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i <br /> 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 /> j 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 /> i <br /> Step 1 <br /> <br /> .i If the attempt to resolve the problem informally is unsuccessful, the employee(s) may submit the <br /> complaint in writing to his/her immediate supervisorwithin twenty (20) days of the event, or of when <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 /> r <br /> Step 2 <br /> i <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 or his/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 /> i <br /> Step 3 <br /> i <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 Director with a copy <br /> ~ to the Human Resources Manager. The Department Director orhis/her designee and the Human <br /> i Resources Manager orhis/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 Manager within 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 /> I <br /> <br />