Smyrna council defers revised open-door employee policy after questions on notification and outside counsel

Smyrna — The Smyrna Town Council voted on June to defer a revised “open door” policy for the town employee handbook after several council members asked staff to add language guaranteeing that any formal complaint against senior officials be communicated to the entire council and to clarify which outside counsel would be used for investigations.

Council members said the draft policy — which includes a non‑retaliation clause and a process for employees to report workplace concerns — should explicitly say how complaints involving the town manager, town attorney or council members will be handled and who will be notified.

The measure was presented to the council as an employee handbook update that would formalize grievance steps, including that employees “would come” to designated internal contacts and that there is a “non‑retaliation clause.” Council members asked that the document also make clear that any “formal complaint lodged against the town manager or a council member or the attorney will be communicated to the entire council,” language the council directed staff to draft and return with the policy.

Council and staff also discussed which outside law firms would be assigned if the complaint involved senior leadership. Council members asked that, when outside counsel is needed, the firm chosen be demonstrably independent of the officials involved. Councilmembers named two firms used by the town for employment matters and said they expected the town to avoid conflicts of interest; staff said Littler and Hall & Fisher typically handle employee matters while a third firm is used primarily for land issues.

Staff told the council the revised handbook language is intended for employees to follow when filing complaints and that the council itself is not covered by the handbook. Several council members said they wanted an additional paragraph — outside the employee reporting column — that explains how reported complaints concerning the town manager, town attorney, town judge, court clerk or a council member will be elevated and shared with the full council regardless of which individual council member first receives a report.

The council voted to defer the item to next month so staff and the town HR director can draft and present the specific notification language and any procedural changes for review.

What’s next: Staff will work with the HR director and outside counsel options to draft the specific wording requested by the council and return the revised policy at the next meeting.