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PPMR 10-01 Section 14, Grievance ProceduresNumber: 10-01 Subject: GrievanceProcedures Village of North Palm Beach Date: January 27, 2010 Revised: Section 14 NPB Policy Manual POLICY AND PROCEDURES MANUAL REVISION 14.0 GRIEVANCE PROCEDURES 14.1 Policy: This grievance procedure is established to provide full opportunity to employees to bring to the attention of management any complaints, grievances, or situations that the employee feels need adjustment or for information. Good management practices recognize that a carefully designed grievance/complaint resolution process can help to reduce personnel dissatisfaction, improve morale, identify problems in the organization, and increase a positive perception employees have of the organization. It is the intent and desire of the Village to address complaints or grievances informally and both supervisors and employees are expected to make every effort to resolve problems as they arise. However, it is recognized that there will be grievances which will be resolved only after a complete review. The submission of a grievance by an employee shall in no way adversely affect the employee or his/her employment with the Village. All grievances that are brought to the attention of management will be resolved in accordance with the grievance procedures in the applicable collective bargaining agreement. Employees who are in the excepted work class will use the procedures outlined in this section. 14.2 Causes of Grievances: An employee may file a grievance for an alleged violation of a policy or work regulation. 14.3 Grievance Administration: The grievance of matters and concerns of department members/employees shall include, but not be limited to: A. Identification of matters that are grieved for (scope) and the levels in the agency or government to which the grievance may be filed and/or appealed. B. Establishment of time limitations for filing or appealing the grievance to the next level. C. A description of the type of information to be submitted when filing a grievance. D. Establishment of procedural steps and time limitations at each level in responding to grievances or appeals. E. Establishment of criteria for employee representation. 14.4 Coordination of Grievances and Records: A. The Human Resources Director, unless otherwise designated by the Village Manager, will be responsible for the coordination of grievance procedures in conjunction with the Human Resource Department. B. The Director or designee shall maintain Village records pertaining to grievances filed by or on behalf of Village employees. The grievance and associated records may be reviewed by the following: 1. The employee who filed the grievance. 2. Persons named in the grievance. 3. The Village Manager. 4. The Director of Human Resources or designee. 5. A member of the established bargaining unit who assisted the employee in filing the grievance or filed the grievance on behalf of the employee. 6. Other persons who have access as required by applicable state law. 14.5 Information Contained in Grievance: A. The following information should be contained in a grievance when filed: 1. A statement of the grievance and the facts upon which it is based. 2. An allegation of the specific wrongful act and harm done. 3. A statement of the remedy or adjustment sought. Significant times, dates and actions taken relative to the grievance must be included. B. All records of grievances filed shall be strictly maintained in an access-controlled file. 14.6 Processing a Grievance: In order to assure every employee of a method in which they can get their particular grievance considered rapidly, fairly, and without reprisal, the following steps are provided: STEP 1: The aggrieved employee shall, within three (3) working days of the incident, discuss and explain his/her grievance orally with the immediate supervisor who may call higher level supervision into the discussion in an effort to achieve a prompt satisfactory adjustment. The immediate supervisor will make a decision and notify the employee within five (5) working, days after the discussion with the employee. STEP 2: If the aggrieved employee feels that the matter has not been settled or adjusted to his/her satisfaction by his/her immediate supervisor, he/she may submit the matter in writing to the department head within five (5) working days after the conclusion of Step 1. The department head will schedule and conduct a meeting within five (5) working days after receipt of the written grievance with the employee. The department head shall give a written answer within five (5) working days after the scheduled meeting as to the resolution of the grievance. STEP 3: If the grievance is not resolved by the department head the employee may appeal in writing to the Village Manager within five (5) working days after the reply by the department head was rendered. The Village Manager shall within ten (10) working days reply to the grievance in writing. The Village Manager's decision shall be final. 14.7 General Provisions of the Grievance Procedure: A. Any grievance shall be considered settled at the completion of any Step, unless it is appealed by either party within the time limits set forth. It is hoped that the great majority of grievances will be satisfactorily settled in the first or second step. B. A copy of all grievances and appeals shall immediately be sent to the Village Manager. C. All grievances at their conclusion shall be forwarded to the Human Resources Director for coordination, analysis and filing. D. The time limits as set forth in this grievance procedure for management response shall remain the same for all employees regardless of the work week or scheduled hours per week. If the response time limits falls on an employee's day off, the reply by management shall be given to the employee on his/her next scheduled workday. E. These time limits maybe extended upon mutual agreement between the grievant and the Village Manager. APPROVED ~~~_ __ Jimmy Knight Village Manager