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ORDINANCE NS-2232 319 Page 26 Examination of witnesses, trial, or hearing is not required, but may be provided in the discretion of the appointing authority. Copies of the charges, the notice of the action, the answer, the reasons for and the order of removal or suspension without pay, and also the reasons for the actions taken shall be made a part of the records of the city, and, on request, shall be furnished to the individual affected and to the personnel board. Sec. 9-118.2. Notice of proposed adverse action. Except as provided in section 9-118.4, infra, an employee against whom disciplinary action is pending is entitled to reasonable advance written notice stating any and all reasons, specifically and in detail, for the proposed action. The material on which the notice is based and which is relied upon to support the reasons in that notice, including, but not limited to, statements of witnesses, documents, and investigative reports or extracts therefrom, shall be assembled and made available to the employee for his or her review and copying. The notice shall inform the employee when and where he or she may review such material. Material which cannot be disclosed to the employee may not be used to support the reasons in the notice. 9-118.3. Employee's answer. Except as provided in Section 9-118.4, infra, an employee is entitled to a reasonable time, not to exceed ten (10) days unless the appointing authority authorizes a longer time, to answer a notice of proposed disciplinary action. The time to be allowed depends on the facts and circumstances of the case, and shall be sufficient to afford the employee ample opportunity to review the material relied on by the appointing authority to support the reasons in the notice and to prepare an answer. If the employee answers, the appointing authority shall consider the answer in reaching a decision. The employee is entitled to answer personally, in writing, or both personally and in writing. The right to answer personally includes the right to answer orally in person by being given a reasonable opportunity to make any representations which the employee believes might sway the final decision in his or her case. When the employee requests an opportunity to answer personal- ly, the agency shall make a representative or representatives available to hear the answer. The representative or representatives designated to hear and answer shall be persons who have authority either to make a final decision on the proposed adverse action or to recommend what final decision should be made. As used herein, the noun "answer" shall be deemed to include such statements, affidavits, declarations, or other evidentiary matter as the employee may wish to submit. 26