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Prior to taking disciplinary action to discharge, suspend or demote an employee for reasons specified in 26.2, the City will provide the employee with a "Notice of Proposed Action". The "Notice of Proposed Action" shall include notice of what action is proposed to be taken, the reasons for the proposed action, copies of any rules, policy or regulations that may have been violated and documents upon which the City is relying upon as a basis for the proposed action. Additionally, the notice will include information regarding the appeal process and timelines for responding to the notice. The employee is also entitled to representation during this process. All written reprimands in an employee's personnel file will be removed from the file three (3) years after date of issuance at the request of the affected employee. Letters of reprimand not removed after the 3 year period will be disregarded. Section 27. Grievances 27.1 A grievance is any dispute which involves the interpretation or application of any provision of this Memorandum of Understanding excluding, however, those provisions of this Memorandum of Understanding which specifically provide that the decision of any City official shall be final, the interpretation or application of those provisions not being subject to the grievance procedure. 27.2 Grievances shall be processed in the following manner: (1) Within thirty (30) calendar days after the occurrence of an event giving rise to a grievance, an employee may request a meeting to discuss the grievance with such management official as the employee's Department Head may designate. Such request shall be made in writing to the Department Head. (2) If the grievance remains unresolved, the written grievance may be filed with the Department Head who shall investigate the grievance and render a decision within fourteen (14) calendar days from the date the grievance is received. (3a) Non Discipline Grievances: Within fourteen (14) calendar days from receipt of the Department Head's decision in Step 2 above, the employee or official of the Union may notify the designated Assistant City Manager in writing that a grievance exists, stating the particulars of the grievance, citing the specific section of this Memorandum of Understanding he/she believes to have been violated, and, if possible, the nature of the determination desired. The designated Assistant City Manager shall have fourteen (14) calendar days from receipt of notification in which to investigate the issues, meet with the complainant and attempt to reach a satisfactory resolution of the problem. -36 -