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3.2. SR 12-10-2007REQUEST FOR ACTION To Item Number Ci Council 3.2.* Agenda Section Meeting Date Prepared by Consent December 10, 2007 Lauren Wipper, Human Resource Re resentative Item Description Reviewed by Uniform Policy Program for Public Works and Parks Lori ohnson, Ci Administrator Department Reviewed by Action Requested Approve the attached updated Uniform Policies fox Park Maintenance Employees and for Street Division Employees. Background/Discussion The Uniform Policies for Park Maintenance Employees and Street Division Employees were developed and approved for 2007. The Park Maintenance policy has been updated to incorporate practiced procedures into the policy. They include items like the taxability of the uniform allowance and prorating the allowance for employees who are hired mid-year. These are primarily language changes and do not change the intent of the policy. The original Street Division Uniform Policy included an option for employees to choose between uniform rental and a Uni-lease program. The Uni-lease program provided employees with part of their uniform through a uniform company and an allowance to purchase other clothing. Public Works Directar Terry Maurer has requested that the Uni-lease option be elunixiated and replaced with an option similar to the Park Maintenance uniform policy. This has been incorporated into the updated Street Division Uniform Policy. Financial Impact Costs associated with these uniform policies have been incorporated into the proposed 2008 budget. Attachments Uniform Policy for Park Maintenance Employees Uniform Policy for Street Division Employees ACtlon Motion by Second by Vote Follow Up fiver City of Elk River UNIFORM POLICY for Park Maintenance Employees Purpose: This is an update to the 2007 Uniform Policy for Park Maintenance Employees. POLICY: Uniforms: Park Maintenance Employees shall receive an annual uniform allowance of four hundred fifty dollars ($450). This amount is prorated for regular part-time employees and employees starting mid-year. The uniform allowance must be used to purchase items from the Approved Clothing Options list below. The allowance for 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, Carharrt type clothing, rain gear and shorts 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 or reimbursed to the City promptly. Amounts not reimbursed promptly will be deducted from the employee's pay check. Approved pants, Carharrt type clothing, rain gear, and shorts may be purchased by the employee and be reimbursed to the employee. If the entire allowance is not used in a calendar year, it will not carry over to the next year. Employees must wear clothing from the Approved Clothing Options list every day unless authorized by their supervisor. Taxability of Uniform Allowance: Items purchased under this policy are considered taxable benefits because they are adaptable to everyday use. Taxable benefits are added to employee's gross pay. Approved Clothing Options: Short or Long Sleeve Regular T-Shirts with City Logo Short or Long Sleeve Pocket T- Shirts with City Logo Crewneck Sweatshirts with City Logo • Hooded Sweatshirts with City Logo • Short or Long Sleeve Sport Polo Shirt with City Logo • Short Sleeve Button Down Shirt with City Logo • Long Sleeve Button Down Shirt 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 • Carharrt type Winter Jackets and Bibs • Carharrt type Winter Coveralls • Rain Gear • Sohd or Two-Tone Baseball Caps with City Logo • Cuffed I~iit Caps with City Logo • Uncuffed Knit Caps with City Logo • Blue Jean Pants • Khaki Pants • Approved Summer Shorts 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 torn or have holes. Restrictions for Pants: Sweat Pants, Nylon running/coaches pants, etc. are not allowed. Restrictions for Shorts: It is the intent of this section to establish criteria and applicable tasks for which summer shorts will be allowed as an alternative to conventional uniform pants. Employees will only be allowed to wear shorts under the following conditions: • The Park Maintenance Supervisor will be responsible for identifying tasks and enforcing circumstances for which summer shorts will be allowed as an alternative to conventional uniform pants. All employees must be prepared to respond to a change in task assignment by having long pants from the Approved Clothing Options list 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 summer shorts option. ^ Employees shall not wear summer 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. Approved shorts must be of the following design: o Acceptable length will be 2" inches above the kneecap. o All shorts must have hemmed bottoms. o All shorts must be a durable type material comparable to jeans or uniform rental material. o All shorts must be a style similar to approved uniform pants. ^ The following shorts are not allowed: o Bib style, baggy, athletic, or skater type shorts. Approved Vendors: Ink Wizards 9958 Highway 10 NW Elk River, Mn. 55330 763-441-1022 Corporate Connection 22243 206t'' St. NW Big Lake, Mn. 55309 763-263-7151 R&D Sales Inc. 510 Freeport Ave. Suite D Elk River, Mn. 55330 763-441-4416 Chet's Shoe Store 2609 Coon Rapids Blvd Coon Rapids, Mn. 55433 763-754-3013 Shoe Menders 608 Railroad Dr. Elk River, Mn. 55330 763-441-6319 Kaplan Bros. Inc. 7316 Lakeland Ave. N Brooklyn Park, Mn. 55428 763-425-4949 Any questions regarding this policy should be directed to your supervisor. The Park Maintenance Supervisor is responsible for ensuring that clothing worn by Park Maintenance Employees meets the policy requirements. C 1Ver~ City of Elk River UNIFORM POLICY for Street Division Employees (Street Maintenance and Equipment Services) Purpose: This is an update to the 2007 Uniform Policy for Street Division Employees. POLICY: Uniforms: Effective January 1, 2008, Street Division employees shall choose between the following two options for work uniforms: • Option I-Rental Uniforms -the employee shall receive 11 shirts, 11 jeans, and 2 work jackets with weekly laundry service. Equipment Services employees shall also receive coveralls. Option II-Uniform Allowance -the employee shall receive an annual amount to be use to purchase clothing from the Approved Clothing Options list below. o Employees that choose Option II will have a uniform allowance of $450.00. This amount is prorated for regular part-time employees and employees starting mid-year. The uniform allowance must be used to purchase items from the Approved Clothing Options list below. The allowance for future years may be adjusted by the City Council and will be set annually by the City Council with adoption of the budget. o Employees must purchase all items except pants, Carharrt type clothing, and rain gear 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 or reimbursed to the City promptly. Amounts not reimbursed promptly will be deducted from the employee's pay check. Approved pants, Carharrt type clothing, and rain gear may be purchased by the employee and be reimbursed to the employee. If the entire allowance is not used in a calendar year, it will not carry over to the next year. Employees must wear either uniforms or clothing from the Approved Clothing Options list every day unless authorized by their supervisor. Taxability of Uniform Allowance: Items purchased with the uniform allowance are considered taxable benefits because they are adaptable to everyday use. Taxable benefits axe added to employee's gross pay. Approved Clothing Options: • Short or Long Sleeve Regular T-Shirts with City Logo • Short or Long Sleeve Pocket T- Shirts with City Logo • Crewneck Sweatshirts with City Logo • Hooded Sweatshirts with City Logo • Short or Long Sleeve Sport Polo Shirt with City Logo • Short Sleeve Button Down Shirt with City Logo • Long Sleeve Button Down Shirt with City Logo • Baseball Caps with City Logo • Baseball Cap with work-related graphics - i.e.: MN DOT • Baseball Cap with no writing or graphics • Knit Caps with City Logo • Knit Caps with no writing or graphics • Carharrt type Winter Jackets and Bibs • Carharrt type Winter Coveralls • Rain Gear • Blue Jean Pants Approved Colors: Navy Blue, Denim Blue, and Gray. Carharrt type clothing shall be Carharrt Brown. Uniform supplied by the rental service. Clothing Appearance: All clothing must be clean and in good repair. Clothing should not be torn or have holes. Approved Vendors: Ink Wizards 9958 Highway 10 NW Elk River, 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, MN 55330 763-441-4416 Kaplan Bros. Inc. 7316 Lakeland Ave. N Brooklyn Park, MN 55428 763-425-4949 Any questions regarding this policy should be directed to your supervisor. The Street Division Supervisors are responsible for ensuring that clothing worn by Street Division Employees meets the policy requirements. 1-fiver City of Elk River 2008 UNIFORM ELECTION for Street Division Employees (Street Maintenance and Equipment Services) Employee N For 2008, I elect to receive my uniform clothing per the option selected below: ^ Option I-Rental Uniforms - 11 shirts, 11 jeans, and 2 work jackets with weekly laundry service. ^ Option II-Uniform Allowance -Annual allowance to purchase approved clothing. I have read and agree to follow the requirements of the attached Uniform Policy. I understand that this election is in effect for all of 2008 and that I may not change my election until January 2009. Further, I understand that if I elect Option II, clothing that I purchase is a taxable benefit that will be added to my gross pay. If I spend more than I have available through my allowance, I will promptly reimburse the City for the additional amount. If I fail to do so, the City has my permission to deduct this amount from my paycheck. Employee Signature Supervisor Date Date Forward completed copy to Human Resources.