When the informal procedure does not produce a resolution, formal channels should be used. There are three levels in the formal procedure:
(A) Level one.
(1) Employee shall submit written complaint or problem to immediate supervisor.
(2) The immediate supervisor will conduct an investigation of the grievance.
(3) The immediate supervisor will render a written decision based on the results of the investigation within ten working days from the date on which the complaint was submitted at level one.
(B) Level two.
(1) Employee shall submit written complaint or problem to next higher authority, within 20 working days from the receipt of the previous decision.
(2) The immediate supervisor will provide the written decision from level one to the next higher authority.
(3) The next higher authority shall conduct an investigation into the complaint or problem.
(4) The next higher authority shall call a hearing of the parties within ten working days of his or her receipt of the complaint at level two.
(5) The next higher authority shall render a written decision within 15 working days from the date on which the complaint reaches this level.
(6) Level two does not apply to clerical-utility employees. Clerical-utility employees will proceed from level one directly to level three.
(C) Level three.
(1) Employee will submit written complaint or problem to the Town Council within 20 days from the receipt of the decision at level two.
(2) Both the supervisor and the next higher authority (at level two) will provide the previous written decisions to the Town Council.
(3) The Council may conduct an independent investigation into the nature and substance of the complaint.
(4) The Council shall hold a hearing within ten working days of the complaint reaching this level.
(5) The Council shall render a final written decision within 15 working days from the date on which the complaint reaches level three.
(D) The time frames mentioned above may be extended so long as it is mutually agreeable to both the employee and reviewing authority.
(E) All material in the formal procedure must be submitted in writing and must be available to all parties concerned.
(F) If an employee feels he or she needs another party to assist him/her through the grievance procedure, nothing herein would bar such help. Documentation of the formal grievance procedure, including all decisions at all levels, all employee complaints and requests, and the like will become part of the employee's personnel file.
('80 Code, § 2.02.080 D.)