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If an employee has ajob-related complaint or problem or a dispute about the interpretation or <br />administration of a City policy or procedure, he/she may use the following complaint procedure to <br />resolve the issue. This procedure may be used by any non-represented employee who is not <br />covered by a collective bargaining agreement for any employment action taken or by represented <br />employees on matters not covered by his/her collective bargaining agreement. A union- <br />represented employee should use the grievance procedure outlined in his/her union contract for any <br />dispute related to the administration or application of the contract. <br />The City believes it is desirable to resolve problems and issues informally. Before beginning a <br />formal complaint process, an employee should discuss the issue with his/her immediate supervisor <br />within ten (10) days of the event. If a problem relating to an employment action cannot be resolved <br />informally, complaints should be processed in the following manner: <br />Step 1 <br />If the attempt to resolve the problem informally is unsuccessful, the employee(s) may submit the <br />complaint in writing to his/her immediate supervisor within twenty (20) days of the event, or ofwhen <br />the employee should reasonably have had knowledge of the event. The written notice shall include <br />the facts upon which the complaint is based, the provision of City policy he/she believes has been <br />violated, and the remedy sought. The supervisor shall respond to the complaint in writing as quickly <br />as possible, but no later than ten (10) days after the complaint is submitted. <br />Step 2 <br />If after ten (10) days from receipt of the immediate supervisor's reply, the complaint remains <br />unresolved, the employee may submit written notice along with all pertinent written information <br />including a statement of the complaint and relevant facts, the specific provision(s) of the City policy <br />allegedly violated, and a remedy sought to the Division Manager orhis/her designee. The Division <br />Manager orhis/her designee should meet with the employee within ten (10) days of the receipt of <br />the written notice to review the facts of the complaint. The Division Manager orhis/her designee <br />shall respond to the employee in writing within ten (10) days of the meeting. <br />Step 3 <br />If the complaint is not resolved, within ten (10) days following the response at Step 2, the complaint, <br />along with all pertinent written information, may be submitted to the Department Directorwith a copy <br />to the Human Resources Manager. The Department Director orhis/her designee and the Human <br />Resources Manager or his/her designee should meet with the employee with ten (10) days of the <br />receipt of the written notice. The Department Director shall render a decision within ten (10) <br />calendar days of the meeting. <br />Step 4 <br />If the Department Director's decision does not resolve the complaint, it may be submitted, along <br />with all pertinent written information, to the City Managerwithin ten (10) calendar days following the <br />Step 3 response. The City Manager may choose to hear the complaint, may designate another City <br />manager to hear the complaint, or may refer the complaint to an independent neutral third party if <br />appropriate. The City Manager orhis/her designee should meet with the employee within thirty (30) <br />days of the receipt of the written notice to review the facts of the complaint. The City Manager or <br />Page 10 <br />