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Home My WebLink About2011-07-06 PACKET 04.I.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 7/6/2011 PREPARED BY Administration Ryan Schroeder ORIGINATING DEPARTMENT STAFF AUTHOR COUNCIL ACTION REQUEST Consideration adopting a resolution amending the Personnel Policy by adding a dress code policy. wi7i•17121aIMIAd1411 Adopt the resolution. BUDGET IMPLICATION $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES /RIGHTS ❑ ECONOMIC DEV. AUTHORITY SUPPORTING DOCUMENTS DATE $ ACTUAL AMOUNT FUNDING SOURCE REVIEWED APPROVED DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ❑ ® MEMO /LETTER: Memo from Joe Fischbach dated 6/28/2011 ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ❑ OTHER: ADMINISTRATORS COMMENTS � r G City Administrator Date COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER CITY OF MINNESOTA COTTAGE GROVE To: Honorable Mayor and City Council From: Joe Fischbach, Human Resources Coordinator Date: June 28, 2011 Subject: Dress Code Pollcy Background Over the years the City has had an informal policy regarding proper workplace attire. Some divisions, such as Police Patrol, have more formal guidelines that must be adhered to. Currently staff is given general direction regarding what is appropriate attire and what is not. With no formal policy, there are times when attire is more casual than business. Staff is recommending this policy in order to ensure that attire is more professional and employees have clear expectations of what is appropriate and what is not appropriate dress in the workplace. These formal guidelines will apply to all City staff. A majority of employees deal with the public on a daily basis. The minority of employees that do not could very well deal with the public on any given day. Essentially, staff is recommending this dress code policy to ensure that a positive image of the City of Cottage Grove is conveyed. Examples of acceptable normal work day attire include: • dress pants • long and short sleeve collared shirts free of commercial advertisement • blouses • sweaters • dress shoes Examples of unacceptable normal work day attire, which there currently is not a policy specifically prohibiting, include: • denim shirts • sweatshirts • pants not considered dress in nature • flip flops Department heads may adopt stricter guidelines if deemed appropriate, such as Police Patrol uniforms. The policy was drafted and sent out to department heads for review and comment. We now present to Council for consideration. F-04t 1 Considering adopting a resolution amending the Personnel Policy by adding a dress code policy. THE CITY OF COTTAGE GROVE; AMENDING RESOLUTION 11-043 DO • 4/20/11 SECTION 31. DRESS CODE POLICY The dress and appearance of City employees is a direct reflection of our professionalism. City employees meet with the public every day as part of their work day. A neat, well - groomed employee will present a positive image for the City. II. Policy. All employees should dress in a manner in which their clothing is clean, neat and in good repair. Good hygiene is always expected. Cologne and perfume should be worn in moderation. Good judgment in choosing your attire should be used at all times since we are representing the residents of the City. Clothing items with the City logo are always acceptable on regular work days or casual days. Department heads shall be responsible for enforcing this policy. In some cases, a department head may establish more restrictive standards than those represented in this policy. Employees with questions concerning dress standards should direct them to their immediate supervisor. III. Non - Uniformed Personnel. a. The following items are considered APPROPRIATE attire for the office environment on a regular work day: i. Suits, pant suits, sport coats; ii. Dress slacks, trousers, khakis; iii. Dress shirts with or without a tie; iv. Polo shirts or golf style shirts with collars; v. Short sleeve pullovers or sleeveless tops, as long as they are not overly revealing; vi. Dresses, skirts, and jumpers, as long as the length is no more than three inches above the knee; vii. Capri pants; viii. Dress shorts, as long as they are designed for the office, and no more than three inches above the knee; ix. Blouses, shirts, sweaters or pullovers; x. Any type of business shoe, including heels, flats, etc.; and xi. Dress sandals with a heel. b. Those employees in a technical or field position may also wear the following attire: i. T- shirts, as long as they are a solid color, or multi -color with the City logo. No T -shirt shall have slogans or advertising; ii. Sweatshirts, as long they are a solid color, or multi -color with the City logo. No sweatshirt shall have slogans or advertising; iii. Denim jeans or heavy work clothes, as long as they are in good condition; and iv. Work boots, as long as they are in good condition. v. Hats that have the City logo or do not advertise a commercial interest (private business). c. The following items are considered INAPPROPRIATE attire for the office environment on a regular work day: i. Denim jeans; ii. Denim shirts; iii. Sweatshirts; iv. T- shirts, muscle shirts, or tank tops; V. Tube tops, crop tops, or halter tops; vi. Sweat suits or workout clothes; vii. Miniskirts or " shorts"; viii. Body - hugging clothes such as leggings, spandex, etc.; ix. Shorts, unless authorized in advance by a department head to perform field work such as outdoor work. If authorized, shorts must be no more than three inches above the knee; x. Any clothing that is overly revealing or outlandish so as to cause distraction; A. Clothing with advertisements or slogans; xii. Clothing that is ripped or has holes; xiii. Military or hunting clothing; xiv. Flip -flops or other unprofessional footwear, including worn out shoes or athletic shoes; and xv. Employees are encouraged to remove their hats inside City Hall. General Guideline: If one's attire is most appropriate for the gym, tennis court, beach or nightclub, it is not appropriate in a business environment. When in doubt about the appropriateness of any attire, leave it out of the work wardrobe. Employees are expected to use good judgment. d. Dress needs vary by job function. It is recognized that employees in certain departments must dress in uniforms or casual clothing due to job specific duties and conditions of their position. Reasons for these alternative dress standards include safety, excessive wear and tear on clothing, and appropriateness for job performance. Individuals who spend a portion of the day in the field need to dress in a manner appropriate for their jobs, as determined by their department head. Employees who are in an office environment for a full day should follow the guidelines listed above. This includes field employees who are in an office environment for a full day. IV. Uniformed Personnel. a. Uniforms, which are provided and /or required for some City employees, should be neat, fresh and clean when reporting for work. b. Each department is responsible for seeing to it that employees follow department regulations regarding uniforms, related accessories and equipment. c. Hats that advertise a commercial interest (private business) are prohibited. Hats with the City logo are preferred. V. Casual Day. a. Casual day is intended to occasionally allow employees to dress casually in the workplace and to promote the City. Casual day is usually Friday. Other days may be considered casual days, as determined by the City Administrator and department heads. Such days may include clean up day, tree planting day, etc. b. The guidelines listed above shall apply to casual days. In addition to the APPROPRIATE items listed above, the following items may be worn on casual dress days: i. Casual slacks or pants; ii. Sweatshirts, as long they are a solid color, or multi -color with the City logo. No sweatshirt shall have slogans or advertising; iii. City logo attire; iv. Denim jeans, as long as they are in good condition with no tears or holes; and v. Athletic shoes, as long as they are in good condition. WWMM Violations of this policy shall be just cause for the employee to leave the work site in order to change attire. Time away from work shall not be paid as regular duty pay. The employee must use annual leave, compensatory time, or unpaid leave to cover any time away from work to change attire. Employees who are dissatisfied with these standards, or the application of this policy, should discuss the issue with their department head. If an employee so chooses he /she may appeal to the City Administrator or his /her designee for final resolution. c. The City reserves the right to amend and /or revise this policy, including employee accommodation on the basis of cultural or religious beliefs. NOW THEREFORE BE IT RESOLVED, by the City Council of the City of Cottage Grove, County of Washington, State of Minnesota, that the above listed section of the City of Cottage Grove Personnel Policy be added. Passed this 6th day of July 2011. Myron Bailey, Mayor Attest: Caron Stransky, City Clerk