Town of Sumner

633 Main St., Sumner, ME 04292

Town Policies

POLICIES ADOPTED BY THE BOARD OF SUMNER SELECTPERSONS

May 13, 1997

SEXUAL HARASSMENT POLICY FOR EMPLOYEES OF TOWN OF SUMNER

November 23, 1999

Any meeting with the Hartford Selectmen will include a record of minutes and at least 2 officials from each town must sign any agreements and contracts.

January 11, 2000

It is the Board’s policy to assess subdivision lots as separate parcels when the subdivision is recorded at the Registry of Deeds.

February 28, 2000

The Maine State Police will take over the licensing and re-licensing of Concealed Firearm Permits for the residents of Sumner as of March 15, 2000 .

June 26, 2001

The Planning Board chair will not be appointed by the Selectpersons, but will be chosen by the Planning Board members.

September 25, 2001

Policy for Issuing Checks prior to Warrant.

Susan Runes, Treasurer for Sumner, is given the authority to issue checks to pay certain State of Maine departments, lien costs, Federal and State withholding and contractual obligations prior to the warrant at the regular selectpersons’ meetings.

Contractual payments will not be made until verbal approval is given by the contract supervisor, with the exception of the MSAD #39 monthly payment.

Payments from fiduciary accounts will not be made until the Committee or account supervisor gives verbal or written permission.

State of Maine payments: Motor Vehicle, Inland Fisheries and Wildlife, Animal Welfare.

May 14, 2002

Policy for Issuing Checks prior to Warrant. (Amended)

Susan Runes, Treasurer for Sumner, is given the authority to issue checks to pay certain State of Maine departments, lien costs, Federal and State withholding and contractual obligations prior to the warrant at the regular selectpersons’ meetings. This authority shall also include approved General Assistance expenditures.

Contractual payments will not be made until verbal approval is given by the contract supervisor, with the exception of the MSAD #39 monthly payment.

Payments from fiduciary accounts will not be made until the Committee or account supervisor gives verbal or written permission.

State of Maine payments: Motor Vehicle, Inland Fisheries and Wildlife, Animal Welfare.

January 14, 2003

Policy for Issuing Checks prior to Warrant. (Amended)

Susan Runes, Treasurer for Sumner, is given the authority to issue checks to pay certain State of Maine departments, lien costs, Federal and State withholding and contractual obligations prior to the warrant at the regular selectpersons’ meetings. This authority shall also include approved General Assistance expenditures.

Contractual payments will not be made until verbal approval is given by the contract supervisor, with the exception of the MSAD #39 monthly payment.

Payments from fiduciary accounts will not be made until the Committee or account supervisor gives verbal or written permission.

Payments from the Arrabine J. Dunn Fire Victims Relief Fund may be made at the written request of the Sumner Volunteer Fire Department Chief.

State of Maine payments: Motor Vehicle, Inland Fisheries and Wildlife, Animal Welfare.

March 11, 2003

TOWN OF SUMNER SNOWPLOWING POLICY

February 25, 2003

The Board voted to adopt new Farm Land rates to go into effect in 2003:

Pasture Land 325; Crop Land 400; Blueberry Land 400; Horticultural Land I 450; Horticultural Land II 550; Orchard Land 450 for standard/full size and 650 for dwarf and semi-dwarf.

Selectpersons Mark Silber, Clifford McNeil, Thomas Standard

September 27, 2005

GENERAL ASSISTANCE APPENDICES A-C

October 25, 2005

TOWN OF SUMNER PERSONNEL POLICY

November 8, 2005

TOWN OF SUMNER SELECTPERSONS’ MEETINGS –RULES OF PROCEDURE

December 13, 2005

MAINE DEPARTMENT OF HEALTH AND HUMAN SERVICES GENERAL ASSISTANCE POLICY MANUAL

TOWN OF SUMNER SNOWPLOWING POLICY

Effective from November 1 each year, or first snow accumulation, through April 30th each year, or to the last snow storm of the season, no vehicles shall be left in the road limits, so as not to interfere with snow plowing activities.

Any vehicle found in violation of this policy may be towed. If subject to towing, the Town and hauler shall remain harmless of all liability and/or any and all damages done to the vehicles.

The owner will be responsible for all fees associated with hauling and or storage of the vehicle through the hauler, or storage company, prior to release of the vehicle. The Town shall not be held responsible for any hauling or storage costs.

Enforcement of this policy may be conducted through a Law Enforcement Officer, the Road Commissioner, and/or the Selectpersons. A reasonable effort shall be made to locate a responsible party to move the subject vehicle; however, it shall remain the sole discretion of the enforcement party as to when the subject vehicle is to be towed.

This policy shall exempt emergency situations—such as accidents, ambulance calls, fires, or similar emergency situations. Vehicles with mechanical failures, flat tires, etc. shall be removed at the owner’s expense as quickly as possible to allow public works crew to effectively and efficiently remove snow from the road ways.

A note to SUMNER RESIDENTS: It is illegal to plow snow across a public street. This can create a serious safety issue within the road limits. The Road Commissioner will be reviewing such incidents and may recommend law enforcement involvement for these infractions. Please respect your public works crews’ efforts in plowing your town streets and other members of the traveling public when removing snow from your driveways.

BE IT ORDERED BY THE SUMNER BOARD OF SELECTPERSONS THAT THIS POLICY SHALL TAKE EFFECT AS OF 11 MARCH, 2003.

Mark Silber

Clifford S. McNeil

Thomas A. Standard

GRIEVANCE PROCEDURE FOR TOWN OF SUMNER EMPLOYEE DISPUTES/COMPLAINTS

Employees having a dispute with another employee or a complaint concerning their particular job should follow the procedure as listed:

  1. Verb ally advise supervisor of dispute/complaint.
  2. Follow up with written complaint explaining original verbal complaint, listing dates and particulars of dispute/complaint. Forward copy to Town Office.
  3. Verb ally advise Board of Selectpersons that verbal and written complaints have been made and to whom, with dates and particulars of same.
  4. Request in writing that Board of Selectpersons sets up a hearing.
  5. Request hearing with Maine Human Rights Commission

State House Station #51 Augusta ME 04333   207-289-2326

In the event that a complaint cannot be made directly to the immediate supervisor, complaints may be made to any of the three selectpersons, the town clerk or the administrative assistant.

Retaliation against any employee making a complaint is prohibited in any form.

Town of Sumner Smoking Policy

In accordance with provisions of the Workplace Smoking Act of 1985, the Town of Sumner has adopted the following Smoking Policy.

Smoking is hereby prohibited in the Bisbee-Dyer Municipal Center.

Be it ordered by the Sumner Board of Selectpersons that this policy shall take effect as of 11th March, 2003.

Mark Silber

Clifford S. McNeil

Thomas A. Standard

Sumner Selectpersons

TOWN OF SUMNER SELECTPERSONS’ MEETINGS – RULES OF PROCEDURE

The Chairman of the Selectpersons’ Board shall:

  • Take the chair at the time appointed for meeting, call the people to order and proceed to business.
  • Preserve order, and decide all questions of order subject.
  • Name the person entitled to speak when more than one person addresses the Selectpersons’ Board at the same time.
  • Present all petitions and other papers addressed to the Selectpersons’ Board, or cause them to be presented, and they shall lie on the table and be taken up in the order in which they were presented, unless the Selectpersons shall otherwise direct.

Meetings: Agenda

  • The agenda for each meeting of the Selectpersons’ Board shall be prepared by the Selectpersons’ secretary. Such agenda shall be distributed by the Selectpersons’ secretary to the Chairman and each Selectperson of the Board at least 24 hours prior to the meeting.
  • The dates and time of the regular meetings of the Selectpersons shall be the second and fourth Tuesdays of each calendar month at 7:00 P.M. If a regular meeting night falls on a legal holiday, then the Selectpersons may fix an alternate meeting date. The Sumner Town Office is hereby designated to be the regular meeting place. All meetings of the Selectpersons’ Board shall be open to the public, and may be continued to another location.

Open Session: Concerns and Comments

(a)    Any concern or comment from guests and visitors must be reduced to writing if any member of the Selectpersons’ Board requests it, in order for said concern or comment to be recorded in the minutes, whereby the person can be quoted by his own words. No other concerns or comments shall be entertained by anyone else until reasonable time (not over 10 minutes) is afforded for compliance with this rule.

(b)    No person shall be considered by the Selectperson’s Board to speak, unless recognized by the Chairman first.

(c)    After Concerns and Comments have been made and discussed, they shall be deemed to be in the possession of the Selectpersons ‘Board and can only be withdrawn by the person commenting with the consent of the Selectpersons.

Rules: Violation of

If any person, in speaking or otherwise, transgresses the rules of the Selectpersons’ meetings, the presiding officer (Chairman) shall, or any of the Selectpersons may, call him/her to order; in which case the person so called to order shall immediately sit down and remain quiet unless permitted by the Chairman (and/or Selectpersons) to explain; and the Selectpersons shall decide the question, comment, or concern by majority vote.

If the decision be in favor of the person so called to order, he/she shall be at liberty to proceed; if otherwise, he/she shall not proceed without leave of the Selectpersons.

Speaking: Germaneness

Every person while speaking shall confine himself/herself to the subject under debate, shall refrain from personalities, and shall not refer to any other person except in a respectful manner.

Speaking: Recognition

A person about to speak shall respectfully address the Chairman, and shall not commence to speak until recognized by the Chairman (and/or Selectpersons), no cross-examination shall be conducted by any person except in doing so through the Chairman (and/or Selectpersons) if they so choose.

Order of Business:

Sumner Selectpersons’ Agenda

  1. Reading by the Selectpersons’ secretary of the records, not previously read and approved, of all preceding meetings, and action thereon.
  2. Signing of the check warrant.
  3. Pausing for “Open Session”
  4. Code Enforcement Officer’s Reports
  5. Forms and Reports
  6. Road Commissioner’s Report
  7. Unfinished Business
  8. New Business
  9. Correspondence
  10. Other concerns
  11. Adjournment

Adopted by vote of the Board on November 8, 2005

TOWN OF SUMNER,  PERSONNEL POLICY

The general purpose of this policy is to establish and set forth a uniform and equitable system of personnel administration governing employment with the Town of Sumner. It is the intent of The Town of Sumner to clarify the definitions of employment classifications so that employees understand their employment status and benefit eligibility.

PROBATIONARY PERIOD

All employees shall serve a six-month probationary period. The conduct and work performance of employees on probation will be subject to review and evaluation by the Selectmen of Sumner and may then be classified as a permanent employee, terminated, or offered an additional six month probationary period. All sick time and vacation pay will be calculated from the first day of employment.

PERSONNEL STATUS

Non-Probationary Employee: Has satisfactorily completed the probationary period (only full-time and permanent, part-time employees may attain non-probationary status).

Full-Time Employee: Appointed to a position requiring regularly scheduled employment of forty (40) hours per week.

Part-Time Employee: Appointed to a position requiring regularly scheduled employment for periods of less that forty (40) hours per week.

Intermittent Employee: Appointed to a position that calls for non-scheduled irregular hours of employment.

Seasonal Employee: Appointed to a position established for less than full-year periods and which is expected to be of a regularly recurring nature.

Temporary Employee: Appointed for work not to exceed ninety (90) consecutive calendar days.

COURTESY AND PROFESSIONALISM

The employees of the Town of Sumner are public servants and the citizens must be treated with courtesy and consideration. Every employee should remember that he or she may be the only contact a citizen has with his or her local government. Failure of an employee to act with reasonable courtesy may result in disciplinary action.

HOSTILE WORK ENVIRONMENT

Municipal employees are not required to remain in a hostile work environment. Employees who feel they are in a threatening situation, or a situation in which sexually explicit or foul language is being used, or similar circumstances, should request that the offender cease the behavior immediately.

Employees who feel physically threatened should put their personal safety before any      duty to the Town.

If a Selectman is present – Request that the Selectman handle the situation and then leave the area, leaving the Selectman to lock the vault and office. The Selectman shall call the Sheriff’s Office for assistance if he desires.

If no Selectman is present and the employee does not feel physically threatened – Contact the Sheriff’s office and request that the offender be ejected and if so desired that a deputy stand by while the vault and office are locked and the employee departs. After contacting the Sheriff’s office, contact the Selectmen and request their presence. If a Selectman arrives before the Sheriff’s Deputy, the employee may depart.

The Selectmen shall obtain a resolution to this problem, which is satisfactory to the employee, or they shall pursue all legal remedies against the offender.

DISCIPLINARY ACTION

Whenever, in the Selectmen’s judgment, employee performance, attitude, work habits or personal conduct at any time falls below a suitable level, the selectmen shall inform the employee promptly and specifically of such lapses and provide counsel and assistance. If appropriate and justified, a reasonable period of time for improvement may be allowed before initiating disciplinary action. In some instances, a specific incident may justify severe disciplinary action. The action to be taken depends on the seriousness of the incident and the whole pattern of the employee’s past performance and conduct.   Should further action be required, the employee shall be informed in writing of the action to be taken and the reasons for it. Action may be a written warning, reprimand, suspension (with or without pay), or dismissal, depending on the severity of the situation.

EMPLOYEE BENEFITS:

VACATIONS

Vacation privileges are available to permanent employees only. Each permanent employee shall earn vacation with pay on the following basis:

Employees working forty (40) hours per week

One week of vacation shall be earned after one (1) full year of service

Two weeks of vacation, annually, shall be earned after five (5) full years of service

After the fifth full year of service, one week of vacation may accrue up to a maximum of four (4) weeks total vacation time in any one year.

Three weeks of vacation, annually, shall be earned after ten (10) full years of service

Four weeks of vacation, annually, shall be earned after twenty (20) full years of service.

Vacation schedules must be approved by the selectmen.

Unused vacation days will not accrue (except as stated above), have no cash value, and may not be sold back to the Town.

SICK LEAVE

Sick leave privileges are available to permanent, full time (working forty (40) hours per week) employees only.

Sick leave may be used for personal illness or physical incapacity of such a degree as to render the employee unable to perform the duties of his/her position, or for a personal or family medical needs.

Sick leave will accumulate at a rate of one (1) work day per month of employment.

Sick leave may accrue up to thirty (30) work days.

Sick leave days have no cash value and may not be sold back to the Town.

HOLIDAYS

Holiday pay is available to permanent, full time employees only.

The following holidays will be paid holidays:

New Year’s Day

Memorial Day

Independence Day

Labor Day

Thanksgiving Day

Christmas

An employee may substitute holidays based on religious affiliation when notice is given to the selectmen and posted ten (10) days in advance.

HEALTH INSURANCE

All Town of Sumner employees working a minimum of twenty (20) hours per week will be offered health insurance with 100% of the cost paid by the employee.

Thirty (30) hours per week employee

A permanent, thirty (30) hour per week employee shall be offered health insurance with 100% of the cost being paid by the employee for the first five (5) years of employment.

After five (5) full years of service – the Town of Sumner will pay 75% of the employee’s cost when enrolled with the Town of Sumner ’s provider.

After ten (10) full years of service – the Town of Sumner will pay 75% of the employee’s and the employee’s dependent children’s cost when enrolled with the Town of Sumner ’s provider.

Forty (40) hours per week employee

A permanent, full-time, forty (40) hour per week employee shall be offered health insurance with 100% of the cost being paid by the employee for the first year of employment.

After one (1) year of service – the Town of Sumner will pay 75% of the employee’s cost when enrolled with the Town of Sumner ’s provider.

After five (5) years of service – the Town of Sumner will pay 75% of the employee’s and the employee’s dependent children’s cost when enrolled with the Town of Sumner ’s provider.

After twenty (20) years of service – the Town of Sumner will pay 75% of the employee’s family cost when enrolled with the Town of Sumner ’s provider.

After twenty five (25) years of service – the Town of Sumner will pay 100% of the employee’s family cost when enrolled with the Town of Sumner ’s provider.

Adopted October 25, 2005

Thomas A. Standard

Mark Silber

Clifford S. McNeil