ITEM 3.5 Revision of Uniform PolicytSTeF 4zo
MINNESOTA C�p
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/Finance Director Flaherty
September 9, 2019
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
Street Operations Manager Lamson
Utility Operations Manager Neidermeier
Parks and Recreation Director Demant
3.5
STRATEGIC VISION
MEETS:
THE CITY OF OTSEGO:
X
Is a strong organization that is committed to leading the community through innovative
communication.
No
Has proactively expanded infrastructure to responsibly provide core services.
BACKGRO U ND/J USTI FICATI ON:
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
approved by the City Council on May 12, 2014. Revisions to the uniform policy are being recommended for
Is a social community with diverse housing, service options, and employment opportunities.
1) To increase the authorized reimbursement for safety boots to part-time and/or seasonal staff.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is recommending that the City Council adopt the revised uniform policy.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGRO U ND/J USTI FICATI ON:
It is important that the City periodically review existing policies. The City's existing uniform policy was
approved by the City Council on May 12, 2014. Revisions to the uniform policy are being recommended for
the following reason:
1) To increase the authorized reimbursement for safety boots to part-time and/or seasonal staff.
2) To update procedures within the policy to match current practices.
3) To format the policy to match other recently created or modified City policies.
These policy revisions were verbally reviewed with the Administrative Sub -Committee on August 14, 2019
with the recommendation for the revised policy to be placed on the agenda for a future City Council
meeting.
SUPPORTING DOCUMENTS ATTACHED:
• Draft Revised Uniform Policy
• Current Uniform Policy
• Resolution 2019-45
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve Resolution 2019-45 adopting the revised uniform policy.
BUDGET INFORMATION
FUNDING: BUDGETED:
N/A
G
EI%
CITY OF 0
Ot
MINNESOTA 9
UNIFORM POLICY
ADOPTED: **DRAFT** September 9, 2019
1. POLICY
To provide uniforms for City employees for identification to the public as City employees.
2. UNIFORM REQUIREMENTS
A. Employees provided a uniform by the City shall wear the uniform during work hours.
B. All uniforms are expected to be kept in clean condition.
C. All upper torso apparel shall have the City of Otsego logo, and can be:
a. Short or long sleeved
b. Sleeveless with finished or hemmed edges
c. Sweatshirts
d. Jackets and vests
D. Pants only
E. All hats shall have the City of Otsego logo, and can be:
a. Ball caps
b. Stocking caps
F. Boots are required to be ANSI approved safety footwear.
3. CITY LOGO
The City of Otsego will pay for the embroidery or printing of the City logo on all employee
uniforms. Only the official City or Parks & Recreation logo will be allowed on employee uniforms.
Embroidery or printing of the City logo will only be completed by the official clothing vendor of
the City.
Clothing or hats that include the City of Otsego logo should not be worn by employees outside
of normal work hours.
4. FULL TIME EMPLOYEES
All full-time employees will be responsible for purchasing their own clothing and will be
provided reimbursement upon receipt of proper documentation approved by the respective
supervisor. Procedures for reimbursement are outlined later in this policy.
A. Clothing Allowance:
a. An allowance of $600.00 will be provided during the first year.
b. An allowance of $400.00 will be provided each year thereafter.
B. Boot Allowance:
a. An allowance of $150.00 will be provided each year.
In no instance will the City reimburse for purchases in excess of the annual allowances.
5. MECHANIC
At the request of an employee, and upon approval by their supervisor, employees working in
the capacity of a mechanic are allowed to use a contracted uniform service, which will be paid
for by the City.
6. PARTTIME & SEASONAL EMPLOYEES
All part-time and seasonal employees are required to provide their own pants. The City of
Otsego will provide employee uniforms to part-time and seasonal employees. The respective
supervisor will have discretion in the appropriate amount of clothing up to the quantities
below:
A. Clothing:
a. Up to four shirts (short or long-sleeved tee)
b. Up to one sweatshirt
c. Up to one jacket
d. Hats as determined by the supervisor
B. Boot Allowance:
a. An allowance of $150.00 will be provided each year.
All part-time and seasonal employees, at the request of their supervisor are expected to return
to the City upon the completion of their employment, any and all clothing provided by the City.
7. SAFETY CLOTHING
The City of Otsego will provide all Personal Protective Equipment (PPE) that is required.
8. PAYMENT PROCEDURES
The following procedures are intended to be a summarized version of procedures outlined in the
City's Purchasing Policy, which will supersede the procedures outlined within this policy in the
event there are differences.
For clothing purchases, employees should submit receipt documentation along with a claim
voucher to their supervisor. The supervisor will be responsible for reviewing the reimbursement
request and providing the necessary approval and expenditure coding. The supervisor will then
forward the reimbursement request to the Payroll Department. The reimbursement will be
included upon the next payroll cycle.
For boot purchases, employees should submit receipt documentation along with a claim voucher
to their supervisor. The supervisor will be responsible for reviewing the reimbursement request
and providing the necessary approval and expenditure coding. The supervisor will then forward
the reimbursement request to the Finance Department. The reimbursement will be included
within the next batch of claims, and upon approval by the City Council, the checks are
distributed.
9. TAX IMPLICATIONS
In accordance with Internal Revenue Service Publication 5138 (February 2014), the clothing
allowance must be treated as a taxable fringe benefit.
10. POLICY HISTORY
This is the current and most recent version of the Uniform Policy. Previously:
Adopted February 11, 2008
Revised July 23, 2012
Revised April 28, 2014
Revised May 12, 2014
City of Otsello
Uniform Policy
Purpose
The purpose of this policy is to provide uniforms for certain public works, parks, and
utilities employees to identify them as City of Otsego employees.
Uniform
Uniform is defined as follows:
All upper torso apparel shall have the City of Otsego logo
Eligible uniform items include;
Short and long sleeve tee or button shirts with City logo
Sleeveless shirts with finished (hemmed) edges and with City logo
Sweatshirts with City logo
Jackets, vests and coveralls
Pants
Baseball caps and stocking hats with City logo
Employees provided a uniform by the City shall wear the uniform during work
hours
Only City of Otsego logo hats are allowed to be worn during work hours
Full Time Employees:
Uniform Allowance
The City will provide an initial uniform expenditure of up to $600 during or at
completion of the probationary period when approved by the Supervisor for the purchase
of uniforms.
The City will provide up to $400 per calendar year after successful completion of
the probationary period for purchase of uniforms.
Uniform clothing must be worn during work hours and kept in clean condition.
Mechanics are allowed to use a service contract to provide their uniforms. These
uniforms must have the City of Otsego logo and be kept in a clean condition.
Boot Allowance
The City may provide up to $150 per year for the purchase of ANSI approved
safety footwear.
Seasonal and Part-time Employees:
Uniform Allowance
The City will provide up to four City logo shirts (long or short sleeve), one City
logo sweatshirt and one City logo baseball cap or stocking hat.
Uniform clothing must be worn during work hours and kept in clean condition.
All clothing will be turned in to the supervisor at the end of City employment.
Boot Allowance
The City may provide up to $60 per calendar year for ANSI approved safety
footwear.
Safety Clothing - Personal Protective Equipment (PPE)
All personal protective clothing and equipment that is required for on the job
safety shall be provided by the City.
Purchasing Process
All uniform, boot, and PPE purchases are subject to supervisory approval.
All uniform, boot, and PPE must be purchased through an authorized vendor
approved by the supervisor.
Detailed receipts are required for all purchases.
Receipts shall be submitted to the supervisor within 10 days of purchase.
After the initial uniform or boot purchase, additional purchases can be made on a
quarterly basis or by approval of the supervisor.
The supervisor shall keep records of the balance each employee's uniform
allowance.
In no instance will the City reimburse or pay for a purchase in excess of the
annual allowance.
Adopted February 11, 2008
Revised July, 2012
Revised April 28, 2014
Revised May 12, 2014
CITY OF OTSEGO
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO: 2019-45
APPROVING REVISED UNIFORM POLICY
WHEREAS, the City previously adopted a uniform policy on May 12, 2014; and
WHEREAS, the City has made certain revisions within the uniform policy; and
WHEREAS, the City Council has met to discuss and review the revised policy; and
WHEREAS, the City Council has determined that the revised policy shall be in force and effect upon the
date of adoption of this resolution.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF OTSEGO,
MINNESOTA:
That the revised Uniform Policy as attached hereto is hereby adopted effective immediately.
2. That the Uniform Policy previously adopted on May 12, 2014 is no longer in force and effect.
ADOPTED by the Otsego City Council this 9th day of September, 2019.
ATTEST:
CITY OF OTSEGO
Jessica Stockamp, Mayor
Tami Loff, City Cleric
MOTION made by Council Member and SECONDED by Council Member
IN FAVOR:
OPPOSED: