6.4. SR 10-01-2007REQUEST FOR ACTION
To Item Number
Ci -Council 6.4 .
Agenda Section Meeting Date Prepared by
tldministration October 1, 2007 Lauren Wippex, Human Resource
Re xesentative
Item Description Reviewed by
Uniform Policies fox Building Maintenance Division Tex - Mauxex, Public Works Director
Reviewed by
Lori ohnson, Ci Administrator
Action Requested
Approve the Uniform Policy fox Custodians and the Uniform Policy fox Building Maintenance
Employees.
Background/Discussion
Custodians
Because the custodial employees work in a variety of city facilities and often after hours, Public Works
Director Terry Mauxex, Building Maintenance Supervisor Gary Lore, and I believe it is necessary fox them
to be readily identifiable as city employees. T'he attached policy provides five t-shirts fox each employee
that will identify them as city employees. The t-shirts will be replaced when worn ox damaged and will be
returned to the City when the employee terminates employment. The t-shirts will be the same color fox
all employees; we axe considering light blue. T-shirts will be worn with long pants. Mx. Lore may
authorize wearing shorts, as defined in the policy, fox certain tasks ox circumstances.
Building Maintenance Em~lavees (excluding Curtodianr)
The Building Maintenance Division employees were formally part of the Street Department, and as such,
were provided uniforms from a uniform company. Early this year, a uniform policy was developed fox
the Street division employees with the intent of developing a separate policy fox the Building Maintenance
division. This policy has been in the works and was slightly delayed with the addition of the Public
Works Director position and reorganization of the department This policy mirrors the Paxk
Maintenance employee's policy with the omission of a shorts provision.
Financial Impact
Uniforms were included in the 2007 budget and the costs associated with these policies will fall within the
budgeted amount.
Attachments
^ Uniform Policy fox Custodian Employees
^ Uniform Policy for Building Maintenance Employees (excluding Custodians)
C:\DocvmevLS and Settings\jmillex\Local Settings\"Pemporary Incexne[ Files\OLK3E\Unifoxm PoGry-AFA.doc
Action Motion by Second by Vote
Follow Up
C:ADoeument. and Settings\jrrullex\Lucal SettingsV'1'empoxary Internet FilesAOLK3E\UniEorm Policy-RFA.doc
City of Elk River
UNIFORM POLICY
for
Custodian Employees
Purpose:
It is the intent of this policy to establish criteria defining the uniform policy fox Custodian
employees.
POLICY:
Uniforms:
Each Custodian employee shall be issued 5 t-shirts. Employees axe responsible fox
laundering the t-shirts. Shirts will be replaced by the Building Maintenance Supervisor as
they become wom or damaged. Shirts shall be returned to the employer when the employee
leaves employment with the City or no longer is a Custodian employee. The cost of shirts
not returned will be deducted from the employee's final pay check.
Employees must wear issued t-shirts every day unless authorized by their superoisox. T-
shirts shall be wom with clean, well-maintained jeans or Dockers-styled pants. Sweat pants,
nylon running/coaches pants, etc. axe not allowed. Employees will be allowed to wear
shorts only under the following conditions:
^ The Building Maintenance Supervisor will be responsible for identifying tasks
and enforcing circumstances fox which shorts will be allowed as an alternative to
long pants.
^ All employees must be prepared to respond to a change in task assignment by
having long pants with them at all times. There will be NO EXCEPTIONS to
this condition. Employees not prepared to address a change in tasks will lose
their privileges for the shorts option.
^ Employees shall not wear shorts while attending functions such as meetings in
buildings similar to City Hall where the norm is to dress in a formal or
semiformal business attire.
• Shoes worn with shorts must be sturdy and fit secure to the foot. Examples
include tennis shoes, work ox hiking boots, and sandals with a full heal.
^ Approved shorts must be of the following design:
o Acceptable length will be 2" inches above the kneecap ox longer.
o All shorts must have hemmed bottoms.
o All shorts must be of a durable type material comparable to jeans ox
Dockers-styled pants.
The following shorts axe not allowed:
o Bib style, baggy, athletic, ox skater type shorts.
Any questions regarding this policy shotdd be directed to your superoisox. The Building
Maintenance Superoisox is responsible for ensuring that clothing worn by Custodian
employees meets the policy requirements.
ver
City of Elk River
UNIFORM POLICY
for
Building Maintenance Employees
(excluding Custodians)
Purpose:
1t is the intent of this policy to establish criteria defining the uniform polity for Building
Maintenance employees who axe not Custodians.
POLICY:
Uniforms:
Effective January 1, 2007, regular full time Building Maintenance employees who are not
Custodians shall receive an annual uniform allowance of four hundred fifty dollars ($450).
This amount will be prorated fox employees who are hired mid-year. The uniform allowance
maybe used anytime during the year to purchase approved uniform items from the
Approved Clothing Options list below. The allowance fox future years may be adjusted by
the City Council and will be set annually by the City Council with adoption of the budget.
Employees must purchase all items except pants and Carhazxt type winter jackets, bibs and
coveralls from the Approved Vendor List below. The purchases, including the cost of the
City logo, will be charged by the Vendor to the City and applied to each employee's uniform
allowance. Any amount charged in excess of the uniform allowance is the responsibility of
the employee; it must be paid to the Vendor ox reimbursed to the City promptly. Amounts
not reimbursed promptly will be deducted from the employee's pay check. Approved pants
and Carhaxxt type winter jackets, bibs and coveralls may be purchased by the employee and
be reimbursed to the employee. If the entire allowance is not used in a calendar yeas, it will
not carry over to the next year.
F_mployees must weaz clothing from the Appxoced Clothing Options list every day unless
authorized by their supervisor.
Taxability of Uniform Allowance:
Items purchased under this policy axe considered taxable benefits because they are adaptable
to everyday use. Taxable benefits are added to employee's gross pay.
Approved Clothing Options:
• Short ar Long Sleeve Regular T-Shirts with City Logo
• Short or Long Sleeve Pocket T- Shirts with City Logo
• Cxewneck Sweatshirts with City Logo
• Hooded Sweatshirts with City Logo
• Short ox Long Sleeve Spart Polo Shirt with City Logo
• Short Sleeve Button Down Shirt with City Logo
• Long Sleeve Button Down Shift with City Logo
• Denim Short Sleeve Button Down Shirt with City Logo
• Denim Long Sleeve Button Down Shirt with City Logo
• Three Season Jacket with City Logo
• Carhaxrt type Winter Jackets and Bibs
• Carhaxrt type Winter Coveralls
• Rain Gear
• Solid or Two-Tone Baseball Caps with City Logo
• Cuffed Knit Caps with City Logo
• Uncuffed Knit Caps with City Logo
• Blue Jean Pants
• I{haki Pants
Approved Colors:
Forest Green, Khaki, Sagestone, Sand, Tan, Navy Blue, Black
Clothing Appearance:
All clothing must be clean and in good repair. Clothing should not be tom ox have holes.
Restrictions for Pants:
Sweat Pants, Nylon running/coaches pants, etc. are not allowed.
Any questions regarding this policy should be directed to your superoisox. The Building
Maintenance Supervisor is responsible fox ensuring that clothing worn by Building
Maintenance employees meets the policy requirements.
City of Elk River
Building Maintenance
Clothing Allowance Policy
2007
Vendor List
Ink Wizards
9958 Highway 10 NW
Elk IZivex, Mn. 55330
763-441-1022
Corporate Connection
22243 206`" St. NW
Big Lake, Mn. 55309
763-263-7151
R&D Sales Inc.
510 Freeport Ave. Suite D
Elk River, bon. 55330
763-441-4416
Kaplan Bros. Inc.
7316 Lakeland Ave. N
Brooklyn Paxk, Mn. 55428
763-425-4949