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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: