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HomeMy WebLinkAbout2012 09 05 AIS CCI WS BPAC Member Selection and Bylaw UpdateAGENDA ITEM SUMMARY Meeting Date: September 5, 2012 Meeting Type: CCI Staff Contact/Dept.: David Reesor- DPW Staff Phone No: 541-726-4585 COMMITTEE FOR CITIZEN INVOLVEMENT (CCI) Estimated Time: 20 Minutes ITEM TITLE: SPRINGFIELD BICYCLE AND PEDESTRIAN ADVISORY COMMITTEE ACTION REQUESTED: The CCI is requested to review and approve, not approve, or approve with modifications, the proposed draft bylaws and to select 16 Committee members. ISSUE STATEMENT: Staff seeks Planning Commission direction, acting as the Committee for Citizen Involvement (CCI), on selecting Committee members for the Springfield Bicycle and Pedestrian Advisory Committee (BPAC). The purpose of the BPAC is to advise the Planning Commission and City Staff on matters relating to bicycle and pedestrian planning. The CCI is asked to review and select Committee members based on the submitted applications and to review, modify if necessary, and approve the draft Bylaws. ATTACHMENTS: Attachment 1: Committee Member Applications Attachment 2: Committee Bylaws Attachment 3: City of Springfield Equal Employment Opportunity and Anti-Harassment & Discrimination Policy DISCUSSION: During the May 16th, 2011 Council work session, Springfield City Council directed staff to create a one-year pilot Bicycle and Pedestrian Advisory Committee (BPAC). Based on this direction, Staff created the Committee and held its first meeting on August 11th, 2011. A total of six meetings were held over the course of approximately one year. Initial recruitment efforts for the BPAC illustrated a strong interest from community members to be part of the BPAC and provide the City with input on bicycle and pedestrian issues in Springfield. Original recruitment efforts solicited 5-9 members to join the BPAC. Staff received 15 committee applications. After Planning Commission (acting as the Committee for Citizen Involvement) review, the Planning Commission appointed all 15 members, and three ex-officio non-voting members. Staff received additional community interest after the recruitment deadline. Given the strong community interest, Council directed City Staff at a June 25th, 2012 work session to continue the BPAC indefinitely beyond the one-year pilot phase. Based on this direction, Staff have solicited Committee membership to re-recruit committee members, including updating last year’s bylaws for CCI review and approval. As noted in the City’s adopted Citizen Involvement Plan, the CCI may appoint citizens to committees such as this new Bicycle and Pedestrian Advisory Committee. The CCI must approve any bylaws that will be used for the Committee. Because the initial by-laws were written to only reflect a one-year pilot committee, staff have drafted updated bylaws to reflect the new timelines. Staff advertised for range between 10-15 Committee members. A total of 16 applications were received by the closing date of August 22nd. Attachment 1 includes applications received and are included for review by the CCI. Attachment 2 is the revised draft committee bylaws, with proposed changes in track changes (colored font). Attachment 3 is included as it is referenced in the draft bylaws under Section 4, number 9. Staff will discuss highlights of creating this new Committee and facilitate a discussion for the CCI to select new members of the Bicycle and Pedestrian Advisory Committee. Attachment 1-1 Attachment 1-2 Attachment 1-3 Attachment 1-4 Attachment 1-5 Attachment 1-6 Attachment 1-7 Attachment 1-8 Attachment 1-9 Attachment 1-10 Attachment 1-11 Attachment 1-12 Attachment 1-13 Attachment 1-14 Attachment 1-15 Attachment 1-16 Attachment 1-17 Attachment 1-18 Attachment 1-19 Attachment 1-20 Attachment 1-21 Attachment 1-22 Attachment 1-23 Attachment 1-24 Attachment 1-25 Attachment 1-26 Attachment 1-27 Attachment 1-28 Attachment 1-29 Attachment 1-30 Attachment 1-31 Attachment 1-32 City of Springfield Bicycle and Pedestrian Advisory Committee Bylaws – One Year Pilot Committee ARTICLE I. Name & Duration This Committee, established by the Springfield City Council, shall be called the Springfield Bicycle and Pedestrian Advisory Committee. This Committee will serve for one year as a pilot committee, after which time the City Council will reevaluate the purpose, progress, and interest of the Committee and either extend the length of service of the Committee or dissolve the Committeeat the will of the City Council. ARTICLE II. Purpose The purpose of the Springfield Bicycle and Pedestrian Advisory Committee is to advise the Planning Commission and City Staff on matters relating to bicycle and pedestrian planning. Committee members should have an interest in promoting bicycle and / or pedestrian interests in Springfield. The responsibilities of the Committee shall include, but are not limited to the following: Section 1. Bicycle / Pedestrian Policy Review and make recommendations on planning documents prepared by City departments affecting the use of walking and bicycling as a transportation mode. Section 2. Bicycle / Pedestrian Facility & Program Implementation Work closely with City Staff to ensure input into bicycle and pedestrian facilities and operation planning and program development. Assist City Staff with review and prioritization of grant opportunities as they arise. Section 3. Education, and Enforcement and Encouragement Assist City Staff in the public outreach of pedestrian and bicycle issues, and recommend additional education, and enforcement and encouragement tools that the City may implement. Section 4. Citizen Input Encourage citizen participation in the City’s bicycle and pedestrian programs, including: identifying program or system deficiencies; reviewing existing facilities; and planning and implementing new projects and programs. Section 5. Americans with Disabilities Act (ADA) Compliance Work closely with City staff to continue implementing and upgrading ADA compliant bike and pedestrian facilities. Formatted: Font: Bold Attachment 2-1 ARTICLE III. Membership Section 1. Composition of Committee Membership of the Committee shall consist of 10-16 15 voting members. Non-voting members may include one City Councilor, one Planning Commissioner, Willamalane staff and at least one city staff member. The non-voting members are in addition to the 10-16 15 voting members. Other non-voting members guests should may participate at the request of the Committee and may represent other government agencies or City departments having an interest in pedestrian and bicycle issues. Section 2. Appointment All applicants shall complete a standard application form and submit it to the City Manager’s Office. Applications shall be reviewed and evaluated by City Staff and the Planning Commission, acting as the Committee for Citizen Involvement (CCI). Committee positions shall be appointed by the CCI. Section 3. Tenure Membership on the Committee shall be a one-year two year terms. Half of the members terms shall be odd year followed by even year terms and the second half shall be even year followed by odd year terms. A term shall commence on January 1st. If a member resigns or is removed, the replacement shall be for the remainder of the term. Committee members may reapply after one term, but may only serve two consecutive terms, unless specifically directed otherwise by the Council. Members may reapply after not serving one full term. If the total Committee membership number falls below 10 members, City staff shall recruit for additional members. If a member resigns or is removed, the replacement shall be for the remainder of the term. Section 4. Termination Committee members may voluntarily be removed from the Committee with written notice to City Staff and the Chair. If any member is absent without good cause for two consecutive meetings, the Chair may declare the position vacant. The Chair, in consultation with City Staff, may also remove a member from the Committee if a member is found not to meet the Committee’s adopted Code of Conduct. ARTICLE IV. Officers Formatted: Superscript Formatted: Font: Bold Attachment 2-2 Section 1. There shall be a Chair and a Vice-Chair for the Committee. Each office shall serve the entire yearfor one calendar year per term. Both the Chair and Vice-Chair positions shall be elected by Committee members. ARTICLE V. Meetings Section 1. Regular Meeting Regular meetings shall be held four approximately 6 times during the course of one year at Springfield City hall, unless otherwise agreed upon. Time and duration of the meetings shall be determined by City Staff. Regular meetings will be scheduled between 90-120 minutes, not to exceed 120 minutes. Section 2. Special Meetings Special meetings may be called by the Chair or by resolution of the Committee. Notice of a special meeting shall include the agenda for the meeting. Section 3. Conduct of Meetings 60% of voting members in attendance shall constitute a quorum for the transaction of business at any regular or special meeting. The act of the majority of the members present at a meeting at which there is a quorum shall be the act of the committee. All meetings are open to the public and shall be conducted in accordance with Robert’s Rules of Order. City staff will work closely with the Committee Chair to develop an agenda prior to each meeting. The agenda, and any supporting documents, will be emailed out approximately one week prior to the meeting. City staff will provide brief meeting summaries and audio recordings of meetings. Section 4. Code of Conduct By accepting an appointment to the BPAC, members agree to adhere to a Code of Conduct, which includes: 1. Share the available speaking time at meetings 2. Follow instructions of meeting facilitator and Chair 3. Be respectful of a range of opinions 4. Be respectful of all people in attendance at meetings 5. Focus on successfully completing the agreed upon agenda 6. Avoid side discussion when others are speaking 7. Voice concerns and complaints at the meeting, not outside the meeting Formatted: Font: Bold Formatted: List Paragraph, Numbered + Level:1 + Numbering Style: 1, 2, 3, … + Start at: 1 +Alignment: Left + Aligned at: 0.78" + Indentat: 1.03" Attachment 2-3 8. Strive for consensus 9. Adhere to same ethical and behavior standards as City employees ARTICLE VI. Amendments to Bylaws These Bylaws may be amended by the CCI upon recommendation of a majority of the Committee made at any regular meeting of the Committee, provided that written notice of the proposed amendment shall be emailed and /or mailed to each Committee member not less than one (1) week7 days prior to such regular meeting of the Committee. Attachment 2-4 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 1 of 8 Personnel Policy and Procedure Manual -Rule 15- EQUAL EMPLOYMENT OPPORTUNITY AND ANTI-HARASSMENT & DISCRIMINATION Originated: 3/17/86 Amended: 06/08/11 Original: Rule 15 Replaces PPM #16, Pg.2 & PPM #21 Approved by: Gino Grimaldi, City Manager_________________________Date:____________ 15.1 Equal Employment Opportunity Policy Statement It is the policy of the City of Springfield to provide equal employment opportunities to all employees and applicants for employment without regard to race, religion, sex, sexual orientation, national origin (ethnicity), mental or physical disability, age, marital status or other legally protected status or activity. It is also the City’s policy to respect the right of applicants and employees to oppose practices they feel may be discriminatory and utilize the rights provided to them under equal employment opportunity laws. Equal Employment Opportunity has been, and will continue to be, a fundamental principle at the City of Springfield, where employment is based upon personal capabilities and qualifications. Any employee who willfully violates this policy may be subject to disciplinary action including termination of his or her employment with the City. 15.2 Anti-Harassment & Discrimination Policy Statement The City of Springfield believes that all employees have a right to work in an environment where the dignity of each individual is respected. The City prohibits harassment of one employee by another employee, regardless of their working relationship or supervisory status. Specifically forbidden is harassment of a sexual, racial, ethnic, age, religious, color, gender or disability-related nature, or harassment of a person based on a perceived sexual, racial, ethnic, age, religious, color, gender or disability-related nature. Also prohibited is harassment based on another person’s Attachment 3-1 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 2 of 8 membership in a group protected by law or participation in legally protected activities. The City of Springfield is committed to maintaining a workplace free of such conduct. It is the responsibility of all employees, supervisors and managers to understand and comply with our policy. Supervisors and managers have the additional responsibility to enforce our policy and promptly report conduct believed to be a violation of this policy to their Department Directors. Department Directors are, in turn, expected to obtain guidance from Human Resources regarding the appropriate response to discrimination and harassment complaints and concerns. 15.3 Prohibitions Against “Hostile Work Environment” Harassment A. It is important to note that not all conduct that a person considers to be offensive constitutes "harassment" that violates this policy. For example, a supervisor's communication of corrective or other disciplinary action is not considered harassment. B. Similarly, harassment does not exist simply because two employees have a personality conflict. Although rude, threatening and other types of negative conduct may violate other City or departmental standards and should be reported to your supervisor or Department Director, this type of behavior does not generally violate this policy. C. In order to be considered harassment in violation of this policy, the offensive conduct must be related to an individual’s race, religion, color, sex, national origin, marital status, citizenship, sexual orientation, age, physical or mental disability or other legally protected status under the employment discrimination laws. D. For the purpose of this policy, the term “harassment” includes unwelcome verbal, graphic, or physical conduct of a sexual, racial, ethnic, religious, sexual-orientation, age, disability, citizenship, or other nature that is prohibited under the employment discrimination statutes which: 1) Has the purpose or effect of creating an offensive work environment; or 2) Unreasonably interfering with an employee’s work performance. E. Examples of sexual and gender-based harassment includes (but is not limited to) the following conduct: 1) Making offensive comments about another person's gender or sexuality 2) Obscene or lewd comments, jokes, suggestions or innuendos 3) Unwanted sexual advances, propositions or requests for dates 4) Unwelcome visual conduct, such as leering or making sexual gestures 5) Displaying sexually suggestive objects, pictures, cartoons or posters 6) Making offensive verbal comments about an individual’s body or life style 7) Unwelcome touching, impeding or blocking movements 8) Using derogatory or stereotypical gender-based terms 9) Making offensive comments about a person’s gender or sexual Attachment 3-2 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 3 of 8 orientation 10) Talking about your sex life 11) Using City computers, fax machines or other communication systems to access, send, store or receive material of a sexual nature 12) Transmitting, displaying or exposing other City employees to offensive sexual images or comments 13) Swearing or profane language 14) Making derogatory comments about gays or lesbians 15) Spreading rumors or discussing a co-worker’s sex life 16) Engaging in any other verbal, graphic or physical conduct of a sexual or gender-based nature that creates an offensive work environment or interferes with another employee’s work performance F. Racial, ethnic, age, religious, disability-related or other prohibited harassment includes the following types of conduct: 1) Making racial slurs or derogatory ethnic comments 2) Telling racial or ethnic jokes 3) Making derogatory comments about a person’s physical or mental limitations 4) Mimicking someone with physical or mental limitations 5) Promoting your religious beliefs to someone who finds it offensive 6) Making derogatory age-based comments 7) Displaying racist symbols 8) Using City communication systems to send, receive, store or access material that is racially, ethnically or religiously offensive material 9) Displaying cartoons, printed material or other objects which are racially or ethnically offensive 10) Criticizing or making fun of another person’s religious beliefs 11) Transmitting, displaying or exposing other City employees to offensive comments or images of a racial, ethnic or religious nature 12) Engaging in any other verbal, graphic or physical conduct of a racial, ethnic, religious, age, disability or other prohibited nature that creates an offensive work environment or interferes with another employee’s work. G. Under both the law and this policy, employees who are offended by this type of conduct are not required to inform an offending employee that his/her conduct is objectionable before reporting violations. In short, the lack of an objection is not an excuse. All employees should assume that any conduct of this nature described above will be offensive to others and should refrain from engaging in such conduct. Attachment 3-3 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 4 of 8 15.4 Scope of "Hostile Work Environment” Harassment Prohibitions A. Even conduct of the nature described above that occurs off duty may be a violation of this policy, if it has the purpose or effect of creating a hostile or offensive work environment. For example, making unwanted sexual overtures to another employee after work that makes it uncomfortable for that employee to work with you would violate our policy. This principle is recognized in the law and has been adopted by the City. B. Harassment of employees by temporary agency employees, vendors, suppliers, citizens and other non-employees that creates an offensive work environment or interferes with an employee's ability to perform his or her job duties is also a violation of this policy. 15.5 Prohibitions Against "Quid Pro Quo" Harassment A. It is also a violation of this policy for any employee to suggest or threaten that an employee’s cooperation, tolerance or objections to conduct prohibited by this policy will have any effect on that employee’s employment. B. The City strictly prohibits any employee, particularly those in positions of authority from: 1) Conditioning employment on an applicant or employee's tolerance of or resistance to discrimination or harassment; or 2) Basing any type of employment decision on an applicant or employee's tolerance of or resistance to discrimination or harassment. C. This type of conduct is considered a serious violation of our policy and extends to virtually all aspects of employment (i.e. hiring, changing work assignments, making disciplinary recommendations, conducting performance evaluations, promotions, transfers, employment references, etc.) 15.6 Discrimination and Harassment Reporting Policy A. Employees who feel that they are being discriminated against or harassed by another employee should promptly notify their immediate supervisor, Department Director or Human Resources. Employees are welcome to report conduct they feel is offensive directly to any of these individuals. There is no chain of command. B. Those employees who believe they are being harassed by their supervisor or believe that their supervisor has not effectively responded to a discrimination or harassment complaint should report the harassment and/or other concerns regarding the supervisor's response to their Department Director or Human Resources. C. Employees who are not certain whether conduct that is offensive to them violates this policy are encouraged to consult with Human Resources. D. Likewise, employees who experience discrimination or harassment by a non- employee, such as a temporary agency employee, a supplier or a citizen should report such harassment to their immediate supervisor, Department Director or Human Resources. As with harassment by employees, this type of conduct Attachment 3-4 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 5 of 8 should be reported whenever it creates an offensive work environment or interferes with an employee's work. 15.7 Investigations and Corrective Action A. All complaints of discrimination and harassment will be investigated as promptly as possible and lawful corrective action will be taken. B. All employees are required to cooperate with investigations of potential violations of this policy and are further required to be honest and forthright in such investigations. C. The investigation of discrimination and harassment complaints will be treated with as much confidentiality as the City determines is practical, while permitting an appropriate investigation and correction of the problem. D. The City will comply with the right of union representatives to request and receive information regarding discrimination and harassment complaints involving members of their bargaining unit, including copies of investigation reports, consistent with PECBA, collective bargaining agreement and other legal obligations. E. The City's ability to resolve these kinds of problems is dependent upon the cooperation of employees and others in reporting incidents they believe violate this policy. Notification of the problem is essential. The City cannot help resolve a discrimination or harassment problem, unless the City knows about it. Please report all conduct that violates this policy using the reporting policy outlined above in enough detail that the City can recognize the problem and take whatever steps are necessary to investigate and address that problem. F. In the event that the City determines that an employee has violated this policy appropriate disciplinary action up to and including discharge will be taken. G. Nothing in this Manual is intended to deny employees "just cause" protections afforded to them under collective bargaining agreements or individual employment agreements. H. Any represented employee who is disciplined or discharged for a violation of the City's Equal Employment Opportunity Policy has the right to grieve that action under the "just cause" provisions of the applicable collective bargaining agreement. I. Non-represented employees may challenge disciplinary action under Rule 14, Grievance Procedure of the Personnel Policies and Procedures Manual. J. In addition, other corrective action, such as group or individualized training and other steps may be taken as the City determines is appropriate. Appropriate action will also be taken to address violations of this policy by non-employees, e.g., vendors, contractors, volunteers. 15.8 Retaliation A. The City fully respects the right of its employees to raise harassment and discrimination concerns and to participate in investigations. It is a serious violation of this policy for supervisors, managers, employees or others to directly or indirectly Attachment 3-5 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 6 of 8 retaliate against employees who report harassment or discrimination; cooperate with investigations; testify in discrimination or harassment proceedings or assist in enforcement of this policy. B. “Retaliation” is broadly construed under the law and this policy. 1) It includes any adverse action against an applicant or employee for opposing harassment or discrimination. 2) It may include any on-duty or off-duty conduct, whether related to employment or not, that could discourage an applicant or employee from making a complaint of discrimination or harassment or testifying, assisting or participating in an investigation or other proceeding. 3) It could also include conduct such as “cold shoulder” treatment; changing or interfering with job duties; making false claims; spreading rumors; taking adverse action against a person who is connected with the employee or similar negative conduct taken against any employee because he/she has engaged in these types of activities. C. Employees should use the reporting procedure set forth above to bring complaints of retaliation to the attention of the City. D. If the City find that an employee has violated anti-retaliation standards, appropriate disciplinary action up to and including immediate discharge will be taken in addition to any other corrective action as the City considers appropriate. Again, represented employees who feel such disciplinary action was unjust may grieve that action under the terms of the applicable collective bargaining agreement. Non-represented employees may challenge disciplinary action using the procedures outlined in Rule 14, Grievance Procedure of the Personnel Policies and Procedures Manual. E. It should also be noted that the use of the internal reporting procedure set forth above does not preclude an employee from pursuing external remedies to address discrimination, harassment or retaliation concerns with state or federal agencies. Employees who file complaints with those agencies, assist in their investigations or testify in legal proceedings are protected from retaliation based on those actions. 15.9 Disability Accommodation A. It is also the City's policy to comply with applicable disability discrimination laws. This means that the City prohibits discrimination against disabled applicants and employees and complies with reasonable accommodation obligations. B. The City cannot respond to workplace obstacles that negatively impact disabled applicants or disabled employees, if the City doesn’t know about them. Consequently, applicants and employees who believe that workplace modifications, extended medical leaves or other adjustments are needed to accommodate their disabilities need to notify the Department Director or Human Resources of the need for accommodation. C. It should be noted that not every physical or mental limitation qualifies as a disability. However, if an applicant or employee reports a condition that he/she believes requires accommodation (or the City otherwise becomes aware of the Attachment 3-6 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 7 of 8 need to accommodate a disabled applicant or employee), Human Resources or another member of the management staff will meet with the applicant or employee to determine whether he/she is disabled and, if so, what accommodations may be required. D. All employees are expected to cooperate with the City's efforts to confirm work-related limitations and provide input regarding possible accommodations. E. The City is not legally required to create a new, permanent modified-duty job for a disabled applicant or employee; to reallocate the essential job duties of a position to other employees or incur an undue burden as part of its reasonable accommodation obligations. The City will explore other options to enable disabled applicants and employees to perform their essential job duties. F. Likewise, in the event the City concludes that no reasonable accommodations can be made which would enable an employee to perform his/her current job or a position sought in a safe and satisfactory manner, the City will explore opportunities to place the employee in other available positions. G. In the event any accommodation being considered by the City affects the rights of another bargaining unit employee; requires modification of a collective bargaining agreement or requires bargaining pursuant to the Oregon Public Employee Collective Bargaining Act (PECBA), the City will notify the union in writing of the proposed accommodation and comply with any legal obligations, as applicable. H. If, for any reason, an accommodation is made that you feel is not effective, you should notify Human Resources. I. This policy is intended to provide information regarding how the City will comply with its legal obligation to prohibit discrimination against disabled applicants and employees and to provide reasonable accommodation to those individuals, consistent with applicable law. It is not the intent of this policy to make commitments that exceed the City's legal obligations. 15.10 Other Conflict in the Workplace A. The City is committed to maintaining a workplace free of any forms of inappropriate conduct or behavior that are not conducive to a respectful, productive, and healthy work environment. B. If an employee believes he or she is being subjected to such inappropriate conduct or behavior in the workplace, and the conduct does not appear to be based upon legally protected status or activity (i.e. gender, race, religion, union activity, etc), he or she should utilize the following steps: 1) If the conflict is with a fellow employee, the employee should first attempt to discuss the concern with that employee to resolve the problem. If this does not resolve the conflict the employee should discuss the issue with their immediate supervisor. The supervisor may seek assistance from the Human Resources department in resolving the matter if deemed necessary. 2) If the conflict is with a supervisor, the employee should first attempt to discuss the problem with the supervisor before discussing with anyone Attachment 3-7 Rule 15: EEO and Anti-Harassment & Discrimination PPM (May 2011) Page 8 of 8 else. If the employee is not comfortable discussing it directly with the supervisor, the employee should attempt to discuss the matter with the division manager or department director before seeking further assistance. 3) If resolution of the conflict is not achieved through these attempts and further assistance is desired, the employee may request assistance from the Human Resources department. 4) If such assistance is requested the employee should prepare a written statement including the facts involved which he/she believes constitute the cause of the conflict, and a statement of the actions or changes he or she believes could resolve the conflict. This written statement should be sufficiently clear to provide a meaningful opportunity for the HR representative to provide assistance. The employee may use the attached “Conflict Resolution Request Form”, which is also available on Springboard, for this purpose. 5) The HR representative will evaluate the allegations and facts involved with the conflict and will recommend appropriate steps to facilitate resolution. Such recommended steps may include the use of EAP services, facilitated communication between the parties, management and employee counsel, or other corrective intervention as appropriate. 6) If upon review of the allegations the HR representative determines that a legally protected status or activity may be involved in the conflict, the matter will be handled in accordance with the applicable sections of this policy. Attachment 3-8 City of Springfield Employee Conflict Resolution Request Form This form should be completed and submitted to the Human Resources department when assistance is sought in the resolution of any workplace conflict which does not involve a legally protected status or activity. Upon receipt of this request for assistance a Human Resources representative will contact the employee to discuss the problem, and will determine what appropriate steps should be taken to facilitate resolution. If upon review of the allegations the Human Resources representative determines that a legally protected status or activity may be involved in the conflict, the matter will be handled in accordance with the applicable sections of City Rule 15, Equal Employment Opportunity and Anti-Harassment & Discrimination. Date: ______________ Employee Name: _____________________________________________________________ Immediate Supervisor: ________________________________________________________ Name of person(s) with whom the conflict exists: __________________________________ ____________________________________________________________________________ Describe the nature of the problem, including a clear and concise statement of the facts and /or circumstances you believe have contributed to the conflict. When possible, please include the dates, times, and places of any specific incidents that have occurred (please use additional pages if necessary): Attachment 3-9 Employee Conflict Resolution Request Form Page 2 Name(s) of any other employees involved in this conflict, or witnesses to any noted incidents: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ Please describe any actions or changes you believe should occur to resolve this conflict: ________________________________________ ___________________ Signature of employee Date Attachment 3-10