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Introduction:
Public Hearing:
Enactment:
CITY OF SEWARD,ALASKA
ORDINANCE 2018-
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, TO REVISE SEWARD CITY CODE 3.40, GRIEVANCE
PROCEDURE,AND ADDING ARBITRATION PROVISION.
WHEREAS,the current grievance procedure was drafted in 1977 and last updated in 2000;
and
WHEREAS, the current grievance procedure requires a citizen appeal board for all
grievances,regardless of the nature of the complaint; and
WHEREAS,the current time limits are not practical; and
WHEREAS,the current procedure provides the same process for all grievances regardless of
due process rights; and
WHEREAS,the proposed amendments provide more practical time limits; and
WHEREAS, the proposed amendments provide a heightened procedure for significant
disciplinary matters.
NOW THEREFORE,THE CITY COUNCIL OF THE CITY OF SEWARD,ALASKA,
HEREBY ORDAINS that:
Section 1. Seward City Code Section 3.40 is amended as follows:
(Deletions are Bold ; Additions are Bold Underline)
Chapter 3.40. Grievance Procedure
3.40.010. Policy.
3.40.015. Supervision of grievance procedure.
3.40.020. Definition of a grievance.
3.40.025. Discussion of a problem with supervisor.
3.40.030. Grievance procedure steps.
3.40.035. Employee representation.
507486\1006\00684961
•
CITY OF SEWARD,ALASKA ..)Lf
ORDINANCE YEAR-XXX "l
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3.40.0540. Time limits. 2 '
3.40.05445. Extension of time limits. '
3.40.0650. No discrimination or reprisals.
. 01 �?�`
• 1 y„to A
3.40.010. Policy. e 'l
It is the policy of the City of Seward to treat all a ployees equitably and fai y in matters
: ecting their employment. Pursuant SCC 3.25.035(A),probationary employees re excluded
for', this •rievance s rocedure but ma a. •roach their su i ervisor or the a i .ro.Hate
ority to report violations of City code or policy. .• • • • •• . . • • . • • • • • .
• • . . • • . . . - . • _ . . • . . . • • . • . •_ . . . The presentation of any
grievance shall be the right of each employee without fear of reprisal.
The purpose of this article is to resolve disputes at the lowest level possible. Informal
resolution is encouraged. The City has and is proud of its open-door policy and all employees
are encouraged to discuss matters of concern with members of management,including the City
Manager at any time,without having to file a formal grievance .
(Ord. 437, 1977)
.40.015. Supervision of grievance procedure.
The appointing authority(City manager,or in regard to the City Clerk's office,the City
Clerk,) shall oversee the handling of all employee grievances so that they are processed in
accordance with the procedures stated in this chapter. Supervisors and department heads shall keep
the appointing authority and Human Resources informed of all grievances in progress.
Assistance will be provided by the Human Resources Director if requested, including
those employees who cannot read or write or have a language problem ,
(Ord. 437, 1977, Ord. 610, 1988; Ord 95-05)
3.40.020. Definition of a grievance.
A grievance is a written complaint by the employee or group of employees alleging a specific
violation of rights under or failure to apply a section or sections of the city charter, city code,
personnel rules and regulations or misapplication or interpretation thereof,or departmental rules
and regulations, which directly pertain to the terms or conditions of such employment of such
employee or group of employees by the City of Seward.
A grievance is not to resolve general policy complaints or concerns regarding other
employees. et p t / n L3 O ClM GG.V,,v / ES
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ORDINANCE YEAR-XXX 1 . kof
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(Ord. 437, 1977
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3.40.0 .. Discussion of a problem with supervisor.
Any employee having a problem regarding employment shall first and promptly discuss the
problem with the immediate supervisor.If the problem is not settled and the problem is defined as a
grievance, the employee has the right to present the grievance in ac ord ce with th rocedure
outlined in section 3.40.030. 'a.t.. . 1�.4..} ._..t,►`i.--"-1
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(Ord. 437, 1 77; Ord. 2000-011, 1, 2000) ' x V " Q (+ . Wu2 - .
'-ik'' 1.40.030. Grievance procedure steps. `
A. General grievances.
Disciplinary grievances invoing dismissal, demotion, or unpaid suspension of
permanent non-executive employees will proceed directly to hearing in section B below. A
grievanceAll other grievances shall be handled in the following manner:
Step1. __ : - : : -- : _ : . : : - - : : -- • . . - - • - _- - .. - . . . -
2An employee shall present his grievance to his immediate supervisor within five` working
days from the time of occurrence of the problem. The supervisor shall attempt to resolve the
problem within five S54 working days after the aint is made to him.
I 0 Ci ei.apaiNC.0
Step 2.
If the employee has not received an answer from the immediate supervisor within five ($5 I
working days,or if the employee feels the answer received is not satisfactory,he will reduce to
writing the facts and circumstances of the pr m and present the written statement to his
Department Head within five working days afte the supervisor's deadline in Step One.The
Department Head will inves ig to the grievance nd meet with the employee to discuss the
grievance within five worki days.The Depa ment Head will notify the employee of his
decision within fiv C. ays fol owing the meetin date.
507486\1006\00684969 4
CITY OF SEWARD, ALASKA
ORDINANCE YEAR-XXX
In regard to employees of the Office of the City Clerk,non-disciplinary grievances not resolved
at Step 1 will be forwarded to Council in a confidential informational memorandum and will
not proceed to step 3.
Step3. -- _ - .. - . . - . . -- . _ . . . . - . . - - , • - ;-- -- - - ' . .
- -, . • .. -: -- .. -- - .. • ' : - -, - . . . _ _ . ... --- - - .. - --
en. If the employee has not received an answer f . the Department Head
within five(5)working days,or if the employee feels the answ received is not satisfactory,he
may appeal in writing to the City Manager within five(5 ' orking days after the supervisor's
deadline in Step Two. The City Manager, or If . •' 'ee, will investigate the grievance and
meet with the employee to discuss the grievance within five (5) working days. The City
Manager,or his designee,will notify the employee of his decision within five(5)days following
the meeting date. For any grievance not involving suspension of more than...0icweel or
termination of employment, the decision of the City Manager is final. Q�
The Cityinnager sh 1 aintain a confidential file containing all step 3 grievance responses
and will 1 rovide a summary of the I rior ear for review b Ci Council
annuall as part of the\Manager's review process �A Ow, �, oV\
1"C'''cy
Step 4. ,
B. Significant disciplinary grievances. V41CST
4 . IMIP *rt I
a. _ ;. _
For disc pJin actions involving dismissal,demotion or unpaid suspension
�etmaneirt-r m- ecutive employees,an employee may
request a hearing before an ap board by submitting a request for a hearing to the
appointing authority within fik rking days after receiving the decision from which IQ
the appeal is taken, ,, including the day the decision is received.The appeal board p
shall consist of thr� �"'ople chosen from a list of available local represents ' of
r,tmanagement and labor who are not City of Swd
e
ar emp oyes or e ected city *s)(
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4, officials.The appointing authority will select one person from the list,the employee
(2' J shall select one person from the list and the third person shall be mutually agreed
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pon. In the event of inability to agree on a third member, the employee and
S appointing authority will alternately strike names from the list until only one name
ppiel"P
' remains.The remaining name will be the third board member.The employee will be
given the first opportunity to strike a name from the list.The appeal board will agree
to designate one of its members as chairman.
hn-1444744404-t- 7--
507486\1006\00684961
c.1-4/60-Y- = PCV L /14-41-44;1-e-1-0 CWYI.Pi✓ ! v---Lo
CITY OF SEWARD,ALASKA
ORDINANCE YEAR-XXX
b. The board shall conduct the4iearing expeditiously and in a manner to obtain a clear
understanding of the facts. The procedure shall be informal. Technical rules
regarding evidence and witnesses do not apply.Witnesses will be considered on duty
status if they would otherwise be on duty at the time of the hearing. Witnesses shall
be encouraged to express themselves fully without fear of intimidation or reprisal.
The hearing shall be recorded.
c. The sole issue to be determined by the board is whether there was lust cause to
substantiate the discipline. The board shall submit a written report of its findings :, ^�
and determinations to all interested parties within five working days after hearing x 1
testimony. The decision of the board is the final stepwithin the administrativ
Y Is.
process of the City of Seward. A
(Ord 437, 1977; Ord. 95-05; Ord. 2000-011, §1, 2000)
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3.40.035. Employee representation.
h
J Each employee shall be afforded an opportunity to be represented at each of the above steps
a representative of his/her choice.Employees shall contact and discuss their problems with their
ere)
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0,1 11 , representative only during break periods,lunch hour,before or after work or at any other time when
they are not on duty. However, grievance hearings may be held during work hours.
;ez.„--
' (Ord. 437, 1977; Ord. 2000-011, §1, 2000)
„,„),"
{Ord 437, 1977) S �9Q)
• • . . . . . . .
CIT
: • : • : - : • : •. - : • • , ; : ; • : • ; • • ; : ; " : : • : • "• • : : • : • : ; •:1 t,
means-ef-redr-ess-te-the-estirts7
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{Ord 437, 1977; Ord. 610, 19&8; Ord. 2000 011, § 1, 2000) ul
3.40.0540. Time limits.
507486\1006\00684961
CITY OF SEWARD,ALASKA
ORDINANCE YEAR-XXX
thereafter�.,, oa .. . _ .. .. �
(d) If the grievance hearing before the appeal board under step 'I of the grievance
• - -
(Ord. 437, 1977; Ord. 610, 1988; Ord 2000-011, §1, 2000)
3.40.0555. Extension of time limits.
The time limits prescribed in this chapter for the initiation and completion of the steps of the
grievance procedure may be extended by mutual consent of the parties so involved. Likewise,any
step in the grievance procedure may be eliminated by mutual consent. Mutual consent shall be
indicated in writing and shall be signed by all parties. Although all efforts should be made to
comply with the time limits for initiation and completion of the steps in this grievance
procedure,each time limit may be waived for excusable neglect or impossibility such as illness
or planned leave.
(Ord. 437, 1977; Ord. 610, 1988)
3.40.0560. No discrimination or reprisals.
Employees are entitled to have grievances resolved without fear of recrimination or penalty.
Employees shall be free from interference,restraint,coercion,discrimination or reprisal in utilizing
or for utilizing the grievance procedures contained in this chapter. Employees shall be free from
interference, restraint, coercion, discrimination or reprisal in testifying in a grievance procedure
conducted under this chapter.
(Ord. 437, 1977; Ord 92-23)
1
Section 2. This ordinance shall take effec en days following its enactment, but does not
apply to current grievances at Step 2 or above.
507486\1006\00684961
.
CITY OF SEWARD,ALASKA
ORDINANCE YEAR-XXX
PASSED AND APPROVED by the City Council of the City of Seward,Alaska,this
day of 2018.
THE CITY OF SEWARD, ALASKA
David Squires, Mayor
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Brenda allou, C
City C k
(City Seal)
507486\1006\00684961
Chapter 3.40. Grievance Procedure
3.40.010. Policy.
73.40.015. Supervision of grievance procedure.
3.40.020. Definition of a grievance.
3.40.025. Discussion of a problem with supervisor.
3.40.030. Grievance procedure steps.
3.40.035. Employee representation.
3.40.040. Time limits.
3.40.045.No discrimination or reprisals.
3.40.010. Policy.
It is the policy of the City of Seward to treat all employees equitably and fairly in matters
affecting their employment. Pursuant to SCC 3.25.035(A), probationary employees are excluded
from this grievance procedure, but may approach their supervisor or the appropriate authority to
report violations of City code or policy. The presentation of any grievance shall be the right of each
employee without fear of reprisal.
The purpose of this article is to resolve disputes at the lowest level possible. Informal
resolution is encouraged. The City has and is proud of its open-door policy and all employees are
encouraged to discuss matters of concern with members of management,including the City Manager
at any time, without having to file a formal grievance.
3.40.015. Supervision of grievance procedure.
The appointing authority (City manager, or in regard to the City Clerk's office, the City
Clerk)shall oversee the handling of all employee grievances so that they are processed in accordance
with the procedures stated in this chapter. Supervisors and department heads shall keep the
appointing authority and Human Resources informed of all grievances in progress.
Assistance will be provided by the Human Resources Director if requested,including those
employees who cannot read or write or have a language problem.
3.40.020. Definition of a grievance.
A grievance is a written complaint by the employee or group of employees alleging a specific
violation of rights under or failure to apply a section or sections of the city charter, city code,
personnel rules and regulations or misapplication or interpretation thereof,or departmental rules and
regulations, which directly pertain to the terms or conditions of employment of such employee or
group of employees by the City of Seward.
A grievance is not to resolve general policy complaints or concerns regarding other
employees.
1
507486\1006\00688906
3.40.025. Discussion of a problem with supervisor.
Any employee having a problem regarding employment shall first and promptly discuss the
problem with their immediate supervisor.If the problem is not settled and the problem is defined as a
grievance, the employee has the right to present the grievance in accordance with the procedure
outlined in section 3.40.030.
3.40.030. Grievance procedure steps.
A. General grievances.
Disciplinary grievances involving dismissal, demotion,or unpaid suspension of permanent
non-executive employees will proceed directly to hearing in section B below. All other grievances
shall be handled in the following manner:
Step 1. An employee shall present his grievance to his immediate supervisor within five(5)working
days from the time of occurrence of the problem.The supervisor shall attempt to resolve the problem
within five (5)working days after the complaint is made to him.
Step 2. If the employee has not received an answer from the immediate supervisor within five(5)
working days, or if the employee feels the answer received is not satisfactory, he will reduce to
writing the facts and circumstances of the problem and present the written statement to his
Department Head within five (5) working days after the supervisor's deadline in Step 1. The
Department Head will investigate the grievance and meet with the employee to discuss the grievance
within five(5)working days.The Department Head will notify the employee of his decision within
five(5)days following the meeting date.
In regard to employees of the Office of the City Clerk,non-disciplinary grievances not resolved at
Step 1 will be forwarded to Council in a confidential informational memorandum and will not
proceed to Step 3.
Step 3. If the employee has not received an answer from the Department Head within five (5)
working days, or if the employee feels the answer received is not satisfactory, he may appeal in
writing to the City Manager within five(5)working days after the supervisor's deadline in Step 2.
The City Manager, or his designee, will investigate the grievance and meet with the employee to
discuss the grievance within five(5)working days.The City Manager,or his designee,will notify the
employee of his decision within five (5) days following the meeting date. For any grievance not
involving suspension of more than two weeks or termination of employment,the decision of the City
Manager is final.
The City manager shall maintain a confidential file containing all Step 3 grievance responses and
will provide a summary of the prior year for review by a City Council subcommittee annually as part
of the Manager's review process.
507486\1006\00688906
B. Significant disciplinary grievances.
a. For disciplinary actions involving dismissal, demotion or unpaid suspension of
permanent non-executive employees, an employee may request a hearing before an
appeal board by submitting a request for a hearing to the appointing authority within
five(5)working days after receiving the decision from which the appeal is taken,not
including the day the decision is received. The appeal board shall consist of three
people chosen from a list of available local representatives of management and labor
who are not City of Seward employees or elected city officials. The appointing
authority will select one person from the list, the employee shall select one person
from the list and the third person shall be mutually agreed upon. In the event of
inability to agree on a third member, the employee and appointing authority will
alternately strike names from the list until only one name remains. The remaining
name will be the third board member. The employee will be given the first
opportunity to strike a name from the list. The appeal board will agree to designate
one of its members as chairman.
b. The board shall conduct the hearing expeditiously and in a manner to obtain a clear
understanding of the facts. The procedure shall be informal. Technical rules
regarding evidence and witnesses do not apply. Witnesses will be considered on duty
status if they would otherwise be on duty at the time of the hearing. Witnesses shall
be encouraged to express themselves fully without fear of intimidation or reprisal.
The hearing shall be recorded.
c. The sole issue to be determined by the board is whether there was just cause to
substantiate the discipline.The board shall submit a written report of its findings and
determinations to all interested parties within five (5) working days after hearing
testimony. The decision of the board is the final step within the administrative
process of the City of Seward.
3.40.035. Employee representation.
Each employee shall be afforded an opportunity to be represented at each of the above steps
by a representative of his/her choice.Employees shall contact and discuss their problems with their
representative only during break periods,lunch hour,before or after work or at any other time when
they are not on duty. However, grievance hearings may be held during work hours.
3.40.040. Time limits.
The time limits prescribed in this chapter for the initiation and completion of the steps of the
grievance procedure may be extended by mutual consent of the parties so involved. Likewise,any
step in the grievance procedure may be eliminated by mutual consent. Mutual consent shall be
indicated in writing and shall be signed by all parties.Although all efforts should be made to comply
with the time limits for initiation and completion of the steps in this grievance procedure,each time
limit may be waived for excusable neglect or impossibility such as illness or planned leave.
507486\1006\00688906
f.
3.40.045.No discrimination or reprisals.
Employees are entitled to have grievances resolved without fear of recrimination or penalty.
Employees shall be free from interference,restraint,coercion,discrimination or reprisal in utilizing
or for utilizing the grievance procedures contained in this chapter. Employees shall be free from
interference, restraint, coercion, discrimination or reprisal in testifying in a grievance procedure
conducted under this chapter.
507486\1006\00688906
2/12/2018 Gmail-City Policies for council meeting cU / 1/?
/ '
tosi ' t1'tcl Ristine Casagranda <sewardhom s@gmail.com>
City Policies for council meeting
1 message
Carol Griswold <cgriz@ak.net> Mon, Feb 12, 2018 at 1:40 PM
To: Mayor David Squires <dlsquires@cityofseward.net>, Vice Mayor Marianna Keil <mkeil@cityofseward.net>, Rissie
Casagranda <rcasagranda@cityofseward.net>, Sue McClure <smcclure@cityofseward.net>, Suzi Towsley
<sztowsley@cityofseward.net>, Erik Slater<eslater@cityofseward.net>, Marianna Keil <laelia@yahoo.com>, Rissie
Casagranda <sewardhomes@gmail.com>, Sue McClure <suemccl@gmail.com>, SuZI TOWSLEY
<sewardsooz@yahoo.com>, Erik Slater<erikslater@gmail.com>, Jeremy Horn <jhorn@cityofseward.net>
Cc: Ron Long <rlong@cityofseward.net>, Kris Erchinger<kerchinger@cityofseward.net>, Brenda Ballou
<bballou@cityofseward.net>, Jackie Wilde <jwilde@cityofseward.net>
February 12, 2018
Dear Council,
Re: Title 3.40 Grievance Procedure and other policies
I would appreciate your mention of the following documents at the February 12 City Council meeting so that they can
become part of the public record:
Complaint Procedure Policy, Personnel Appeal Board application, Exit Interview form, 360-degree Supervisor Evaluation
form, and City of Seward Organizational Chart.
The Complaint Procedure Policy has undergone many changes, and will probably be further modified. I believe it is a
tremendous improvement over the existing Grievance Procedure and will be helpful for the February 13 Grievance Policy
work session.
I attended the January 22 Grievance work session, listened to the recording afterwards, referred to the APEA Bargaining
Agreement, studied our Seward code, and researched conflict resolution, grievance, and complaint procedures on-line.
This most recent revised Complaint Procedure incorporates suggestions from the work session, recommendations from
on-line policies, and feedback I received throughout the many revisions to make it better.
The title was broadened from Grievance Procedure to Complaint Resolution Procedure, and separates the informal
process from the grievance/formal complaint process.
Some of the sections were rearranged to make the process more logical, and definitions and stipulations added for clarity.
The classification of employees was defined as well as which employees are eligible for the formal/grievance process.
The ability of supervisors to use the process against their superiors but not their subordinates was added.
The procedure for suspended or discharge employees was clarified. All employees including discharged employees have
the right to submit an exit interview, which the city should be very interested in to make improvements.
https://mail.google.com/mail/u/1/?ui=2&ik=6661205540&jsver=FOnR4BGjAPw.en.&view=pt&search=inbox&th=1618c2d47e01 b0a0&sim1=1618c2d47e01 b0a0 1/2
2/12/2018 Gmail-City Policies for council meeting
•
The city does not have a policy of conducting exit interviews, or a format for such exit interviews, so I compiled an Exit
Interview to be adopted as policy.
The time to file a complaint was increased from 5 days to 30 working days as it may take time for the employee to assess
what is happening and get organized, and the superiors' time to respond was increased for fairness.
HR was added to 3.40.015 as recommended in the work session. HR is an essential part of the complaint procedure as a
resource, referee, and source of policy information, and keeper of the records. The importance of neutrality and
confidentiality was stressed. Note that many other cities have greatly expanded the roles for HR, which the city may wish
to pursue.
The Personnel Appeal Board process was clarified and renamed and an application created for this board.
A 360-degree Supervisor Evaluation form was compiled which formalizes the process of gathering valuable information
from employees with the intent to make our city personnel better.
The current Seward Organizational Code was updated: Assistant City Manager was added under City Manager. Under
Public Safety, Fire and Building Inspection were separated. I added DMV and placed DMV, Jail and Animal Control under
Police. Enterprises box(Electric, Water, Sewer, Harbor/SMIC)was eliminated and each given their own categories. The
three Boards and Commissions were added for clarity.
HR is not included in the city's Comprehensive Annual Financial Reports or 2030 Comprehensive Plan organizational
charts. HR needs to be neutral and confidential and independent of Finance and the City Manager. This needs to be
addressed.
Thank you for your consideration.
Carol Griswold
6 attachments
• 02-12-18 Conflict Resolution Procedure Ietter.pdf
46K
Complaint Procedure 13.pdf
140K
.FI CITY OF SEWARD ORGANIZATIONAL CHART 8.pdf
1693K
11-it Personnel Appeal Board 3.pdf
115K
City of Seward exit interview 3.pdf
150K
360 degree supervisor evaluation 2.pdf
121K
https://mail.google.com/mail/u/1/?ui=2&ik=6661205540&jsver=FOnR4BGjAPw.en.&view=pt&search=inbox&th=1618c2d47e01b0a0&sim1=1618c2d47e01b0a0 2/2
February 11, 2018
Suggested revision of the grievance process submitted by Carol Griswold
Seward, Alaska Code of Ordinances
Title 3: Personnel
Chapter 3.40 Complaint Resolution Procedure
3.40.010 Policy
The City of Seward values its employees. The purpose of this policy is to promote fair and
reasonable working conditions and provide a process for all non-union, current, suspended,
and terminated employees to resolve internal employment-related complaints. This policy is
intended to provide fair and prompt consideration to all employee complaints with the
assurance that his/her confidences will be respected. The city prohibits retaliation against
any employee who participates in the complaint resolution process. Supervisors, department
heads, and the city manager shall ensure that an employee filing a complaint has the
opportunity to proceed and be heard at any level of the complaint procedure. The city
encourages complaint resolution at the lowest possible administrative level.
All employees, including emergency, temporary, term, on-call, seasonal, probationary, part-
time, full-time regular, and union employees are protected against sexual harassment and
workplace harassment.
Sexual Harassment complaints are addressed in Title 3: Personnel, Chapter 3.75.010
Workplace harassment complaints are addressed in Title 3: Personnel, Chapter 3.75.020
Employees represented by a union may be governed by the appropriate bargaining unit
agreement addressed in Title 3: Personnel, Chapter 3.01.020 Scope (B), Chapter 3.65
Collective Bargaining.
All employees, including emergency, temporary, term, on-call, seasonal, probationary, part-
time, full-time, and union employees are protected by all federal and state laws relating to the
protection of civil rights and employment laws and regulations including Affirmative Action
(AA), and Equal Opportunity(EEO). These are addressed in Title 3: Personnel, Chapter
3.01.015 (5).
3.40.020 Definitions:
A. Department head:means each of the following: the finance director, manager of
engineering and construction, the manager of electric utility, public works director, the
harbormaster, the chief of police, the fire chief, the director of parks and recreation, and the
librarian.
(Chapter 3.01.035 (d))
B. Appropriate administrator is either the city clerk for employees of the city clerk
department, or the city manager for all other employees.
C. All employee definitions are found in 3.01.035.
Regular employee means an employee in a regular position, full-time or part-time,
who has successfully completed all probationary periods and is not a temporary, seasonal,
on-call or emergency employee.
1
Seasonal employee means an employee hired on a seasonal basis with an
expectation to return to their position consistent with the city's needs.
Term employee is an employee in a position, full or part-time, that is designed for a
specified period of time of more than nine months and less than two years for a specific
purpose or project. A person hired for a term appointment shall be hired under the same
provisions and have the same benefits as a regular employee as noted in 3.25.040 with
exceptions noted in 3.25.050.
D. Time measurements: In the application of this section, "working day" shall exclude
Saturdays, Sundays, and city holidays.
E. Informal Complaint An issue brought forth by an employee concerning the workplace that
may include, but is not limited to, working conditions, performance, policies, procedures, or
problems with co-workers or supervisors. An informal complaint is not a formal
complaint/grievance as defined below.
F. Formal Complaint/Grievance:A formal procedure to deal with an issue concerning
demotion, suspension, or termination of employment and/or alleging a violation of a section
or sections of the city charter, city code, policies, personnel rules and regulations, or
department rules and regulations, which pertain to the terms or conditions of such
employment with the City of Seward.
A formal complaint/grievance is usually appropriate when:
• the person complaining wants to do it formally
• informal complaint attempts have failed
• the allegations are serious
• discipline is a possible outcome if the allegations are substantiated
• the allegations are denied and the person complaining wants to try to
substantiate them
• the person complaining has been victimized for complaining
• the complaint is against a superior such as a supervisor, department head, or
administrator and a formal procedure helps ensure the aggrieved employee is
not disadvantaged.
3.40.025 Stipulations
A. Emergency, temporary, on-call, seasonal, and probationary employees are only allowed
to participate in the informal complaint procedure. They are not eligible to participate in the
formal complaint/grievance procedure.
B. Only regular part-time, full-time, and term employees are allowed to participate in the
formal complaint/grievance procedure. Employees who have been suspended or discharged
will proceed directly to Step 4 of the formal complaint/grievance procedure.
C. All discharged employees, including emergency, temporary, term, on-call, seasonal,
probationary, part-time, full-time regular, and union employees, shall have the option of
completing the standardized exit interview. (3.40.095)
D. The city clerk, city attorney, city manager and union employees are not eligible to
participate in the complaint resolution procedure.
2
E. Supervisors are eligible to participate in the complaint resolution procedure but shall
not grieve subordinates.
F. Supervisors will provide the employees involved in the complaint resolution procedure
adequate time away from their duties for proper due process.
G. Commencement: A complaint must be initiated within 30 working days after an
employee knew or should have known of the act or condition upon which the grievance is
based. Failure of the employee to comply with this time limit shall operate as a waiver of
the grievance.
H. It is expected that the timeframes outlined in this complaint resolution procedure be
adhered to. At each step of the procedure, the time requirements may be extended by
mutual agreement. Any unforeseen delay will be promptly communicated to either party.
I. Step procedure established: Any complaint shall be handled as follows with each step to
be taken only if a satisfactory adjustment cannot be obtained in the previous step or if the
complaint is with the superior in that step. In the case of such complaint, the complaint shall
proceed to the next step.
J. Settlements:_Nothing in this section shall be construed to prevent settlement of a
complaint by mutual agreement of the parties at any time.
3.40.030 Supervision of the complaint resolution process
The appropriate administrator, either the city clerk for employees of the city clerk
department, or the city manager for all other employees, shall oversee the handling of all
employee complaints so that they are processed in accordance with the procedures stated
in this chapter. Supervisors and department heads shall keep the appropriate administrator
informed of all informal complaints and formal complaints/grievances in progress. Human
Resources (HR) shall keep copies of the records, serve as a resource for policy
information, and neutral referee of the process. HR shall be free to assist employees
without disclosing personnel discussions or confidential information with anyone in their
chain of command.
(Ord. 437, 1977; Ord. 610, 1988; Ord. 95-05)
3.40.040 Employee representation
Each employee shall be afforded an opportunity to be represented at every step of the
complaint resolution process by a representative of his/her choice. Employees shall
contact and discuss their problems with their representative only during break periods,
lunch hour, before or after work or at any other time when they are not on duty. However,
appeal board grievance hearings may be held during work hours.
(Ord. 437, 1977; Ord. 2000-011, § 1, 2000)
3.40.050 Discussion of a problem with supervisor
Any employee having a problem regarding employment shall first and promptly discuss the
problem with the supervisor, unless the complaint is with the supervisor. In this case, and if
the problem is not resolved, the employee has the right to present the complaint to the next
step in accordance with the step procedure outlined in section 3.40.060.
3
3.40.060 Complaint Resolution Procedure
A. Informal Complaint Procedure:
This procedure encourages employees and supervisors to resolve work standards and
performance issues at the lowest possible administrative level. This procedure is available to
all employees. Note that a working day excludes Saturday, Sunday, and city holidays.
Step 1: Optional meeting with immediate supervisor.
The employee who has work-related concerns may, alone or accompanied by a
representative, meet within thirty(30) working days with the immediate supervisor to discuss
the complaint and try to reach a satisfactory resolution. If that discussion is not possible due
to a complaint with the supervisor, or fails to resolve the complaint within five working days
from the date the complaint was served, Step 2 will be followed. The complainee shall have
five (5) additional working days from conclusion of the date of Step 1 to proceed to Step 2.
Failure to do so shall result in a waiver of the complaint.
Step 2: Written statement to immediate supervisor
Clerk employees shall skip step 2 and go Step 3.
The employee shall submit a written, signed statement describing the incident or complaint
and the evidence and specific facts upon which it is based, including: personnel involved,
events, dates and other information relating to the complaint, and preferred outcome. The
statement should be marked, "Personal and Confidential"and addressed to the immediate
supervisor within thirty(30) working days after the event(s), not including the day of the
occurrence that caused the concern, or within fifteen (15) working days of optional meeting,
not including the day of the meeting. Upon receipt of the complaint, the supervisor shall
promptly send the employee a written acknowledgement that the statement was received
and is under review. The supervisor shall respond to the employee in writing within fifteen
(15) working days after the date of complaint or optional meeting. If the concern is not
resolved with the employee's supervisor, the employee will proceed to Step 3. The
complainee shall have an additional seven (7) working days from conclusion of the date of
Step 2 to proceed to Step 3. Failure to do so shall result in a waiver of the complaint.
Step 3: Written complaint to department head or city clerk
City clerk employees submit statement to city clerk. Other employees submit statement to
department head.
Employee shall bring the written, signed, dated complaint and supervisor's response to the
department head within five (5) working days after receiving the response from the
supervisor. Upon receipt, the department head will promptly send employee a written
acknowledgement that complaint was received and is under review, mediate with optional
meeting as above, and attempt to facilitate a solution satisfactory to all parties. Department
head will respond to employee in writing within five (5) working days after receipt of
complaint or optional meeting, and advise employee of options.
If the parties cannot reach a satisfactory conclusion, the department head will notify all
parties that it appears that a satisfactory conclusion is not likely and advise parties of their
options.
Formal Complaint/Grievance Procedure:
Only regular part-time, full-time, and term employees are allowed to participate in the
formal complaint/grievance procedure. All appeals from disciplinary action shall be
4
initiated at Step 3. Employees who have been suspended or discharged will proceed
directly to Step 4 of the formal complaint/grievance procedure.
Written Complaint:An employee's formal complaint must be in writing, dated, and signed by
the employee. The complaint must:
• Explain the nature of the complaint and the specific circumstances at issue, including
personnel involved, events, dates, and other information relating to the complaint;
• Identify the issue as concerning termination of employment and/or alleging a violation
of a section or sections of the city charter, city code, policies, personnel rules and
regulations, or department rules and regulations, which pertain to the terms or
conditions of such employment with the City of Seward; and
• Identify preferred resolution.
Step 1 Complaint to Immediate Supervisor
The employee shall submit the complaint to his/her immediate supervisor within thirty
(30) working days of the incident that gave rise to the employee's concern, or within
thirty(30) working days of incident. Any discussion at the informal complaint level will
• not be included in the thirty(30) working day period. Upon receipt of the complaint,
the supervisor shall send the employee a written acknowledgement,that the
complaint was received and is under review. The aggrieved employee may meet with
the supervisor alone or accompanied by a representative, to discuss the grievance.
The supervisor shall provide a written response to the employee regarding the
complaint within fifteen (15) working days of receiving the written complaint, not
including the date of presentation. If the supervisor fails to meet or answer any
grievance within the time limits prescribed for such action by this chapter, or if the
response is not satisfactory to the employee, such grievance shall automatically
advance to the next step.
Step 2 Appeal to Department Head
In the event there is no response, or the grievance is not satisfactorily resolved at the
supervisor's level, the employee may proceed to submit an appeal in writing to the
department head within seven (7) working days after the supervisor's response was
received or the response period expired. To initiate the appeal the employee must
submit a signed and dated grievance that includes:
• A copy of the formal complaint;
• A copy of supervisor's response;
• Reason(s)for disagreeing with the supervisor's response; and
• State preferred solution
The department head may meet with the aggrieved employee alone or accompanied
by a representative, and the immediate supervisor to discuss the grievance. Upon
receipt of the complaint, the department head shall send the employee a written
acknowledgement that the complaint was received and is under review. The
department head shall investigate the appeal and shall provide a written response to
the employee within seven (7) working days of the date of presentation of the appeal
by the employee, not including the date of presentation. If the department head fails
to meet or answer any grievance within the time limits prescribed for such action by
this chapter, or if the response is not satisfactory to the employee, such grievance
shall automatically advance to the next step.
5
Step 3 Appeal to City Manager
An aggrieved employee in the city clerk department shall proceed directly to Step 4.
All appeals from disciplinary action excepting suspension or discharge shall start at
Step 3, including demotion. Employees who have been suspended or discharged
must proceed directly to Step 4. All other employees who still believe the matter has
not been satisfactorily resolved at the department head level, may submit a signed
and dated written appeal to the city manager within seven (7) working days of
receiving the department's written response, or expiration of response period, not
including the day the response was given or response period expired.
All pertinent, correspondence, records, and documentation from the initial complaint
and previous appeals should be included. The city manager may meet with the
aggrieved employee, alone or accompanied by a representative, the department
head, and the immediate supervisor. Upon receipt of the complaint, the city manager
shall send the employee a written acknowledgement that the complaint was received
and is under review. The city manager shall reply to the grievance in writing within
seven (7) working days of the date of presentation of the written grievance, not
including the day of presentation. If the city manager fails to meet or answer any
grievance within the time limits prescribed for such action by this chapter, or if the
response is not satisfactory to the employee, such grievance shall automatically
advance to the next step.
Step 4 Personnel Appeal Board:
a. The employee, alone or accompanied by a representative, shall have the
opportunity for a hearing with the personnel appeal board. If this is an appeal of
a disciplinary action including demotion, suspension, or discharge, or alleged
violation of the personnel rules and regulations, the employee may request a
hearing before a personnel appeal board by submitting a request to the
appropriate administrator, either the city clerk or city manger, for a hearing within
five(5) working days after receiving the decision from which the appeal is taken,
not including the day the decision was received.
b. The personnel appeal board shall consist of three(3) people chosen from a
current list of 10-12 personnel appeal board volunteers maintained by the city
clerk. Appeal board volunteers must be at least 21 years of age, have no criminal
record, no prior employment with the city, are not an elected city official, and are
registered voters of either the Seward, Bear Creek, or Lowell Point Precincts for
at least one year. They shall have no personal relationship, city business
dealings or other significant knowledge of or dealings with the employee or the
department. Appeal board volunteers term of service shall be 3 years. There
shall be no compensation for serving on the appeal board.
c. The appropriate administrator, either the city manager or city clerk shall select
one person from the list, the employee shall chose one person from the list, and
the third person shall be mutually agreed upon to serve on the appeal board. In
the event of inability to agree on a third member, the employee will be given the
first opportunity to strike a name from the list, then the administrator and
employee will alternately strike names from the list until only one name remains.
The remaining name will be the third board member. The personnel appeal board
will agree to designate one of its members as chair.
6
d. The board shall conduct the hearing expeditiously and in a manner to obtain a
clear understanding of the facts. The procedure shall be informal. Technical
rules regarding evidence and witnesses do not apply. Witnesses will be
considered on duty status if they would otherwise be on duty at the time of the
hearing. The city prohibits intimidation or retaliation against any witness who
participates in the complaint resolution process. The hearing shall be recorded.
e. The board shall submit a written report of its findings and determinations to all
interested parties within thirty (30) working days after hearing testimony. The
decision of the board is the final step within the administrative process of the
City of Seward.
f. Should either party fail or refuse to abide by the decision of the appeal board,
either party will be free to take whatever action it deems necessary and such
action will not be considered in violation of this code.
(Ord. 437, 1977; Ord. 95-05; Ord. 2000-011, § 1, 2000)
3.40.070 Violations of formal compliant/grievance procedure
Any employee who takes a grievable issue outside the city without first attempting to
resolve said problems in accordance with the grievance procedure shall be subject to
disciplinary action, with the exception of the employee's representative, see 3.40.040.
However, nothing in this chapter shall be deemed to revoke any legal means of redress to
the courts.
Ord. 437, 1977; Ord. 610, 1988; Ord. 2000-011, § 1, 2000)
3.40.080 Time limits
(a) If the complaint resolution procedures are not initiated within the time limits established
by this chapter, the employee shall be considered as having waived his/her right to grieve
the particular violation and initiation of a complaint for the same act or omission is
thereafter barred.
(b) Any complaint not taken to the next step of the complaint resolution procedure within
the time limits established by this chapter shall be considered settled on the basis of the
last reply made and received in accordance with the provisions of this chapter.
(c) If the city fails to meet or answer any complaint within the time limits prescribed for
such action by this chapter, such complaint shall automatically advance to the next step.
(d) If the grievance hearing before the appeal board under step 4 of the formal
complaint/grievance procedure is not held within 90 days from the date of the hearing
request, the grievance shall be considered abandoned and the matter shall end, except if
failure to hold the hearing is caused by the city's refusal to meet at any time during that
period, it shall be deemed that the city has considered the grievance to be in favor of the
grievant and shall resolve the matter accordingly.
(Ord. 437, 1977; Ord. 610, 1988; Ord. 2000-011, § 1, 2000)
3.40.085 Extension of time limits.
The time limits prescribed in this chapter for the initiation and completion of the steps of the
complaint resolution procedure may be extended by mutual consent of the parties so
involved. Likewise, any step in the complaint resolution procedure may be eliminated by
mutual consent. Mutual consent shall be indicated in writing and shall be signed by all
parties.
(Ord. 437, 1977; Ord. 610, 1988)
7
3.40.090 No discrimination or reprisals.
Employees are entitled to have complaints resolved without fear of recrimination or
penalty. Employees shall be free from interference, restraint, coercion, discrimination or
reprisal in utilizing or for utilizing the complaint resolution procedures contained in this
chapter. Employees shall be free from interference, restraint, coercion, discrimination or
reprisal in testifying in a complaint resolution procedure conducted under this chapter.
(Ord. 437, 1977; Ord. 92-23)
3.40.095 Exit interview
All discharged employees, including emergency, temporary, term, on-call, seasonal,
probationary, part-time, full-time regular, and union employees, shall have the option of
completing the standardized Exit Interview.
3.40.096 Supervisor Evaluation
All discharged employees, including emergency, temporary, term, on-call, seasonal,
probationary, part-time, full-time regular, and union employees, shall have the option of
completing the standardized 360-Degree Supervisor's Evaluation form.
Excellent resources:
http://www.eoc.sa.gov.au/eo-business/employers/dealing-complaints-workplace/complaints-
between-staff/formal-complaints
http//www.eoc.sa.gpv_au/eo=business/emplloyers/dealing-complaints=workplace/complaints-
between-staff/formal-complaints
Soldotna Code of Ordinances 2.28.050 Grievance Procedure
https_//librarir.municode_com/ak/s...oldotnalcodes/code of ordinances?nodeld=TIT2ADPE CH.
2.28PECO 2.28.050GRPR
Questions: at what stage should disciplined and discharged employees enter the complaint
procedure?
Term employee rights to a formal complaint/grievance needs to be verified. I suggest that
term employees are temporary and as such do not have formal complaint/grievance rights
Can an appeal board applicant be a prior city employee ie not currently employed?
3.25.050. - Term appointments.
The appointing authority, or a department head with the approval of the city manager, may
appoint term employees. A term employee is an employee in a position, full or part-time,
that is designed for a specified period of time of more than nine months and less than two
years for a specific purpose or project. A person hired for a term appointment shall be
hired under the same provisions and have the same benefits as a regular employee,
except that a term employee appointed to a position of less than one year shall not
accumulate annual leave or be authorized military or education leave. However, annual
leave shall be credited retroactive to the date of term appointment if a term employee is
appointed as a regular employee without a break in service as an employee of the city.
(Ord. 92-18; Ord. 95-05; Ord. 95-14; Ord. 2000-011, § 1, 2000)
2/11/18 Carol Griswold
8
CITY OF SEWARD, ALASKA
'i°f sem Organizational Chart
04 7
4440S71, CITIZENS OF SEWARD
MAYOR AND CITY COUNCIL
BOARDS AND CITY CLERK CITY ATTORNEY I CITY MANAGER
COMMISSIONS
Historic Preservation Commission
Planning and Zoning Commission
Port and Commerce Advisory Board
ASSISTANT CITY MANAGER HUMAN RESOURCES
PUBLIC SAFETY PUBLIC WORKS HARBOR AND SMIC ELECTRIC UTILITY FINANCE COMMUNITY
DEVELOPMENT
ci ______I_____ PARKS AND RECREATION COMMUNITY
POLICE FIRE BUILDING LIBRARY 8c MUSEUM
INSPECTION
JAIL
DMV
ANIMAL CONTROL
Carol Griswold 2/12/18
•
2/8/2018 Conflict-Resolution-action-chart.jpg
CITY OF SEWARD ALASKA CODE
TITLE 3: PERSONNEL
CHAPTER 3.4o CONFLICT RESOLUTION
CONFLICT RESOLUTION ACTION CHART
EMPLOYEE CLASS: ACTION
CITY CLERK, CITY ATTORNEY, NEGOTIATED CONTRACTS
CITY MANAGER
UNION O COLLECTIVE BARGAINING UNIT
EMERGENCY,TEMPORARY, ON-CALL, INFORMAL COMPLAINT PROCEDURE
SEASONAL, PROBATIONARY ONLY
REGULAR PART-TIME `INFORMAL COMPLAINT PROCEDURE
REGULAR FULL-TIME AND FORMAL COMPLAINT PROCEDURE
COMPLAINT: ACTION
WORKPLACE WORKING CONDITIONS INFORMAL COMPLAINT PROCEDURE
PERFORMANCE, POLICIES, PROCEDURES,
PROBLEMS WITH CO-WORKERS OR
SUPERVISORS
VIOLATION OF TERMS OR CONDITIONS OF FORMAL COMPLAINT PROCEDURE
EMPLOYMENT IN SECTIONS)OF CITY
CHARTER,CITY CODE, POLICIES, PERSONNEL
RULES AND REGULATIONS,OR DEPARTMENT
RULES AND REGULATIONS
DISCIPLINARY APPEAL PO. FORMAL COMPLAINT STEP 3
SUSPENSION OR TERMINATION O FORMAL COMPLAINT STEP 4
REQUEST TO PROCEED FORMALLY
INFORMAL COMPLAINT FAILED
ALLEGATIONS ARE SERIOUS ` FORMAL COMPLAINT PROCEDURE
DISCIPLINE IS A POSSIBLE OUTCOME
ALLEGATIONS DENIED AND COMPLAINEE
WANTS TO SUBSTANTIATE THEM
COMPLAINEE WAS VICTIMIZED
COMPLAINT IS AGAINST SUPERIOR
Carol Griswold 2/1/18
https://mail.google.com/mai I/u/1/#search/cgriz%40ak.netl16157aa0fb47b6be?projector=l&messagePartld=0.1 1/1
CITY OF SEWARD ALASKA CODE
TITLE 3: PERSONNEL
CHAPTER 3.40 CONFLICT RESOLUTION
CONFLICT RESOLUTION PROCEDURE FLOWCHART
A. INFORMAL COMPLAINT PROCEDURE
THIS PROCEDURE IS AVAILABLE TO ALL EMPLOYEES
STEP 1: OPTIONAL MEETING WITH IMMEDIATE SUPERVISOR
CITY CLERK EMPLOYEE MAY,ALONE OR WITH REPRESENTATIVE, MEET
WITH CITY CLERK TO DISCUSS COMPLAINT AND RESOLUTION
EMPLOYEE MAY, ALONE OR WITH REPRESENTATIVE,MEET WITH
IMMEDIATE SUPERVISOR TO DISCUSS COMPLAINT AND RESOLUTION.
IF MEETING OPTION IS DECLINED, PROCEED TO STEP 2
RESOLVED? YES,STOP
NO,PROCEED TO NEXT STEP
STEP 2: SUBMIT COMPLAINT IN WRITING TO IMMEDIATE SUPERVISOR
CITY CLERK EMPLOYEES SHALL SKIP STEP 2 AND GO DIRECTLY TO STEP 3
EMPLOYEE SUBMITS WRITTEN, SIGNED,DATED COMPLAINT INCLUDING
RESPONSE FROM MEETING TO IMMEDIATE SUPERVISOR WITHIN 5 DAYS
AFTER INCIDENT,NOT INCLUDING DAY OF INCIDENT, OR WITHIN 5 DAYS
AFTER OPTIONAL MEETING
SUPERVISOR PROMPTLY ACKNOWLEDGES RECEIPT OF COMPLAINT
SUPERVISOR RESPONDS TO EMPLOYEE IN WRITING WITHIN 3 WORKING
DAYS AFTER RECEIPT OF COMPLAINT OR OPTIONAL MEETING
RESOLVED? YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO,PROCEED TO NEXT STEP
STEP 3: SUBMIT COMPLAINT TO DEPARTMENT HEAD
CITY CLERK EMPLOYEE SUBMITS WRITTEN, SIGNED, DATED COMPLAINT
INCLUDING MEETING RESPONSE TO CITY CLERK WITHIN 5 DAYS AFTER
INCIDENT,NOT INCLUDING DAY OF INCIDENT OR WITHIN 5 DAYS AFTER
OPTIONAL MEETING
EMPLOYEE SUBMITS WRITTEN, SIGNED, DATED COMPLAINT INCLUDING
SUPERVISOR RESPONSE TO DEPARTMENT HEAD WITHIN 5 DAYS AFTER
RECEIVING RESPONSE FROM SUPERVISOR,NOT INCLUDING DAY OF
RECEIPT
1
DEPARTMENT HEAD PROMPTLY ACKNOWLEDGES RECEIPT OF COMPLAINT
DEPARTMENT HEAD RESPONDS TO EMPLOYEE IN WRITING WITHIN 3
WORKING DAYS AFTER RECEIPT OF COMPLAINT,AND ADVISES EMPLOYEE
OF OPTIONS
RESOLVED?YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO,PROCEED ONLY IF REGULAR EMPLOYEE
B. FORMAL COMPLAINT PROCEDURE
THIS PROCEDURE IS ONLY AVAILABLE TO REGULAR EMPLOYEES
EMPLOYEES IN CITY CLERK DEPARTMENT SHALL START THE FORMAL
PROCESS WITH STEP 2: APPEAL TO DEPARTMENT HEAD,AS THE
IMMEDIATE SUPERVISOR IS THE DEPARTMENT HEAD
ALL APPEALS FROM DISCIPLINARY ACTION EXCEPTING SUSPENSION OR
DISCHARGE SHALL START AT STEP 3:APPEAL TO CITY MANAGER
EMPLOYEES WHO HAVE BEEN SUSPENDED OR DISCHARGED MUST BRING
COMPLAINT DIRECTLY TO STEP 4: APPEAL BOARD
STEP 1: COMPLAINT TO IMMEDIATE SUPERVISOR
CITY CLERK EMPLOYEES SHALL SKIP STEP 1 AND START WITH STEP 2.
EMPLOYEE SUBMITS WRITTEN, SIGNED, DATED COMPLAINT INCLUDING
ALL PREVIOUS RESPONSES AND CORRESPONDENCE TO IMMEDIATE
SUPERVISOR WITHIN 5 DAYS OF FINAL DECISION OF INFORMAL
COMPLAINT PROCEDURE OR WITHIN 5 DAYS AFTER INCIDENT,NOT
INCLUDING DAY OF INCIDENT
SUPERVISOR PROMPTLY ACKNOWLEDGES RECEIPT OF COMPLAINT
EMPLOYEE,ALONE OR WITH REPRESENTATIVE,MAY MEET WITH
SUPERVISOR
SUPERVISOR REPLIES TO EMPLOYEE AND ADDRESSES COMPLAINT IN
WRITING WITHIN 3 WORKING DAYS NOT INCLUDING DAY OF
PRESENTATION OF COMPLAINT
RESOLVED? YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO,PROCEED TO NEXT STEP
STEP 2: APPEAL TO DEPARTMENT HEAD
CITY CLERK EMPLOYEES SHALL START THE PROCESS HERE WITH STEP
2
EMPLOYEE SUBMITS WRITTEN, SIGNED,DATED, DETAILED COMPLAINT
INCLUDING ALL PREVIOUS RESPONSES AND CORRESPONDENCE TO
DEPARTMENT HEAD WITHIN 5 DAYS OF INCIDENT,NOT INCLUDING DAY
OF INCIDENT, OR WITHIN 5 DAYS AFTER COMPLETION OF STEP 1
DEPARTMENT HEAD PROMPTLY ACKNOWLEDGES RECEIPT OF COMPLAINT
EMPLOYEE,ALONE OR WITH REPRESENTATIVE,MAY MEET WITH
DEPARTMENT HEAD
DEPARTMENT HEAD RESPONDS TO EMPLOYEE AND ADDRESSES
COMPLAINT IN WRITING WITHIN 5 WORKING DAYS NOT INCLUDING DAY
OF PRESENTATION OF COMPLAINT
RESOLVED? YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO,PROCEED TO NEXT STEP
STEP 3: APPEAL TO CITY MANAGER
EMPLOYEES IN CITY CLERK DEPARTMENT MUST SKIP STEP 3 AND BRING
COMPLAINT TO STEP 4: APPEAL BOARD
ALL APPEALS FROM DISCIPLINARY ACTION EXCEPTING SUSPENSION OR
DISCHARGE SHALL START HERE AT STEP 3.
EMPLOYEES WHO HAVE BEEN SUSPENDED OR DISCHARGED MUST
PROCEED DIRECTLY TO STEP 4:APPEAL BOARD
EMPLOYEE SUBMITS WRITTEN, SIGNED,DATED,DETAILED COMPLAINT
WITH ALL ACCUMULATED RECORDS,CORRESPONDENCE,AND
INFORMATION TO CITY MANAGER WITHIN 5 DAYS OF INCIDENT,NOT
INCLUDING DAY OF INCIDENT, OR WITHIN 5 DAYS AFTER END OF STEP 2,
WITH A COPY TO DEPARTMENT HEAD
CITY MANAGER PROMPTLY ACKNOWLEDGES RECEIPT OF COMPLAINT
EMPLOYEE,ALONE OR WITH REPRESENTATIVE,MAY MEET WITH CITY
MANAGER, IMMEDIATE SUPERVISORY PERSONNEL,AND DEPARTMENT
HEAD
CITY MANAGER RESPONDS TO EMPLOYEE AND ADDRESSES COMPLAINT IN
WRITING WITHIN 5 WORKING DAYS NOT INCLUDING DAY OF
PRESENTATION OF COMPLAINT
RESOLVED? YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO,PROCEED TO NEXT STEP
3
STEP 4:APPEAL TO APPEAL BOARD
EMPLOYEES IN CITY CLERK DEPARTMENT MUST SKIP STEP 3 AND BRING
COMPLAINT TO APPEAL BOARD
EMPLOYEES WHO HAVE BEEN SUSPENDED OR DISCHARGED MUST BRING
COMPLAINT DIRECTLY TO APPEAL BOARD
CITY CLERK EMPLOYEE SUBMITS WRITTEN, SIGNED,DATED REQUEST
WITH ALL ACCUMULATED RECORDS, CORRESPONDENCE,AND
INFORMATION TO CITY CLERK FOR AN APPEAL HEARING BEFORE THE
APPEAL BOARD WITHIN 5 DAYS OF RECEIPT OF DECISION FROM STEP 2,
NOT INCLUDING DAY OF RECEIPT
EMPLOYEE(WHO IS NOT A CITY CLERK EMPLOYEE) SUBMITS WRITTEN,
SIGNED, DATED REQUEST WITH ALL ACCUMULATED RECORDS,
CORRESPONDENCE,AND INFORMATION TO CITY MANAGER FOR AN •
APPEAL HEARING BEFORE THE APPEAL BOARD WITHIN 5 DAYS OF
RECEIPT OF DECISION FROM PREVIOUS STEP IF APPLICABLE,NOT
INCLUDING DAY OF RECEIPT
APPEAL BOARD IS SELECTED WITHIN 5 WORKING DAYS
APPEAL BOARD HEARING IS HELD WITHIN 5 DAYS OF FORMATION AND IS
RECORDED.EMPLOYEE,ALONE OR WITH REPRESENTATIVE, MAY MEET
WITH APPEAL BOARD
APPEAL BOARD SHALL SUBMIT A WRITTEN REPORT OF FINDINGS AND
DETERMINATION TO EMPLOYEE,CITY MANAGER/CITY CLERK WITHIN 5
WORKING DAYS AFTER HEARING TESTIMONY.
RESOLVED? YES,COMPLAINT CLOSED AND OUTCOME RECORDED
NO? EITHER PARTY MAY TAKE WHATEVER ACTION IT DEEMS
NECESSARY. THE DECISION OF THE BOARD IS THE FINAL STEP WITHIN
THE ADMINISTRATIVE PROCESS OF THE CITY OF SEWARD.
Carol Griswold 2/2/18
4
Please return completed form to:
0c SNc City Clerk
Box 1
V II41 410 Adamss
St
Seward,AK 99664
_�
907)224-4046
ficiortio
k L
NIP
City of Seward, Alaska
Termination: Exit Interview Questionnaire
The City of Seward appreciates your taking about 8-10 minutes to answer the
following questions as honestly as possible. Your individual responses are
treated as confidential,and will not become part of your personnel file.
Responses are optional. We believe that the information is of vital
importance and will assist in analyzing our employee retention and turnover.
Thank you for your cooperation!
Name Employment Date
Department Termination Date
Position Supervisor
1. Reason(s) for Leaving(mark as many reasons as apply)
[] Type of Work [] Quality of Supervision
[] Compensation [] Work Conditions
[] Lack of Recognition [] Family Circumstances
[] City of Seward Culture [] Career Advancement Opportunity
[] Moving from Area [] Health Reasons
1
(City of Seward Termination Exit Interview Questions continued)
2. Before making your decision to leave,did you investigate other options that
would enable you to stay? [ ] Yes [ ] No
If"yes", describe:
3.What did you think of your supervision in regard to the following?
Almost Sometimes Never Comments
always
Demonstrated fair and equal
treatment
Provided recognition on the job
Developed cooperation and
teamwork
Encouraged/listened to
suggestions
Resolved complaints and
problems
Followed policies and practices
4. How would you rate the following in relation to your job?
Excellent Good Fair Poor Comments
Cooperation within your department
Cooperation with other departments
Communications in your
department
Communications within the City as a
whole
Communications between you and
your supervisor
Morale in your department
2
(City of Seward Termination Exit Interview Questions continued)
Job Satisfaction
Training you received
Growth Potential
5.Was your workload usually:
[ ] Too great
[ ] Varied,but all right
[ ] About right
[ ] Too light
6. How did you feel about your salary and the employee benefits?
Excellent Good Fair Poor Comments
Base Salary
Medical Plan
Dental Plan
Vision Plan
Retirement Plan
Annual Leave program
Wellness Plan
Other
7.Are there any other benefits you feel should have been offered?
[ ] Yes [ ] No
If"Yes",what?
8.Any other comments on benefits?
3
(City of Seward Termination Exit Interview Questions continued)
9. How frequently did you get performance feedback?
10.What were your feelings about the performance review process?
11. How frequently did you have discussions with your supervisor about your
career goals?
12.What did you like most about your job and/or working for the City?
13.What did you like least about your job and/or working for the City?
14.What does your new job offer that your job with the City does not?
15.Why is the new job/company better?
16. Do you have any suggestions for improvement? Have you raised them in the
past?
17.Would you recommend the City to a friend as a place to work?
[ ] Yes, without reservations [ ] Yes,with reservations [ ] No
18.Additional comments about your job or the City of Seward
https://www.shrm.ojg/resourcesandtools/tools-and
samples/hrforms/pages/termination exitinterviewquestionnaire.aspx
02/06/18 Carol Griswold
4
Please return completed form to:
City Clerk
tett
PO Boxox167
41
410 Adams
St
Seward,AK 99664
907)224-4046
1j p
•
City of Seward, Alaska
360-degree Review: Evaluation of Supervisor Effectiveness
In keeping with the City of Seward's goal to continuously improve, we are
asking for your candid feedback on the performance of your supervisor this past
year. A summary of all feedback received by the city clerk will be prepared for
each individual supervisor so that he or she can use the feedback to learn and
develop. Your individual feedback will be averaged into all the responses
received in order to protect your anonymity and ensure that the results are
completely confidential. The city clerk will also prepare an overall summary to
assess areas for additional city-provided training.
Thank you for your contribution to this very important process.
Name of Supervisor:
Completed by (optional):
Date:
Instructions:
Using the following rating scale, please circle the number in the following survey
that best reflects your rating of your supervisor's performance during the past
year.
Rating Scale
1=Unacceptable
2=Needs improvement
3=Meets standard
4=Exceeds standard
5=Outstanding
6= Have not experienced or observed
1
(City of Seward 360-degree Review: Evaluation of Supervisor Effectiveness)
Valuing Behaviors
Seeks input from all team members 1 2 3 4 5 6
Measures results instead of individual styles 1 2 3 4 5 6
Maintains a balance between "people" issues and "business" issues 1 2 3 4 5 6
Shows genuine concern for team members 1 2 3 4 5 6
Keeps the focus on fixing problems rather than finding someone to blame
123456
Treats people fairly, without showing favoritism 1 2 3 4 5 6
Cares about me 123456
Protects confidentiality 1 2 3 4 5 6
Recognizes and rewards my individual contributions in a manner meaningful to
me 123456
Interdependence Behaviors
Supports a team environment by recognizing and rewarding collaboration,
cooperation and activities contributing to others' success 1 2 3 4 5 6
Recognizes and rewards team-supportive actions and behaviors 1 2 3 4 5 6
Recognizes and supports the work of other departments 1 2 3 4 5 6
Doesn't criticize those who are not present 1 2 3 4 5 6
Considers the impact of actions and decisions on other departments before
implementing 1 2 3 4 5 6
Communication Behaviors
Encourages others to express different ideas and perspectives 1 2 3 4 5 6
Is open to other perspectives and is willing to change his/her position when
presented with compelling information 1 2 3 4 5 6
Open to negative and/or constructive feedback 1 2 3 4 5 6
Keeps me informed on status of my work and updates in the organization
123456
Gives open and constructive feedback 1 2 3 4 5 6
2
(City of Seward 360-degree Review: Evaluation of Supervisor Effectiveness)
Effectively deals with conflict 1 2 3 4 5 6
Lets me know how I am doing 1 23456
Involves me in decision-making when appropriate 1 2 3 4 5 6
Sets a clear direction for our department 1 2 3 4 5 6
Valuing Diversity Behaviors
Ensures that department activities are inclusive by verifying scheduling needs
123456
Seeks input/feedback from diverse individuals and groups, including
internal/external customers 1 2 3 4 5 6
Treats everyone with respect and fairness 1 2 3 4 5 6
Leadership Behaviors
Encourages and embraces change by challenging status quo 1 2 3 4 5 6
Provides cross-functional development opportunities for team members
123456
Encourages and supports my involvement in training and development activities
and events 1 2 3 4 5 6
Encourages and supports my involvement in community activities and events
123456
Encourages and supports my involvement in company activities and events
123456
Actions and behaviors are consistent with words 1 2 3 4 5 6
Is trustworthy 123456
Is a role model for continuous improvement 1 2 3 4 5 6
Uses a coaching management style, rather than an authoritarian boss
management style 1 2 3 4 5 6
Supports me, helps me achieve results 1 2 3 4 5 6
Supports a customer service approach for both internal and external customers
123456
3
(City of Seward 360-degree Review: Evaluation of Supervisor Effectiveness)
Deals with issues that need to be addressed 1 2 3 4 5 6
Provides a clear sense of purpose and direction, roles and responsibilities, for
me individually and for our group team members 1 2 3 4 5 6
General Feedback
Optional: Type or print your answers, add additional pages if needed. Please be
as specific as possible by including examples.
What activities, behavior, feedback or coaching would you like your supervisor
to stop doing? Please explain.
List and briefly describe examples of the behavior, activities, feedback or
coaching your supervisor has provided that makes your job and work
environment more enjoyable and meaningful to you.
Please provide comments that you feel will be meaningful for your supervisor to
sustain or improve his or her effectiveness.
https://www.shrm.org/resourcesandtools/tools-and-samples/hr-
forms/pages/cm s_002077.aspx
4
Please return completed application to:
S 1,, City Clerk
-S� Box 167
t �O 410 Adams St
d Seward,AK 99664
'�;� 907)224-4046
�d'i� Fax(907)224-4038
IL
�P' clerk@cityofseward.net
AS
APPLICATION FOR APPOINTMENT
TO THE PERSONNEL APPEAL BOARD
All information provided in this application is public information pursuant to the provisions of the
Alaska Public Records Statutes Title 40,Chapter 25.
The Personnel Appeal Board serves as a neutral body to hear and render decisions on appeals submitted by
any regular employee relative to disciplinary action,demotion,suspension,dismissal,interpretation,or
alleged violation of the Personnel Rules and Regulations,and to certify its findings and decision,which final
determination shall be subject to judicial review as may be allowed by law.
Not less than 7 members are appointed by the Mayor with the advice and consent of the City Council for
staggered terms of 3 years.Any given board is composed of 3 appointed members.Members must be at least
21 years of age,have no criminal record,no current paid employment with the City,and are required to be a
current resident for at least one year in the Seward,Bear Creek,or Lowell Point voting precincts.
Members are volunteers and do not receive any compensation.Meetings are called as needed. Members are
expected to attend all meetings of the Board unless otherwise excused.Because vacancies may arise before
the next regular appointment period,all applications are kept on file until the next application period.
If you are interested in serving on the Personnel Appeal Board,you may submit this required application at
any time.Regular interviews are conducted annually as needed in early December for the terms beginning the
first of the following year.To inquire about current openings or for additional information,please contact the
City Clerk.
Name:
Physical Address: Mailing Address:
E-mail Address:
Phone: Cell Phone:
Are you at least 21 years of age? Yes No
Do you have a criminal record? Yes No
Have you had prior employment with the City? Yes No
Do you have current paid employment with the City? Yes No
Are you a current resident of either the Seward,Lowell Point or Bear Creek voting precincts? Yes No
Are you willing and able to attend all board meetings? Yes No
Does any potential conflict of interest exist which may interfere or inhibit you to carry out the duties of a
Personnel Appeal Board member? Yes No (If Yes,please explain.)
What experience do you have regarding escalated employment relations issues?
1
What experience or skills would you bring to the Personnel Appeal Board that pertains to adjudicating a
dispute between employees and employers?
What is your interest in serving on the Personnel Appeal Board?
What is your work experience(or submit a resume)?
Have you ever served on an arbitration or similar appeal panel?
Please provide any additional information you feel would be useful to the Mayor and City Council in
considering your application.Please use additional sheets as necessary.A cover letter and/or resume may also
be submitted with the application.
By signing this application,I hereby affirm that I am aware of the requirements for the position and certify
that I meet those requirements.
Applicant printed name:
Applicant Signature: Date:
Modified from:
http://www.pflugervilletx.gov/home/showdocument?id-12
http://www.mesaaz.gov/city-hal l/advisorv-boards-committees/personnel-appeals-board
https://www.surpriseaz.gov/23 14/Personnel-Appeals-Board
https://www.cdaid.org/198/committees/personnel-appeals-board
2/5/18 Carol Griswold
2
1
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WELCOME RECEPTION
FRIDAY, APRIL 20, 7 PM Oft
SMC fit Re-Launch
OPEN HOUSE
SATURDAY, APRIL 21, 10 AM - 2 PM SEWARDMARINE INDUSTRIAL CENTER
RIBBON CUTTING, 12 PM
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