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G-04-03-25-13F4 - 3/25/2004ORDINANCE NO. v ' " 7 ` 03-075-13 F'-1 AN ORDINANCE AMENDING SECTION 5.12 OF THE HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL, CONCERNING UNIFORMS AND GENERAL DRESS GUIDELINES; AND PROVIDING FOR A SAVINGS CLAUSE AND REPEALING CONFLICTING ORDINANCES AND RESOLUTIONS. BE IT ORDAINED BY THE COUNCIL OF THE CITY OF ROUND ROCK, TEXAS: I. That Section 5.12 of the Human Resources Policies and Procedures Manual of the City of Round Rock, Texas, is hereby amended to read as follows: 5.12 UNIFORMS AND GENERAL DRESS GUIDELINES PURPOSE To provide general guidelines on appropriate dress and professional appearance for employees. POLICY Uniforms and/or logo apparel are provided to eligible employees for identification and for personal convenience. It is the City's policy that employees who are issued uniforms shall wear them during all scheduled work hours at the City. Employees who are not provided with uniforms shall dress in a manner appropriate for their duties which present a professional and businesslike appearance. DEFINITION For the purpose of this policy, uniforms shall include: Uniform company issued attire consisting of trousers, jeans, shorts, shirts, and City logo shirts to be worn as part of a uniform. This policy does not address Police or Fire Department uniforms for sworn personnel. GUIDELINES Uniforms are furnished for employees who in the course of their regular job duties meet the following criteria: • Fostering public safety; (when the employee must be readily identifiable to the public as a figure of authority or when the employee's duties require frequent access to private property in an official capacity), Maintaining employee safety; (where the uniform provides a degree of protection not afforded by street wear, e.g. overalls, smocks, etc.), Preventing employee hardship; (when the nature/extent of the position poses a greater chance in the of degradation of clothing due to excessive PPFDesktop\:: ODMA/WORLDOX/O:/WDOX/ORDINANC/040325F4. WPD/sc1 • dirt, grease or corrosive materials, etc), and, Adhering to professional or trade practices. (Where certain types of dress conform to the expectations of the organization and the employee needs to be identified as a part of a specific work group). Uniforms shall not be provided • • To enhance employee or organizational morale or esprit de corps; To augment an employee's compensation; or To substitute for a normal, common sense dress code or the enforcement of such a code. Non -uniformed Personnel • Employees clothing must be neat, clean, and not noticeably wrinkled, worn, torn, or patched. • Employees shall not display any tattoos, body art or branding with an offensive design, logo, or wording. • Clothing brand logos and collegiate are acceptable. The commercial names and logos of hotels, casinos, bars; alcohol or drug related logos or slogans; other advertising; and obscene, suggestive or slang logos shall not be worn. Additionally, clothing advertising companies that the City may have business dealing with should not be worn (e.g. contractors, service providers, etc.) • Clothing not generally accepted as casual business attire will not be allowed — e.g., halter tops, spaghetti strap dresses/tops, exposed mid -drift, back -less dresses, transparent or semi -transparent fabrics, extremely short dresses or skirts, form -fitting shirts, blouses, sweaters and trousers. • Sleeveless shirts, blouses or sweaters may be worn provided they do not expose any part of the undergarments. • Appropriate footwear includes: tennis shoes, sandals, "dress" shoes, flats, heels and boots. Uniformed Personnel • . Employees must wear shirts, trousers, and shoes at all times while on the job. Employee uniforms must present a neat, clean appearance, particularly at the beginning of the workday. Trousers may not be frayed. No cut-off shorts or shirts may be worn and clothing should be free of holes and tears. Shirts must be buttoned properly. Shirts must be tucked in unless tucking creates a hindrance to the performance of the task and/or creates a health or safety issue. Uniforms shall be replaced that become unsuitable due to normal wear and tear at work. Safety shoes, protective eyewear and other personal protective items shall be worn in accordance with the applicable safety rules and directives. VENDOR ISSUED UNIFORMS Uniformed Field Employees/Supervisors Uniform shirts, trousers, and tee shirts are provided at no cost to the employee. The uniform shirts and trousers are property of the service provider and must be turned in at termination of employment. Other tee shirts and shirts that bear only the City logo (no department/division name) may be retained by the employee. The City will furnish the following uniform items to eligible employees consisting of the equivalent of but not less than: • 11 sets of uniform items consisting of either 11 uniform company issued trousers and shirts and 6 T-shirts; or, 11 shirts and 6 jeans and 6 T-shirts. 4 baseball -type caps Laundry services are provided for all service provider issued uniforms. An initial inventory of items provided to the employee will be made and the employee shall be required to sign the inventory list indicating he/she has possession of the items. Replacement of items that are lost or damaged (other than through normal wear and tear) shall be the responsibility of the employee. If an employee discovers loss or damage to their uniform(s), other than normal wear, they should report this fact to their supervisor not later than the beginning of the next workday following discovery of the loss or damage. Employees separating from employment with the City must turn in all vendor issued items. If the appropriate number of items is not returned, the contract replacement cost will be deducted from the employee's final paycheck. Non -Uniformed Field Supervisors The City will furnish 7 shirts, 7 trousers or jeans, and 4 baseball -type caps to all non -uniformed Field Supervisors. Non -Uniformed Office Personnel Regular status employees are entitled to receive 2 City logo shirts per fiscal year (not to exceed $30 per item). Departments/divisions may provide specific guidelines regarding the actual number of uniforms issued to the employees depending on the nature of the work performed. Directors may authorize the wearing of uniform shorts by employees when it will not interfere with their work performance, or, it can be done without creating a greater safety risk than would otherwise exist and when the general public would normally accept it as common practice. Department Directors or their designee may authorize the purchase of overalls and jackets (cold weather gear) for those employees whose positions require them to work outside during extreme cold weather. 3 PROBLEM RESOLUTION EMPLOYEE RESPONSIBILITY Employees must notify their supervisor of complaints and/or discrepancies related to vendor services. This includes damages, laundry service, repairs, etc. • • • Employees may not donate clothing with department, and/or division identification to charitable organizations (e.g. Goodwill, Salvation Army, The Red Cross, etc.). Uniform clothing and clothing with department, and/or division identification may not be worn by anyone who is not an employee of the City of Round Rock. All employees that separate from employment with the City must return all assigned uniform items. In the event an employee fails to return all assigned uniform items, the contract replacement cost of the uniforms will be deducted from the employee's final paycheck. SUPERVISOR RESPONSIBILITY • Communicate the City's general policy on uniform, dress, and appearance as well as department/division specific policies. • Evaluate the dress and appearance of employees under their supervision. If an employee is not dressed appropriately, the supervisor must take appropriate actions. Actions may include: (1) On the first occasion, oral warning will be given to the employee and the City's and/or department's dress and appearance policies shall be reviewed. The employee must acknowledge by signature. (2) On the second infraction, a written warning will be given. (3) Continued violations will result in other disciplinary action, up to and including termination. • Anytime the dress or appearance of an employee is deemed inappropriate for the work environment, an employee may be sent home. The employee must use leave time to cover the time away from work. Supervisors are responsible for collecting all uniforms and City logo shirts depicting department and/or division identification upon an employee's termination or transfer to another department. CONTRACT ADMINISTRATION • • Purchasing will ensure the resolution of any issues or complaints submitted by supervisors regarding the services provided by the vendor. Purchasing will notify supervisors of resolution progress with the vendor as necessary and will coordinate Quarterly updates with service providers and affected departments. 4 DEPARTMENT Due to business needs, each department may develop uniform and dress standards DRESS that are stricter than the guidelines set forth in this policy. STANDARDS RELATED POLICIES Departmental Policies and Directives EFFECTIVE DATE March 25, 2004 II. A. All ordinances, parts of ordinances, or resolutions in conflict herewith are expressly repealed. B. The invalidity of any section or provision of this ordinance shall riot invalidate other sections or provisions thereof. C. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Ordinance was adopted was posted and that such meeting was open to the public as required by law at all times during which this Ordinance and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. Alternative 1. By motion duly made, seconded and passed with an affirmative vote of all the Council members present, the requirement for reading this ordinance on two separate days was dispensed with. -th READ, PASSED, and ADOPTED on first reading this day of , 2004. 5 Alternative 2. READ and APPROVED on first reading this the day of , 2004. READ, APPROVED and ADOPTED on second reading this the day of , 2004. ATTEST: WELL, Mayor City of Round Rock, Texas /nu E. /ni.4 CHRISTINE R. MARTINEZ, City Secret 6 y DATE: March 19, 2004 SUBJECT: City Council Meeting - March 25, 2004 ITEM: *13.F.4. Consider an ordinance amending Section 5.12 of the Human Resources Policies and Procedures Manual, concerning uniforms. (First Reading) Department: Human Resources Staff Person: Teresa Bledsoe, Human Resources Director Justification: These revisions provide policies that are consistent with the best practices and address the desired professional image of the City's employees. Funding: Cost: N/A Source of funds: N/A Outside Resources: N/A Background Information: Public Comment: N/A The Council adopted the current Human Resources Policies and Procedures Manual in November 2000. Policies and procedures are updated when business necessity reflects a need for such revisions.