CITY OF CIBOLO Employee Handbook Policy
Number: 1.01 Supersedes: Employee Handbook (Jan 20 19) 1.0 Introduction City Council Approval Date: December 9, 2025
Development of Employee Handbook This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish a standardized process for the creation, approval, implementation, and revision of the City's Employee Handbook. The development, publication, and distribution of staffpolicies and procedures for the City shall be in accordance with this policy. Staff policies and procedures included in the Employee Handbook shall be approved and signed by the City Manager and reviewed and approved by the City of Cibolo City Council to become effective and shall be published. l. After a policy has been approved and signed by the City Manager and approved by the City Council, the People and Performance Department will publish the policy to the Employee Handbook located on the intranet. 2. Every employee shall have access to the current Employee Handbook through the Employee Intranet. It is an employee's responsibility to be knowledgeable of policies and procedures located in the Employee Handbook. Being unaware of any Employee Handbook policy or procedure is not a defense for a rule violation or grounds for a grievance. 3. Policies and procedures will be reviewed and potentially updated as necessa1y at a minimum every two years. Updated policies, once approved by City Council, will be published to the intranet. 4. An entry will be made into the Revisions Tracking document of the Employee Handbook noting the policy number and the date of the revision. Because of the need to accommodate changes at the City and at the state and federal level, the City Manager reserves the right to update policy and procedures at any time, and these policies are subject to change with Counci l approval. Nothing in this Employee Handbook constitutes the terms of an employment agreement, express or implied. Employees at City of Cibolo are hired on an employment-at-will bas·
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.01 Supersedes: Employee Handbook (Jan 2019) 1.5.01 , l.5.04, 1.5.06, 1.5.07 City Council Approval Date: December 9, 2025
Code of Conduct and Ethical Standards This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. This Code of Conduct and Ethical Standards is intended to promote honest, ethical, and responsible conduct by all employees at City of Cibolo. It establishes standards for professional behavior, accountability, and respect for the public trust inherent in local government service. Employees must conduct themselves in an ethical, professional, cooperative, and comteous manner while working or representing the City of Cibolo. Employees must conduct themselves to give no occasion for distrust of their integrity, impartiality, or objectivity to the best interests of the City and the City's vision, departments' missions, and the City's core values . Employees should also maintain work areas so that they are suitable for receiving guests. Employees are expected to do their assigned work and to follow the project procedures provided by their supervisor. The Director of People and Performance serves as the designated Ethics Officer in coordination with the City Attorney's Office. Employees are expected to bring forward any concerns or suspected ethical misconduct directly to the Ethics Officer, who will handle such matters with confidentiality, professionalism, and impartiality. The Ethics Officer will be primarily responsible for responding to non-compliance and taking appropriate action to prevent future violations of this policy. Employees have a duty to report suspected violations of this policy or other unethical conduct. All ethics-related concerns or potential violations must be reported to the Ethics Officer. In the event the ethics complaint is about any employee of the People and Performance Department, the employee shall bring the complaint to the Executive Director. The Finance Department is responsible for oversight of financial rcpmts and establishing and maintaining an adequate internal control structure with appropriate checks and balances. The Finance Department responds to any suspicions of fraud and investigates appropriately in coordination with the City Attorney's Office. Employees responsible for purchasing on behalf of the City are responsible for communicating to individuals and companies doing business with the City that they must abide by applicable federal, state, and local laws, as well as the City's Code of Conduct and Ethical Standards.
Page 1 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Reports of any ethical concern may be made confidentially and without fear of retaliation.
Prohibition of Gifts Employees shall not accept or receive any gift, gratuity, favor, service, entertainment, loan, or any other item of monetary value from any individual, organization, or business entity that: Has or is seeking to obtain business with the City of Cibolo; Has interests that may be substantially affected by the employee 's official duties; or Is attempting to influence decisions or actions by the employee in the performance of their duties.
• • •
Gifts of nominal value (e.g., promotional items under $50) may be accepted only if they do not influence, or appear to influence, the employee's judgment or actions.
Personal Financial Interest Employees shall also not: • •
Use their position to obtain financial gain or special treatment for themselves, a family member, or any business with which they are associated; Have a financial interest in any contract, purchase, or sale to which the City is a party, unless fully disclosed and managed in accordance with applicable laws and policies.
Employees must disclose any potential or actual financial interest that may conflict with their municipal duties to the Ethics Officer (Director of People and Performance) immediately. The Ethics Officer will immediately notify the Finance Director so that the incident(s) may be investigated.
Conflict oflnterest Employees must avoid actual, potential, or perceived conflicts of interest between their personal interests and their duties as public servants. A conflict of interest arises when an employee's personal, financial, or familial interests may compromise or appear to compromise their objectivity, integrity, or independence in performing their job responsibilities. Employees shall: • • •
Not engage in outside employment or business activities that interfere with their municipal duties or create a conflict; Not participate in municipal decisions or influence outcomes where they, a family member, or an associate have a direct or indirect financial interest; Not use their position, City resources, or confidential information for personal gain or for the benefit of others.
All actual or potential conflicts must be disclosed to the Ethics Officer (Director of People and Performance) as soon as they are identified. The Ethics Officer will review the circumstances and determine appropriate action, which may include recusal, reassignment, or further investigation. Failure to disclose a conflict may result in disciplinary action, up to and including termination. Page 2 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Confidentiality
Employees of the City shall not disclose information that could adversely affect the properly, government, or affairs of the city; nor directly or indirectly use any information gained solely by reason of their official position or employment for their own personal gain or benefit or for the private interest of others. Use of City Property
City of Cibolo property, equipment, tools, vehicles, facilities, technology, and supplies are provided for official usc in conducting City business. Employees are prohibited from using government property for personal purposes, except as explicitly authorized by policy. Examples of prohibited use include, but are not limited to: • •
• •
Personal errands using a City vehicle or equipment; Non-work-related use of City computers, printers, or communication systems. The City does allow for de minimus use so long as such use does not distract the employee's work or work product; Unauthorized removal of City property from City premises; Using City-owned electrical outlets or charging infrastructure to charge personal or nonCity-owned electric vehicles (EVs) at any City facility or property.
Employees are responsible for the care, security, and proper use of government property assigned to or used by them. Misuse or abuse of municipal property may result in disciplinmy action, up to and including termination. Violations of this Code of Conduct and Ethical Standards may result in disciplinary action, up to and including termination of employment. The severity of the discipline will depend on the nature and seriousness of the violation, in accordance with applicable personnel policies and procedures. An employee who violates any applicable federal or state law or rule, or city ordinance, may be subject to civil or criminal penalties in addition to any disciplinary action.
Page 3 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.02 Supersedes: Employee Handbook (Jan 2019) 1.1.01 City Council Approval Date: December 9, 2025
Equal Employment Opportunity (Harassment, Discrimination, Retaliation) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo promotes equal employment opportunity through programs and policies designed to achieve employment without regard to race, color, religion, sex/gender, national origin, age, disability, or genetic information (collectively "protected class"). Equal employment opportunity applies to all terms and conditions of employment, including but not limited to hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training. This policy applies to City employees, contractors for the City, citizens, vendors, and other visitors to the workplace. The City's equal employment opportunity policy consists of the following objectives: • • • • •
Provide equal employment and promotional opportunities to all qualified persons, regardless of protected class; Provide civil rights information to employees regarding personnel policies, complaint procedures, and other conditions of employment affecting employees: Provide an internal complaint procedure for the processing of employment discrimination complaints; Prohibit policies, practices, or procedures that adversely impact a particular individual or group of people due to protected class status; and Provide training to employees, supervisors, and other individuals on civil rights and equal employment legislation, policies, and procedures.
All of the City's practices will be administered without regard to protected class. Such practices include, but are not limited to, events and activities sponsored by the City, the provision of benefits and compensation, disciplinary actions, grievance intake and responses, evaluations, and training and staff development oppo1tunities. Decisions related to recruiting, hiring, position transfers, evaluations, and promotions will be based solely on an individual's qualifications and ability to perform the essential functions of the position. Page 1 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
The City is committed to ensuring that all applicants, employees, and other individuals are treated fairly and equitably in all areas affecting employees with the City, and is also committed to providing a work environment free of all forms of employment discrimination and maintaining a diverse workforce. The City expressly prohibits any form of unlawful employee harassment or discrimination based on any of the protected characteristics mentioned above . Improper interference with the ability of other employees to perform their expected job duties is absolutely not tolerated. Any employees with questions or concerns about equal employment opportunities in the workplace are encouraged to bring these issues to the attention of their Department Director or the Director of People and Performance. Retaliation means adverse conduct taken because an individual reported an actual or perceived violation of this policy, opposed practices prohibited by this policy, or participated in the reporting and investigation process described below. "Adverse conduct" includes but is not limited to: • • • •
Shunning and avoiding an individual who reports harassment, discrimination or retaliation; Express or implied threats or intimidation intended to prevent an individual from reporting harassment, discrimination, or retaliation; Denying employment benefits because an applicant or employee reported harassment, discrimination or retaliation or participated in the repo1ting and investigation process; or Termination of or change of work assignment, duties or shift of an individual who rep01ts harassment, discrimination or retaliation, without consulting management or city legal.
The City will not allow any form of retaliation against individuals who raise issues of equal employment opportunity. If an employee feels they have been subjected to any such retaliation, they should bring it to the attention of the Director of People and Performance. The City Manager, Depaitment Directors, managers, and supervisors must observe and support the City's equal employment opportunity policy to ensure all applicants, employees, and other individuals are treated in a non-discriminatory manner. The City requires that employees report all perceived incidents of harassment, regardless of the offender's identity or position. Such report need not be in writing, but can be and should be made when possible using the Harassment/Discrimination/Retaliation Complaint Form (Appendix B). No applicants, employees, or other individuals will be impeded in any manner from filing a complaint of employment discrimination with the City's Director of People and Performance, the Texas Workforce Commission, or the Equal Employment Oppo1tunity Commission, or be subject to harassment or retaliation for opposing alleged unlawful employment practices. Complaints about any one or more of the City's elected officials (Mayor or City Council) must be made in writing, addressed to the Mayor and City Council, and filed with the Director of People and Performance and the City Manager. It shall be the City Secretary's duty to provide a sealed copy of the complaint to the City Attorney or other outside legal counsel for the City, and to the Mayor. Complaints about any one or more of those appointed by the City Council, to include the City Secretary, the Municipal Judge, any employee of the City Attorney's Office, or the City Manager Page 2 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
must be made in writing, addressed to the Mayor and City Council, and filed with the Director of People and Performance and the City Manager. Jt shall be the City Secrcta1y's duty to provide a sealed copy of the complaint to the City Attorney or other outside legal counsel for the City, and to the Mayor. Employees using the complaint process should utilize the Harassment/Retaliation/Discrimination Complaint Process flowchart (Appendix A) to better understand the steps in the formal complaint process. Investigation of Complaints All reports of prohibited conduct will be investigated promptly and in as confidential a manner as possible. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have other relevant knowledge. All employees are required to cooperate with the investigation and to maintain confidentiality. Failure to cooperate may result in discipline. In addition, the City encourages employees who believe they are being subjected to conduct prohibited by this policy and who feel comfo1table doing so, to promptly advise the offender that his or her behavior is unwelcome and request that it be discontinued. Often this action will resolve the problem.
Training Employees and other individuals will receive training regarding the City's policies and procedures prohibiting employment discrimination, conducted in accordance with training practices. Employees and other individuals participating in such training will also be informed of the state and federal agencies responsible for enforcing equal employment opportunity laws. Employees will complete this training no later than the 30th day after the date the employee is hired and every two years thereafter. An employee who violates the provisions of this policy may be subject to disciplinary action, up to and including separation from employment.
Page3of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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Number: 2.02, 2.03 Supersedes: N/A City Council Approval Date: December 9, 2025
CITY OF CIBOLO Employee Handbook Policy
•
Harassment/Retaliation/Discrimination Complaint Process, Including Sexual Harassment Potential Harassment, Retaliation, or Discrimination incident occurs. Separate parties immediately. Management ensures the City Manager or their designee is notified within 24 clock hours of complaint form filing.
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If this is an emergency, please call 911
\V Complainant reports incident to immediate supervisor, Depmtment Director, Director of People and Performance, Executive Director, or the City Manager.
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Employee should complete Harassment/Retaliation/Discrimination Complaint Form . W1th111 5 days, the submitted f01m 1s 1ev1ewed by the Director of People and Performance to determine if the complaint fits within the constraints of harassment, retaliation, or discrimination with consult from CAO.
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YES
Sexual harassment claims will receive immediate and appropriate co1-rective action.
Complamts filed against the Director of People and Performance or any of their direct rep01ts, will be investigated by the Executive Director or their designee.
NO~ Employee is referred to the Employee Grievance Process.
The Director of People and Performance or the City Manager or their designee will conduct an investigation, as soon as practicable and in consultation with legal counsel, based on the received complaint form.
Once investigation is completed, the City Manager is consulted with findings and recommended plan of action. The City Manager determines plan of action and directs action to be taken. Employees that have participated in the investigation are followed up with and the plan of action is executed. The Director of People and Performance writes a final report, documenting the investigation. The report is filed into the EEO reports file. Appendix A Page 1 of I City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
CITY OF CIBOLO Harassment/Retaliation/Discrimination Complaint Form
Employee Name:
Number: 2.02, 2.03 Supersedes: N/A City Council Approval Date: December 9, 2025
Date:
For People and Performance Management use:
Harassment/Retaliation/Discrimination Action Item Employee Complaint Form submitted Notification to Director Sexual Harassment claims First review- EEO complaint/compliance with policy Harassment/Retaliation/Discrimination Investigation (fact finding and review) Incident Report and recommendations to the Director Director review of complaint and recommendation; Director final decision Notification to complainant of Director decision Notification to employees participating in investigation Incident Response Report written and filed Complainant written response, if needed
Date
Timeframe -Within 24 clock hours Immediately Separate Five business days after receipt As needed Five business days from investigation completed Ten business days from investigation completed Two business days from Director decision Five business days from Director decision Ten business days from Director decision Five business days from receipt of Incident Response Report
Name of the Accused: Relationship of the Accused to the Complainant (manager, co-worker, external entity, etc.):
Date, Time, and Location of the Incident: (If more than one event, please report each event on a separate complaint form.)
Appendix B Page 1 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Please explain the event(s) that occurred.
How did you respond to the situation? Did you take any action to address or stop perceived inappropriate behavior?
Describe any harm that you may have suffered as a result of the event.
Were there any witnesses to this specific event? (If yes, please provide their names.)
Appendix B Page 2 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Is there any physical evidence that supports your complaint? If so, please describe or attach copy of evidence.
The information provided in this complaint is true and correct to the best of my knowledge. I am willing to cooperate fully in the investigation of my complaint and provide whatever evidence management deems relevant.
Employee Signature:
Date:
Appendix B Page 3 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.03 Supersedes: Employee Handbook (Jan 2019) 1.5.02 City Council Approval Date: December 9, 2025
Sexual Harassment This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. , The City of Cibolo has zero tolerance for all forms of sex/gender discrimination, to include sexual harassment, and prohibits discourteous conduct of a sexual nature. Retaliation for opposing or reporting discrimination, or for associating with someone who has opposed or reported discrimination, is prohibited. Allegations of conduct prohibited by this policy will be investigated by the Director of People and Performance. Any employee who violates the provisions of this policy will be subject to disciplinary action, including and up to termination. This policy pertains to work conduct in the office as well as at any work-related event held away from the office. Action, conduct, or behavior that could be viewed as sexual harassment are unwelcome sexual advances, requests for sexual favors, or other verbal or physical conduct of a sexual nature when: • • • •
The conduct is sufficiently pervasive or severe that it has an effect of unreasonably interfering with an individual's work performance; The conduct creates a work environment that a reasonable person would find intimidating, hostile, or offensive; Submission to the conduct is made either explicitly or implicitly as a term or condition of an individual's employment; or Submission to or rejection of the conduct by an individual is used as a basis for employment decisions affecting the individual.
Discourteous conduct of a sexual nature is also prohibited. This might include, but is not limited to: •
•
Physical acts, such as intentional physical conduct that is sexual in nature or which a reasonable person would find offensive, such as intentional touching, jabbing, pinching, grabbing, rubbing, pressing, or brushing against a person's body; Sexual advances, propositions, or comments such as
Page 1 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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Gestmes, remarks, or jokes of a sexual nature that are unwelcome or would be offensive to a reasonable person; Displaying, reading, publicizing, or bringing into the workplace any materials of a sexual nature, such as posters, pictures, calendars, graffiti, objects depicting sexual poses, videos, movies, sound recordings, screen savers, or other materials that a reasonable person would regard as sexual in natme and inappropriate in a professional work environment; or Displaying sexually oriented tattoos.
Any of the above conduct will be considered Sexual Harassment if the purpose or effect unreasonably interferes with an employee's work performance, or creates an intimidating, hostile or offensive working environment. The City does not condone any sexual harassment of its employees. All employees, including supervisors and department directors, will be subject to severe discipline, up to and including discharge, for any act of sexual harassment they commit. The creation of an intimidating, hostile, or offensive working environment may include but are not limited to such actions as persistent comments on an employee's sexual preferences or the display of obscene or sexually oriented photographs or drawings. Department Directors and supervisors will be held strictly accountable that they are aware of what constitutes alleged sexual harassment, that they are observant for behaviors of sexual harassment, and they educate their subordinates on proper interpersonal conduct as it relates to sexual harassment. Department dfrectors/supervisors will immediately report to the Director of People and Perfo1mance their knowledge of any incident or suspected incident of sexual harassment and actively participate in ensuring a working environment free of sexual harassment. Failure to comply with these requirements will be considered a serious offense, subject to disciplinary action, including dismissal. Sexual harassment toward City employees by any external entity will not be tolerated . An employee should immediately report any harassment to their respective Depa11ment Director or to the Director of People and Performance. Complaints of harassment, retaliation, or discrimination should be made using the Harassment/Discrimination/Retaliation Complaint Form (Appendix B). No applicants, employees, or other individuals will be impeded in any manner from filing a complaint of employment discrimination with the City's People and Performance Department, the Texas Workforce Commission, or the Equal Employment Opportunity Commission, or be subject to harassment or retaliation for opposing alleged unlawful employment practices. Complaints about any one or more of the City's elected officials (Mayor or City Council) must be made in writing, addressed to the Mayor and City Council, and filed with the Director of People and Performance and/or City Manager. It shall be the City Secretary's duty to provide a scaled copy of the complaint to the City Attorney or other outside legal counsel for the City, and to the Mayor. Employees using the complaint process should utilize the Harassment/Retaliation/ Discrimination Complaint Process flowchart (Appendix A) to better understand the steps in the formal complaint process. Page 2 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Investigation of Complaints All repo1ts of prohibited conduct will be investigated promptly and in as confidential a manner as possible. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have other relevant knowledge. All employees are required to cooperate with the investigation and to maintain confidentiality. Failure to cooperate may result in discipline. In addition, the City encourages employees who believe they are being subjected to conduct prohibited by this policy and who feel comfortable doing so, to promptly advise the offender that his or her behavior is unwelcome and request that it be discontinued. Often this action will resolve the problem. Training New hires to the City of Cibolo are required to complete mandatory equal employment oppmtunity training within the first 30 days of hire. All employees will pa1ticipate in mandatory equal employment opportunity training every two years Supervisor/Employee Relationships Romantic or sexual relationships between a supervisor and an employee under their supervision creates situations that may lead to sexual harassment, conflict of interest, favoritism, and low morale. Therefore, as directed in Policy 3.02, Intimate Relationships, supervisors are prohibited from dating, engaging in amorous relationships with, or participating in sexual relations with employees who repott to them, either directly or indirectly.
Page 3 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Americans with Disabilities Act Employee Accommodation Medical Certificate Form Section to be completed by employee:
Employee Name: _______________ Date: _ _ _ _ _ __ Employee Job Title: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Please provide your doctor with a copy of your job description you received from the People and Performance Department.
Section to be completed by the health care provider: Instructions to the health care provider: A request for a reasonable accommodation has been made by our employee. In order to assist with the interactive process, we are requesting you to provide feedback to the following questions based on your medical expe1tise. Please answer the questions on this fom1 to help determine disability and reasonable accommodation. An employee has a disability if he or she has an impairment that substantially limits one or more major life activities, or has a record of such an impairment. "Substantially limits" under the American with Disabilities Act, as amended (ADA) has been broadened to allow someone with an impaiiment to be "regarded as" having a disability, even without the perception that the impailment limits a major life activity, provided that the impairment does not have an actual or expected duration less than or equal to six months. The ADA provides examples of "major life activities," including "caring for oneself, perfonning manual tasks, seeing, hearing, eating, sleeping, walking, standing, lifting, bending, speaking, breathing, learning, reading, concentrating, thinking, communicating, working, and the operation of a major bodily function, such as functions of the immune system, normal cell growth and digestive, bowel, bladder, neurological, brain, respiratory, circulatory, endocrine and reproductive functions."
Provider Name (please print): _ _ _ _ __ _ _ _ _ __ _ __ _ __ __ Type of Practice/Medical Specialty: _ _ __ __ _ _ _ __ __ _ _ _ __ Business Address: - -- - - - -- -- - - - - - -- - -- - - - - - - -
Phone: _______ ________ _ Fax: - - -- -- - - - -- - -
Appendix D Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
For completion by the health care provider: 1. 2.
Does the employee have a physical or mental impairment? ____ Yes _ ___ No Please describe the employee's medical condition. _ _ _ _ __ __ _ _ _ _ __ _
3.
When did the medical condition begin? _ _________ __ _ _ _ __ __
4.
How long is it expected to last? _ _ __ _ ________________
5. Please describe the major life activities (e.g., breathing, eating, sleeping, walking, talking, manual tasks, etc.) that are substantially limited by the medical condition or accompanying treatment. - - -- - - - -- - - - -- -- - - - - - - -- -- - -- - - -
6a. Please review the attached job description. (If no job description is attached, please discuss the position with the employee to determine essential job duties and typical schedule.) Is the employee able to perfmm the essential functions of this position in a typical schedule with, or without, reasonable accommodation? _ _ Yes, with reasonable accommodation _ _ Yes, without reasonable accommodation _ _No, they are unable to perform their essential job functions with or without accommodation 6b. If No, how long will the employee remain unable to perfo1m these job functions? - - # ofweeks_ _ _ # ofmonths _ _ _ pe1manently. 6c. If Yes, what adjustments to the work environment or position responsibilities would enable the employee to perform these job functions? ______ _ 6d. If Yes, how long will the employee need the reasonable accommodation to perfmm these job functions?- -=~# of weeks,~~ - -- # of months - -~pe1manently. 7. Additional Comments or Suggestions: __________________
Healthcare Provider Signature: _________ _ _ _ _ __ Date: _ _ __ Once this form is complete, please email to ada@cibolotx..gov. For questions about this process or completing this form, call (210) 658-9900 or ada@cibolotx.gov.
Appendix D Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Form to Appeal Accommodation Determination
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This form is to be used by City of Cibolo employees / applicants who wish to appeal the determination of the City's request for reasonable accommodation. All appeals must be received by the Director of People and Performance within 30 days of the date of notification of the initial determination. Please submit a copy of your appeal to the People and Performance Depa11ment at ada@cibolotx.gov. The People and Performance Director is responsible for reviewing requests for appeal. INSTRUCTIONS: The employee/applicant should complete Section I of this form and fo1ward it in an envelope marked "Confidential" to the Director of People and Perfmmance or their designee. SECTION I - TO BE COMPLETED BY EMPLOYEE/ APPLICANT Employee Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Type of Accommodation Requested: _ _ _ _ _ _ Date of interactive meeting: _ _ __ Date of Reasonable Accommodation Determination: Statement of Appeal (clearly state all grounds for appeal; attach additional sheets if needed):
I am attaching the following additional documentation (do not resubmit any documentation):
I affirm that I have reviewed this accommodation appeal and that it is true to the best of my knowledge, information and belief.
Date
Signature of Employee m· Applicant
Employee or Applicant Printed Name Date Appeal Received: _ _ _ _ _ _ __ Date of Notification of Disposition: _ _ __
Date of Ackuowledgement: Disposition of Appeal: _ _ _ _ _ __
Appendix E Page lofl City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Accommodation Request Form
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Employee Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Date:
What specific accommodation are you requesting? _ _ _ _ _ _ _ _ _ _ _ _ _ __
If you are not sure what accommodations are needed, do you have any suggestions for □ Yes □ No If yes, please explain: _ _ _ _ _ _ __ options we can explore?
Is your request time-sensitive?
□ Yes
If yes, please explain: _ _ _ __
□ No
What, if any, job function(s) arc you having difficulty performing? _ _ _ _ _ _ _ __
What, if any, employment benefit(s) are you having difficulty accessing? _ _ _ _ _ __
What limitation(s) is interfering with your ability to perform your job or access an employment benefit? - - - - - - - - - - - - - - - - - - - - - - - - - ~
Have yon had any accommodation(s) in the past for this limitation?
□
Yes
□
No
If yes, what were they and how effective were they? _ _ _ _ _ _ _ _ _ _ _ _ _ __
Appendix C Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
If yon are requesting a specific accommodation, how will that accommodation assist you?
Please provide any other information that might be useful in assessing yonr request. _ _
I give the People and Performance Department (PPD) perm1ss1on to explore possible coverage and reasonable accommodations under the Americans with Disabilities Act, as amended (ADA). All information obtained by PPD during this process will be maintained in a separate confidential file. Date:
Employee Signature:
When this form is complete, please return this form to the People and Performance Department office (City Hall Annex) or email to ada@cibolotx.gov. For questions about this process or completing this form, call (210) 658-9900 or email ada@cibolotx,gov.
Appendix C Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.04 Supersedes: NIA City Council Approval Date: December 9, 2025
Americans With Disabilities Act This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any pait of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo complies with the provisions of the Americans with Disabilities Act, as amended (ADA). The employment status of such employees shall be determined in a consistent and fair manner without regard to race, color, religion, sex/gender, national origin, age, disability, or genetic information (collectively "protected class"). The City shall not discriminate against a qualified individual due to the individual's disability in regard to recruitment, recruitment adve1tising, selection, placement, layoff or termination, promotion, demotion, transfer, training, participation in programs, compensation, or other terms and conditions of employment or subject an individual with a disability to retaliation for opposing employment discrimination due to a disability or testifying or assisting in an investigation of such a claim. The City also shall not discriminate against any person due to the person's association with an individual who is protected by the ADA. The City will consider requests for reasonable accommodations from applicants during the hiring decision process, the interview process, and as part of the offer of employment. Applicants with a disability should request a reasonable accommodation when they know that there is a workplace barrier that is or will prevent them, due to a disability, from effectively competing for a position, performing a job, or gaining equal access to a benefit of employment. Current employees who are seeking an accommodation request should complete the Accommodation Request Fonn (Appendix C). Both the City and an employee making a reasonable accommodation request are expected to participate in an interactive process so that the City can reach a decision on a reasonable accommodation or on a specific request. The City will reasonably accommodate the request of an employee unless the accommodation requested will pose an undue hardship on the City's operations. It is the employee's responsibility to notify the Director of People and Performance using the Accommodation Request Form that accommodation is required to perform the essential functions of the job because of a disability or to gain access to a benefit of employment. Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Once notified of a request, the City reserves the right to work closely with the employee's health care provider using the Americans with Disabilities Act Employee Accommodation Medical Certificate Form (Appendix D) to receive additional information to assist with making a decision regarding reasonable accommodation. After paperwork has been received and deemed ready for processing, the City will act expeditiously to schedule an interactive meeting to consider the reasonable accommodation and/or discuss other options that may accommodate the employee. Employees have the right to appeal a decision made through the interactive process using the Employee Form to Appeal Accommodation Determination (Appendix E) if they do not agree with the City's decision. If an employee terminates employment with the City before a decision has been made, the request for the accommodation shall be closed with no fmther action. Additionally, if an employee refuses all reasonable accommodation options offered, the request shall be closed without further action.
Page 2 of2 City Council Approval Date: Decembe1· 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
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Number: 2.05 Supersedes: Employee Handbook (Jan 2019) I .3.03 City Council Approval Date: December 9, 2025
Family Medical Leave Act (FMLA) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. 1t is the policy of City of Cibolo to provide eligible employees with unpaid, job-protected leave in accordance with the Family and Medical Leave Act of I 993 (FMLA), as amended. This policy outlines eligibility, the method for calculating avai lable leave, employee responsibilities, and related provisions. Employees are eligible for FMLA leave if they: •
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Have been employed by City of Cibolo for at least 12 months. The 12 months of employment need not be consecutive; however, breaks in service over 7 years are generally not counted unless due to military service per 29 C.F.R. § 825.l lO(b), and Have worked at least 1,250 hours during the 12-month period immediately preceding the start of the leave. Military service under USERRA counts toward eligibility (§ 825.110(b)(2)).
Eligibility is reviewed and confirmed by the Director of People and Perfo1mance or their designee. Eligible employees may take up to 12 workweeks of unpaid leave during a 12-month period for the following qualifying reasons: • • • • •
The birth of a child or to care for a newborn within one year of birth; The placement of a child for adoption or foster care and to care for the newly placed child within one year of placement; To care for a spouse, child, or parent with a serious health condition; A serious health condition that makes the employee unable to perform the essential functions of their job; Any qualifying exigency arising out of the fact that the employee's spouse, child, or parent is a covered military member on "covered active duty."
Page 1 of 4 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
An eligible employee may take up to 26 workweeks of leave during a single 12-month period to care for a covered servicemember with a serious injury or illness. The City uses the "rolling 12-month lookback period" to determine the amount of FMLA leave available to an employee. Under this method, the available leave is calculated by looking back 12 months from the date the employee intends to start FMLA leave. Any FMLA leave taken during that time is subtracted from the 12-week entitlement to determine the remaining balance. Unless otherwise approved in writing by the Director of People and Performance or their designee, employees are required to use all available paid leave concurrently with FMLA leave, including: • • • •
Accrued Annual Leave Sick Leave Holiday Leave Accrued Comp Time
If an employee exhausts their paid leave while on FMLA, the remaining FMLA time will continue as unpaid. Employees approved for FMLA leave may be eligible to apply for time from the Sick Leave Pool after 30 days of Leave Without Pay subject to the following conditions: • • • •
The employee has exhausted their accrued paid leave balances; The absence qualifies under the Sick Leave Pool guidelines; The employee submits the required documentation and application for Sick Leave Pool usage; and Approval is granted by the City Manager or their designated authority.
Please refer to the Sick Leave Pool policy (Policy 5.11) for eligibility criteria, application process, and usage limitations.
Medical Certification Employees requesting FMLA leave due to their own or a covered family member's serious health condition must provide sufficient medical certification from a healthcare provider within 15 calendar days of the request using form DOL/WH-380, DOL/WH-384, or DOL/WH-385. Failure to provide the required documentation may result in denial or delay of FMLA protection.
Job Protection and Benefits While on FMLA leave, employees are entitled to: • •
Continuation of group health insurance coverage under the same terms and conditions as if they had not taken leave; Reinstatement to the same or an equivalent position upon return from FMLA leave, unless the employee is a "key employee" as defined by the FMLA and reinstatement would cause substantial and grievous economic injury to City of Cibolo.
Insurance and Other Benefits The City will continue to provide the employer po1tion of insurance benefit premiums while the Employee is on approved FMLA, but this will stop if the employee does not return when FMLA is exhausted. If the employee is on unpaid FMLA and there are employee premiums due for Page 2 of 4 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
benefits, the Director of People and Performance or their designee will work with the employee to make arrangements for payment. Employees who need assistance with benefits payments while using FMLA should coordinate leave usage with the Director of People and Performance or their designee. Payment should be made a month in advance unless other arrangements have been coordinated with the People and Performance Department and pre-approved by the Director of People and Performance in coordination with the Finance Director. Checks can be issued to the "City of Cibolo" and mailed to: City of Cibolo (Attn: PPD) PO Box 826 Cibolo, TX 78108 If the employee does not return to work from FMLA Leave within one pay period and/or the employee does not stay employed for thirty days after returning from FMLA, the City may require reimbursement of insurance premiums paid for employee coverage while the employee was on FMLA. However, if an employee is unable to return to work due to a serious health condition or circumstances beyond the Employee's control, reimbursement will not be required.
Paid Parental Leave Employees who intend to use FMLA for the birth and/or bonding of a child or foster child should refer to the City's Paid Parental Leave policy (Policy 5.12) to understand how the Paid Parental Leave benefits coordinate with FMLA.
Telework Privileges Employees who wish to, from time to time, work from home while using FMLA must receive written approval from their Department Director and the City Manager. This approval must also be submitted to the Director of People and Performance or their designee prior to payroll processing each pay period.
Return to Work from FMLA Employees arc required to notify their supervisor and the Director of People and Performance or their designee of their intent to return to work at least two business days in advance of their expected return date, unless otherwise impracticable. Employees using FMLA for their own serious health condition are required to provide a Return Fit for Duty (Policy 6.04) certification from a healthcare provider prior to returning to work. The certification must confirm that the employee is able to resume work and specify any medical restrictions or accommodations required. A copy of the employee's job description may be provided to the healthcare provider to ensure an informed fitness for duty assessment. The Director of People and Performance or their designee will review the Fit for Duty certification in conjunction with the employee's Department Director to ensure completeness and determine whether any restrictions or accommodations are needed. If an employee fails to provide the Fit for Duty certification, the employee's return to work may be delayed until certification is received.
Page 3 of 4 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Continued absence without the certification may be considered unauthorized leave and may be subject to disciplinary action. Employees who are not fully released but may be able to return to work with restrictions will be engaged in an interactive process in accordance with the Americans with Disabilities Act (ADA) to determine if reasonable accommodations can be made. (Policy 2.04) Employee Responsibilities Employees are responsible for: • • • •
Providing 30 days' advance notice when the need for FMLA leave is foreseeable; Notifying the People and Performance Department as soon as practicable when the need for leave is unforeseeable; Submitting required fotms and certifications in a timely manner; and Adhering to all reporting and call-in procedures during leave, unless othetwise instructed.
Any deviation from the requirements of this policy, including exceptions to the concurrent use of leave, must be approved in writing by the City Manager. Exceptions may be considered on a caseby-case basis. All medical information, including Fit for Duty certifications, will be maintained in a confidential medical file separate from the employee's personnel file, in compliance with applicable laws.
Page 4 of 4 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
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Number: 2.06 Supersedes: Employee Handbook (Jan 2019) 1.2.01, 1.2.04 City Council Approval Date: December 9, 2025
Fair Labor Standards Act (FLSA) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to ensure that all employees of the City are aware of and operate in accordance with the Fair Labor Standards Act (FLSA). It is the policy of the City to fully comply with the provisions of the FLSA, including requirements related to minimum wage, overtime compensation, employee classification, and recordkeeping. The FLSA is administered by the Department of Labor to prescribe standards for the basic minimum wage and overtime pay. The FLSA considers all positions non-exempt unless the position is exempted by an FLSA exemption test. The Director of People and Performance or their designee determines the FLSA status following the FLSA standard exemption tests for each position. FLSAStatus Non-exempt Positions - Positions that do not meet the criteria under the FLSA standard exemption tests are to be classified as a non-exempt position. These positions are subject to the minimum wage and overtime pay provisions of the FLSA. Employees in these positions will be paid overtime (or provided Compensatory Time) for all hours worked over 40 in a given workweek. Supervisors must ensure accurate daily time records for all non-exempt employees to the nearest quarter hour, retained for at least three years in compliance with 29 C.F.R. § 516.6. Non-exempt employees will be expected to keep track of their time also, to the nearest quaiter of an hour. Exempt Positions - Exempt positions are positions which meet the criteria under the FLSA standard exemption tests. These positions are determined to be bona fide Executive, Professional, Administrative, or Co ·er positions. These positions are exempt from overtime pay.
Page 1 of 1 City Council Appr·oval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.07 Supersedes: N/A \City Council Approval Date: December 9, 2025
Texas Whistleblower Act This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo will not suspend, terminate, or take other adverse personnel action against an employee who, in good faith, reports a violation of the law by the City of Cibolo or another public employee to an appropriate law enforcement authority. This Act covers all repo1ts made in good faith regarding suspected misconduct, including but not limited to: • • •
Criminal violations (e.g., theft, assault, misuse of public funds); Violations of statutes or administrative rules/regulations (federal, state, or local); or Unlawful official actions by government officials or agencies.
Adverse personnel actions can include but are not limited to: Shift change, denial of overtime, denial of leave, title change, and removal to another department. To be protected under the Texas Whistleblower Act, the employee must report the violation to an appropriate law enforcement authority. Any employee who retaliates against a whistleblower will be subject to disciplinary action, up to and including termination of employment. Employees can find additional information about this act where the City's labor laws are posted.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.08 Supersedes: Employee Handbook (Jan 2019) 1.5.03 City Council Approval Date: December 9. 2025
Drug-and Alcohol-Free Workplace This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish and maintain a safe, healthy, and productive work environment for all employees, consistent with our responsibilities as a public employer. In compliance with the Drug-Free Workplace Act and applicable state laws, the City strictly prohibits the unlawful manufacture, distribution, dispensation, possession, or use of controlled substances or alcohol in the workplace. The City is committed to providing a workplace that is free from the effects of drug and alcohol abuse. Employees are expected to report to work fit for duty and free from the influence of drugs or alcohol. Substance abuse poses serious safety and health risks to the individual employee, co-workers, and the public. Prohibited Conduct Employees are strictly prohibited from engaging in the following activities while on duty, on City property, operating City vehicles or equipment, or representing the City in any capacity: • • • • • •
Possessing, using, selling, purchasing, distributing, or manufacturing illegal drugs or controlled substances; Being under the influence of alcohol, illegal drugs, or misused prescription medication; Reporting to work or being on duty while impaired by alcohol or drugs; Using prescription or over-the-counter medications in a way that impairs the ability to perform job duties safely and effectively; The use of alcohol while on duty and for a sufficient time prior to the performance of duty so that none of the effects of the use of alcohol remain during job performance; and/or The misuse of substances and materials available in the workplace that may result in physical or mental impairment.
Although Texas law may allow limited medical use of certain cannabis-derived products, marijuana remains a prohibited controlled substance under federal law. After an independent and impaitial medical review by the Medical Review Officer, employees showing a positive test result for marijuana are subject to the same consequences as for any illegal drug. Page 1 of 4 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
This policy does not prohibit lawful use of prescription or over-the-counter medication taken under medical supervision. Employees must notify their supervisor or the People and Performance Department if such medication may impair their ability to perform essential duties safely. Confidentiality will be maintained in accordance with applicable laws.
Mandatory Drug Testing Mandatory drug testing is required for City employees, as follows: • •
Pre-Employment Testing Random Testing o All employees in Safety-Sensitive positions are subject to controlled substance and alcohol testing on a random basis. The Department Director or their designee is responsible for scheduling random tests so that safety-sensitive employees will have an equal chance of being selected each time a random selection is made.
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Post-Accident Testing. o An employee is required to submit to a controlled substanc·c test after an accident. An "accident" is defined as: 1. An event resulting in a fatality, 2. Any event resulting in an injury to any person requiring treatment beyond first aid (except for injuries incurred from law enforcement use of force), 3. Any unintended event resulting in any damage to another party's property (non-City of Cibolo property), or 4. A City employee operating a City vehicle/trailer/equipment which involves any one of the following: a. Property damage to a vehicle/ trailer/ equipment rendering it inoperable so that it needs to be towed or hauled away on a trailer; or b. a violation of federal or state law, city ordinance, or city policy or procedure. Return-To-Duty and follow-up testing, after a violation of this policy or as part of a rehabilitation program.
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Accidents involving injuries shall require employees involved in the accident to take an alcohol concentration test. Employees who are seriously injured and unable to provide a specimen at the time of the accident, or who are otherwise unable to comply with controlled substance and alcohol concentration testing, shall provide the necessary authorization for the City to obtain medical records, law enforcement reports, and other documents that may indicate the presence of controlled substances or alcohol concentration.
Removal from Duty Employees shall be placed on Administrative Leave and/or placed on modified duty (to eliminate operation of heavy machinery and/or vehicles) and/or not be allowed to remain on duty in a safetysensitive position if that employee is found to use, manufacture, distribute, procure, sell, dispense, or possess illegal drugs, is found to use alcohol when its effects will remain during job performance, or has failed to comply with these policies. Page 2 of 4 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Return to Duty If an employee's test results are found to be negative (the tested substances are found to be in the sample in a quantity less than the cut-off level as recommended by Substance Abuse and Mental Health Services Administration), the employee shall return to duty in their usual capacity in the safety-sensitive position when it is determined that this action would not pose a danger to public health or safety. Testing Based on Reasonable Suspicion A controlled substance test and/or an alcohol concentration test may be required for any City employee if there is reasonable cause to believe an employee is under the influence of drugs or alcohol. "Reasonable Suspicion" exists when an employee exhibits behavior which suggests impairment from drug or alcohol use or when job performance or safety is affected. Supervisors and above shall place their detailed observations on behavior, appearance, actions, and any other supporting documents suppmting reasonable cause in writing and provide it to the Director of People and Performance or their designee as soon as possible but no less than 24 hours after observations. The Director of People and Performance will coordinate with Depa1tment Directors or their designees to escort employee to an authorized testing facility as soon as possible after receiving reasonable suspicion notification Refusal to Test Employees who refuse to submit to drug and alcohol testing will be subject to disciplinary action up to and including termination. A refusal by an employee to submit to a controlled substance and alcohol test includes any of the following:
1. Refusa Lto take the test; 2. Inability to provide sufficient quantities of breath or urine to be tested without a valid medical explanation; 3. Tampering with or attempting to adulterate the specimen or collection procedure; 4. Not reporting to the collection site in the time allotted; or 5. Leaving the scene of an accident without a valid reason before the tests have been conducted. Testing Facilities
If an employee is required to submit to drug and alcohol testing, testing will occur at a facility authorized by the City. Departments should contact the People and Performance Depaitment for a list of current testing facilities. Whenever available, the City will accept the results from drug and alcohol tests conducted by law enforcement officers pursuant to the Texas Penal Code and Texas Code of Criminal Procedures. Arrest and Conviction Employees arrested by law enforcement in regard lo a violation of a criminal statue relating to illegal drugs or alcohol shall notify the Director of People and Performance or their designee no later than two business days after the arrest. The Director of People and Performance or their designee will review the information provided by the employee and will work closely with the Department Director to ensure any risks to the City are mitigated. If an employee is convicted of the offense, the employee is subject to termination of their employment. Page 3 of 4 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Outside Agencies Positive drug and alcohol testing may be reported to outside agencies and licensing authorities as required by law.
Employee Assistance The City encourages employees who may be struggling with substance abuse to voluntarily seek help. The City may provide procedural referrals to counseling, treatment, or rehabilitation programs. Voluntary disclosure and participation in a rehabilitation program will be handled confidentially and, when possible, without disciplinary action, provided that the disclosure occurs before any policy violation or incident occurs and not in conjunction with the City's drug testing processes.
Disciplinary Action Violation of this policy may result in disciplinary action, up to and including termination of employment. Refusal to submit to required drug or alcohol testing, tampering with a test, or testing positive may also result in discipline.
Employee Responsibilities Employees are responsible for: • •
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Complying with this policy at all times; Notifying their supervisor or the People and Performance Department of any medication that may impair their ability to perform essential job duties safely, such information will be kept confidential in accordance with Americans with Disabilities Act.; Rep01ting violations of this policy or suspected substance abuse in the workplace; and Cooperating fully with any required testing or investigation.
Confidentiality All information related to drug or alcohol testing, medical disclosures, and rehabilitation will be kept confidential and maintained in separate secure files in accordance with applicable privacy laws.
Page 4 of 4 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.09 Supersedes: N/A City Council Approval Date: December 9, 2025
Uniformed Services Employment and Reemployment Rights Act (USERRA) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The Uniformed Services Employment and Reemployment Rights Act (USERRA) is the federal law intended to ensure that persons are not disadvantaged in their civilian careers because of their current or past service in the U.S. Armed Forces, the U.S. Armed Forces Reserves (Reserves), the National Guard, or other uniformed services. USERRA prohibits an employer from denying initial employment, reemployment, retention in employment, promotion, or any benefit of employment based on an individual's membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services. The City supports qualifying service members with the following: • • • • •
Promptjob reinstatement; Accumulation of seniority, including pension plan benefits; Reinstatement of health insurance; Training/retraining of job skills, including accommodations for the disabled; and Protection against discrimination
The City, as part of USERRA's protection for disabled veterans, will engage in a qualified employee's request for accommodations due to the veteran's disability.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 2.10 Supersedes: NIA City Council Approval Date: December 9, 2025
PUMP Act/ Mother-Friendly Worksite This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. In compliance with the federal Providing Urgent Maternal Protections (PUMP) for Nursing Mothers Act,_the City supports employees who need to express breast milk during the workday and will provide reasonable break time and appropriate space for this purpose. Eligibility This policy applies to all employees (exempt and non-exempt) who arc breastfeeding and need to express breast milk for their child for up to one year following the child's birth. Eligible employees shall be allowed to take reasonable break time as needed to express breast milk during the workday. These breaks may run concurrently with any paid rest breaks. If additional break time is needed beyond paid breaks, such time will be unpaid, unless the employee is not fully relieved of duty during the break, in which case the time will be compensated. A private space (other than a bathroom) will be provided, that is: • • • •
Shielded from view; Lockable; Free from intrusion by coworkers and the public; and Available as needed for lactation purposes.
The space will include, at minimum: • • • •
A chair; A flat surface (such as a table or desk); An electrical outlet (if needed for a breast pump); Nearby access to running water and a refrigerator or other cold storage.
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employee Responsibilities •
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Employees are to notify their supervisor or the People and Performance Department in advance of the need for lactation accommodations to allow time for appropriate arrangements; and Employees should coordinate with their supervisor to schedule lactation breaks in a manner that balances their needs and the needs of the department.
Mother Friendly Wodcsite In addition to compliance with the PUMP Act, the City of Cibolo is a "Mother-Friendly" employee worksite lactation support program in accordance with Texas Health and Safety Code §165.003. The City's program provides a work environment that is supportive of lactating mothers and encourages breastfeeding of their children for up to one year or beyond following their bi11h.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.01 Supersedes: N/A City Council Approval Date: December 9, 2025
Attendance and Punctuality This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish clear expectations for employee attendance and punctuality in order to ensure the efficient operation of City of Cibolo services and maintain fairness and accountability across all departments. All employees are expected to report to work regularly and on time. Reliable attendance and punctuality are essential to maintaining effective public service and supporting coworkers and departments in meeting operational needs.
Regular Attendance and Punctuality Employees are expected to work all scheduled shifts unless prior approval for leave has been granted or there is a valid reason for an absence. Employees must report to work at their designated statt time. Frequent tardiness or leaving early without authorization may result in disciplinary action.
Reporting Absences Employees must notify their supervisor as soon as possible, and no later than one hour before the stait of their shift, if they are unable to report to work. Acceptable methods of communication include: • •
Phone call to the supervisor or to the department as described in department policy; Text message to the supervisor's official work phone, if such a phone is provided and designated for this purpose.
Text messages are only acceptable if the superv isor has an assigned City work phone or has Page 1 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
officially communicated that they may be contacted by text for scheduling or call-offs. Texting a personal phone without prior approval is not acceptable. Texts or messages through coworkers are not considered proper notification unless pre-approved. Absences protected under the Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA), or other applicable law will not be treated as policy violations, provided employees give notice consistent with those laws.
Unauthorized Absences Employees arc expected to report to work as scheduled and to follow established procedures for requesting and repo1ting time off. Failure to report for work without proper notification or approval will be considered an unauthorized absence and may result in disciplinary action, up to and including termination. An unauthorized absence occurs when an employee: • • • • •
Fails to report to work as scheduled without notifying their supervisor in accordance with the department's call-in procedure; Leaves work without supervisor approval; Takes time off that has not been approved or properly requested; Fails to return to work after a leave of absence, vacation, or suspension without notice or explanation; or Is absent from duty without reasonable cause or justification.
Voluntary Termination Due to No Call/No Show If an employee is absent for three consecutive workdays without notifying their supervisor or department as described in department policy, the absence will be considered a voluntary resignation Gob abandonment). The People and Performance Department must attempt "reasonable contact" before processing as voluntary resignation and document such efforts. The employee will be removed from payroll, and the separation will be documented as a voluntary termination. Exceptions may be made if it is shown that the employee was unable to contact the employer due to verifiable emergency circumstances. Absences later found to be protected under federal or state law will be reclassified appropriately. Employees who are unable to report due to emergency or medical situations must provide supporting documentation when requested. Supervisors are responsible for maintaining accurate records of attendance and reporting patterns of absenteeism or tardiness to the People and Performance Department. Each case will be evaluated individually, taking into account the employee's overall attendance history and any mitigating factors. Failure to comply with this policy may result in disciplinary action, up to and including Page 2 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
termination. Disciplinary Progressive Discipline, •
will be administered m accordance with Policy 7.04,
Page 3 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.02 Supersedes: Employee Handbook (Jan 2019) 1.5.08 City Council Approval Date: December 9, 2025
Intimate Relationships This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to maintaining a professional, respectful, and productive work environment for all employees. While the City does not seek to interfere in the private lives of its employees, intimate relationships within the workplace can create actual or perceived conflicts of interest, favoritism, or issues that may undermine morale or trust. To preserve the integrity of the workplace and ensure compliance with ethical standards, this policy requires the disclosure of intimate relationships where a reporting relationship or potential conflict of interest exists. Intimate relationship is defined as: a romantic, sexual, or close personal relationship outside the workplace that could reasonably create a perception of favoritism, conflict of interest, or bias. Senior Staff Romantic and/or intimate relationships between Department Directors and other City employees are prohibited. Supervisors Any employee in a supervisory position (such as a manager or supervisor) must immediately report any intimate relationships (i.e., sexual relationship) with any City employee, whether under their supervision or not, to the People and Performance Department. The Director of People and Performance or their designee will document the notification and inform the City Manager. A supervisor engaged in such relationships is prohibited from serving in a decision-making role for that employee. Failure of the supervisor to immediately disclose this relationship may result in disciplinary action. Support Staff Romantic relationships between City employees and employees in Finance, People and Performance, Information Services, or the City Manager's Office are prohibited. These positions Pagelof2 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
support all departments and a romantic relationship with any employee and an employee from one of these departments could foster a perception of impropriety.
Procedures Employees who are engaged in a personal relationship with other employees should refrain from personal conduct on City premises which could create tension with coworkers and causes other employees to feel uncomfortable and/or offended. If a conflict of interest is present in a relationship, the City will endeavor to find a solution to eliminate the conflict of interest so that one employee is no longer able to unduly influence and/or favor the other. Such solutions may include the transfer of one of the employees to another location or position. If no accommodation can be found, the City may require one of the pair to resign or be terminated within a 60-day notification. Where feasible, the City will reassign one employee to eliminate a conflict; termination or resignation will occur only when reassignment is not operationally possible. The City will consider operational needs and employee input in determining reassignment or separation. Relationships existing prior to this policy being adopted may continue, but the pair must disclose the relationship to the Director of People and Performance and refrain from personal conduct on City premises which could create tension with coworkers and causes other employees to feel uncomfortable and/or offended. The Director of People and Performance will document the notification and inform the City Manager. Failure to disclose an intimate relationship described within this policy or that may create a conflict of interest may result in: • • •
Disciplinary action, up to and including termination; Reversal or review of employment decisions made during the undisclosed relationship; and Reassignment or restructuring of job responsibilities.
Disclosures and any resulting actions will be handled with discretion and confidentiality, shared only with those who need to know to address the issue appropriately. Retaliation against any employee for making a disclosure or participating in a related process is strictly prohibited.
Page 2 of 2 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
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CITY OF CIBOLO Violence in the Workplace Reporting Form IMPORTANT: Threats or assaults that require immediate attention by Police should be reported to 911 before completing this form.
Employee Name;_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Date of the Incident:
- - -- ---- Time of Incident:· - - - - AM PM
Location of the Incident:. _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Victim's N a m e : - - - - - - - - - - - - - - - - - - - - - - - - - - -
Victim's Relationship to the City of Cibolo: - - - - - - - - - - - - - - - Victim's Contact Infmmation: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Involved Party(ies)'s Name(s): _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Involved Paity(ies)' Relationship to the City of Cibolo: _ _ _ _ _ _ _ _ _ _ __
Involved Party(ies)' Contact Information: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Other Witness Names and Contact Information: _ _ _ _ _ _ _ _ _ _ _ _ __
Please explain the events that occurred.
Appendix F Page 1 of2 City CouneilApprnval Date: December 9, 2025
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What actions would you recommend resolving the incident?
The information provided in this complaint is true and correct to the best of my knowledge. I am willing to cooperate fully in the investigation of my Workplace Violence documentation and provide whatever evidence the City of Cibolo deems relevant.
Employee Signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ Date: ________
Appendix F Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.04 Supersedes: NIA City Council Approval Date: December 9, 2025
Weapons in the Workplace This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to maintaining a workplace free of violence, threats, and hazards. As a governmental employer, the City may prohibit or restrict the possession of weapons on its premises by employees. Accordingly, employees are prohibited from having weapons in all City buildings, except as specifically outlined in this policy. This policy does not extend to members of the public, who remain subject to applicable state and local laws regarding weapons in public spaces and government facilities. For the purposes of this policy, a "weapon" includes but is not limited to: • • • • • • •
Firearms (handguns, rifles, shotguns, whether loaded or unloaded); Knives with blades longer than 5.5 inches (except for those used and approved as work tools); Clubs, batons, and nightsticks; Explosives, incendiary devices, or ammunition; Stun guns and tasers; Chemical dispensing devices, such as pepper spray or mace, if carried in quantities or for pmposes beyond self-defense; and Any object or device used or intended to be used to cause harm or intimidate.
Prohibited Conduct Unless otherwise authorized by this policy or state law, individuals are prohibited from: • • •
Bringing firearms or other weapons into any City building, City vehicle, or worksite; Carrying a firearm while conducting official City business (even offsite), unless specifically authorized; and Using or displaying a weapon in a threatening, reckless, or unsafe manner while on duty or on City property.
Page 1 of2 City Council Approval Date: December 9, 2025
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This prohibition applies even if the individual is legally permitted to carry under Texas law, including conslitutional carry provisions. Exceptions The following individuals are exempt from the above prohibitions, subject to verification: Licensed Peace Officers • • •
Uniformed or non-uniformed peace officers are permitted to carry weapons in all City facilities and work locations; Off-duty officers employed by the City may also be permitted to cany weapons ifrequired as part of their role or secondary employment; Honorably retired law enforcement officers who possess valid credentials identifying themselves as law enforcement and remain in compliance with all legal requirements for carrying a firearm.
On-Duty Municipal Law Enforcement Personnel •
Officers and authorized public safety personnel are allowed to carry City-issued or approved weapons in accordance with departmental policy and training.
Approved Security Personnel •
Private security personnel under contract with the City may carry weapons only if: o They are licensed by the Texas Depattment of Public Safety (DPS)~ o Their contract permits the use of weapons; and o They have received prior written authorization from the City Manager or designee.
Limited Vehicle Storage Employees who lawfully possess a firearm under Texas law may store a firearm inside their privately owned, locked vehicle parked on municipal property, provided the weapon is: • •
Not visible from outside the vehicle; and Not removed or handled while on City propeity
Page 2 of 2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.05 Supersedes: Employee Handbook (Jan 2019) 1.5.07 City Council Approval Date: December 9, 2025
Privacy This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to safeguarding the privacy of personal and sensitive information in accordance with applicable privacy laws. However, employees of the City should be aware that, as users of government-owned systems, equipment, and facilities, they do not have a reasonable expectation of privacy when using City resources. This policy clarifies the City's position regarding privacy, access, and monitoring of information systems, and ensures responsible use of government assets while protecting the integrity and accountability of public service. The purpose of this policy is to: • • • •
Ensure compliance with applicable privacy, data protection, and public records laws; Define the limits of employee privacy in the workplace; Inform employees that City resources are subject to monitoring and access; and Protect the City's digital and physical infrastructure from misuse or unauthorized access.
This policy applies to all employees who use or access City-owned: • • •
Computer systems, email , networks, mobile devices, and internet services; Telephone systems, voicemail, printers, scanners, and other communication tools; Office space, vehicles, lockers, desks, or any City-provided equipment or facilities.
All information created, stored, transmitted, or received using City-owned systems and devices is the property of the City. Employees should understand that: •
• •
The City reserves the right to monitor, access, audit, and disclose any use of its systems at any time, with or without notice. Monitoring is limited to authorized personnel and for legitimate business purposes; Personal use of City systems, even if permitted within policy guidelines, is not private; and Physical workspaces (e.g., offices, desks, lockers) are subject to inspection and are not considered private. The search will be conducted by authorized personnel with reasonable
Page 1 of 2 City Council Approval Date: December 9, 2025
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cause. To ensure the integrity, security, and proper use of City systems and data, the City may monitor or audit: • Emails, messages, files, and communications sent or received via City accounts; • Internet usage, including websites visited and online activities; • System logs and access records; • Use of City-issued mobile devices and telephones; and • Physical access to buildings and secure areas. Monitoring may be conducted for purposes such as: • • • •
Investigating policy violations or suspected misconduct; Ensuring compliance with legal obligations; Preventing unauthorized access or data breaches; and Supporting internal audits or legal proceedings.
All records created, sent, or received in connection with City business may be subject to: • • •
Disclosure under the Texas Public Information Act; Disclosure during investigations or legal proceedings, including disciplinary or criminal matters; and Archiving and retention requirements under records management legislation.
Employees are responsible for managing information in accordance with the City's records retention and data classification policies. Employees must use City resources responsibly and in compliance with this and related policies, refrain from storing or transmitting sensitive personal content on City systems and understand that workplace communications and materials may be accessed or disclosed. Supervisors and managers must ensure their staff understand this policy and the lack of privacy in City systems, address any violations or misuse of resources, and consult with Information Services for monitoring or access concerns. Violations of this policy may result in disciplinary action, up to and including te1mination of employment, and may also lead to civil or criminal penalties where applicable.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.06 Supersedes: NIA City Council Approval Date: December 9, 2025
Conducting Personal Business While at Work This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to maintain the integrity, efficiency, and productivity of the workplace by prohibiting employees from conducting personal business during work hours or using public resources for private purposes. As stewards of public funds and trust, all employees of the City are expected to focus exclusively on official duties while on the job. Employees may not conduct personal business that interferes with the performance of their duties, uses City resources for personal gain, or violates applicable laws or City policies. This includes, but is not limited to: • • • • •
Running or managing a personal business or side job during work hours; Performing paid or unpaid work for another employer while on duty; Using City office space, phones, computers, vehicles, or other equipment for personal gain or business; Engaging in commercial solicitation, sales, or promotion of personal business interests during work hours or using City resources; and Excessive personal phone calls, texting, or internet use during work time.
Reasonable, incidental personal use of personal cell phones or other electronic devices must not interfere with job duties, incur additional cost to the City, access inappropriate content, or involve creation or transmission of material subject to confidentiality or Texas Public Information Act (TPIA) restrictions. Incidental personal use of phones or email may be permitted with supervisor discretion, as long as it: • • •
Does not interfere with work performance or department operations; Does not involve personal gain, side businesses, or solicitation; and Does not violate any laws or other City policies.
Employees must obtain supervisor approval before attending personal appointments during work Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
hours, except for appointments covered by approved leave or legally protected under the ADA, FMLA, Workers' Compensation, USERRA, or other applicable laws. Employees must request time off or use designated break times for personal matters whenever feasible.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.07 Supersedes: Employee Handbook (Jan 2019) 1.5.01 City Council Approval Date: December 9, 2025
Dress Code This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to maintaining a professional, respectful, and safe workplace. Employees are expected to dress in a manner that reflects positively on the City and supports the nature of their work. All employees must: • • •
Maintain a clean, neat, and professional appearance appropriate to their role; Dress safely and appropriately for the duties and physical environment of their position; and Follow their department's specific dress code policy, which may include uniforms, safety gear, or attire standards aligned with the services provided.
Any modification to uniform or protective gear requirements will be considered through the City's Americans with Disabilities Act (ADA) interactive process (ADA, Policy 2.4) If there is ever uncertainty, employees should review their department's policy and seek clarification from their supervisor. Employees are responsible for understanding and complying with their depa1tment's requirements. Religious and Cultural Accommodation The City will make reasonable accommodations for sincerely held religious, cultural, or ethnic beliefs and practices related to dress or grooming unless doing so creates an undue hardship or safety risk. Employees seeking accommodation should contact the People and Performance Department to initiate an accommodation request. CROWN Act In compliance with the Texas CROWN Act (HB 567, 88th Texas Legislature, eff Sept. I, 2023), Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
the City prohibits discrimination based on hair texture or protective hairstyles, including but not limited to braids, locs, twists, and bantu knots. This protection applies to all employees and applicants and extends t y work-related appearance or grooming policy.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.08 Supersedes: Employee Handbook (Jan 2019) 1.5.05 City Council Approval Date: December 9, 2025
Political Activity This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to provide clear guidance regarding the participation of City employees in political activities, ensuring that public resources are not used for political purposes and that the impartiality of the City's operations is preserved. As public servants, employees must uphold the public trust and avoid any appearance of bias, especially in matters directly related to the City of Cibolo. City employees have the right to vote and express their personal political opinions as private citizens. However, employees shall not engage in political activity during work hours, while on duty, or using City resources, nor shall they while on duty campaign publicly for candidates or issues that are directly related to the City of Cibolo. While employed with the City of Cibolo, employees are prohibited from the following: 1. Campaigning during work hours or while on duty, including wearing or displaying campaign materials while performing official duties; 2. Using City property, equipment, vehicles, facilities, or other resources for political activity or campaigning; 3. During work hours, publicly endorsing or campaigning for candidates or ballot measures directly related to the City, including but not limited to: o Mayor and City Council races; o Local propositions or referenda on City policies, budgets, bonds, or ordinances; o Charter amendments or recall elections involving City officials 4. Distributing political literature or soliciting suppo1t for political causes while on City premises or during working hours; 5. Using their City position or title to influence others in support of or opposition to a political campaign or ballot initiative; 6. Posting or sharing City-related political endorsements or campaign materials on official Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
City social media accounts or while representing the City. Employees may engage in the following activities on their own time and not using City resources or facilities: • • • •
Voting and encouraging others to vote; Expressing political opinions as private citizens; Participating in political organizations or campaigns not related to City elections or ballot measures; and Attending political events when off-duty and not representing the City
Employees must ensure that their participation does not create a conflict of interest or imply official support or endorsement by the City. Violations of this policy may result in disciplinary action, up to and including termination of employment. Violations involving the misuse of public resources may also result in civil penalties, criminal charges, or other legal consequences.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.09 Supersedes: N/A City Council Approval Date: December 9, 2025
Solicitation and Distribution This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to maintaining a productive, respectful, and disruption-free workplace. This Solicitation and Distribution policy is designed to ensure that City employees are able to perform their duties without undue interruption from non-work-related solicitations or distributions during work hours or in work areas. Employees may not engage in solicitation or distribution activities that interfere with work, compromise safety, or disrupt operations. The City restricts certain types of solicitation and the distribution of materials to maintain efficiency, professionalism, and focus on public service. Unless authorized in writing by the Director of People and Performance, employees may not engage in the following while on duty, on City prope1ty or conducting City business off City property: • • • • • •
Soliciting donations, memberships, or contributions (for charities, clubs, political campaigns, religious causes); Selling goods or services (personal businesses, fundraising items, event tickets); Distributing literature, flyers, or promotional materials unrelated to City business; Soliciting for or against union representation during work time of either the solicitor or the recipient, except as allowed under applicable labor laws; Distribution of any non-work-related material in work areas during working time; and Distribution in common areas (lobbies, break rooms, parking lots) if it causes disruption or interferes with City operations. This policy does not prohibit:
• • •
City-sponsored charitable drives approved by the City Manager; Notices posted on City bulletin boards with prior authorization; and Discussions or activities protected by applicable labor laws, such as those related to union organizing during non-working time in non-work areas. Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: Janua1-y 5, 2026
Non-employees, including vendors, sales representatives, and the public are prohibited from soliciting or distributing materials on City property at any time, unless invited for official business and authorized by the appropriate department.
Page 2 of 2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.10 Supersedes: NIA City Council Approval Date: December 9, 2025
Tobacco Use on City Property This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to promoting a healthy, safe, and productive environment for employees. In alignment with public health standards and its role as a community leader, the City establishes this Tobacco Use policy to reduce health risks, prevent exposure to secondhand smoke, and encourage healthy lifestyles. This policy applies to employees on any City-owned, operated, or leased property. This includes indoor and outdoor spaces, parking areas, and City vehicles, regardless of location. This policy intends to align with Sections 34-57 of the Cibolo Code of Ordinances. Ifthere are any differences or conflicts between this policy and the Cibolo Code of Ordinances, the City Ordinance takes priority and will apply. For the purposes of this policy: •
• •
Tobacco Products include cigarettes, cigars, pipe tobacco, smokeless tobacco (chewing tobacco, snuff, dip), hookah, and any product containing tobacco leaf or nicotine intended for human consumption; Smoking includes inhaling, exhaling, burning, or carrying any lit or heated tobacco or plant product intended for inhalation, including cigarettes, cigars, hookah, and pipes; and Electronic Smoking Devices include e-cigarettes, vape pens, and similar devices that deliver nicotine or other substances through inhaled aerosol or vapor.
The use of any tobacco product, including vaping and smokeless tobacco, is strictly prohibited: • • • •
Inside all City buildings, facilities, and work sites; On all City-owned or leased grounds within 15-feet from building entrances; In all City-owned, leased, or rented vehicles or equipment; and At all City-sponsored indoor events or programs, regardless of location
Page 1 of 2 City Council Approval Date: December 9, 2025
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This prohibition applies whether the person is on duty or off duty. Tobacco use inside privately owned vehicles is permitted only if the vehicle is parked in an area where tobacco use does not violate state law or expose others to secondhand smoke, and the vehicle windows remain closed to avoid exposure to others.
Exceptions Tobacco products in custody as evidence are exempt when stored or handled by authorized personnel as part of official duties. The City will make reasonable efforts to inform employees of the policy through onboarding materials, employee handbooks, and public notices. Employees who violate this policy may be subject to progressive disciplinary action in accordance with the City's personnel policies. The City encourages employees who use tobacco products to consider quitting using the tobacco cessation programs through the City's health insurance plan or Employee Assistance Program or the Texas Quitline (1-877-YES-QUIT). The People and Performance Department is responsible for the administration of this policy, including employee education, policy distribution, and compliance assistance. Department Directors and supervisors are expected to support and uphold the policy within their respective departments.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.11 Supersedes: N/A City Council Approval Date: December 9, 2025
Social Media Use This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their . employment. The purpose of this policy is to establish guidelines for responsible and appropriate use of social media by employees of the City, both in official and personal capacities, to ensure compliance with Texas law, uphold public trust, and maintain the integrity of City government operations. City Social Media All City social media accounts are owned by the City. The City is responsible for all the content published on the City's social media. Any posted content becomes pa11 of the public record, is considered to be in the public domain and has the potential to be published and discussed in various media outlets. Disclosure of information that is deemed time or content-sensitive, such as pending legal matters or business negotiations, may not be disseminated. Only individuals authorized by the City Manager may create, manage, or post content on official City social media accounts. Employees must not present themselves as speaking on behalf of the City in any online setting, including comments, posts, or replies, without prior written approval from the City Manager or their designee. Official statements, responses to media inqumes, or City-wide announcements must be coordinated through the City Manager's Office or their designee. Personal Social Media Use The City respects the right of its employees to use social media during non-working time as a medium of self-expression. However, the posting of certain comments and information may have a harmful effect on the City's reputation, its employees, customers, staff, etc. Employees are personally responsible for representations they make online and should understand that what is posted is trackable, traceable, and potentially permanent.
Page 1 of2 City Council Approval Date: December 9, 2025
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Employees may not use the City email addresses to register on social networks, biogs or other online platforms utilized for personal use. To the extent employees' reference or discuss the City, its business, services, or employees, it must be done in a manner of conformity with the guidelines below. A. When using social media in a personal capacity, it is impo11ant to remember that employees are speaking personally, and not as a City representative. If employees identify themselves as a City employee in the course of using social media in their personal capacity, they must include a disclaimer that explains that the views the employee expresses are their own and do not reflect the views or opinions of the City. B. Employees utilizing social media for personal use shall not use the City's logo and/or proprietary information for any commercial reason, including but not limited to promoting or endorsing any product, cause, or political candidate. Disclosure of City information that is deemed time and content-sensitive, such as pending legal matters or business negotiations, may not be disseminated. The same principles and guidelines found in the City's policies apply to employee activities online. Any employee conduct that adversely affects their job performance, the performance of fellow employees or othe1wise adversely affects the City, its employees, residents, or the City' s legitimate business interests may result in disciplinary action up to and including termination. Any communications made through or on City equipment is considered City property. No expectation of privacy exists on any City-owned system. The City may review and monitor its systems at its discretion.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 3.12 Supersedes: N/A City Council Approval Date: December 9, 2025
Cell Phone and Other Electronics Use at Work This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to ensure the responsible, secure, and appropriate use of cell phones and other electronic devices by City employees, in order to promote productivity, maintain data security, and comply with state and federal laws, including the Texas Public Information Act (TPIA). Employees must use all electronic devices in a manner that is professional, ethical, and compliant with applicable laws and local government policies. All communication related to official government business, regardless of the device used (personal or City-issued), may be subject to public disclosure under the Texas Public Information Act. Employees are prohibited from using electronic devices for any illegal activity, including harassment, discrimination, or accessing inappropriate content. City-Issued Devices Devices issued by the City are intended for official use only. Employees must take reasonable precautions to prevent loss, theft, or damage to the device. The use of government-issued devices for personal purposes must be minimal and compliant with this policy. Devices must be returned upon separation, transfer, or at the request of the supervisor or IT department. All data on government devices is the property of the City and may be accessed, monitored, or retrieved at any time for legal or operational purposes. Personal Devices Limited personal use of personal devices is permitted during non-working hours (e.g., breaks or lunch) as long as it does not interfere with work duties or violate any other policies. Personal devices must not be used to store or transmit sensitive or confidential City data unless authorized and properly secured. Employees must not use personal devices for texting, emailing, or calling
Page 1 of2 City Council Approval Date: December 9, 2025
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about official business unless expressly authorized. All such communications may be subject to records retention laws and open records requests. Use While Driving Employees whose job requires regular or occasional driving are expected to refrain from using their personal or City-owned cell phone while driving. Regardless of the circumstances, including slow or stopped traffic, employees are required to use hands-free operations or pull off to the side of the road and safely stop the vehicle before placing or accepting a call. Reading or sending text messages while driving is strictly prohibited. Employees who are charged with traffic violations resulting from the use of their phone while driving will be solely responsible for all liabilities that result from such actions, and may be subject to discipline, up to and including termination of employment. TPIA Compliance Employees must retain all work-related communieations in accordance with the Texas State Library and Archives Commission's retention schedules. Personal text messages or emails related to City business may be considered public records and must be preserved as part of TPIA compliance.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Telework Agreement Form
r-1; XI- 5
Employee Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Department: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Instructions •
The employee and his/her supervisor must complete this form together to establish a clear understanding of expectations.
•
The Department Director or their designee must file this agreement with the People and Performance Depa1tment.
•
The supervisor must schedule an initial review with the employee no earlier than 30 days and no later than 90 days after the effective date of this agreement to evaluate the effectiveness of the arrangement and make modifications where necessary. Thereafter, such review shall be conducted annually, at a minimum,
Employee Acknowledgements o
I have read and will follow the Telework Policy (Employee Handbook Policy 3.13).
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I understand that the telework option is for a maximum of2 days per week.
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I understand and agree that no employee is guaranteed the ability to telework.
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I acknowledge that I must account for, document work, and report time spent teleworking the same way I would at my regular worksite.
o
I understand and agree that I am responsible for maintaining the safety and security of City equipment, supplies, and information while teleworking.
o
I understand and agree that I may not disclose confidential or private files, records, materials, or information, and may not allow access to City networks or databases to anyone who is not authorized to have access.
o
I understand and agree that I must come into the office on a scheduled telework day when my department requires me to do so.
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I understand and agree that my department is not required to provide telework employees with materials or supplies needed to establish an alternate worksite (desk, chair, printer, fax, copier, etc.), and assumes no responsibility for set-up or operating costs at an alternate worksite (e.g., internet services, etc.).
AppendixH Page 1 of2 City Council Approval Date: December 9, 2025
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I understand I must have suitable, distraction-free space to conduct my work while teleworking.
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I understand that my telework agreement can be ended or modified at any time.
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l acknowledge that I must be reachable during normal working hours while teleworking.
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I understand that if, through negligence, any City issued equipment is lost, stolen, or damaged I will be responsible for reimbursing the City for the cost of that equipment.
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I have discussed this application and agreement with my supervisor. I agree to comply with all terms and conditions in this telework agreement.
Employee Name (printed)
Employee Name (signed)
Date
Supervisor Acknowledgements □
I have read and will follow the Telework Policy (Employee Handbook Policy 3.13)
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I understand and agree that no employee is guaranteed the ability to telework.
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I acknowledge that I have reviewed and identified any confidential, private, or personal information and records to be accessed and ensure appropriate safeguards are used to protect them.
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I will meet with the employee no earlier than 30 days and no later than 90 days after the effective date of this agreement.
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I acknowledge that I will evaluate this agreement annually with the employee.
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I will support the employee by ensuring they have the equipment and tools needed and I commit to regular communication and providing necessary feedback with the teleworking employee.
Approval □
I have reviewed, support, and approve this telework agreement.
Supervisor Name (printed)
Supervisor Name (signed)
Date Appendix 1-1 Page 2 of2 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 3.13 Supersedes: NIA City Council Approval Date: December 9, 2025
Telework This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City seeks to maximize the use of technology, productive work environments, and efficient use of City resources by encouraging telework opportunities within the organization. This formal telework framework arrangement ensures transparency, preserves public trust, and provides guidance for assessing the appropriateness of the work arrangement. The City's goal is to create flexible work arrangements that will help in recruiting and retention of employees in jobs who can accomplish their work effectively while providing seamless service without disruption to City services. Under this policy, eligible employees may be authorized by the Department Director to telework for up to two days or 16 hours per week. Telework does not change the duties, obligations, responsibilities, or terms and conditions of City employment. Telework employees must comply with all City rules, policies, practices, and instructions. Telework will only be approved if it maintains or improves existing customer service levels, productivity can be validated and does not negatively impact the City's ability to serve the community. A telework employee must be available, accessible, and perform work during regularly scheduled telework hours. Employees may not engage in activities while teleworking that would not be permitted at the regular worksite, such as child, elder, or other dependent care. Telework employees may attend to personal business during unpaid lunch periods, as they would at the regular worksite. The Telework policy and program is intended to be cost neutral. The City will work with each telework employee to ensure they are set up for success. This includes providing a City issued computer, ensuring electronic access to tools and software, providing office supplies, and sharing best practices and resources for effective telework. The City will not provide telework employees with office equipment or furniture needed to establish an alternate worksite (e.g. desk, chair, fax, copier) and assumes no responsibility for setting up or operating costs at an alternate worksite (telephone or internet services).
Page 1 of 4 City Council Approval Date: December 9, 2025
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While working on City business, employees are required to use a City issued computer to ensure City privacy and security requirements are met. Eligibility Eligibility for telework is based on both the position and the employee. A. Position Eligibility Eligibility for telework is determined by the City. The City may consider the following factors in determining if an employee and position are suitable for telework: • • • • • • • •
Job duties; Nature of work and/or supervisory responsibilities performed; Access to position specific software packages; Efficiency of work processes; Effectiveness of existing project teams; Productivity of work can be validated; Operational needs of the City and/or department; and Impact on ability to provide quality customer service.
B. Employee Eligibility Employees may be suitable for telework when their personal and professional characteristics, as determined by their supervisor, include: • • • • •
Demonstrated dependability and responsibility; Effective and timely communication with supervisors, coworkers, and clients; The ability to work independently with a high level of skill and knowledge of the job; A consistently high rate of productivity; and The ability to prioritize work effectively through organizational and time management skills.
Telework may also be approved as a reasonable accommodation under the ADA when supported by medical documentation and consistent with essential job duties. Telework Agreement (Appendix H) Any employee who wishes to telework must submit a Telework Agreement to their department director and supervisor for review; the department director will review and approve. The City will provide a standard agreement form. Terms of the agreement are subject to change. Approved Telework Agreements will be kept in the employee's personnel file. It is the responsibility of the employee and supervisor to ensure that the Telework Agreement in the employee's personnel file is accurate. Canceling A Telework Agreement The City may cancel an employee's Telework Agreement if the agreement no longer serves the best interests of the City or if an employee is deemed not to be suitable for this type of work.
Page 2 of 4 City Couneil Approval Date: December 9, 2025
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Employee Responsibilities Emp loyees who participate in the Telework Program arc responsible for: • • • • • •
•
• • • •
Establishing and maintaining a workspace at their alternate work location; Maintaining and returning equipment as outlined in the Telework Agreement; Ensuring the alternate location is conducive to working; Adhere to and be available during the employee's regularly scheduled work homs; Securing reliable internet service prior to entering into a Telework Agreement; and Observing and adhering to the City's practices for overtime. A Telework Agreement does not amend compensation or time reporting requirements. Employees must accurately record all homs worked; Consistent with the City's policies, all overtime work must have the approval of the appropriate supervisor prior to actual performance of the work. Unauthorized overtime will be compensated but may result in disciplinary action; Reporting to the office on a scheduled tclework day as directed by Department Director and/or supervisor; Using City-owned hardware, software, internet, email, and other forms of City owned communication media in a manner consistent with City policies and standards; Adhering to program specific guidelines and requirements to protect confidential or secure information; and Ensuring dependent care and other personal responsibi lities do not adversely affect an employee's normal work duties or professionalism.
Traveling to the Office Telework employees need to exhibit flexibility and may need to come into the office occasionally on a day they are scheduled to telework. Travel time to and from the employee's alternate work location to the office is not considered work time and is not compensable. If employees have a need to come into the office on a day that they are scheduled to telework, they arc encouraged to work with their immediate supervisor and plan to work in the office for their full scheduled day. An alternate tclework day may be scheduled at the discretion of the supervisor.
Compensation Telework employees are compensated in accordance with all applicable laws, rules, regulations, and policies, including the Fair Labor Standards Act (FLSA).
Liability The alternate work location is an extension of the department's workspace only when used for work. All existing workplace health and safety rules, as well as employment laws, rules, and policies apply with the same force and effect, and in the same manner, to employees while teleworking as to employees when reporting to the office. Employees may not use personal email, devices, or cloud accounts for City business. All City records created during telework remain subject to the Texas Public Information Act. Page 3 of 4 City Council Approval Date: December 9, 2025
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Workers' Compensation benefits will apply only to injuries arising out of and in the course of employment as defined by Workers' Compensation law. Telework employees must report any such work-related injuries to their supervisor immediately. The City is not responsible for any injuries to family members, visitors, or other guests at the employee's alternate work location. The telework employee shall not have any City related business guests at a residence designated as an alternate work location.
Protection of City Equipment If, through negligence of the employee, City issued equipment is lost, stolen, or damaged, the employee will be responsible for reimbursing the cost of said equipment to the City.
Exceptions Exceptions to this policy must be approved in writing by the City Manager on a case-by-case basis.
Page 4 of 4 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.01 Supersedes: Employee Handbook (Jan 2019) 1.2 (Introduction) City Council Approval Date: December 9, 2025
Compensation This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. Nothing in this policy guarantees employees a certain pay rate or type of compensation, and it shouldn't be viewed as a promise that an employee's pay will stay the same. All employee compensation is subject to the City Chatter, annual budget adoption by City Council, and state laws about how public money can be used. This policy reflects current practices, but it isn't a contract and doesn't guarantee continued employment. The City is committed to attracting, retaining, and motivating a highly qualified, diverse, and dedicated workforce to serve our grnwing community. Our compensation philosophy supports the City's strategic objectives by ensuring fair, competitive, and fiscally responsible pay practices that align with the labor market and reflect the City's values of equity, transparency, and accountability. The City's market-based compensation system will be administered by the People and Performance Department, with compensation plans, ranges, and market adjustments approved through the City's annual budget process and adopted by City Council. The City's compensation strategy is built on the belief that employees are the most valuable resource and that competitive pay practices are essential to delivering high-quality public services. The City strives to compensate employees at a level that is competitive with similar roles in competitive, neighboring cities. The City is committed to maintaining internal pay equity by evaluating job responsibilities, complexity, and organizational value. Compensation decisions will be guided by a structured classification system that promotes consistency and fairness across departments and positions. The compensation system will be administered transparently, with clear communication to employees about how compensation decisions are made. Employees will have access to information on pay ranges, classification criteria, and processes for requesting review or reclassification. Access to compensation information does not guarantee reclassification, pay adjustments, or movement within a pay range. Page 1 of 2 City Couucil Approval Date: December 9, 2025
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Compensation decisions will be made within the context of the City's financial capabilities and long-term sustainability. Market competitiveness will be balanced with budgetary constraints to ensure responsible stewardship of taxpayer funds. While base compensation is primarily market-driven, the City will continue to explore and incorporate strategies that recognize individual and organizational performance, as well as opportunities for skill development and career progression. Compensation practices will comply with the Fair Labor Standards Act, including proper classification of exempt and non-exempt employees, salary-basis requirements, and payment of overtime for non-exempt employees. The People and Perf01mance Depaitment, in collaboration with the City Manager, is responsible for the implementation and ongoing administration of the City's compensation processes. Final authority for establishing, modifying, or approving compensation processes rests with the City Council through the annu budget or other formal action, consistent with the City Charter.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.02 Supersedes: Employee Handbook (Jan 2019) 1.1.06 • City Council Approval Date: December 9, 2025
Employment Classifications This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to define and standardize employee classifications within the City of Cibolo. Accurate classification of employees is essential for ensuring fair treatment, compliance with employment laws, and proper administration of benefits, compensation, and working conditions. The City classifies employees based on the nature and duration of their employment, work schedule, eligibility for benefits, and FLSA exemption status. Each employee will be notified in writing of their classification at the time of hire or upon any change in employment status. Employees will be classified into one of the following categories:
Regular Regular employees are serving in a position budgeted for 52 weeks per year. Positions are approved annually with the budget and may be discontinued at any time. Regular employees may be designated as either full-time or part-time based on their scheduled hours and benefit eligibility.
Temporary Temporary employees are serving in a position budgeted for a fixed period of time typically less than 52 weeks per year. Temporary employees are not eligible for City benefits or participation in City compensation plans unless specifically documented. All temporary employees are covered by the City's Workers' Compensation insurance during active employment.
Seasonal Seasonal employees are serving in a position budgeted for a fixed period of time. The season typically repeats itself although this does not guarantee that the employee will be brought in for the next season. Seasonal employees are not eligible for City benefits or participation in City Page 1 of2 City Council Approval Date: December 9, 2025
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compensation plans unless specifically documented. Seasonal employees arc also covered under the City's Workers' Compensation policy while actively employed. Schedule Full-Time Full-time employees (except police officers and firefighters) are serving in a position budgeted for 40 hours or more per week (80) hours or more per pay period). Part-Time Part-time employees are serving in a position budgeted for less than 40 hours per week. Part-time employees are not eligible for City benefits except as required by law. TMRS participation is mandatmy for employees expected to work at least 1,000 hours annually, including paid leave hours, in accordance with TMRS guidelines. City insurance eligibility is based on Federal, State, and local laws. Currently, employees who are averaging fewer than 30 hours per week are not eligible for City insurance coverage.
FLSA Status (Exempt or Nonexempt) In addition to the above classifications, each position is classified as either exempt or nonexempt under the Fair Labor Standards Act (FLSA). Exempt employees are salaried and not eligible for overtime pay. Nonexempt employees (except police officers and firefighters) are paid hourly and must be compensated for all hours worked beyond 40 in a workweek. Documentation of Classification Changes Any change in an employee's classification or status shall be documented in writing by the People and Performance Depart n and acknowledged by the employee.
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.04 Supersedes: Employee Handbook (Jan 2019) 1.2.05 City Council Approval Date: December 9, 2025
Pay Classification Changes This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish fair, transparent, and consistent procedures for managing employee pay classification and compensation changes, including reclassification, promotions, demotions, reclassifications, transfers, and other salary adjustments. The policy ensures compliance with applicable federal and Texas labor laws and promotes equitable treatment across the City. Compensation decisions must be fiscally responsible, consistent with adopted budgets, and in compliance with applicable laws including the Fair Labor Standards Act (FLSA) and other Federal and State laws. All pay classification, promotion, and reclassification actions shall include an assessment of FLSA exemption status by the People and Performance Department. All pay classification changes shall be documented and retained in the employee's personnel file consistent with record retention and TPIA standards.
Reclassification/Regrade of a Position Periodically positions will be reviewed as patt of the City's compensation processes to confom the position is properly classified on the pay grade. Should a position be reclassified, incumbents will not receive a change in pay unless they are making less than the new grade's minimum pay. At that time, the incumbent's salary may be adjusted. Department Directors may request classification reviews from the People and Performance Department at any time.
Promotion of Individual A promotion is defined as the movement of an employee from one classification to another classification with a higher pay grade. The employee's new salary will be dete1mined in the same fashion as a new hire. Promotions are not subject to the new hiring process of posting vacancies. Page 1 of3 City Council Approval Date: December 9, 2025
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All candidates who meet the minimum qualifications may be eligible for promotion. Qualifications for a position may not be modified after the promotion process has begun unless an inappropriate standard has been used through error or a revised standard of the job description requirements has been approved by the appropriate authority.
Temporary Promotion of Individual In conjunction with the People and Performance Depa1tment and Finance, a Department Director may offer a temporary promotion to an employee working outside of their pay grade. Temporary promotions are generally the most appropriate means of meeting a situation requiring the temporary services of an employee in a higher-grade position and typically used when a position is in a long-term vacancy status such as unpaid Leave of Absence, extended Military Leave, FMLA Leave, and/or during a vacancy. Temporary promotions are not appropriate, however, for training or evaluating an employee in a higher-grade position. The temporary promotion is voluntary, and documentation should be maintained in the employee's personnel file. Documentation should include information noting that the promotion is a temporary promotion, the reasons that make it temporary, and that the employee will be returned to their regular position and pay once the period has expired.
Demotion of Individuals Demotion is defined as the movement of an employee from one pay grade to a lower pay grade. A demotion may be voluntary, involuntary, or as the result of disciplinary action. Salary may be adjusted in a manner consistent with a new hire. Demotions are not subject to the new hiring process of posting vacancies. Department Directors shall be responsible for documenting the demotion for the employee's personnel file.
Transfer of Individual A transfer is defined as the lateral movement of an employee from one job title at the same pay grade of the new job title. Employees may request a transfer if they have been in their current position for at least six months. This does not guarantee that:
1. A position is available for transfer; 2. The employee is a candidate for the new position; 3. The transfer will be granted; or that the employee does not have to follow standard hiring procedures. Transfers to posted positions must be approved by the nev,1 Department Director. The employee selected for the vacancy must meet the minimum qualifications of the position. Salary may be adjusted in a manner consistent with a new hire. Budgetary transfers require City Manager's approval. All pay adjustments are subject to available budgeted funds. Pay rates shall not exceed the maximum of the approved pay range for the classification unless approved as an exception by the City Manager. Employees who disagree with a classification or compensation decision may submit a Grievance through the Employee Grievance policy, Policy 7.01. Appeals will be reviewed in accordance with Page 2 of3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Page 3 of3 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.03 Supersedes: Employee Handbook (Jan 2019) 1.2.03, 1.02.4 City Council Approval Date: December 9, 2025
Position Descriptions/ Job Descriptions This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. Job descriptions are intended to identify the essential functions of each position as required by the Americans with Disabilities Act (ADA). They are descriptive, not restrictive, and arc not intended to be an exhaustive list of all duties that may be assigned. Job descriptions are public records and may be subject to disclosure under the Texas Public Information Act. Each position shall have a written job description maintained by the People and Performance Department. Each job description should consist of the following: • • • • • • • • •
Primary duties of the position; Responsibilities of the position which will affect the qualifications required to perfmm the work; Essential job functions and marginal job functions; Physical demands (standing, lifting, walking, driving, etc); Work environment conditions (outdoors, weather, chemical exposure, etc); Required certificates, licenses, or statutory qualifications; Reporting relationships FLSA Classification; and Operations Classification.
Department Directors are required to maintain and review all job descriptions periodically to help ensure that the proper classification of positions is maintained. Supervisors must notify the Director of People and Performance before making changes to job duties, essential functions, or classification. Job descriptions must be updated prior to posting vacancies, promotions, or reclassifications. Each position must have a classification determining the position's FLSA classification, either FLSA exempt or FLSA non-exempt. These classifications shall be determined by the Director of People and Performance or their designee in connection with the tests for exemption under the FLSA. Supervisors may not assign duties in a manner designed to circumvent overtime Page 1 of2 City Council Approval Date: December 9, 2025
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requirements. The People & Performance Department will periodically review positions to ensure continued FLSA compliance.
Page 2 of2 City Council Approyal Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.05 Supersedes: Employee Handbook (Jan 2019) 1.2.02 City Council Approval Date: December 9, 2025
Compensable Time (Work Time) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. All full-time, regular, non-uniformed employees are required to work 40 hours a week, regardless of their FLSA status, except in cases of emergency as determined by the Department Director or their designee.
Work Week The City workweek is normally seven consecutive days, beginning at 12:00 AM on Saturday and ending at 11 :59 PM on Friday. Departments must maintain full coverage during standard City business hours of 8:00 AM to 5 :00 PM with Department Directors having flexibility to assign staff schedules. Directors requiring employees to work an alternate schedule must have the alternate schedule approved by the City Manager.
Lunch and Breaks The City authorizes full-time employees to schedule an unpaid lunch break ofup to one hour based on operational needs of the department. To the extent an employee takes the lunch break, the employee will not be permitted to engage in any work or be expected to engage in any work during this time. Police and Fire employees may not receive a bona fide lunch break and will remain in a paid status throughout their shift. Supervisors may allow full-time employees up to two paid 15-minute breaks a day. These breaks may be scheduled at the discretion of the supervisor based on operational needs. Lunch and breaks for part-time employees are determined by the Department Director.
Training Time When a Depaitment Director or their designee requires or permits an employee to attend training during the employee's regular work hours, the time is compensable time. If the training is outside Page 1 of3 City Council Approval Date: December 9, 2025
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of regular work hours, but mandatory and related to the employee's job, then the time is compensable time. If the training is outside ofregular working hours, voluntary, and not directly related to the employee's job, then the time is not considered compensable time.
Travel Time Travel from Home to Work Site: The employee's commute to and from the City destination (work site) is not considered compensable under travel time. Out-of-City Travel: The employee's commute to and from the out-of-City destination is compensable under travel time. Out-of-City for this section is defined as any location 40 miles or greater, as the crow flies, from Cibolo City Hall or the employee's home, whichever is closer to the final destination. Travel time for an out-of-City trip for a single day is considered hours worked (except for meal periods, if applicable). Overnight Travel: For travel time which involves an overnight stay, employees will only be compensated for their scheduled work hours, and not for overnight hours. For example, an employee regularly works from 8:00 AM to 5:00 PM from Monday through Friday. The employee travels on business to a location that requires two hours of travel time. The employee leaves Friday at 8:00 AM, works the remainder of Friday and Saturday morning, and returns on Saturday at 2:00 PM. The two hours of travel time on Friday and the two hours of travel time on Saturday are compensable time if the employee is not using public transportation. Therefore, the employee would mark 8 hours of work on Friday (8-5 minus lunch hour) and 5 hours on Saturday (8-2 minus lunch hour). Another example, an employee regularly works from 8:00 AM to 5:00 PM from Monday through Friday. The employee drives out-of-City for a work-mandated conference. The employee drives on Sunday from 2:00 PM. and arrives at the hotel at 5:00 PM. The employee does not attend the conference until Monday at 8:00 AM sign in. The employee attends the conference from 8-5 (except returning to the hotel for a lunch hour) on Monday and Tuesday. On Wednesday, the employee attends the conference from 8:00 AM until 11 :00 AM, checks out of the hotel, eats lunch, and then drives from 12:00 PM until 3:00PM on Wednesday. The employee does not work for the rest of Wednesday but returns to the office for their regular work schedule from 8-5 on Thursday and Friday. The employee would be compensated for 3 (Sunday)+ 8 (Monday)+ 8 (Tuesday) +6 (Wednesday) + 8 (Thursday)+ 8 (Friday)= 41 hours.
On-Call Any time spent responding to calls while on-call is hours worked. Hours spent by employees "Engaged To Wait" is considered compensable time. "Engaged to wait" means that the employee is required to stay on City premises or in close proximity so that the employee is not free to pursue their own interests. Firefighters on shift are an example of an employee who is "Engaged To Wait." The hours spent by employees who are "Waiting To Be Engaged" are not compensable time. "Waiting To Be Engaged" means that the employee is on-call and may use time for their own pmvoses but remains accessible by phone or radio. However, the budget may authorize payment of an on-call status (lump sum, not by hour). Page 2 of3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Non-exempt employees on on-call status who are contacted to report to work must respond within a reasonable amount of time of start time (as defined by the Department Director or their designee) provided in the supervisor's instructions and must report ready to work. Supervisors will advise non-exempt employees of the start and end time of the on-call status.
On-Call Pay When approved by the budget, the City will provide on-call pay to employees who qualify. No non-exempt employees should be scheduled for on call status when the department/division has adequate shift coverage. This section does not apply to situations during the normally scheduled work time (i.e. Monday through Friday) where a non-exempt employee is informed of a predetermined, specific reporting time prior to the end of the preceding workday. This section does not supersede a supervisor's authority to summon a nonexempt employee for work duty in the event of an emergency or on an as needed basis, but the non-exempt employee will be paid for all hours worked, includin ertime, if any.
Page 3 of 3 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 4.06 Supersedes: Employee Handbook (Jan 2019) 1.2.02 City Council Approval Date: December 9, 2025
Overtime and Compensatory Time This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish clear guidelines for the accrual, authorization, and use of overtime and compensatory (comp) time for eligible employees of the City. This policy applies to all non-exempt employees under the Fair Labor Standards Act (FLSA).
Overtime Hours Overtime hours are calculated according to the position's exemption status. For employees in nonexempt positions, time may be calculated as follows if the employee is assigned to a 40 hour workweek: •
The Overtime rate is one and a half (1 ½) times the employee's regular rate of pay. This is earned for each period of time actually worked in excess of 40 hours in a workweek. o As an example, if an employee in a non-exempt position actually works 42 hours in a regular, 40 hour workweek, the two additional hours will be paid at 1½ the regular rate of pay (or banked as comp time at 1-1/2 times the number of hours over 40. ■ An employee who has a regular rate of pay of$ 10.00/hr would earn either: $430.00 = ($10 x 40 hrs)+ ($15 x 2 hrs) or if comp time is chosen, the pay would be $400 for regular hours and 3 hours of comp time would be banked.
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Any Overtime hours worked in a workweek that do not exceed 40 hours actually worked will be calculated on an hour-for-hour basis and may be paid as straight time at the regular rate of pay or is accrued as compensatory time - straight. o As an example, an employee in a non-exempt position works an additional hour on Monday for a total of nine hours that day. The employee works eight hours on Tuesday, Wednesday, and Thursday for a total of 33 hours Monday through Thursday. The employee utilizes eight available vacation hours on Friday. The overtime worked on Monday is paid as one hour straight time. It does not qualify as overtime since actua l hours worked in the week were less than 40 hours.
Page 1 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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Therefore, an Employee who has a regular rate ofpay of $10.00/hour would earn: ($10 x 33 hrs) + ($ IO x 8 hrs vacation) = $410.00
Overtime hours may be calculated differently for uniformed employees. Fire Department employees do not receive overtime until the employee has actually worked more than 106 hours in a Pay Period. o Police Department employees who actually work more than 80 hours in a pay period. o These overtime rules do not apply to administration positions within these departments. o
Compensatory Time For employees in non-exempt positions, hours in excess of 40 hours for that week may be considered compensatory time. This includes all time on an employee's timesheet. Compensatory time must be agreed upon in writing (by email approval or other written agreement) before the work begins and will be accrued in lieu of overtime. Employees must get any time over 40 hours pre-approved by their supervisor. While time worked over 40 hours (or 80 or I 06) in a work period will either be paid overtime as detailed above or treated as compensatory time, any time not approved prior to working the hours can result in disciplinary action.
Compensatory - Overtime - This accrual occurs when the non-exempt employee physically works (is present at work) in excess of 40 hours in a week (except Fire Department employees who earn overtime after l 06 hours within a 14 day work period). Compensatory overtime is accrued at a rate of 1½. Compensatory - Straight Time - This accrual occurs when the non-exempt Employee works in excess of 40 hours in a week. Compensatory time which is accrued at a I :I rate straight time. If the employee has physically worked less than 40 hours but has more than 40 hours documented on the employee's timesheet (may be sick leave, vacation, or another form of leave) then the employee may be eligible for compensatory straight time. Straight-time comp time is an internal administrative practice and is not governed by the FLSA. The maximum balance accrual of compensatory time for employees in non-exempt positions is 120 hours. Employees whose compensatory time balance exceeds 120 hours will be scheduled for Leave (depending on operational needs) to use their accrued time off or paid out their balance as determined and authorized by the department's Director. Department Directors are responsible for monitoring and managing this balance. Directors can set lower but not higher limits for their departments or by division based on operational/staffing workloads. Employees who change positions from a non-exempt position to an exempt position will be paid out the balance of their accrued compensatory time within two pay periods of the transition. Employees who transfer from one non-exempt position to another non-exempt position in a different budget will be paid out the balance of their accrued compensatory time, from the budget they are transferring from, within two pay periods of the transition to minimize the financial burden to the new budget. Page 2 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employees in non-exempt positions who retire, resign, or otherwise separate employment are eligible to be paid for their entire balance of accrued but unused compensatory time. Payment will be made to the employee within two pay periods of their final check.
Page 3 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 4.07 Supersedes: Employee Handbook (Jan 2019) 1.2.01 City Council Approval Date: December 9, 2025
Pay Days This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish consistent and transparent guidelines for the distribution of employee pay, including the payroll schedule and related procedures. The City of Cibolo operates on a biweekly payroll schedule, consisting of 26 pay periods per calendar year. Employees are paid every other Friday for all hours worked during the two-week pay period that ends on the preceding Friday. If a payday falls on a holiday or non-business day, pay will be issued on the preceding business clay. An official payroll calendar is published annually by the People and Perfotmance Department, listing pay period start and encl dates and paycheck issuance dates. Employees are highly encouraged to use direct deposit to a financial institution of their choice, but is not mandatory. Employees may access their pay stubs and earnings statements electronically through the City's payroll portal. Each pay stub includes a breakdown of: • • • •
Gross earnings; Deductions (e.g., taxes, retirement contributions, benefits); Net pay; and Year-to-date totals
Any changes in federal withholding exemptions or direct deposit information should be made on the City's payroll portal. The People and Performance Department can also assist employees with these entries into the payroll portal to make these changes, Any errors or discrepancies in pay should be reported immediately to the People and Performance Department. Corrections will be made as promptly as possible, either through the next regular payroll or an off-cycle payment if necessary.
Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
The City will notify employees in writing of any wage overpayment resulting from a clerical, mathematical, or system error. The employee must authorize the deduction in writing before the City may recover the overpayment through payroll deduction. The City may offer repayment plans as needed. Final paychecks for separating employees will be issued in accordance with applicable state labor laws and may include: • •
Payment for hours worked through the last day of employment; Payout of accrued leave, if applicable, will follow the City's leave policies. All accrued compensatory time (comp time) must be paid out upon separation as required by the Fair Labor Standards Act.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: Janua11' 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 4.08 Supersedes: N/A City Council Approval Date: December 9, 2025
Payroll Deductions This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish clear and lawful guidelines for payroll deductions. Payroll deductions shall be administered consistent with the Fair Labor Standards Act (FLSA), Internal Revenue Service regulations, and all applicable state and federal garnishment laws. The following deductions are authorized and may be withheld from an employee's paycheck: Mandatory Deductions The following deductions are required by law: • • • • • • • • • •
Federal income tax; Social Security; Medicare; Texas Municipal Retirement System (TMRS); Court-ordered wage garnishments, such as child support; IRS tax levies (26 U.S.C. §6331); Federal student loan garnishments (34 CFR §34.19); Bankruptcy orders issued by a U.S. Bankruptcy Comt; Additional Medicare withholding for high-income earners (as required by IRS rules); and Any other mandatory deductions required by law.
Voluntary Deductions With written or electronic authorization through Employee Navigator or email communications with the People and Performance Department from the employee, the following voluntary deductions may be made: • Health, dental, and vision insurance premiums; Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: Janua11' 5, 2026
• Contributions to deferred compensation or retirement plans; • Premiums for voluntary benefits plans, such as voluntary life insurance, disability, health savings accounts, and flexible spending and dependent daycare accounts; and • Other deductions approved by the City of Cibolo. Deductions Not Allowed No deductions may be made from an employee's paycheck unless they are authorized by law, comt order, or voluntary written consent of the employee. Examples of prohibited deductions without written consent include: • • •
Damage or loss of equipment or uniforms; Cash sho1tages or discrepancies; and Cash advancements for payroll.
Garnishments Employees will be notified upon receipt of any garnishment order. The City will comply with federal limits on garnishments, which generally cap withholding at 25% of disposable earnings unless a different amount is required by law. Child suppo1t withholding will be administered in compliance with the Texas Office of the Attorney General guidelines and the Texas Family Code. If multiple garnishment orders conflict, the City will follow legally-required priority order. Authorization and Recordkeeping All voluntary payroll deductions require a signed authorization by the employee. These authorizations must be kept in the employee's personnel file and are valid until revoked in writing by the employee or upon termination of employment. Review and Adjustments Employees are responsible for reviewing their pay statements and repo1ting any discrepancies to the People and Performance Department within l O business days. Payroll errors, including overpayments or underpayments, will be corrected in the next payroll cycle where feasible. Overpayments may be rec ed with written notice to the employee.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 4.09 Supersedes: Employee Handbook (Jan 2019) 1.2.06 City Council Approval Date: December 9, 2025
Longevity Pay This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City has established Longevity Pay to recognize employees for their continued service with the City. Longevity Pay is awarded annually to all regular, full-time employees in the amount of $120 per year (minus appropriate payroll taxes and standard deductions), for each full year of continuous employment as of September 30th up to a maximum of 25 years. Payments will be issued between the first and second pay period of November. Temporary employment with the City will not be credited toward service time. Qualifying employees who terminate their employment with the City between September 30 and the payout date will have their Longevity Pay issued on their final paycheck. Employees who voluntarily terminate their employment with the City but return at a later date forfeit all longevity time previously credited and will commence as a new employee.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
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Number: 5.01 Supersedes: Employee Handbook (Jan 2019) 1.3.01 City Council Approval Date: December 9, 2025
Benefits Programs This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City offers group insurance programs on a voluntary basis to eligible employees and their dependents. While it is expected that benefits will continue, benefits are an annual expenditure, which is subject to approval each budget year by City Council, and the City reserves the right to change the insurance programs or discontinue them at any time. The effective date for group insurance coverage for newly hired, rehired, and newly eligible regular employees will be the first day of the calendar month following 30 days of full-time employment, provided the enrollment materials have been properly completed and submitted to the People and Performance Department in a timely manner. The effective date for dependents is: • • • • • •
the date the employee is eligible for coverage, if he or she has dependents who are eligible for coverage on that date; the date the employee's marriage for any dependents acquired on that date; the date of birth of the employee's natural born child; the date a child is placed for adoption under the employee's legal guardianship; the date which the employee incurs legal obligation for total or partial support 111 anticipation of adoption; or the date a covered employee's child is determined to be eligible as an alternate recipient under the terms of a medical child support order.
The coverage will remain in force until the next open enrollment period. Employees may not change their coverage before that time unless their family situation changes by a qualifying event including marriage, divorce, death of a spouse or child, birth, adoption, or change in dependent status of a child, or a change in spousal employment. Consequently, employees may not add or delete dependents or change insurance coverage except during open enrollment or as outlined above. Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Benefits Continuation The Consolidated Omnibus Budget Reconciliation Act of 1985 (COBRA) provides for continuation of medical, vision, and dental coverage for covered paiticipants should a qualifying employee or dependent's covered under the plan become ineligible for coverage as a result of the employee's termination (voluntary, involuntary, and/or retirement) or death, a divorce or legal separation of employee and spouse, or the employee's dependent child ceases to be a dependent child under the applicable requirements of the plan. Additional Benefits Employees may enroll in supplemental plans such as Flexible Spending Accounts for healthcare or dependent daycare, Cancer, Short- and Long-Term Disability, and additional Life insurance. These plans are voluntary, and the City only provides payroll deduction and no premium contributions for these plans. Life Insurance The City offers life insurance to regular, full-time employees at one time the employee's salary up to the contracted amount. IRS regulation requires the City to include the cost of life insurance coverage above $50,000 as taxable income to the Employee. Employees can purchase additional insurance policies through the City. In addition to the City offered life insurance, employees who are enrolled as Cibolo members of the TMRS retirement system will also receive a life insurance benefit. The TMRS benefit is one-time the employee's annual salary if the employee dies while an active City employee.
Fraud or Misrepresentation Employees and dependents who commit fraud or misrepresentation with regard to the use of group insurance plans could lose coverage as outlined in the respective benefit plan documents. In addition, the City will report all suspected cases of fraud to the appropriate law enforcement authorities to seek approR •• ate actions. Dependent verification may happen at any time.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
Number: 5.02 Supersedes: Employee Handbook (Jan 2019) 1.3.02 City Council Approval Date: December 9, 2025
Retirement This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship bet\veen the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment.
Texas Municipal Retirement System Effective upon employment, each employee in a regular position is required to become a member of Texas Municipal Retirement System (TMRS), which provides a defined benefit retirement plan established by Texas State Statue and is governed by the City. Employees' tax deferred contribution is 7% of employees' gross salaries. Additionally, the City contributes to TMRS on a monthly basis funds to match, at the time of retirement, employees' contributions plus interest earned, at a rate of 2-to-l match towards their monthly retirement benefit. Retirement eligibility is easily established by one of two ways: • •
Age 60 with at least 5 years of service; or 20 years of service at any age.
Employer contributions can only be accessed at retirement and a monthly annuity has been selected. Upon separation of employment or retirement, the employee has full access to their contributions plus interest earned for withdrawal, transfer to another deferred plan, or if eligible, a monthly annuity. Some penalties and tax deferments may apply. For additional information, please refer to the City's TMRS representative or visit their website at www.tmrs.org.
Additiona l Retirement Options The City may additionally offer employees access to one or more supplemental retirement savings programs, including but not limited to: • • •
457(6) Deferred Compensation Plans; Roth 457 Accounts; or Other qualified or non-qualified retirement savings plans as permitted by law.
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Participation in these programs is voluntary and intended to complement the TMRS retirement program. All contributions are subject to annual IRS limits, which may change annually. The City will inform employees of applicable limits at the beginning of each calendar year.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.03 Supersedes: Employee Handbook (Jan 2019) 1.3.06 City Council Approval Date: December 9, 2025
Employee Assistance Program (EAP) This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City has established the Employee Assistance Program (EAP) to provide free, confidential, and professional counseling assistance to all regular employees and their dependents. Procedural Referral
Employees may be directed to attend counseling as a requirement of employment where it is determined that this referral is appropriate as part of a performance improvement plan, disciplinary action, or workplace rehabilitation process. This approach is intended to provide supportive intervention in cases where personal, behavioral, or healtlMelated issues may be affecting workplace perfmmance, conduct, or safety. Session details are confidential and will not be released to the employer.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.04 Supersedes: N/A City Council Approval Date: December 9, 2025
Unemployment Insurance Program This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. ln accordance with the Texas Unemployment Compensation Act, employees who are separated from employment through no fault of their own (as examples, layoff, reduction in force, position elimination) may be eligible for unemployment benefits as determined by the Texas Workforce Commission (TWC). Eligibility for unemployment benefits is determined solely by the TWC. Employees terminated for misconduct, who resign voluntarily without good cause, or who fail to meet TWC's requirements may be denied benefits. The City strictly prohibits retaliation against any employee who applies for or receives unemployment benefits.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
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Number: 5.05 Supersedes: Employee Handbook (Jan 2019) 1.3.04 City Council Approval Date: December 9, 2025
Workplace Injury and Workers' Compensation This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this poliey as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to meeting the obligation under the Texas Workers' Compensation Act to provide medical, rehabilitation, and wage-replacement benefits to employees who sustain workrelated injuries or illnesses, and to meet the statutory requirements from Tex. H.B. 471, 88th Leg. (Tex. 2023). All work-related injuries and illness, whether eligible for the Salary Continuation Plan or not, are eligible under the Family Medical Leave Act (FMLA) and any time missed due to injury or illness will be counted concurrently toward the employee's FMLA allotment. This policy aligns with Tex. H.B. 471, 88th Leg. (Tex. 2023) and exceeds requirements of the Texas Workers' Compensation Act by providing a Salary Continuation Plan to supplement the temporary income benefits available under state law that do not provide full wage replacement. When an employee is injured within the course and scope of employment for the City, the employee is eligible for workers' compensation payments as follows pursuant to Title 5 of the Texas Labor Code: • • •
Reasonably required medical treatment; A statutory amount that provides a portion of the employee's average weekly wage while the employee is unable to work because of the injury for up to 104 weeks; and Additional moneta1y benefits for permanent disability suffered because of the on-the-j ob mJury.
Employees are required to notify their supervisor within 24 clock hours or as soon as is reasonably possible of any accidental on-the-job injury, occupational illness or disease. All supervisors are required to report incidents and accidents to the Workers' Compensation Coordinator within 48 clock hours of their employee notifying them of the accident or incident. Supervisors must ensure the Workers Compensation Coordinator receives the employee's first report of injury within 48 clock hours. Paid workers' compensation leave for medical appointments will be limited to two hours per Page 1 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
workday, unless documentation provided by the employee indicates the duration of the appointment was longer than two hours. Appointments should be scheduled during regular working hours when possible. Any appointments outside of the employee's regular work hours should be communicated with their supervisor and the Workers' Compensation Coordinator. Employees will be required to submit a release from the treating physician to return to work once ready to return to work. Work modifications in the release will be addressed with the employee's supervisor and the Workers' Compensation Coordinator. Under the Workers' Compensation Program, temporary income benefits (TIBS) do not begin until after the seventh day of absence form work due to an on-the-job injury. The employee may choose to use accrued paid leave to supplement the TIBS and remain in a paid status. Full-time Police and Fire employees covered under Tex. H.B. 471, 88th Leg. (Tex. 2023) and receiving weekly workers' compensation TlBS are eligible for the City's salary continuation. Salary Continuation for Police and Fire covered under Tex. H.B. 471, 88th Leg. (Tex. 2023) remains in place for up to one year for each on-the-job injury during the 12-month period after the date of injury. Once an employee has been assessed at Maximum Medical Improvement through the workers' compensation process, they are no longer eligible for Salaiy Continuation. For Police and Fire employees covered under Tex. H.B. 471, 88th Leg. (Tex. 2023), the People and Performance Director or their designee may require an employee to submit to examinations at the City's expense by a physician or psychologist as a condition of receiving or continuing to participate in the City's salary Continuation Program. These examinations are separate from and in addition to any medical treatment secured by the employee under Workers' Compensation laws. Police and Fire employees covered under Tex. H.B. 471, 88th Leg. (Tex. 2023) forfeit eligibility for participation in the Salary Continuation Program if the employee: • • • • • • •
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Fails to report the on-the-job injmy as per this policy and receive such medical treatment as may be necessary; Repeatedly fails to keep medical appointments; ls found to be working another job; Retires, resigns, is dismissed for any reason, or dies; Refuses to submit to examination or diagnostic tests or procedures recommended as medically or psychologically necessary by the provider; Fails to follow, refuses to comply with, disregards, or violates the treating physician's instructions regarding treatment of the on-the-job injury; Refuses to perform transitional (limited, partial, or part-time) duty when such has been authorized by the treating physician and offered by the employee's Department Director or the Director of Human Resources; Falsifies or misrepresents physical condition or capacity; Refuses to return to regular duty on the working day after the employee has been released to regular duty by the treating physician; Fails to contact the immediate supervisor on a weekly basis and the City's Workers' Compensation Coordinator on a bi-weekly basis to discuss condition and expected return to work date; Has been injured because of the employee's own willful misconduct, gross negligence, or
Page 2 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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is in violation of safety procedures/rules; or Is receiving benefits through any City's disability income plans or through TMRS rograms.
Page 3 of3 City Council Approval Date: December 9, 2025
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Effective Date: Januaiy 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.06 Supersedes: Employee Handbook (Jan 2019) 1.4.01 City Council Approval Date: December 9, 2025
Leave Administration This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City provides Leave for all of its regular Employees as outlined in the City's Employee Leave Benefits Policies. It is the responsibility of the Department Director and their designee to administer leave benefits in accordance with these policies. Authority to approve leave requests is accompanied by the responsibility for verifying that leave granted is available, consistent with policy and justifiable. Leave Requests Each Department Director may establish reasonable rules for employees to request and schedule leave. Employees should provide as much advance notice as practicable for non-emergency leave. Requests for foreseeable vacation or personal leave should generally be submitted at least five working days in advance. This requirement does not apply to FMLA leave, ADA accommodations, USERRA military leave, workers' compensation leave, pregnancy-related medical leave, or mental health leave for first responders. The department should respond (approve, deny, tentatively approve) to each request for leave within a reasonable time not to exceed five working days. Leave shall be requested and charged in a minimum of one quarter (15 minutes) hour increments. Each Department Director or their designee should accurately record leave requests, authorizations, and designations. Employees' leave balances are available through the City's timecard program to assist employees and Department Directors with assuring leave time is available before approving •
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.07 Supersedes: Supplemental Policy 1.4.09 dated November 2024 City Council Approval Date: December 9, 2025
City Holidays This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City grants time off from work with pay for each holiday for regular, full-time employees. The holiday calendar will be included in the budget process each year and will be distributed to employees by the People and Performance Department no later than September 15 each year. Thirteen holidays are normally designated each year and include: New Year's Day MLKDay Presidents' Day Memorial Day Good Friday Juneteenth Independence Day
Labor Day Veteran's Day Thanksgiving Day Friday after Thanksgiving Christmas Eve Christmas Day
Floating Holiday In addition to the above holidays, all regular, full-time employees will have one Floating Holiday loaded to their leave account on October 1st each year. Employees hired after October l st will receive one (1) Floating Holiday on October 1st of the following year. This Floating Holiday can be used by employees at any time during the year, using the same time-off approval process that is already in place. The Floating Holiday not used by September 30th of each year will be removed. The Floating Holiday will not be paid out if unused, nor if the employee terminates from the City. Provisions The City may add, change, or delete the City's observed holidays. The following provisions shall apply at holidays:
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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As many employees as reasonably possible, at the discretion of the City Manager, shall be given each observed holiday off consistent with the maintenance of essential municipal functions; Regular, full-time employees, whose normal workweek is 40 hours per week or 80 hours per pay period, will be allowed a paid holiday equal to eight hours at the employee's regular rate of pay. No "hours worked" will be reflected on the employee's timesheet for holidays for which the employee is paid and does not work; Regular, full-time uniformed Fire Department personnel will be allowed a paid holiday equal to 11.2 hours at the employee's regular rate of pay. No "hours worked" will be reflected on the employee's timesheet for holidays for which the employee is paid and does not work; Employees who are scheduled for and who actually work on the actual holiday (not observed holiday) shall receive a holiday premium of $2.00 per hour to their Regular Rate of pay. Employees who are scheduled for and who actually work on the observed holiday shall receive holiday pay for such holiday and shall also be paid their regular pay for the time worked; Regular, patt-time, and temporary/seasonal employees will be given a holiday off without pay; Actual holidays which fall on a Saturday will normally be observed on Friday or the business day before the holiday and actual holidays which fall on a Sunday will normally be observed on Monday or the business day after the holiday; A non-exempt employee with an unauthorized absence on the workday immediately preceding or immediately following an observed or actual holiday shall forfeit holiday pay; An observed holiday falling within an employee's approved time off (vacation, sick leave, etc.) shall not have the holiday leave charged against their vacation or sick leave; The Fire Chief has designated that Fire Department employees observe Patriot Day, September 11th, on the first Monday in September as a holiday in lieu of Labor Day.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.08 Supersedes: Supplemental Policy 1.4.07 dated April 2024 City Council Approval Date: December 9, 2025
Vacation Leave This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. Any change affecting accrual, carryover, or forfeiture of Vacation Leave will be communicated to employees in advance whenever practicable. The City provides paid time away from work under its annual Vacation Leave policy to regular, full-time employees to promote good physical and mental health. Supervisors will consider employee preferences when possible; however, Vacation Leave approval is subject to operational needs, minimum staffing requirements, training needs, emergencies, or other legitimate business reasons. Departments must maintain adequate staffing at all times. Therefore, vacations must be scheduled in advance by at least 7 calendar days, unless waived for operational reasons and with prior approval of the supervisor. Earning Rates All regular, fu ll-time employees accrne Vacation Leave on a bi-weekly basis. The annual accrual rates for regular, full-time employees are as follows:
Tenure
Regular Bi-Weekly Accrual
Director Bi-Weekly Accrual
< 1-5 years >5-10 vears > 10-15 years >15 years
3 .07 hours 4.61 hours 6.15 hours 7.69 hours
4.61 hours 6.15 hours 7.69 hours 9.23 hours
Uniformed Firefighter Bi-Weekly Accrual 6.46 hours 6.46 hours 8.61 hours 10.77 hours
Uniformed Police Bi-Weekly Accrual 4.61 hours 4.61 hours 6.15 hours 7 .69 hours
Maxim um Accrual Employees may not carry more than 240 hours Vacation Leave beyond the end of each fiscal year Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
(firefighter maximum accrual is 336 hours). Any Vacation Leave above these maximum carryover limits shall be removed from the employees' balance if not taken by September 30st of each year. The City Manager may grant an extension under extraordinary circumstances to prevent an undue hardship for an employee or department. All Department Directors or their designee should ensure that, whenever possible, Vacation Leave will be scheduled for use by an employee to prevent any loss of accrued Vacation Leave. Departments should review their balances qua1terly. However, employees are ultimately responsible for requesting time off. Payment at Separation Payment of Vacation time in lieu of actually taking Vacation shall only be permitted upon separation of employment. Upon separation, an employee shall be paid in a lump sum for all accrued and unused Vacation time. The rate of pay shall be that in effect on the date of separation. Payout upon separation shall not exceed the employee's accrual cap as of the date of separation. Vacation Leave payout is not available to an employee terminated for gross misconduct, fraud, or theft of City property unless otherwise required by State law or the City's ordinances. Break In Service If an employee voluntarily resigns from the City and is later rehired, the employee's original hire date (adjusted start date) will be recalculated as follows: • •
The period of separation (the entire time the employee was not employed by the City) will be subtracted from the original hire date. The resulting adjusted date will become the employee's new official start date for all purposes (e.g., seniority, longevity pay, vacation accrual, service awards, etc.).
Example Original hire date: January I, 2015 Voluntary resignation: June 30, 2022 Rehired: July I, 2024. Time away= 2 years exactly New adjusted hire date= Janua1y I, 2017 The employee will be credited with service only up to the resignation date plus service from the rehire date forward. No bridging of service occurs for voluntary terminations.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.09 Supersedes: Employee Handbook (Jan 2019) I .4.02 City Council Approval Date: December 9, 2025
Administrative Leave This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. Employees may be granted Administrative Leave with pay at the discretion and approval of their Depa1tment Director. The Department Director may place an employee on Administrative Leave in situations where it is in the best interest of the City. Some of the reasons for Administrative Leave may include the following: • • • • • •
• • • •
Examinations relating to the employee's job; Registration to vote; Voting; Participation in City encouraged activities; An Official Funeral; Emergency situations which require the department to immediately remove an employee from a work location and before any adverse action has been initiated (this includes situations where there is an immediate threat to City property or the well-being of the employee, a co-worker, or the public); During investigations into potential employee wrongdoing when it is in the best interest of the City to have the employee off the job; Suspending normal operations of the City or a department because of events beyond the control of the City; Closure of a department for managerial reasons; and On-duty incidents as defined in departmental policies.
Termination Administrative Leave may not be used as severance pay in cases of employee termination. Emergency Situations There may be occasions for employees to be granted Administrative Leave for reasons directly Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
resulting from severe weather conditions, emergencies involving City buildings, or other unexpected reasons. In cases where notification has been issued Citywide for employees to arrive at a specified later time or not to report to work, Administrative Leave will be used to designate such absences. In cases where notification has not been issued and employees miss work, the employee will have their salary adjusted for the lost time if no paid time is available.
Page 2 of2 City Council App1·oval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.11 Supersedes: 1.4.10 dated August 2023 City Council Approval Date: December 9, 2025
Sick Leave Pool This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo may establish a Sick Leave Pool which may provide a source of additional paid Leave to an Employee if a catastrophic illness or injury forces an Employee to exhaust all earned Leave and go into a non-pay status.
Eligibility Participation in the Sick Leave Pool is voluntary. Eligible employees may donate a minimum of eight hours up to 80 hours of Sick Leave per fiscal year. Employees who donate during any fiscal year are considered contributing members for that fiscal year. Employees may not be coerced, pressured, or intimidated to donate. Retaliation for donating or refusing to donate is prohibited.
Application Requirements An employee wanting to apply to receive sick leave benefits from the Sick Leave Pool must meet the following requirements: • • • •
• •
The employee must be out of work for a minimum of 30 calendar days due to a catastrophic illness or injury; The employee may not have any accrued paid leave available, including time accrued while participating in the sick leave pool; The employee must be a regular, full-time employee who has been continuously employed with the City for at least 12 months; The employee 's catastrophic illness or injury may not be a result of activity that is in the course of employment with the City. However, the employee may apply for benefits if the catastrophic illness or injury is unrelated to a compensable workplace injury; The employee must not be receiving Worker's Compensation benefits; If the employee's condition qualifies under the FMLA, Sick Leave Pool hours will run
Page 1 of2 City Council Approval Date: Dccem ber 9, 2025
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Effective Date: January 5, 2026
•
•
concurrently with FMLA leave; Medical documentation shall be submitted directly to the People & Performance Department and kept in a confidential medical file separate from personnel records. Supervisors may not receive medical diagnoses; and The employee must turn in a completed application to the People and Performance Depa,tment.
Review/Approval Process Decisions will be equitable, consistent, and without discrimination. When an application for the Sick Leave Pool is received by the People and Performance Department, the City Manager will review the application to determine approval or denial on a case-by-case basis based on the criteria of the law and policy. The City Manager makes the final decision on all Sick Pool applications. Time granted from the Sick Leave Pool is not guaranteed. If benefits are denied or discontinued, the City will provide the employee written reasons for the decision. The City has the right to rescind the offer of Sick Leave Pool usage for any reason at any time, but particularly when abuse is suspected, or when there is no prognosis of return to work. Donation at Separation An employee who is voluntarily separating from employment with the City may, at their sole discretion and without solicitation or recommendation from the City, donate all or a portion of their unused accrued sick leave to the City's Sick Leave Pool. This donation must be initiated solely by the employee. Employees involuntarily separating from the City are not permitted to donate any time to the Sick Leave Pool. Decisions to allocate Sick leave Pool resources to eligible employees will be equitable, consistent, and without regard to employee classification or any other legally impermissible reason. Changes affecting eligibility or access to the Sick Leave Pool will be communicated in advance whenever practicable.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
~~<~ . ~.
CITY OF CIBOLO Paid Parental Leave Request Form
1-c X ,- 'i,
Employee Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Date: _ _ _ _ _ _ __
Department: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Qualifying Event: Please select the qualifying event for which you are requesting Paid Parental Leave: D Birth of a child D Adoption of a child D Foster placement of a child Child's Estimated or Actual Date of Birth/Placement:
------------
Leave Request Details • Requested Start Date of Paid Parental Leave: _ _ _ _ _ _ _ _ _ _ _ _ __ •
Requested End Date of Paid Parental Leave: _ _ _ _ _ _ _ _ _ _ _ __
Does the other parent of the child also work for the City? □ Yes □ No
If Yes, please provide:
• •
Other Parent's Name: - - - - - - - - - - - - - - - - - - Department: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Are you 1·equesting concurrent leave with the other parent? □ Yes □ No
(Concurrent leave may be subject to approval depending on operational needs.)
FMLA Coordination with Paid Parental Leave
If applicable, Paid Parental Leave will nm co11c11rre11tly with FMLA leave. •
Have you requested FMLA for this event? □ Yes □ No
If No, the People and Performance Department will review eligibility and contact you if FMLA applies.
Appendix I Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employee Aclmowledgement: I certify that the information provided in this form is accurate. I understand that Paid Pa.-en_tal Leave is subject to eligibility verification and that I may be required to provide additional supporting documentation. I acknowledge that falsifying info1·mation may result in denial of leave and/or disciplinary action. Employee Signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Date: - - - - - -
PEOPLE AND PERFORMANCE DEPARTMENT USE • Date Received: - - - - - - - - - - • Employee Eligibility Verified: □ Yes □ No
•
Paid Parental Leave Dates Approved: From _ _ __ __ _ _ _ To _ _ _ _ _ _ _ __
•
FMLA Coordination (if applicable): □ FMLA Eligible □ FMLA Not Eligible □ FMLA Notice Sent
People and Performance Representative Name: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __ Signature: _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ __
Date: _ _ _ _ _ _ _ __
Copy of this completed form sent to employee on (date): _ _ _ _ _ _ _ _ _ __
Appendix I Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.12 Supersedes: 1.4.12 approved March 26, 2024 City Council Approval Date: December 9, 2025
Paid Parental Leave This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any pat1 of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City provides two weeks of Paid Parental Leave to full-time employees who have been employed with the City for one year following the birth of an employee's child or the placement of a child with an employee in connection with adoption or foster care. This time is for parents to bond with their new child, adjust to their new family situation, and balance their professional obligations. Approved Paid Parental Leave must be taken following the birth, adoption, or placement of a child with the employee and must be used in one continuous period of leave. Any unused Paid Parental Leave will be forfeited upon return to work. Employees must provide at least 30 days' advance notice to the Director of People and Performance or their designee when the need for leave is foreseeable. If 30 days' notice is not possible due to medical or placement circumstances, notice must be provided as soon as practicable. If two parents who share responsibility for the same child are both employed by the City, each eligible employee is entitled to up to two weeks of Paid Parental Leave individually. However, to supp011 operational needs, the City may require that the employees take their Paid Parental Leave at separate times, unless both Department Directors approve concurrent leave. Employees must notify their respective supervisors as early as possible to coordinate schedules. Employees wishing to use Paid Parental Leave must complete the Paid Parental Leave Request Form (Appendix I). If the employee is eligible for FMLA, the City will provide the required FMLA forms and the leave will run concurrently. Paid Parental Leave will not impact other paid leave an employee has accrued, and the employee will continue to accrue leave while on Paid Parental Leave status.
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
If the employee is eligible for FMLA, Paid Parental Leave will run concurrently with qualifying FMLA leave, consistent with federal law. In no case will an employee receive more than two weeks of Paid Parental Leave per birth, adoption, or placement event, and not more than two weeks in any rolling 12-month period. If a City holiday occurs during Paid Parental Leave, the employee will receive holiday pay in accordance with Cit Iicy; he holiday will not extend the length of Paid Parental Leave.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.13 Supersedes: Employee Handbook (Jan 2019) 1.4.03 City Council Approval Date: December 9, 2025
Bereavement Leave This policy does not constitute an employment contract or a guarantee of continued employment. The City of Cibolo (City) reserves the right to change the provisions of this policy at any time. Nothing in this policy limits the City Manager's authority to establish or revise internal policies and procedures. This policy guides the operations of the City and does not create a legally enforceable interest for employees or limit the City Manager's authority to terminate an employee at will. The City of Cibolo provides employees with Bereavement Leave to be granted in the occurrence of the death of an employee's immediate family member. Immediate family includes the employee's spouse/significant other, children, stepchildren, foster children legally placed by a State agency, an adult who raised the employee in absence or death of the employee's parents, father, stepfather, mother, stepmother, brother, stepbrother, sister, stepsister, grandparent, grandchild, parents of the employee's spouse, spouses of the employee's children, siblings of the employee's spouse, and grandparents of the employee's spouse. A non-uniformed employee (see department procedures for Uniformed Personnel) may be granted Bereavement Leave for a period not to exceed three days or 24 hours. To assist employees with planning, Bereavement Leave does not need to be used consecutively. Bereavement Leave must be used within a reasonable timeframe following the death or funeral and may not be used intermittently without Department Director approval. An employee who is on an unpaid status is not eligible for Bereavement Leave and will remain in an unpaid status. An employee who is on Vacation Leave may be granted Bereavement Leave if a death occurs during the employee's scheduled vacation. Bereavement Leave will replace Vacation Leave only for the approved period. The employee must notify the supervisor as soon as practicable. Part-time and temporary employees are not eligible for paid Bereavement Leave but may request Leave Without Pay subject to supervisor approval. Additional time off beyond the Bereavement Leave allotment may be approved by Department Director or their designee, through use of the employee's available Vacation, Sick, Comp Time, or Leave Without Pay, subject to Department Director approval. At the discretion of the Department Director or their designee, an employee may be required to provide proof of death and/or family relationship. Acceptable documentation may include an obituary, funeral program, memorial notice, or other reasonable proof.
Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.14 Supersedes: Employee Handbook (Jan 2019) 1.4.11 City Council Approval Date: December 9, 2025
Inclement Weather Leave This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to outline procedures and expectations for City employees during inclement weather or emergency conditions. This policy ensures that essential services are maintained while prioritizing the safety of employees and the public. When the City Manager or their designee determines that it is unsafe for employees to travel to work, an Inclement Weather Day or delayed opening time may be declared. The City Manager or their designee may also declare early dismissal during the workday due to worsening weather conditions. In these instances, regular full-time non-exempt employees shall be entitled to Inclement Weather Pay equal to the employee's regular rate of pay. Salaried exempt employees will receive their full salary for any week in which the City closes due to inclement weather, consistent with the FLSA salary-basis rule. Employees who are not working on an Inclement Weather Day should use the Inclement Weather Leave pay code; no hours worked will be reflected on the employee's time sheet for designated Inclement Weather time where an employee is paid Inclement Weather Leave and does not work. Employees who are authorized and equipped to telework may be required to perform their duties remotely during an inclement weather event, at the discretion of their supervisor. Iftelework is not feasible due to the nature of the work or due to loss of power/internet, Inclement Weather Leave may be granted. Non-exempt employees required to work during a declared closure will be paid for actual hours worked at their regular rate, and Inclement Weather Leave will be provided for the closure hours they were scheduled but did not work. Overtime will be calculated according to the FLSA. A regular full-time non-exempt employee who is normally scheduled to work but who is instructed by their supervisor to not come to work due to a declared Inclement Weather Day or delay to the start of the workday will be credited with (straight weather) administrative time.
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employees may be authorized to use their paid leave (Vacation or Comp) for an absence due to inability to come in to work when an inclement weather day is not declared. Scheduled absences (vacation, comp time, or sick leave) that coincide with a declared closure will not be charged against the employee. Inclement Weather Leave will be applied instead A regular full-time employee scheduled to be absent during the Inclement Weather Day will still receive credit for the weather day and it shall not be charged against the employee. Temporary and part-time employees may be given time off without pay. This policy does not apply to Public Safety Employees (Fire and Police uniformed staff) and/or employees who are designated as critical or essential on their job description when they arc ordered to attend work.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: Janua11' 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.15 Supersedes: Employee Handbook (Jan 2019) 1.4.04 City Council Approval Date: December 9, 2025
Jury Duty and Witness Duty This policy does not constitute an employment contract or a guarantee of continued employment. The City of Cibolo (City) reserves the right to change the provisions of this policy at any time. Nothing in this policy limits the City Manager's authority to establish or revise internal policies and procedures. This policy guides the operations of the City and does not create a legally enforceable interest for employees or limit the City Manager's authority to terminate an employee at will. Departments shall grant an employee's request for leave for Jury Duty and Witness Duty under the following circumstances: •
•
The employee is appointed to serve on a grand jury or required by court order to appear as a prospective juror in a federal, state, county, or municipal court on a day and during the hours that the employee is normally scheduled to work; or The employee is required by subpoena or court order to appear as a prospective witness in a federal, state, county, or municipal court on a day and during the hours the employee is normally scheduled to work.
The City will provide paid leave when an employee is required by subpoena or court order to appear as a witness in a matter directly related to the employee's official duties or in response to a subpoena arising from events encountered while performing City business. Employees shall submit a copy of the employee's summons to appear as a potential juror or a copy of the employee's subpoena to appear as a potential witness. Witness appearances related to purely personal matters (e.g., divorce, custody, civil disputes, criminal cases unrelated to City employment) are not eligible for paid leave and may be covered using vacation, comp time, or unpaid leave. Employees will be compensated for the number of hours they were scheduled to work during the period of jury duty or required court appearance, consistent with FLSA requirements for exempt and non-exempt employees.
Return to Work Employees released from jury or witness duty with sufficient time remaining in their scheduled shift should return to work, unless doing so would be unreasonable based on travel time, fatigue, safety considerations, or other operational factors . Exempt employees' pay may not be reduced for partial-day absences.
Witness Regarding Official Acts Employees of the City who provide testimony in connection with the pe1formance of an Official Act shall count the time spent as hours actually worked and may not receive any form of Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
compensation from outside sources for those services. Any funds received from outside sources for five or more days of service shall be turned in to Finance for appropriate deposit with the City. This does not include standard juror compensation paid under Texas Government Code Chapter 61, which the employee may retain. Employees may not accept expert witness fees, per-diem stipends, or compensation for testimony relating to their City employment unless expressly authorized in writing by the City Manager. Refusal to do so may result in adverse disciplinary action.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.16 Supersedes: Employee Handbook (Jan 2019) 1.4.05 City Council Approval Date: December 9, 2025
Military Leave This policy does not constitute an employment contract or a guarantee of continued employment. The City of Cibolo (City) reserves the right to change the provisions of this policy at any time. Nothing in this policy limits the City Manager's authority to establish or revise internal policies and procedures. This policy guides the operations of the City and does not create a legally enforceable interest for employees or limit the City Manager's authority to terminate an employee at will. The City of Cibolo is committed to providing Military Leave in accordance with Texas Government Code §437.202 and the Uniformed Services Employment and Reemployment Rights Act (USERRA).
Reservists Every employee who is an actively participating reservist of the U.S. Armed Forces, member of the National Guard, members of the State Military Forces, or members of any of the Reserves Components of the Armed Forces is entitled to a Leave of Absence from duties, without loss of pay, time, or efficiency rating for not more than fifteen working days in any fiscal year (October 1 through September 30), for active duty service or for training. Military Leave will be charged only to regular workdays. Non-workdays, during a period of Military Leave, do not count against the total allowable Military Leave. Paid Military Leave does not reduce any accrued leave balances. Any unused portion of the 15 days does not carry over to the next fiscal year.
Emergency Leave for State Duty If the Governor of Texas calls a member of the Texas Military Forces to state active duty in response to an emergency: • • •
The employee is entitled to unlimited paid leave without loss of time, vacation, or salary, per Texas Government Code§ 437.209. This leave is separate from the 15-day limit for training or federal duty. Employees continue to accrue leave during paid state emergency duty.
Extended Active Duty Military Leave Employees performing extended federal active duty will be placed on military leave consistent with USERRA. Employees may elect, but cannot be required, to use accrued vacation or compensatory time.
Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employees shall present active duty orders with any request for such leave. Extended Active Duty Military Leave shall represent continuous service so long as the military service conforms to provisions as specified by the Veterans' Reemployment Act.
Benefits Continuation During military leave, employees may continue health insurance coverage for up to 24 months (under COBRA). The City will continue health insurance at active-employee rates for the first 31 days of military service, per USERRA §4317. Employees on paid military leave continue to accrue leave. Leave accrual may pause only during unpaid military leave.
Retirement Benefits Employees who leave their deposits with the retirement system while on Military Leave shall retain their membership in the retirement system. Upon reemployment, the City must fund the employer pmtion of missed retirement contributions, and employees may make up employee contributions under USERRA timing rules. The rules and regulations of the retirement system and federal law shall be applicable.
Re-employment Rights Under the USERRA, employees returning from military duty are entitled to: • • • •
Be returned to the 'escalator position,' meaning the position the employee would have held, with reasonable certainty, if not for the period of milita1y service; If the employee has a service-connected disability, the City must make reasonable efforts to accommodate and place the employee in a position they are qualified to perform. Reinstatement of benefits as if continuously employed; and No loss of pay, seniority or status due to military leave.
To be eligible, the employee must: • • •
Provide advance notice of the military service (unless impossible or unreasonable); Be released from military service under honorable conditions; and Report back to work or apply for reemployment within USERRA's timeframcs.
Employees taking Military Leave will not be disadvantaged in employment, reemployment, retention, promotion, or bene 1t of employment due to such service.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
0 f'
C/
0 «
'.
....
CITY OF CIBOLO Employee Handbook Policy
Number: 5.17 Supersedes: N/A City Council Approval Date: December 9, 2025
•
Mental Health Leave for Police and Fire This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish guidelines for mental health leave for police officers and firefighters in compliance with Texas law (Chapter 614.015 of the Texas Local Government Code), providing clear guidelines for accessing paid leave following traumatic events experienced in the line of duty. This policy applies to all foll-time police officers and firefighters employed by the City. A traumatic event includes any event the police officer or firefighter subjectively perceives as traumatic and that occurs in the course and scope of employment. This includes, but is not limited to, events involving death, violence, abuse, severe injury, exploitation, or other distressing experiences encountered during emergency response or public safety duties. Police officers and firefighters who experience a traumatic event while on duty are eligible for mental health leave without a deduction in salary or other compensation. The City shall provide at least three days of mental health leave per qualifying incident, as required by § 614.015. Supervisors may authorize additional administrative leave based on operational needs, EAP recommendations, or ongoing traumatic exposure. Employees must submit a written request for mental health leave as soon as practicable. The request must state that the employee experienced a traumatic event while performing official duties. No additional details, medical documentation, or proof of the traumatic event may be required. Once supervisors receive the request, they should fmward the request to the Director of People and Performance for review. Supervisors shall forward the request to the Director of People & Performance for administrative approval. No medical documentation, diagnosis, or verification from a mental health professional may be required as a condition of granting leave, consistent with§ 614.015. All requests and related documentation will be handled with strict confidentiality, maintained separately from the employee's personnel file, and disclosed only as permitted by law.
Page 1 of2 City CouneilApproval Date: December 9, 2025
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Effective Date: January 5, 2026
Employees will not face retaliation or adverse employment actions for requesting or taking approved mental health leave.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.17 Supersedes: N/A City Council Approval Date: December 9, 2025
Leave of Absence for Police and Fire Line-of-Duty Injury or Illness This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. This policy establishes guidelines for providing injury or illness leave to peace officers and fire fighters employed by the City who sustain line-of-duty injuries or illnesses, in compliance with Chapter 177A of the Texas Local Government Code. The City is committed to supporting its peace officers and fire fighters during recovery while ensuring operational continuity and fiscal responsibility. This policy adheres to the statewide minimum requirements under Chapter 177A. This policy applies to all full-time, paid peace officers who hold a license issued under Chapter 1701 of the Texas Occupations Code and regularly serve in a professional law enforcement capacity for the City, including the Chief of Police. It does not apply to volunteer officers, parttime employees, or other city personnel unless otherwise specified by law. This policy applies to all full-time, paid firefighter employees who regularly serve in a professional fire capacity for the City, including the Fire Chief. It does not apply to volunteer officers, part-time employees, or other city personnel unless otherwise specified by law. A Line-of-Duty Injury or Illness means an injury or illness sustained in the course of performing official duties, as defined in Texas Local Government Code §177A, regardless of compensability under Workers’ Compensation. This Line-of-Duty Injury or Illness also applies to Temporary Disability, a condition resulting from a line-of-duty injury or illness that temporarily prevents the peace officer from performing their regular duties but allows for potential recovery and return to service. Leave of Absence for Line-of-Duty Injury or Illness Initial Leave Period: A peace officer who sustains a line-of-duty injury or illness shall be granted a paid leave of absence with full pay (including base salary and any applicable incentives or allowances). This leave shall continue for up to one year unless the officer returns to duty sooner. During the statutory one-year period, the officer shall receive full pay and full benefits, and Workers’ Compensation income benefits shall be supplemented by the City so the officer receives no less than full regular pay. Page 1 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Extension of Leave: After the one-year period required by Chapter 177A, the City may consider additional paid or unpaid leave based on medical documentation, operational needs, ADA requirements, and applicable personnel policies. At the end of the initial one-year leave period, the City Manager may, at their discretion, extend the leave at full pay or reduced pay (not less than 60% of the officer's regular salary, unless otherwise specified). Extensions shall be evaluated on a case-by-case basis, considering medical documentation, departmental needs, and available resources. If the peace officer remains disabled after the initial leave and any approved extension, they may elect to use accumulated Sick Leave, Vacation Leave, Compensatory Leave, or other accrued benefits before being placed on temporary unpaid leave. Any paid leave used after the expiration of the one-year statutory period shall be voluntary and shall not reduce the officer’s rights under the ADA or FMLA. If all paid leave options are exhausted, the peace officer shall be placed on temporary unpaid leave until recovery or further determination of status. Benefits under this policy shall be coordinated with Workers' Compensation benefits under Chapter 408 of the Texas Labor Code. Any workers' compensation income benefits received shall offset the City's paid leave to avoid duplication, but the total compensation shall not exceed the officer's regular full pay during the initial leave period. The City shall comply with all reporting and claims requirements under the Texas Workers' Compensation Act. Light Duty Assignment If a peace officer is temporarily disabled but medically cleared to perform light duty tasks if available. Light duty assignments are temporary transitional assignments and will be evaluated through the ADA interactive process. Light duty is not guaranteed and will be based on operational needs, medical restrictions, and essential job functions. Light duty assignments shall: • • • •
Be consistent with the officer's medical restrictions; Not exceed the officer's capabilities; Be assigned at the discretion of the Police Chief, in consultation with medical professionals and with coordination of the People and Performance Department. Light duty will not exceed 180 days unless extended through an ADA accommodation analysis.
Other department personnel may voluntarily assume additional duties to cover for the officer on light duty or leave, but no officer shall be required to perform overtime solely for this purpose. Return to Duty and Reinstatement Upon recovery from the injury or illness, the peace officer must provide medical certification from a qualified physician confirming their ability to perform the essential functions of the position, with or without reasonable accommodation, consistent with the ADA. After recovery, the peace officer shall be reinstated to their previous position or an equivalent position at the same rank, pay, and seniority level held prior to the leave. Seniority shall continue to accrue during the leave period. If the peace officer is unable to return to duty after exhaustion of all leave options, the City may initiate separation proceedings in accordance with applicable laws and personnel policies, Page 2 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
including consideration for disability retirement if eligible. Any separation for medical inability to return to work will follow ADA requirements, including interactive process documentation and consideration of reasonable accommodation. Procedures a. Reporting: Peace officers must report any line-of-duty injury or illness immediately to their supervisor and file a Workers' Compensation claim within the required timeframe. b. Medical Evaluation: The City may require independent medical examinations to verify the injury, determine the leave duration, or assess fitness for duty. c. Documentation: All leave requests, extensions, and returns to duty must be documented in writing, with copies provided to the officer, the People and Performance Department, and the Cibolo Police Department. d. Appeals: Any disputes regarding leave determinations may be appealed through the City's grievance process. This policy complies with Chapter 177A of the Texas Local Government Code and shall be interpreted consistently therewith.
_____________________________________ Wayne Reed, City Manager
Page 3 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 5.19 Supersedes: N/A City Council Approval Date: December 9, 2025
Leave Without Pay This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish clear guidelines for the use of Leave Without Pay (L WOP) for City employees. This policy ensures consistent and equitable administration of leave and maintains accountability in workforce management. Leave Without Pay may be granted when operationally feasible. Employees may be required to use applicable paid leave before entering LWOP except where prohibited by the ADA, Title VII religious accommodations, USERRA, workers' compensation requirements, or other protected leave laws. Leave Without Pay is not an entitlement and is subject to approval by the City Manager at the recommendation of the employee's Department Director, based on the operational needs of the department and the circumstances of the leave request. L WOP may not exceed 30 calendar days unless extended based on operational needs approved by City Manager or as required under ADA accommodations, workers' compensation leave, USERRA, FMLA, pregnancy-related conditions, or other job-protected leave laws. Requests for L WOP must be submitted in writing to the employee's supervisor and must include: • •
The reason for the request; and The anticipated duration of the leave.
Supervisors may not request or require medical diagnosis details; medical certification must be handled only through the People & Performance Department consistent with ADA and FMLA confidentiality requirements. The employee's supervisor will review the request and submit to the Department Director. Once the Director reviews the request and makes a recommendation for the employee entering L WOP status, the Director shall submit the form to the People and Perf01mance Director for City Manager review.
Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Employees on L WOP do not accrue paid leave except as required under USERRA, Workers' Compensation laws, or other job-protected leave statutes. Service time and benefit accrual will be credited in accordance with applicable federal and state law Health and other insurance benefits may be affected during L WOP. Employees must coordinate benefit continuation with the People and Performance Department. Insurance continuation, premium payments, and COBRA rights will be administered consistent with ACA, COBRA, and FMLA requirements. Employees will receive required written notices before any lapse in coverage. Leave Without Pay does not guarantee job protection unless the leave qualifies under federal or state job-protected leave laws. Nothing in this policy alters job protections for military leave under USERRA, workers' compensation leave under Texas law, pregnancy accommodations, mental health leave for first responders, or leave considered a reasonable accommodation under the ADA. Failure to return to work at the expiration of the approved L WOP period may result in disciplinary action, up to and including termination. This section does not apply to employees with an approved FMLA claim and/or their leave qualifies under federal or state job-protected leave as stated herein. Exceptions to this policy may only be granted in limited circumstances and must be approved in writing by the City Man g r.
Page 2 of2 City Council ApproYal Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.01 Supersedes: Employee Handbook (Jan 2019) 1.1.04 City Council Approval Date: December 9, 2025
Access to City Facilities This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects cmrent practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish uniform procedures and responsibilities for the issuance, use, and management of access badges and security access systems for City buildings and facilities. This policy aims to enhance security, ensure the safety of City personnel and the public, and protect City assets. This policy supports City obligations under the Texas Cybersecurity Act, Texas Government Code, and general municipal risk-management best practices. The City provides photo identification cards (ID Cards) for all employees. These cards are the property of the City and shall be surrendered upon termination. Employees are responsible for immediately notifying their supervisor when they discover their JD card and/or Electronic Access card has been lost or stolen. The City will immediately deactivate lost or stolen badges credentials. New employees will be issued access badges during onboarding. Department Directors shall request access levels appropriate to job responsibilities. Badges must be used to enter any secured City building or area. Entering behind someone without using a badge is strictly prohibited. Unauthorized lending of badges is grounds for disciplinary action. All access to secure areas is subject to electronic logging and may be audited. The Information Services Depaitment may review access logs periodically to ensure compliance. The City reserves the right to revoke badge access at any time, particularly if: • • •
The employee is placed on administrative leave; A safety concern arises; or The badge holder violates this policy.
By using City facilities, employees acknowledge that access logs, cameras, and electronic systems may be monitored for security purposes.
Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Access to the Police Department or CJIS-controlled areas is restricted to authorized personnel and must comply with FBI CJIS Security Policy requirements. Failure to comply with this policy may result in disciplinary action up to and including termination, in accordance with the City's personnel policies. Visitors, vendors, and contractors must be issued temporary access badges or escorted at all times. They may not access secure areas without authorization.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.02 Supersedes: N/A City Council Approval Date: December 9, 2025
Essential Employees Working During Inclement Weather or Emergency This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. To ensure continuity of critical City services during inclement weather and emergency events, this policy outlines the responsibilities and expectations of essential and non-essential employees. The City is committed to maintaining operations that are vital to public health, safety, and welfare. As such, employees whose roles are deemed essential must report to work as directed during inclement weather and emergency situations, unless specifically excused. Employees with verified medical or other qualifying limitations may request a reassessment of essential designation under the ADA. Essential Employees Essential employees are those whose job functions are critical to the operation of core services and must be performed regardless of weather or emergency conditions. Essential employees are critical to the business and continuity of operations of the City. Their roles directly support public safety, infrastructure, and emergency response, and are vital to maintaining the health and well-being of the community. Employees classified as essential are required to report to work or remain at work during weatherrelated events, natural disasters, or other emergencies. Job descriptions will specify whether a position is designated as essential. Failure to report as required may result in disciplinary action, unless excused by a supervisor due to extenuating circumstances. Non-Essential Employees Employees not designated as essential may be instructed to stay home, work remotely (if applicable), or delay reporting to work during emergencies. However, under certain emergency circumstances, non-essential employees may be called upon to report to work to support emergency operations. Supervisors will provide guidance on reporting expectations based on the nature of the event and operational needs. Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Notification and Communication In the event of inclement weather or an emergency, employees will be notified through official communication channels. It is the responsibility of all employees to stay informed and follow reporting instructions as issued.
Safety Safety remains a top priority. All employees are expected to exercise caution when traveling and performing their duties during inclement weather or emergency situations. Supervisors and Department Directors will assess conditions and provide direction that prioritizes employee safety while ensuring continuity of essential services. Employee Pay For guidance on pay for employees who work during an inclement weather or emergency event, employees should refer to Policy 5.14, Inclement Weather Leave.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.03 Supersedes: Employee Handbook (Jan 2019) 1.3.05 City Council Approval Date: December 9, 2025
Modified Duty This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo offers eligible employees, where practicable, the opportunity to work under a Modified Duty Program after an illness or injury, thereby promoting a speedier recovery and enabling employees to maintain pay with minimal interruptions. Each Department Director has the discretion whether to offer modified duty assignments. Modified duty assignments are not automatic nor are they a right of employment. Participation is based on available positions within the department, the regular job duties of the employee, and the limitations or restrictions imposed by the treating healthcare provider. The denial or discontinuance of a modified duty assignment does not in any way interfere with the ability of the department to proceed with the normal termination process if an employee has exhausted all Leave benefits and is unable to return to work. If a Department Director does not have an appropriate modified duty assignment available within their depaitment, they may contact the People and Perf01mance Department to request a city-wide assessment for potential modified duty placements in other depaitments.
Eligible Employees Eligible employees for modified duty are those employees who have sustained an on-the-job or off-the-job illness or injury which impacts the employee 's ability to perform their regular job duties Modified duty opportunities, when available, will be considered equitably for employees recovering from both occupational and non-occupational injuries. Modified duty assignments will be considered as a potential reasonable accommodation under the ADA for both occupational and non-occupational conditions. Employees are eligible for modified duty if that employee has been released to modified or light duty by their healthcare provider. Employees are required to provide a medical cettification (a signed and detailed list of restrictions) from their healthcare provider to the People and Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Performance Director or their designee. Modified duty assignments are for a limited period of six weeks. Employees may be required to have a re-evaluation every three weeks after initial participation in the program and submit a medical certification to the Director of People and Performance or their designee. An employee who requests to work a modified duty assignment must certify to the department that no outside employment which is contraty to the medical certification is being worked during the period of modified duty.
Extension of Modified Duty Period Extension of a modified duty assignment may only be granted by the Department Director or their designee when there is a continuing business need. An employee may request an extension of the modified duty assignment by timely submitting a request to the Director of People and Performance or their designee along with medical ce11ification from their healthcare provider which supports the continued medical need for a modified duty assignment.
Benefits While on Modified Duty Employees in a modified duty assignment shall receive their regular rate of pay and accrue all eligible benefits according to City policies. Employees in a modified duty assignment are still eligible to compete for other City employment opportunities for which they are qualified through the competitive process with proper notice to their Department Director or designee.
Completion of Modified Duty Modified Duty under this program will end when one of the following actions occurs: • • •
The employee receives a medical release to resume the essential functions of their regularly assigned position without restrictions; Completion of six weeks modified duty assignment; or Withdrawal of authorization for the modified duty assignment by the Department Director or their designee, based on bona fide business necessity or the employee's failure to comply with the requirements of the program.
The City prohibits retaliation against any employee for requesting or participating in a modified duty program, requesting accommodation, or filing a workers' compensation claim.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.04 Supersedes: Employee Handbook (Jan 2019) 1.1.08 City Council Approval Date: December 9, 2025
Fitness for Duty Evaluation This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to ensure that all employees of the City are physically and mentally fit to safely and effectively perform the essential functions of their positions. The City has a responsibility to protect the health and safety of its employees and the public it serves. This policy outlines the procedures and requirements related to fitness for duty evaluations. Fitness for Duty is a determination that an employee is physically, mentally, and emotionally capable of safely and effectively performing the essential functions of their job, with or w ithout reasonable accommodation. Employees are expected to report to work fit for duty and capable of performing their job functions safely and effectively. Any employee who has reason to believe they are not fit for duty is expected to notify their supervisor immediately. A fitness for duty evaluation may be required under the following circumstances: Post-Leave Return to Work • After a medical leave of absence (including FMLA, short- or long-term disability), the employee may be required to provide a medical release or undergo a fitness for duty evaluation before returning to work. Observed Impairment • When a supervisor observes behavior that indicates possible impairment or inability to perform essential job duties safely. Safety Concerns • When an employee in a safety-sensitive position exhibits behavior or symptoms that may pose a threat to the health or safety of themselves or others. Job Performance Issues Related to Health • If there are performance issues reasonably believed to be the result of a physical or mental health condition. The People and Performance Department (PPD) in consultation with the Depa1tment Director will determine whether a fitness for duty evaluation is appropriate. PPD will notify the employee Page I of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
in writing of the reason for the evaluation and provide a copy of this policy. The evaluation will be conducted by a licensed healthcare provider selected by the City. The provider will receive the employee's job description and any relevant concerns. Employees are expected to fully cooperate with all aspects of the evaluation process. Failure to comply may result in disciplinary action, up to and including termination. Should an employee disagree with the evaluation results, the employee can pay for a second opinion from a health care professional of their choosing. Should a disagreement continue, the City shall pay for a final and binding evaluation by a third independent professional. Should an employee wish to return to work after an absence related to a condition under this section of three consecutive working days, three consecutive shifts, or after a physical or mental incapacitation of any time period, the employee is responsible for providing a return to duty doctor's note paid for by the employee. Police and Fire employees are subject to separate rules; see departmental documents for Police and Fire regulation. All medical information obtained will be kept confidential and maintained in a separate medical file in accordance with HIPAA and ADA requirements. Nothing in this policy shall be interpreted to override rights under the ADA, FMLA, or other applicable federal or state laws. Employees who are unable to perform their essential duties due to a medical condition may be entitled to a reasonable accommodation or leave of absence. Failure to comply with this policy, including refusal to attend a fitness for duty evaluation or refusal to provide required medical info1mation, may result in disciplinary action, up to and including termination, consistent with the City's Progressive Discipline policy (Policy 7 .04).
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January S, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.05 Supersedes: Employee Handbook (Jan 2019) 1.1.10, 1.1.11 City Council Approval Date: December 9, 2025
In-Processing/Out-Processing This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. In-Processing
The City of Cibolo wants to ensure that all newly hired individuals are promptly informed about the City's benefit programs and the City's policies and procedures. To avoid any unnecessary delay in signing up for benefits and providing all required payroll information, the hiring depa1tment must ensure that all new employees report to the People and Performance Depattment (PPD) on their first day of work. During in-processing, PPD will provide the employee with information relating to the City's benefit programs and insurance enrollment forms, as well as payroll information regarding retirement, social security, withholding taxes and other related information. The employee's photograph will be taken at that time to be maintained by PPD and used for a City identification card unless the hiring department produces a separate identification card. Out-Processing
Upon separation from employment with the City under any circumstances, the Department Director or their designee shall ensure that employees turn in all City property and equipment (e.g., keys, car, cellular phone, computer, radio, ID card, etc.) that they have in their custody before receiving their final pay. If applicable, the property and equipment collected shall be returned to the department from which it was issued. The City will take all necessary steps to collect any money owed by the Employee and to obtain the return of City property and equipment. Upon separating from employment with the City, the Department Director or their designee may direct their employees to PPD to conduct an exit survey. Information obtained from the exit survey is to be used to improve working conditions and retain employees. Exiting employees may decline the exit interview.
Wayne Reed, City Manager Page 1 of 1 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.06 Supersedes: Employee Handbook (Jan 2019) 1.1.07 City Council Approval Date: December 9, 2025
Introductory Period This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the atwill employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to selecting and retaining employees who demonstrate the skills, attitude, and performance needed to provide high-quality service to the public. The Introductory Period allows both the employee and the City to assess the suitability of the employment relationship. All newly hired, promoted, or rehired civilian employees of the City will serve a six-month introductory period and one year introductory period for unifotmed personnel, including Police and Fire. The Introductory Period begins on the employee's official start date in the new position. This period is an extension of the hiring process and is designed to: • • • •
Evaluate the employee's performance, conduct, attendance, and ability to meet job expectations; Determine if the employee is a good fit for the position and work environment; Provide support and feedback as the employee learns the duties of the position; and Allow the employee to evaluate whether they are a good match for the position and the City.
Supervisors will monitor the employee's progress and provide regular feedback during the Introductory Period. A formal evaluation will typically be completed near the end of the period to determine whether the employee will be retained in the position. The evaluation may include job performance, attendance, punctuality, professionalism, teamwork, and adherence to City policies. The Introductory Period may be extended at the sole discretion of the employee's Department Director. Supervisors may make recommendations to the Department Director regarding extension of an employee's Introductory Period, and Department Directors are encouraged to consult with the supervisor regarding extensions. The Department Director shall consult and document their decision to extend the introduct01y period with the Director of People and Performance. Successful completion of the Introductory Period does not imply guaranteed, indefinite employment or create an employment contract. Employees remain at-will. Current employees who are promoted or transferred to a new position may be subject to a new Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
introductory period specific to the new role. Former City employees who are rehired may be subject to a new Introductory Peri ' depending on the position and length oftime since prior employment.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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CITY OF CIBOLO Employee Handbook Policy
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Number: 6.07 Supersedes: Employee Handbook (Jan 2019) 1.1.05 City Council Approval Date: December 9, 2025
Nepotism This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to upholding ethical standards, public trust, and fairness in all employment practices. To prevent conflicts of interest and the appearance of favoritism, this policy prohibits the appointment, confirmation, or voting on employment matters involving a close relative, as prohibited by Texas Government Code Chapter 573. Additionally, the City adopts internal ethics restrictions to prevent improper influence or conflicts of interest in supervision or evaluation. Employment decisions must be based on merit, qualifications, and organizational needs- without bias arising from personal relationships. This policy sets clear guidelines on relationships through consanguinity (blood) and affinity (marriage or legal partnership) that may impact employment within the City. For this policy, nepotism includes favoritism granted in employment or other professional matters to relatives or individuals with a close personal relationship, especially by those in a position of authority. Texas law prohibits public officials from appointing, confirming, or voting on the appointment of cc1tain relatives (Gov't Code Ch. 573). Separately, as a matter of City ethics and conflict-of-interest prevention, the City prohibits employees from being placed in a direct supervisory chain where they would be related to the Department Director or the employee's supervisor within the second degree of affinity or within the third degree of consanguinity. No person may work in a department with a relative as described above who will be directly or indirectly under his/her supervision. No person related within the second degree by affinity or within the third degree by consanguinity to the Mayor or any City Council Member may be appointed to a position for which that official has appointment, confirmation, or voting authority, consistent with Texas Government Code. Relationships to the City Manager are governed by the Code of Conduct and Ethical Standards policy (Policy 2.01). Under the Continuous Employment Exception, this shall not apply to any person employed by the City prior to the person related in the above degree filing to run for elective office or being nominated Page 1 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
for an appointment. An employee who has been continuously employed for at least six months prior to the election, appointment, or assumption of office of a related public official is exempt under the Continuous Employment Exception (Gov't Code §573.062). If a relative is permitted to remain employed under the Continuous Employment Exception, the related public official must not vote on, deliberate on, or take any action regarding the appointment, reappointment, compensation, evaluation, discipline, or dismissal of the employee, unless the action affects an entire bona fide class of employees equally.
Consanguinity An Employee's relative in the first degree includes the employee's mother, father, sons, and daughters. An employee's relative within the second degree includes brothers, sisters, grandparents, and grandchildren. An Employee's relative within the third degree includes great-grandparents, great-grandchildren, an aunt who is a sister of a parent of the employee, an uncle who is a brother of a parent of the employee, a nephew who is a child of a brother or sister of the employee, or a niece who is a child of a brother or sister of the employee.
Affinity For purposes of compliance with Texas Government Code Chapter 573, degrees of relationship are determined strictly by consanguinity and affinity as defined by statute. Separately, the City extends conflict-of-interest protections to include domestic partners, individuals residing in the same household in a familial or partner capacity, and persons in a dating Page 2 of3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
relationship. An employee's relatives in the second degree include sisters-in-law (brother's spouse or employee's spouse's sister), brothers-in-law (sister's spouse or employee's spouse's brother), spouse's grandparents, or spouse's grandchildren.
The hiring manager is responsible for ensuring policy compliance. Department Directors are responsible for monitoring changes in employee repmting relations after initial hire to ensure compliance with this policy. Employees are responsible for immediately reporting any changes to their supervisor. If any employee, after employment or change in employment, enters into one of the above relationships, one of the affected individuals must seek a transfer or a change in the reporting relationship. Such changes must be approved by the Depattment Director and the Director of People and Petformance. If a decision cannot be made by the affected employees within 14 days of reporting, reassignment will be made on direction of the Depattment Director and the Director of People and Perfo1mance. Violations of this policy may result in: • • •
Disqualification of an applicant or reassignment of employees; Disciplinary action up to and including termination; Rescission of employment offers made in violation of this policy.
Page 3 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 6.08 Supersedes: Employee Handbook (fan 2019) 1.1.03 City Council Approval Date: December 9, 2025
Pre-Employment Screening This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. In order to create a safe and secure workplace and to ensure that City employees are qualified to perform the jobs for which the City hires them, the City will conduct pre-employment screening for all employees. Age Requirements Any minimum age requirement must be directly tied to the essential job functions, statutmy requirements, or safety-sensitive duties. If no statutory minimum applies, the City will not impose age limitations except as required by law (e.g., CDL eligibility, Fire/Police standards under Texas law, or hazardous occupations under the FLSA). Background Checks Background checks will be evaluated through an individualized assessment consistent with EEOC guidance. The City will consider the nature of the position, the nature and gravity of the offense, the time elapsed, and any job-related factors. When background checks are conducted through a third-party agency, the City will comply with the Fair Credit Reporting Act, including providing pre-adverse action notices, copies of rep01ts, and adverse-action rights. Arrests not leading to conviction will not be used as the basis for disqualification unless jobrelated and consistent with business necessity. Mandatory Drug Screening All conditional employees arc required to submit to a mandatoty drug screening. Any applicant who refuses to submit to or who fails a drug screening is disqualified from employment with the City.
Page 1 of 3 City Council Approval Date: December 9, 2025
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Effective Date: Janua1y 5, 2026
Pre-Employment Physical Prior to beginning employment, all conditional employees must be scheduled for a pre-employment physical. Pre-employment physicals are conducted through an external agency. A conditional employee who docs not successfully complete the pre-employment physical may not continue with in-processing procedures. Office positions will be screened at the discretion of the Hiring Manager. Professional License and Educational Checks The City will ensure compliance with Texas Occupations Code licensing requirements applicable to the position and will document verification results in accordance with retention rules. In conjunction with the People and Performance Department, the Hiring Manager shall verify that the conditional employee has obtained such license or verification prior to the employee's hire. The People and Performance Department is available to assist in verifying such license or certification at the request of the hiring department. Other Pre-Screening Checks Any additional screening (such as typing tests or MVR checks) must be standardized for all applicants in that job classification.. Verification of Eligibility to Work in the United States (Immigration Reform & Control Act of 1986) The City requires the verification of eligibility for all Employees to work in the United States. All new Employees must complete an 1-9 Form and provide proof of employment eligibility. The People and Performance Department will ensure that all new employees complete an I-9 F01m and provide proof of employment eligibility as required by the 1-9 Form. Acceptable forms of proof of employment eligibility are provided on the I-9 Form. If an Employee cannot present proof of eligibility to the People and Performance Department (PPD) on the employee 's first day of employment or within three days of employment, then proof of application for the documents must be presented to PPD within three working days. If an employee submits proof of application, the grace period will be extended to 90 days. At the end of 90 days, proof of eligibility must be presented. If not, failure to provide the documentation as required under the Immigration Reform & Control Act of 1986 will result in immediate dismissal. The City participates in the E-Verify program, an internet-based system operated by the U.S. Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA). E-Verify allows employers to electronically verify the information provided on Form 1-9 against federal databases to confirm employment eligibility. Application Any material misrepresentation of facts or failure to report pertinent data on the application form may also result in immediate dismissal upon discovery of the misrepresentation or failure. Any adverse employment action based on application information obtained through a third-party reporting agency will follow FCRA pre-adverse and adverse action requirements. Page 2 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Police and Fire Police and Fire employees will be subject to additional pre-employment screenings as provided by specific departmental policies and state law, including TCOLE requirements under Texas Occupations Code.
Page 3 of 3 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 6.09 Supersedes: Employee Handbook (Jan 2019) I.7.02 City Council Approval Date: December 9, 2025
Professional Development and Training This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly , consistently, and with respect throughout their employment. The City recognizes Professional Development as a core organizational value that strengthens our workforce and enhances the services we provide to our community. The City is committed to creating an environment where all employees have equitable access to meaningful learning, growth opportunities, and career progression. This policy ensures that professional development and training is not only encouraged, but embedded into the City's operational practices, leadership framework, and culture of public service. Access to training oppmtunities shall not be denied or limited on the basis of race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, or any other protected category under Federal or Texas law. Professional Development and Training refers to the continuous process of acquiring new knowledge, skills, and competencies that enable individuals to improve performance, advance their careers, and contribute meaningfully to the City. Selection for training, conferences, and development opportunities must be based on legitimate business needs, applied consistently, and documented to ensure transparency and prevent favoritism. This policy establishes a structured and strategic approach to training and development that: • • • •
Reinforces the City's commitment to professional development; Enhances employee capabilities, adaptability, and leadership; Builds a high-perfmming, innovative, and resilient workforce; and Supports the City's strategic objectives and service delivery goals
The City's approach to training and development is guided by the following principles: • • •
Lifelong Learning: Professional development is a continuous process, encouraged at all career stages; Equity and Accessibility: All employees have fair access to development opportunities regardless of role, background, or tenure; Strategic Alignment: Training efforts are aligned with citywide goals, departmental needs,
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and workforce planning; Empowerment: Employees are supported to take ownership of their learning and growth; and Accountability: Managers and leaders are responsible for fostering a learning culture in their teams.
• •
Key Objectives • • • • •
Embed professional development into all stages of the employee lifecycle. Build core competencies, leadership capabilities, and technical expertise. Support career advancement and employee retention. Promote a learning culture that drives innovation and continuous improvement. Enhance service quality and responsiveness to community needs.
Mandatory T.-aining Compliance The City is committed to maintaining full compliance with all applicable state and federal training requirements. All employees must complete mandatory training as required by law, regulation, or job classification, including but not limited to: • • • •
Texas-mandated cybersecurity training; EEO training (harassment, discrimination, retaliation); TCOLE continuing education for police; and Fire continuing education under Texas Depm1ment of State Health Services
To support professional development, the City will offer and support access to: • • • • • • •
Mandatory Training: Legal, safety, and compliance requirements; Role-Specific Training: Skills and knowledge required to perform job duties effectively; Leadership and Supervis01y Training: For current and aspiring leaders to build management capacity; Workshops, Seminars, and Conferences: To stay current with best practices and industry trends; Professional Certifications: Financial or scheduling support for recognized programs; Mentoring and Coaching Programs: To facilitate knowledge transfer and personal development; and E-Learning Platforms: Accessible, on-demand learning for all staff.
Department directors, managers, and supervisors should identify individual and team development needs during performance planning and reviews, encourage and support employees in accessing relevant training, and integrate professional development into daily operations and team planning. Employees should take initiative to identify personal development goals, actively paiticipate in learning activities, and apply new skills and share knowledge within their teams. Employees must notify their supervisor of classes they are interested in attending and request approval from the ir desi nee to attend any of these classes. Department Director or
Page 2 of2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Handbook Policy
Number: 6.10 Supersedes: Employee Handbook (Jan 2019) 1.1.02 City Council Approval Date: December 9, 2015
Recruitment and Selection This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the atwill employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this Recrnitment and Selection policy is to ensure that all hiring practices within the City are conducted in a fair, transparent, and consistent manner. This policy supports the City's commitment to building a diverse, skilled, and inclusive workforce that reflects the community we serve and upholds the principles of merit and equal opportunity. All hiring decisions will comply with applicable state and federal nondiscrimination laws, including Title VII, the ADA, ADEA, Genetic Information Nondiscrimination Act (GINA), Texas Labor Code Chapter 21, and other laws governing equal employment opportunity. As such, the City acts in the best interest of the citizens of Cibolo and is committed to a fair and consistent approach to recruitment and selection. The City is committed to hiring the best qualified person for a role without discrimination through selection processes which are open, transparent, and based on merit. The People and Performance Depa1tment will assist Hiring Managers with the recruitment process. Positions will generally be posted for at least 7 days internally and 14 days externally unless operational needs, funding deadlines, promotional urgency, or legal requirements justify a shorter posting period. Exceptions must be documented and reviewed by People & Performance. Job postings will include a clear summary of job responsibilities, minimum qualifications, and detailed application instructions. Applications will be reviewed and screened based on the qualifications outlined in the official job description. Screening criteria must be applied uniformly to all applicants. Screening decisions must be based solely on the minimum and preferred qualifications listed in the job description. Any disqualification decisions must be documented. The City will provide reasonable accommodations for applicants with disabilities during the application and selection process. Interview panels will be composed of diverse members and led by hiring managers who have received training in equitable hiring practices and bias reduction. Structured interviews will be conducted, using uniform questions and scoring to ensure fair evaluation. The hiring manager will work closely with the People and Performance Department to select the best qualified candidate. Job offers will be made in writing and will include details about salary, benefits, and any conditions Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
of employment. Candidates not selected for the position will be notified of the hiring decision in a timely and respectful marn r.
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CITY OF CIBOLO Employee Handbook Policy
Number: 6.11 Supersedes: N/A City Council Approval Date: December 9, 2025
Risk Management This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish a proactive and coordinated approach to identifying, assessing, managing, and mitigating risks that may affect the operations, assets, personnel, and reputation of the City. Effective risk management helps ensure the continuity of essential public services and promotes responsible stewardship of public resources. The City is committed to maintaining a safe and secure work environment for employees and the public through the development and implementation of comprehensive risk management practices. All employees have a role in minimizing risk, but supervisors carry special responsibility for promoting, supp01ting, and enforcing risk management policies within their departments. All risk management practices must comply with applicable federal and state laws, including Texas Workers' Compensation laws, Texas Tort Claims Act, Texas Cybersecurity Act, and the Texas Emergency Management Act. Risk management is the systematic process of identifying potential risks to people, property, and operations, evaluating their likelihood and impact, and taking steps to reduce or eliminate risks. Risks may include: • • • • • • •
Safety hazards; Financial liabilities; Operational disruptions; Legal and regulatory violations; Reputational harm; Property damage or loss; and Cybersecurity threats.
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Roles and Responsibilities Supervisors and Department Directors • • • • • •
Implement and support all risk management strategies and procedures applicable to their area of responsibility; Identify and assess risks specific to their department's operations and communicate them to the People and Performance Department as appropriate;; Report incidents, injuries, or unsafe conditions promptly and accurately; Promote a culture of safety and accountability among staff through regular training, communication, and corrective actions; Participate in investigations and reviews of workplace accidents or incidents; and Cooperate with audits or reviews related to risk, safety, or liability exposures.
All Employees • • •
Follow established risk management and safety protocols; Promptly report hazards, injuries, or unsafe behavior; and Participate in required safety and risk management training.
Employees will not be retaliated against for reporting hazards, injuries, near nusses, safety violations, or participating in investigations.
Designated Risk Management Authorities • • • • •
Develop and maintain city-wide risk management policies and procedures; Monitor compliance and support depa1tments with risk assessments and mitigation plans; Coordinate insurance coverage and claims processes; Maintain records of incidents, claims, and risk-related data; and Coordinate training and supp01t for supervisors and staff.
Training and Communication Supervisors must ensure that employees receive adequate training related to safety, emergency response, and depa1tment-specific risk procedures. Ongoing communication and refresher training should be pa1t of departmental operations. Employees required to operate COL-regulated equipment must complete all DOT-required training and testing.
Policy Compliance and Accountability Violations of safety rules that place employees or the public at risk may result in disciplinary action, up to and including termination, consistent with Policy 7.04, Progressive Discipline. Supervisors will be held accountable for the implementation ofrisk reduction practices within their depa1t nents.
Page 2 of 2 City Council Approval Date: December 9, 2025
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CITY OF CIBOLO Employee Grievance Form Employee Name:
Date:
For People and Performance Management Department use:
Employee Grievance Procedure Action Item Employee Grievance Form submitted
First review- EEO complaint/compliance with policy Re-submittal (if needed) for employee forms Grievance Investigation Grievance Report and recommendations to the City Manager
City Manager review of grievance and recommendation; completion of response Grievance Response Report written and filed Grievant written response, if needed
Date
Timeframe Should be no later than 10 calendar days after incident Ten business days after receipt Ten business days after notice of rejection As needed Five business days after investigation completed Ten business days Ten business days Five business days
Complaint, including date of incident, place, name of the employee creating the grievance, names of employee witnesses, any policy or rules violations.
Appendix G Page 1 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
Adverse Effect, including how the action or issue adversely affected an employment-related matter.
Requested Relief, stating the specific corrective action or relief you are requesting.
Employee Signature: PPD Employee Grievance Form Receipt Signature: Executive Team Grievance Form Review Signature: Form Receipt Date:
Action: 󠄈Accepted for process 󠄈 Returned for error 󠄈 Referred for EEO Rejected
Appendix G Page 2 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
City Manager Response
City Manager Signature:
Date:
Appendix G Page 3 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.01 Supersedes: NIA City Council Approval Date: December 9, 2025
Employee Grievance This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City of Cibolo promotes equal employment opportunity by responding to employee grievances without regard to race, color, religion, sex/gender, national origin, age, disability, or genetic information (collectively "protected class"). The City has zero tolerance for all fonns of employment discrimination in the employee grievance process, and harassment or retaliation is prohibited. No employee will be subjected to retaliation for opposing or repo1ting employment discrimination in the employee grievance process. Employees of the City will be treated fairly and equitably. Employees who believe they have not been treated fairly and equitably about employment-related matters may submit a grievance for prompt consideration and equitable decision in accordance with this policy. Employees participating in the grievance process will not be subject to harassment, retaliation, intimidation, or coercion for pursuing a grievance or participating in the grievance process. Normal day-to-day discussions between an employee and a supervisor regarding working conditions and employment-related matters are the most constructive and expeditious means of developing and enhancing favorable and effective work relationships. The City encourages employees and managers to attempt to resolve matters by using informal problem-solving techniques before filing a formal grievance. However, when a matter is not resolved to the satisfaction of the employee, the employee may seek resolution by submitting a grievance in accordance with this procedure. If an employee's grievance pertains to another employee, both employees may be required to participate in dispute resolution utilizing the City's Employee Assistance Program. Submission of a grievance by an employee shall not be construed as reflecting unfavorably on an employee's good standing, performance, or loyalty to the City. Similarly, grievances shall not be construed as reflecting unfavorably on the quality of supervision or on the general management of the City. Employee grievances must be related to an employment-related matter. Employees may not use Page 1 of 3 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
the Employee Grievance Procedure for: • Voluntary resignation; • Administrative separation, including at-will separations; • Reduction-in-workforce decisions; • An agreement reached through mediation; • Issues mandated by law outside of the City's control; or • An action that has not yet occurred, such as a pending disciplinary action or recommendation for dismissal. Complaints alleging harassment, retaliation, or discrimination are not appropriate for the Employee Grievance Procedure and should follow the Equal Employment Opportunity (EEO) policy. Employees who are not certain if their grievance qualifies as harassment, retaliation, or discrimination can contact the Director of People and Perf01mance or their designee for guidance. All employee grievances should be submitted on the Employee Grievance Form (Appendix G). A grievance may be submitted by only one employee; a grievance submitted by a group of employees shall not be accepted. Grievances submitted on behalf of another employee shall not be accepted. The essential elements of the Employee Grievance include the specific complaint, the adverse effect, and the requested relief, which shall be clearly summarized on the Employee Grievance F01m. Each grievance is limited to one specific complaint regarding one incident, one individual, or employment- related matter directly affecting the employee. The requested relief shall not include a sanction request against another employee, such as to be disciplined. If the grievance does not follow all of this procedure, the grievance will not be accepted. The Employee Grievance Form should be submitted no later than IO business days after the incident occurred or the grievant first became aware of the incident. A grievance related to a continuing condition should be submitted within 10 business days after the date of the last incident. The grievance shall be submitted to the Director of People and Performance or their designee and will be date-stamped upon submission. The Director of People and Performance has 10 business days to review the grievance to determine whether the grievance includes a complaint regarding an EEO-related complaint. If it is determined the complaint qualifies as an EEO-related complaint, the complaint will be rejected, and the grievant will be notified. If the grievance does not include an EEO-related complaint, the Director of People and Performance shall audit the grievance documentation within l O business days to verify the grievance meets the requirements of this policy. If the grievance is rejected due to an error, the grievance will be returned, and the grievant will have 10 business days to correct and resubmit the grievance. If the grievance is not accepted for any other reason the Director of People and Performance shall close the grievance with no further action. The Director of People and Performance will notify the employee that the grievance was closed without action. Grievances made against the Director of People and Performance or any employee of the People and Performance Department will be handled through the City Manager's Office. Grievances related to the Director of People and Performance or any employee of the People and Performance Department should be submitted through the City Manager's Office. Once accepted, the Director of People and Performance will complete an investigation into the Page 2 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
grievance. All employees arc expected to fully participate in any portion of the investigation if called upon. Within five business days from the investigation's completion, the Director of People and Performance will present a recommendation for next steps of action to the City Manager. The City Manager will have IO business days or as soon as practicable to review the findings and make a final decision on the grievance. The City Manager's decision is final and is not able to be appealed. Once a final decision by the City Manager has been made, the Director of People and Performance will complete a Grievance Response Report within 10 business days to be placed in the City's Grievance Folder. The grievant and anyone actively involved in the investigation will receive a copy of the Grievance Response Report. No further action is required from the grievant once the report has been issued; however, if the grievant wishes to respond in writing, the grievant has five business days from receipt of the Grievance Response Report to submit a written response that will be included in the Grievance Response Report. If an employee separates from the City during the Employee Grievance Procedure process, the Director of People and Performance will determine if the Employee Grievance Procedure should continue, based on the requested relief. If the requested relief cannot be granted because of the employee separation, the grievance shall be closed with no action taken. Grievance timeline
Employee Grievance Form submitted First review- EEO complaint/compliance with policy Re-submittal (if needed) for forms with mployee errors Grievance Investigation Grievance Report and recommendations to the Cit Mana er City Manager review of grievance and recommendation and completion of City Mana er Res Jonse Grievance Response Report written and filed Grievant written response, if needed
Should be no later than IO business days after incident en business days after receipt en business days after notice of rejection s needed Five business days after investigation completed en business days
en business days Five business days
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CITY OF CIBOLO Employee Grievance Form Employee Name: ~ - - - - - - - - - - - - - - - - - Date: _ _ _ _ _ _ __ For Pcoolc and Pedormance Mana2:ement Dcoartmcnt use· Employee Grievance Procedure Action Item
Date
Employee Grievance Form submitted
First review- EEO complaint/compliance with policy Re-submittal (if needed) for employee forms Grievance Investigation Grievance Report and recommendations to the City Manager City Manager review of grievance and recommendation; completion of response Grievance Response Report written and filed Grievant written response, if needed
Timeframe Should be no later than five (5) calendar days after incident Five (5) business days after receiot Ten (10) business days after notice of rejection As needed Five (5) business days after investigation comoleted Ten (10) business days Ten (l 0) business davs Five (5) business davs
Com plaint, including date of incident, place, name of the employee creating the grievance, names of employee witnesses, any policy or rules violations.
Appendix G Page 1 of 3 City Council Approval Date: December 9, 2025
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Adverse Effect, including how the action or issue adversely affected an employment-related matter.
Rcq ucstcd Relief, stating the specific corrective action or relief you are requesting.
Employee Signature: PPD Employee Grievance Form Receipt Signature: Executive Team Grievance Form Review Signature: Form Receipt Date: _ _ _ _ __
Action:
□Accepted for process
□ Refc1Ted for EEO
Appendix G Page 2 of 3 City Council Approval Date: December 9, 2025
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D Returned for error D Rejected
Effective Date: January 5, 2026
City Manager Response
City Manager Signature: - - - - - - - - - - - - - - - ~ Date: _ _ _ __
Appendix G Page 3 of 3 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.02 Supersedes: Employee Handbook (Jan 2019) 1.7.01 City Council Approval Date: December 9, 2025
Performance Evaluation This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to fostering a high-performing, accountable workforce. Regular performance evaluations provide an opportunity for employees and supervisors to engage in open dialogue, align expectations, set goals, and identify areas for growth and development. This process provides a means for coaching, evaluating, and rewarding employees. Performance evaluations do not create a contract, guarantee of continued employment, or a property interest in any particular rating, pay adjustment, or continued assignment. The City believes that the performance policy should: • • •
Ensure employees understand their job responsibilities and have specific goals to meet; Provide employees with actionable and timely work feedback; Invest in development opportunities that help employees grow professionally; and Recognize employee contributions in accordance with City policies, budgetary authority, and applicable state law.
The performance evaluation is an assessment by each employee's supervisor. Employees may be asked to submit a self-assessment prior to or in conjunction with the supervisor's review period. Performance evaluations shall occur, as appropriate: • • • •
Immediately after the employee's initial introductory period with the City; If an employee transfers or promotes, immediately after the employee's new position introductory period; Immediately following the expiration of one year in the same position; and Every subsequent year in the same position.
Supervisors must not consider protected leave (FMLA, Workers' Compensation, or ADA accommodations) negatively when evaluating performance. Performance evaluations must be
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based on job-related criteria, consistent with the essential functions in the job employee's description, and free of bias, retaliation, or non-job-related factors. Should an employee disagree with anything written in their evaluation, they are encouraged to speak to their supervisor regarding their concern. The supervisor will have the right to change comments or a rating based on their further discussion with the employee. However, in the event that the supervisor does not agree with the employee's request based on their unbiased perception of the employee's performance, the employee may write a rebuttal to their review, which will be filed in the employee's personnel file, along with the supervisor's evaluation. All disputed evaluation content should be reviewed by the Director of People & Performance or their designee to ensure factual accuracy, consistency, and legal compliance. The original written review will remain unchanged, but an addendum may be added by Director of People & Performance after review. The City Manager, in conjunction with the budget process, may utilize the evaluation process for merit-based adjustments, depending on the employee's evaluation score.
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CITY OF CIBOLO Employee Handbook Policy
Number: 7.03 Supersedes: N/A City Council Approval Date: December 9, 2025
Performance Improvement Plans This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The Performance Improvement Plan (PIP) is a document that aims to help employees who are not meeting job performance goals. PIPs cover specific areas of performance deficiencies, identify skills or training gaps, and set clear expectations for an employee's future conduct. When an employee's performance falls below expectations, supervisors are encouraged to provide timely, constructive feedback and coaching prior to implementing a PIP. If informal efforts do not lead to improvement, a formal PIP may be implemented to document expectations, outline improvement strategies, and define timelines for corrective action. Nothing in this policy creates a right to a Performance Improvement Plan or requires the City to implement a PIP before taking disciplinary action, including termination. An employee may receive a formal PIP when: • • • •
A performance evaluation is rated as "Needs Improvement" or "Unsatisfactory"; Performance issues are ongoing despite prior informal coaching or verbal/written warnings; There are significant changes in job duties requiring skill improvement and adaptation; or By the Depaitment Director, based on performance trends, with consultation and approval from the Director of People & Performance to ensure consistency and compliance with City policy and employment law.
The PIP will define specific performance issues, outline clear expectations and timelines for improvement, and include a process for establishing regular check-ins and support from the supervisor. Performance expectations must be based on the essential job functions identified in the employee's job description, must be reasonable and measurable, and must include supervisor support, training opportunities, and timelines. Failure to meet the terms of the PIP may result in further disciplinary action, up to and including termination. If an employee believes the outcome is unjust or not aligned with policy, they may Page 1 of2 City Council Approval Date: December 9, 2025
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follow the grievance process as outlined in the Employee Grievance policy (Policy7 .01 ). A grievance may address whether the PIP was issued in accordance with City policy but does not substitute the employee's judgment for the supervisor's assessment of performance expectations.
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CITY OF CIBOLO Employee Handbook Policy
Number: 7.04 Supersedes: Employee Handbook (Jan 2019) 1.6.01, 1.6.02, 1.6.03 City Council Approval Date: December 9, 2025
Progressive Discipline This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish a fair, transparent, and consistent framework for addressing employee conduct and performance issues in a way that encourages improvement and maintains the integrity of local government operations. Progressive discipline is designed to correct behavior through a series of escalating actions, rather than immediate punitive measures, whenever appropriate. Reasons for Discipline In addition to violation of department policies and procedures, the Department Director or their designee may take disciplinary action against an employee if it is determined that the employee has acted in a manner inconsistent with the expected standard of conduct, including but not limited to the following violations: a) Poor attendance or failure to provide notice of absence; b) Unauthorized absence; c) Misuse of leave; d) Insubordination, unwilling to follow orders of a supervisor or higher level of authority; e) Dishonesty characterized by a lack of trust, honesty, or truthfulness; f) Fighting or otherwise disrupting relations between employees during normal duty hours; g) Failure to accept a transfer, failure to report to a different duty location, or failure to report to a different position for rotation of job duties; h) Failure to perform the job requirements in a satisfactory manner as outlined in the job description; i) Being in possession and/or under the influence of intoxicating beverages or substances or illegal controlled substances while on duty; j) Workplace harassment including sexual harassment; k) Physical or verbal abuse of fellow employees, supervisors, or the public; Page 1 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
1) Fraud or misrepresentation in the selection process. The Department Director may request the removal of the employee on the basis of intentional fraud and/or misrepresentation; m) Pe1jury; n) Violation of any statute or any duty authorized department rule or policy; o) Knowingly creating and submitting false and/or slanderous reports and/or gossip regarding fellow employees, supervisors, or subordinates; p) Conduct or actions that seriously impair the employee's job effectiveness; q) Conduct which is detrimental to or has an adverse effect on the department; r) Failure to obtain and maintain any position qualifications, licenses, or certifications required by the employee's position description; s) Conviction of a felony offense, class B or above misdemeanor, or any crime involving moral turpitude which may, at the discretion of the Department Director in conjunction with the Director of People and Performance, be determined to have a negative potential impact on the employee's job responsibilities; t) Failure to satisfactorily complete, obtain, or maintain the required physical and/or psychological fitness for duty test; u) Solicitation or acceptance, directly or indirectly, of any gift, favor, entertainment loan or other thing which has monetary value in exchange for some action of the employee in the employee's official duties for the City; v) Accepting gifts from contractors, vendors, or other persons who are employed by persons/entities who are dealing with or attempting to deal with the City (except as defined in other City ordinances); w) Outside employment that conflicts with an employee's duties for the City. An employee shall not receive additional compensation from a source other than the City for work performed for the City. An employee may not conduct outside employment on City time. Further, an employee shall not utilize Sick Leave in order to appear for outside employment. All outside employment will be approved according to City policy; x) Financial interests that conflict with an employee's employment with the City; y) Misuse or allowing the misuse of City propetty, directly, or indirectly; z) Release of confidential information or misuse of information obtained through employment with the City; aa) Gambling or betting while on City time; bb)Forcing or attempting to force co-workers to donate to an office fund or collection; cc) Conduct that occurs off duty that has a negative effect (or is determined to have a potential negative effect) on the efficiency of the employee or the department; dd)Failure to comply with the policies and procedures issued by the City or the employee's Supervisors. Some conduct may warrant immediate suspension or termination, bypassing progressive steps. Examples include but are not limited to: Theft or fraud; Physical violence or threats in the workplace; Page 2 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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Serious violation of safety protocols; Possession or use of illegal substances on duty; and Gross misconduct or criminal behavior
The City of Cibolo subscribes to a policy of systematic progressive discipline, when possible, to permit employees who violate policies or exhibit unsatisfactory job performance an opportunity to comply with City or department requirements and correct their actions. City employees are expected to conduct themselves responsibly in their work and are expected to abide by all policies of the City. To enable them to do this, each Depaitment Director or their designee should develop clear and reasonable policies and performance expectations, investigate the circumstances ofapparent policy violations or unsatisfactory performance before taking disciplinary action, and ensure that prompt, consistent disciplinary action is administered. No disciplinary action may be taken against an employee based on race, color, sex, national origin, age, disability, religion, political affiliation/association, or for any other discriminatory reason. Police and Fire employees will have additional departmental policies directing the disciplinary process. Levels of Progressive Discipline Each Department Director or their designee has the authority and responsibility to take disciplina1y actions against an employee "for cause", for misconduct, or for poor work performance. The levels of disciplinary action include: 1. Oral Counseling 2. Written Warning 3. Suspension 4. Demotion 5. Termination The levels in the progressive discipline process are outlined below. However, steps may be skipped or repeated based on the severity or recurrence of the issue. Step 1: Verbal Warning (Oral Counseling) • A verbal warning is issued by the supervisor to inform the employee of a performance or conduct issue. • The discussion should include specific expectations and how to improve. • A note summarizing the discussion may be retained by the supervisor but is not placed in the official personnel file. Step 2: Written Warning • If the issue persists or is more serious, a formal written warning will be issued. • The written warning should include: o Description of the issue o Reference to relevant policies or expectations o Required corrective action o Consequences of continued non-compliance Page 3 of 5 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
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A copy is placed in the employee's personnel file.
Step 3: Final Written Warning or Suspension or Demotion • If improvement is not achieved or if the misconduct is more serious, the employee may receive a final written warning and/or a suspension or demotion without pay. • This step signifies the final oppo1tunity to correct behavior before termination. • The Director of People and Performance must be involved, and the employee will be given an opportunity to respond. • Suspension may range from one to several days depending on the circumstances. Step 4: Termination • Termination may occur if: o The employee fails to improve after previous steps o The employee commits a serious offense that justifies immediate dismissal • The termination process must include: o A review by the Director of People and Performance o A meeting where the employee can respond to the proposed action o Documentation of the decision and rationale Factors In determining the level of discipline to impose, the Department Director or their designee should consider factors that it deems relevant on a case-by-case basis, including but not limited to the following: • • •
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The seriousness of the employee's offense; The position the employee holds; The employee's employment history, including any previously imposed disciplinary actions which occurred within the previous 24 months, shall be considered; instances of suspensions or demotions which occurred within the previous 36 months shall also be considered; Similar disciplinary actions for other employees within the department; and The progressiveness of the discipline, where practicable.
Notice of Disciplinary Action The supervisor shall prepare a Notice of Disciplinary Action and include the following information: • • •
The specific policies or rules violation and/or specific performance deficiency or deficiencies; The specific details of the violation(s), including names of witnesses, dates and times; and, Inform the employee that, if applicable, they may appeal the disciplinary action under this policy, following the Employee Grievance policy (Policy 7.01).
The Notice of Disciplinary Action, if practicable, should be made in person with a written receipt obtained. If personal service is not available, service is deemed complete if the notice is sent by certified mail to the employee's last known address.
Page 4 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Resignation in Lieu of Discipline An employee who faces disciplinary action may voluntarily resign prior to the issuance of a disciplinary action. Resignation shall not be forced upon the employee by the Department Director or their designee. If an employee chooses to resign, they may submit their resignation in writing to their Depa1tment Director, the People and Performance Depmtment, or the City Manager.
Employee Appeal Employees wishing to appeal a disciplinary action decision should follow the Employee Grievance policy (Policy 7.01) Decisions of the City Manager in a grievance request are final.
Page 5 of 5 City Council Approval Date: December 9, 2025
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Effective Date: Janu:try 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.05 Supersedes: NIA City Council Approval Date: December 9, 2025
Resignation and Termination This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any pait of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish consistent procedures for the voluntary resignation or involuntary termination of employees of the City. The goal is to ensure legal compliance, maintain operational continuity, and treat all employees with fairness and professionalism.
Resignation Procedure Employees are requested to provide a written notice of resignation at least two weeks in advance of their final working day. Department Directors should notify the People and Performance Department immediately upon receipt of a resignation. The Department Director may approve an earlier final day if in the City's best interest. Resignations must be in writing and may not be rescinded without Department Director approval. Employees may be asked to assist in transition planning, training replacements, or documenting job duties. Employees must return all City property (badges, uniforms, equipment, devices, credit cards, files, keys, vehicles) on or before their final working day. Failure to return City prope1ty may delay issuance of final pay only to the extent permitted by Texas law. If an employee resigns while under an active investigation, the City may continue the investigation and document findings for the personnel file, including TCOLE reporting where applicable.
Termination Procedure Employees may be terminated with or without cause. Cause may include, but is not limited to, violation of City policy, misconduct, insubordination, illegal or unethical actions, workplace violence, safety violations, performance deficiencies, dishonesty, or violation of departmental rules. All involuntary terminations must be reviewed and approved by the Department Director and the Director of People and Performance prior to action. Prior to any termination for cause, the Department Director shall ensure proper documentation exists to support the decision, including performance records, witness statements, or investigative findings. The City Manager or their Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
designee must be informed of any termination. In a layoff or reorganization, the City will follow objective, non-discriminatory criteria and document the business justification. A written termination notice will be provided to the employee, including the effective date and reason, if applicable. The People and Performance Director will maintain the termination documentation in the employee's personnel file. Employees will receive information regarding COBRA continuation rights, TMRS separation contributions, and any accrued leave payouts according to City policy and Texas law. Rehire Eligibility Employees who resign in good standing may be eligible for rehire. An employee resigns in good standing if they provide proper notice and are not under investigation for misconduct at the time of resignation. Employees terminated for cause are generally ineligible for future employment with the City unless approved b he City Manager.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.02 Supersedes: Employee Handbook (Jan 2019) 1.7.01 City Council Approval Date: December 9, 2025
Performance Evaluation This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The City is committed to fostering a high-performing, accountable workforce. Regular performance evaluations provide an opportunity for employees and supervisors to engage in open dialogue, align expectations, set goals, and identify areas for growth and development. This process provides a means for coaching, evaluating, and rewarding employees. Performance evaluations do not create a contract, guarantee of continued employment, or a property interest in any particular rating, pay adjustment, or continued assignment. The City believes that the performance policy should: • • •
Ensure employees understand their job responsibilities and have specific goals to meet; Provide employees with actionable and timely work feedback; Invest in development opportunities that help employees grow professionally; and Recognize employee contributions in accordance with City policies, budgetary authority, and applicable state law.
The performance evaluation is an assessment by each employee's supervisor. Employees may be asked to submit a self-assessment prior to or in conjunction with the supervisor's review period. Performance evaluations shall occur, as appropriate: • • • •
Immediately after the employee's initial introductory period with the City; If an employee transfers or promotes, immediately after the employee's new position introductory period; Immediately following the expiration of one year in the same position; and Every subsequent year in the same position.
Supervisors must not consider protected leave (FMLA, Workers' Compensation, or ADA accommodations) negatively when evaluating performance. Performance evaluations must be
Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
based on job-related criteria, consistent with the essential functions in the job employee's description, and free of bias, retaliation, or non-job-related factors. Should an employee disagree with anything written in their evaluation, they are encouraged to speak to their supervisor regarding their concern. The supervisor will have the right to change comments or a rating based on their further discussion with the employee. However, in the event that the supervisor does not agree with the employee's request based on their unbiased perception of the employee's performance, the employee may write a rebuttal to their review, which will be filed in the employee's personnel file, along with the supervisor's evaluation. All disputed evaluation content should be reviewed by the Director of People & Performance or their designee to ensure factual accuracy, consistency, and legal compliance. The original written review will remain unchanged, but an addendum may be added by Director of People & Performance after review. The City Manager, in conjunction with the budget process, may utilize the evaluation process for merit-based adjustments, depending on the employee's evaluation score.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.03 Supersedes: N/A City Council Approval Date: December 9, 2025
Performance Improvement Plans This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The Performance Improvement Plan (PIP) is a document that aims to help employees who are not meeting job performance goals. PIPs cover specific areas of performance deficiencies, identify skills or training gaps, and set clear expectations for an employee's future conduct. When an employee's performance falls below expectations, supervisors are encouraged to provide timely, constructive feedback and coaching prior to implementing a PIP. If informal efforts do not lead to improvement, a formal PIP may be implemented to document expectations, outline improvement strategies, and define timelines for corrective action. Nothing in this policy creates a right to a Performance Improvement Plan or requires the City to implement a PIP before taking disciplinary action, including termination. An employee may receive a formal PIP when: • • • •
A performance evaluation is rated as "Needs Improvement" or "Unsatisfactory"; Performance issues are ongoing despite prior informal coaching or verbal/written warnings; There are significant changes in job duties requiring skill improvement and adaptation; or By the Depaitment Director, based on performance trends, with consultation and approval from the Director of People & Performance to ensure consistency and compliance with City policy and employment law.
The PIP will define specific performance issues, outline clear expectations and timelines for improvement, and include a process for establishing regular check-ins and support from the supervisor. Performance expectations must be based on the essential job functions identified in the employee's job description, must be reasonable and measurable, and must include supervisor support, training opportunities, and timelines. Failure to meet the terms of the PIP may result in further disciplinary action, up to and including termination. If an employee believes the outcome is unjust or not aligned with policy, they may Page 1 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
follow the grievance process as outlined in the Employee Grievance policy (Policy7 .01 ). A grievance may address whether the PIP was issued in accordance with City policy but does not substitute the employee's judgment for the supervisor's assessment of performance expectations.
Page 2 of2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.04 Supersedes: Employee Handbook (Jan 2019) 1.6.01, 1.6.02, 1.6.03 City Council Approval Date: December 9, 2025
Progressive Discipline This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any part of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish a fair, transparent, and consistent framework for addressing employee conduct and performance issues in a way that encourages improvement and maintains the integrity of local government operations. Progressive discipline is designed to correct behavior through a series of escalating actions, rather than immediate punitive measures, whenever appropriate. Reasons for Discipline In addition to violation of department policies and procedures, the Department Director or their designee may take disciplinary action against an employee if it is determined that the employee has acted in a manner inconsistent with the expected standard of conduct, including but not limited to the following violations: a) Poor attendance or failure to provide notice of absence; b) Unauthorized absence; c) Misuse of leave; d) Insubordination, unwilling to follow orders of a supervisor or higher level of authority; e) Dishonesty characterized by a lack of trust, honesty, or truthfulness; f) Fighting or otherwise disrupting relations between employees during normal duty hours; g) Failure to accept a transfer, failure to report to a different duty location, or failure to report to a different position for rotation of job duties; h) Failure to perform the job requirements in a satisfactory manner as outlined in the job description; i) Being in possession and/or under the influence of intoxicating beverages or substances or illegal controlled substances while on duty; j) Workplace harassment including sexual harassment; k) Physical or verbal abuse of fellow employees, supervisors, or the public; Page 1 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
1) Fraud or misrepresentation in the selection process. The Department Director may request the removal of the employee on the basis of intentional fraud and/or misrepresentation; m) Pe1jury; n) Violation of any statute or any duty authorized department rule or policy; o) Knowingly creating and submitting false and/or slanderous reports and/or gossip regarding fellow employees, supervisors, or subordinates; p) Conduct or actions that seriously impair the employee's job effectiveness; q) Conduct which is detrimental to or has an adverse effect on the department; r) Failure to obtain and maintain any position qualifications, licenses, or certifications required by the employee's position description; s) Conviction of a felony offense, class B or above misdemeanor, or any crime involving moral turpitude which may, at the discretion of the Department Director in conjunction with the Director of People and Performance, be determined to have a negative potential impact on the employee's job responsibilities; t) Failure to satisfactorily complete, obtain, or maintain the required physical and/or psychological fitness for duty test; u) Solicitation or acceptance, directly or indirectly, of any gift, favor, entertainment loan or other thing which has monetary value in exchange for some action of the employee in the employee's official duties for the City; v) Accepting gifts from contractors, vendors, or other persons who are employed by persons/entities who are dealing with or attempting to deal with the City (except as defined in other City ordinances); w) Outside employment that conflicts with an employee's duties for the City. An employee shall not receive additional compensation from a source other than the City for work performed for the City. An employee may not conduct outside employment on City time. Further, an employee shall not utilize Sick Leave in order to appear for outside employment. All outside employment will be approved according to City policy; x) Financial interests that conflict with an employee's employment with the City; y) Misuse or allowing the misuse of City propetty, directly, or indirectly; z) Release of confidential information or misuse of information obtained through employment with the City; aa) Gambling or betting while on City time; bb)Forcing or attempting to force co-workers to donate to an office fund or collection; cc) Conduct that occurs off duty that has a negative effect (or is determined to have a potential negative effect) on the efficiency of the employee or the department; dd)Failure to comply with the policies and procedures issued by the City or the employee's Supervisors. Some conduct may warrant immediate suspension or termination, bypassing progressive steps. Examples include but are not limited to: Theft or fraud; Physical violence or threats in the workplace; Page 2 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
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Serious violation of safety protocols; Possession or use of illegal substances on duty; and Gross misconduct or criminal behavior
The City of Cibolo subscribes to a policy of systematic progressive discipline, when possible, to permit employees who violate policies or exhibit unsatisfactory job performance an opportunity to comply with City or department requirements and correct their actions. City employees are expected to conduct themselves responsibly in their work and are expected to abide by all policies of the City. To enable them to do this, each Depaitment Director or their designee should develop clear and reasonable policies and performance expectations, investigate the circumstances ofapparent policy violations or unsatisfactory performance before taking disciplinary action, and ensure that prompt, consistent disciplinary action is administered. No disciplinary action may be taken against an employee based on race, color, sex, national origin, age, disability, religion, political affiliation/association, or for any other discriminatory reason. Police and Fire employees will have additional departmental policies directing the disciplinary process. Levels of Progressive Discipline Each Department Director or their designee has the authority and responsibility to take disciplina1y actions against an employee "for cause", for misconduct, or for poor work performance. The levels of disciplinary action include: 1. Oral Counseling 2. Written Warning 3. Suspension 4. Demotion 5. Termination The levels in the progressive discipline process are outlined below. However, steps may be skipped or repeated based on the severity or recurrence of the issue. Step 1: Verbal Warning (Oral Counseling) • A verbal warning is issued by the supervisor to inform the employee of a performance or conduct issue. • The discussion should include specific expectations and how to improve. • A note summarizing the discussion may be retained by the supervisor but is not placed in the official personnel file. Step 2: Written Warning • If the issue persists or is more serious, a formal written warning will be issued. • The written warning should include: o Description of the issue o Reference to relevant policies or expectations o Required corrective action o Consequences of continued non-compliance Page 3 of 5 City Council Approval Date: December 9, 2025 ♦ Effective Date: January 5, 2026
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A copy is placed in the employee's personnel file.
Step 3: Final Written Warning or Suspension or Demotion • If improvement is not achieved or if the misconduct is more serious, the employee may receive a final written warning and/or a suspension or demotion without pay. • This step signifies the final oppo1tunity to correct behavior before termination. • The Director of People and Performance must be involved, and the employee will be given an opportunity to respond. • Suspension may range from one to several days depending on the circumstances. Step 4: Termination • Termination may occur if: o The employee fails to improve after previous steps o The employee commits a serious offense that justifies immediate dismissal • The termination process must include: o A review by the Director of People and Performance o A meeting where the employee can respond to the proposed action o Documentation of the decision and rationale Factors In determining the level of discipline to impose, the Department Director or their designee should consider factors that it deems relevant on a case-by-case basis, including but not limited to the following: • • •
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The seriousness of the employee's offense; The position the employee holds; The employee's employment history, including any previously imposed disciplinary actions which occurred within the previous 24 months, shall be considered; instances of suspensions or demotions which occurred within the previous 36 months shall also be considered; Similar disciplinary actions for other employees within the department; and The progressiveness of the discipline, where practicable.
Notice of Disciplinary Action The supervisor shall prepare a Notice of Disciplinary Action and include the following information: • • •
The specific policies or rules violation and/or specific performance deficiency or deficiencies; The specific details of the violation(s), including names of witnesses, dates and times; and, Inform the employee that, if applicable, they may appeal the disciplinary action under this policy, following the Employee Grievance policy (Policy 7.01).
The Notice of Disciplinary Action, if practicable, should be made in person with a written receipt obtained. If personal service is not available, service is deemed complete if the notice is sent by certified mail to the employee's last known address.
Page 4 of 5 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
Resignation in Lieu of Discipline An employee who faces disciplinary action may voluntarily resign prior to the issuance of a disciplinary action. Resignation shall not be forced upon the employee by the Department Director or their designee. If an employee chooses to resign, they may submit their resignation in writing to their Depa1tment Director, the People and Performance Depmtment, or the City Manager.
Employee Appeal Employees wishing to appeal a disciplinary action decision should follow the Employee Grievance policy (Policy 7.01) Decisions of the City Manager in a grievance request are final.
Page 5 of 5 City Council Approval Date: December 9, 2025
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Effective Date: Janu:try 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.05 Supersedes: NIA City Council Approval Date: December 9, 2025
Resignation and Termination This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any pait of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish consistent procedures for the voluntary resignation or involuntary termination of employees of the City. The goal is to ensure legal compliance, maintain operational continuity, and treat all employees with fairness and professionalism.
Resignation Procedure Employees are requested to provide a written notice of resignation at least two weeks in advance of their final working day. Department Directors should notify the People and Performance Department immediately upon receipt of a resignation. The Department Director may approve an earlier final day if in the City's best interest. Resignations must be in writing and may not be rescinded without Department Director approval. Employees may be asked to assist in transition planning, training replacements, or documenting job duties. Employees must return all City property (badges, uniforms, equipment, devices, credit cards, files, keys, vehicles) on or before their final working day. Failure to return City prope1ty may delay issuance of final pay only to the extent permitted by Texas law. If an employee resigns while under an active investigation, the City may continue the investigation and document findings for the personnel file, including TCOLE reporting where applicable.
Termination Procedure Employees may be terminated with or without cause. Cause may include, but is not limited to, violation of City policy, misconduct, insubordination, illegal or unethical actions, workplace violence, safety violations, performance deficiencies, dishonesty, or violation of departmental rules. All involuntary terminations must be reviewed and approved by the Department Director and the Director of People and Performance prior to action. Prior to any termination for cause, the Department Director shall ensure proper documentation exists to support the decision, including performance records, witness statements, or investigative findings. The City Manager or their Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
designee must be informed of any termination. In a layoff or reorganization, the City will follow objective, non-discriminatory criteria and document the business justification. A written termination notice will be provided to the employee, including the effective date and reason, if applicable. The People and Performance Director will maintain the termination documentation in the employee's personnel file. Employees will receive information regarding COBRA continuation rights, TMRS separation contributions, and any accrued leave payouts according to City policy and Texas law. Rehire Eligibility Employees who resign in good standing may be eligible for rehire. An employee resigns in good standing if they provide proper notice and are not under investigation for misconduct at the time of resignation. Employees terminated for cause are generally ineligible for future employment with the City unless approved b he City Manager.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
CITY OF CIBOLO Employee Handbook Policy
Number: 7.05 Supersedes: NIA City Council Approval Date: December 9, 2025
Resignation and Termination This policy is intended to provide guidance on the City of Cibolo's operations and internal procedures. While it reflects current practices, it is not a contract and does not guarantee continued employment. The City of Cibolo (City) reserves the right to modify, update, or rescind any pait of this policy as needed to reflect organizational needs or legal requirements. The City Manager retains the discretion to revise internal policies and procedures with City Council approval and to make employment decisions in accordance with applicable law. Nothing in this policy alters the at-will employment relationship between the City and its employees. However, the City is committed to treating all employees fairly, consistently, and with respect throughout their employment. The purpose of this policy is to establish consistent procedures for the voluntary resignation or involuntary termination of employees of the City. The goal is to ensure legal compliance, maintain operational continuity, and treat all employees with fairness and professionalism.
Resignation Procedure Employees are requested to provide a written notice of resignation at least two weeks in advance of their final working day. Department Directors should notify the People and Performance Department immediately upon receipt of a resignation. The Department Director may approve an earlier final day if in the City's best interest. Resignations must be in writing and may not be rescinded without Department Director approval. Employees may be asked to assist in transition planning, training replacements, or documenting job duties. Employees must return all City property (badges, uniforms, equipment, devices, credit cards, files, keys, vehicles) on or before their final working day. Failure to return City prope1ty may delay issuance of final pay only to the extent permitted by Texas law. If an employee resigns while under an active investigation, the City may continue the investigation and document findings for the personnel file, including TCOLE reporting where applicable.
Termination Procedure Employees may be terminated with or without cause. Cause may include, but is not limited to, violation of City policy, misconduct, insubordination, illegal or unethical actions, workplace violence, safety violations, performance deficiencies, dishonesty, or violation of departmental rules. All involuntary terminations must be reviewed and approved by the Department Director and the Director of People and Performance prior to action. Prior to any termination for cause, the Department Director shall ensure proper documentation exists to support the decision, including performance records, witness statements, or investigative findings. The City Manager or their Page 1 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026
designee must be informed of any termination. In a layoff or reorganization, the City will follow objective, non-discriminatory criteria and document the business justification. A written termination notice will be provided to the employee, including the effective date and reason, if applicable. The People and Performance Director will maintain the termination documentation in the employee's personnel file. Employees will receive information regarding COBRA continuation rights, TMRS separation contributions, and any accrued leave payouts according to City policy and Texas law. Rehire Eligibility Employees who resign in good standing may be eligible for rehire. An employee resigns in good standing if they provide proper notice and are not under investigation for misconduct at the time of resignation. Employees terminated for cause are generally ineligible for future employment with the City unless approved b he City Manager.
Page 2 of 2 City Council Approval Date: December 9, 2025
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Effective Date: January 5, 2026