4.3 Adopting a Revised Uniform Policy
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Human Resources Human Resources/Assistant City Administrator Hille January 23, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Consent City Administrator/Finance Director Flaherty 4.3 – Uniform Policy
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
Is a strong organization that is committed to leading the community through innovative
communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
X Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends the City Council adopt a resolution approving policy amendment.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
City Staff routinely reviews City policies to ensure they are in alignment with organizational practices and
evaluates compared to external factors to remain competitive with the market. City staff has reviewed the
Uniform Policy and is recommending the following proposed changes:
• Allowable Clothing – defines the exclusion of camouflage wear for reimbursement and further
defines “pants”.
• Boot Allowance – increased the allowance for safety footwear purchases from $150 to $200. This
reflects for the market cost of boots, and the weathering throughout the year.
• Submission Procedures – with a change to adding the Human Resources Department, the change
defines where reimbursement requests should be submitted for payment.
The Administrative subcommittee was presented with this information at their January 11, 2023, meeting
and directed that it be placed on the consent agenda for City Council consideration.
SUPPORTING DOCUMENTS ATTACHED:
• Uniform Policy (with proposed changes)
• Resolution 2023-05
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to adopt Resolution 2023-05 Adopting a Revised Uniform Policy.
BUDGET INFORMATION
FUNDING: BUDGETED:
Safety footwear is budgeted within the applicable fund
for the following departments:
- Streets Maintenance
- Fleet Maintenance
- Parks Maintenance
- Water Utility
- Sanitary Sewer Utility
Yes
UNIFORM POLICY
ADOPTED: DRAFT
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.
B.C. Camouflage clothing is not eligible for reimbursement or wear during work hours.
C.D. 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.E. Durable material pPants only
E.F. All hats shall have the City of Otsego logo, and can be:
a. Ball caps
b. Stocking caps
F.G. 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. Public Works Staff
A.a. Clothing Allowance:
a.i. An allowance of $600.00 will be provided during the first year.
b.ii. An allowance of $400.00 will be provided each year thereafter.
B.b. Boot Allowance:
a. An allowance of $200.00 150.00 will be provided each year.
In no instance will the City reimburse for purchases in excess of the annual allowances.
5. CONTRACT UNIFORMSMECHANIC
At the request of an employee, and upon approval by their supervisor, employees working in the
capacity of a public worksmechanic are allowed to use a contracted uniform service, which will
be paid for by the City. Contracted uniform service is in lieu of uniform reimbursement allowance.
6. PART TIME & 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 Human ResourcesPayroll Department for final review
and approval. 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 for final review and approval. 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
Revised September 9, 2019
1
CITY OF OTSEGO
COUNTY OF WRIGHT
STATE OF MINNESOTA
RESOLUTION NO: 2023-05
APPROVING REVISED UNIFORM POLICY
WHEREAS, the City previously adopted a uniform policy on September 9, 2019; 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:
1. That the revised Uniform Policy as attached hereto is hereby adopted effective immediately.
2. That the Uniform Policy previously adopted on September 9, 2019 is no longer in force and effect.
ADOPTED by the Otsego City Council this 23rd day of January, 2023.
MOTION BY:
SECONDED BY:
IN FAVOR:
OPPOSED:
CITY OF OTSEGO
__________________________________
Jessica L. Stockamp, Mayor
ATTEST:
__________________________________
Audra Etzel, City Clerk