(A) Step one: Informal discussion. An employee having a grievance will first attempt to resolve it informally with his immediate supervisor at the time the incident giving rise to the grievance occurs, or within two working days from the date of the matter causing dissatisfaction if the supervisor is not available at the time of the occurrence. At this step, there is no reason to put the grievance in writing, no report needs to be submitted by the supervisor. If the grievant so desires, a grievance representative may be present. The supervisor and the employee or employees shall make every effort to resolve the problem or to correct the misunderstanding at this level.
(B) Step two: immediate supervisor (formal).
(1) If the grievance is not settled in Step one, an employee having a grievance shall present it in writing to his immediate supervisor, or to his designated supervisory representative within five working days after the event or circumstances giving rise to the grievance have occurred, except in such cases where extenuating circumstances prevent filing within this time limit. Grievances submitted beyond the five days limit need not be honored although they will be processed through this procedure if the time limits are waived at this step.
(2) The grievance at this step shall be submitted to the supervisor using the form jointly developed by parties involved. This notice in writing should include:
(a) A statement of the grievance and relevant facts;
(b) Remedy sought;
(c) Provision of the contract or personnel manual that was violated;
(d) Any recommendations or suggestions.
(3) At this step, the grievant may bring with him the appropriate grievance representative. Within two working days following the supervisor's receipt of the written grievance, he will then conduct a meeting with the grievant and the grievance representative.
(C) Step three: Safety-Service Director.
(1) Should the grievant not be satisfied with the written answer he received in Step two, within two working days after the receipt thereof, he may submit the original and both copies to the Safety-Service Director and request that the meeting contemplated by this step shall be scheduled.
(2) At the conclusion of this meeting, and not to exceed two working days after the receipt of the grievance forms, the Safety-Service Director shall respond to this grievance by writing his answer on the original and all copies of the grievance form and then returning the original and one copy thereof to the employee or grievant.
(D) Step four: Mayor.
(1) Should the grievant not be satisfied with the written answer he received in Step three, within three working days after his receipt thereof, he may submit the original of the grievance form and one copy to the Mayor and request the meeting contemplated by this step be scheduled.
(2) Upon receipt of the original and one copy of the written grievance form, the Mayor shall have them stamped to show the date of his receipt of them and shall schedule a meeting to be held within five working days to discuss the grievance.
(3) Prior to a Step four meeting, the Mayor or his designated representative shall make a thorough investigation of the circumstances and allegations surrounding the grievance. Such investigations include the taking of written statements, reviewing all available written reports, answers at the prior steps, corrective action reports, assignment sheets, time records, written instructions, policies, rules, regulations, and all other information pertinent to the grievance.
(4) Upon completion of the Step four meeting, the Mayor shall determine whether the contemplated answer is consistent with policies. The Mayor shall render his decision in writing on both copies of the grievance and return a copy to the grievant and to the grievance representative within five working days after the meeting with the grievant.
(E) Step five: Grievance Review Committee.
(1) Employees may request in writing within five working days after receipt of the written decision by the Mayor in Step four that a grievance review committee be set up to review the decision of the Mayor.
(2) This committee should consist of three members: one appointed by the President of Council, one appointed by the grievant, and the third member who shall be chairman of this committee, shall be jointly appointed by both the President of Council and the grievant.
(3) The findings and recommendations of this committee shall be made in confidence to the grievant and Mayor within ten working days after the appointment of the chairman.
(4) The Mayor then shall render a final decision within ten working days after receipt of the recommendation from the committee as per their recommendation.
(5) A copy of the grievance form, with all comments and procedures included, will be placed in the employee's personnel folder as a permanent record.
(6) The grievance form will be provided by the city with required copies.
(`63 Code, § 158.03) (Ord. 32-80, passed 4-14-80)