Written
Warning:
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 3 of 7
a.The immediate Supervisor documents the discussion on the Disciplinary
Counseling Form.
b.The Warnings will summarize the events leading to the disciplinary action
and will advise the employee of the corrective action that must be taken
within a specific time frame. It shall also state whether further actions will
be taken for failure to take corrective action.
c.The employee may make comments regarding the disciplinary action on the
Disciplinary Counseling Form and shall sign the document indicating that it
was received. If the employee refuses to sign the form, the immediate
Supervisor will note on the form that the employee refused to sign.
d.The employee will be provided with a copy of the document.
e.These levels of disciplinary action are not appealable.
f.The Disciplinary Counseling Form will be provided to the Department of
Human Resources within two business days.
(6)Suspension
a.If Written or Final Written Warnings fail to improve the employee’s
performance or conduct, or if the employee engages in misconduct that is
so severe that it warrants a stronger action, an employee may be placed on
an unpaid Suspension.
b.The Director of Human Resources will review all proposed suspensions
before any action is taken. In cases where immediate action is necessary,
such as situations involving safety concerns, a supervisor may temporarily
relieve the employee from duty, with pay, pending the suspension review
or any other necessary investigation.
c.When an employee is placed on Suspension, they may not use any sick,
vacation, personal leave or comp time hours during the suspension period.
d.To maintain FLSA exemption status, exempt employees may only be
suspended without pay in full-day increments for serious violations of
workplace conduct policies.
e.The Suspension notice will include the statement that the employee has a
right to appeal this action by submitting a response in writing to the
Department of Human Resources within five business days of receiving the
Suspension notice.
f.The employee will be provided with a copy of the Suspension notice.
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 4 of 7
g.The Suspension notice will be provided to the Department of Human
Resources within two business days.
(7)Demotion
a.An employee may be Demoted for disregarding or violating a Policy, or for
repeated refusal or inability to improve performance. Demotions may be
either permanent or for a predetermined specific period of time and may
be used in conjunction with other disciplinary action.
b.Disciplinary Demotions will be accompanied by a reduction in salary in
accordance with Town Policy.
c.The Director of Human Resources will review and Town Manager will
approve all proposed Demotions before any action is taken. In cases where
immediate action is necessary, such as situations involving safety concerns,
a supervisor may temporarily relieve the employee from duty, with pay,
pending the demotion review or any other necessary investigation.
d.Employees shall be given written notice of the reason(s) for, and duration
of, the demotion, if applicable; and in the case of a temporary demotion,
the action requires that the employee be reinstated to their former position
after the stated demotion period.
e.The Demotion notice will include the statement that the employee has a
right to appeal this action by submitting a response in writing to the
Department of Human Resources within five business days of receiving the
Demotion notice.
f.The employee will be provided with a copy of the Demotion notice.
g.The Demotion notice will be provided to the Department of Human
Resources within 48 hours.
(8)Termination of Employment
a.Employees may be terminated from employment when other disciplinary
measures have failed to correct behavior, or immediately for severe
violations of law, Town policy, or workplace conduct standards.
b.The Director of Human Resources will review, and the Town Manager will
approve all proposed Terminations before any action is taken. In cases
where immediate action is necessary, such as situations involving safety
concerns, a supervisor may temporarily relieve the employee from duty,
with pay, pending the Termination review or any other necessary
investigation.
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 5 of 7
c.The employee will be given written notice of the reason(s) for termination
of employment. The written notice shall state the reason(s) for the
termination of employment in sufficient detail to enable the employee to
respond.
d.The termination notice will include the statement that the employee has the
right to appeal this action by submitting a response in writing to the Director
of Human Resources within five business days of receiving the Termination
notice.
5.APPEAL PROCESS
A.Right to Appeal
Employees who are terminated, demoted, or suspended without pay have the right
to appeal the decision to the Town Manager.
B.Filing an Appeal
To initiate an appeal, the employee must submit a completed Appeal Form to the
Director of Human Resources within five business days of receiving the disciplinary
notice. Appeals submitted after the deadline will not be considered.
C.Basis for Appeal
The appeal must address only the disciplinary action taken and should clearly state
the employee’s grounds for contesting the decision.
D.Scheduling the Hearing
The Director of Human Resources will coordinate an appeal hearing with the Town
Manager within ten business days of receiving the written appeal. If the Town
Manager is unavailable, the hearing will be scheduled within five business days upon
their return. These deadlines may be extended by the Town by providing written
notice to the employee.
E.Appeal Hearing Procedure
(1)The Town Manager will review all relevant documentation and meet with both
the employee and the immediate Supervisor.
(2)The employee may present a statement and respond to questions.
(3)No additional witnesses are permitted other than legal representation, if
desired.
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 6 of 7
F.Final Decision
Following the hearing, the Town Manager will issue a written decision within five
business days. The Town Manager may uphold, reverse, or modify the disciplinary
action based on the facts presented. This decision is final and not subject to further
appeal.
G.Failure to Appeal or Appear
If an employee fails to submit a timely appeal or does not attend the scheduled
hearing, the disciplinary action will be considered final and non-appealable.
6.RECORDKEEPING AND REMOVAL
A.All disciplinary actions will be maintained in the employees personnel file within the
Department of Human Resources to ensure an accurate employment history.
Disciplinary records must be retained consistent with Texas Records Retention laws.
B.Request for Removal of Warnings
(1)An employee or their supervisor may submit a written request to the
Department Director to have a Documented Verbal Warning, Written
Warning, or Final Written Warning removed from the employee’s personnel
file, provided that:
a.At least one (1) year has passed since the date of the written warning,
and
b.No additional disciplinary or documented performance actions have
occurred during that time.
(2)Upon Department Director approval, all such requests will be forwarded to
the Department of Human Resources for review and removal.
DEFINITIONS
Appeal
A formal request by an employee to have a disciplinary decision, such as suspension,
demotion, or termination, reviewed by a higher authority.
Disciplinary Action
A formal response by the Town to an employee’s violation of policies, procedures, or
performance expectations. Disciplinary actions may include warnings, suspension,
demotion, or termination.
Resolution 2025-23 Exhibit "A"
Discipline Policy
Discipline Policy
Approved October 27, 2025 Page 7 of 7
Exempt Employee
An employee who is not entitled to overtime pay under the Fair Labor Standards Act
(FLSA) and is typically paid on a salaried basis. Certain rules apply to unpaid disciplinary
suspensions.
Progressive Discipline
A structured process in which increasingly serious actions are taken by the employer to
address ongoing performance or conduct issues.
PROCEDURES AND FORMS
•Disciplinary Counseling Form
REGULATORY REFERENCES
•Fair Labor Standards Act (FLSA)
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 601 – Discipline
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
1.STATEMENT OF PURPOSE
The purpose of this Workplace Safety Policy is to establish a clear way to provide a safe,
healthy, and hazard-free work environment for all employees, contractors, volunteers,
and visitors. The Town recognizes our responsibility to promote practices that prevent
injuries, illnesses, and accidents in the workplace. This policy serves as a foundational
standard for safety expectations, employee responsibilities, and Town-wide direction to
reduce risk and ensure operational continuity. Safety is a shared responsibility, and this
policy aims to cultivate a culture where all staff members are informed, engaged, and
empowered to prioritize health and safety in every task and decision.
2. POLICY
It is the policy of the Town to maintain a safe working environment for all employees,
contractors, and visitors. The Town is committed to preventing workplace injuries and
illnesses through proactive safety planning, regular training, compliance with applicable
safety laws and regulations, and continuous improvement of safety practices. All
employees are expected to follow established safety rules and report hazards promptly.
3.GENERAL SAFETY
A.Department Responsibilities
(1)Each department is responsible for developing and maintaining safety
directives, procedures, and training programs that are specific and appropriate
to the work performed within their operations.
(2)Supervisors and Department Directors shall ensure that employees:
a.Receive proper safety training relevant to their job duties,
b.Understand and follow safe work practices,
Policy Number TM - 550
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 2 of 7
c.Have access to appropriate safety equipment and resources.
B.Employee Responsibilities
(1)All employees are expected to:
a.Immediately report any unsafe conditions, equipment malfunctions, or
potential hazards to their supervisor using the Hazard Report Form.
b.Immediately report to their supervisor any property damage, unsafe
building conditions, or equipment defects that may pose a risk to health or
safety.
c.Never modify, bypass, remove, or disable any equipment, safety device, or
facility feature that is designed to prevent workplace injuries and illnesses
without explicit direction and approval from a supervisor or department
head.
d.Participate in required safety training and apply safe practices in all tasks.
e.Take an active role in preventing accidents and injuries by being alert to
hazards and taking reasonable steps to prevent harm.
C.Risk Management and Safety Committee
(1)The Town’s Risk Management Office will coordinate town-wide safety efforts
and will establish a Safety Committee composed of representatives from
various departments. The Safety Committee will meet as needed but no less
than annually:
a.Review workplace incidents and near misses.
b.Identify patterns or risks.
c.Share best practices and resources.
d.Recommend improvements to safety policies and procedures.
(2)The Committee will serve as an advisory group to support communication and
collaboration on safety issues across the organization.
(3)The Director of Human Resources will provide a annual report to the Town
Manager.
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 3 of 7
4.HAZARD COMMUNICATION
A.In accordance with the Texas Hazard Communication Act (THCA), the Town is
committed to ensuring that employees are informed about the chemical hazards they
may encounter in the workplace.
B.Director of Human Resources with input from the departments shall maintain a written
Hazard Communication Program and ensure compliance with the following
requirements:
(1)Chemical Inventory
A current list of all hazardous chemicals used or stored in Town facilities shall
be maintained and updated as needed.
(2)Safety Data Sheets (SDS)
SDSs for each hazardous chemical will be kept on file and made readily
accessible to all employees during their work shifts.
(3)Labeling
All containers of hazardous chemicals must be clearly labeled with the identity
of the substance and appropriate hazard warnings.
(4)Employee Training
Employees who may be exposed to hazardous chemicals shall receive
documented training upon initial assignment and annually thereafter. Training
will include how to read SDSs, understand container labels, and follow safe
handling and emergency procedures.
(5)Employee Rights
Employees have the right to access information about chemical hazards in their
workplace and may report concerns or violations without fear of retaliation.
C.Supervisors are responsible for ensuring compliance within their departments, and all
employees are expected to follow proper procedures and report any safety concerns
promptly.
5.PERSONAL PROTECTIVE EQUIPMENT (PPE)
A.When required by job duties or work environments, employees must wear appropriate
Personal Protective Equipment (PPE) to reduce the risk of injury or exposure.
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 4 of 7
B. Responsibilities
(1) Departments must identify tasks that require PPE, provide the necessary
equipment at no cost to employees, and ensure that employees are trained in
proper use, care, and maintenance.
(2) Employees are responsible for wearing the required PPE, inspecting it before
use, and reporting any damaged or defective equipment to their supervisor.
C. PPE may include, but is not limited to safety glasses, gloves, hard hats, hearing
protection, high-visibility clothing, and respiratory protection.
D. Failure to use the required PPE may result in disciplinary action and an increased risk
of injury. Supervisors must ensure compliance and address any deficiencies promptly.
6. WORKPLACE VIOLENCE PREVENTION
A. The Town is committed to maintaining a safe, respectful, and secure workplace for all
employees, contractors, and visitors. Acts or threats of workplace violence will not be
tolerated under any circumstances.
(1) Workplace violence includes, but is not limited to:
a. Verbal or written threats of harm
b. Physical assaults or aggressive behavior
c. Intimidation, harassment, or bullying
d. Stalking or threatening gestures
e. Possession of weapons (except as expressly permitted by law or policy)
B. Employee Responsibilities
(1) Report any behavior that may indicate a risk of violence, even if it seems minor
or isolated.
(2) Notify a supervisor, Department Director, or Department of Human Resources
immediately of any threats or concerns.
(3) In case of immediate danger, call 911.
C. Town Responsibilities
(1) The Director of Human Resources will oversee the investigation in coordination
with the Department Director all reported incidents promptly and confidentially,
where possible.
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 5 of 7
(2) Department Directors will take appropriate disciplinary or corrective action in
response to violations, in consultation with the Director of Human Resources
and the Town Manager.
(3) Provide training and resources to help employees recognize and respond to
warning signs.
(4) Cooperate with law enforcement and ensure appropriate security measures are
in place.
D. Retaliation against any employee who reports a concern in good faith is strictly
prohibited. Ensuring a violence-free workplace is a shared responsibility, and all
employees are expected to contribute to a culture of safety and respect.
7. FIREARMS AND WEAPONS IN THE WORKPLACE
A. General Prohibition
Unless specifically authorized by the Town Manager, no employee, other than a
licensed peace officer, shall carry or possess firearms, ammunition, or other prohibited
weapons in the workplace.
B. Exception for Weapons Stored in Private Vehicles
An employee who lawfully possesses a firearm may store the weapon in a locked,
privately owned vehicle in the Town-provided parking area.
C. Exclusion for Town-Owned Vehicles
This exception does not apply to vehicles owned or leased by the Town, unless the
employee is required to transport or store a firearm in the course of their official
duties.
D. The Town reserves the right to conduct searches to enforce this policy, including
searches of any Town property, such as desks, storage areas, lockers, and Town
vehicles. Employees are reminded that they do not have a right to privacy in Town-
owned areas, or with possessions stored there.
8. SAFETY INSPECTIONS AND ANALYSIS
A. Department Responsibilities
(1) Conduct regular safety inspections of work areas and job sites.
(2) Address unsafe conditions or behaviors and report them to Risk Management.
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 6 of 7
(3) Reinforce safe work practices and ensure proper documentation using the
Hazard Report Form and Incident/Accident Report Form, as appropriate.
(4) The Department of Human Resources shall maintain comprehensive and
accurate records of all workplace accidents and incidents, and develop targeted
safety programs aimed at eliminating future occurrences.
DEFINITIONS
Accident
An unplanned event that results in injury, illness, or property damage.
Hazard
Any source or situation with the potential to cause injury, illness, or damage to people,
property, or the environment.
Incident
An event that may not result in injury but had the potential to cause harm or property
damage (also referred to as a "near miss").
Labeling
The use of tags, signs, or printed identifiers to indicate the contents and hazards of a
chemical container.
PPE (Personal Protective Equipment)
Equipment worn to minimize exposure to hazards that cause workplace injuries or
illnesses (e.g., gloves, goggles, hard hats).
Risk Management
The Town’s designated office or personnel responsible for coordinating safety programs,
tracking incidents, and promoting workplace safety practices. The designated office is
the Department of Human Resources.
Safety Committee
A group of departmental representatives who meet quarterly to review safety issues,
discuss incidents, and recommend improvements to workplace safety practices.
SDS (Safety Data Sheet)
A detailed document that provides information on the properties, handling, storage, and
emergency measures related to a hazardous chemical.
Weapon
Any device or object capable of causing serious bodily injury or death to another person,
including, but not limited to, handguns, shotguns, rifles and explosive devices. Knives
Resolution 2025-23 Exhibit "A"
Workplace Safety Policy
Workplace Safety Policy
Approved October 27, 2025 Page 7 of 7
with blades more than five and a half inches in length are considered a weapon under
this policy unless approved for use by the employee’s supervisor as part of the employee’s
duties.
PROCEDURES AND FORMS
• Incident/Accident Report Form
• Hazard Report Form
REGULATORY REFERENCES
• Americans with Disabilities Act (ADA)
• Occupational Safety and Health Act (OSHA)
• Texas Government Code, Chapter 411 (Handgun Licensing)
• Texas Hazard Communication Act (THCA)
• Texas Labor Code – Workers’ Compensation Provisions
• Texas Penal Code §46 (Weapons Law)
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 204 – Workplace Violence
Section: 701 – Safety and Accident Reporting
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
1. STATEMENT OF PURPOSE
The purpose of this Vehicle Safety & Accident Policy is to promote safe, responsible, and
lawful operation of vehicles used for Town business. This policy establishes expectations
to help prevent accidents, protect employees and the public, and reduce risk to Town
property. Whether operating a Town-owned vehicle or a personal vehicle for official
duties, all employees are expected to uphold the highest standards of safety and
accountability.
2. POLICY
It is the policy of the Town to ensure that all employees who operate vehicles in the
course of their duties do so safely, responsibly, and in compliance with applicable traffic
laws, departmental procedures, and this policy. All drivers must be properly licensed,
authorized, and trained, and must immediately report any accidents, citations, or unsafe
conditions. Preventable accidents, unsafe driving, or failure to follow this policy may
result in disciplinary action, up to and including suspension of driving privileges or
termination of employment.
3. DRIVER ELIGIBILITY AND REPORTING REQUIREMENTS
A. To operate a Town-owned vehicle or any vehicle for Town business, employees must
meet the following criteria:
(1) Possess a valid Texas driver’s license appropriate for the type of vehicle being
operated.
(2) Be at least 18 years of age.
Policy Number TM - 551
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 2 of 8
(3) Upon hiring, have no more than three (3) moving violations and/or at-fault
accidents in the past 24 months.
(4) Upon hiring, have no convictions for Driving While Intoxicated (DWI) or Driving
Under the Influence of Drugs (DUID) in the past 60 months; and have no
charges or convictions for DWI or DUID during their active employment.
(5) Meet all applicable federal and state licensing and eligibility requirements for
the type of vehicle being driven.
B. License Status and Reporting Requirements
(1) The Department of Human Resources will keep record of employees’ Driver’s
Licenses.
(2) Employees must immediately notify their supervisor and the Human Resources
Department if:
a. Their driver’s license becomes invalid, suspended, or revoked for any
reason. Driving privileges for Town business will be suspended
immediately.
b. They receive a traffic citation while operating a Town-owned vehicle.
c. They are charged with and/or convicted of a DWI or DUID.
d. These notices must be submitted on the Driver’s License Reporting Form by
the next business day.
(3) Employees that fail to report such violations immediately may result in
disciplinary action, up to and including termination of employment.
C. Medical or Skill Impairment
(1) If an employee has a physical, mental, or driving-related condition that may
impair their ability to operate a vehicle safely:
a. The Department Director in consultation with the Director of Human
Resources, will determine if the employee will be immediately and
temporarily restricted from driving for the Town.
b. The Director of Human Resources will conduct an Interactive Process in
accordance with the Reasonable Accommodation Policy.
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 3 of 8
D. Insurance Requirements
Employees who use their personal vehicles for Town business must maintain at least
the minimum auto insurance coverage required by state law.
4. VEHICLE SAFETY AND OPERATION
A. Pre-Travel Vehicle Inspections
(1) Before operating any Town vehicle, the driver must conduct a basic safety
inspection to ensure the vehicle is in safe operating condition. This includes
checking:
a. Tires: Proper inflation and no visible damage or excessive wear.
b. Lights and Signals: Headlights, brake lights, turn signals, and hazard lights
must be functional.
c. Brakes: Confirm the brakes operate properly with no unusual noises or
decreased responsiveness.
d. Mirrors and Windshield: Clean and undamaged for clear visibility.
e. Fluid Levels: Check oil, coolant, and windshield washer fluid levels.
f. Safety Equipment: Ensure seat belts, fire extinguisher, first aid kit, and any
other required safety equipment are present and in working order.
g. General Condition: Look for leaks, loose parts, or any signs of damage that
could affect safety.
(2) If any safety issues are found, the vehicle must not be driven until repairs are
made or approved by a supervisor.
B. Reporting Vehicle Issues
(1) Drivers must promptly report any mechanical problems, damage, or safety
concerns to their immediate supervisor or the designated fleet manager.
(2) A Vehicle Maintenance and Safety Report Form should be completed to
document issues and track repairs.
(3) If a vehicle becomes unsafe to operate during use, the driver must stop driving
as soon as safely possible and report the issue immediately.
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 4 of 8
C. Driving Safety Requirements
(1) Operate vehicles in a defensive and courteous manner, anticipating hazards
and obeying all traffic laws and speed limits.
(2) Avoid distractions such as using mobile phones, eating, or other activities that
take attention away from driving. Hands-free devices may be used in
accordance with local and state law.
(3) Never drive under the influence of alcohol, illegal drugs, or prescription or other
medications that impair driving ability.
(4) Comply with all Town policies regarding the use of personal protective
equipment (PPE) while operating or working around vehicles, such as high-
visibility vests if exiting the vehicle on roadways or construction sites.
(5) Use caution in adverse weather conditions; reduce speed and increase
following distance as necessary.
(6) Drivers must carry their valid driver’s license while operating Town vehicles.
(7) The vehicle operator is responsible for any traffic citations or fines received
while driving.
D. Parking and Securing Vehicles
(1) Always park vehicles in designated areas and apply the parking brake.
(2) Lock the vehicle when unattended to prevent theft or unauthorized use.
(3) Remove the ignition key and any valuables from the vehicle.
5. ACCIDENT REPORTING AND INVESTIGATION
A. Reporting a Vehicle Crash – Initial Employee Actions
(1) If a crash occurs involving a Town-owned or leased vehicle (on- or off-duty),
the employee must:
a. Call 911 immediately and request law enforcement response for a formal
Crash Report.
b. Inform the responding officer:
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 5 of 8
“This is a fleet vehicle owned by the Town of Trophy Club. Policy requires
this crash be reported and investigated.”
c. Obtain the law enforcement case number for Town records.
d. Notify their Supervisor immediately.
e. Cooperate with any request for Drug and Alcohol testing in accordance with
the Town’s Drug and Alcohol Policy.
B. Additional Employee Responsibilities at the Scene
(1) Unless medically transported, the employee must also:
a. Render aid to others if safe and necessary.
b. Record names and contact information of witnesses.
c. Record the make, model, license plate, and contact info for any other
involved vehicle(s) and driver(s).
d. Remain at the scene until released by law enforcement or a supervisor.
e. Refrain from discussing fault or giving statements, except the Department
Director and Department of Human Resources. If law enforcement
requests a statement, employees will refer them to the Director of Human
Resources.
f. Provide written or verbal statements upon request to the Department of
Human Resources or Town Attorney’s Office.
g. Do not share accident details with media, outside legal counsel, or non-
Town personnel without permission from the Department of Human
Resources or the Town Attorney’s Office.
C. Supervisor Responsibilities
(1) Supervisors must notify the Department Director and Department of Human
Resources promptly upon receiving a crash report.
(2) Ensure the employee completes any required documentation (e.g.,
Crash/Incident Report Form).
(3) Support compliance with post-incident Drug and Alcohol testing and
investigations.
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 6 of 8
D. Post-Crash Drug and Alcohol Testing Requirements
Employees involved in an accident, including single-vehicle accidents, are required to
submit to Drug and Alcohol testing in accordance with the Drug and Alcohol Policy.
E. Failure to Report
Failure to report an accident or comply with these procedures may result in disciplinary
action, up to and including termination.
F. Administrative Investigation
(1) The Department Director or Supervisor will conduct an administrative
investigation, documenting facts, determining cause, and recommending
corrective actions to prevent future incidents.
(2) The investigation report will be sent to the Department of Human Resources.
(3) The Department of Human Resources will coordinate any legal claims or
defense with the Town Attorney’s Office.
DEFINITIONS
Administrative Investigation
A formal review conducted by a Town Supervisor or Department Director to determine
the facts, cause, and corrective actions related to a vehicle crash or safety incident.
At-Fault Accident
An accident in which the driver is determined to have been primarily responsible, either
by law enforcement, an insurance company, or the Town’s internal investigation.
Crash Report
The official document prepared by law enforcement that records the details of a motor
vehicle crash, formerly known as an "accident report" under Texas law.
Defensive Driving
A driving approach that involves anticipating hazards, following traffic laws, maintaining
safe distances, and taking proactive steps to avoid collisions or unsafe situations.
Designated Fleet Manager
An employee or supervisor assigned to oversee maintenance, inspection, and operation
of Town-owned vehicles within a department.
Driving While Intoxicated (DWI)
The operation of a motor vehicle while impaired by alcohol, as defined by Texas law.
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 7 of 8
Driving Under the Influence of Drugs (DUID)
The operation of a motor vehicle while impaired by controlled substances, whether illegal
or legally prescribed but used in a manner that impairs driving ability.
Hands-Free Device
A communication device (such as a Bluetooth earpiece or vehicle-integrated system) that
allows the user to talk or text without physically holding the phone.
Impairment
Any physical, mental, or medical condition, including substance use, that diminishes a
driver’s ability to safely operate a motor vehicle.
Personal Protective Equipment (PPE)
Safety gear used to minimize exposure to hazards, such as high-visibility vests, gloves,
hard hats, or other job-specific equipment.
Pre-Travel Inspection
A routine visual and functional check of a vehicle by the operator before use to confirm
it is in safe working condition.
Preventable Accident
An accident that could have been avoided if the driver had taken reasonable precautions
under the circumstances.
Unsafe Condition
A mechanical issue, environmental hazard, or operator behavior that increases the risk of
a crash or injury while driving.
PROCEDURES AND FORMS
• Driver’s License Reporting Form
• Vehicle Maintenance and Safety Report Form
REGULATORY REFERENCES
• Texas Department of Public Safety (DPS) Driver License Rules
• Texas Transportation Code
• Drug and Alcohol Policy
• Workers’ Compensation Policy
SUPERSEDES
Human Resources Policy and Procedure Manual
Resolution 2025-23 Exhibit "A"
Vehicle Safety & Accident Policy
Vehicle Safety & Accident Policy
Approved October 27, 2025 Page 8 of 8
Section: 701 – Safety and Accident Reporting
Resolution 2025-23 Exhibit "A"
Smoke, Vape, and Smokeless Free Workplace Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to promote a healthy, safe, and productive work environment
by eliminating exposure to smoke, vapor, and smokeless products. This policy aims to
protect employees, visitors, and contractors from the harmful effects of secondhand
smoke and vapor products, reduce health risks, and support overall well-being in the
workplace.
2. POLICY
The Town of Trophy Club is committed to providing a smoke, vaping, and smokeless
free workplace to ensure the health and safety of all employees, visitors, and
contractors. The use of all forms of smoking, vaping, e-cigarettes, and smokeless
products is strictly prohibited on all Town premises and property, inside Town-owned
vehicles, and during Town-sponsored events or activities unless the use is conducted in
designated outdoor areas, or away from the general public and other employees. This
policy applies to all employees, contractors, and volunteers.
3. GENERAL PROVISIONS
A. Permitted Locations
Any person who uses smoke, vaping, or smokeless products must do so only in
designated outdoor areas or away from the general public and other employees. In
the case of the use of smoke or vapor discharging products, the employee must be
at least 25 feet away from all building entrances, windows, and ventilation systems.
B. Compliance with this policy is mandatory. Violations may result in disciplinary
action, up to and including termination of employment or removal from Town
property.
Policy Number TM - 552
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Smoke And Tobacco Free Workplace Policy
Smoke And Tobacco Free Workplace Policy
Approved October 27, 2025 Page 2 of 2
DEFINITIONS
Smoking
The inhalation, exhalation, burning, or carrying of any lit cigarette, cigar, pipe, or any
other smoking product.
Smokeless Products
Any product that is used without burning, including but not limited to chewing tobacco,
snuff, dip, and snus.
Vaping Products
Electronic devices that deliver nicotine or other substances through vapor rather than
smoke, including e-cigarettes, vape pens, mods, and similar devices.
PROCEDURES AND FORMS
None
REGULATORY REFERENCES
• Texas Clean Indoor Air Act (TCIAA), Tex. Health & Safety Code Chapter 386
• Texas Government Code § 418.191 - Smoking prohibited in state buildings and vehicles
• Texas Government Code § 443.007 - Smoking prohibition in certain public areas
SUPERSEDES
Human Resources Policy and Procedure Manual
Section: 207 – Smoke and Tobacco Free Workplace
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
1. STATEMENT OF PURPOSE
This policy promotes a safe, healthy, and productive work environment by prohibiting the
use, possession, or impairment from drugs and alcohol in the workplace. It also
addresses off-duty substance use that may impair job performance or compromise safety.
The policy supports early intervention, encourages use of assistance resources, and
prohibits retaliation for seeking help. If the Town receives federal funds, this policy
complies with the Drug-Free Workplace Act of 1988.
2. POLICY
The Town of Trophy Club is committed to maintaining an alcohol and drug-free
workplace. The use, possession, distribution, or influence of illegal drugs, unauthorized
controlled substances, or alcohol during work hours, on Town premises, or while
conducting Town business is strictly prohibited. Off-duty use of substances that impairs
job performance, compromises safety, or affects the reputation of the Town may also be
subject to disciplinary action. Employees are expected to report to work fit for duty and
capable of performing their responsibilities safely and effectively.
3. USE OF ALCOHOL AND DRUGS IN THE WORKPLACE
A. Employees are strictly prohibited from using, possessing, distributing, manufacturing,
selling, or being under the influence of alcohol, illegal drugs, cannabis (regardless of
local legalization), or unauthorized controlled substances while on Town premises,
during working hours, in Town vehicles, or while conducting Town business. This
restriction is not meant to prohibit moderate alcohol consumption at offsite or after
hour voluntary work holiday or events so long as the employee is not on duty.
B. Employees must not report to work impaired or under the influence of any substance
that may interfere with safe and effective job performance. This includes the misuse
of prescription or over-the-counter medications that cause drowsiness, impaired
Policy Number TM - 553
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 2 of 10
coordination, slowed reaction time, or any other condition that could affect safety or
productivity.
C. Prescribed or over-the-counter medications may be used during work hours only if
they are taken as directed and do not impair the employee’s ability to perform their
duties safely. Employees are encouraged to speak with the Department of Human
Resources if they believe a medication may affect their performance or pose a safety
risk. Any disclosure will be handled confidentially and in compliance with applicable
privacy and accommodation laws.
D. The Town reserves the right to take appropriate disciplinary action if an employee’s
use of alcohol or drugs violates this policy or creates a safety or performance issue in
the workplace. This may include removal from duty, referral to a substance abuse
program, or disciplinary measures up to and including termination of employment.
4. PRE-EMPLOYMENT SCREENING
A. All candidates who receive a conditional offer of employment with the Town must
successfully complete a drug test before beginning work. Testing will be conducted
by the Town’s designated medical provider or approved testing facility.
B. Candidates must provide written consent authorizing the drug test and permitting the
Town to use the results in making final employment decisions. Refusal to consent will
result in withdrawal of the job offer.
C. A confirmed positive test result, two inconclusive test results, or a double dilute result
for any substance, without a valid prescription or otherwise justified by a medical
professional, will disqualify the candidate from employment. Candidates who are
disqualified on this basis may reapply after 12 months.
5. REASONABLE SUSPICION
A. Reporting Responsibility
All employees are encouraged and expected to promptly report to a supervisor, the
Director of Human Resources, or the Town Manager if they have a reasonable belief
that a coworker is under the influence of drugs or alcohol while on duty. This helps
ensure a safe workplace and allows the organization to address potential issues
quickly and appropriately. Reports will be handled confidentially and without
retaliation.
B. Testing Requirement
When a supervisor or member of management has reasonable suspicion that an
employee is under the influence of drugs or alcohol, impaired, or unfit for duty while
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 3 of 10
at work or reporting for work, the employee will be required to submit to a drug
and/or alcohol test.
C. Definition of Reasonable Suspicion
Reasonable suspicion is based on specific, observable facts and reasonable
inferences drawn from an employee’s behavior, appearance, or conduct that indicate
possible impairment due to drugs or alcohol. Examples of reasonable suspicion
include, but are not limited to:
(1) Direct observation of drug or alcohol use or possession;
(2) Possession of drug paraphernalia;
(3) Physical signs such as slurred speech, substance odor, bloodshot or watery
eyes, dilated pupils, drowsiness, or sleeping on the job;
(4) Sudden or drastic changes in behavior, mood swings, neglect of personal
hygiene, or unusual borrowing of money;
(5) Noticeable decline in job performance, including frequent absenteeism or
tardiness;
(6) Reliable information from credible sources that is independently verified by
the supervisor or other responding party;
(7) Involvement in accidents or unsafe acts showing carelessness or
recklessness;
(8) Arrest, conviction, or identification as part of a criminal investigation related
to drugs or alcohol, on or off duty.
D. Documentation and Interview
The supervisor or manager who is informed or identifies reasonable suspicion will
ensure the employee is removed from any duty assignments while remaining on
Town property and notify the Director of Human Resources and Department Director
immediately. At least two supervisors or managers will observe or interview the
employee to discuss the observed behavior and document the incident by
completing a Reasonable Suspicion Report.
E. Review and Authorization
If the Director of Human Resources and the Department Director determine that
reasonable suspicion is confirmed, the employee will be notified, and the testing
procedure will be initiated immediately.
F. Testing Procedures
Two members of the management team will escort the employee to the Town
contracted testing facility and back home. The employee is prohibited from driving
any vehicle until test results are confirmed. Employees who refuse to consent to
testing will be immediately relieved from duty and subject to termination.
G. Positive Test Result
A verified positive test result for alcohol or any unauthorized drug, including those
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 4 of 10
without a valid prescription or otherwise justified by a medical professional, will be
subject to termination of employment.
H. Confidentiality
(1) The Department of Human Resources will maintain all drug and alcohol test
results in a confidential file separate from the employee’s personnel file.
(2) All personnel involved in the Reasonable Suspicion process are required to
keep all related information strictly confidential.
6. POST-ACCIDENT TESTING
A. Basis for Testing
Any employee involved in a work-related accident, injury, or illness, including those
involving a Town motor vehicle, that results in lost time, personal injury, medical
treatment, or property damage must notify their supervisor immediately and submit
to post-accident drug and/or alcohol testing.
B. Testing
(1) The supervisor or member of the management team will promptly inform the
Department of Human Resources and receive the Post Accident Testing form.
(2) The supervisor or member of the management team will transport the
employee to the designated testing facility and then home. Employees are
prohibited from returning to work until test results are received.
(3) Refusal to consent to testing will result in termination.
C. Positive Test Result
Employees with confirmed positive test results for alcohol or any unauthorized
drug—including those without a valid prescription or otherwise justified by a medical
professional—will be subject to termination of employment.
7. PERIODIC TESTING
A. The Town may require testing when an employee returns to work following probation,
suspension, layoff, extended leave of absence, when necessary to comply with
applicable state or federal regulations.
B. The Department of Human Resources will notify in writing to the employees when
periodic drug and/or alcohol testing is required.
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 5 of 10
C. Positive Test Result
Employees with confirmed positive test results for alcohol or any unauthorized
drug—including those without a valid prescription or otherwise justified by a medical
professional—will be subject to termination of employment.
8. SELF-DECLARATION AS A SUBSTANCE ABUSER
A. Voluntary Disclosure and Treatment
(1) Employees are encouraged to seek help for substance abuse before it affects
job performance or leads to disciplinary action.
(2) Any employee may voluntarily self-declare as a user of drugs or alcohol and
request assistance through a recognized treatment or rehabilitation program.
In such cases, the employee may use available leave in accordance with the
Leave Administration Policy
B. Limitations of Self-Declaration
(1) Self-declaration may not be used to avoid drug or alcohol testing or to
prevent disciplinary consequences.
(2) If reasonable suspicion has already been documented, or an accident, injury,
or other triggering event has occurred, an employee cannot declare
substance abuse in an attempt to avoid testing or associated disciplinary
action.
9. DRUG OR ALCOHOL CONVICTIONS
A. Required Notification
Any employee who is charged with a criminal activity involving the illegal use or
possession or distribution of drugs must notify the employee's immediate Supervisor
no later than five days after a conviction or after entering a plea of guilty or no contest.
Failure to do so may result in disciplinary action, up to and including termination of
employment.
B. Conviction during working hours
Employees who are found guilty, plead guilty or no contest to a violation of criminal
drug and alcohol statutes, which occurred during working hours, will be subject to
termination of employment.
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 6 of 10
C. Other Convictions
(1) Except as provided by Subsection (B), employees who are convicted of a
violation of any drug or alcohol law may be allowed to remain employed by the
Town, depending on the circumstances of their arrest and conviction, and the
nature of their position with the Town.
(2) Continued employment with the Town may be contingent upon the employee's
active participation in a recognized treatment program and the maintenance of
acceptable work performance.
10. DISCLOSURE OF PRESCRIPTION OR OVER-THE-COUNTER DRUG USE
A. Notification Requirement
(1) The Town recognizes that employees may occasionally need to take
prescription or over-the-counter medications that can cause side effects such
as dizziness, drowsiness, light-headedness, loss of coordination,
disorientation, or similar impairments.
(2) Employees must notify the Department of Human Resources prior to
reporting for duty if they believe their ability to perform job duties safely or
effectively may be compromised due to such medication.
(3) Employees are responsible for requesting reassignment, modified duties, or
the use of available leave for the duration of any impairment.
(4) The Town reserves the right to consult with a licensed physician of its
choosing to determine whether the medication presents a safety risk at the
prescribed dosage. Based on this determination, the Town may limit, adjust,
or remove the employee’s work responsibilities as needed to protect the
safety of the employee and others.
B. Failure to Notify
Employees who fail to disclose a known impairment caused by medication, and
continue to work while impaired, may be reassigned, placed on available leave, or
subject to disciplinary action, up to and including termination of employment.
11. ON-CALL AND EMERGENCY DUTY
A. On-call
Employees who are designated for on-call status are expected to be free of drugs or
alcohol, and available to report to work for the duration of their on-call status. On-
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 7 of 10
call employees who report for duty under the influence of drugs or alcohol, may be
subject to drug and alcohol testing and disciplinary action, up to and including,
termination of employment.
B. Emergency duty
(1) The Town recognizes that, in rare instances, employees who are not designated
for call-back may be requested to report for emergency or unexpected duty.
(2) Employees who may be under the influence of alcohol or legally obtained
medication must report this fact to their immediate Supervisor and must decline
calls for emergency duty. In this event, the employee will not be subject to
any disciplinary action.
(3) Employees on stand-by or on-call status who fail to report to a call to duty, or
any employee who reports for duty under the influence of drugs or alcohol,
may be subject to drug and alcohol testing and disciplinary action, up to and
including, termination of employment.
12. OFF-DUTY CONDUCT
It is not the Town's intent to intrude upon the private lives of its employees. The Town
does, however, reserve the right to take disciplinary action, up to and including
termination of employment, in the event that an employee's off-duty involvement with
drugs or alcohol is damaging to the Town's reputation or business, or interferes with the
employee's job duties.
13. SEARCHES
A. The Town reserves the right to conduct unannounced searches for unauthorized
substances on Town property. This includes, but is not limited to, lockers, desks, file
cabinets, Town vehicles, and personal vehicles parked on Town premises. Personal
belongings located on Town property may also be subject to search.
B. All searches must be authorized and conducted under the direction of the Town
Manager, with written documentation of the grounds for suspicion prepared in
advance. Employees who refuse to cooperate with a search may be subject to
disciplinary action, up to and including termination of employment.
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 8 of 10
DEFINITIONS
Alcohol
Any beverage, mixture, or preparation that contains ethanol and is intended for human
consumption, including beer, wine, and distilled spirits.
Confirmed Positive Test
A drug or alcohol test result that has been reviewed and verified by a Medical Review
Officer (MRO) as indicating the presence of a prohibited substance without a legitimate
medical explanation.
Controlled Substance
Any drug or chemical substance listed in Schedules I through V of the Controlled
Substances Act, as defined by federal law, including prescription medications used
outside of prescribed guidelines.
Drug Paraphernalia
Any equipment, product, or material used or intended for use in consuming, producing,
or concealing illegal drugs, including pipes, rolling papers, syringes, and similar items.
Drug Rehabilitation Program
A professionally recognized and structured program, licensed or certified by the state,
designed to provide diagnosis, treatment, and recovery services for individuals with
drug or alcohol dependence.
Drug Test
An analysis of a biological sample (e.g., urine, hair, saliva, or blood) to detect the
presence of drugs or their metabolites in an individual’s system.
Impairment
A state in which a person’s mental or physical faculties are diminished, reducing their
ability to safely and effectively perform job duties.
Illegal Drug
Any drug that is not legally obtained or used, including those that are unlawful to
possess, use, distribute, or manufacture under federal, state, or local law. This includes
substances that may be legal in some jurisdictions but are prohibited by Town policy
(e.g., cannabis).
Post-Accident Testing
Drug or alcohol testing conducted after a work-related accident, injury, or incident to
determine whether substance use was a contributing factor.
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 9 of 10
Prescription Drug
A medication legally prescribed by a licensed medical provider for use by the individual
to whom it is prescribed. Use must follow the prescribed dosage and duration.
Reasonable Suspicion
A belief based on specific and objective facts, such as observed behavior, physical
symptoms, or credible reports, that leads a supervisor to suspect an employee may be
under the influence of drugs or alcohol.
Refusal to Test
Failure to provide consent for required drug or alcohol testing, including deliberate
avoidance, tampering, or failure to appear for scheduled testing, which will be treated
as a policy violation.
Safety-Sensitive Position
A job role in which the employee’s performance directly affects the safety of
themselves, coworkers, or the public, including the operation of vehicles, machinery, or
involvement in emergency response.
Substance Abuse
The misuse of alcohol, illegal drugs, controlled substances, or prescription medications
in a manner that negatively affects workplace performance, safety, or behavior.
Testing Facility
A laboratory or clinic contracted or approved by the Town to perform drug and alcohol
screening in compliance with applicable legal standards.
Under the Influence
The presence or effect of alcohol, drugs, or any other substance in an employee’s
system that impairs mental or physical faculties while on duty, or while reporting to
duty.
PROCEDURES AND FORMS
• Drug and/or Alcohol Test Authorization Form (Vendor Form)
• Reasonable Suspicion Report
REGULATORY REFERENCES
• Drug-Free Workplace Act of 1988
SUPERSEDES
Resolution 2025-23 Exhibit "A"
Alcohol and Drug-Free Workplace Policy
Alcohol and Drug-Free Workplace Policy
Approved October 27, 2025 Page 10 of 10
Human Resources Policy and Procedure Manual
Section: 206 – Drugs and Alcohol in the Workplace
Resolution 2025-23 Exhibit "A"
Property and Equipment Policy
1. STATEMENT OF PURPOSE
The purpose of this policy is to provide clear directions for the proper use, care, and
accountability of Town property and equipment. This includes all physical assets such
as computers, phones, tools, vehicles, office furniture, and any other equipment
provided to employees in the course of their work.
2. POLICY
It is the policy of the Town to ensure that all property and equipment assigned to
employees is used solely for official Town business, maintained in good working condition,
and handled responsibly. Employees are expected to exercise reasonable care in the use
of Town assets and to follow all applicable procedures regarding their maintenance,
storage, and return. Unauthorized use, negligent handling, or misuse of Town property
and equipment may result in disciplinary action, up to and including termination of
employment. The Town reserves the right to monitor and inspect the use of its property
at any time to ensure compliance with this policy.
3. GENERAL PROVISIONS
A. Proper Use and Care
Employees must use Town property and equipment responsibly, in accordance with
established procedures. Abuse, damage, loss, or unauthorized use of Town assets
is strictly prohibited.
B. Authorized Use Only
Town equipment and property, including vehicles, phones, desks, lockers,
computers, and other devices, are to be used only for official Town business unless
specifically authorized. Use for personal purposes is not permitted unless outlined in
Town policies.
Policy Number TM - 554
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Human Resources
Council Resolution Number 2025 - 23
This Policy requires Town Council approval.
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 2 of 10
C. Inspections and Monitoring
All Town property, including electronic devices and storage systems (e.g., email,
voicemail, computers, mobile phones, and cloud or physical storage), may be
accessed or inspected at any time for business or legal reasons. Employees should
not expect privacy when using Town-owned resources.
D. Technology Use and Network Access
Computing resources and internet access provided by the Town are for conducting
official business. Use must comply with all applicable IT and security policies. All
data, communications, and work products generated or stored on Town systems are
the property of the Town and may be subject to public disclosure under the Texas
Public Information Act.
E. Prohibited Conduct
Employees may not remove, borrow, or use Town property for personal use or gain.
Theft, unauthorized removal of tools or materials, misuse of office supplies, mail
services, or telecommunication systems are considered serious violations and may
result in disciplinary action.
4. Liability for Loss or Damage to Town Property
A. Repayment Responsibility
Employees may be required to repay the Town for the cost to repair or replace
Town property that is lost or damaged due to their misconduct or negligence
(excluding theft). The Department Director will determine if repayment is necessary
and the amount owed.
B. Appeal Process
Before a repayment decision is finalized, the Department Director will provide the
employee with a written summary of the findings and any supporting
documentation. The employee may submit a written response within five business
days. After reviewing the response, the Department Director will issue a final
decision. This decision is final and cannot be appealed or grieved.
C. Payroll Deductions
Repayment will be made through payroll deductions, not exceeding 10% of the
employee’s net pay per pay period, until the full amount is recovered. If the
employee separates from employment, any remaining amount may be deducted
from the final paycheck to the extent permitted by law.
D. Disciplinary Action
Repayment may be required in addition to, or instead of, disciplinary action—up to
and including termination.
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 3 of 10
5. Vehicle Use and Operations
A. Business Use Only
Town vehicles are to be used strictly for official Town business. Personal use is
prohibited unless specifically authorized in writing by the Town Manager.
B. General Fleet
(1) General fleet vehicles that are not designated as Take-Home Vehicles are
assigned to departments based on operational needs. These vehicles may
not be used for commuting unless designated as "on-call."
(2) On-Call Vehicles
Department Directors may request a general fleet vehicle be temporarily
designated as an “on-call” vehicle for positions requiring emergency response
outside of regular working hours. These vehicles may be used for both Town
business and commuting. All on-call vehicle assignments require written
approval from the Town Manager. Employees who live outside a 35-mile
radius from their assigned check-in location are not eligible for the use of an
on-call vehicle. Employees utilizing on-call vehicles for commuting to and
from their assigned check-in work location will be subject to required tax
withholdings for all applicable taxes established by the Internal Revenue
Service.
C. Take Home Vehicles
(1) The Town Manager will designate specific vehicles as Take-Home Vehicles for
positions that require emergency response readiness. Employees utilizing on-
take-home vehicles for commuting to and from their assigned check-in work
location will be subject to required tax withholdings for all applicable taxes
established by the Internal Revenue Service.
(2) Take-Home Vehicles may be used only for Town business, commuting,
incidental personal use, unless additional personal use is authorized in writing
by the Town Manager.
(3) Employees who live outside a 35-mile radius from their assigned check-in
location are not eligible for the use of a take home vehicle assignments.
(4) Employees are responsible for ensuring that routine maintenance and
necessary repairs are completed on their assigned vehicles in a timely
manner. All costs for authorized maintenance and repairs are the
responsibility of the Town, and employees must follow established finance
and procurement procedures when arranging for such services. Failure to
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 4 of 10
ensure proper maintenance may result in disciplinary action or loss of the
vehicle assignment.
D. Personal Vehicles
(1) When a Town vehicle is not available for use, an employee may use their
personal vehicle to conduct Town business.
(2) The Town Manager may authorize a vehicle allowance for specific positions
that regularly use their personal vehicles to conduct Town business. For
personal vehicle use beyond 50 miles from Town Hall, other than commuting
to and from work, employees receiving a vehicle allowance may request
mileage reimbursement in accordance with the Travel Policy.
(3) Employees not receiving a vehicle allowance may request mileage
reimbursement in accordance with the Travel Policy.
(4) Employees who use their personal vehicles for Town business must maintain
at least the minimum auto insurance coverage required by state law.
(5) The Department of Human Resources may conduct annual insurance audits
for any employee receiving a vehicle allowance or using a personal vehicle for
Town business.
6. ELECTRONIC COMMUNICATIONS SYSTEMS
A. Scope of Systems
Electronic communication systems include tools and services used to transmit or
store information electronically, such as internet access, email, phones, voicemail,
fax machines, mobile devices, computers, networks, directories, and digital files.
B. No Expectation of Privacy
Employees should not expect privacy when using Town systems. All data created,
sent, or received using Town systems is the property of the Town and may be
accessed or monitored at any time, regardless of security features (e.g., passwords
or restricted access folders).
C. Purpose and Limited Personal Use
Town systems are provided to support efficient service delivery and communication.
Limited personal use is permitted, provided it does not interfere with Town
operations and complies with all Town policies. Department Directors will determine
specific access levels and acceptable use in their departments.
D. Prohibited Use
Use of Town electronic systems for the following is strictly prohibited:
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 5 of 10
(1) Illegal, fraudulent, or malicious activity
(2) Sending, receiving, or storing offensive, obscene, or discriminatory content
(3) Unauthorized access to computer systems or secured data
(4) Sharing or using others’ login credentials
(5) Creating chain letters, personal solicitations, or non-business promotions
(6) Activities supporting outside employment or personal financial gain
(7) Political campaigning or advocacy
(8) Gambling or gaming for money or stakes
(9) Unauthorized streaming or use of high-bandwidth applications
(10) Tampering with or modifying Town-owned devices or software without
approval
E. Software and Security Compliance
Only software approved by the Town may be installed on Town devices. All installations
must be performed by the Information Technology Contractor and properly licensed.
(1) Employees may not use unauthorized, expired, or personally owned software
without written approval.
(2) Software licenses are tracked by IT and shall be timely communicated to IT prior to
purchase to verify and track system and installation requirements.
(3) Employees must not disable antivirus or security software and must scan all
removable media before use.
F. Monitoring and Oversight
The Town may monitor system usage to:
(1) Prevent unlawful discrimination or harassment
(2) Enforce content standards and security protocols
(3) Ensure responsible resource use
(4) Investigate complaints or misuse
(5) Any other business purpose necessary to ensure proper use, safety, and
security of the Town’s electronic communication system.
G. Records Management
Electronic communications are considered public records under the Texas Public
Information Act. Employees must manage emails and digital files in accordance
with the Town’s local records retention schedules.
H. Copyright Compliance
Employees must follow all applicable copyright laws. When in doubt about the
copyright status of any material, written permission must be obtained from the
copyright holder prior to use.
I. Town-Issued Phones
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 6 of 10
(1) Department Directors may assign cellular phones to employees based on
operational needs. Phones may be designated for general use or issued as
take-home devices.
(2) The Finance Department is responsible for managing contracts and support
for Town-issued phones, maintaining an up-to-date directory of employee
numbers, verifying active service, and ensuring appropriate budgeting. All
purchases and service arrangements must meet Town standards and be
coordinated through the Finance Department.
(3) Employees issued Town phones must reimburse the Town for any usage,
charges, or fees that exceed their monthly allowance within 30 days of billing,
regardless of whether the use was personal or business-related.
Unauthorized charges are the sole responsibility of the employee.
(4) Lost or stolen phones must be reported immediately to both the Department
Director and the Finance Department.
(5) Employees may be required to reimburse the Town for damage or loss due to
negligence.
J. Personal Cell Phones
(1) At the Town Manager’s discretion, employees who are not issued a Town
phone may receive a monthly allowance, as established by the Town
Manager, when their personal phone is needed to conduct Town business on
a regular basis.
(2) Employees receiving this allowance are responsible for maintaining a working
phone and any necessary accessories for business use.
(3) Employees receiving a cell phone allowance must provide their current phone
number to their department.
(4) Employees may need to install security enhancing applications for the Town’s
network (eg. Microsoft authenticator or applications) for Town business at the
direction of IT.
7. FACILITY ACCESS
A. Employee Identification and Access Card Program
The Employee Identification and Access Card Program promotes a secure workplace
by ensuring that employees are easily identifiable and that authorized personnel
have appropriate access to Town facilities.
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 7 of 10
B. The Community Development Department manages facility access system and
issues all ID Cards.
C. Card Issuance
(1) All full-time, part-time, and select seasonal employees and volunteers will
receive a photo identification/access card (ID Card).
(2) Department Directors must submit a Facility Access Request Form to the
Community Development Department indicating the necessary access level
for each employee.
D. ID Card Use
(1) ID Cards are for official Town-business use only.
(2) ID Cards are non-transferable. Employees may not loan their ID Card to
others or prop open security doors to allow access to unauthorized
individuals.
(3) Employees are responsible for ensuring the information on their ID Card is
accurate.
(4) While on duty or in Town facilities, employees must visibly display their ID
Card or keep it readily accessible for verification.
(5) Lost or stolen ID Cards must be reported immediately to the Community
Development Department for deactivation.
E. Facility Keys
(1) The Community Development Department is responsible for maintaining,
issuing, and securing all facility keys. A record of all issued keys will be
maintained for security and accountability purposes.
(2) Department Directors may request keys for employees by submitting a
Facility Access Request Form to the Community Development Department.
Requests must specify the purpose and level of access required.
(3) Employees issued Town facility keys are responsible for their safekeeping and
must not duplicate, lend, or share keys with any other individual. Keys may
only be used for official Town business.
(4) Lost or stolen keys must be reported immediately to the Community
Development Department.
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 8 of 10
F. Replacement and Return
(1) ID Cards and Keys remain the property of the Town and must be returned
upon transfer, reassignment, or termination of employment.
(2) Depending on the circumstances, the employee may be held responsible for
the cost of rekeying affected areas.
G. Misuse and Unauthorize Use
Misuse or unauthorized possession, duplication, or use of Town facility ID Cards or
Keys may result in disciplinary action, up to and including termination.
DEFINITIONS
Computing Resources
Includes all hardware, software, networks, internet access, servers, data storage
systems, and other electronic tools provided by the Town for conducting official
business.
Employee Identification/Access Card (ID Card)
A photo identification badge issued by the Town that also functions as an access control
device for entry to Town facilities.
General Fleet Vehicle
A Town-owned vehicle assigned to a department for official business use that is not
designated as a Take-Home or On-Call Vehicle.
Information Technology (IT) Contractor
An external service provider authorized by the Town to manage, support, and maintain
computing resources, including software installations and network security.
Mobile Devices
Portable electronic devices issued or authorized by the Town, including smartphones,
tablets, and laptops, used to access Town systems or perform work-related functions.
On-Call Vehicle
A general fleet vehicle temporarily assigned for use by employees with emergency
response duties outside of regular working hours. Use includes Town business and
commuting with prior written approval.
Records Retention Schedule
A policy document outlining how long specific types of records, including electronic
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 9 of 10
communications, must be maintained and when they may be disposed of in compliance
with legal and operational requirements.
Take-Home Vehicle
A Town-owned vehicle permanently assigned to an employee whose role requires
emergency response or after-hours availability. Commuting and limited personal use are
permitted only with written authorization.
Town-Issued Phone
A mobile phone provided by the Town to an employee based on operational needs. Use
must comply with Town policies and may be subject to monitoring and reimbursement
requirements.
Town Property
All physical and digital assets owned, leased, or controlled by the Town, including
vehicles, equipment, furniture, tools, communication systems, and computing
resources.
Unauthorized Use
Any use of Town property, equipment, or systems that has not been approved by a
Department Director or the Town Manager, or that violates Town policy.
PROCEDURES AND FORMS
• Facility Access Request Form
REGULATORY REFERENCES
• Computer Fraud and Abuse Act (18 U.S.C. § 1030)
• Electronic Communications Privacy Act (ECPA), 18 U.S.C. § 2510 et seq.
• Fair Labor Standards Act (FLSA)
• Federal Copyright Act (Title 17, U.S. Code)
• Texas Local Government Records Act (Texas Local Government Code, Chapters 201–205)
• Texas Penal Code § 39.02 – Abuse of Official Capacity
• Texas Public Information Act (Texas Government Code, Chapter 552)
• Texas Transportation Code – Vehicle Use and Licensing
• Town Information Technology and Security Policies
• Town Records Retention Schedule
• Town Travel Policy
SUPERSEDES
Resolution 2025-23 Exhibit "A"
Property And Equipment Policy
Property and Equipment Policy
Approved October 27, 2025 Page 10 of 10
Human Resources Policy and Procedure Manual
Section: 108 – Use of Town Property and Equipment
Resolution 2025-23 Exhibit "A"
TM-300: Travel & Training Policy Page 1 of 10
TRAVEL & TRAINING POLICY
1.Statement of Purpose
The Town of Trophy Club recognizes that continuous learning, professional development, and
knowledge-sharing are essential to delivering effective public services. The purpose of this
Travel & Training Policy is to establish guidelines and procedures for travel undertaken by
municipal employees, officials, and authorized representatives conducting official business on
behalf of the Town . It ensures accountability, fiscal responsibility, and compliance with all
applicable laws and regulations.
2.Policy
This policy applies to all Town of Trophy Club employees and participating in any travel or
training activity on behalf of the Town, whether local, statewide, or national. All travel must
be pre-approved and conducted in a manner that is necessary and cost-effective.
3.General Provisions
A. All travel requires advance approval by the Department Director or designee.
B.All travel and business expenses shall be processed using the procedures established
by the Finance Department.
C.Employees are responsible for reporting any misuse or abuse of travel funds to the
appropriate management.
D. Employees are prohibited from using personal funds (cash, check, or credit/debit card)
to purchase airline tickets or cover registration expenses for another employee.
E.Employees traveling on behalf of the Town must use services and accommodation
appropriate for official business. They are expected to travel in reasonable comfort
while exercising sound judgment to differentiate between necessity and
extravagance.
F. All travel-related expenses, except for meals covered by a per diem, must be
supported by original receipts whenever possible, along with appropriate
Town Council Policy
Policy Number TM-300
Implementation Date: 10/27/2025
Last Revised Date: 9/26/2025
Policy Contact: Director of Finance
Resolution Number: 2025-23
This policy requires Town Council approval.
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 2 of 10
documentation. If a receipt is unavailable, the employee must provide a signed and
dated declaration of the expense.
G.Tips or gratuities shall not exceed 20% of the subtotal.
H.All travel must receive written pre-approval from the Department Director or
designated authority using the official Travel Authorization Form.
I.Travelers must provide a justification for the trip, estimated costs, and expected
benefits to the municipality.
J.Travel expenses are only covered if budgeted, unless an exception is made by the
Town Manager.
K.Unauthorized travel will be at the employee’s expense.
L.Out-of-state travel is generally reserved for Department Directors and higher-level
staff. Directors and above may proceed with out-of-state travel following standard
departmental approval procedures.
M.International travel must comply with this policy and will be reimbursed only with
prior written approval from the Town Manager.
4.Reimbursable/Non-Reimbursable Expenses
The following expenses are eligible for reimbursement, provided they meet the standard
criteria of reasonableness and appropriateness.
A.Conference or registration fees.
B.Reimbursable expenses include:
(1)Transportation
Employees should use municipal vehicles when available, or the most economical
means of transportation.
a.Airfare
The Town will cover coach or economy class airfare or the cheapest fare
available with documentation. Fees for one checked bag are reimbursable,
with additional baggage fees requiring Director approval. When possible, air
travel should be planned far enough in advance to take advantage of reduced
fares. Private air carriers and charters are not reimbursable unless approved
by the Town Manager, with documented cost savings or schedule
requirements.
b.Vehicle Rental
The vehicle size should align with the number of passengers and luggage. If the
employee elects to drive, and the distance is more than 250 miles one-way,
the employee must request a car rental as the mode of transportation, unless
the employee elects to fly. If the employee chooses to take his/her own
vehicle, the Town will reimburse the employee for fuel receipts only.
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 3 of 10
c.Taxi/Ride Share
•Taxi and Ride Share services are reimbursable with receipt. The vehicle size
should align with the number of passengers and luggage. Taxes and tips
(not to exceed 20%) are eligible for reimbursement.
•Ride Share companies are acceptable for transportation to and from the
airport. Parking at the airport may be approved for reimbursement at the
Director’s discretion.
d.Personal Vehicle
•If using a personal vehicle, and the travel is less than 250 miles one-way,
mileage will be reimbursed at the prevailing IRS rate. A map must be
submitted showing starting and ending points with the most direct route
utilized for calculating the reimbursement amount.
•Employees may use a Town vehicle if available. Employees operating a
Town vehicle must hold a valid driver’s license. A current copy must be on
file with Human Resources prior to vehicle assignment.
•The reimbursement amount for personal vehicle use to the airport is
calculated from the employee’s assigned Town facility.
•Employees receiving a car allowance will not be reimbursed for travel less
than 50 miles (one-way) of the ir assigned Town facility. Employees assigned
a take-home vehicle will not receive mileage reimbursement.
•Mileage reimbursement applies to both local and out-of-town travel, with
rates outlined in the Local Mileage Reimbursement Form, Travel
Authorization Form, and Travel Expense Report Form.
•Point of Departure and Home Area Definition:
o Reimbursement defaults to Town Hall or the employee’s assigned
report to facility as the origin.
o Determination of travel mode based on distance:
o If travel is less than 250 Miles (One-Way): Use of Town
vehicles, department vehicles, personal vehicles, or
approved rentals is standard. Air travel may be approved
at the Director ’s discretion.
o If travel is greater than 250 Miles (One-Way): Air travel
is generally required unless an alternative mode is
approved by the Department Director. Lodging during
transit is not reimbursable.
e.Toll Expenses
Toll expenses incurred during approved Town travel will be reimbursed when
they are reasonable, necessary, and supported by a receipt or toll statement.
However, if a more cost-effective route is available that does not significantly
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 4 of 10
increase travel time, employees are expected to use the more economical
option.
(2)Lodging
a.Lodging expenses will be reimbursed at the lowest available rate (including
flexible cancellation options) for appropriate hotels, motels, or other
accommodation (excluding short-term apartments or rental houses unless pre-
approved by the Town Manager).
b. If lodging is needed for travel less than 50 miles from the employee’s assigned
Town facility, approval will be at the Town Manager’s discretion.
c.Late check-outs may be reimbursed were appropriate due to the event
schedule.
d.The Town will pay for a single occupancy room, unless employees share a
room. If the room rate exceeds the single rate due to sharing with a non-Town
employee, the employee will be responsible for paying the difference.
e.Departure and return guidelines for approved lodging prior to an event or after
an event:
•If the employee would be required to depart prior to 8:00 am, the Town
will typically cover the cost of lodging the night before the event.
•If the employee would be required to return after 10:00 pm, the Town will
typically cover the cost of lodging the night the event ends.
•In no case shall lodging be authorized beyond the night before the event
and/or the night the event ends.
•Exceptions require Department Director or Town Manager approval.
*The Town is not exempt from Hotel Occupancy Tax, but employees should
request government or conference rates when booking, if available.
(3)Meals
a. Meals and Incidental Expenses (M&IE) will be paid on a per diem basis for
travel requiring an overnight stay.
b. If an event requires the employee to travel outside of the Town and meets
during lunch, and lunch is not provided, per diem for that lunch may be
reimbursed at the Directors discretion.
c.The daily per diem allowance will be the rate established by the Government
Services Administration (GSA) schedule or Department of State rate for
international travel.
d. The per diem rate will be based on the type (i.e. breakfast, lunch, dinner) and
the location of the meal, and departure and return times.
e.Per diem is not authorized for any meal provided by the host of the
seminar/conference/class or hotel (such as complimentary breakfast).
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 5 of 10
f.Per diem will be paid through the employee’s regular paycheck, either before
or after travel, upon submission of a completed Travel Per Diem Request Form.
g.A Reasonable Accommodation may be made for any employee with a
disability. Employees requesting a Reasonable Accommodation must request
it through the Human Resource Department prior to travel.
h.The Town will not pay for meals for non-employees without prior Town
Manager approval.
i.In order to be reimbursed for the cost of meals, travel must begin or end as
shown in the following schedule:
(4)Parking
a.The Town will reimburse for airport parking, hotels involving an overnight stay,
conference parking, and other reasonable business-related parking.
(5)Incidentals
a.The incidental per diem covers fees and tips given to porters, baggage carriers,
bellhops, hotel staff, and staff on ships, while meal rates cover the actual cost
of meals, including gratuities. These items will not be reimbursed beyond the
per diem amount.
C. Non-reimbursable expenses
The Town will not reimburse the following expenses during an employee’s travel. Any
exception must be pre-approved by the Town Manager.
(1)Alcoholic beverages,
(2)Personal entertainment, such as movies or sightseeing,
(3)Unauthorized room service charges,
(4)Fines, traffic tickets, or penalties during travel,
(5)Laundry/dry cleaning; exception for Public Safety Class A/B uniforms required to
be worn during active duty travel.
(6)Shoe shining,
(7)Haircuts,
(8)Magazines and Books,
(9)In-Room Movies,
(10) Tours ,
(11) Limousines,
Meals Departure on Initial Day of
Travel
Return on Final Day of
Travel
Breakfast Before 7:00 a.m. After 10:00 a.m.
Lunch Before 11:00 a.m. After 2:00 p.m.
Dinner Before 4:00 p.m. After 7:00 p.m.
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 6 of 10
(12) Valet Parking if standard parking is available,
(13) Spouse or other family expenses, and
(14) Any extracurricular conference outings or events, such as golf, entertainment
venues, concerts, etc.
(15) All other expenses reasonably determined to be personal expenses or of personal
benefit or entertainment to the employee.
5.Travel Outside Normal Workday
For non-exempt employees, compensation for travel outside an employee's normal
working hours (e.g., Saturday, Sunday, evenings) will be determined in accordance with
Town policy and the Fair Labor Standards Act (FLSA). A Director may provide an adjusted
schedule for that week to accommodate travel outside of normal working hours within
the employees’ normal assigned work week.
6.International Travel
The Town will not provide reimbursement for securing passports and/or visas.
7.Recruiting/Relocation Expenses
A.Applicants for Town employment are generally responsible for their own interviewing
and relocation expenses. However, for regional or national recruitment efforts,
applicants may be reimbursed for certain direct, out-of-pocket expenses, particularly
travel or relocation costs from out-of-state, with prior approval from the Town
Manager.
B.Department Directors must submit a justification for reimbursement, including the
estimated cost and funding source, before scheduling an interview or making a job
offer.
C.If authorized by the Town Manager, reimbursement for recruiting or relocation is
limited to expenses in accordance with the Town's travel policy, and reasonable
lodging costs for interviewing or seeking housing after employment acceptance. The
same receipts and documentation required for employee travel reimbursement are
also required for recruitment or relocation reimbursements.
D.The Department Director must submit a Travel Expense Report Form for the total
expenses.
8.Business Meals
Business meals must have a work purpose. Employee’s birthdays, first- or last-day on the
job, retirements, holidays, and other personal meals are not considered to be business
related. Directors have the authority to provide business meals when work is required
over a meal period.
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 7 of 10
9.Ethical/Compliance Considerations
A.All travel expenditures must align with the Town’s ethics policy and applicable state
and federal laws.
B.Travelers must avoid conflicts of interest and ensure public funds are spent
responsibly.
C.Any misuse of travel funds may result in disciplinary action up to and including
termination, including reimbursement of unauthorized expenses.
D.Travel cannot be accepted when provided by vendors for attendance at specific
trainings or conference events.
10.Policy Review/Updates
A.This policy will be reviewed annually by the Finance Department to ensure compliance
with current laws and economic conditions.
B.Updates or modifications must be approved by the Town Manager and municipal
governing body.
Definitions
Business Meals
Meals consumed during official business meetings or when work continues through
standard meal periods. Social gatherings are excluded unless work-related.
Car Allowance
A recurring stipend given to certain employees to cover personal vehicle use for Town-
related duties. Mileage reimbursements may be limited for those receiving this allowance.
Coach Class / Economy Class
The most basic level of air travel seating, typically the least expensive.
Conflict of Interest
Any situation in which personal interests could improperly influence the performance of
official duties or decisions involving Town funds.
GSA Rate (Government Services Administration Rate)
A standardized per diem rate set by the U.S. government for lodging, meals, and incidental
expenses while traveling for business.
Incidental Expenses
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 8 of 10
Minor, necessary travel-related costs such as tips to bellhops or porters, covered under
the per diem.
International Travel
Travel outside of the United States or any Territory of the United States. Requires prior
written approval from the Town Manager.
Meal & Incidental Expenses (M&IE)
Per-dem allocation for meals and small personal expenses incurred during travel.
Mileage Reimbursement
Reimbursement for use of a personal vehicle for Town business, based on the IRS standard
mileage rate and travel distance.
Out-of-State Travel
Travel that occurs outside the state of Texas. Generally limited to higher-level staff unless
otherwise approved.
Per Diem
A daily allowance for meals and incidental expenses during overnight travel, based on
federal or international rates.
Personal Funds
Cash, check, or personal credit/debit card owned by the employee. Not to be used for
purchasing travel for others.
Point of Departure
The location from which an employee begins Town-authorized travel, typically their
assigned facility or Town Hall.
Procurement Card
A credit card issued by the Town to employees for authorized purchases, including eligible
travel expenses. Misuse is subject to disciplinary action up to and including termination.
Reasonable Accommodation
Modifications or adjustments provided to employees with disabilities to enable equal
access to travel and work-related activities.
Receipt
A written or digital document confirming payment for goods or services, required for
reimbursement (except per diem).
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 9 of 10
Ride Share
Transportation services provided by companies such as Uber or Lyft. These are
reimbursable with proper documentation.
Short-Term Rental
Non-hotel accommodations such as apartments or houses, only reimbursable with prior
approval by the Town Manager.
Single Occupancy Room
Hotel room reserved for one person, standard for Town-related travel. Any upgrade or
sharing with a non-employee must be paid by the employee.
Ta ke -Home Vehicle
A Town -owned vehicle assigned to an employee for official use, which may be driven to
and from home.
Town Vehicle
A vehicle owned by the Town of Trophy Club for official business use by authorized
employees.
Tr avel Mode
The method of transportation used for Town travel, including car, air, or public transport,
chosen based on distance, cost, and necessity.
Unauthorized Travel
Any travel not approved in writing as outlined in this policy. Such travel is not eligible for
reimbursement.
PROCEDURES
•Travel Procedure TM-300.01
FORMS
•Travel Authorization Form
•Per Diem Request Form
•Travel Expense Report Form
REGULATORY REFERENCES
Resolution 2025-23 Exhibit "B"
TM-300: Travel & Training Policy Page 10 of 10
•Americans with Disabilities Act (ADA)
•Fair Labor Standards Act (FLSA)
•General Services Administration (GSA) Per Diem Rates
•Internal Revenue Code (IRC) – Reimbursement & Taxable Benefits
•Texas Government Code – Ethics & Public Funds Use
•Texas Local Government Code – Municipal Employee Policies
•U.S. Department of State Foreign Per Diem Rates
SUPERSEDES
•Human Resources Policy and Procedure Manual
•Section: 107 – Training and Travel
Where this policy is silent or open to interpretation, the Town Manager’s interpretation is final.
Resolution 2025-23 Exhibit "B"
TM-300.01: Travel Procedure Page 1 of 3
TRAVEL PROCEDURE
Town Manager Procedure
Procedure Number TM – 300.01
Implementation Date: 10/27/2025
Last Revised Date: 9/27/2025
Policy Contact: Town Manager
Resolution Number: 2025-23
This Policy requires Town Council approval.
1.PURPOSE
The purpose of this procedure is to provide directions to employees on how to
request and process travel requests in accordance with the Travel Policy, TM-300.
2.REFERENCE DOCUMENTS
•TM-300: Travel Policy
•Travel Authorization Form
•Per Diem Request Form
•Travel Expense Report Form
3.RESPONSIBILITY
•Employees
•Supervisors/Managers
•Department Directors
•Finance Department
•Town Manager
4.PROCEDURE
Step Responsible
Position
Action
Resolution 2025-23 Exhibit "B"
TM-300.01: Travel Procedure Page 2 of 3
1. Employees Travel Authorization Form:
Employees must obtain prior approval from their Department
Director by submitting a Travel Authorization Form, regardless
of budget status. If applicable, any conference or training
documentation will need to be included with the Travel
Authorization Form, i.e. conference agenda or schedule.
Employees are responsible for making their travel
arrangements, i.e. booking hotels, airfare, etc.
*Some Departments may assign all department travel
coordination to a specific position (i.e. Senior Administrative
Assistant).
2 Department
Director
The Department Director is responsible for ensuring that all
travel expenditure complies with the Town’s policy, verifying
that costs are budgeted, and confirming that all required
documentation is attached to support the travel. If applicable,
written justification for any exceptions must also be included.
Once complete, the Department Director shall sign the
documentation and send the form back to the employee to
submit it to the Accounting Specialist.
3 Accounting
Specialist
The Accounting Specialist will ensure all documentation is
provided and that all signatures are present. The Accounting
Specialist will forward the paperwork to the Director of
Finance for final approval.
4 Director of
Finance
The Director of Finance will serve as the final approver and
will forward the approved documentation to the Accounting
Specialist for distribution to the employee.
5 Employees Per Diem Request Form:
Employees must submit a per diem request to the Accounting
Specialist for processing in the payroll cycle immediately
before or after travel. Signatures from the Department
Director are required. Requests outside these dates will not
be paid. The Travel Authorization Form must be attached as
supporting documentation for processing. P-CARD
PURCHASES FOR PER DIEM ARE NOT ALLOWED
DURING TRAVEL.
6 Department
Director
Once complete, the Department Director shall sign the
documentation and send the form back to the employee to
submit it to the Accounting Specialist.
7 Accounting
Specialist
The Accounting Specialist will ensure all documentation is
provided and that all signatures are present. The Accounting
Specialist will forward the paperwork to the Director of
Finance for final approval.
Resolution 2025-23 Exhibit "B"
TM-300.01: Travel Procedure Page 3 of 3
8 Director of
Finance
The Director of Finance will serve as the final approver and
will forward the approved documentation to the Accounting
Specialist for distribution to the employee.
9 Employees Travel Expense Report Form:
Employees must submit a travel expense report within ten
(10) working days after travel, reimbursements. All receipts
and supporting documents, including the Travel Authorization
Form, and Per Diem Request Form, must be attached and
reviewed by the Department Director before submission to
the Accounting Specialist. When using a Town procurement
card, the report and receipts must accompany the monthly
transaction sheet from Finance.
10 Department
Director
Once complete, the Department Director shall sign the
documentation and send the form back to the employee to
submit it to the Accounting Specialist.
11 Accounting
Specialist
The Accounting Specialist will ensure all documentation is
provided and that all signatures are present. The Accounting
Specialist will forward the paperwork to the Director of
Finance for final approval.
12 Director of
Finance
The Director of Finance will serve as the final approver and
will forward the approved documentation to the Accounting
Specialist for distribution to the employee. Any balance due to
the employee will be paid out on the next payroll cycle.
Resolution 2025-23 Exhibit "B"
Page 1 of 5
ARTIFICIAL INTELLIGENCE (AI) POLICY
Town Council Policy
Policy Number TM-102
Implementation Date: 10/27/2025
Last Revised Date:
Policy Contact: Director of Communications & Marketing
Resolution Number: 2025-23
This policy requires Town Council approval.
1.STATEMENT OF PURPOSE
This policy establishes standards for the responsible use of Artificial Intelligence
(AI) systems and tools, including generative AI, by Town of Trophy Club
employees, contractors, and vendors. It ensures that AI use aligns with the Town’s
values, ethical standards, legal obligations, and, most notably, the Texas
Responsible Artificial Intelligence Governance Act (TRAIGA).
2.POLICY
A.Background
(1)Artificial Intelligence (AI) technologies—especially generative AI tools
like ChatGPT, Microsoft Copilot, and others—are increasingly used by
governments to support communications, streamline workflows, and
improve services. These tools use complex algorithms to produce text,
images, and other content based on user prompts.
While AI tools present valuable opportunities for improving efficiency,
they also pose risks related to accuracy, data privacy, misinformation,
and potential bias. In response to these growing challenges, the State
of Texas enacted the Texas Responsible Artificial Intelligence
Governance Act (TRAIGA), effective January 1, 2026. This law requires
governmental entities to use AI systems transparently, ethically, and in
ways that do not infringe upon constitutional rights, misuse biometric
data, or result in unlawful discrimination.
Resolution 2025-23 Exhibit "C"
Page 2 of 5
The Town of Trophy Club supports the responsible and ethical use of AI
technologies while ensuring protections for residents, staff, and public
trust. This policy helps guide Town staff and contractors in using AI tools
with accountability and integrity. The intent of this policy is to ensure
compliance with TRAIGA. Accordingly, TRAIGA shall supersede and
preempt any conflict between this policy and TRAIGA.
B.Scope
This policy applies to:
(1)All Town employees, departments, contractors, and vendors who access
AI tools on the Town network or with Town data.
(2)Any AI tools developed, deployed, or used in the delivery of Town
services.
(3)This Policy does not apply to the development or deployment of AI
systems by the Trophy Club Police Department, or its employees, when
used for the purpose of preventing, detecting, protecting against, or
responding to security incidents, identity theft, fraud, harassment,
malicious or deceptive activities, or other criminal or illegal activity; or
for investigating, reporting, or prosecuting any such criminal or illegal
activity as further provided in TRAIGA.
C.Guiding Principles (TRAIGA Compliance)
The Town will adhere to key provisions of the Texas Responsible Artificial
Intelligence Governance Act, including:
(1)Disclosing to individuals when they are interacting with an AI system.
(2)Prohibiting use of AI to encourage harm, manipulate behavior, or
infringe on constitutional rights.
(3)Banning the use of biometric data without informed consent.
(4)Preventing discrimination or unlawful bias in any AI-driven process or
outcome.
(5)Ensuring AI use is transparent, secure, and legally compliant.
(6)Recognizing the safe harbor protections in TRAIGA: employees and contractors
who, in good faith, identify or report potential misuse or abuse of AI tools are
protected from retaliation.
D.Permitted Uses of AI
AI, with staff oversight, may be used for the following functions. The list of
functions are not meant to be exhaustive, but provide general framework for
AI involvement.
(1)Drafting reports, communications, or outreach materials (with staff
oversight).
(2)Automating repetitive tasks to improve productivity.
Resolution 2025-23 Exhibit "C"
Page 3 of 5
(3)Assisting with summarization or data analysis.
(4)Supporting community engagement through enhanced responsiveness.
E.Prohibited Uses of AI
The following uses are strictly prohibited:
(1)Inputting confidential, proprietary, or personally identifiable information.
(2)Using AI-generated output as a sole basis for critical decisions (e.g.,
employment, law enforcement, public safety).
(3)Engaging in any activity that could result in discriminatory, biased, or
misleading outputs.
(4)Gathering biometric data without proper consent.
(5)Using AI for unauthorized surveillance or altering photos or videos in
deceptive ways.
(6)Using AI-generated images, videos, or other media to depict or
represent actual people — including public figures, employees, or
residents — without their consent, in ways that could mislead, defame,
or misrepresent them.
(7)Using AI for sexually explicit content, including, but not limited to, visual
materials, deep fake videos, text-based conversations, and images
prohibited by Texas Business and Commerce Code Section 552.057, and
other applicable law.
F.Review and Accountability
(1)All AI-generated content must be reviewed by the employee prior to
public or operational use. If the content could be considered
controversial, sensitive, or questionable in nature, the employee must
consult with their supervisor and obtain explicit written approval before
use or publication.
(2)AI systems should never replace human judgment in policy, public
safety, or legal matters.
(3)If an employee believes that an AI tool is being misused or that its output may
violate this policy or TRAIGA, that employee should immediately report the
concern to the employee’s supervisor or the Human Resources Department.
Reports made in good faith are protected under the safe harbor provisions of
TRAIGA.
G.Data Privacy and Security
(1)Employees may not input private data or confidential information into
AI tools.
(2)AI use must follow all Town information security, records retention, and
communications policies.
Resolution 2025-23 Exhibit "C"
Page 4 of 5
(3)Any AI-generated material must be retained in accordance with the
Town’s records management practices.
(4)If AI is used to draft or summarize Town documents, no private ,
confidential, or case-sensitive data may be shared with external AI
systems unless the system is verified to meet Town data security
standards.
(5)Any AI-generated content that references private data or other sensitive
topics must be reviewed and, if necessary, redacted prior to storage or
release.
H.Training and Oversight
(1)Annual training will be provided to staff who use AI tools in their roles.
Training will be coordinated by the Human Resources Department in
collaboration with the Communications & Marketing Department (or
other relevant department) and may include in-person workshops,
online modules, and written reference materials.
(2)Departments may create supplemental guidelines, provided they are not
in conflict with this policy or TRAIGA.
(3)Policy violations may result in disciplinary action, up to and including
immediate termination.
(4)Pursuant to TRAIGA, there is a rebuttable presumption that a person,
including, but not limited to, the Trophy Club Police Department, or its
employees, used reasonable care if the development or deployment of
AI systems are made in compliance with TRAIGA and the National
Institute of Standards and Technology (“NIST”), or another nationally
or internationally recognized risk management framework for artificial
intelligence systems.
(5)Pursuant to Texas Business and Commerce Code Sec. 552.104, any
person receiving notice from the Texas Attorney General concerning a
violation of TRAIGA shall immediately notify the Town Manager, and the
Town Manager shall make reasonable, good faith efforts to cure an
alleged violation within sixty (60) days in accordance with TRAIGA.
I.Policy Maintenance
(1)This policy will be reviewed annually by an IT Governance Team, which
will include the Town’s Information Technology vendor (currently
NetGenius), in coordination with the Town Manager’s Office, Human
Resources, and the Communications & Marketing Department, to ensure
ongoing legal compliance and operational relevance.
Resolution 2025-23 Exhibit "C"
Page 5 of 5
DEFINITIONS
Artificial Intelligence System (AI): As defined by TRAIGA, any machine-based
system that, for any explicit or implicit objective, infers from the inputs the system
receives how to generate outputs, including content, decisions, predictions, or
recommendations, that can influence physical or virtual environments.
Generative AI: A subset of AI that creates content such as text, images, audio,
or video based on prompts (e.g., ChatGPT, DALL·E, Microsoft Copilot).
Biometric Data: Includes fingerprints, voiceprints, retina scans, or facial
geometry; governed strictly under TRAIGA, and as further defined by Texas
Business and Commerce Code Sec. 552.054, as amended.
Confidential Information: Any Town-related data not publicly disclosed,
including employee records, legal documents, constituent data, and proprietary
strategies, including, but not limited to, information defined as confidential under
Texas Gov’t Code Ch. 552.
Private Data: Any information that could identify or be linked to an individual,
including but not limited to names, contact details, addresses, social security
numbers, information related to “health care services”, as defined by Texas
Business and Commerce Code Sec. 552.051, as amended , which includes
information protected under the Health Insurance Portability and Accountability
Act (“HIPPA”), criminal justice data (except as authorized under TRAIGA and
Criminal Justice Information Services (CJIS) security policies), or any other
personal information protected by law or considered sensitive by the Town.
PROCEDURES AND FORMS
N/A
REGULATORY REFERENCES
Texas Responsible Artificial Intelligence Governance Act (TRAIGA) – including safe
harbor
protections for individuals who report potential misuse or abuse.
Resolution 2025-23 Exhibit "C"