On the agenda: Littleton meeting — FLOCK camera (May 11)

Received: AS
Date/Time: 5/7/26 – 4:25 PM
Revised:
Town of Littleton
Date/Time:
Select Board
Joint Meeting with Littleton Housing Authority

AGENDA
May 11, 2026 at 6:30 PM
Littleton Town Offices – 37 Shattuck Street, Room 103
Notice of public meeting as required by M.G.L. Chpt.30A §18-28

Public meetings may be broadcast live, streamed live, or recorded for later playback on LCTV and/or the Internet.
PARTICIPANTS/ATTENDEES ARE REMINDED THAT BY JOINING THIS MEETING THAT YOU CONSENT TO YOUR
LIKENESS AND AUDIO BEING USED AND REBROADCAST BY LCTV. If attending virtually, please identify your screen
name with your full name. This is to protect the integrity of the meeting. Attendees of all public meetings should be aware of
Massachusetts Recording Law M.G.L. Ch. 20A §20 (f)* if they are personally considering recording any part of a meeting or a
meeting in its entirety. The listings of matters are those reasonably anticipated by the Chair 48 hours before said meeting, which
may be discussed at the meeting. Not all items listed may be discussed. Items may be taken out of order and differ from those
listed below. Other items not listed may also be brought up for discussion to the extent permitted by law.

6:30 PM

1. Organization / Pledge of Allegiance / Moment of Silence / Read Mail

6:35 PM

2. Department/Board Updates and Requests
A. Human Resources Discussion regarding the Police Chief Assessment Center process with
Alan Gould from Municipal Resources, Inc.
B. Human Resources - Vote to approve the job description for the Project Manager position
and place it on Compensation Plan Schedule A at Grade 13
C. Human Resources - Vote to approve the job description for the Information Systems
Manager position and place it on Compensation Plan Schedule A at Grade 14
D. Human Resources - Vote to approve the revisions in the Employee Handbook as
presented
E. DPW – Vote to approve the awarding of a contract for resurfacing and related work for
Spartan Arrow and various locations in the amount of $406,164.00 to PJ Alvert, Inc.
F. DPW – Vote to approve the awarding of a contract for crack sealing and sealcoating in
the amount of $102,437.50 to Sealcoating Inc.
G. Conservation – Vote to approve a Memorandum of Understanding (MOU) between the
Town of Westford for herbicide treatment at Forge Pond
H. Veteran Services – Approval for Memorial Day Parade on May 25, 2026

6:45 PM

3. Public Hearing
A. DPW – Proposed amendments to regulations and fees for the Town Transfer Station
effective July 1, 2026

7:00 PM

4. Joint Meeting with Littleton Housing Authority
A. Vote to pursuant to MGL C 41, § 11 to fill a vacancy on the Littleton Housing Authority
through June 30, 2029

7:30 PM

5. Public Input/Members’ Updates
Public Input will last for 10 minutes, and speakers are allowed to speak for no longer than 2
minutes. Speakers addressing the Select Board are required to do so from the podium and provide
name and address for the record, and all comments must be made through the Chair.
The Select Board will also provide updates, as warranted, on the following projects:
• Littleton Town Center Sewer Project
• 550 King Street Development

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Nagog Orchard
Massachusetts School Building Authority - Shaker Lane Elementary School
Closure of Nashoba Valley Medical Center
Charter Committee

7:45 PM

6. Select Board Discussions
A. Discussion and possible vote on an interim policy pending public input regarding active
use of FLOCK cameras
B. Review and vote to reaffirm the Select Board Code of Conduct Policy as approved by the
Select Board on May 8, 2023
C. Endorsement of a Charitable Gaming License submitted by Littleton VFW Post 6556 for
an event to be held on June 13, 2026, from 6:00 PM to 12:00 midnight, at 21 Taylor
Street.
D. Update on the Policy for the Use of Bond-Financed Municipal Facilities
E. Select Board Reorganization – Vote to appoint the Select Board Chair, Vice Chair and
Clerk

8:15 PM

7. Minutes
A. Approve the minutes of April 21, 2026

8:20 PM

ANTICIPATED ADJOURNMENT

*After notifying the chair of the public body, any person may make a video or audio recording of an open session of a meeting
of a public body, or may transmit the meeting through any medium, subject to reasonable requirements of the chair as to the
number, placement and operation of equipment used so as not to interfere with the conduct of the meeting. At the beginning of
the meeting, the chair shall inform other attendees of any recordings.

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

1

MAIL
Requested by: James A. Duggan, Town Administrator

Proposed Motion(s)
None are anticipated at this time.
Additional Information
Included in the Board’s packet is:
1. Current Openings on Town Boards
2. Select Board Office Hours
3. Notification to Abutters - Boston Gas
4. Notification to Abutters – 359 King Street
5. Notification to Abutters – Cobb Pond
6. Notification to Abutters – LELWD
7. Littleton Robotics update
None anticipated.

Action Sought: None anticipated

TOWN OF LITTLETON
PUBLIC NOTICE

CURRENT VACANCIES ON TOWN BOARDS
Applications are invited from residents of the Town of Littleton for the following Town board
positions appointed by the Select Board. Application forms are available online at
https://littletonmaboards.vt-s.net/newcaf.php or at the Office of the Select Board/Town
Administrator - Town of Littleton, 37 Shattuck Street, Littleton, MA 01460. Application
submissions will be accepted and interviews/appointments will be made by the Select Board on a
rolling basis until the positions are filled.

APPOINTED BY THE SELECT BOARD:

AGRICULTURAL COMMISSION
o One (1) citizen-at-large - term expiring June 30, 2027
• COMMITTEE FOR THE EXPLORATION OF REAL ESTATE TAX
RELIEF FOR SENIORS
o One (1) member – term expiring June 30, 2027
o One (1) members – term expiring June 30, 2028
• ECONOMIC DEVELOPMENT COMMITTEE
o Two (2) members – No expiration date
• MASTER PLAN IMPLEMENTATION COMMITTEE
o One (1) member - term expiring June 30, 2028
• PERMANENT MUNICIPAL BUILDING COMMITTEE
• One (1) member – term expiring June 30, 2029
• PERSONNEL ADVISORY COMMITTEE
o One (1) member – terms expiring June 20, 2028
• ZONING BOARD OF APPEALS
o One (1) alternate - term expiring June 30, 2026
o Two (2) alternates - term expiring June 30, 2027
•

APPOINTED BY THE TOWN ADMINISTRATOR:
•

AFFORDABLE HOUSING TRUST
o One (1) member – term expiring June 30, 2027

APPOINTED BY LELWD (Littleton Electric Light and Water
Department)
• FINANCE COMMITTEE
o One (1) member - term expiring June 30, 2028

APPOINTED BY THE SCHOOL COMMITTEE
• FINANCE COMMITTEE
o One (1) member - term expiring June 30, 2029
LITTLETON SELECT BOARD

TOWN OF LITTLETON
OFFICE OF THE

SELECT BOARD
37 SHATTUCK STREET, P.O. BOX 1305
LITTLETON, MASSACHUSETTS 01460
(978) 540-2460

Select Board Office Hours
Select Board Office Hours are scheduled for the following dates. All office hours will take place at the
Reuben Hoar Library in the Historical Room unless indicated otherwise.
Tuesday, May 26th from 4:00-6:00 with Mark Rambacher
Wednesday, June 24th from 4:00-6:00 with Mark Rambacher

From:
Subject:
Date:

Littleton Robotics
Littleton Robotics FRC 6328 - New England District Championship 2026
Sunday, April 26, 2026 4:11:25 PM

Warning – THIS EMAIL WAS SENT BY AN EXTERNAL SENDER

The FIRST Robotics New England District Championship was held April 16-18,
with 100 New England teams battling across two divisions. FRC in New England is a
strong community across teams, but also a fiercely competitive district – it’s great to
see friends again across all the teams and talk with them, and the on-field action is
always epic! It was another strong showing for Littleton Robotics' Team 6328
“Mechanical Advantage” and our robot “Darwin”. In addition, the team brought
the bright pink kitbot "KIR-B" (Kitbot Is Really Beautiful), built by our first-year
students, as a demo of the new robot control system we have been alpha testing on
it for FIRST.
Here’s where things stand for Team 6328 at the conclusion of the New England
District Championship
#3 seed after qualifying matches out of 50 teams in the “Newsom” division.
We selected Team 88 “TJ Squared” from Bridgewater, MA and Team 1071
“Team MAX” from Wolcott, CT for our playoff alliance. We also had team
7674 "RaiderBots" from Rochester, NH as a back-up robot.
Ended the event as Division Finalists after a close-but-heartbreaking loss in
the Finals round of the double elimination playoff bracket

Won the Impact Award, FIRST's most prestigious award, recognizing our
outward work in our communities and within FIRST
Ranked 5th of 200 teams in the New England District in the final standings,
and have earned a spot to play in the World Championship in Houston, TX
this week. We are so honored to represent New England, Massachusetts, and
Littleton on the world stage.
Unofficial worldwide rankings currently place the team at #34 out of 3,724
FRC teams worldwide (top 1%).

The team is traveling to Houston on Tuesday! The World Championship will take
place from April 29 - May 2 with over FRC 600 teams competing across 8 divisions.
6328 will also present two conferences at the Championship, one on vision
technology and software tools, and one on mentoring to prioritize the student
experience.
If you are able to donate to support the team's travel, 100% will go directly for
registration, robot spare parts, transportation, food, and lodging to support 65 team
members traveling to the Championship. We need to raise at least $15,000. Please
see www.littletonrobotics.org/donate or reach out to me directly.

As always, we are grateful for your support to bring these opportunities to our students!
Yours in robots,
-Katie Bonner (she/her)
Board of Directors and FRC 6328 Business Team Mentor
Littleton Robotics/Littleton STEM Educational Foundation
www.littletonrobotics.org

2A

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Department/Board Updates and Requests
Discussion regarding the Police Chief Assessment Center process with
Alan Gould from Municipal Resources, Inc.
Requested by: Human Resources Director, Michelle Vibert

Proposed Motion(s)
Discussion dependent.
Additional Information

Board Action
Motion

Second

In favor

Opposed

Disposition

Action Sought: Approval

2B

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Department/Board Updates and Requests
Vote to approve the job description for the Project Manager position and
place it on Compensation Plan Schedule A at Grade 13
Requested by: Human Resources Director, Michelle Vibert

Action Sought: Approval

Proposed Motion(s)
MOVE that the Select Board vote to approve the job description for the Project Manager
position and place it on Compensation Plan Schedule A at Grade 13.
Additional Information

Board Action
Motion

Second

In favor

Opposed

Disposition

TOWN OF LITTLETON
OFFICE OF THE

TOWN ADMINISTRATOR

JAMES A. DUGGAN
TOWN ADMINISTRATOR
TONY M. SOUSA
ASSISTANT TOWN
ADMINISTRATOR

37 SHATTUCK STREET, P.O. BOX 1305
LITTLETON, MASSACHUSETTS 01460
(978) 540-2460

MEMORANDUM

To:

Select Board Members

From: James A. Duggan, Town Administrator
Date: April 2, 2026
Re:

Justification for Creation of Project Manager / Communications

Purpose of the Position
The proposed position is designed to strengthen the Town’s capacity to effectively manage municipal
projects and improve communication with residents, businesses, and internal stakeholders. As outlined
in the attached job description, this role will be responsible for coordinating priority projects across
departments, supporting strategic initiatives, and leading town-wide communication efforts.
Over the past several years, the Town has experienced an increase in the complexity, volume, and
visibility of municipal projects, including capital improvements, technology initiatives, and communityfocused programs. Currently, these responsibilities are distributed across multiple departments without
a centralized coordination function, which can lead to inefficiencies, inconsistent tracking, and
communication gaps.
This position will:
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Provide structured project management support across departments
Improve coordination and accountability for key initiatives
Enhance grant identification and administration efforts
Establish consistent, transparent, and proactive communication with the public
Support organizational initiatives that promote collaboration
Develop and manage communication strategies to promote board and committee vacancies,
supporting recruitment and engagement of residents in local government

Organizational and Operational Benefits
The addition of this role is intended to create efficiencies and improve service delivery without
expanding overall staffing levels. This is being accomplished through a strategic restructuring of the
Information Technology (IT) Department.

IT Department Restructuring
As part of this proposal, the IT Department will transition from two full-time positions to one full-time
employee. The Town intends to promote from within the organization to fill the anticipated IT Manager
vacancy, ensuring continuity of institutional knowledge and leadership.
To support this streamlined structure:
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The Town will increase its utilization of its existing IT vendor, THRIVE, to assist with day-to-day
technical support, equipment issues, and network-related needs already included in the existing
contract.
The internal IT Manager will focus on higher-level oversight, strategic planning, cybersecurity,
vendor coordination, and system administration
Routine troubleshooting and user support will be supplemented through THRIVE’s services at no
additional costs.

This approach aligns with current municipal best practices, leveraging external expertise for operational
support while maintaining internal leadership for strategic direction and accountability.
Fiscal and Strategic Considerations
This restructuring allows the Town to reallocate resources in a manner that:
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Minimizes net fiscal impact
Enhances operational efficiency across multiple departments
Addresses growing demands for project coordination and public communication
Positions the Town to better manage future initiatives and community engagement efforts

Conclusion
The creation of the Project Manager / Communications position represents a strategic investment in
organizational effectiveness. By centralizing project coordination and enhancing communication efforts,
while simultaneously restructuring the IT Department to operate more efficiently with vendor support,
the Town will be better positioned to meet both current and future operational demands.
I respectfully request the Select Board’s consideration and support for this organizational adjustment
and approval for establishment of a new Project Manager position.

PROJECT MANAGER
Reports To: Town Administrator

Grade: 13

Department: Town Administrator’s Office

FLSA Status: Exempt

POSITION PURPOSE:
Responsible for managing directed municipal projects and overseeing town-wide
communications initiatives. The role supports the Town Administrator in implementing strategic
initiatives, directs cross-departmental projects, and administers public information efforts, to
ensure clear, consistent, and effective communication with residents, businesses, and
stakeholders. Work requires a high degree of organization, initiative, independent judgment, and
discretion in handling confidential information.
SUPERVISION:
Supervision Scope: Performs highly responsible administrative and technical work requiring
extensive judgment, initiative, and expertise in planning, directing, and coordinating municipal
projects, strategic initiatives, communications efforts, and cross-departmental operations.
Supervision Received: Works under the general direction of the Town Administrator. The
employee performs duties with considerable independence within established policies and
objectives. Work is reviewed through conferences, reports, project outcomes, and overall
effectiveness of communications and project implementation.
Supervision Given: This position does not typically supervise permanent staff. The employee
may provide project management and functional guidance to departmental staff involved in
assigned initiatives and may lead the work of consultants, vendors, interns, volunteers, or
temporary staff related to projects or communications activities.
JOB ENVIRONMENT:
Work is performed primarily in a standard office environment; noise levels are moderate.
The employee operates computers, communication platforms, digital media systems, standard
office equipment, and municipal software applications.
The position requires frequent interaction, both verbal and written, with Town officials,
department heads, employees, residents, business owners, vendors, consultants, community
organizations, and external agencies regarding municipal projects, communications initiatives,
and operational matters.
The position regularly handles sensitive and confidential municipal information, including
project plans, financial information, grant-related materials, and internal communications.

Errors in judgment, project management, or communication may result in project delays,
operational inefficiencies, financial impacts, or public confusion.
ESSENTIAL FUNCTIONS:
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to the
position.)
Project Manager
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Manage and oversee assigned municipal projects from initiation through completion,
ensuring alignment with the Town Administrator’s priorities and municipal strategic
goals.
Direct project planning efforts, including development of timelines, milestones,
performance metrics, and deliverables.
Lead cross-departmental project activities among multiple departments, consultants,
contractors, and external partners to ensure accountability, coordination, and timely
completion.
Monitor and enforce project performance, proactively identifying risks and implementing
corrective actions.
Establish and standardize project management practices across departments, including
scheduling, documentation, and reporting systems.
Oversee capital and operational projects including municipal buildings, facilities
initiatives, technology improvements, infrastructure, and community initiatives.
Analyze project data and performance outcomes to inform decision-making and
continuous improvement.
Research and identify grant opportunities relevant to municipal operations and strategic
priorities.
Administer the preparation, submission, and tracking of grant applications in
collaboration with department heads and finance staff.
Maintain organized records of grant activities, awards, reporting schedules, and
outcomes.

Communication
• Develop, implement, and manage town-wide communications strategies designed to
provide clear, consistent, and transparent information to residents, businesses, and
stakeholders.
• Oversee and maintain municipal communication platforms including the Town website,
social media channels, digital newsletters, and other public information outlets.
• Work with departments to gather and disseminate timely information about municipal
programs, service updates, and community initiatives.
• Promote Town department recognitions, staff achievements, milestones, and
organizational accomplishments through media channels.

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Support promotion of local businesses, economic development initiatives, and
community events through municipal communication channels.
Assist departments with communication planning for major projects, public meetings,
and community engagement efforts.
Track engagement metrics with website analytics and evaluate effectiveness of
communication efforts.

Administrative
• Provide administrative and project support to the Town Administrator and Departments
in advancing strategic initiatives, organizational priorities, and special projects.
• Leads initiatives that involve multiple departments or external partners.
• Directs the development and implementation of policies, procedures, and administrative
initiatives as directed according to municipal best practices.
• Oversees internal initiatives that promote organizational communication, collaboration,
and employee engagement.
• Support the Staff Engagement Committee in planning and promoting employee
recognition initiatives and internal communication efforts.
• Assist with coordination of special events, announcements, or initiatives that highlight
Town services, programs, and accomplishments.
• Performs similar or related work as required by the Town Administrator and/or
Superintendent of Schools.
RECOMMENDED MINIMUM QUALIFICATIONS:
Education, Training and Experience:
Bachelor’s degree in Public Administration, Communications, Business Administration, or a
related field; three to five years of progressively responsible experience in municipal
government, project management, communications, or a related field.
Special Requirements:
Valid Massachusetts motor vehicle license.
Knowledge, Ability and Skill:
Knowledge: Knowledge of municipal operations, local government structure, and administrative
processes.
Ability: Ability to prioritize multiple tasks and manage interruptions in a dynamic work
environment. Ability to work independently while coordinating across departments and teams.
Demonstrated ability to manage multiple projects and meet deadlines. Ability to maintain the
confidentiality of municipal records and sensitive information.
Skills: Strong project management, organizational, and problem-solving skills. Experience
coordinating building, infrastructure, or municipal facility projects. Graphic design or digital
media skills (e.g., Canva, Adobe Creative Suite). Proficiency in website content management

systems, digital communication tools, and standard office software. Strong written,
organizational, and technical skills.
Physical Requirements:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job.
Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
Work is performed primarily in a standard office environment. Occasional attendance at public
meetings, community events, or project site visits may be required. Ability to travel between
municipal buildings and project locations as needed. Ability to lift or move items up to 20
pounds.
(This job description does not constitute an employment agreement between the employer and employee and is
subject to change by the employer as the needs of the employer and requirements of the job change.)

2C

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Department/Board Updates and Requests
Vote to approve the job description for the Information Systems Manager
position and place it on Compensation Plan Schedule A at Grade 14
Requested by: Human Resources Director, Michelle Vibert

Action Sought: Approval

Proposed Motion(s)
MOVE that the Select Board vote to approve the job description for the Information
Systems Manager position and place it on Compensation Plan Schedule A at Grade 14.
Additional Information
Inlcuded in the packet is the Information Systems Manager job description.
Board Action
Motion

Second

In favor

Opposed

Disposition

INFORMATION SYSTEMS MANAGER
Reports To: Town Administrator
Department: IT

Grade: 14
FLSA Status: Exempt

POSITION PURPOSE:
The purpose of this position is to provide strategic leadership, administrative oversight, and
technical management of all Town information technology systems and services.
Responsibilities include planning, acquisition, implementation, operation, security, and
maintenance of information systems and related infrastructure.
The position works collaboratively with Town leadership, department heads, and staff to define
service and operational objectives and to develop cost-effective, secure, and sustainable
technology strategies that support those objectives. The Information Systems Manager
establishes cohesive IT policies, standards, and long-range plans, ensures cybersecurity and data
integrity, and oversees the efficient delivery of IT services across all departments.
SUPERVISION:
Supervision Scope:
Performs highly responsible administrative and technical work requiring extensive judgment,
initiative, and expertise in planning, directing, and coordinating Town-wide information
technology operations, cybersecurity programs, and digital services.
Supervison Received:
The employee works from policies, goals, and objectives, establishes short-range plans and
objectives, and departmental performance standards, and assumes direct accountability for
department results; consults with the Town Administrator where clarification, interpretation, or
exception to policy is required or requested; exercises control in the development of departmental
policies, goals, objectives, and budgets; and is expected to resolve conflict and other matters for
divisions/departments under their control.
Supervision Given:
None.
JOB ENVIRONMENT:
Work is performed primarily under typical office conditions; noise levels are moderate. Certain
IT infrastructure environments may require controlled climate conditions.
The employee operates computers, servers, network hardware, mobile devices, telephones
(including smartphones), and other related technical and office equipment. Utilizes enterprise
software systems, cybersecurity tools, network management systems, and standard office
applications.
The position requires frequent interaction, both verbal and written, with Town officials,
department heads, employees, vendors, consultants, and the public regarding complex and
technical matters.
April 4, 2026

While much of the Town’s information systems infrastructure is subject to public disclosure, the
position regularly manages highly sensitive and confidential information, including security
protocols, system access credentials, and protected data.
Errors in judgment, system management, or security practices may result in significant financial
loss, service disruption, data breaches, legal consequences, and substantial recovery costs.
ESSENTIAL FUNCTIONS:
(The essential functions or duties listed below are intended only as illustrations of the various
types of work that may be performed. The omission of specific duties does not exclude them from
the position if the work is similar, related, or a logical assignment.)
•
•
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Develops and maintains a comprehensive understanding of departmental operations,
business needs, and technology requirements across all Town departments.
Leads the development and implementation of Town-wide IT strategies, standards, and
cybersecurity initiatives, including staff training and incident response planning.
Evaluates, recommends, and implements technology solutions, ensuring alignment with
operational objectives and cost-effectiveness in accordance with procurement policies.
Provides technical support and guidance to users; troubleshoots and resolves hardware,
software, and network issues.
Oversee the management, maintenance, inventory and lifecycle of all IT infrastructure,
including servers, networks, computers, and peripheral devices
Manage enterprise systems including email, backup, archiving, and disaster recovery
systems; ensure data integrity and system reliability.
Oversee and routinely tests system backups to ensure effective data recovery capabilities.
Manage software licensing and renewals, including enterprise platforms.
Oversee the Town’s website and establish policies, provide training, and ensure
accessibility and functionality.
Develops, manages, and monitors the IT and Communications budgets, including
forecasting, vendor management, and cost control.
Administers telecommunications services, including mobile devices and communication
systems for public safety and municipal operations.
Coordinates with external partners, including schools and utility departments, on shared
or related technology initiatives.
Performs similar or related work as required.

RECOMMENDED MINIMUM QUALIFICATIONS:
Education, Training and Experience:
Bachelor’s degree in computer science, information systems, or related field; five (5) years of
progressively responsible experience in a multi-platform IT environment; or any equivalent
combination of education, training, certifications, and experience.
Knowledge, Ability and Skill:
Knowledge: Thorough knowledge of modern information technology systems, including
network architecture, systems analysis, application management, cybersecurity practices, data
communications, backup and recovery systems, and user support. Knowledge of municipal IT
operations and regulatory considerations is preferred.
April 4, 2026

Ability: Ability to plan, implement, and manage complex IT systems and projects. Ability to
communicate technical information clearly to both technical and non-technical audiences.
Ability to train users, manage competing priorities, and work independently. Ability to prepare a
budget. Demonstrated ability to analyze problems, develop solutions, and meet deadlines with
accuracy and attention to detail.
Skill: Strong technical, analytical, and problem-solving skills. Proficiency in the use of computer
systems, network tools, and standard office equipment. Strong interpersonal, supervisory, and
presentation skills. Ability to develop clear documentation and reports.
Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

The work requires moving and installing all computer-related equipment weighing up to 60 pounds
and being able to carry a reasonable quantity of materials from places where they are stored to
places where they may be used. Must be able to type on a keyboard at a moderate speed for
extended periods of time, operate hand tools, and manipulate all computer equipment.
Communicates verbally and in writing. Hearing and vision correctable to normal ranges; close-up
vision and the ability to adjust focus across a presentation audience.
(This job description does not constitute an employment agreement between the employer and employee
and is subject to change by the employer as the needs of the employer and requirements of the job change.)

April 4, 2026

2D

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Department/Board Updates and Requests
Vote to approve the revisions in the Employee Handbook as presented
Requested by: Human Resources Director, Michelle Vibert

Action Sought: Approval

Proposed Motion(s)
MOVE that the Select Board vote to approve the revisions in the Employee Handbook
as presented.
Additional Information
Included in the packet is the draft (redlined) Employee Handbook.
Please note that the Board may wish to allow additional time for review and discussion.
Staff recognizes the Board may have comments, or requested revisions, as has
occurred during prior reviews and policy discussions, and welcomes that feedback.

Board Action
Motion

Second

In favor

Opposed

Disposition

Town of Littleton, Massachusetts

Employee Handbook
APPROVED BY
LITTLETON SELECT BOARD

Effective 5/12/2026

As of October 25, 2021, the policies, procedures and benefits contained in this Employee
Handbook supersede all previous policies, procedures and benefits of the Town of Littleton,
except as superseded by a collective bargaining agreement or individual contract. Collective
Bargaining unit employees and employees covered under an individual contract should
consult the terms of their applicable agreement. Amendments made since 2021 are listed in
Appendix B of this Handbook.
Note: For employees to whom the Town’s Personnel By-law applies (see By-law Section 33-6),
this Handbook works in conjunction with the By-law provisions. To the extent that the
Handbook conflicts with the Personnel Bylaw, the Personnel Bylaw controls.

Town of Littleton Employee Handbook

Effective 5/12/2026

TABLE OF CONTENTS
INTRODUCTION, & APPLICABILITY, & DEFINITIONS ..................................................... 55
Personnel Administration ...................................................................................................... 55
Applicability ............................................................................................................................ 55
Definitions................................................................................................................................... 5
POLICIES AND GUIDELINES................................................................................................... 76
I.

HIRING POLICY & PROCEDURES ............................................................................... 76
A.

EQUAL EMPLOYMENT OPPORTUNITY ............................................................. 76

B.

PRE-EMPLOYMENT MEDICAL EXAMINATION ............................................... 87

C.

PROFESSIONAL LICENSURE ................................................................................ 87

D.

SEPARATION OF EMPLOYMENT POLICY ......................................................... 87

II.

CLASSIFICATION AND COMPENSATION ........................................................... 109
A.

CLASSIFICATION PLAN ...................................................................................... 109

B.

COMPENSATION ................................................................................................. 1110

III.

WORK HOURS ......................................................................................................... 1413

IV.

WORKING FROM HOME ....................................................................................... 1514

A.

CLOSURES DUE TO WEATHER ........................................................................ 1514

B.

EMERGENCY SITUATIONS ............................................................................... 1615

C.

TELECOMMUTING EXPECTATIONS............................................................... 1615

V.

HARASSMENT/SEXUAL HARASSMENT ............................................................ 1716
A.

SEXUAL HARASSMENT DEFINED .................................................................. 1716

B.

COMPLAINTS OF SEXUAL HARASSMENT.................................................... 1817

C.

SEXUAL HARASSMENT INVESTIGATION .................................................... 1918

D.

RETALIATION...................................................................................................... 1918

E.

DISCIPLINARY ACTION .................................................................................... 1918

F.

STATE AND FEDERAL REMEDIES .................................................................. 2019

VI.

CODE OF CONDUCT AND ETHICS ...................................................................... 2019

A.

PURPOSE STATEMENT ...................................................................................... 2019

B.

APPLICABILITY .................................................................................................. 2120

C.

CODE OF CONDUCT ........................................................................................... 2120

D.

CODE OF ETHICS ................................................................................................ 2120

E.

DISTRIBUTION AND EDUCATION .................................................................. 2322

VII.

VACATION AND LEAVE BENEFITS.................................................................... 2322

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A.

VACATION ........................................................................................................... 2322

B.

SICK LEAVE ......................................................................................................... 2524

C.

WORKER’S COMPENSATION ........................................................................... 2928

D.

PERSONAL LEAVE ............................................................................................. 2928

E.

BEREAVEMENT LEAVE .................................................................................... 3029

F.

PARENTAL LEAVE ............................................................................................. 3029

G.

FAMILY AND MEDICAL LEAVE ACT ............................................................. 3029

H.

SMALL NECESSITIES LEAVE ........................................................................... 3029

I.

MILITARY LEAVE............................................................................................... 3130

J.

DOMESTIC VIOLENCE LEAVE......................................................................... 3130

VIII.

HOLIDAYS ............................................................................................................ 3534

IX.

JURY DUTY .............................................................................................................. 3534

X.

INSURANCE ............................................................................................................. 3635
A.

HEALTH INSURANCE ........................................................................................ 3635

B.

LIFE INSURANCE ................................................................................................ 3736

C.

OTHER BENEFITS ............................................................................................... 3736

XI.

REDUCTION IN FORCE .......................................................................................... 3837

XII.

DISCIPLINARY ACTION ........................................................................................ 3837

XIII.

COMPLAINT RESOLUTION ............................................................................... 3938

XIV.

INFORMATION TECHNOLOGY ACCEPTABLE USE POLICY ..................... 4039

A.

DEFINITION.......................................................................................................... 4039

B.

SCOPE .................................................................................................................... 4039

C.

PURPOSE............................................................................................................... 4039

D.

RESPONSIBILITY ................................................................................................ 4039

XV.

INFORMATION TECHNOLOGY USE OF EMAIL POLICY ............................ 4241

A.

DEFINITION.......................................................................................................... 4241

B.

PURPOSE............................................................................................................... 4241

C.

SCOPE .................................................................................................................... 4342

D.

RESPONSIBILITY ................................................................................................ 4443

XVI.

SOCIAL MEDIA POLICY .................................................................................... 4544

A.

PURPOSE AND APPLICABILITY ...................................................................... 4544

B.

DEFINITIONS OF SOCIAL MEDIA.................................................................... 4544

C.

POLICY GUIDANCE ............................................................................................ 4544

XXVII.

MUNICIPAL WIRELESS TELEPHONE USAGE POLICY ............................ 4746

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A.

PURPOSE............................................................................................................... 4746

B.

ADMINISTRATION POLICY .............................................................................. 4746

XXVIII.

CRIMINAL OFFENDER RECORD INFORMATION (CORI)........................ 5049

A.

Conducting CORI Screening .................................................................................. 5049

B.

Access to CORI ...................................................................................................... 5049

C.

CORI Training ........................................................................................................ 5150

D.

Use of Criminal History in Background Screening ................................................ 5150

E.

Verifying an Individual’s Identity .......................................................................... 5150

F.

Inquiring about Criminal History ........................................................................... 5150

G.

Determining Suitability .......................................................................................... 5150

H.

Adverse Decisions based on CORI ........................................................................ 5251

I.

Secondary Dissemination Logs .............................................................................. 5251

XIX.

VEHICLE USAGE POLICY ................................................................................. 5251

XX.
ALCOHOL AND DRUGS/CONTROLLED SUBSTANCES USE AND TESTING
POLICY ................................................................................................................................ 5857
A.

DEFINITIONS ....................................................................................................... 5857

XXI.

PERFORMANCE EVALUATION........................................................................ 7574

A.

SUMMARY............................................................................................................ 7574

XXII.

PAYROLL .............................................................................................................. 8079

A.

PAYROLL .............................................................................................................. 8079

B.

W-4 INCOME TAX WITHHOLDING ................................................................. 8079

C.

OBRA ..................................................................................................................... 8079

D.

RETIREMENT SYSTEM ...................................................................................... 8180

APPENDIX A. EMPLOYEE ACKNOWLEDGEMENT .................................................... 8281
APPENDIX B. HANDBOOK AMENDMENT HISTORY ................................................. 8382

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INTRODUCTION, & APPLICABILITY, & DEFINITIONS
The purpose of this document is to provide an overview of the administrative/personnel policies
and practices of the Town of Littleton (the “Town”). The Town is an Equal Opportunity
Employer.
The Town Administrator, with the approval of the Select Board, may alter, amend, add or delete
items within this document to maintain standards and practices with current employment
practices or for any other reason at the discretion of the Town Administrator. Employees will be
notified of all changes to the document. In this Employee Handbook, the Town Administrator
may designate the Assistant Town Administrator to act on their behalf.
Personnel Administration
The Human Resources Director shall manage and be responsible for the daily administration of
the personnel system. The Human Resources Department (“HR Department”) handles personnel
records and related personnel administration functions at the Town. Questions regarding
insurance, wages, and interpretation of any policies in this Employee Handbook must be directed
to HR Department and not to the employee’s supervisor.
Applicability
This Employee Handbook shall apply to all Town of Littleton departments and to all positions of
all employees in the service of the Town, whether benefit eligible, non-benefit eligible or
seasonal, other than the School Department, Light and Water Departments, and other than those
positions which are covered by separate agreement between any association of employees and the
Town or any individual employee and the Town and developed through collective bargaining,
except that all provisions of this Employee Handbook shall be applicable in so far as any
collective bargaining agreement may refer to this chapter and to the extent applicable by statue or
in the absence of any other provision. In the event of conflict, the applicable collective
bargaining agreement or individual employee contract shall apply. This Employee Handbook
shall only apply to elected officials where specified in a particular section.
The Town adheres to the policy of employment-at-will, which permits the Town or the employee
to terminate the employment relationship at any time and for any reason or for no reason at all.
Unless otherwise provided by written contract, Town employees are employees-at-will. Nothing
in this Employee Handbook shall be deemed or construed to create any contractual rights or
otherwise affect the employee-at-will status.
The rights afforded herein shall be construed to be in addition to those rights secured by state and
federal laws and regulations.
The Town agrees that, in all personnel matters, it will continue its policy of not discriminating
against any person on any legally recognized basis.

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Employees covered by this Employee Handbook will not be able to benefit from other
agreements that exist with the Town. Employees either benefit from this Employee Handbook or
by a contract (union or personal) with the Town, not both, unless specifically referenced within
contract language.
Definitions
As used in the Employee Handbook, the following terms shall have the meaning indicated:
a.
Absence - Any time an employee is not at work during a scheduled work period.
b.

Appointing Authority - Any person(s), Board, Committee, Commission, or Trustees who
has the right to hire or discharge employees.

c.

Benefit Eligible Employee - Any employee regularly working at least 20 hours per week
[see MGL c.32B], including positions listed on Schedule A of the Classification and
Compensation Plan, School employees, Light and Water employees, individual contract
employees, and collective bargaining unit employees.

d.

Classification Plan - Groupings of all positions pursuant to Compensation Plan Schedules
A, B, B1, B2, C, C1, and D.

e.

Compensation Plan - Specified ranges of pay established in accordance with §33-1 of the
Personnel Bylaw, which is used in conjunction with a compensation system.

f.

Employee - Any person who is paid by the town for services rendered to the Town, and
holds a position covered by the provisions of the Personnel Bylaw as defined in §33-1.

g.

Exempt Employee - As defined in the federal Fair Labor Standards Act.

h.

Grade - A grouping within the Classification and Compensation Plan to which a common
pay range is applied.

i.

Non-Benefit Eligible Employee - Any employee who regularly works less than 20 hours
each week not eligible for benefits under MGL c.32B.

j.

Non-exempt Employee - As defined in the federal Fair Labor Standards Act.

k.

Position - A job in Town service with a set of assigned duties and responsibilities.

l.

Range - The minimum and maximum pay rates for a particular grade.

m.

Rate - An amount of money designated as base compensation for personal services on an
hourly, daily, weekly, monthly, annual, or another basis.

n.

Retiree - a former public employee who has separated from service, met minimum age
and service requirements (usually 10+ years), filed an application with the retirement
board, and is receiving a pension or retirement allowance [see MGL c.32B].

o.

Seasonal/Temporary Employee - Employment with the Town that is for a limited amount
of time or for a specified assignment that will not require the services on an ongoing
basis, which do not exceed six (6) continuous months of employment, and project-based
positions.

p.

Step Rate - A specified rate within a pay range.

q.

Town - The Town of Littleton, Massachusetts.
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POLICIES AND GUIDELINES
I.

HIRING POLICY & PROCEDURES
A. EQUAL EMPLOYMENT OPPORTUNITY

It is the policy of the Town to promote a professional and productive workplace in which all
employees are treated with dignity and respect. Employees are expected to act in a positive
manner and contribute to a productive work environment that is free from discriminatory
behavior. Discrimination whether based upon race, color, gender, national origin, religion,
ancestry, age, sexual orientation, gender identity, disability, maternity leave, genetics, active
military or veteran status, or another basis prohibited under state or federal anti-discrimination
statutes, will not be tolerated.
This policy applies to all employment practices and employment programs sponsored by the
Town. This policy shall apply, but not be limited to, the areas of:











Recruitment;
Selection;
Compensation and benefits;
Professional development and training;
Reasonable accommodation for disabilities or religious practices;
Promotion;
Transfer;
Termination;
Layoff; and
Other terms and conditions of employment.

Because the Town takes allegations of unlawful discrimination, we will respond promptly to
complaints and where it is determined that such inappropriate conduct has occurred, we will act
promptly to eliminate the conduct and impose such corrective action as is necessary, including
disciplinary action where appropriate.
Please note that while this policy sets forth our goals of promoting a workplace that is free of
discrimination, the policy is not designed or intended to limit our authority to discipline or
take remedial action for workplace conduct which we deem unacceptable, regardless of
whether that conduct satisfies the legal definitions of discrimination.

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B. PRE-EMPLOYMENT MEDICAL EXAMINATION
The Town may require a job-related medical examination as part of the selection process. The
medical examination shall be related to the essential functions of the position. The examining
physician shall advise as to whether or not the applicant is fit to perform with or without
reasonable accommodations the essential functions and/or duties of the position for which
appointment has been made. If the applicant is found unfit, the Appointing Authority shall
withdraw the offer of employment. A report of the medical examination of any person hired shall
be maintained as a permanent part of the town records. Police and Fire candidates will be subject
to physical ability tests and any other required state examinations.
C. PROFESSIONAL LICENSURE
Some positions with the Town may require professional licensure from the Massachusetts
Department of Professional Licensure or another state agency. It is the employee’s responsibility
to maintain licensure if required by the employee’s position.
1. Documentation
a. For positions that require professional licensure, evidence of licensure shall be
submitted as part of the selection process.
b. Employees shall provide all correspondence between the employee and the
Division of Professional Licensure to the HR Department, including, but not
limited to, license renewals, changes in licensure, and suspension of
revocation of licenses.
Failure to maintain proper licensure or follow the requirements of this Section I.C may result in
disciplinary action up to and including termination of employment.
D. SEPARATION OF EMPLOYMENT POLICY
Nothing contained in this Separation of Employment policy is to be construed to create an
employment agreement or promise of employment between the employee and the Town. Town
employees are employees-at-will unless otherwise provided by written contract.
The Town reserves the right to change, modify, or amend all or part of this Separation of
Employment policy at any time, without prior notice.
1. Introduction
This policy will identify the considerations and processes that are suggested to be
followed at the time an employee separates from employment from the Town.
This policy applies to all employees except those in the School Department and Light
and Water Departments, including full time, part time, seasonal and/or temporary
employees but may need adaptation for specific requirements enumerated in
collective bargaining agreements (CBA) or individual contracts.
Documenting all separation of employment is important for both the employee as
well as the Town, creating a paper trail which will document the process and
compliance with federal and state regulations as well as local policies. These records
are often subsequently referred to for confirmation of employment for unemployment
benefits, retirement creditable service inquiries, and wrongful discharge claims.
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2. Procedures
When an employee is separated from employment, the supervisor has the
responsibility to communicate the separation to the HR Department as soon as
possible to ensure the employee is notified of important rights such as COBRA.
a. Notice Requirements
In general:
i. Employees who voluntarily terminate their employment should give at least a
two-week notice.
ii. Every resignation should be submitted in writing to the employee’s
supervisor. Some resignations, such as from the positions of
Treasurer/Collector and Town Clerk, must be filed with the Town Clerk. Once
the resignation has been submitted, supervisors are not required to allow an
employee to rescind a resignation, whether it was given verbally or in writing.
iii. With notification to the HR Department, supervisors may choose to have the
employee leave immediately rather than continue working through the twoweek notice period. Typical reasons for immediate separation may be concern
for safety of others, quality of work concerns, departmental morale, or the
need to start the replacement process sooner rather than later. Sometimes the
employee will be paid for that two-week period; however, it is not legally
required and there may be circumstances in which it is unpaid, such as
violation of Town policy once notice has been given. The HR Department
must be consulted as unemployment benefits may be applicable for any
discharges prior to the resignation date.
b. Separation Procedures and Paperwork
i. Supervisor Acknowledgment: When an employee gives notice of termination
of employment with the Town, the Supervisor is responsible for the following
steps:
a. Immediately confirm the resignation in writing – The supervisor should
write a short letter of acknowledgment of the resignation. If the resignation
was verbal, the written confirmation should state the date the verbal
resignation was received and the understood effective date. In addition, the
letter should confirm any Town property that must be returned prior to
departure.
b. Forward the employee’s resignation to the HR Department (if in writing)
and the confirming acknowledgement letter sent by the supervisor.
ii. HR Department Acknowledgment: Upon notification from the Supervisor, the
HR Department will prepare a separation of employment letter for the
employee.
3. Exit Interview
An exit interview will be conducted by the HR Director within their discretion.

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II.

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CLASSIFICATION AND COMPENSATION
A. CLASSIFICATION PLAN
No person shall be appointed, employed, or paid as a Town employee in any position
under the Classification Plan and Compensation Plan under any title other than that of the
class of which the position is allocated, unless authorized in conformance with §33-1.e.
All positions are categorized in the Classification Table adopted by Town Meeting and
amended from time to time. These categories will determine an employee's eligibility for
benefits as specified by this Employee Handbook.
1. Hiring and Re-Classification
The filling of all open benefit eligible and non-benefit eligible positions covered by
this Employee Handbook must follow the procedures detailed in the Town's Hiring
Policy and Procedures manual including, but not limited to the following:
a. A job description shall be drafted by the HR Director, with input from the
Appointing Authority, for review by the Personnel Advisory Committee prior to
approval by the Town Administrator. It shall be completed prior to the
announcement of the job opening. The descriptions shall include the grade,
professional licensures required (if applicable), definitions describing the essential
nature of the work, distinguishing features of the work, and such illustrative
examples of duties as may be deemed appropriate.
b. The hiring grade and step for the job opening shall be in accordance with the
Classification and Compensation Plan or be developed with and agreed to by the
HR Director and Town Administrator, as approved by the Town Meeting, prior to
the announcement of the job opening. The Personnel Advisory Committee may
recommend, by a majority vote, to add or change a position or grade to the
position listings at the bottom of Schedules A, B, B-1, C, C-1 and D.
c. The Appointing Authority, in order to find the most qualified candidates, shall
determine if the job opening should be posted (a) internally within the Town, or
(b) internally and externally. Internal only openings shall be posted for a
minimum of one (1) week and marked as "Internal Town Candidates Only".
Internal/External postings must be posted for two (2) weeks and, if appropriate,
shall be advertised externally. All postings shall be made on the Town Hall
Bulletin Board.
2. Job Descriptions
The Human Resources Department shall maintain written descriptions of the jobs or
positions in the Classification Plan. These descriptions shall be written by the
Appointing Authority and recommended for approval by the Personnel Advisory
Committee. The descriptions shall include the grade, definitions describing the
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essential elements of the work, distinguishing features of the work and such
illustrative examples of duties as may be deemed appropriate. The Personnel
Advisory Committee may, upon the request of an Appointing Authority or on their
own initiative, along with the Appointing Authority’s input, recommend amendments
to such job descriptions for approval from the Town Administrator.
The HR Department shall retain copies of the current job descriptions. They shall be
responsible for drafting any revisions and submitting them to the appointing
authority prior to submitting to the Personnel Advisory Committee for approval.
The description of any position shall be construed solely as a means of identification.
It shall not limit the duties and responsibilities of any position, or modify, or in any
way affect, the power of any Appointing Authority as otherwise existing, to assign
duties to, or to direct and control the work of any employee under the jurisdiction of
such authority.
B. COMPENSATION
1. Classification Plan and Compensation Plan
The Compensation Plan adopted by Town Meeting shall consist of the minimum and
maximum salaries by grade and step for the positions in the Classification Plan. The
Compensation Plan shall be reviewed and updated periodically, voted on at the
Annual Town Meeting, and be incorporated into the budget process.
2. Rate Above Maximum
Any rate which is above the maximum for a job as established by this plan shall be
deemed to be a personal rate and apply only to the incumbent. The employee's rate
shall be held and not be increased until such time at the employee's rate is consistent
with the Compensation Plan.
3. Step Increases
(Amended 9/12/2024)

Step increases will be awarded on an annual basis on July 1st provided the employee
has completed at least one (1) year of employment and received at least a satisfactory
performance evaluation or greater. At the recommendation of the department head or
appointing authority, the Town Administrator may waive the requirement for one
year of employment after taking into consideration the date of hire and the
employee’s performance. When an employee reaches the top step of the grade, they
will no longer be eligible for a step increase. However, beginning on July 1, 2025,
they may be eligible for a Merit Stipend as outlined below:
On an annual basis on July 1st a Merit Stipend will be awarded to permanent
employees who 1) are not eligible for a Step Increase because they have reached the
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maximum step for their pay grade and 2) have completed 12 months of employment
with the Town, and 3) achieved an overall performance rating of satisfactory or
greater during the prior fiscal year as documented in their performance evaluation.
The 12-months of employment requirement may be waived at the Town
Administrator’s discretion. Such stipend shall:
a.
b.
c.
d.
e.
f.

Be an amount equal to the percentage in between steps on the employee’s
current grade;
Be earned and paid on a bi-weekly basis beginning in the first pay period and
ending on the last pay period of the fiscal year, except as outlined in item d)
below;
Not become part of the employee’s base pay;
End upon separation of employment, an overall performance rating that is less
than satisfactory, or an event that results in the employee’s pay rate no longer
being at the maximum step of their pay grade;
Not be earned during periods of unpaid leave; and
Be included in the FLSA overtime rate for non-exempt positions.

The Merit Stipend provisions of the Employee Handbook do not apply to employees
covered by a collective bargaining agreement or individual contract, unless stated
otherwise.
4.

Annual Salary Schedule Review and Adjustment
Town Meeting will annually consider and vote to adjust the Classification and
Compensation Schedule.

5. Movement and Re-Classification of Employees
a. When a current employee is hired to a position with a higher-rated grade, they
shall enter it at the step which provides an increase in salary. They may also
receive a one-step rate increase at the time if the Appointing Authority
recommends that qualifications and performance warrant it, and the Town
Administrator approves.
b. If the employee is transferred to a job at the same grade, they shall remain at their
current step.
c. If the employee is transferred to a lower grade job, they shall enter it at their own
step or at the maximum step for the job, whichever is lower, provided that the HR
Director approves. The employee shall have the right of appeal to the Town
Administrator and to be heard thereon.
d. Employees who change positions as outlined in items a through c above may
receive annual step increases in accordance with Section B(3), even though they

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have not completed one (1) year of service in the new position, so long as they
have completed one (1) year of satisfactory service to the Town.
e. No employee may be reclassified to a position in another grade either higher or
lower until the Town Administrator determines that such a reclassification will be
consistent with the provisions of the Classification Plan and this Employee
Handbook.
f. When an eligible employee is temporarily assigned to function in a position in a
higher grade for a period of six (6) days or more, due to an absence or
unavailability, and they assume the approved delegated duties and responsibilities
of that position, they are entitled to an increase in compensation equal to the
minimum of the assigned position’s grade or to a step in that grade that results in
an increase over their current rate of pay of at least 10%. Upon completion of the
temporary assignment, the employee reverts to their original grade and step.
6. Pay Rate for New Personnel
a. The hiring rate shall be the minimum step for the grade of the job for which the
new employee is hired. An Appointing Authority may assign a new employee,
only for the purposes of pay, to a rate higher than the minimum rate, up to Step 3
of the grade in any case where the employee's prior experience in the work
warrants such action. Hiring an employee at a rate above Step 3 requires the
advanced approval of the Select Board.
b. The appointing authority may negotiate benefits to permit competitive hiring,
subject to appropriation and the approval of the Select Board.
7. Overtime and Compensatory Time
a. Non-exempt employees begin to accrue overtime after they have worked 40 hours
in a work week. Overtime must be pre-approved by the supervisor. The applicable
budget must have funds available to cover the overtime pay.
b. Compensatory time may be utilized, on an exception basis, as an alternative to
overtime pay, subject to the following restrictions. If overtime is authorized by the
supervisor, the choice to accrue compensatory time in lieu of being paid overtime
wages must be stated by the employee. As with overtime wages, compensatory
time is earned at 1.5 hours for every hour worked. All compensatory hours should
be logged on the standard compensatory time sheet and attached to the employee's
regular time sheet each pay period. Employees should use accrued compensatory
time within the next pay period unless the Town Administrator grants approval
for use of accrued compensatory time beyond the next pay period. The use of
accrued compensatory time must be pre-approved by the supervisor. In no case
should the compensatory time accrual balance be allowed to exceed 24 hours.
Compensatory time cannot be rolled over to the new fiscal year and therefore any

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accrued time must be paid out as overtime wages prior to June 30th of each year.
Any unused compensatory time at time of separation of employment must be paid
to the employee in their final paycheck.
c. Exempt employees are not eligible for overtime pay or compensatory time.
8. Department Pay Adjustment in Annual Budget
Each Appointing Authority shall include in the annual budget a pay adjustment
section to provide funds for anticipated pay adjustments (step increases) during the
ensuing year, expenditures to be made only in accordance with the plan with the
approval of the Town Administrator.
9. Longevity Pay
a. Each benefit eligible employee covered by the provisions of this Employee
Handbook shall receive a longevity payment, to be paid in a lump sum as ofin the
second paycheck in July 1st of each year through regular payroll, such payment to
be based on the number of consecutive full years of benefit-eligible employment
by the Town as of July 1st, in accordance with the following:
Lump Sum
Years of Service Payment
5-9 Years
10-14 Years
15-19 Years
20+ Years

$700.00
$750.00
$800.00
$850.00

b. For purposes of this section, consecutive full years of service shall mean the
length of an employee's uninterrupted service in twelve (12) month increments in
the employ of the Town and in a position included within the Town Classification
Plan and Compensation Plan in a benefit-eligible position. Unpaid, approved
leaves of absence shall not be considered as breaks in said consecutive years of
service; however, only years, months, and days spent on paid leaves of absence
shall be included in the computation of consecutive years of service.
III.

WORK HOURS

The Town Administrator will set basic uniform office hours (“core hours”) for all departments and
offices at all locations with full-time employees that serve the public with the exception of
departments that run on a 24/7/365 basis.
Part-time employees will work a schedule that is created by the Department Head, with final
approval given by the Town Administrator.

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If an employee is experiencing exceptional circumstances and wishes to work outside of the core
hours, the employee must submit a request in writing to his or her supervisor with the beginning
and end date for the request, the new start and end times requested, and the reason(s) for the
change. The temporary change must be approved in writing by the supervisor and Town
Administrator prior to the schedule change.
Specific job descriptions for certain positions may establish different working hours than the core
hours.
If a Department Head, after approval from the Town Administrator, changes the department’s
schedule, he or she will try to give employees as much notice as possible of the changes.
Employees shall not be permitted to perform work away from their designated locations or at
home unless approved in advance in writing by the Department Head and the Town
Administrator. See Section IV below.
IV.

WORKING FROM HOME
It is the goal of the Town to have Town Offices open to the public whenever possible. However,
some positions afford flexibility for completion of job duties and responsibilities from home. It is
at the discretion of an employee’s supervisor to allow an employee to telecommute. The
employee’s supervisor must grant permission in writing for any exceptions to this policy.
In some circumstances, an employee who is absent from the office due to illness or injury may
be able to telecommute instead of using sick leave if the nature of the illness or injury allows the
employee to perform their duties and responsibilities. An employee who will be absent due to
illness or injury must receive permission from their supervisor to telecommute. Employees who
choose to telecommute in lieu of using sick leave must meet the performance expectations of
their job duties and responsibilities. A supervisor may revoke telecommuting privileges if an ill
or injured employee is unable to meet these expectations, in which case the employee must use
sick leave as provided in Section VII.B.
A. CLOSURES DUE TO WEATHER
Short-term telecommuting may be an appropriate option for staff members due to closure
of Town offices and buildings due to weather conditions or weather-related declaration of
a State of Emergency in the Commonwealth of Massachusetts. In the event of closure, it
is the Town’s expectation that services will be continued through remote work.
Employees whose duties could be done remotely but who are not able to work during the
weather event must use vacation or personal time to be paid. Employees whose duties
can only be performed on Town property that is unavailable due to the weather event
shall be paid without loss of a vacation or personal day. The policy under this section will
last only for the duration of the weather event that closed town offices or buildings, as
defined and communicated by the Town Administrator.

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B. EMERGENCY SITUATIONS
Short-term telecommuting may also be an appropriate option for staff members due to
extraordinary circumstances (e.g., the declared National Emergency and State of
Emergency in the Commonwealth of Massachusetts in 2020-21 in response to the
COVID-19 pandemic). Short-term telecommuting under this section will last only for the
duration of an emergency situation, as defined and communicated by the Town
Administrator.
C. TELECOMMUTING EXPECTATIONS
Supervisors should communicate specific expectations to individual team members based
on each person’s needs and circumstances. To ensure that the telecommuting assignment
is mutually beneficial to both the Town and employees, planning and communicating
expectations in advance of the telecommuting is crucial.
Staff members must comply with Town rules, policies, practices, and instructions and
understand that violation of same may result in termination of telecommuting privileges
and/or discipline up to, and including, dismissal.
Telecommuting does not change the basic terms and conditions of employment.
Telecommuting assignments do not change a staff member's classification, compensation,
or benefits. The accrual and charging of leave time are subject to the same policies and
procedures applicable to non-telecommuting staff members.
1. Determining Positions Eligible for Telecommuting
Department Heads shall determine which positions must remain within their facilities
and which positions can continue their job duties and responsibilities at another
location, which is expected to be at their home.
Consideration will be taken of the positions and what their essential functions are and
how they affect the core functions and operations of the Town. For example:
Vital to Town public safety, public health and maintaining core services and
infrastructure.
Department Heads, support personnel, positions with specialized and technical skills
necessary to support public safety, public health and essential employees that are
necessary to continue primary Town functions, internally and externally.
Employees necessary for regular Town operations and services to the public.
Job responsibilities and duties not related to continuation of operations for the Town.

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Employees shall consider working at another facility or from home as a normal workday.
Employees must make themselves available to perform their job duties and responsibilities,
respond timely to calls and emails, and not perform any other tasks that would conflict with their
ability to perform their job duties and responsibilities. Employees must also remain available to
come into their work facility if needed, unless arrangements have been made with the
Department Head.
V.

HARASSMENT/SEXUAL HARASSMENT
The Town is committed to providing a work environment that is pleasant, healthful,
comfortable, and free from intimidation, hostility or other offenses that might interfere with
work performance. Harassment of any sort - verbal, physical, and visual - will not be tolerated.
This is particularly true of sexual harassment. Sexual harassment of employees occurring in the
workplace or in other settings in which employees may find themselves in connection with
their employment is unlawful and will not be tolerated by the Town. Further, any retaliation
against an individual who has complained about sexual harassment or retaliation against
individuals for cooperating with an investigation of a sexual harassment complaint is similarly
unlawful and will not be tolerated. To achieve our goal of providing a workplace free from
sexual harassment, the conduct that is described in this policy will not be tolerated and we have
provided a procedure by which inappropriate conduct will be dealt with, if encountered by
employees.
Because the Town takes allegations of harassment seriously, we will respond promptly to
complaints of harassment and where it is determined that such inappropriate conduct has
occurred, we will act promptly to eliminate the conduct and impose such corrective action as is
necessary, including disciplinary action where appropriate.
A. SEXUAL HARASSMENT DEFINED
In Massachusetts, pursuant to G.L. c. 151B, § 1(18), the legal definition for sexual
harassment is this:
"Sexual harassment" means sexual advances, requests for sexual favors, and verbal or
physical conduct of a sexual nature when:
1. submission to or rejection of such advances, requests or conduct is made either
explicitly or implicitly a term or condition of employment or as a basis for
employment decisions; or
2. such advances, requests or conduct have the purpose or effect of unreasonably
interfering with an individual's work performance by creating an intimidating, hostile,
humiliating or sexually offensive work environment.
Discrimination on the basis of sex shall include, but not be limited to, sexual harassment.
Under this definition, direct or implied requests by a supervisor for sexual favors in
exchange for actual or promised job benefits such as favorable reviews, salary increases,
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promotions, increased benefits, or continued employment constitutes sexual harassment.
The legal definition of sexual harassment is broad and in addition to the above examples,
other sexually oriented conduct, whether it is intended or not, that is unwelcome and has
the effect of creating a workplace environment that is hostile, offensive, intimidating, or
humiliating to male or female workers may also constitute sexual harassment. The victim
or complainant as well as the harasser may be male or female. The victim or complainant
does not have to be of the opposite sex. The complainant does not have to be a person
directly harassed but may be someone affected by the offensive conduct.
While it is not possible to list all those additional circumstances that may constitute
sexual harassment, the following are some examples of conduct, which if unwelcome,
may constitute sexual harassment depending upon the totality of the circumstances
including the severity of the conduct and its pervasiveness:
1. Unwelcome sexual advances - whether they involve physical touching or not;
2. Sexual epithets, jokes, written or oral references to sexual conduct, gossip
regarding one's sex life; comment on an individual's body, comment about an
individual's sexual activity, deficiencies, or prowess;
3. Displaying sexually suggestive objects, pictures, cartoons;
4. Unwelcome leering, whistling, brushing against the body, sexual gestures,
suggestive or insulting comments;
5. Inquiries into one's sexual experiences, and;
6. Discussion of one's sexual activities.
All employees should take special note that, as stated below, retaliation against an
individual who has complained about sexual harassment, and retaliation against
individuals for cooperating with an investigation of a sexual harassment complaint is
unlawful and will not be tolerated by the Town.
B. COMPLAINTS OF SEXUAL HARASSMENT
If any of our employees believes that they have been subjected to sexual harassment, it is
our policy to provide the employee with the right to file a complaint with our
organization. This may be done in writing or orally.
If you would like to file a complaint you may do so by contacting:
Town Administrator’s Office
Littleton Town Hall
37 Shattuck Street
P.O. Box 1305
Littleton, MA 01460
(978) 540-2461
[email protected]

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C. SEXUAL HARASSMENT INVESTIGATION
When we receive the complaint, we will promptly investigate the allegation in a fair and
expeditious manner. The investigation will be conducted in such a way as to maintain
confidentiality to the extent practicable under the circumstances. Our investigation will
include a private interview with the person filing the complaint and with witnesses. We
will also interview the person alleged to have committed sexual harassment. When we
have completed our investigation, we will, to the extent appropriate inform the person
filing the complaint and the person alleged to have committed the conduct of the results
of that investigation.
If it is determined that inappropriate conduct has occurred, we will act promptly to
eliminate the offending conduct, and where appropriate we will also impose disciplinary
action.
Given the sensitive nature of complaints of harassment/sexual harassment, all parties and
witnesses in a complaint, as well as Department Heads, supervisors, etc. who are aware
of a complaint or investigation thereof, are strongly encouraged to maintain this
information as confidential, so as not to negatively impact an investigation. All
employees are reminded of the provisions of G.L. c. 268A, §23(c)(2), which prohibit a
municipal employee or official from improperly disclosing information that is protected
from disclosure under the public records law and acquired by an employee or official in
the course of official duties. Section 23 also prohibits a municipal employee or official
from using such information to further the employee’s/official’s personal interests.
Violations of the prohibitions of Section 23 may lead to disciplinary action, up to and
including termination.
D. RETALIATION
Any retaliation against an individual who has formally or informally complained about
harassment or sexual harassment or has cooperated with an investigation of a
harassment/sexual harassment complaint, is prohibited.
Retaliation can be overt or subtle. Retaliation may include, but is not limited to, treating a
complainant or witness differently, more harshly or in a hostile manner; physical
interference with movement such as blocking a path; derogatory comments or action
which would tend to have a chilling effect on other complainants; sudden investigations
of the complainant’s private life; or sudden strict enforcement of work rules. Retaliation
in any form will not be tolerated.
E. DISCIPLINARY ACTION
If it is determined that harassment, sexual harassment, retaliation, or other inappropriate
conduct has been committed by one of our employees, the Town will take such action as
is appropriate under the circumstances. Such actions may include counseling, informal or
formal reprimands, written or verbal warnings, suspension, reduction in pay, reduction in

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duties, transfers, and other formal sanctions, up to and including termination of
employment.
F.

STATE AND FEDERAL REMEDIES
In addition to the above, if you believe you have been subjected to unlawful harassment
and/or sexual harassment, you may file a formal complaint with either or both of the
government agencies set forth below. Using our complaint process does not prohibit you
from filing a complaint with these agencies. Each of the agencies has a short time period
for filing a claim (EEOC – 300 days; MCAD – 300 days).
1. The United States Equal Employment Opportunity Commission
John F. Kennedy Federal Building
475 Government Center
Boston, MA 02203
Phone: (800) 669-4000
TTY: (800) 669-6820
2. The Massachusetts Commission Against Discrimination
Springfield Office

Boston Office

436 Dwight Street
Second Floor, Room 220
Springfield, MA 01103
(413) 739-2145

One Ashburton Place
Sixth Floor, Room 601
Boston, MA 02108
Phone: 617-994-6000
TTY: 617-994-6196
Worcester Office

New Bedford Office

Worcester City Hall
455 Main Street, Room 100
Worcester, MA 01608
(508) 799-8010
(508) 799-8490 – FAX

800 Purchase St., Rm 501
New Bedford, MA 02740
(508) 990-2390
(508) 990-4260 - FAX

VI. CODE OF CONDUCT AND ETHICS
A. PURPOSE STATEMENT
The intent of this policy is to establish a clear statement and guidelines to serve as the
standard for achieving and maintaining a high level of public confidence, trust and
professional respect with regard to how the Town, its officials, and its employees conduct
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business. This policy will define and create a centralized policy with regard to conduct
and ethical standards.
B. APPLICABILITY
This policy shall apply to all Town boards, officers, public officials, employees,
commissions and committees and other representatives whether paid or unpaid.
C. CODE OF CONDUCT
All persons shall:
1. Be well informed concerning the local and state duties of a board/committee member
whenever applicable
2. Remember that they represents the Town at all times
3. Accept their position as a means of unselfish public service, not to benefit personally,
professionally or financially from their board/committee position
4. Treat all members of the board/committee with respect despite differences of opinion,
keeping in mind that professional respect does not preclude honest differences of
opinion but requires respect of those differences
5. Recognize that the chief function of local government at all times is to serve the best
interests of all of the people
6. Honor confidential information, seek no favor, and believe that personal
aggrandizement or profit secured by holding these positions is dishonest
7. Conduct themselves so as to maintain public confidence in their local government and
in their performance of the public trust
8. Conduct official business in such a manner as to give the clear impression that they
cannot be improperly influenced in the performance of their official duties
9. Unless specifically exempted (e.g., Executive Session), conduct the business of the
public in a manner that promotes open and transparent government and maintain full
compliance with the Open Meeting Law (G.L. Chapter 30A, Sections 18-25)
D. CODE OF ETHICS
1. Purpose
This policy is issued for the purpose of ensuring that all persons defined in Section B
above comply with the provisions of G.L. Chapter 268A, the Conflict of Interest Law,
and more stringent policies adopted herein.
2. Actual Conflict of Interest (G.L. Chapter 268A, Sections 1-29)
All persons defined in Section B above must understand that there may be times when
actions they are asked to consider may be inconsistent with or appear to be
inconsistent with the Conflict of Interest Law.

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The official should be proactive in recognizing, disclosing and acting professionally
with the public trust and compliance with the Law at the forefront of their actions. It
is the responsibility of each official to determine for themselves whether or not to
make disclosures prior to acting on a particular matter where a conflict exists or might
exist.
3. Procedure When Participation is Prohibited
a. The official in question shall not participate in their official capacity in matters in
which such participation is prohibited by the Conflict of Interest Law
b. The official shall leave the room for the duration of the discussion unless advised
otherwise by Town Counsel or the State Ethics Commission
c. When a conflict or appearance of conflict exists, the chair or presiding officer
shall state the reason (s) for the conflict of potential conflict and will ensure that
the member does not participate in the matter
d. The chair or presiding officer of the meeting shall ensure that the reasons for the
conflict are clearly stated (as stated by the member in person) and this shall be
recorded into the minutes of the meeting and made available for public view; if
the member chooses to recuse themselves from the meeting and is not present to
state the reasons for recusal, then the presiding officer shall verbally enter the
member’s statement which will be recorded into the minutes
e. The member shall re-enter the room only after the discussion has concluded and
the chair or presiding officer of the meeting will state, upon re-entering the
meeting by the member in question, that the member has re-entered the meeting.
f. This process shall be followed each time the subject in question is discussed
g. All officials defined in the Applicability section should seek and adhere to advice
from the State Ethics Commission or Town Counsel if necessary (Note: the State
Ethics Commission offers free advice via phone or in writing)
4. Participation After Disclosure
The Conflict of Interest Law provides circumstances under which an employee may
participate if disclosure of the circumstance is disclosed in writing, filed with the
appropriate official or appointing authority and in some instances approved prior to
participation.
Irrespective of governing statute, the Town urges all members and officials to
exercise due diligence with respect to preserving the public trust. At times, this may
mean an official or member must not act or participate until the matter has been
determined by Town Counsel, the State Ethics Commission or any other governing
entity if applicable. That determination will also be made in writing and be made
available for public view. Under those circumstances, the following procedure must
be followed:
a. The member in question must fill out the appropriate disclosure form, available
from the State Ethics Commission (www.mass.gov.ethics) or from the Town

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b.
c.
d.
e.

f.
g.
h.

E.

Effective 5/12/2026

Clerk
This form must be submitted to the appointing authority or, in the case of an
elected official, to the Town Clerk
The member in question shall disclose all of the facts surrounding the potential
conflict
The member in question shall not participate in the particular matter until and
unless the approving authority has approved participation when approval is
required and has filed a copy of such approval with the Town Clerk
The reason for the existence of the potential conflict, the approval and the
compliance with this policy shall be stated by the employee before participation
and shall be verbally disclosed at the meeting and recorded into the minutes of the
meeting
The member in question will remind all participants and attendees of the disclosed
conflict each time the subject in question is discussed in subsequent meetings
It is the responsibility of the chair or presiding officer to oversee the procedure
after initiation by the member in question; the chair or presiding officer shall also
be responsible for ensuring that these disclosures are entered into the minutes
The Town Clerk shall maintain a separate file of disclosure statements which shall
be kept available for public view

DISTRIBUTION AND EDUCATION
1. The Town Clerk shall provide a copy of this policy to all members as defined in the
Applicability section upon its issuance and annually thereafter
2. The Town Clerk shall also maintain and distribute educational materials from the
State Ethics Commission to members
3. Each official and employee is responsible for completing the training program
required by law and filing the Certificate of Compliance with the Town Clerk
4. The Town Clerk shall have each member sign a statement that they have read these
policies and will comply with all requirements set forth in this policy; this form shall
be available for public view.

VII.

VACATION AND LEAVE BENEFITS

A. VACATION
The vacation year is from July 1 through June 30 inclusive. All benefit-eligible
employees will accrue vacation time at a proportional rate. For each full calendar month
of employment, employees will be credited with vacation pay as outlined below:
1. Accrual
a. After one (1) full month of employment, vacations shall be accrued at the rate of
five-sixths (5/6) of a day per month, equaling ten (10) days per year from the date
of employment.

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b. After the fifth year of employment, employees will accrue vacation at the rate of
one and twenty-five hundredths (1.25) days per month, or fifteen (15) days per
year.
c. After the 10th year of employment, employees will accrue vacation days at a rate
of one and two-thirds (1 2/3) days per month, or twenty (20) days per year.
d. After the 20th year of employment, employees will accrue vacation days at a rate
of 2.083 days per month, equaling twenty-five (25) days per year.
e. Vacations will normally be accrued with the anniversary date of employment as
the starting date for the year's accrual.
2. Unused Vacation at Time of Termination
In the event of termination for any reason, the employee will be paid for the full
amount of vacation pay accrued to the date of termination. If the employee has taken
more vacation time than accrued at the time of termination, the time not accrued will
be deducted from the final paycheck.
3. Scheduling of Vacation
Vacation will be taken at the convenience of the department. Every effort will be
made to arrange for the employee to have the vacation time as desired. However, all
operations have to be covered at all times, and the employees with the greatest length
of service will have the first choice of time.
4. Carry-Over of Accrued Time
Employees may carry over any unused vacation time into the next fiscal year. In no
case will the unused vacation time allowed to be carried into the next fiscal year be
more than five (5) weeks.
5. Basis for Accrual
Vacations are based on a full-time employee working a regular 40-hour week or as
designated within the specific department. Permanent part-time employees working
twenty (20) hours or more a week will accrue at a proportional rate of vacation time.
Permanent part-time employees working less than twenty (20) hours per week are not
eligible for vacation.
6. Credit for Prior Employment
A permanent full-time or permanent part-time non-union employee who has left the
service of the Town voluntarily and who is re-employed, within two (2) years, shall
after one (1) year of service receive credit for prior employment service in the
calculation of the vacation benefit.

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The Town may offer vacation incentives in the recruitment and negotiation with
potential new employees. No such incentive shall be greater than twenty (20) days of
vacation. An Appointing Authority may not offer vacation incentives without prior
approval of the Town Administrator. If granted, the employee then falls into the
schedule adopted in Section 1 above.
B. SICK LEAVE
(Amended 7/1/2023)

1. Regular Sick Leave
a. Definition. Sick leave with pay means authorized absence from work granted to
benefit eligible employees when they are unable to perform their duties because
of illness, personal injury, quarantine by health authorities, medical
appointments, or illness in immediate family or household to the extent provided
in Section i of this Subpart.
b. Monthly Leave Accrual. All permanent full-time employees shall accrue one
and one quarter (1 1/4) days for each full calendar month worked. For employees
hired after July 1, 2023, accrual begins on (1) the date of hire if such date occurs
prior to the 15th day of the month or (2) the first day of the following calendar
month if the date of hire occurs after the 15th day of the month. Effective July 1,
2023, all fiscal year 2023 sick leave balances shall be carried forward to fiscal
year 2024. Sick leave shall be allowed to accumulate from fiscal year to fiscal
year, up to a maximum of 600 hours.
c. Permanent Part-Time Employees. Permanent part-time employees shall accrue
monthly sick leave credit in proportion to the relationship of their annual work
schedule to that of a full-time, 40 hour per week permanent employee.
d. Former Employees. Former employees reemployed or reinstated more than two
years after a termination of service shall not be allowed sick leave credit for
prior employment unless said termination was the result of illness of the
employee, dismissal through no fault or delinquency of the employee or a work
related injury.
e. Transferees. No sick leave credit for prior employment will be allowed to
employees transferred from the Commonwealth or other municipality. New
employees, including those transferred from employment with the
Commonwealth or another municipality, shall begin with a sick leave balance of
zero days and accrue in accordance with Section b.
f. Notification. When an employee finds it necessary to be absent because of
injury or illness, the employee shall report the fact to the Department Head or
Human Resources, as soon as practical. Sick leave will not be granted unless
such a report is made. The Department Head or Town Administrator retains the

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right to permit use of sick time absent proper notification if the employee is
incapacitated and unable to make such notification due to said accident or
illness. An employee must identify if the request for use of leave is “personal
sick” or “family sick.” The identification of use type shall be used to ensure
proper procedure for return to work in cases of extended absence. Such notice
must be given by employees not later than one hour before the starting time of
the employee’s normal work day unless he/she provides reasonable excuse for
failure to do so, and in any event, as soon as possible. For scheduled medical
procedures or appointments, employees shall notify the Department Head as
soon as possible after such appointment/procedure is scheduled.
g. Abuse. If the Department Head or Human Resources has cause or a reasonable
basis to suspect an employee’s absence constitutes an abuse of sick leave, they
may require an employee to explain their absence in writing, including but not
limited to a doctor’s certificate. Such request may constitute an investigation
into the use of sick time. The results of the investigation may lead to the
employee being denied use of sick time for the absence in question. If sick time
is denied based upon the results of an investigation, the employee would be
given the opportunity to utilize other available benefit time, or would be placed
on unpaid leave for the period of the absence in question if other benefit time is
not available. Employees found to have falsely utilized sick time, as determined
by an investigation, may be subject to further discipline, up to and including
discharge.
h. Documentation. After three (3) consecutive days of sick leave use, the
Department Head or Human Resources may require an employee to provide a
note from a doctor or nurse practitioner verifying sickness and/or certifying the
ability of the employee to return to work. The Department Head or Human
Resources may require an employee that fails to provide this form due to no
fault but his/her own to remain out of work and utilize other available benefit
time, such as personal or vacation time, until s/he produces such form. If an
employee has exhausted other benefit time, the employee may be allowed to
utilize unpaid leave until the proper documentation is provided.
The Town retains the authority, at no expense to the employee and if deemed
advisable, to send an employee to a doctor or nurse practitioner selected by the
Town to evaluate any absence from work due to illness or injury for more than
five (5) consecutive days. The employee shall be allowed to utilize sick time
until such an evaluation is completed. The results of the evaluation may lead to
the employee being denied use of further sick time for the injury or illness as the
subject of the evaluation. If further sick time is denied based upon the results of
an evaluation, the employee shall be given the opportunity to utilize other
available benefit time. If other benefit time is not available, the employee may
be allowed to utilize unpaid leave. Employees who falsely utilize sick time, as
determined by an investigation, may be subject to further discipline, up to and
including discharge. If a Town appointed medical professional and an

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employee’s medical professional have conflicting opinions about an employee’s
incapacity and/or ability to return to work, an employee may, at the employee’s
expense, seek an additional evaluation. For purposes of this paragraph
employees seeking to return to work but unable to do so due to waiting for an
examination conducted in accordance with this paragraph will be placed on
administrative leave and not required to utilize benefit time for the length of
time necessary for them to undergo and receive the results of such exam.
i. Serious Illness in Immediate Family. In case of serious illness of husband, wife,
child, parent of either spouse, or person living in the immediate household of an
employee, employees shall be allowed to utilize accrued sick time to care for the
serious illness of an immediate family member. Sick leave used for family
illness in excess of five (5) consecutive days will be granted only after an
official written request by an employee to the Department Head and/or Human
Resources stating the specific circumstances contributing to the requested leave.
j. Termination of Service. Accumulated sick leave shall not be taken immediately
prior to retirement unless properly chargeable to sick leave under the above rules
and regulations. No payment will be made for unused sick time upon
termination of the employee for any reason. If any sick leave has been taken,
but not earned by the employee and employment terminates for any reason, the
employee will be required to reimburse the town for any sick time that was used
but not earned.
k. At the end of the fiscal year, employees using four (4) or fewer sick leave days in
the preceding fiscal year shall be awarded two (2) additional personal days as
soon as practical in the new fiscal year, for use in that year. New employees
hired within the first six (6) months of the fiscal year (July 1st-December 31st)
and using four (4) or fewer sick leave days during that fiscal year, shall be
awarded one (1) personal leave day to be added to the employee’s personal
accrual as soon as practical in the new fiscal year. New employees hired after
December 31st of the fiscal year will not be eligible for additional personal days
under this Section until the following fiscal year.
2. Short-Term Disability
a. Short Term Disability benefits will be made available to benefit-eligible
employees by the Town of Littleton. The Town will pay the cost of these benefits
through June 30, 2023. Beginning July 1, 2023, these benefits will be made
available at the employee’s own expense.
b. Employees shall not hold any type of employment during a period of Short-Term
Disability. Violation will result in termination of sickness benefits and
employment with the Town.

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c. While on Short-Term Disability, the employee will be required to report to their
supervisor or HR Director at least once per week to provide a status update as to
their condition and approximate date of return to work. During a period of ShortTerm Disability, the employee will not accrue sick days, personal days, or vacation
days but will continue to participate in other voluntary benefits such as health, life
and dental insurances and flexible spending plans on the same basis as active
employees as long as they continue to meet the provider’s eligibility requirements
and employment has not been terminated.
d. When returning from Short-Term Disability that has crossed fiscal years, an
employee will immediately earn sick and personal time on a pro-rated basis similar
to new employees as described in Section b of this Subpart above. The difference
between the pro-rated sick time award and the normal amount that would have
been awarded on July 1st will be added to the employee’s corresponding accrual.
3. Long-Term Disability
a. Long Term Disability benefits will be made available to benefit-eligible
employees by the Town of Littleton. The Town will pay the cost of these
benefits through June 30, 2023. Beginning July 1, 2023, these benefits will be
made available at the employee’s own expense.
b. Employees shall not hold any type of employment during a period of Long-Term
Disability. Violation will result in termination of sickness benefits and
employment with the Town.
c. While on Long-Term Disability, the employee will be required to report to their
supervisor or HR Director at least once per week to provide a status update as to
their condition and approximate date of return to work. During a period of LongTerm Disability, the employee will not accrue sick days, personal days, or
vacation days but will continue to participate in other benefits such as health, life
and dental insurances and flexible spending plans on the same basis as active
employees as long as they continue to meet the provider’s eligibility
requirements and employment has not been terminated.
d. When returning from Long-Term Disability that has crossed fiscal years, an
employee will immediately earn sick and personal time on a pro-rated basis
similar to new employees as described in Section b of this Subpart above. The
difference between the pro-rated sick time award and the normal amount that
would have been awarded on July 1st will be added to the employee’s
corresponding accrual.

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C. WORKER’S COMPENSATION
Employees injured while on duty will be covered by Worker’s Compensation benefits.
All work-related injuries that exceed three (3) days will also be covered by FMLA.
Worker’s Compensation wages will be governed by G.L. Chapter 152. Employees may
supplement any difference between Worker’s Compensation wages and the regular
straight time rate of pay by first using any accumulated sick time followed by any other
accrued leave. During a period of Worker’s Compensation leave, the employee will not
be awarded sick or personal time or continue to accrue vacation time but will continue to
participate in other voluntary benefits such as health, life and dental insurances and
flexible spending plans on the same basis as active employees as long as they continue to
meet the provider’s eligibility requirements and employment has not been terminated.
Prior to returning to work after a work-related injury, employees will be required to
present a fitness-for-duty certificate addressing their ability to perform the essential
functions of the position. When returning from Worker’s Compensation leave that has
crossed fiscal years, an employee will immediately earn sick and personal time on a prorated basis similar to new employees as described in Section (B)(1)(a). The difference
between the pro-rated sick time award and the normal amount that would have been
awarded on July 1st will be added to the employee’s Short-Term Disability Bank.
D. PERSONAL LEAVE
1. Personal Days
Personal days provide a means for employees to secure limited time off when such
time is needed for important personal reasons. All benefit-eligible employees shall
receive three (3) paid personal days on July 1st to use during the fiscal year.
A new employee hired after July 1st shall in that year receive paid personal days as
follows:
a. Three (3) personal days if hired prior to October 1st;
b. Two (2) personal days if hired prior to January 1st; and
c. One (1) personal day if hired prior to April 1st.
Personal days will be taken in hourly increments and cannot be carried over into the
next fiscal year or paid out upon termination. An employee’s request for personal
time must be approved by the supervisor prior to use.
2. Personal Leave of Absence
A personal leave of absence not to exceed twelve (12) weeks may be granted by an
Appointing Authority but shall be without compensation. A leave of absence of over
twelve (12) weeks duration shall be considered a break in employment and on return
to work the employee shall have the status of a new employee unless an extension of
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leave beyond twelve (12) weeks has been authorized by the Town Administrator in
advance. Unless otherwise stated, personal leaves of absence without pay shall be
considered inactive employment, where time spent on such leave does not count as
service (time worked) for purposes of seniority, vacation, sick leave, longevity and
other benefits. Those employees on an approved leave of absence who are removed
from payroll are responsible for remitting their portion of the payment due for health
and other insurance premiums to the Treasurer’s office within the requested time
frame.
E. BEREAVEMENT LEAVE
Three (3) consecutive working days of bereavement leave with a straight day’s pay shall
be afforded to employees upon the death of immediate family members in the first degree
of kindred to include spouse, parents, stepparents, siblings, stepsiblings, children, and
stepchildren, grandparents, step-grandparents, step-grandchildren, and parents of spouse.
One (1) day of leave with pay shall be given upon the death of the employee’s aunt,
uncle, niece, or nephew.
Vacation time will be granted for use as bereavement upon the death of family members
not specifically mentioned above. Vacation time will also be granted to those employees
who require additional bereavement leave.
F. PARENTAL LEAVE
The provisions of Section 105D of Chapter 149 of the General Laws of Massachusetts
shall govern. When available, this leave is unpaid, unless the employee has accrued paid
leave time available. Paid leave must be used concurrently.
G. FAMILY AND MEDICAL LEAVE ACT
In accordance with Federal law, the Town will grant up to twelve (12) weeks (or up to
twenty-six (26) weeks of military caregiver leave to care for a covered service member
with a serious injury or illness) during a 12-month period to eligible employees. The
leave may be paid, unpaid or a combination of paid and unpaid leave, depending on the
circumstances of the leave and as specified in this policy and policies regarding vacation
time, sick time and personal time usage. The Town requires the use of accrued, available
paid leave concurrently with FMLA leave. A “Year” for purposes of leave requests is a
12-month period measured forward from the first FMLA usage. A summary of the
employee’s rights under FMLA may be reviewed at
www.dol.gov/whd/fmla/employeeguide.pdf.
H. SMALL NECESSITIES LEAVE
The Small Necessities Leave Act allows each employee eligible under the Family and
Medical Leave Act a total of 24 hours of unpaid leave during any twelve-month period,
in addition to leave available under the FMLA, to (1) participate in school activities
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directly related to the educational advancement of a son or daughter of the employee,
such as parent-teacher conferences or interviewing for a new school; (2) accompany the
son or daughter of the employee to routine medical or dental appointments, such as
check-ups or vaccinations; and (3) accompany an elderly relative (an individual of at
least 60 years of age who is related by blood or marriage to the employee) of the
employee to routine medical or dental appointments or appointments for other
professional services related to the elder's care, such as interviewing at nursing or group
homes. If the necessity for leave is foreseeable, an employee must provide the department
head with not less than seven days' notice of the need for leave. If the necessity for leave
is not foreseeable, an employee shall provide such notice as is practicable. An employee
taking leave for any of the aforementioned circumstances may substitute any accrued
paid vacation and/or personal leave for any leave provided. The Town requires that the
leave be supported by a certification signed by the employee stating the reason for the
leave.
I. MILITARY LEAVE
A benefit eligible employee who has been granted a military leave of absence because the
employee is a member of the Army National Guard, the Air National Guard or a reserve
component of the Armed Forces of the United States shall be entitled to receive pay at
their regular base salary as such an employee and shall not lose any seniority or any
accrued vacation leave, sick leave, personal leave, compensation time or earned overtime.
An employee eligible under this section shall be paid their regular base salary as such an
employee for each pay period of such military leave of absence, reduced by any amount
received from the United States as pay or allowance for military service performed
during the same pay period, excluding overtime pay, shift differential pay, hazardous
duty pay, or any other additional compensation. For the purposes of this section, the
words “active service” shall not include active duty for training or temporary duty in the
Army National Guard or Air National Guard or as a reservist in the Armed Forces of the
United States.
J. DOMESTIC VIOLENCE LEAVE
1. Introduction
The Town is committed to the health and safety of our employees and their
families. The Town recognizes that victims of domestic violence, sexual
assault, and stalking may suffer from physical, mental, emotional, and sexual
abuse. In an effort to afford victims of these abuses the ability to protect
themselves and their families, to ensure the safety of all employees, and
pursuant to G.L. c. 149, § 52E, the Town establishes this Domestic Violence
Leave Policy. This policy, along with the efforts of our Employee Assistance
Program, can be utilized if the need arises for employees to take needed time
off to deal with a domestic violence issue.
2. Purpose and Scope
This policy outlines the Town's unpaid Domestic Violence Leave Policy
(DVLP) with respect to eligibility, benefits, and use, and to ensure that leave
benefits are implemented equitably and consistently.
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The Town is committed to the safety of its employees from domestic violence
by giving them the necessary tools to deal with domestic violence issues.
3. Applicability
This policy applies to all full and part-time compensated employees. Employees
whose positions are covered by a collective bargaining agreement (CBA) or
individual contract are subject only to those portions of the policy which are not
separately regulated by the CBA agreement or contract.
This policy is intended to be consistent with any and all applicable laws,
including specifically G.L. c. 149, § 52E. If any part of this policy is
inconsistent with the law, the requirements of law shall apply.
Alleged perpetrators of domestic violence are not entitled to leave under the
statute or this policy.
Nothing in this policy limits or prevents the Town from providing time off to
employees to address situations of violence not specifically defined in this
policy.
4. Definition of Domestic Violence
Domestic violence is abuse against the employee or the employee’s family member
by:
a. a current or former spouse of the employee or the employee’s family member;
b. a person with whom the employee or the employee’s family member shares a
child in common;
c. a person who is cohabitating with or has cohabitated with the employee or the
employee’s family member;
d. a person who is related by blood or marriage to the employee; or
e. a person with whom the employee or employee’s family member has or had a
dating or engagement relationship.
Abuse is defined as the occurrence of one or more of the following acts:
a. attempting to cause or causing physical harm;
b. placing another in fear of imminent serious physical harm;
c. causing another to engage involuntarily in sexual relations by force, threat or
duress;
d. engaging in or threatening to engage in sexual activity with a dependent child;
e. engaging in mental abuse, including threats, intimidation or acts designed to induce
terror;
f. depriving another of medical care, housing, food or other necessities of life; or
g. restraining the liberty of another.
Family members are persons who:
a. are married to one another;
b. are in a substantive dating or engagement relationship and who reside together;
c. have a child in common regardless of whether they have ever married or lived
together;
d. a parent, stepparent, child, stepchild, sibling, grandparent, grandchild; or
e. in a guardianship relationship.
5. Notification
A victim of domestic violence, sexual assault, or stalking is strongly encouraged to
notify the Town of the existence of a restraining order protecting the employee.
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Notification should be made to the Human Resources Department. Upon such
notification, the Town shall make all reasonable efforts to enforce the restraining order
in the workplace. Such efforts may include:
a. Notifying police of the identity of the person against whom the order is issued
(defendant);
b. Providing security personnel with a photograph or other identifying information,
such as motor vehicle information;
c. After obtaining the employee’s permission, having the employee’s calls
screened;
d. Moving the employee’s workstation away from an unsecured entrance;
e. If possible, offer that employee a reassignment to a different work location.
Where the victim has requested reassignment, the Town shall respond in a timely
manner.
6. Leave
An employee may take up to a maximum of fifteen (15) days of time off in a 12-month
period, if either the employee or their family member is a victim of abuse and the
employee is using leave from work for him or herself or for the family member to:
a. Seek or obtain medical attention, counseling, victim services or legal services;
b. Secure housing;
c. Obtain a protective order from a court;
d. Appear in court or before a grand jury;
e. Meet with a district attorney or other law enforcement official;
f. Attend child custody proceedings;
g. Address other issues related to the abusive behavior against the employee or
family member of the employee.
The employee must first exhaust all vacation, personal, and sick leave already available
to the employee prior to requesting or taking leave under the Domestic Violence Leave
Law and use of such leave will run concurrently with Family Medical Leave Act
benefits, if applicable. If no accrued time is available, leave under this policy will be
unpaid. Leave accruals and employee benefits shall be handled in the same way as is
done for any other type of leave without pay. Upon the employee’s return from leave,
the Town shall restore the employee to the same position or to an equivalent position,
with equivalent employment benefits, pay, and other terms and conditions of
employment, provided that the employee has not been displaced from their position in
the interim due to a reduction in force.
7. Documentation
The Town requests that the employee provide appropriate advance notice of this leave,
unless there is an imminent danger to your immediate health and safety or that of your
family member (in which case - we must receive notification within three (3) work days
that the leave was taken or is being taken for reasons covered by this policy).
Notification may be communicated to the Town by the employee, a family member of
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the employee, or the employee’s counselor, social worker, health care worker, member
of the clergy, shelter worker, legal advocate, or other professional who has assisted the
employee in addressing the effects of the abusive behavior on the employee or the
employee’s family member.
In the event that you take this leave, please provide documentation evidencing that you
or your family member has been a victim of domestic violence or abusive behavior
within thirty (30) days of the leave request. Such forms of documentation may include
any one of the following:
a. A court issued protective order or other documentation issued by a court of
competent jurisdiction as a result of abusive behavior against the employee or
the employee’s family member;
b. An official document from a court, provider or public agency which the
employee attended for the purposes of acquiring assistance as it relates to the
abusive behavior against the employee or the employee’s family member;
c. A police report or statement of a victim or witness provided to the police,
including a police incident report, documenting the abusive behavior
complained of by the employee or the employee’s family member;
d. Official legal documentation that the perpetrator of the abusive behavior
against the employee or the employee’s family member has: admitted to
sufficient facts to support a finding of guilt of abusive behavior, or has been
convicted of, or has been adjudicated a juvenile delinquent by reason of, any
offense constituting abusive behavior and which is related to the abusive
behavior that necessitated the leave under this policy;
e. Medical documentation of treatment for the abusive behavior;
f. A statement signed under the penalties of perjury from the employee attesting
that the employee has been a victim of abusive behavior or is the family
member of a victim of abusive behavior.
g. A statement signed under the penalties of perjury from a counselor, a social
worker, health care worker, a member of the clergy, shelter worker, legal
advocate, or other professional who has assisted the employee or the
employee’s family member in addressing the effects of the abusive behavior.
All documentation provided to the Town under this policy may be maintained in the
employee’s personnel file but only for as long as required for the Town to make a
determination as to whether the employee is eligible for leave.
The Town will not take negative action against an employee for an unscheduled
absence, if, within thirty (30) days from the unauthorized absence or last unauthorized
absence in cases of consecutive absences, the employee provides any of the indicated
forms of documentation of the need for domestic violence leave.
All information related to the employee's leave shall be kept confidential by the Town
and shall not be disclosed, except to the extent that disclosure is:
a. Requested or consented to, in writing, by the employee;
b. Ordered to be released by a court of competent jurisdiction;
c. Otherwise required by applicable federal or state law;

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d. Required in the course of an investigation authorized by law enforcement,
including, but not limited to, an investigation by the attorney general; or,
e. Necessary to protect the safety of the employee or others employed at the
workplace.
A form will be completed to document and keep track of the use of this leave. If you
have questions at any time as to how this policy applies to you, please do not hesitate
to contact the Human Resources Department.
VIII.

HOLIDAYS
A. All benefit eligible employees shall receive holiday pay for the following 12 holidays:
New Year’s Day ....................................... Independence Day
Martin Luther King, Jr. Day ................................ Labor Day
President’s Day ............................................. Columbus Day
Patriot’s Day .................................................... Veterans Day
Memorial Day .......................................... Thanksgiving Day
Juneteenth ......................................................Christmas Day
Holiday pay shall be computed based on an 8-hour day. Part-time employees are awarded
holiday pay that is prorated by the fraction that the employee works during the week
compared to a 40-hour work week (e.g., a 20 hour a week worker is awarded 4 hours of
holiday pay). In no event shall holiday pay exceed pay for 8 hours.
An employee whose prorated holiday time causes a shortfall in the total hours paid from
the standard work week may use other available leave time to make up the lost pay. As an
alternative to using other available leave time, upon the request of the employee and
approval by the Department Head/Manager and subject to operational needs, the
employee may work the extra hours in that same pay period.
B. If such holiday falls on a Saturday, the preceding Friday will be observed as a holiday for
those departments that are not staffed on Saturday. If the holiday falls on Sunday, the
holiday will be observed on the following Monday for those departments not open on a
Sunday.
C. If an employee is on vacation and a holiday falls in that week, the employee will not be
required to use a vacation day for the holiday. If an employee is not scheduled to work
the day the department closes for the holiday, the employee will be entitled to one (1)
floating holiday to be used on a regular scheduled workday and when possible during the
same pay period, but not later than thirty (30) days from the holiday.

IX.

JURY DUTY
Employees required to report for jury duty shall submit their notice to their immediate
supervisor. Employees will be paid the difference between their regular salary and their jury duty
pay if selected for jury duty. Employees should notify their supervisor of their jury status on a
daily basis.
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X.

Effective 5/12/2026

INSURANCE
The Town offers the following insurance coverages to its benefit-eligible active employees and
certain retirees. The Town has adopted certain provisions of G.L. Chapter 32B which governs
the benefit programs available to Town employees and retirees.
A. HEALTH INSURANCE
1. Active Employees
The Town of Littleton pays 70% and the employee pays 30% of health insurance
premiums. The employee’s obligation is taken automatically from the employee’s
paycheck. Health insurance is offered at time of employment or during open
enrollment only or may be triggered by a qualifying event with proper documentation
of the event supplied by the employee within 30 days of the event.
Any eligible employee not accepting health insurance from the Town must sign a
waiver form; at the time of employment and/or annually during the open enrollment
period.
Under the COBRA law, employees may be entitled to continued coverage in the
Town’s group health insurance plan effective upon termination of employment. The
employee is responsible for 102% of the premium. Specific information is available
at the Human Resources office and will be provided upon separation from
employment.
Open enrollment is offered once a year, usually in April. During open enrollment,
employees have the opportunity to change their current benefit plans and coverages to
suit their personal needs. Employees will be notified by the Human Resources
department of the dates of open enrollment and when any changes become effective.
If you are an active employee age 65 or over, you will remain on your current health
insurance plan until you retire. At age 65, if you are Medicare eligible, you must
apply for Medicare coverage through Social Security and defer your Part B coverage
until retirement. You are entitled to Medicare coverage even if you are not yet
collecting Social Security benefits.
An employee who chooses not to retire immediately may apply for Deferred
Retirement through the Town Treasurer’s Office. All of the employee’s plan assets
must remain on deposit with the retirement system. The employee electing Deferred
Retirement status must remain on the Town’s group health insurance plan. The
employee will be responsible for 100% of the total premium.

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2. Retired Employees
Retired employees under age 65 will be covered by the Town's health plans until age
65, at which time they must carry Medicare as their primary insurance and can also be
covered by the Town's Medigap insurance plans.
Retired employees not eligible for Medicare will be able to remain on their present
coverage upon filing a Medicare health insurance information form available through
the Human Resources office.
Employees are eligible for continued medical coverage after retirement if they have
been employed by the Town for at least ten (10) years and have been a subscriber in
the Town’s group health insurance for at least five (5) years enrolled in Town
insurance prior to retirement. The cost of coverage is 70% paid by the Town and 30%
by the retiree.
Surviving spouses of eligible retired employees may continue health coverage after
the death of the former employee. The surviving spouse will be responsible for 50%
of the total premium with a Town contribution of 50%. All premium payments for
retirees and/or surviving spouses will be collected either through a monthly check
from the retirement system taken from the retiree’s monthly pension benefit or
through an automatic withdrawal from the retiree’s bank account through ACH debit.
Payments for deferred retirees must be made by an automatic withdrawal from their
bank account through ACH debit.
B. LIFE INSURANCE
1. Basic Life Insurance
The Basic Life Insurance is for $10,000. The Town pays 70% and the employee pays
30% of the cost. The employee’s obligation is taken automatically from the
employee’s paycheck. This is term insurance and expires with separation from
employment. Retirees' coverage drops to $5,000. Life insurance is offered to new
hires at the time of their employment only. If you do not take this insurance, you must
sign a waiver.
2. Optional Life Insurance
Employees can carry additional life insurance through Boston Mutual. Rates are
based upon the amount of insurance and age. Premiums are fully paid by the
employee. You must carry the basic insurance to qualify for the optional. If you
should terminate you may continue to carry this policy.
C. OTHER BENEFITS

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Employees may select additional benefits as offered by the Town. The costs of these
benefits will be paid entirely by the employee.
XI.

REDUCTION IN FORCE
In the event that it becomes necessary to reduce the number of employees or their hours, the
Town, in determining which of its employees are to be terminated, will take into consideration
the departmental needs, the qualifications of such employees and the quality of their past
performance.
Where, in the opinion of the Appointing Authority, the qualifications and quality of performance
of employees are equal, employees will be terminated in the order of reverse seniority as
employees of the department.
The employee will be notified whenever possible four (4) weeks in advance of the layoff or
reduction in schedule, insofar as practicable.
A. An employee who has been laid off shall be entitled to recall rights to this same position
for a period of two (2) years from the effective date of their layoff.
B. An employee recalled within one (1) year of their 1st day of layoff will return with
service accrued up to the time of the layoff.
C. Recall notices shall be sent via certified or registered mail. Employees are required to
keep the Town informed of their current mailing addresses.
D. An employee who is recalled must report to work within fourteen (14) calendar days of
the date of mailing the recall notice or some other mutually agreed upon time. Failure to
do so will be deemed to be resignation from Town employment.

XII.

DISCIPLINARY ACTION
A. DISCIPLINARY PROCEDURE
Standards of employment conduct are essential to efficient and effective operations.
Employees are expected to exercise common sense and good judgment and conduct
themselves in a manner that will be a credit to the Town. The Town recognizes that all of
its employees have high standards, however, there are times when it may be necessary to
discipline individual employees. Disciplinary action may be initiated for failure of an
employee to fulfill responsibilities as an employee or for violations of any provisions in
this Employee Handbook. The standards as listed below are not intended to be exhaustive
but are provided for illustrative purposes. The Town reserves the right to discipline
employees for any conduct it deems inappropriate, whether or not it is enumerated in this
handbook. Disciplinary action ranges from reprimand to immediate discharge. The Town
is not required to provide progressive discipline.

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The following is a non-exhaustive list of examples of conduct that may lead to discipline:
1. Incompetence or inefficiency in performing assigned duties
2. Refusal to perform a reasonable amount of work or violation or any reasonable
official order or failure to carry out any lawful and reasonable directions made by a
proper supervisor
3. Habitual tardiness or absence from duty
4. Violation of safety rules, practices and policies
5. Engaging in sexual or other harassment
6. Insubordination
7. Fighting on the job – Physical or verbal abuse
8. Theft of Town or another employee’s property
9. Falsification of time records
10. Use of illegal substance or alcohol on the job
11. Intentional disclosure of confidential information
12. Misuse or unauthorized use of Town property
13. Fraud in securing an appointment
14. Conviction of a felony
15. Violation of safety rules, practices, policies (after appropriate training)
16. Unauthorized absences during work hours
17. Falsification of Town records
XIII.

COMPLAINT RESOLUTION

It is encouraged that employees who believe that they may have been treated unfairly under this
Employee Handbook first discuss the issues with the HR Director. Differences in interpretation
may offer a means to resolve issues prior to following the complaint resolution process listed
below.
Step 1. Any employee who believes that they have in any manner been unfairly treated in
accordance with this Employee Handbook may appeal for relief. An employee must discuss the
complaint initially with their direct supervisor. Then, if the matter is not settled, the employee
should submit said complaint in writing to the Department Head. The Department Head shall
respond in writing, within seven (7) calendar days. If the employee's Department Head is also the
immediate supervisor, they should proceed to Step 2.
Step 2. If the employee feels that their complaint is still unresolved, they may appeal to the HR
Director within ten (10) calendar days after receiving the decision of the Department Head. The
HR Director may require a written statement from the employee in such form and containing
such information as they may require. The HR Director, after consultation with the HR Director
as deemed necessary, shall render a decision within seven (7) calendar days. Any decision of the
HR Director shall, within seven (7) calendar days of their final decision, be transmitted to the
Town Administrator.

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XIV.

Effective 5/12/2026

INFORMATION TECHNOLOGY ACCEPTABLE USE POLICY
A. DEFINITION
The acceptable use of information technology is an important concern for all employees
and elected and appointed officials of the Town. Information Technology (IT)
Department is defined as:
1.
2.
3.
4.

Computers (including servers, desktops, laptops, and handheld devices)
Computer-related hardware (including printers, scanners, and other special devices)
Software (including networks and the Internet)
Telephones, Modems & Handheld devices

Town IT infrastructure includes, but is not limited to, all of the above.
B. SCOPE
This policy is an overall guideline for all technology use. Additional policies that address
specific issues such as email use, software standards, hardware standards, equipment use,
disaster recovery plans and technical support may be adopted.
C. PURPOSE
IT should be used primarily for official Town purposes related to the conduct of Town
government. Other uses, such as commercial or political use, are expressly prohibited.
D. RESPONSIBILITY
1. Incidental Use
Incidental personal use of technology such as email is permitted but subject to
monitoring. Costs incurred in the personal use of technology (such as long-distance
charges for telephone calls) may be periodically assessed and billed to the user. All
data existing within the Town IT infrastructure is considered property of the Town
and no assumption of privacy shall be made.
2. Personal Time
Employees who use the Internet/intranet on personal time can enhance their
knowledge of electronic information resources and sharpen information technology
skills. By allowing use on personal time, the Town builds a pool of computer literate
employees who can guide and encourage other employees. Personal time includes
breaks, lunchtime, and the time before and after scheduled work hours. Employees
performing job-related use will always have priority over those desiring access to
resources for personal use.

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3. Appropriate Use
Examples of job-related use of the Internet/intranet include accessing external
databases and files to obtain reference information or conduct research,
corresponding with the Town’s citizens and other town employees, disseminating
documents to individuals or groups, and participating in discussion groups on jobrelated topics.
4. Inappropriate Use
Inappropriate use of technology includes any activity that is illegal, such as the
creation or distribution of pornography, and activities such as political lobbying, or
personal or business use to benefit those other than the Town.
Email does not have the same privacy safeguards afforded regular mail or telephone
communications. A good standard to apply is: Do not send an email you would not
want printed on the front page of the local newspaper.
Town IT shall not be used to infringe on the privacy of non-employees.
E. INFORMATION TECHNOLOGY SECURITY
1. System Access
Users are required to maintain the privacy of passwords and are prohibited from
publishing or discussing passwords. Should a user suspect that their password or
access has been observed or compromised, the user shall immediately notify the IT
Department to request a new password.
2. Software Installation
In order to maintain compliance to licensing and copyright law, and to increase
security and reliability of systems, software installation is allowed only within the
following parameters:
a. The software is licensed to the Town
b. The software is included on the Software Standards list (to be supplied)
c. The person installing the software is expressly authorized to do so by the IT
Department
3. Hardware & Peripheral Installation
In order to maintain a secure, stable and operational network, hardware and peripheral
installation is allowed only within the following parameters:
a. The equipment is owned by the Town and has been inventoried and accepted for
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use by the IT Department
b. The equipment falls within the Equipment Standards list (to be supplied)
c. The person installing the equipment is expressly authorized to do so by the IT
Department
d. Since all data within the Town IT infrastructure is subject to monitoring and is
considered public information, attaching personal equipment (such as laptops or
mobile phones) to the Town IT Infrastructure is not permitted.
4. Sustainability
Computer users are expected to use hardware and software in a manner that enables
its ongoing usage. If a piece of equipment malfunctions, the user is to notify the IT
Department in a timely manner so that the equipment may be assessed for damage
and replaced or repaired.
5. Data Security
All data received from sources outside the Town including the Internet, zip drives,
and USB drives are to be scanned for viruses. If any source is questionable, the IT
Department should be consulted prior to downloading or uploading data to Town
computers.
F. RULES GOVERNING THE PURCHASE OF INFORMATION TECHNOLOGY
All procurement of Information Technology (as defined in Section A) shall be made
through the office of the IT Department. The Chief Procurement Officer for the Town
will authorize major purchases.
To achieve some economies of scale and standardization, users are asked to first consult
with the IT Department of the need for smaller purchases for such items as zip drives,
USB drives, toner, and ink cartridges prior to making their own purchases. If bulk
purchases may be made that represent a worthwhile cost saving to the Town, the IT
Department will coordinate the purchase and distribution of such materials.
XV.

INFORMATION TECHNOLOGY USE OF EMAIL POLICY
A. DEFINITION
Email is correspondence transmitted electronically to other computer users in a local,
wide area or other network. Email communications often improve relationships between
different departments, facilitating the smooth operation of services.
B. PURPOSE
It has become common for persons, both at work and at home, to communicate through
email. This electronic method of communication has given rise to several issues
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regarding its proper use by town employees on the job and by town officials who are
subject to the state’s Open Meeting Law.
This policy directs town employees and elected and appointed officials on the proper and
allowed uses of email to ensure town officials comply with the Open Meeting Law and
the Public Records Law.
C. SCOPE
1. Use of Email by Town Employees
Email usage through Town equipment or through a Town email address must comply
with the following policy:
a. Email shall be used primarily for matters directly related to the business activities
of the Town and as a means to further the Town’s mission by providing services
that are efficient, complete, accurate and timely.
b. Employees shall have no expectation of privacy in their use of email. Emails
made or received in an individual’s capacity as a Town Employee are public
records.
c. No employee shall send email under another employee’s name without
authorization and no employee shall change any portion of a previously sent email
message.
d. Email shall not be used for outside business activities, political activity,
fundraising activity, or charitable activity not sponsored by the Town.
e. Email shall not be used to promote discrimination on the basis of ethnicity, race,
color, national origin, age, marital status, sex, gender identity, political affiliation,
religion, disability, sexual orientation, active-duty military status, or veteran
status; promote sexual harassment; or to promote personal, political or religious
business or beliefs.
f. Occasional, incidental personal use of email is permitted but subject to
monitoring.
g. Employees shall not permanently delete emails from electronic hardware.
2. Use of Email by Town Boards and Committees
The Open Meeting Law states that “all meetings of a public body shall be open to the
public” except as provided section 21 of G.L. c. 30A. A meeting is defined as “a
deliberation by a public body with respect to any matter within the body’s
jurisdiction,” unless excepted by law.
Like private conversations held in person or over the telephone, email conversations
among a quorum of members of a public body that relate to public business violate
the Open Meeting Law, as the public is deprived of the opportunity to attend and
monitor the email meeting. Private conversations should also be avoided as serial
conversations may reach a quorum of members without the knowledge of all
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participants.
Certain “housekeeping” matters may be communicated outside of a meeting.
Examples include meeting scheduling and cancellations, announcements and
directions, requests to put items on an agenda and communications by members of a
public body to department heads or staff. Care must be taken not to use such
communications to conduct deliberations.
Despite the speed and convenience of email its use by members of a public body
carries a high risk of violating the Open Meeting Law. For this reason, email
messages among members of a public body are only to be used for matters of a purely
housekeeping, reporting, or administrative nature.
Emails of public bodies are subject to the Public Records Law and emails made or
received in an individual’s capacity as a member of a Town board or committee are
public records. Further, emails sent from a private account are public records if the
subject matter of the emails are under the jurisdiction of an individual as a member of
a Town board or committee.
D. RESPONSIBILITY
1. IT Department
It is the responsibility of the IT Department or designee to provide this policy to users
of email when providing a Town email account.
The IT Department will provide licenses and updates to the email client programs as
needed. The Systems Manager or designee will assure that email accounts are
properly set up to archive email. Email to be archived includes only that material
which, if in paper format, would be subject to record retention policies. Email of a
housekeeping nature, such as scheduling a meeting or inquiring about office hours
need not be retained.
The IT Department will provide access to training on the standard email software.
The IT Department will also provide advice on the use of folders within the standard
email software to facilitate archival and retrieval of email.
2. Department Heads
The Department Head is responsible for ensuring that any employee who will be
given access to Town IT infrastructure abides by this policy. The IT Department will
not give access to an employee unless it receives a copy of the agreement signed by
the employee and the Department Head.

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XVI.

Effective 5/12/2026

SOCIAL MEDIA POLICY
A. PURPOSE AND APPLICABILITY
The way in which people communicate continues to evolve due to the rise of internetbased communication tools. The Town recognizes the many new opportunities for
communication created by these tools to communicate official information to the public
and wishes to encourage the responsible use of official Town social media channels of
communication. Use of these tools creates new responsibilities for Town employees,
boards, and commissions. The purpose of this policy is to provide guidance to clarify the
boundaries between appropriate and inappropriate use of official Town-sponsored social
media. It describes guidelines and requirements for Town employees and agents when
using Town official social media as defined below.
B. DEFINITIONS OF SOCIAL MEDIA
1. Any Town-related website
2. Social networking websites (e.g., Facebook, Twitter, Instagram, Snap Chat,
Gather.com, Yahoo! Groups, LinkedIn etc.)
3. Multimedia sharing websites (e.g., Flickr, YouTube, Vimeo, Google, Pinterest)
4. Blogs (e.g., WordPress, Blogger, Medium, Moveable Type, Typepad.)
5. Wikis (e.g., Wikipedia, PBworks)
6. Forums and discussion boards (e.g., Google Groups, Yahoo! Groups)
7. Personally managed websites, blogs, etc.
8. Online polls and surveys (e.g. Doodle, Survey Monkey)
9. Any other Internet-accessible site on which an individual user can post text, media,
etc.

C. POLICY GUIDANCE
Before making any posting on any site, official or unofficial, that identifies you as an
employee or agent of the Town, or that refers to the Town or any of its entities, consider
whether you risk damaging the Town’s reputation, legal obligations, contract negotiations
or personnel issues, or that of any of its entities. Please be aware that the Conflict of
Interest Law places limitations on your use of official information that confers
unwarranted advantages upon you, your immediate family, or those who might benefit
from “inside” information. Accordingly, your social media must not disclose any
information that is confidential or proprietary, the subject of any active litigation, labor
negotiations, or personnel issues. You must also adhere to the Open Meeting Law and the
Public Records Retention Laws.
If you post, you must do so in a way that is not defamatory. Defamatory statements that
you make are your own responsibility, and the Town will not defend you from the
consequences of your personal actions. In addition, your posts or comments on social

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media even if on personal time and private sites may subject you to discipline or
termination if in violation of a Town policy.
1. Official Use of Social Media: Access Restrictions
Access to social media sites is restricted to Town employees performing official
Town business. The Town reserves the right to deny access to Town social media
sites for any individual who violates the Town’s Social Media Policy. Any person’s
comment(s) that violate the Town’s Social Media Policy will not only be removed,
but the person posting the comment may be blocked/banned from the social media
site at the Town’s discretion.
2. Content Management (right to remove content, correct method to reach out to report
issues or file complaints)
The Town reserves the right to restrict or remove any content that is deemed in
violation of this Social Media Policy. Comments and postings not relevant to official
Town business may be removed at the discretion of the Town.
A social media account is not the appropriate channel to report issues or concerns or
to file a complaint. The Town expects all conversations to follow the rules of polite
discourse and asks that participants treat each other, as well as our employees, with
respect.
Comments may be monitored and may be subject to removal at the discretion of the
Town. Certain comments will not be permitted based on inappropriate comments
containing, but not limited to, any of the following:
a.
b.
c.
b.
a.
b.
c.
d.
e.
f.

Comments not related to the original topic
Profane, obscene, violent, or pornographic content and/or language
Content that promotes discrimination on the basis of race, creed, color,
religion, age, gender, sexual orientation, or national origin
Defamatory or personal attacks
Threats
Comments relative to political campaigns
Solicitation
Violations of any federal, state, or local law
Illegal activity

3. Usage Restrictions (Example: no promoting private businesses & managing
threatening comments)
The Town’s social media sites will not be used to advertise or promote private
business, not-for-profit organizations, or other non-municipal entities unless the
Town has a role in planning, permitting, licensing, project implementation, or
activities related to the non-municipal entity.

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Any comments deemed to be a threat to any Town officials, employees, board or
committee members, citizens, local businesses, etc. are prohibited and may be subject
for review by the public safety authorities. Representation of the Town or any of its
employees, agents, board and committee members, or affiliates may only be initiated
or authorized by the Town Administrator.
You may not misrepresent any site as a Town official social media site. Use of the
Town name or Town Seal is prohibited unless approved by the Town Administrator
or their designee. Misuse of the Town Seal is a criminal act punishable pursuant to
G.L. c. 268, § 35. Any use where an appointed employee or agent of the Town speaks
as a representative of the Town must be approved through the official chain of
command, with prior permission granted.
4. Sanctions
Failure to comply with this policy may lead to violations of law and disciplinary
action where appropriate.
XXVII.

MUNICIPAL WIRELESS TELEPHONE USAGE POLICY
A. PURPOSE
This policy is to provide efficient and consistent standards and procedures for the use and
maintenance of cellular telephone technology by employees of the Town to whom a
wireless telephone has been issued, and to provide effective organizational
communication and cost management associated with acquiring and operating cellular
telephones.
B. ADMINISTRATION POLICY
The Town Administrator shall be responsible for determining who is eligible for a Townissued cell phone or for reimbursement for the use of a personal cell phone for Town
business. The Town Administrator will evaluate the service plan and determine the most
appropriate and cost-effective plan. The Town Administrator will administer and oversee
the cell phones and shall identify issues and concerns regarding cell phone usage to be
addressed by employee supervisors, or the Town Administrator.
C. PROCEDURE
1. Minimum Standards and Criteria for Issuance – To be assigned a Town issued cell
phone or to be eligible for reimbursement, an employee must meet at least one of the
following criteria:
a. Department Heads may request the issuance of cellular phones for Town
employees whose duties and responsibilities require they maintain constant,
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though intermittent, contact with private citizens, customers and colleagues and
who spend a significant portion of their workday in or in immediate proximity to
a motor vehicle. In general, Department Heads should be available via cellular
device.
b. Town employees who by title and responsibility routinely serve or are subject to
serve in command or field coordinator roles for actual incidents or events, or
rehearsals for such, where individual or public safety and wellbeing may be
threatened.
c. Town employees with whom immediate and direct telephonic communication is
necessary in the performance of their professional responsibilities and
organizational duties.
d. Town employees for whom assigned duties and responsibilities require mobile
communication access, and a cellular telephone provides economic or functional
benefits over and above other means of communication, such as:
i.
ii.
iii.
iv.
v.

Employees with whom, in the performance of their job, it is necessary to
be in 24 hour per day contact;
Employees for whom for the purposes of confidentiality, use of other
communication tools is deemed inappropriate;
Employees for whom in the performance of their professional
responsibilities the employee’s personal safety or the safety of others is at
risk;
Employees who, in the performance of their professional responsibilities,
are frequently required to supervise activities outside of the normal
workplace at facilities and sites normally inaccessible; and
Employees who need to be in ready contact with Police and/or Fire
personnel.

e. Departmental ‘pool’ phones allocated for shared usage within a department are
the responsibility of the department manager. Managers shall ensure phones are
allocated as responsibilities warrant and are maintained for proper operation.
2. Justifying and Requesting a Cellular Telephone
Department Heads who request that an employee be allocated a cellular phone or for
reimbursement shall make a written request to the Town Administrator for review and
recommendation. The request shall include justification of need, function, and
funding source.
3. Review and approval of Cellular Telephone Requests
The Town Administrator shall have final authority for determining that cellular
technology is the most appropriate communication technology for the employee.

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4. Acquisition and Replacement
a. Acquisition and replacement will be in accordance with the Town’s procurement
policy.
b. The Town Administrator shall make a recommendation on the most appropriate
cell phone and plan based on an employee’s job responsibilities.
c. The Department Head shall contact The Town Administrator to have any phone
repaired and replaced if necessary.
D. USE OF CELLULAR PHONES
All employees assigned a cell phone must sign the Acknowledgement of Receipt of
Municipal Wireless Telephone Usage Policy before being allocated a phone. Cell phones
are acquired with public funds and are so acquired to enable Town employees to transact
the public’s business in the most efficient and cost-effective method possible. Cell phone
numbers are the property of the Town and are not transferable and shall be used in the
same manner and with the same care and stewardship as all public resources.
The use of a Town-issued cell phone is to conduct official business. The use of cell
phones should never interfere with an employee’s attention to duty and should never be
used when engaged in safety-sensitive functions requiring the employee’s full attention.
Sending photos or text messaging is prohibited unless it can be clearly linked to the
conduct of official Town business. Additionally, employees should limit the use of their
personal cell phones, in frequency and duration, to the greatest extent possible during
hours of employment. This includes incoming as well as outgoing phone calls. Personal
calls should not interfere with an employee’s duties and should not impact an employee’s
productivity.
Regardless of whether a Town-owned cell phone is being used for public or incidental
personal purposes, non-public safety employees shall not initiate a cell phone call while
they are driving a motor vehicle or operating equipment. Non-public safety employees
who receive a cell phone call while driving a motor vehicle or operating equipment are
required to stop the vehicle/equipment in a safe location so that communication is held
while the vehicle is stopped. The use of “hands free” technology is acceptable as long as
it does not interfere with the safe operation of the vehicle. Public Safety (police, fire)
employee use of Town-owned cell phones while driving a motor vehicle will be governed
by departmental policy. Employees shall follow the laws of the Commonwealth as they
relate to the use of mobile devices while driving.
FLSA exempt employees assigned cell phones shall power-on cell phones at all times
during their workday, while on-call, and while not accessible by other means of
telecommunication.

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E. MONITORING
Immediate supervisors and Department Heads are responsible for monitoring the use of
cell phones to ensure they are being used appropriately in accordance with this policy.
The Department Head shall be responsible to address inappropriate use, abuse, or failure
to adhere to established policies. Inappropriate use of cell phones shall be reported to the
respective Department Head with a copy to the Town Administrator.
The Town shall make provisions for providing cellular telephone communication
capabilities to employees who, on an intermittent basis, meet the criteria for cell phone
issuance.
The Town Administrator and/or Department Heads have the right to revoke, reevaluate, or
deny use, issuance or assignment of cell phones at any time.

XXVIII.

CRIMINAL OFFENDER RECORD INFORMATION (CORI)

This policy is applicable to the criminal history screening of prospective and current employees,
subcontractors, volunteers and interns, professional licensing applicants, and applicants for the rental
or leasing of housing. Where CORI and other criminal history checks may be part of a general
background check for employment, volunteer work, licensing purposes, or the rental or leasing of
housing, the following practices and procedures will be followed.
The Town currently has four departments authorized to access CORI: Police, Park and Recreation,
School, and Human Resources. Each department is responsible for complying with CORI
regulations as defined in Chapter 256 of the Acts of 2010 and G.L. c. 6, § 172. Human Resources
will conduct CORI checks for all departments without CORI access.
A. Conducting CORI Screening
CORI checks will only be conducted as authorized by the DCJIS and G.L. c. 6, §172, and
only after a CORI Acknowledgement Form has been completed. With the exception of
screening for the rental or leasing of housing, if a new CORI check is to be made on an
individual within a year of their signing of the CORI Acknowledgement Form, the
individual shall be given seventy-two (72) hours’ notice that a new CORI check will be
conducted. If a requestor is screening for the rental or leasing of housing, a CORI
Acknowledgement Form shall be completed for each and every subsequent CORI check.
B. Access to CORI
All CORI obtained from the DCJIS is confidential, and access to the information must be
limited to those individuals who have a “need to know”. This may include, but not be limited
to, hiring managers, staff submitting the CORI requests, and staff charged with processing
job applications. Human Resources will maintain and keep a current list of each individual
authorized to have access to, or view, CORI. This list must be updated every six (6) months
and is subject to inspection upon request by the DCJIS at any time.
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C. CORI Training
An informed review of a criminal record requires training. Accordingly, all personnel
authorized to conduct criminal history background checks and/or to access or review CORI
information at the Town must review, and be thoroughly familiar with, the educational and
relevant training materials regarding CORI laws and regulations made available by the
DCJIS.
D. Use of Criminal History in Background Screening
CORI used for employment purposes shall only be accessed for applicants who are otherwise
qualified for the position for which they have applied. Unless otherwise provided by law, a
criminal record will not automatically disqualify an applicant. Rather, determinations of
suitability based on background checks will be made consistent with this policy and any
applicable law or regulations.
E. Verifying an Individual’s Identity
If a criminal record is received from the DCJIS, the information is to be closely compared
with the information on the CORI Acknowledgement Form and any other identifying
information provided by the applicant to ensure the record belongs to the applicant. If the
information in the CORI record provided does not exactly match the identification
information provided by the applicant, a determination is to be made by an individual
authorized to make such determinations based on a comparison of the CORI record and
documents provided by the applicant.
F. Inquiring about Criminal History
In connection with any decision regarding employment, volunteer opportunities, housing, or
professional licensing, the subject shall be provided with a copy of the criminal history
record, whether obtained from the DCJIS or from any other source, prior to questioning the
subject about his or her criminal history. The source(s) of the criminal history record is also
to be disclosed to the subject.
G. Determining Suitability
If a determination is made, based on the information as provided in Section E of this policy,
that the criminal record belongs to the individual, and the subject does not dispute the
record’s accuracy, then the determination of suitability for the position or license will be
made. Unless otherwise provided by law, factors considered in determining suitability may
include, but not be limited to, the following:
1. Relevance of the record to the position sought;
2. The nature of the work to be performed;
3. Time since the conviction;
4. Age of the candidate at the time of the offense;
5. Seriousness and specific circumstances of the offense;
6. The number of offenses;
7. Whether the applicant has pending charges;
8. Any relevant evidence of rehabilitation or lack thereof; and
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9. Any other relevant information, including information submitted by the candidate or
requested by the organization.
H. Adverse Decisions based on CORI
If an authorized official is inclined to make an adverse decision based on the results of a
criminal history background check, the applicant will be notified immediately. The subject
shall be provided with a copy of the organization's CORI policy and a copy of the criminal
history. The source(s) of the criminal history will also be revealed. The subject will then be
provided with an opportunity to dispute the accuracy of the CORI record. Subjects shall also
be provided a copy of DCJIS’ Information Concerning the Process for Correcting a
Criminal Record.
I. Secondary Dissemination Logs
All CORI obtained from the DCJIS is confidential and can only be disseminated as
authorized by law. A central secondary dissemination log shall be used to record any
dissemination of CORI outside of authorized individuals, including dissemination at the
request of the subject.
XIX.

VEHICLE USAGE POLICY
A. PURPOSE
1. The purpose of this policy is to establish guidelines and standards for:
a. Vehicle Uses – Municipal, Personal, and Stipends
b. Personal Vehicle Use for Work Related Travel
c. Municipal Vehicle Assignments
d. Commuting and Imputed Tax
e. Vehicle Accident Reporting
f. Responsibilities When Driving a Municipal or a Personal Vehicle
g. Policy Exemptions
B. APPLICABILITY
The policy applies to all employees of the Town unless specifically mentioned in a
similar policy by a governing board. For the purposes of this policy, vehicles purchased
by the Light & Water Departments are governed by the Light & Water Commissioners.
Vehicles purchased by the School Department are governed by the School Committee.
All other Town vehicles will be governed by the Town Administrator regardless of
department and/or Appointing Authority.
If any provision of this policy violates any governing law or regulation, or if any law or
regulation applicable to this policy becomes effective after the effective date of this
policy, then this policy shall be deemed changed to be in compliance with such governing
law or regulation.
C. DEFINITIONS
Vehicle Stipend – the amount approved by the Town Administrator to compensate an
employee for regular and routine use of a Personal Vehicle for work related travel.
Vehicle Stipends are considered compensation and as such are subject to taxation.
Expense Reimbursement – payment for approved expenses relating to Personal Vehicle
use upon receipt of written documentation. Expense reimbursement is not considered to
be compensation.

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Municipal Vehicle –automobiles, truck, vans, or other self-propelled equipment owned,
rented, or leased by the Town and licensed for travel on a public way.
Personal Vehicle – a vehicle owned or available for private use by the employee.
Commuting – the use of a Municipal Vehicle for travel between the employee’s
residence and his or her principal work location. Under Internal Revenue Service (IRS)
regulations, the benefit of using a Municipal Vehicle for commuting is considered taxable
income to an employee and the value of the personal use of the Municipal Vehicle will be
included in his or her compensation.
D. VEHICLE USES
1. Municipal Vehicles
It is the policy of the Town that certain positions require employee access to
Municipal Vehicles, either during their work shift or on a 24-hour on-call basis.
Municipal Vehicles are not Personal Vehicles and are not for personal use. Municipal
Vehicles should be viewed as belonging to the Town and are assigned solely for
purposes consistent with providing services to the Town and its citizens and visitors.
2. Personal Vehicles
It is the policy of the Town to reimburse employees for reasonable expenses which
they incur as a result of Personal Vehicle use on behalf of the Town. Receipts and
expense reports must be submitted in a timely manner in order for employee to be
reimbursed for such expenses.
3. Vehicle Stipend
It is the policy of the Town that in the event an employee is required to use his or her
Personal Vehicle on a year-round basis, and that employee has not been assigned a
Municipal Vehicle, the Town Administrator may authorize the payment of a Vehicle
Stipend. Such stipend may be rescinded at any time and will not be paid in
combination with personal automobile expense reimbursement.
E. ADMINISTRATIVE REQUIREMENTS
1. Reimbursement of Work-Related Travel Expenses
When an employee is authorized to use a Personal Vehicle for work-related travel, he
or she shall be reimbursed for mileage at the IRS standard mileage rate, unless
covered by contract or stipend. Employees will be notified by the Accounting
Department of any changes to the IRS rate which typically changes every January 1.
In addition to the mileage rate, the Town will reimburse employees authorized to
travel outside of the Town, driving a Personal or Municipal Vehicle, within the scope
of employment, for tolls and reasonable parking expenses, when receipts are
provided.
Employees receiving a Vehicle Stipend may be reimbursed for reasonable parking
expenses. Those employees will not be reimbursed for tolls that are paid by the
employee during his or her normal commute to work.
In order to be reimbursed for Personal Vehicle use, employees must complete a
Reimbursement Expense Form provided by the Accounting Department and submit
the same with appropriate supporting documentation and/or receipts in a timely
manner. Employees will not be reimbursed for commuting between their homes and
offices or other regular work locations or any other personal use.

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2. Insurance
Employees who are authorized to use Personal Vehicles for work related travel are
required to show proof to the Accounting Department, on an annual basis, of the
following minimum levels of insurance coverage:
a. •
Bodily Injury:
$100,000/$300,000
b. •
Property Damage:
$50,000
F. MUNICIPAL VEHICLES
1. Employees are required to have a valid motor vehicle license for the class of vehicle
to be operated issued by the Commonwealth of Massachusetts or their state of current
residence and must show proof of such valid license to their Supervisor or
Department Head prior to being assigned a Municipal Vehicle. Prior to the
assignment of a municipal vehicle, a copy of the operator’s Massachusetts driving
record will be reviewed.
2. Employees authorized to use municipal vehicles may be subject to periodic driving
record checks through the Registry of Motor Vehicles. Driving records may be
reviewed by the HR Department, Department Head, and/or the Town Administrator.
Employees may be disqualified from driving municipal vehicles if driving records
indicate a safety concern.
3. Assignment of Municipal Vehicles
a. The assignment of Municipal Vehicles with commuting privileges (24-hour
access) will be made by the Town Administrator and will only be considered for
employees who require a vehicle for the ordinary and necessary discharge of their
job functions, as identified in an approved position description provided by the
Department Manager and Human Resources Department. The following criteria
will be used in the determination of eligibility for 24-hour vehicle use:
i. Bona-fide non-compensatory reason that requires commuting in the municipal
vehicle;
ii. Officially designated 24-hour on-call status;
iii. Requirement for frequent emergency availability during non-working hours;
iv. Issuance of a pager or other communication device; and/or
v.
Emergency or other equipment contained in the vehicle.
The vehicles classified as 24-hour emergency use for the Town are:
i. Police and Fire Chiefs
ii. Police and Fire Deputy Chief
iii. Police Lieutenants and Detectives (unmarked)
iv. DPW Director
v. Highway Superintendent
vi. Highway General Foreman
vii. On-Call Water Employee Vehicle
viii. On-Call Light Employee Vehicle
The following Municipal Vehicles should be secured on Town premises at the
close of business:
i. All other Police and Fire Vehicles
ii. Park and Recreation Vehicles
iii. Cemetery Vehicles
iv. Building Commissioner Vehicle

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v.
Light Department Vehicles
vi. Water Department Vehicles
vii. MART Vehicles
viii. School Department Vehicles
ix. Assessing Vehicles
x.
LCTV Vehicles
b. Municipal Vehicle assignments may be rescinded in writing at the discretion of
the assigning authority. Allowance of commuting privileges to non-emergency
municipal vehicles may be made by the Town Administrator (see Attachment A).
c. The reimbursement of fuel costs associated with personal use of vehicles is
included in the payment at the IRS standard mileage rate. If an employee’s
personal vehicle is supplied fuel by the Town, the employee shall reimburse the
Town at cost. Failure to do so will cause the Town-supplied fuel to be treated as
imputed income to the employee.
d. The Town may install GPS monitoring systems in any Municipal Vehicle.
4. Employees authorized to commute in a Municipal Vehicle may be subject to imputed
income regulations as set forth by the Internal Revenue Service, which considers a
certain portion of the vehicle use (namely the commute) to be income for the
purposes of taxation. The Town Treasurer shall be responsible for determining any
tax liability and will be provided with the names of all employees authorized to use
Municipal Vehicles for commuting purposes. In the first year of service, the
employee will provide an estimate of both total miles and personal miles they
anticipates driving during the following reporting period. The normal commuting
distance of the employee will be used as a minimum estimate of personal miles driven
during the reporting period. Each subsequent December 1st, the employee will be
required to submit a Mileage Reporting Form (see Attachment E) as well as a copy of
their mileage log. Any true-up between the estimated personal miles and the actual
personal miles driven will occur in December of each year.
Employees who are assigned marked and unmarked police vehicles, and/or Municipal
Vehicles that meet eligibility criteria as defined under 26 CFR 1.274-5T will not be
subject to imputed income taxation as a result of the vehicle assignment. This
includes Police and Fire Chiefs, Police Deputy Chief, Lieutenants and Detectives.
G. RULES AND RESPONSIBILITIES
Employees who drive a Municipal or Personal Vehicle are responsible for, but not limited
to, the following:
1. Municipal Vehicles may only be used for legitimate municipal business.
2. Individuals assigned a Municipal Vehicle with commuting privileges may take
“incidental personal uses” such as stopping at a grocery store or going to the bank on
their way home.
3. Operators should exercise sound judgment at all times when using assigned
Municipal Vehicles and should avoid the appearance of misuse.
4. The Massachusetts Conflict of Interest Law discusses unwarranted privileges. Using
public equipment or resources for unauthorized personal use constitutes use of an
official position to obtain an unwarranted privilege not similarly available to others.
Misuse of an assigned Municipal Vehicle is an ethics violation.

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5. Municipal Vehicles shall not be used to transport any individual who is not directly or
indirectly related to municipal business. Passengers shall be limited to Town
employees and individuals who are directly associated with Town work activity
(committee members, consultants, contractors, etc.). Family members shall not
ordinarily be transported in Municipal Vehicles unless prior approval is granted by
the Town Administrator. Police Officers transporting individuals in the performance
of their normal job duties are exempt from this provision.
6. The use of Personal Vehicles for transporting individuals unrelated to municipal
business shall not occur on Town work time.
7. Municipal Vehicles shall contain only those items for which the vehicle is assigned
and the operator’s necessary personal items.
8. The Town shall not be liable for the loss or damage of any personal property
transported in the Municipal Vehicle or for any personal property while using their
Personal Vehicle for work related travel.
9. Employees are expected to keep Municipal Vehicles clean, and to report any
malfunction, damage, needed repairs or other vehicle problems to their supervisors
immediately.
10. Employees assigned Municipal Vehicles for commuting purposes are expected to
park such vehicles in safe locations and to lock the car when not in use. Operators
should never leave vehicles unattended with the ignition keys in the lock or anywhere
in the vehicle.
11. Unless expressly exempted by law, employees are to ensure that they and all
passenger(s) in a Municipal Vehicle wear seat belts at all times, if the Municipal
Vehicle is so equipped.
12. All operators assigned a Municipal Vehicle will be tested for drugs and alcohol as
provided by US DOT regulations and the Town’s drug/alcohol policy.
13. Employees may not operate Municipal Vehicles or Personal Vehicles being used for
work-related travel under the influence of alcohol, illegal drugs, or any controlled
substances, including prescription medications for which driving is contraindicated.
14. Employees are prohibited from possessing alcoholic containers, illegal drugs, or
controlled substances in a Municipal Vehicle or in a Personal Vehicle being used for
work related travel.
15. Police Officers who are required to carry prohibited items in performing their normal
job duties are exempt from applicable provisions.
16. Employees operating a Municipal Vehicle or a Personal Vehicle while on workrelated travel must maintain a valid motor vehicle license issued by the
Commonwealth of Massachusetts or the state of their current residence, which must
be provided upon request by a Supervisor during a specific or periodic license check.
17. Employees operating a Municipal Vehicle or a Personal Vehicle while on workrelated travel shall drive defensively and obey all applicable traffic and parking
regulations, ordinances, and laws.
18. Employees who incur parking or other fines/citations while operating or using an
assigned Municipal Vehicle or using a Personal Vehicle on work related travel are
personally responsible for payment of such fines/citations.

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19. Employees who are issued citations for any offense while operating or using a
Municipal Vehicle must notify their Supervisor immediately when practicable, but in
no case later than 24 hours after the issuance of an issued citation.
20. An employee who is assigned a Municipal Vehicle and who is arrested for or charged
with a motor vehicle offense for which punishment includes suspension or revocation
of the motor vehicle license, whether in his or her Personal Vehicle or in a Municipal
Vehicle, must notify his or her Supervisor immediately when practicable, but in no
case later than 24 hours after such arrest or charge has occurred. License suspension
or conviction of an offense may be grounds for loss of Municipal Vehicle privileges.
21. No employee may use a Municipal Vehicle for out-of-state use without advance
approval of the Town Administrator.
22. When utilizing a Municipal Vehicle, employees are required to obtain fuel from
designated Municipal fueling facilities, unless fueling is required in the course of outof-town travel.
23. Smoking is not permitted in a Municipal Vehicle. Those utilizing a Personal Vehicle
for work related travel should be considerate of others in the vehicle who do not
smoke.
24. Drivers misusing Town vehicles may be held personally liable for damages to persons
or property, as well as their own legal expenses and defense, since the driver is acting
outside the course and scope of permitted Town business. Drivers who misuse Town
vehicles are also subject to disciplinary action by the Town.
H. CELLULAR PHONES AND HANDHELD ELECTRONIC DEVICES
The use of cellular phones and handheld electronic devices is governed by the Town’s
Municipal Wireless Telephone Usage Policy.
I. VEHICLE ACCIDENTS
When an employee using a Municipal Vehicle or Personal Vehicle on work-related travel
is involved in a motor vehicle accident, the operator must:
1. Stop the vehicle
2. Obtain the following information:
a. Name(s) and address(es) of the other driver(s);
b. Drivers license number(s) of the other driver(s);
c. Name(s) and address(es) of the owner(s);
d. Registration number(s) of the other vehicle(s) involved;
e. Name(s) and address(es) of other driver(s) insurance company(ies); and,
f. Name(s) and address(es) of any witness(es) to the accident.
1. Do not admit liability for the accident, even if the employee believes it was their
fault.
2. Immediately report details to the employee’s immediate supervisor.
3. When any person has been injured and/or when vehicles have suffered significant
damage, the local or state police must be called to the scene.
4. Do not move the vehicle in these circumstances until authorized by the police.
5. Unless an injury prevents the operator from doing so, they must fill out a Vehicle
Accident Report within 48 hours of the accident. A blank copy of the form may be
obtained from the Accounting office. The completed VAR shall be filed with their
direct Supervisor.

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6. The Supervisor shall ensure all information is in the report and file a copy with the
Town Administrator’s office.
7. The Supervisor shall also file a copy with the Human Resources Department for
placement in the employee’s personnel file.
J. SPECIAL CIRCUMSTANCES
This policy is intended to provide a basic framework governing the use of Personal and
Municipal Vehicles in the Town and as such cannot describe every situation that might
arise. Employees seeking clarification of this policy should contact their supervisor or the
HR Department. Exemptions from certain provisions of this policy may be authorized by
the appropriate governing body (i.e., Select Board, School Committee, Light and Water
Commissioners), under mitigating circumstances, at the request of the Department Head.
Such exemptions must be documented and signed off by the employee (see Attachment
B), approved by the appropriate governing board, and noted by the Human Resources
Department, so as to be placed in the employee’s personnel file.
K. EXEMPTIONS
Exemptions to the Vehicle Use Policy are strictly limited. Exemptions that will increase
the liability to the Town are prohibited. Issues related to insurance coverage,
transportation of individuals unrelated to municipal business, operating a vehicle without
a valid motor vehicle license, are examples of what may not be exempted.
XX.

ALCOHOL AND DRUGS/CONTROLLED SUBSTANCES USE AND TESTING POLICY
The Town has a long-standing commitment to maintain the highest standards for employee and
public safety and health and the misuse of alcohol or the use of drugs/controlled substances is
contrary to these high standards. The purpose of the Policy is to reduce accidents that result from
the misuse of alcohol or the use of drugs/controlled substances, thereby reducing fatalities,
injuries, and property damage.
The use or possession of alcoholic beverages or drugs/controlled substances by Town employees
while on Town property, in any Town vehicle, or on Town time, including breaks or lunchtime,
paid or unpaid, during any shift, is prohibited.
Any applicant or employee who is required to hold a Commercial Driver’s License or who
performs safety-sensitive functions will be subject to the alcohol and drugs/controlled substances
testing provisions of this policy. The Town has implemented the Federal Highway
Administration (“FHA”) Alcohol and Drug Testing Regulations as set forth in 49 CFR Parts 382,
391, and 392, and the Department of Transportation, Procedures for Transportation Workplace
Drug and Alcohol Testing Programs as set forth in 49 CFR Part 40, and as they may be amended.
A. DEFINITIONS
Any term which is not defined shall be given its ordinary common sense meaning. Unless
the context indicates otherwise, the terms defined herein shall have the following
meanings:
Accident
1. Except as provided in paragraph (b) of this definition, an occurrence involving a
commercial motor vehicle operating on a public road which results in:
a. A fatality;
b. Bodily injury to a person who, as a result of the injury, immediately receives
medical treatment away from the scene of the accident; or

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c. One or more motor vehicles incurring disabling damage as a result of the accident,
requiring the vehicle to be transported away from the scene by tow truck or other
vehicle.
2. The term accident does not include:
a. An occurrence involving only boarding and alighting from a stationary motor
vehicle; or
b. An occurrence involving only the loading or unloading cargo; or
c. An occurrence in the course of the operation of a passenger car or a multipurpose
passenger vehicle (as defined in 49 CFR §571.3) by a motor carrier and is not
transporting passengers for hire or hazardous materials of type and quantity that
require the motor vehicle to be marked or placarded in accordance with 49 CFR
§177.823.
Alcohol - the intoxicating agent in beverage alcohol, ethyl alcohol or other low molecular
weight alcohols including methyl or isopropyl alcohol.
Alcohol Concentration or Content - the alcohol in a volume of breath expressed in terms
of grams of alcohol per 210 liters of breath as indicated by an evidential breath test.
Alcohol Test - a test conducted by a Breath Alcohol Technician or any other person
approved by the Department of Transportation rules, using an Evidential Breath Testing
Device to measure the amount of alcohol concentration in a volume of breath, or any
other test used to detect the presence of alcohol that is approved by the Federal Highway
Administration (FHWA).
Alcohol Use - the consumption of any beverage, mixture, or preparation, including any
medication containing alcohol.
Breath Alcohol Technician (BAT) - an individual who instructs and assists individuals in
the alcohol testing process and operations an EBT.
Commercial Motor Vehicle - means a motor vehicle or combination of motor vehicles
used in commerce to transport passengers or property if the motor vehicle:
1. Has a gross combination weight rating of 26,001 or more pounds inclusive of a towed
unit with a gross vehicle weight rating of more than 10,000 pounds; or
2. Has a gross vehicle weight rating to 26,001 or more pounds; or
3. Is designed to transport 16 or more passengers, including the driver; or
4. Is of any size and is used in the transportation of materials found to be hazardous for
the purposes of the Hazardous Materials Transportation Act and which require the
motor vehicle to be placarded under the Hazardous Materials Regulations (49 CFR
part 172, subpart F).
Confirmation Test
1. For alcohol testing, a confirmation test means a second test following a screening test
with a result greater than 0.00 that provides quantitative data of alcohol concentration.
Confirmation of the screening test must be by an Evidential Breath Testing (EBT)
device listed on the National Highway Traffic Safety Administration’s (NHTSA)
Conforming Products List (CPL), and must be capable of printing out each test result
and air blank, and must sequentially number each test.
2. For drugs/controlled substances testing, a confirmation test means a second analytical
procedure to identify the presence of a specific drug or drug metabolite which is
independent of the screen test and which uses a different technique and chemical
principal from that of the screen test in order to ensure reliability and accuracy. (Gas

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Chromatography/Mass Spectrometry (GC/MS) is the authorized confirmation method
for cocaine, marijuana, opiates, amphetamines, and phencyclidine).
Covered Employee - includes drivers as defined herein, mechanics, and individual who
loads or unloads the vehicle, or any other individual who performs a safety-sensitive
function.
Driver - Any person who operates a commercial motor vehicle, including, but not limited
to, full-time, part-time, regularly employed drivers, casual, intermittent or occasional
drivers, leased drivers and independent, owner-operator contractors who are either
directly employed by or under lease to the Town or who operate a commercial motor
vehicle at the direction of or with the consent of the town. For the purposes of preemployment/pre-duty testing only, the term driver includes an individual applying to the
Town for a position which involves the operation of a commercial motor vehicle.
Drug/Controlled Substance - Controlled substances include cocaine, marijuana, opiates,
amphetamines, and phencyclidine and any other substance determined by the U.S. or the
Commonwealth of Massachusetts to be a drug/controlled substance.
Evidential Breath Testing Device (EBT) - An EBT approved by the National Highway
Traffic Safety Administration (NHTSA) for evidential testing of breath and placed on
NHTSA’s “Conforming Products List of Evidential Breath Measurement Devices”
(CPL), and identified on the CPL as conforming with the model specifications available
from the National Highway Safety Administration, Office of Alcohol and State
Programs.
Follow-up Test - A follow-up test is an alcohol and/or drugs/controlled substances test
administered to a covered employee who has violated the prohibitions of this policy and
who has been permitted to return to duty after passing a return-to-duty alcohol and/or
drugs/controlled substances test.
Medical Review Officer (MRO) – An MRO is a licensed physician (medical doctor or
doctor of osteopathy) responsible for receiving laboratory results generated by the
Town’s drug testing program who has knowledge of substance abuse disorders and has
appropriate medical training to interpret and evaluate an individual’s confirmed positive
result together with his or her medical history and any other relevant biomedical
information.
Pre-Employment Test - A pre-employment test is an alcohol and/or drugs/controlled
substances test administered to an individual prior to the first time the individual
performs a safety-sensitive function upon appointment to a position requiring the
individual to hold a CDL or prior to the first time the individual performs a safetysensitive function after having been laid off from a position requiring the individual to
hold a CDL. In addition, alcohol and/or drugs/controlled substances tests may be
administered to and person applying for a Town position.
Random Test - A random test is an alcohol and/or drugs/controlled substances test
administered to a driver who has been randomly selected by a scientifically valid method
from among the pool of Town drivers subject to such tests.
Reasonable Suspicion Test - A reasonable suspicion test is an alcohol and/or
drugs/controlled substances test administered to a covered employee as a result of a
trained Town official’s belief that the covered employee has violated the drug, alcohol, or
controlled substances prohibitions of this policy. A reasonable suspicion determination
must be based on specific contemporaneous, articulable observations concerning the

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appearance, behavior, speech or body odors of the covered employee. The observations
may include indications of the chronic and/or withdrawal effects of drugs/controlled
substances or alcohol and any of the following:
1. Documentation of unsatisfactory work performance or on-the-job behavior.
2. Evidence off the manufacture, distribution, dispensing, possession, or use of
drugs/controlled substances, alcohol, or other prohibited substances.
3. Occurrence of a serious or potentially serious accident that may have been caused by
human error.
4. Fights (physical contact), assaults, and flagrant disregard or violations of established
safety, security or other work rules.
Refusal to Submit (To an Alcohol or Controlled Substance Test)
1. A covered employee who fails to provide adequate breath for testing without a valid
medical explanation after he or she has received notice of the requirement for breath
testing in accordance with the provisions of this part;
2. A covered employee who fails to provide adequate urine for controlled substances
testing without a valid medical explanation after he or she has received notice of the
requirement for urine testing in accordance with the provisions of this part;
3. A covered employee who engages in conduct that clearly obstructs the testing
process;
4. A covered employee who fails to be readily available for post-accident testing; and
5. A covered employee who fails to report to, and undergo alcohol and drugs/controlled
substances testing, a collection site as required.
Safety-Sensitive Function - A covered employee shall be considered to be performing
safety-sensitive functions whenever:
1. inspecting or servicing the vehicle, or
2. driving or at the controls of the vehicle, or
3. resting in the vehicle, or
4. loading or unloading the vehicle including the performance of any related paperwork,
or
5. performing those duties required of a driver involved in a vehicle accident, or
6. repairing or attending to a disabled vehicle, or
7. during all time while providing a breath sample or urine specimen including travel
time to and from the collection site in order to comply with testing being directed by
the Town.
Screening Test (Also Known as an Initial Test)
1. In alcohol testing, a screening test means an analytical procedure to determine
whether a covered employee may have a prohibited concentration of alcohol in his or
her system.
2. In drugs/controlled substances testing, a screening test means an immunoassay screen
(or other DHHS-approved test) to eliminate “negative” urine specimens from further
consideration.
Substance Abuse Professional (SAP) - a licensed physician (Medical Doctor or Doctor
of Osteopathy), or a licensed or certified psychologist, social worker, or addiction
counselor (certified by the National Association of Alcoholism and Drug Abuse
Counselors Certification Commission) with knowledge of and clinical experience in the
diagnosis and treatment of alcohol and drugs/controlled substances-related disorders.

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Vehicle - A commercial motor vehicle as defined above.
B. PROHIBITED CONDUCT
1. GENERAL
a. If a municipal employee or official has actual knowledge that any of the following
prohibitions have been violated, they shall not permit that employee in violation
from performing any covered functions.
b. No covered employee shall report for duty or remain on duty while using any
drug/controlled substance, except when the use is pursuant to the instructions of a
physician who has advised the employee that the substance does not adversely
affect the employee’s ability to perform the covered function.
2. ALCOHOL
a. Covered employees are prohibited from reporting for duty or remaining affected
by alcohol or when their blood alcohol concentration is 0.02 or greater.
b. Covered employees are prohibited from possessing or using alcohol while on
duty. Covered employees are prohibited from having used alcohol within four (4)
hours of reporting for duty. Employees are cautioned that refraining from alcohol
for four (4) hours before reporting for duty may not result in a negative test.
Alcohol levels are affected by the amount of alcohol consumed, physical
characteristics of the employee, and the employee’s rate of metabolizing alcohol
which has been consumed.
c. Covered employees are prohibited from using alcohol during the hours that they
are on call. NOTE: Covered employees are cautioned that prescription drugs and
over the counter medications which contain alcohol may result in the employee
having a positive test.
d. Drivers are prohibited from performing safety-sensitive functions for 24 hours
following an alcohol test result indicating an alcohol concentration of greater than
0.02. Such drivers shall be in a non-paid status for the period of time they are
prohibited from performing safety-sensitive functions.
e. A covered employee is prohibited from being on duty or operating a municipal
motor vehicle while the employee possesses alcohol unless the alcohol is being
transported on municipal business.
f. A covered employee required to take a post-accident alcohol test is prohibited
from using alcohol for eight (8) hours following the accident or until they
undergoes a post-accident alcohol test, whichever occurs first.
g. A covered employee is prohibited from refusing to submit to a post-accident,
reasonable suspicion, return-to-duty or follow-up alcohol test. A driver is
prohibited from refusing to submit to a pre-employment, post-accident, random,
reasonable suspicion, return-to-duty, or follow-up alcohol test.
3. DRUGS/CONTROLLED SUBSTANCES
a. A covered employee is prohibited from reporting for duty or remaining on duty
when the covered employee uses any drugs/controlled substances, except when
the use is pursuant to the instructions of a physician who has advised the
employee that the substance does not adversely affect their ability to safely
perform their duties.
b. A driver is prohibited from reporting for duty, remaining on duty, or performing a
safety-sensitive function if the driver tests positive for drugs/controlled

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substances. A covered employee is prohibited from reporting for duty and
remaining on duty if the covered employee tests positive for drugs/controlled
substances. A covered employee who tests positive for drugs/controlled
substances shall be required to be evaluated by a SAP. Any removal from duty
shall be without pay. Subject to the supervisor’s approval, employees will be
allowed to substitute accrued paid leave for time lost under this provision.
However, such substitution will be granted on a one time basis.
c. A driver is prohibited from refusing to submit to a pre-employment, postaccident, random, reasonable suspicion, return to duty, or follow-up test for
drugs/controlled substances. A covered employee is prohibited from refusing to
submit to a pre-employment, post-accident, reasonable suspicion, return-to-duty,
or follow-up drugs/controlled substances test.
C. TRAINING AND EDUCATION
1. EMPLOYEE TRAINING
a. Employees who fall under the scope of this policy shall receive training consisting
of the following:
i. The identity of employer representatives available to answer questions about
these materials.
ii. The categories of individuals who are subject to the alcohol and drug testing.
iii. Specific information about individual conduct prohibited by DOT
alcohol/drug regulations.
iv. Circumstances for testing for alcohol and/or drugs, protect the individual and
the integrity of the testing process, safeguard the validity of the test results,
and ensure that those results are attributed to the correct individual.
v. The requirement that an individual submit to DOT alcohol and drug tests.
vi. Explanation of the consequences of refusing to submit to DOT alcohol and
drug tests, including the requirement that the individual be removed
immediately from safety-sensitive functions, and the requirements for
evaluation and/or treatment by a SAP and return to duty and/or follow-up
testing.
vii. The consequences for individuals found to have an alcohol concentration of
0.02 or greater.
viii. Information concerning the effects of alcohol and drug use on an
individual’s health, work, and personal life; signs and symptoms of an alcohol
or drug problems (the individual’s or coworker’s); and available methods of
intervening when an alcohol or drug problems is suspected, including
confrontation, referral to any employee assistance program, and/or referral to
management.
2. SUPERVISOR TRAINING
a. Supervisory personnel responsible for covered employees will receive training
under this Policy.
b. The training shall include at least one 60-minute period of training on the specific,
contemporaneous physical, behavioral, and performance indicators of probable
drug use, and at least one 60-minute period of training on the specific,
contemporaneous physical, behavioral, and performance indicators of probable
alcohol misuse.

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c. Training shall be for supervisors who may determine whether an employee must
be alcohol and/or drug tested for reasonable suspicion.
D. NOTICE
1. Before performing a drug, alcohol, or controlled substances test under the
requirements of the Department of Transportation rules and regulations, drivers being
tested shall be notified that the alcohol and/or drugs/controlled substances test is
required by 49 CFR Part 382.
2. Before performing a drug, alcohol, or controlled substances test under this policy,
covered employees other than drivers being tested shall be notified that the alcohol
and/or drugs/controlled substances test is required by this policy.
E. TESTING PROCEDURE
Any drug, alcohol, or controlled substances testing will comply with the procedure of
Title 49 CFR Part 40.
1. GENERAL
a. Title 49 Code of Federal Regulations (CFR) Part 382 requires that employers of
Commercial Motor Vehicle (CMV) operators test their employees for alcohol and
prohibited drugs under the following work-related conditions:
i. Pre-Employment/ Pre-Assignment
ii. Random
ii. Reasonable Suspicion
iv. Post-Accident
v. Return-to-Duty
vi. Follow-Up
b. Title 49 CFR Part 40 specifies procedures which must be followed by the Town,
and its service providers (e.g. MROs) when conducting alcohol and drug testing
pursuant to regulations issued by agencies of the Department of Transportation.
c. All information related to testing will be treated as confidential except as required
to comply with DOT requirements, safeguard the safety of personnel and the
public, or as otherwise legally required or allowed.
d. The Town shall test each employee who performs a function listed in Appendix B
for evidence of the following substances:
Marijuana, Cocaine, Opiates, Phencyclidine (PCP), and Amphetamines
2. PRE-EMPLOYMENT TESTING
Employees currently in a “covered” position are not required to submit to a preassignment test upon entering another “covered” position.
a. A pre-employment alcohol test with a result indicating an alcohol
concentration less than 0.02, and drug test indicating a verified negative result,
must be conducted before an individual is hired and when an individual is
transferred/promoted from a non-covered to a covered position. This also
applies to employees returning from a leave of absence who have not been
participating in the AMPADP and subject to the random selection process.
Employees with an alcohol test result concentration of 0.02 or greater or who
fail the drug test will not be assigned into the safety sensitive position and will
remain in their current position.
b. New employees shall sign a Consent for Release of Alcohol and Drug Misuse
and Testing Information form. This form authorizes the Town to obtain

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information on the individual’s DOT alcohol tests with a concentration of 0.04
or greater, positive DOT drug test results, and refusals to be tested, within the
preceding two years, which are maintained by the individual’s previous
employers. The individual shall not be allowed to perform safety-sensitive
functions after 14 days without obtaining this information.
Exception: The only exception to this requirement is if the information has been
requested but a previous employer, in violation of DOT regulation, refuses to provide
the information. In this case, a notation of such circumstances must be placed in the
individual’s file. If the individual stops performing safety-sensitive functions before
expiration of the 14-day period or before the company has obtained the required
information, the company must still obtain the information.
3. 3RANDOM TESTING
a. The primary purposes of random testing are to deter alcohol and/or prohibited
drug use and to ensure an alcohol and drug free work force. DOT regulations
require that covered employees shall be subject to alcohol and drug testing on an
unannounced and random basis.
Alcohol Testing:
The minimum annual percentage rate for random alcohol testing shall be 25
percent of the average number of driver positions.
Drug Testing:
The minimum annual percentage rate for random controlled substance testing
shall be 50 percent of the average number of driver positions.
b. The following is a discussion of some of the key aspects of the random testing
process.
i. Employees remain in the random selection pool at all times, regardless of
whether or not they have been previously selected for random or other
required testing. Each driver shall have an equal chance of being selected for
testing each time selections are made.
ii. Employees shall be selected for testing by using a computer- based random
number generator or equivalent random selection method that is matched with
an employee’s social security number or employee ID number.
iii. Random alcohol and drugs/controlled substance test shall be unannounced and
shall be spread reasonably throughout the year.
iv. Employees will be selected for random testing based on the number of covered
employees at the time and the necessary testing rate.
v. Testing will be conducted on different days of the week throughout the annual
cycle.
c. Steps for random testing:
i. The ADPM (or designee) shall use the random selection procedures to
compile a list of covered employees selected for random testing during that
testing cycle.
ii. The ADPM (or designee) shall ensure that the list of social security numbers
or employee identification numbers will identify the correct employees who
are to be randomly tested during the testing cycle.
iii. The appropriate manager/supervisor will notify the employee to be tested to
report to the specific collection site as instructed.

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iv. Employees will be notified that they have been selected for testing at any time
during their shift on the day of collection.
v. Employees shall report immediately to the collection site within 30 minutes,
plus travel time, once notified by the appropriate official.
d. Employees who are directed to submit to an alcohol and drug test and who refuse
to cooperate will be considered to have failed the test, be removed from the job,
considered insubordinate and will be disciplined up to an including discharge.
4. REASONABLE SUSPICION TESTING
a. A covered employee shall promptly submit to an alcohol and/or drugs/controlled
substances test whenever a trained supervisor or trained Town official has a
reasonable suspicion to believe that the covered employee has violated the drug,
alcohol or controlled substances prohibitions of this policy.
b. The observations required by the paragraph above must be made during, just
preceding, or just after the period of the workday that the covered employee is
required to be in compliance with this policy.
c. After determination of reasonable suspicion, the alcohol test shall be administered
within two hours unless the supervisor or Town official prepares and maintains on
file a record stating the reasons the test was not administered within that time. The
test may be conducted up to eight hours after the reasonable suspicion is made. If
the test is not administered within eight hours after the determination, attempts to
administer the test shall stop and the supervisor or Town official shall record and
maintain on file the reasons why the test was not conducted.
d. No covered employee shall be subject to reasonable suspicion drug testing later
than 24 hours following the determination that reasonable suspicion exists to
require the covered employee to undergo such test. If the test is not administered
within 24 hours after the reasonable suspicion determination, attempt to
administer the test shall stop and the supervisor or Town official shall record and
maintain on file the reasons why the test was not conducted.
e. A trained supervisor or trained Town official who makes the determination that
reasonable suspicion exists to conduct an alcohol test shall not conduct the
alcohol test of the covered employee.
f. A written record shall be made of the observation leading to a drugs/controlled
substances reasonable suspicion test and shall be signed by the trained supervisor
or trained Town official who made the observations within 32 hours of the
observed behavior or before he results of the drugs/controlled substances test are
released, whichever is earlier.
g. A written record shall be made of the observations leading to an alcohol
reasonable suspicion test and shall be signed by the trained supervisor or trained
Town official who made the observations within 24 hours of the observed
behavior.
h. Nothing herein shall prohibit a supervisor or a Town official from determining
that a covered employee is unfit for duty. Nothing in this paragraph shall be used
to circumvent the requirements stated in this Section D.
5. POST-ACCIDENT TESTING
a. A surviving covered employee shall be subject to post-accident alcohol and
drugs/controlled substances testing as soon as practicable following the accident.

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b. A covered employee subject to post-accident testing shall be subject to a breath
alcohol test not later than eight hours following the accident and to a
drugs/controlled substances test no later than 32 hours following the accident.
c. If an alcohol test is not administered within two hours following the accident, the
trained supervisor or trained Town official shall prepare and maintain on file a
record stating the reasons the test was not administered. If an alcohol test is not
administered within eight hours following the accident, the trained supervisor or
trained Town official shall cease attempts to administer an alcohol test and shall
prepare and maintain the same record. If a drugs/controlled substances test is not
administered within 32 hours following the accident, the trained supervisor or
Town official shall cease attempts to administer a drugs/controlled substances
test, and prepare and maintain on file a record stating the test was not promptly
administered.
d. A covered employee who is subject to post-accident testing shall remain readily
available for such testing or shall be deemed to have refused to submit to testing.
Nothing herein shall be construed to require the delay of necessary medical
attention or to prohibit the covered employee from leaving the scene of the
accident for the period of time necessary to obtain assistance in responding to the
accident, obtain necessary medical treatment for injured people, or to obtain
materials necessary to secure the accident test.
6. RETURN-TO-DUTY TESTING
Employees who fail or refuse to take the alcohol and/or drug test under Reasonable
Suspicion, Post-accident, or Random, and where the action taken is short of discharge
will be allowed to return to their safety sensitive position only after receiving an
alcohol test result of less than 0.02 and/or passing a drug test in accordance with DOT
procedures as directed by the MRO, and after a rehabilitation plan, if applicable, and
a schedule for the employee’s return to work has been developed and determined by
the SAP.
7. FOLLOW-UP TESTING
a. A covered employee who has undergone an alcohol test with a result of 0.02 or
greater or who has tested confirmed positive for drugs/controlled substances, and
who is subject to, and has complied with the return-to-duty testing provisions
above, shall, at the Town’s discretion, be permitted to return to work subject to
the following:
i. The covered employee has been evaluated by a substance abuse professional
who shall determine what assistance, if any, the covered employee needs in
resolving problems associated with alcohol misuse and/or drugs/controlled
substances use; and
ii. The covered employee shall be subject to unannounced follow-up testing as
directed by an SAP.
a. The number and frequency of such follow-up testing shall be as directed
by the SAP, and consist of at least six (6) tests in the first twelve (12)
months following the individual’s return to duty.
b. Any such testing shall be performed in accordance with the requirements
of 49 CFR Part 40. Follow-up testing shall not exceed 36 months from the
date of the individual’s return to duty.

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c. The SAP may terminate the requirement for follow-up testing at any time
after the first six (6) tests have been administered, if the SAP determines
that such testing is no longer necessary.
8. DISPUTES OVER DRUG TEST RESULTS
If an employee disputes the validity of the drug test results, the reserve sample at the
laboratory will be made available for a second test.
For more information, see Section XI: RETESTING A SAMPLE.
F. TESTING PROCEDURES & REQUIREMENTS
1. ALCOHOL
a. Alcohol tests shall be administered by a Breath Alcohol Technician (BAT) using
an Evidential Breath Testing device (EBT) except that if the Department of
Transportation Federal Highway Administration approves administration of tests
by persons other than BATs or approves the use of other methods or technologies
for detecting the presence of alcohol then the administration of tests by such other
persons and/or the use of such other methods or technologies shall be permitted
under this policy.
b. Alcohol testing shall be conducted in accordance with procedures set out as
follows:
i. A covered employee directed to undergo alcohol testing shall proceed to the
designated test site as instructed.
ii. A covered employee shall follow all procedures and instructions given by the
Breath Alcohol Technician (BAT) including completing, signing, initialing,
and/or dating any required forms or logbooks. If the covered employee takes
the test but fails to sign the certification in Step 4 of the Breath Alcohol
Testing Form, or fails to initial the logbook entry and the test shows a
concentration of less than 0.02, it should not be considered a refusal to test.
iii. The testing site shall provide visual and aural privacy to the covered
employee, sufficient to prevent unauthorized persons from seeing or hearing
test results. All necessary equipment, personnel and materials for breath
testing shall be provided at the location where the testing is conducted.
iv. No unauthorized persons shall be permitted access to the testing location when
the Evidential Breath Testing Device remains unsecured or, in order to
prevent such persons from seeing or hearing test results, at any time when
testing is being conducted.
v. In unusual circumstances (for example, when it is essential to conduct a test
outdoors at the scene of an accident), a test may be conducted at a location
that does not fully meet the requirements of paragraph c, above. In such cases,
the covered employee shall be provided visual and aural privacy to the
greatest extent practicable.
vi. The BAT shall supervise only one covered employee’s use of the EBT at a
time and shall not leave the alcohol testing location while the testing
procedure for a given covered employee is in progress.
vi. Upon entering the test site, the covered employee shall be required to provide
the BAT with positive identification. Positive identification may take the form
of a photo ID card or identification by a supervisor or Town official. On

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request of the covered employee, the BAT shall provide positive identification
to the covered employee.
viii. If a screening test of a covered employee indicates a breath alcohol
concentration of less than 0.02, no further alcohol testing of the covered
employee shall be conducted during this testing event, the BAT shall transmit
the result to the Town in a confidential manner.
ix. If the result of a screening test of a driver indicates a breath alcohol
concentration of 0.02 or greater, the driver shall be required to undergo a
confirmation test.
x. If the confirmation test will be conducted by a different BAT, the BAT who
conducts the screening test shall complete and sign the Breath Alcohol
Testing Form and logbook entry. The BAT shall provide the covered
employee with Copy 2 of the form.
xi. If a BAT other than the one who conducted the screening test is conducting the
confirmation test, the covered employee shall be required to provide positive
identification in accordance with paragraph g. above, to the new BAT and the
covered employee may request positive identification of the new BAT.
xii. The covered employee shall not eat, drink, put any object or substance in his
or her mouth, and, to the extent possible, not belch during a waiting period
before the confirmation test. This waiting period begins with the completion
of the screening test and shall not be less than 15 minutes.
xiii. The confirmation test shall be conducted within 20 minutes of the completion
of the screening test.
xiv. If a BAT other than the one who conducted the screening test is conducting
the confirmation test, the new BAT shall initiate a new Breath Alcohol
Testing form. The covered employee shall then complete Step 2 on the form,
signing the certification. Refusal of the covered employee to sign the
certification shall be deemed a refusal to test.
xv. Refusal by the covered employee to complete and sign the Breath Alcohol
Testing form (Step 2), to provide breath, to provide an adequate amount of
breath, of otherwise to cooperate with the testing process in a way that
prevents the completion of the test shall be noted by the BAT in the
“Remarks” section of the form. The testing process shall be terminated and
the BAT shall immediately notify the Town Designated Representative
(TDR).
xvi. Refusal by the covered employee to complete and sign the Breath Alcohol
Testing Form (Step 2), to provide breath, to provide an adequate amount of
breath, of otherwise to cooperate with the testing process in a way that
prevents the completion of the test shall be deemed a refusal to test.
xvii. If a screening or confirmation test cannot be completed, or if an event occurs
that would invalidate the test, the BAT shall, if practicable, begin a new
screening or confirmation test, as applicable, using a new Breath Alcohol
Testing form with a new sequential test number.
xviii. If the covered employee is unable, or alleges that he or she is unable, to
provide an amount of breath sufficient to permit a valid breath test because of

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a medical condition, the BAT shall again instruct the covered employee to
attempt to provide an adequate amount of breath.
a. If the covered employee refuses to make the attempt, the BAT shall
immediately inform the TDR.
b. If the covered employee attempts and fails to provide an adequate amount
of breath, the BAT shall so note in the “Remarks” section of the breath
alcohol form and immediately inform the TDR.
c. If the covered employee attempts and fails to provide an adequate amount
of breath, the TDR shall direct the covered employee to obtain, as soon as
practicable after the attempted provision of breath, an evaluation from a
licensed physician who is acceptable to the Town concerning the covered
employee’s medical ability to provide an adequate amount of breath.
d. If the licensed physician determines, in his or her reasonable medical
judgment, that a medical condition has, or with a high degree of
probability, could have, precluded the covered employee from providing
an adequate amount of breath, the covered employee’s failure to provide
an adequate amount of breath shall not be deemed a refusal to take a test.
The physician shall provide to the Town a written statement of the basis
for his or her conclusion.
e. If the licensed physician, in his or her reasonable medical judgment, is
unable to determine that a medical condition has, or with a high degree of
probability, could have, precluded the covered employee from providing
an adequate amount of breath, the covered employee’s failure to provide
an adequate amount of breath shall be deemed a refusal to take a test. The
physician shall provide to the Town a written statement of the basis for his
or her conclusion.
2. DRUGS/CONTROLLED SUBSTANCES
Drugs/controlled substances testing shall be conducted by a certified laboratory and
in accordance with procedures set out as follows:
a. Covered employees directed to undergo a drugs/controlled substances test shall
proceed to the designated collection site as instructed.
b. Covered employees shall follow all procedures and instructions given by the
collection site persons. Failure to do so shall be considered a refusal to test.
c. The collection site person shall collect a urine sample from the covered employee
in accordance with Federal Highway Administration procedures.
d. Covered employees shall provide at least 45 ml of urine for testing. Covered
employees who fail to provide at least 45 ml of urine shall be subject to the
provisions of Paragraph 18 below.
e. The collection site person shall divide the specimen into two containers. One
container shall contain at least 30 ml of urine and shall be the primary specimen.
The other container shall contain at least 15 ml of urine and shall be a spilt
specimen.
f. Both containers shall be shipped in a single shipping container, together with
copies 1 and 2, and the split specimen copy of the chain of custody form, to the
laboratory.

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g. The laboratory shall log in the split specimen with the split specimen seal
remaining intact. The laboratory shall store the split specimen securely in
accordance with approved procedures.
h. The primary specimen shall undergo a screening test for the presence of
drugs/controlled substances. If a screening test detects the presence of
drugs/controlled substances, the primary specimen shall undergo a confirmation
test.
i. If the result of the test of the primary specimen is negative, the laboratory may
discard the split specimen.
j. The MRO shall review all primary specimen results. If the result of the test of the
primary specimen is confirmed positive for the presence of drugs/controlled
substances, the MRO shall notify the covered employee that the covered
employee has 72 hours in which to request a test of the split specimen if the
conformed positive test is verified as positive. If the result of the test of the
primary specimen is negative, the MRO shall have the authority to direct an
employee to undergo a retest for the presence of drugs/controlled substances if,
upon review of those results, the MRO has reason to believe the primary
specimen has been adulterated.
k. If the primary specimen tests confirmed positive for the presence of
drugs/controlled substances, the covered employee may request, in writing that
the MRO direct that the split specimen be tested is a different DHHS-certified
laboratory for the presence of the drug(s) or drug metabolite(s) for which a
positive test result was obtained in the test of the primary specimen. The MRO
shall honor such request if it is made within 72 hours of the covered employee
having been notified of a verified positive test result. The covered employee shall
be responsible for any and all costs associated with having the split specimen
tested.
l. If the covered employee has not contacted the MRO within 72 hours the covered
employee may present to the MRO information documenting that serious illness,
injury, inability to contact the MRO, lack of actual notice of the verified positive
test, or other circumstances unavoidably prevented the covered employee from
timely contacting the MRO. If the MRO concludes that there is a legitimate
explanation for the covered employee’s failure to contact the MRO within 72
hours, the MRO shall direct that the re-analysis of the primary specimen or
analysis of the split specimen, as applicable, be performed. The covered employee
may not request re-analysis of the primary specimen.
m. If the result of the test of the primary specimen is positive, the laboratory shall
retain the split specimen in frozen storage for 60 days from the date on which the
laboratory acquires it. Following the end of the 60-day period, if not informed by
the MRO that the covered employee has requested a test of the split specimen, the
laboratory may discard the split specimen.
n. If the MRO directs the first laboratory in writing to forward the split specimen to
a second DHHS-certified laboratory, the second laboratory shall analyze the split
specimen by GC/MS to reconfirm the presence of the drug(s) or drug
metabolite(s) found in the primary specimen. Such GC/MS confirmation shall be
conducted without regard to the cutoff levels established by DHHS. The split

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sample shall be retained in long-term storage for one year by the laboratory
conducting the analysis of the split specimen (or longer if litigation concerning
the test is pending).
o. The result of the test of the split specimen shall be transmitted by the second
laboratory to the MRO.
p. If the analysis of the split specimen fails to reconfirm the presence of the drug(s)
or drug metabolite(s) found in the primary specimen, or if the split specimen is
unavailable, inadequate for testing or untestable, the MRO shall cancel the test
and report the cancellation and the reasons for it to the TDR, the covered
employee, and to DOT for CDL holders.
q. A covered employee whose primary specimen tests confirmed positive for the
presence of drugs/controlled substances and who requests, in accordance with
paragraph 11 above, that the split specimen be tested, shall not be permitted to
return to work pending the outcome of such test but, shall be suspended without
pay and subject to further disciplinary action. However, if the test of the split
specimen does not reconfirm the presence of the drug(s) or drug metabolite(s)
found in the primary specimen, the covered employee shall be paid their straight
time salary for all regularly scheduled shifts he or she would have worked had the
suspension not occurred, and shall be reimbursed for the costs associated with
having the split specimen tested.
r. If the covered employee is unable to provide the required 45 ml of urine, the
covered employee shall be instructed to drink not more than 24 ounces of fluids
and, after a period of up to two hours, again attempt to provide a complete sample
using a fresh collection container. The original insufficient specimen shall be
discarded.
s. If the covered employee is still unable to provide an adequate specimen, the
insufficient specimen shall be discarded, testing discontinued, and the laboratory
shall notify the Town of the covered employee’s inability to provide an adequate
sample.
t. The MRO will refer the covered employee for a medical evaluation to develop
pertinent information concerning whether the covered employee’s inability to
provide an adequate specimen is genuine or constitutes a refusal to test. (In preemployment testing situations, the Town will determine whether or not to hire the
employee, and the MRO is not required to make such a referral). Upon
completion of the examination, the MRO shall report his or her conclusions to the
Town in writing.
u. If the MRO determines that the covered employee’s inability to provide an
adequate sample is not genuine, the covered employee shall be deemed to have
refused to test.
G. CONSEQUENCES FOR COVERED EMPLOYEES
1. A covered employee shall not be permitted to perform a safety-sensitive function if
the employee has engaged in conduct prohibited by this policy.
2. A covered employee who violates any of the requirements of 49 CFR Part 382 shall
be subject to the penalty provisions of 49 U.S.C. 521(b).

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3. A covered employee who refuses to submit to a required test shall be deemed to have
tested positive for drugs/controlled substances and at a level 0.02 or greater for
alcohol.
4. Refusal to submit to a required drug or alcohol test shall be deemed cause for
discipline up to and including discharge.
5. Violation of the prohibitions contained in this policy shall establish cause for
discipline up to and including discharge.
H. EMPLOYEE NOTIFICATION
1. The Town shall notify an applicant/covered employee of the results of a preemployment test conducted under this Policy, if the applicant requests such results
within 60 calendar days of being notified of the disposition of the employment
application.
2. The Town shall notify a covered employee of the results of reasonable suspicion and
post-accident tests and notify covered employees of random tests if the test results are
verified positive. The Town shall also inform the covered employee which
drug/controlled substances were verified as positive.
I. REFERRAL, EVALUATION, AND TREATMENT
Each covered employee who has a positive drugs/controlled substances test or blood
alcohol concentration test of 0.04 or greater shall be referred to a Substance Abuse
Professional (SAP). The SAP shall determine what assistance, if any, the employee needs
in resolving problems associated with alcohol misuse and drugs/controlled substances
use. An employee’s SAP would ordinarily be available through their health care provider.
A listing of SAPs will be provided in training and/or posted in work sites. Employees
who do not know what substance abuse services are provided under their health care plan
or who do not have a health care plan, are encouraged to contact the Employee
Assistance Program for this information.
J. EMPLOYEE ASSISTANCE PROGRAM
1. The Employee Assistance Program (EAP), is available to provide information,
referral, and support to all employees seeking alcohol and drug abuse services,
including treatment, pursuant to 49 CFR 391.119 and 391.121.
2. A written statement outlining the Town’s EAP program shall be placed on file and
available for inspection at the Town Clerk’s office.
3. During the period which the employee is completing the EAP’s prescribed treatment
plan, the employee will continue to be subject to all of the provisions of the alcohol
and drug/controlled substance testing requirements.
K. RECORDS/CONFIDENTIALITY
1. Record Keeping
a. All records required to be maintained under the Federal Highway Administration
(FHWA) Rules and Regulations shall be maintained in a secure location with
controlled access.
b. Alcohol and drugs/controlled substances test results shall not be included in
personnel files.
2. Disclosure
a. Except as required or permitted by law or expressly authorized or required by
Title 49, CFR, subtitle B, Chapter III, Section 382.404, or any subsequent

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b.

c.

d.

e.
f.

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amendment or revision, the Town shall not release information that is contained
in records required to be maintained under the FHWA Rules and Regulations.
Records shall be made available to a subsequent employer upon receipt of a
written request from a covered employee. Disclosure by the subsequent employer
is permitted only as expressly authorized by the terms of the covered employee’s
request.
Upon written request, a covered employee is entitled to copies of any records
pertaining to the covered employee’s use of drugs/controlled substances or
alcohol, including any records pertaining to his or her alcohol or drugs/controlled
substances tests.
All results of alcohol and/or drugs/controlled substances testing conducted
pursuant to this Policy shall be made available, upon request, to the Secretary of
Transportation, any DOT agency, or any State or local officials with regulatory
authority over the Town or any of its drivers.
Information related to post-accident test results administered following an
accident which is under investigation by the National Transportation Safety Board
shall be released to the Board upon request.
The Town may disclose information pertaining to a covered employee that is
required to be maintained under the FHWA Rules and Regulations to the decision
maker in a lawsuit, grievance, or other proceeding initiated by or on behalf of the
covered employee, and including, but not limited to, a workers compensation,
unemployment compensation, or other proceeding relating to a benefit sought by
the covered employee and arising from the results of an alcohol and/or
drugs/controlled substances test administered in accordance with the FHWA.

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XXI.

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PERFORMANCE EVALUATION
A. SUMMARY
The Town’s performance review system has been developed to provide a workable and
uniform practice of performance management for employees throughout the Town’s
departments and organizations. Performance review is an important opportunity to foster
productive two-way communication and planning between the employee and supervisor in
establishing and monitoring objectives for the individual employee which advance adopted
goals established by their respective boards.
The HR Department is responsible for ensuring that performance reviews are conducted by
designated supervisors of employees who are appointed by multiple-member Town boards.
Performance review process. In order to ensure consistent reviews across all departments, the
Town’s performance review process is administered by the HR Director. The performance
evaluation process is set forth in a User Guide, Form 1, and Form 2, developed by Human
Resources, Inc.
Multiple-member boards. In Littleton, Town boards with statutory authority to appoint
employees include the Board of Health, Select Board, Cemetery Commissioners, Library
Trustees, Park & Recreation Commission, the Planning Board, and the Conservation
Commission.
Designation of supervisor. The annual performance review is to be performed by the
employee’s designated supervisor. Where the appointing authority is a multiple-member
Town board, it should formally designate the employee’s supervisor.
Best practice. While a board can designate as supervisor all of its members or its chairman
alone, a best practice identified here is to formally delegate the supervisory function to the
Town Administrator or their designee, where practicable. This can be accomplished by
agreement with the Select Board, and/or made permanent by Town Bylaw amendment or by
special act of the legislature. Even where the board delegates the supervisory function for
performance review, it still retains whatever policy prerogatives it has under statute, bylaw or
otherwise in their respective areas of authority along with the responsibility to establish policy
goals and provide policy direction for their respective employees.
Adoption of Policy Goals
Each board should, from time to time, adopt policy goals for itself which reflect its prerogatives
under statute, bylaw or otherwise in their respective areas of authority. These goals would be
adopted at a posted public meeting of the entire board. Those goals then become the basis for
the performance objectives established between the employee and the board, chair, or designated
supervisor, depending upon the option chosen below.
Options and Best Practices

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The HR Director, in consultation the Town’s human resources counsel [Attorney John F. Dolan,
whose comments are noted below in italics], has identified the following four options1 for
multiple-member Town boards to consider in formally designating an employee’s supervisor,
who would in turn conduct the employee’s performance review:
1. All board members as supervisor; all participate in employee’s performance review at
public meeting with employee;
2. Board chairman as supervisor; performance review held at private meeting with
employee [and Town Administrator];
3. Board delegates supervisor role to Town Administrator/designee by written agreement
with Select Board; Select Board delegates to Town Administrator.
4. Board permanently transfers employee appointment to Town Administrator by Town
Bylaw or special act of the legislature.
Options 3 and 4 are identified here as best practices, for the reasons discussed below.
Option 1 - All board members as supervisor; all review at public meeting with employee.
Under a first option, the board designates all of its members together as the supervisor for its
appointee, with each member completing their own written performance review of the employee,
which is reviewed with the employee during a posted public meeting. The review by the full
board cannot take place in executive session. The individual members’ written reviews could
also be compiled into a composite document by either the board chair or the Town Administrator
prior to the public meeting. The performance review documents would become public records.
Under this scenario, all members of the public body review the employee. Each member
completes a written evaluation and those evaluations are reviewed with the employee
during a public meeting. Assuming that the meeting is properly posted and the
evaluation is adequately noticed in the posting, this method clearly comports with the
Open Meeting Law. As noted on the first page of the Attorney General’s Open Meeting
Law Guide, . . . , the Open Meeting Law seeks to balance the public’s interest in
witnessing the deliberations of public officials with the government’s need to manage its
operations efficiently. See also OML 2013-5, . . . . Option 1 involves an evaluation
process that is conducted almost completely in the context of a public meeting. While the
individual evaluations of members presumably are completed outside a public meeting,
those evaluations are discussed at a public meeting. As such, those evaluations would

1 The Personnel Board had reviewed another option, which on the advice of human resources counsel, it does not
include here. “This option involves the creation by each public body member of individual evaluations. Those
evaluations, in turn, are compiled into a composite review by the Chair of the body. This composite review is then
shared with the employee in a private meeting with the Town Administrator. In my opinion, this option likely would
not meet with the approval of the Division of Open Government of the Attorney General’s Office. As a general rule,
the sharing of opinions of a quorum of public body members via e-mail or other writing would constitute
“deliberation” and violate the Open Meeting Law if not done at a properly posted public meeting. However, the
Attorney General’s Office has advised that individual evaluations of an employee may be aggregated into a
composite evaluation. . . . the Attorney General’s approval of the composite evaluation process is predicated on the
assumption that the master evaluation document will be discussed at an open meeting.”

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become part of the public record of the meeting and likely subject to disclosure. Open
Meeting Law Guide, p. 13.
While consistent with the Open Meeting Law, this option, as a practical matter, has some
drawbacks. As the Town has experienced, the performance evaluation process often is
an uncomfortable experience for employees. This may be exacerbated when the
evaluation is conducted in full view of the public. From the Town’s perspective, Option 1
may have a chilling effect on the willingness of public body members to be candid in their
assessments of the strengths and weaknesses of an employee’s performance. This, in
turn, can reduce the effectiveness of evaluations and, in the case of “problem"
employees, come back to haunt the Town if the Town later wishes to discipline or
terminate such an employee. That employee’s personnel file may be filled with watereddown or “satisfactory” evaluations that don’t support subsequent discipline or dismissal
Options 2, 3 and 4
The remaining three options all involve some form of delegation or transfer of the public body’s
evaluation function to an individual: the Chair/designee in the case of Option [2], the Town
Administrator/designee under Option [3], and the Town Administrator via the more formal route
of bylaw amendment under Option [4]. In each instance, there is an evaluation meeting
conducted in private with the employee and the reviewer (and Town Administrator in the case of
Option [2]).
Option 2 - Board chairman as supervisor; review at private meeting with employee [and
Town Administrator].
Under a second option, the board/appointing authority could establish its chairman in the role of
supervisor of the board’s employee. The chairman would conduct the employee’s performance
review in a private—not public-- meeting. The Town Administrator could also participate in that
private meeting, to provide input and to ensure the review is conducted fairly and timely. The
performance review document created by the chairman would not be a public record.
Option 3 – Board delegates supervisor role to Town Administrator/designee by written
agreement with Select Board (includes Select Board delegating to Town Administrator).
Under a third option—which is identified here as a best practice—the board/appointing authority
would formally delegate supervision of its appointee to the Town Administrator (or his
designee) by a written memorandum of agreement (MOA) between the appointing board and the
Select Board. The supervisor would conduct the employee’s performance review in a private—
not public meeting. The performance review document would not be a public record.
The MOA constitutes the Select Board’s approval under G.L. c. 41, §23A of assignment of
duties to the Town Administrator requested by the appointing authority board.
Examples of this option include MOAs between the Select Board and the Board of Health (for
its administrative assistant), Conservation Commission (for its conservation coordinator), and
Zoning Board of Appeals (for its administrative assistant). In all three of those, the Town
Administrator designated the Building Commissioner as the employee’s supervisor. A fourth
example was the MOA between the Select Board and the Council on Aging (for its director),
with the Town Administrator as supervisor.

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This option could also include the Select Board delegating supervision of its appointees to the
Town Administrator under G.L. c. 41, §23A. In the case of the Police Chief or Fire Chief, any
formal designation of the supervisor should be negotiated in the chief’s employment agreement.
Option 4 – Board transfers employee appointment to Town Administrator by Town Bylaw
or special act.
Under this fourth option – also identified as a best practice-- appointment of the board’s
employee would be formally transferred to the Town Administrator, where that option is
practicable. The Town Administrator would then conduct the employee’s review in private, as is
currently done for those department heads and employees for which the Town Administrator is
already the appointing authority.
This option could be pursued by Town Bylaw amendment or by a home rule petition special act
of the legislature. Further legal review would be required to determine which method was
required. In either case, a vote of town meeting would be required to initiate the transfer.
One example of this option is the vote under Article 25 of the May 6, 2013 Annual Town
Meeting which added the position of Director of Elder Human Services to the list of department
heads appointed by the Town Administrator under Town Code §3-3.
With certain caveats, it is my opinion that Options [2] through [4], inclusive, would not
violate the Open Meeting Law, as none appears to involve deliberation or action by a
public body. The main caveat to this opinion is that the delegation should be complete,
i.e., there should be no sharing of opinions by a quorum of the public body through the
individual to whom the evaluation function is delegated. Further, if that individual is to
report back to the public body on the evaluation, that should be done at a public meeting.
The risk of an Open Meeting Law violation, or at the least the perception of an Open
Meeting Law violation, is greatest with Option [2], since the Chairperson of the body is
the individual tasked with the evaluation. Under this option, the perception, and perhaps
the reality, likely will be that the Chair essentially is following the composite evaluation
process without the public meeting component, relying on input from other
members. For this reason, Option [2], in my opinion, is not the best model.
As noted, the Town Administrator is the individual to whom the evaluation function is
delegated under both Options [3] and [4]. The same caveat applies to both these
scenarios. The Town Administrator can discharge this function without violating the
Open Meeting Law so long as the Town Administrator does not end up functioning as
a “straw” for the sharing of members’ opinions outside a public meeting. Once again,
the delegation should be complete. Under either option, the Town Administrator should
be given the power to assess individually the employee’s performance. While the
opinions of others may be solicited, those opinions, if of a quorum of public body
members, should not then be shared with other members except at a public meeting.
One of the stated purposes in the Town Code of having the Town Administrator
administer the performance review process is “to ensure consistent reviews across all
departments.” Options [3] and [4] best serve this laudable goal. As between the two
options, Option [4] would remove any question in the public’s mind as to whether boards
may delegate evaluation responsibilities and authority to the Town Administrator (in my

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opinion, they may) and also eliminate the possibility that one or more boards may decline
to delegate that authority. For that reason, it is my opinion that Option [4] is
the preferred option among the final three approaches outlined in the memorandum.
Performance Review System Documents
The performance evaluation process adopted by the Personnel Board and Town Administrator is
that developed by Human Resources, Inc., in consultation with affected departments and
employees, and as set forth in a User Guide,2 Form 1, and Form 2.
List of Town boards with employee appointing authority
Elected town boards
Select Board: Town Administrator*, Police Chief*, Fire Chief *; and all members of the
Littleton Police Department
Library Trustees: Library Director*
Park & Recreation Commission: PRCE Director
Planning Board: Town Planner/Permit Coordinator
Cemetery Commission: Cemetery Superintendent
Board of Health: part-time administrative assistant
Appointed town boards
Conservation Commission: Conservation Coordinator
Zoning Board of Appeals: part-time administrative assistant



(*) Management contract positions not subject to the Personnel Bylaw
Public Meeting Check List – for Boards selecting Option 1
Select a date and time for the performance review meeting that is mutually convenient for the
participants—i.e., all board members, the employee, and the Town Administrator;



Have the employee first complete the self-assessment portions of Form 1 or Form 2 (as
appropriate) and submit that to the Chairman and/or Town Administrator, who will forward to
each board member prior to their completion of the rating portions of that form



Have the board members provide their completed forms to the board chair and/or the Town
Administrator for preparation of the consolidated rating prior to the review meeting.3

2 The User Guide describes in the purpose of the system in Section 1.1, as follows:
“This performance evaluation system has been developed to accomplish several points:
- To continuously improve the effectiveness and efficiency of town services;
- To provide an opportunity for two-way communication and planning between supervisors and employees;
- To provide provide for the establishment of individual and departmental goals and objectives;
- To serve as the basis for acknowledging employee accomplishments and recognizing potential need for guidance,
training, and/or support; and
- To provide documentation of performance to serve as a basis for salary adjustments and other personnel related
actions.”
3 Attorney Dolan advises that “Board members should not bring the individual forms to the review meeting nor
refer to them during the meeting. Otherwise, the individual forms will become part of the record of the meeting.”

Page 79 of 83

Town of Littleton Employee Handbook

Effective 5/12/2026



Post a public meeting notice with includes the employee’s performance review as an agenda
item for the board’s public agenda. The board’s review cannot be conducted in executive
session



During the performance review, the Chair leads a discussion of the consolidated rating with the
employee, who will have the opportunity to respond



After discussion, the board can vote to adopt the form of the consolidated rating, with whatever
modifications arise during the board discussion and employee response.



While the consolidated rating is a public record, it is also placed in the employee’s confidential
personnel file.



The employee has the right to respond in writing and to have that response be placed in the
personnel file as a confidential record. If the employee’s response is discussed at a public
meeting, by either the employee or the board, then the letter becomes a public record.
XXII.

PAYROLL

A. PAYROLL
Town of Littleton employees are paid biweekly. Payroll is submitted to the Treasurer’s
Office before noon on Fridays, biweekly. Direct Deposits (checks) are issued the
following Friday by the Treasurer's Office. When submitting payroll forms, any vacation
days used or sick time taken should be indicated. The payroll department maintains a
current record of the number of vacation days available. Accrual balances are provided
on the electronic biweekly paystub as well as in the Employee Self Service module.
All employees must have Direct Deposit. The payroll office will electronically transfer
your pay to any bank or to any credit union. You will receive a breakdown of your
weekly earnings on a non-negotiable check form.
Employees may enroll in Workers Credit Union through the payroll office. Automatic
deductions can be made through the payroll office and may be changed at any time.
B. W-4 INCOME TAX WITHHOLDING
Forms will be filled out at time of employment. You can change your deduction any time
by contacting the payroll office and filing a new W-4.
C. OBRA
As a part-time, temporary or seasonal employee of the Commonwealth of Massachusetts,
or a participating local government employer, you're required to contribute at least 7.5%
of your compensation to the Commonwealth's Deferred compensation Plan. This
mandatory contribution is in accordance with the Omnibus Budget Reconciliation Act of
1990 ("OBRA") and subsequent Massachusetts General Laws, Chapter 29.

Page 80 of 83

Town of Littleton Employee Handbook

Effective 5/12/2026

D. RETIREMENT SYSTEM
The Middlesex County Retirement System (“MCRS”) covers all employees working over
19.5 hours per week. Massachusetts Teachers Retirement System (“MTRS”) covers
teachers only. All full-time municipal employees are required to contribute to a pension
plan in lieu of FICA. Identification that MUST accompany this form is a copy of the
employee's birth certificate and a marriage certificate if you use your spouse's name.
All retiring employees should contact MCRS, MTRS, and/or Social Security at least three
(3) months prior to their retirement date. You are eligible for MCRS benefits if you have
at least ten (10) years of creditable service and are age 55 or older.
The Town offers several deferred compensation plans (457 Pension Plans). They are both
Federal and State tax deferred. Information is available in the Human Resources office or
on the Town’s website.

Page 81 of 83

Town of Littleton Employee Handbook

Effective 5/12/2026

APPENDIX A. EMPLOYEE ACKNOWLEDGEMENT

Employee Handbook Acknowledgement
I,_____________________________(print name), as an employee of the Town of Littleton,
hereby acknowledge that I have received the Town’s Employee Handbook.
Once signed, this form will be placed in the employee’s personnel file by the HR Director for
records purposes.
Employee Signature: ______________________________ Date: ___/______/______

Page 82 of 83

Town of Littleton Employee Handbook

Effective 5/12/2026

APPENDIX B. HANDBOOK AMENDMENT HISTORY
Date
7/1/2023
9/12/2024
5/12/2026

Section #
VII, B.
II, B., 3.
II, B,. 3.
II, B., 9.
X, A., 2.

Section Name
Sick Leave
Step Increases
Introduction, Applicability, & Definitions
Classification and Compensation, Compensation, Step Increases
Longevity Pay
Insurance, Health Insurance, Retired Employees

Page 83 of 83

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

2E

Department/Board Updates
Vote to approve the awarding of a contract for resurfacing and
related work for Spartan Arrow and various locations in the amount
of $406,164.00 to PJ Alvert, Inc.
Requested by: Steve Jahnle, DPW Director

Action Sought: Vote

Proposed Motion(s)
MOVE that the Select Board vote to approve the awarding of a contract for resurfacing
and related work for Spartan Arrow and various locations in the amount of $406,164.00
to PJ Alvert, Inc., and to authorize the Town Administrator to sign the document.
Additional Information
Included in this packet is a memo from DPW Director, Stephen Jahnle, and the bid
tabulation sheet.
Board Action
Motion

Second

In favor

Opposed

Disposition

TOWN OF LITTLETON
DEPARTMENT OF PUBLIC WORKS
39 A YER ROAD, P.O. BOX 1305
LITTLETON, MASSACHUSETTS 01460
(978) 540-2670

To:
Littleton Select Board
From: Stephen Jahnle, Director of Public Wor
Date: May 5, 2026
Re:
Resurfacing Bid, Spartan Arrow and various locations

The DPW requests that the Select Board vote to approve the award of a contract for resurfacing and
related work, Spartan Arrow and various locations to PJ Albert Inc of Fitchburg, MA. in the amount of
$406,164.00. This contract includes milling and overlay on Spartan Arrow Road, Matthew Road, Sheridan
Lane and pavement reclamation work on Nicole Lane and Masonbrook Lane.
The DPW advertised bids on April 9, 2026 and opened bids at 11 a.m. on April 23, 2026 for the Resurfacing
and Related Work Spartan Arrow and various locations. The Town received nine (9) bids ranging from
$406,164 to $613,760. See the attached bid tabulation sheet for further breakdown. The low bid was
below the Engineer's Estimate.
The funding source for this project is accumulated Chapter 90 funds.
Please do not hesitate to contact me with any questions.

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

2F

Department/Board Updates
Vote to approve the awarding of a contract for crack sealing and
sealcoating in the amount of $102,437.50 to Sealcoating Inc.
Requested by: Steve Jahnle, DPW Director

Action Sought: Vote

Proposed Motion(s)
MOVE that the Select Board vote to approve the awarding of a contract for crack
sealing and sealcoating in the amount of $102,437.50 to Sealcoating Inc, and to
authorize the Town Administrator to sign the document.
Additional Information
Included in this packet is a memo from DPW Director, Stephen Jahnle, and the bid
tabulation sheet.
Board Action
Motion

Second

In favor

Opposed

Disposition

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

2G

Department/Board Updates
Vote to approve the Memorandum of Understanding (MOU) with the
Town of Westford for FY26-FY27 Invasive Aquatic Vegetation
Control at Forge Pond
Requested by: Mark Rambacher

Action Sought: Vote

Proposed Motion(s)
MOVE that the Select Board vote to approve the Memorandum of Understanding
(MOU) with the Town of Westford for FY26-FY27 Invasive Aquatic Vegetation Control at
Forge Pond.
Additional Information
Included in this packet is the Memorandum of Understanding (MOU) with the Town of
Westford for FY26-FY27 Invasive Aquatic Vegetation Control at Forge Pond.
Board Action
Motion

Second

In favor

Opposed

Disposition

MEMORANDUM OF UNDERSTANDING
FOR FY26-FY27 INVASIVE AQUATIC VEGETATION CONTROL AT FORGE POND
This Memorandum of Understanding (“MOU”) made and entered into this

day of

, 2026 by and between the Town of Westford (“Westford”), acting by and through its
Select Board and the Town of Littleton (“Littleton”), acting by and through its Select Board, both
being municipal corporations duly organized under the laws of the Commonwealth of
Massachusetts.
RECITALS:
WHEREAS, Lake Matawanakee (the “Lake”), also known as Forge Pond, is a Great
Pond located within both Westford and Littleton;
WHEREAS, in recent years there has been a significant increase in non-native plant
growth, threatening native species;
WHEREAS, Westford has entered into a valid and existing contract with Solitude Lake
Management LLC (the “Contractor”), dated June 10, 2024, for pond and lake management services
throughout the Town of Westford, including invasive aquatic vegetation control at Forge Pond
(the “Westford Contract”);
WHEREAS, Littleton desires to participate solely in a herbicide treatment at Forge Pond
prior to the close of FY27, and desires to grant a temporary and revocable license to Westford, and
to Westford’s duly retained Contractor, solely to permit access for the limited purpose of
performing invasive aquatic vegetation control in portions of Forge Pond lying within the Town
of Littleton. The “herbicide treatment” will entail a pre-treatment aquatic plant survey,
recommended herbicide application(s), a post-treatment aquatic plant survey, and year-end
reporting.
WHEREAS, the parties agree that it is their mutual best interests to share the expenses of
that herbicide treatment in accordance with the terms of this MOU; and
1

NOW, THEREFORE, in consideration of the mutual covenants and agreements
hereinafter contained, Westford and Littleton mutually agree as follows:
AGREEMENT
1. Westford’s Responsibilities. Westford shall:
a. remain solely responsible for the administration and performance of the Westford
Contract, including coordination with the contractor;
b. ensure that all permitting, licensing, and public notice requirements required for the
FY26-FY27 herbicide treatment at Forge Pond are satisfied;
c. coordinate scheduling and scope of the pre-treatment survey, herbicide
application(s), and post-treatment survey affecting Forge Pond; and
d. provide Littleton with written notice of the anticipated treatment area, timing, and
estimated total cost attributable to Forge Pond.
Westford represents that the Westford Contract was procured in compliance with applicable public
procurement laws and remains solely responsible for ensuring ongoing compliance therewith.

2. Littleton’s Responsibilities. Littleton shall reimburse Westford for fifty percent (50%)
of the actual and reasonable costs incurred by Westford for the FY26-FY27 herbicide treatment at
Forge Pond, up to a maximum amount of $40,000.00. Such reimbursement is intended solely as a
cost-sharing arrangement between municipalities and shall not be construed as consideration paid
by Littleton for the procurement of services. Westford shall submit a written cost summary to
Littleton following completion of the herbicide treatment, and Littleton shall remit reimbursement
within thirty (30) days of receipt.
3. No Third-Party Contractual Rights. Nothing in this MOU shall be construed as:
a. An assignment or amendment to the Westford Contract;
b. Creating any contractual relationship between Littleton and the contractor; or
c. Conferring any third-party beneficiary rights upon any contractor or consultant.
Westford shall remain the sole “owner” under the Westford Contract.

2

4. Permits and Compliance. All herbicide application work shall be performed in strict
compliance with:
a. all applicable federal, state, and local laws and regulations;
b. any applicable Order(s) of Conditions issued by the Conservation Commission(s);
and
c. permits issued by the Massachusetts Department of Environmental Protection.
Westford shall be responsible for ensuring such compliance on behalf of the Project. The license
granted herein does not transfer regulatory responsibility to Littleton and does not authorize any
work beyond that permitted under applicable approvals.
5. Term and Termination. This MOU shall become effective upon execution by both
Parties and shall expire automatically upon the earlier of:
a. Completion and payment of the FY26-FY27 herbicide treatment at Forge Pond; or
b. June 30, 2027, unless extended by written agreement.
Either party may terminate this MOU for convenience upon written notice prior to the
commencement of the herbicide treatment, in which case no payment obligation shall arise.
Termination of this MOU shall automatically terminate the license granted herein.
6. No Agency or Joint Venture. Nothing in this MOU shall be construed to create an
agency relationship, joint venture, or partnership between the Parties.
7. Miscellaneous. This MOU constitutes the entire agreement between the parties hereto
and supersedes any prior agreement and understanding between them relating to the subject matter
of this MOU. This MOU may be modified or amended only by a duly authorized written
instrument executed by the parties hereto. This MOU shall be governed, construed and enforced
in accordance with the laws of the Commonwealth of Massachusetts and all parties hereto submit
to the jurisdiction of any of its appropriate courts for the adjudication of disputes arising out of this
MOU. This MOU is intended solely as a temporary agreement and shall not be construed to
establish an ongoing intermunicipal agreement under M.G.L. c. 40, §4A.

3

8.

Severability. If any provision of this MOU is found to be invalid or unenforceable in

whole or in part, the remaining provisions shall nevertheless be binding with the same effect as
though the void parts were deleted.
9.

Counterparts. This MOU may be executed in counterparts, each of which shall be

deemed an original. This MOU shall be binding upon the parties hereto, their respective successors
and assigns.
IN WITNESS WHEREOF, Westford and Littleton have executed this MOU by their duly
authorized representatives on the day and year first above written.
TOWN OF WESTFORD
SELECT BOARD

TOWN OF LITTLETON
SELECT BOARD

By:
Its: Town Manager, duly authorized

By:
Its: Town Administrator, duly authorized

4

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

2H

Select Board Discussions
Request for Memorial Day May 25, 2026
Requested by: Veterans’ Service Officer

Action Sought: Approval

Proposed Motion(s)
MOVE that the Select Board vote to approve the Veterans’ Service Officer’s request for the
approval of the Memorial Day Parade to be held on Monday, May 25, 2026.

Additional Information
Included in the packet is a memo from the Director of Veterans’ Services requesting the
approval and the parade route information.

Board Action
Motion

Second

In favor

Opposed

Disposition

TOWN OF LITTLETON
OFFICE OF THE

Director of Veteran Services
33 Shattuck Street
Littleton MA 01460
978-540-2485
May 7, 2026
TO:

Select Board Members
Town Administrator James Duggan

RE: 2026 Memorial Day Parade

Honorable members of the Select Board and Town Administrator,
The Office of Veterans Services is requesting approval from the Select Board for the
Memorial Day Parade to be held on:
Memorial Day
Monday, May 25, 2026.
Thank you.
Meg Murphy
Director of Veterans Services
Town of Littleton

CC: LCTV Director
Chief of Police
Fire Chief

Incl: Parade Route information

PARADE ROUTE INFORMATION:
The Parade Units will assemble in Donelan’s parking lot on Great Road. Assembly time will be 9:00
am. We will step off at 9:30 am. The traffic will be under the direction of the Police Chief.
Units will form and march in the following order (subject to change):
1. Parade Marshall
2. Colors
3. Firing Squad
4. Veterans
5. Vehicles for non-marching veterans
6. Selectmen and other Elected Officials
7. High School Band
8. Boy Scouts
9. Girl Scouts
10. Park and Recreation Teams
11. Brownies
12. Cub Scouts
13. Others TBA
14. Fire Vehicles
The Parade route will be to the Common where wreaths will be placed at the WWII, Korean and
Vietnam, Vietnam 2 and GWOT memorials. The Band will play the National Anthem, and the Parade
Marshall will raise the Flag. The parade will then proceed to render honors at the Blue Star Marker at
the Old Burying Ground and the WWI Memorial. We will continue to the Historical Society Museum
and render honors to our Civil War veterans. Proceeding down King Street to the bridge at Beaver
Brook, the Parade Marshall will cast a wreath into the water as a naval tribute and honors will be
rendered. The parade will then proceed to Westlawn Cemetery.
The Westlawn Ceremony will be as follows:
Invocation
Welcome
Remarks
Musical Selection
Memorial Day address
Volley and TAPS
National Anthem and raising of flag
Benediction
Dismissal

TBD
DVS
Parade Marshall
High School Band
Select Board
TBD
American Legion Post 249 + Parade Marshall
TBD
DVS

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026 @ 6:45 PM

3A

Public Hearing
Transfer Station Fees effective July 1, 2026
Requested by: Select Board

Action Sought: Conduct Public Hearing

Proposed Motion(s)
MOVE that the Select Board vote, pursuant to Town Code Chapter 181, to establish the
following fee structure for use of the Town of Littleton Transfer Station effective July 1, 2026
(specify). Stickers: Full price $165.00; Senior $80.00; Second sticker $90.00; Senior
Second Sticker $50; Per Bag: 33 Gal $4.00; 15 Gal $3.00; 8.5 Gal $2.00 and Miscellaneous
items fees for CRT’s; TV’s $25, Propane Tanks $15; Bulky Furniture $35; Large Metal Items
$25; Mattresses $50.
Additional Information
Included in this package are:
• Public Hearing Notice
• Lowell Sun Advertisement
• Transfer Station Brochure
• Resident Comments
Board Action
Motion

Second

In favor

Opposed

Disposition

Received: AS
Date/Time: 4/13/26 – 5:35 PM
Revised:
Date/Time:

TOWN OF LITTLETON SELECT BOARD
PUBLIC HEARING NOTICE
TRANSFER STATION FEES, REGULATIONS
The Littleton Select Board will hold a public hearing on Monday, May 11th, 2026 at 6:45 PM in Room 103 of the
Littleton Town Offices, 37 Shattuck St., Littleton, MA on the proposed amendments to regulations and fees for
the Town Transfer Station effective July 1, 2026 as shown below.
Comments thereon may be submitted in writing to [email protected] or to the Select Board/Town
Administrator’s office, 37 Shattuck Street, Room 306, Littleton, MA 01460; by noon on Wednesday, May 6, 2026,
or in person at the hearing.
LITTLETON SELECT BOARD
Karen Morrison, Chair
Fees for Stickers

Current Rate

FY2027

Annual Sticker

$165.00

$165.00

Second Sticker (One Year)

$80.00

$90.00

Senior Citizen (One Year)
Senior Citizen Second
Sticker
Replacement/Lost Sticker

$70.00

$80.00

$40.00

$50.00

$15.00

$15.00

33 Gallon trash bag

$3.75 each

$4.00 each

15 Gallon trash bag

$2.75 each

$3.00 each

8.5 Gallon trash bag

$1.75 each

$2.00 each

Appliances Without Freon
(each) Dishwashers,
stoves, water heaters

$15.00

$15.00

Appliances With Freon
(each) Refrigerators,
freezers, air conditioners

$25.00

$25.00

Microwave Ovens (each)

$15.00

$15.00

CRT’s, TV’s (each)

$25.00

$25.00

Propane Tanks (each)

$15.00

$15.00

Tires (each)
Bulky Furniture (each)
Couches, stuffed chairs

$8.00

$10.00

$35.00

$35.00

Bag Fees

Miscellaneous Item Fees:

Large Metal Items (each)
Wood/building
debris (excludes asphalt
shingles, drywall &
insulation; full size pickup
truck load)
Brush/logs (full-size pickup
truck load)
Mattresses

$25.00

$25.00

$75.00

$75.00

$35.00

$35.00

$50.00

$50.00

Fire Extinguishers

$8.00

$8.00

Regulations
- Replace all notations of Board of Selectmen with Select Board
- 4B revise to “Only Town Residents with a valid sticker may deposit materials at the Town Transfer Station”
- 5B.6 revise to “Transfer Station stickers are valid for one year, July 1st to June 30th of the following year.”
- 7A and 7B strike altogether and replace with “All materials available to be recycled shall be per MassDEP guidelines”

4/27/26, 9:43 AM

View Order

ORDER DETAILS

PREVIEW FOR AD NUMBER NY01756210

Order Number:
NY0175621
External Order #:
2809863
Order Status:
Approved
Classification:
General Legal Notices & Bids
Package:
Legals MA Internal Use Only
Site:
ma-legals
Final Cost:
$557.48
Payment Type:
Account Billed
User ID:
W0014330
Username:
1380564
UPDATE STATUS

Current Status:
Approved
New Status:
Approved
ORDER NOTES

Additional Information

Update

ACCOUNT INFORMATION

LITTLETON BOARD MA Legals
37 SHATTUCK ST
LITTLETON, MA 01460
978-952-2311
[email protected]
LITTLETON BOARD
TRANSACTION REPORT

Date
https://adportal.bostonherald.com/nygroup-adportal/ma-legals/admin/order/viewOrder.html?id=154852

1/2

4/27/26, 9:43 AM

View Order

April 27, 2026 9:42:30 AM EDT
Amount:
$557.48
SCHEDULE FOR AD NUMBER NY01756210

April 28, 2026
The Lowell Sun Legals

https://adportal.bostonherald.com/nygroup-adportal/ma-legals/admin/order/viewOrder.html?id=154852

2/2

Town of Littleton
Transfer Station

July 1, 2026—June 30, 2027
Operated and Maintained by the Town of Littleton DPW

Hours of Operation
Tuesday, Wednesday, and Thursday
12:00 p.m. to 7:00 p.m.
Saturday
8:00 am to 5:00 pm
Questions?
Transfer Station
978-540-2671
DPW
978-540-2670

The Littleton DPW personnel are the duly authorized representatives of the Select Board tasked with the operation of
the Transfer Station. They are expected to use common sense, diplomacy and considerable discretion in carrying out
their duties. The attendants enforce the policies and procedures that the Select Board have established to operate a
safe and efficient facility. Your cooperation with the attendants in carrying out their duties would therefore be appreciated.

Adopted by The Select Board May 11th, 2026—Effective Date July 1, 2026
Residents may purchase stickers at the Transfer Station or online thru UniPay. Stickers are sold daily
until one half hour before the posted closing time.
Stickers are sold on an annual basis. When purchasing
a Transfer Station Sticker, residents must bring their
vehicle registration as well as proof of residency.
Note:
Stickers entitle users to dispose of routine household
residential refuse.
Stickers must be affixed to the lower left hand
portion of the windshield at the time of purchase. Access to the Transfer Station can be
denied if the sticker is not affixed.
Fees for Miscellaneous Items entitle users with stickers
to dispose of non-routine items on a periodic basis. In
certain circumstances the user may be asked to identify
the source of the non-routine item in order to be permitted to dispose of the item.
A pickup with a “load” is understood to be substantially full. The Attendant’s judgment shall be final in this
matter.
The Attendant shall have the option of temporarily restricting the use of the Transfer Station due to operational or space problems.
Users may purchase stickers or pay fees at the Transfer Station with checks or credit cards. No cash will
be accepted at the Transfer Station for Security Purposes.
The appropriate fees will be collected for those items
set out in the Transfer Station Fee Schedule regardless
of whether the item is left in the swap shop or is to be
discarded.
These Transfer Station Sticker Fees are valid from
July 1st to June 30th of the following year.

Fees for Stickers:
First Sticker

$165.00

Second Sticker

$90.00

Senior Citizen-60 or older

$80.00

Senior Citizen 2nd Sticker

$50.00

Replacement/Lost Sticker

$15.00

33 Gallon trash bag

$4.00 each

15 Gallon trash bag

$3.00 each

8.5 Gallon trash bag

$2.00 each

Fees for Miscellaneous Items:
Appliances Without Freon (each)

$15.00

Dishwashers, stoves, water heaters
Appliances With Freon (each)

$25.00

Refrigerators, freezers, air conditioners
Microwave Ovens (each)

$15.00

CRT’s, TV’s (each)

$25.00

Propane Tanks (each)

$15.00

Fire Extinguishers

$8.00

Tires (each)

$10.00

Bulky Items (each)

$35.00

Couches, stuffed chairs, carpet, sinks, toilets,
wood furniture, upholstered furniture
Mattresses

$50.00

Large Metal Items (each)
$25.00
Wood/building debris (excludes asphalt shingles, drywall & insulation; full size pickup truck load $75.00
Brush/logs (full size pickup truck load)
$35.00

Effective April 1, 2000 Massachusetts State Regulation 310 CMR 19.017 prohibits the disposal, or transfer
for disposal of the following materials:
Asphalt pavement, brick and concrete
Cathode ray tubes
Clean gypsum wallboard
Ferrous and non-ferrous metals
Glass and metal containers
Lead acid batteries
Leaves and yard waste
Mattresses (effective November 1, 2022)
Recyclable paper, cardboard and paperboard, Hot/cold paper cups
Single-resin narrow-necked plastic containers
Textiles (effective November 1, 2022)
Treated and untreated wood and wood waste (banned from landfills only)
White goods (large appliances)
Whole tires (banned from landfills only; shredded tires acceptable)

The following materials are NOT Acceptable in any container and must be recycled
The following materials MUST be recycled:
♦

♦

Glass (Bottles and Jars only)
♦

Tin and Aluminum Cans

♦

Plastics (# 1 and # 2 only)

Newspaper, cardboard and mixed paper
♦

Yard Waste (Grass and Leaves)
♦

♦

Auto and Household Batteries
♦

Appliances (Fee)

♦

Tires (16 inch maximum, Fee)

♦

Used Motor Oil and Antifreeze
♦

♦
♦

Brush (Fee)

Scrap metal

Returnable Cans and Bottles (for non-profit groups)
Cathode Ray Tubes (TV’s and Computer Monitors Fee)

Require a Sticker
Items Accepted At No Charge
•
•

Waste Motor Oil—See Transfer Station personnel for disposal location
Textiles—Red Cross and Bay State Textiles containers are available for drop off. Please
place all items in plastic bags before placing them in bins

•
•

Books/Media—More Than Words, MTW Youth.org containers
Mercury Reduction Program—Florescent light bulbs, mercury thermometers, button cell
batteries

Recycle Smart MA link: https://recyclesmartma.org/

4A

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Joint Meeting with Littleton Housing Authority
Discussion and possible vote on the appointment to fill a vacancy on the
Littleton Housing Authority, with the appointee to serve until June 30, 2029
Requested by: Select Board

Action Sought: Interview/Appoint

Proposed Motion(s)
MOVE that the Select Board and the remaining members of the Littleton Housing
Authority vote, pursuant to MGL C.41,§11, to appoint _______________________ to fill
a vacancy on the Littleton Housing Authority through June 30, 2026. [Roll Call]
Additional Information
See the one application attached.
Please review the application for the open Littleton Housing Authority seat, ask any
questions of the candidate, deliberate and vote on appointing a new Littleton Housing
Authority member to serve until June 30, 2029.
MGL C.41,§11 provides that “If there is a vacancy in a board consisting of two or more
members . . ., the remaining members shall give written notice thereof, within one
month of said vacancy, to the Select Board, who, with the remaining member or
members of such board, shall, after one week’s notice, fill such vacancy by roll call vote
. . . . A majority of the votes of the officers entitled to vote shall be necessary to such
election. The person so appointed or elected shall be a registered voter of the town and
shall perform the duties of the office until the next annual meeting or until another is
qualified.”
Board Action
Motion

Second

In favor

Opposed

Disposition

2

TOWN OF LITTLETON
PUBLIC NOTICE

LITTLETON HOUSING AUTHORITY VACANCY
TO BE FILLED BY JOINT APPOINTMENT
The Select Board and the remaining members of the Littleton Housing Authority will meet jointly
on May 11, 2026 at 7:00PM in room 103 of the Littleton Town Offices, 37 Shattuck Street,
Littleton MA, 01460 to vote pursuant to MGL C 41, § 11 to fill a vacancy on the Littleton Housing
Authority through June 30, 2029.
Qualified registered voters of the Town of Littleton are invited to apply for this appointment.
Applicants will be interviewed at the May 11, 2026, joint meeting.
Application forms are available online at https://littletonmaboards.vt-s.net/newcaf.php or at the
Office of the Select Board/Town Administrator - Town of Littleton, 37 Shattuck Street, Littleton,
MA 01460. Completed forms should be returned to that office by no later than noon on
Wednesday, May 6 2026, and applicants should attend the joint meeting for interview.
LITTLETON SELECT BOARD
Karen Morrison, Chair

6A

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Select Board Discussions
Discussion and possible vote on an interim policy pending public input regarding active
use of FLOCK cameras
Requested by: Select Board Chair, Karen Morrison

Action Sought: Discussion and Vote

Proposed Motion(s)
Pending discussion, the Board may wish to consider the following options:
1. Motion to Approve
Move that the Select Board approve the proposed interim policy regarding the use of
FLOCK Safety cameras.
2. Motion to Disapprove
Move that the Select Board disapprove the proposed interim policy regarding the
use of FLOCK Safety cameras.
Additional Information
A copy of the draft interim policy is included in this meeting packet
Board Action
Motion

Second

In favor

Opposed

Disposition

FLOCK SAFETY CAMERAS (ALPR)

POLICY & PROCEDURE
6.02

MPAC 41.3.9

I.

ISSUE
DATE:
EFFECTIVE
DATE:
REVISION
DATE:

GENERAL DISCUSSION
The purpose of this policy is to provide guidance for the capture, storage
and use of digital data obtained through the use of automated license
plate reader (ALPR) technology.

I.

POLICY
The ALPR technology, also known as License Plate Recognition
(LPR), allow for the automated detection of license plates along with
the vehicle make, model, color and unique identifiers through the
Littleton Police Department’s ALPR system and the vendor’s (Flock
Safety) vehicle identification technology. The technology is used by
the Littleton Police Department to convert data associated with
vehicle license plates and vehicle descriptions for official law
enforcement purposes, including identifying stolen or wanted
vehicles, stolen license plates and missing persons. It may also be
used to gather information related to active warrants, electronic
surveillance, suspect interdiction, stolen property recovery, and to
assist law enforcement investigations as an evidence gathering tool.

Littleton Police Department

EMERGENCY PROCEDURES: PUBLIC HEALTH EMERGENCY
PROTOCOL

II.

2

DEFINITIONS

Automated License Plate Reader (ALPR): A device that uses cameras
and computer technology to compare digital images to lists of known
information of interest.
ALPR Operator: Trained department members may utilize ALPR
system/equipment as deemed by the ALPR administrator. ALPR
operators may be assigned to any position within the department
and the ALPR Administrator may order the deployment of the ALPR
systems for use in various efforts.
ALPR Administrator: The Deputy Chief serves as the ALPR
administrator for the department.
Hot List: A list of license plates associated with vehicles of interest
compiled from one or more databases including, but not limited to,
NCIC, CJIS, MA RMV, Local BOLO’s, etc.
Vehicles of Interest: Including, but not limited to, vehicles which are
reported as stolen, display stolen license plates, linked to
missing/wanted persons and vehicles flagged by the RMV or other
law enforcement agencies.
Detection: Data obtained by an ALPR of an image within a public view
that was read by the device, including potential images (such as the
plate and description of vehicle on which it was displayed) and
information regarding the location of the ALPR system at the time of
the ALPR’s read.
Hit: Alert from the ALPR system that scanned a license plate number
may be in the National Crime Information Center (NCIC), or other
law enforcement database for a specific reason including, but not
limited to, relation to a stolen license plate/vehicle, wanted person,
missing person, or terrorist related activity.

III.

PROCEDURES [41.3.9(3A)(3B)]

Use of an ALPR is restricted to the purposes outlined below.
Department members shall not use or allow others to use the
equipment or database records for any unauthorized purpose.
1. Training – No member of this department shall operate ALPR
equipment or access ALPR data without first completing
department approved training.
2. Login/Logout Procedure – To ensure proper operation and to
facilitate oversight of the ALPR system, all users will be required

Littleton Police Department

Response to Calls

3

to have individual credentials for access and use of the system
and/or data, which has the ability to be fully audited.
3. Permitted/Impermissible Uses – The ALPR system and all data
collected is property of the Littleton Police Department.
Department personnel may only access and use the ALPR system
for official and legitimate law enforcement purposes consistent
with this policy. The following uses of the ALPR system are
specifically prohibited:
a. Harassment or Intimidation - It is a violation of this policy to
use the ALPR system to harass and/or intimidate any
individual group.
b. Use based on a protected characteristic – it is a violation of
this policy to use the ALPR system or associated files or hot
lists solely based on a person’s or group’s race, gender,
religion, political affiliation, nationality, ethnicity, sexual
orientation, disability, or other classification protected by
law.
c. Personal use: it is a violation of this policy to use the ALPR
system or associated files or hot lists for personal use or
knowledge.
4. Anyone who engages in the impermissible use of the ALPR system
or associated files and/or hot list may be subject to the following:
a. Criminal prosecution in accordance to applicable laws.
b. Civil liability
c. Administrative sanctions, up to and including termination,
pursuant to and consistent with the relevant collective
bargaining agreement and department policies.
5. Visual Verification of license plate number- the officer should
verify
an
ALPR
response
through
the
CJIS/NCIC
telecommunications system (absent exigent circumstances)
before taking enforcement action that is based solely on an ALPR
alert. This can be done via the MDT, dispatch or records. Once
an alert has been received, the operator should confirm that the
observed license plate from the system matches the license plate
of the observed vehicle. Because the ALPR alert may be related to
a vehicle and may not relate to the person operating the vehicle,
officers are reminded that they need to have reasonable suspicion

Littleton Police Department

EMERGENCY PROCEDURES: PUBLIC HEALTH EMERGENCY
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4

and/or probable cause to make an enforcement stop of any
vehicle.
6. Only properly trained sworn officers of the Special Services
Division and the department’s IT liaison are allowed access to the
ALPR system or to collect ALPR information/data.
7. All other officers may request information through the Special
Services Division by providing written request outlining the
reason for the request and case number associated with the
investigation.
8. Departmental computers, databases, cell phone applications or
other electronic devices compatible with Flock Safety may be
used for ALPR monitoring in accordance with this policy.
9. Any and all hot list, hot plate, BOLO’s or suspect information
entered into the ALPR system shall be approved by a supervisor.

A. Data Collection and Retention [41.3.9(3D)(3E)(3G)]
The ALPR operator shall be responsible for ensuring policies and
procedures are followed for the proper collection and retention of
ALPR data. Data will be transferred to the designated storage in
accordance with department procedures.
All ALPR data downloaded to the secure password protected cloud
based server should be stored for no longer than thirty (30) days and
in accordance with the established records retention schedule.
Thereafter, ALPR data should be purged unless it has become, or it
is reasonable to believe it will become evidence in a criminal or civil
action or is the subject to a discovery request or other lawful action
to produce records. In those circumstances the applicable data
should be downloaded from the server onto portable media and
booked into evidence, maintained on the investigators computer or
kept within the investigator’s case file/folder.

Littleton Police Department

Response to Calls

5

B. Accountability and Safeguards [41.3.9(3F)]
All data will be closely safeguarded and protected by both procedural
and technological means. The Littleton Police Department will
observe the following safeguards regarding access to and stored data
1. All non-law enforcement requests for access to stored ALPR data
shall be processed in accordance with applicable procedures and
public records laws.
2. All ALPR data downloaded to the workstation shall be accessible
only through a login/password protected system (Flock) capable
of documenting all access of information by name, date and time.
3. Persons approved to access ALPR data under these guidelines are
permitted to access the data for legitimate law enforcement
purposes only, such as when the data relates to a specific
criminal investigation or department related civil or
administrative action.
4. ALPR data may be released to other authorized and verified law
enforcement officials and agencies for legitimate law enforcement
purposes.
5. Every ALPR browsing inquiry must be documented by either an
associated Littleton Police Department case number or a specific
reason for the inquiry.

C. ALPR Data Detection Browsing Audits
It is the responsibility of the Deputy Chief to ensure that an audit is
conducted of ALPR detection browsing inquiries at least once during
each calendar year. The department will audit a sampling of the ALPR
system utilization from the prior twelve (12) month period to verify
proper use in accordance with the above authorized uses. The audit
shall randomly select at least ten (10) detection browsing inquiries
conducted by department employees during the preceding six (6)
month period and determine if each inquiry meets the requirements
established.
The audit shall be documented in the form of an internal department
memorandum to the Chief of Police. The memorandum shall include
any data errors found so that such errors can be corrected.

Littleton Police Department

EMERGENCY PROCEDURES: PUBLIC HEALTH EMERGENCY
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6

D. Releasing ALPR Data
The ALPR data may be shared only with other law enforcement or
prosecutorial agencies for official law enforcement purposes or as
otherwise permitted by law. The agency makes a written request for the
ALPR data that includes:
Name of agency
Name and position of person requesting
Intended purpose for obtaining the information
The request is reviewed by a supervisor and approved prior to the
request being fulfilled.

E. Training [41.3.9(3C)]
The Deputy Chief is responsible for and should ensure that members
receive department approved training for those authorized to use or
access the ALPR System.

Littleton Police Department

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

6B

Select Board Discussions
Review and Vote to reaffirm the Select Board Code of Conduct Policy as
approved by the Select Board on May 8, 2023
Requested by: Select Board

Action Sought: Discussion and Possible Vote

Proposed Motion(s)
Discussion dependent.
If needed:
Move to approve of the Town of Littleton Select Board Code of Conduct Policy.
Additional Information
Included in this packet is the Select Board Code of conduct as approved by the Select
Board at the May 8, 2023 meeting. Per discussion at prior Select Board meetings the Board
discussed reviewing and recommitting to the Code of Conduct after every Select Board
election.
Board Action
Motion

Second

In favor

Opposed

Disposition

LITTLETON SELECT BOARD - CODE OF CONDUCT
As adopted by the Littleton Select Board at their May 8, 2023 meeting
These obligations and commitments shall be assumed by all members of the Select Board:
This Code of Conduct sets forth a standard of conduct for the Littleton Select Board under the
laws of the Commonwealth of Massachusetts and the Town of Littleton. As an elected public
official, a Select Board member has taken an oath to adhere to all federal laws, the laws of the
Commonwealth of Massachusetts and the bylaws of the Town of Littleton.
This Code of Conduct outlines three general areas of a member's responsibility:
1.
Community responsibility;
2.
Responsibility to Town Administration; and
3.
Relationship to fellow Select Board members, and other persons appearing before the
Select Board.
1.

Community Responsibility: A member in their relations with the community should:
A.
B.
C.
D.
E.

Realize that their primary responsibility is to all Littleton residents and Select Board
members represent the community at all times.
Recognize that their function is policymaking and not administrative.
Remember that they are one of a team and must abide by all Select Board decisions
once they are made.
Be well informed concerning the duties of a Select Board member on both state and
municipal issues in Littleton.
Accept the office of Select Board member as a means of unselfish public service.

2.
Responsibility To Town Administration (All direct reports to Select Board i.e. Town
Administrator, Police Chief, Fire Chief): A member in their relations with the Town
Administration should:
A.
B.
C.
D.

Establish and update through the Board sound, clearly defined policies with which to
govern and support the Administration.
Recognize and support the Administrative chain of command and refuse to act on
complaints as an individual outside of the Administration.
Refer all complaints to the Administration for solutions and only pursue satisfactory
results through the frameworks of the Select Board structure if such solutions fail.
Request assistance and information from Town staff only through the Town
Administration.

3.
Relationship To Fellow Select Board Members and Other Persons: A member in their
relations with fellow Select Board members and other persons shall:
A.

Accept differences of opinion as building blocks of our democratic process.

B.
C.
D.
E.
F.
G.
H.
I.
J.
K.
L.
M.
N.
O.
4.

Always treat other members, the Town Administration, board and committee
members, and employees with personal respect and act in a civil manner towards
them.
Concentrate all dialogue on the issue and refrain from personal criticism.
Conduct themselves to maintain public confidence in their local government and in
their performance of the public trust
Recognize that Board action at official meetings is binding and that they alone cannot
bind the Select Board outside such meetings.
Unless specifically exempted (e.g. Executive Session), conduct the business of the
public in a manner that promotes open and transparent government and maintain full
compliance with the Open Meeting Law (MGL Chapter 39, Section 23B)
Uphold the confidentiality of executive sessions and documents presented during
same, and respect the privileged communications that exist in executive sessions.
Not withhold pertinent information on municipal matters or personnel problems,
either from members of their own Select Board or from members of other bodies who
may be seeking help and information on problems.
Not make statements or promises of how you will vote on matters that will come
before the full Board until you have had an opportunity to hear the pros and cons of
the issue during a public meeting of the Board.
Cooperate with the Chair of the Board in the conduct of meetings.
Never publicly criticize an employee of the Town. Concerns about staff performance
should only be made to the Town Administration through private conversation.
Treat persons who appear before the Board with respect, and dignity and in a manner
free from discrimination, abuse, and harassment.
Act in a civil and professional manner at all Board meetings.
Speak in a civil manner and not harass or bully residents, business owners, other
Board members, the Town Administrator, department heads, and employees, either
in person, in writing, or on social media.
Conduct official business in such a manner as to give the clear impression that they
cannot be improperly influenced in the performance of their official duties

Enforcement of Code of Conduct.
A.
B.
C.

The Select Board shall enforce the Code of Conduct.
Any Select Board member violating the Code of Conduct may be subject to public
censure by the Select Board.
During a meeting, after an initial warning, a member who acts in an inappropriate
manner, is unruly or disorderly may be removed from a meeting by a majority vote
of the remaining members.

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

6C

Select Board Discussions
Endorsement of a Charitable Gaming License submitted by Littleton VFW Post 6556 for
an event to be held on June 13, 2026, from 6:00 PM to 12:00 midnight, at 21 Taylor
Street.
Requested by: VFW

Action Sought: Discussion and Vote

Proposed Motion(s)
Move that the Board endorse the application submitted by Littleton CFW Post 6556 as
presented in the meeting packet.
Additional Information
The attached application seeks approval for a one-day charitable bingo event scheduled for
June 13, 2026 (from 6PM to Midnight).
After consultation with the Town Clerk’s Office, application may be considered by the Select
Board during a posted public meeting.
Endorsement from the Chief of Police is required. Chief Patterson endorsed the application
on May 8, 2026.
Background:
M.G.L. Chapter 10, Sections 37–40 authorizes the conduct of Bingo (Beano) games in the
Commonwealth and assigns licensing and regulatory authority to the Massachusetts State
Lottery Commission’s Charitable Gaming Division.
Pursuant to Chapter 58 of the Town Bylaws, adopted by Special Town Meeting on October
20, 1975, licenses for the operation of beano games may be granted within the Town.

Board Action
Motion

Second

In favor

Opposed

Disposition

2

6D

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Select Board Discussions
Policy on Use of Bond-Finance Municipal Facilities
Requested by: Town Administrator

Action Sought: Discussion

Proposed Motion(s)
Request to be continued at May 26, 2026 meeting.
Additional Information

Board Action
Motion

Second

In favor

Opposed

Disposition

6E

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

Select Board Discussions
Annual Election of Chair, Vice-Chair, Clerk
Requested by: Select Board Chair, Karen Morrison

Action Sought: Discussion and Vote

Proposed Motion(s)
A. Annual Election of Chair, Vice-Chair, Clerk:
(1) MOVE that the Select Board vote to elect ________________as Chair of the
Select Board for a term of one year, commencing immediately.
(2) MOVE that the Select Board vote to elect _______________ as Vice-Chair of
the Select Board for a term of one year, commencing immediately.
(3) MOVE that the Select Board vote to elect _______________ as Clerk of the
Select Board for a term of one year, commencing immediately.
Additional Information
BOS Organization Policy:
The Select Board’s policy (see attached) on “Organization of the Board” provides that the
Chairman, Vice Chairman and Clerk “will be elected annually at the first regular board
meeting following the Annual Town Meeting...The immediate past Chair will preside as Chair
pro tem until the Chair is elected. If there is no immediate past Chair, then the immediate
past Vice Chairman will serve as Chair pro tem…” A majority vote is required to elect.
Nominations do not require a second, although recent practice has been to second
nominations and for all members to participate on each vote, including voting for
themselves.

Board Action
Motion

Second

In favor

Opposed

Disposition

2

Littleton Select Board
AGENDA ACTION REQUEST

May 11, 2026

7A

Minutes Approval
Meeting Minutes for April 21, 2026
Requested by: James A. Duggan, Town Administrator

Action Sought: Approval

Proposed Motion(s)
MOVE that the Select Board vote to approve the meeting minutes from the Select Board
Meeting on April 21, 2026.
Additional Information
Included in the Board’s packet are draft minutes from the Select Board Meeting on April
21, 2026.
Board Action
Motion

Second

In favor

Opposed

Disposition

Town of Littleton
Select Board

Minutes

Tuesday, April 21, 2026 at 5:45 PM
Littleton Town Offices – 37 Shattuck Street, Room 103
Notice of public meeting as required by M.G.L. Chpt.30A §18-28

Public meetings may be broadcast live, streamed live, or recorded for later playback on LCTV and/or the Internet.
PARTICIPANTS/ATTENDEES ARE REMINDED THAT BY JOINING THIS MEETING THAT YOU CONSENT TO YOUR
LIKENESS AND AUDIO BEING USED AND REBROADCAST BY LCTV. If attending virtually, please identify your screen
name with your full name. This is to protect the integrity of the meeting. Attendees of all public meetings should be aware of
Massachusetts Recording Law M.G.L. Ch. 20A §20 (f)* if they are personally considering recording any part of a meeting or a
meeting in its entirety. The listings of matters are those reasonably anticipated by the Chair 48 hours before said meeting, which
may be discussed at the meeting. Not all items listed may be discussed. Items may be taken out of order and differ from those
listed below. Other items not listed may also be brought up for discussion to the extent permitted by law.

Select Board Present: Matthew Nordhaus Vice Chair, Gary Wilson Clerk and Mark Rambacher,
Absent: Karen Morrison Chair, Chuck DeCoste
Also Present: James Duggan Town Administrator, Tony Sousa Assistant Town Administrator,
5:45 PM

1. Executive Session
A. Gary Wilson made the motion that the Select Board vote to enter into Executive Session
pursuant to G.L. c. 30A, § 21(a)(2) to conduct contract negotiations with nonunion
personnel, specifically regarding the Interim Police Chief contract for Deputy Chief
Jeffrey Patterson. The Select Board will go into Executive Session and will reconvene in
Open Session after Executive Session; Seconded by Mark Rambacher; Roll Call Vote:
Mark Rambacher Aye, Gary Wilson Aye, Matthew Nordhaus Aye; Motion passed 3 to 0.

6:30 PM

2. Organization / Pledge of Allegiance / Read Mail
-Pledge of Allegiance
-Organization – agenda read by Matthew Nordhaus
-Read Mail
Included in the Board’s packet was:
1. Current Openings on Town Boards
2. Civic Ready Notification
3. Select Board Office Hours: 4/22 4-6 PM Marh Rambacher; 5/4 Karen
Morrison 10 to 11:30 AM; 5/27 and 6/24 Mark Rambacher 4 to 6 PM; office
hours to be held in the Historical Room of the Ruben Hoar Library
4. Littleton Housing Authority Vacancy Posting - SB to meet with LHA on 5/11
at 7PM in room 103 at Littleton Town Offices
5. Boston Gas Hearing Notice – insulation of a gas main on Littleton Road as
well as a private driveway at Kimball Farm
6. Kelois Commuter YOP Vegetation Management Notice 7. CSX Transportation 2026 YOP Vegetation Management Letter
8. Abutters Notification Letter – Dylann Randall, 1 Elm Road
9. Transfer Station Hearing Notice FY27 Fees – May 11, 6:45PM, Room 103
Littleton Town Offices
10. Letter to the Select Board regarding Article 26 – from George Sanders with a
request to with draw Article 26 from Town Meeting pertaining to private roads.
11. Flea Market Flyer – KofC flea market on 5/9 at St. Anne’s parking lot

6:35 PM

3. Department/Board Updates and Requests

A. Water & Sewer Superintendent – Matt Silverman – grant had been received from the
MA DPSRF program for $174K in 2023 to work with a consultant to comply with new lead
and copper rule for 2024. $140K has been received, submission will be made for the
additional $34K. Included in the packet was a scope of work for the project, the original
Authority to File (ATF) and a new ATF.
Gary Wilson made the motion that the Select Board vote to adopt a resolution authorizing the
filing of a loan application for the Water Service Inventory and Lead Service Line
Replacement Plan project and to designate the Water & Sewer Superintendent as the Town’s
authorized representative to submit applications, execute agreements, and take all necessary
actions in connection with securing grant and/or loan funding through MassDEP and the
Massachusetts Water Pollution Abatement Trust; Seconded by Mark Rambacher; Motion
passed 3 to 0.
B. PRCE Director: Vote to approve G.L. c. 268A, §20(b) exemptions for Hilary Bridge
and Margo Gillen, employees of Littleton Public Schools, to provide after-school
programming services through the Parks, Recreation & Community Education
Department
Included in the SB packet were the Disclosure Forms to be signed by the Select Board Chair
and a memo from Alicia Day, Parks, Recreation and Community (PRCE) Director, requesting
the exemptions.
Gary Wilson made the motion that the Select Board vote to acknowledge a Disclosure by a
Municipal Employee of Financial Interest in a Municipal Contract and approve the
exemptions for Hilary Bridge and Margo Gillen as municipal employees in accordance with
MGL Chapter 268A, Section 20(b); Seconded by Mark Rambacher; Motion passed 3 to 0.
C. Historical Commission/Historic New England: Informational presentation regarding a
proposed preservation restriction on the Whitcomb House (31 Foster Street), and discussion
of potential Select Board vote to approve the restriction pursuant to local and state
requirements.
Elizabeth Paliga from Historic New England spoke to the preservation agreement giving a
history of Historic New England as well as describing the preservation restriction on the
property owned by Deborah and Reed Augliere; it was noted that the Historical Commission
voted to recommend approval of the restrictions requested which will be held and
administered by Historic NE. Ms. Paglia stated that the preservation restriction requires
approval at both state and local level; preliminary approval has been received by the state;
annual site visits will be held by Historic NE.
Mr. Augliere spoke saying that the house was purchased 35 years ago and there has been
extensive repair to both the house and barn in that time; he noted that a conservation
restriction will be placed on the property as well by Historic NE and that the property is also
a wildlife corridor.
Gary Wilson made the motion that the Select Board vote to approve the proposed
preservation restriction on the Whitcomb House, 31 Foster Street to be held by Historic New
England as stated; Seconded by Mark Rambacher; Motion passed 3 to 0.

7:00 PM

4. Public Hearing
A. Earth Removal Permit Application (New England Power Company) for removal of
approximately 26,000 cubic yards of earth material within the ROW of the K137E,
L138E, and 337 transmission lines (Great Road near Janes Drive)
Gary Wilson made the motion that the Select Board vote to open the Soil Removal
Hearing relating to New England Power Company’s application; Seconded by Mark
Rambacher; Motion passed 3 to 0.
Gary Wilson read the legal notice which was included in the packet.
An application for Soil Removal was received March 9, 2026; a public hearing was
scheduled for April 21, 2026 at 7pm; project abutters were notified by mail; notices sent
April 10, 2026; the public hearing was advertised in the Lowell Sun on April 8 and April
13, 2026.
Staff comments were included in this packet. No public comments currently
Atty. Joseph Duquette, Bowditch & Dewy spoke on behalf of the NE Power Company
He was joined by the project’s engineer and a representative of NEPC. Littleton is one
of six towns impacted by the transmission line project including Ayer, Westford,
Chelmsford, Tewksbury and Billerica. Atty. Duquette noted that Littleton is the only
town that does not have an exemption that applies for earth removal special permits; he
provided a presentation on why the permit was necessary to meet current safety and
electrical code standards to improve electrical service in the area. Planning Board has
approved storm water permit which is currently before the Conservation Commission
this evening. It was noted that no work will be done at night, it is not expected that there
will be any rock explosion, there will be as much soil reuse as possible, only organics
and rock will be taken off site, no untrained personnel will be allowed on site.
-Joann Dreary, Harwood Avenue - concerned about flooding in the same area as
previously had happened; was told there would be no filling of floodplain or displacing
floodwaters so there should not be any impact.
-Colleen Feltus, Great Road - abutter to the project asked who to contact should there be
any issues; response from Steve Graham, Community Engagement Officer who will
communicate with Colleen. Gary noted that the Town Administrator’s office could also
be contacted.
-Lisa Manser, Janes Drive - asked about the timeline on the project; the work is done
sequentially over a period of years; Steve Graham responded that two open houses will
be held for the project as well as flyers to neighborhoods with notice of upcoming work;
Lisa’s property will be reviewed with her to clarify any concerns regarding removal of
poles.
Gary Wilson made the motion that the Select Board vote to close the hearing; Seconded
by Mark Rambacher; Motion passed 3 to 0.
Gary Wilson made the motion that the Select Board vote to approve the earth removal
permit application from the New England Power Company for removal of
approximately 26,000 cubic yards of earth material within ROW of the K137E, L138E,
and 337 transmission lines (Great Road near Janes Drive) to include the waivers from

the Earth Removal by-law with no building permits required; Seconded by Mark
Rambacher; Motion passed 3 to 0.
7:30 PM

5. Public Input/Members’ Updates (taken out of order)
Public Input will last for 10 minutes, and speakers are allowed to speak for no longer than 2
minutes. Speakers addressing the Select Board are required to do so from the podium and provide
name and address for the record, and all comments must be made through the Chair.
The Select Board will also provide updates, as warranted, on the following projects:
• Littleton Town Center Sewer Project
• 550 King Street Development
• Nagog Orchard
• Massachusetts School Building Authority - Shaker Lane Elementary School
• Closure of Nashoba Valley Medical Center
• Charter Committee
-Diane Crory, Town Clerk – noted that on the upcoming election ballot there is a position
for the Housing Authority. Bartlett Harvey is no longer running for this position as he has
moved into the governor’s appointee position. Since the appointment came after the
ballot printing, the Housing Authority position is now available for a write-in candidate.
There is also a position available which is voted on by the residents; however, no one has
applied; a joint appointment can be made and open to all residents of the town for a
5-year term.
Town meeting is May 5 at 7 PM and town election is May 9 from 8AM to 8PM.
Absentee and early voting ballots are available.
-Mark Rambacher – attended the recent Lyceum program last week on owls; attended
Conservation Trust event for bittersweet removal at Long Lake Park. There will be a
garlic mustard pull on May 2 at 2PM; Clean Lakes and Conservation Trust creating an
MOU with Westford for invasive management at Forge Pond.
-Gary Wilson – attended Patriots Day celebration at Liberty Square; thanked Boxborough
Minuteman for their participation; Historical Commission is planning a July 4 picnic.
-Matthew Nordhaus – not running for re-election and thanked the SB members for their
work done together.

7:35 PM

6. Appointments (taken out of order)
A. Vote to appoint Meagan Murphy as the Director of Veterans Services for a three year term effective Tuesday, May 5, 2026. Ms. Murphy’s resume was included in the SB
packet
Jim Duggan introduced Meagan who is currently the part-time VSO for Pepperell and highly
regarded; she will maintain the 12 hour position in Pepperell as well as 20 hours per week in
Littleton. Meagan introduced herself and gave a review of her qualifications; she anticipates
working in Littleton Monday, Wednesday and Friday.
Gary Wilson made the motion that the Select Board appoint Meagan Murphy as Director of
Veterans Services for an initial term expiring June 30, 2026 and a three year term effective
July1, 2026; Seconded by Mark Rambacher; Motion passed 3 to 0.

B. Vote to appoint Jeffrey M. Patterson as the Interim Chief of Police effective May 1,
2026 at Grade 21, Step 6, on Compensation Plan Schedule A and vote to approve the
Interim Chief of Police Employment Agreement between the Town of Littleton and
Jeffrey M. Patterson
Gary Wilson made the motion that the Select Board vote to appoint Jeffrey M. Patterson as
the Interim Chief of Police effective May 1, 2026 at Grade 21, Step 6, on Compensation Plan
Schedule A and vote to authorize Chairman Morrison to finalize the Police Employment
Agreement between the Town of Littleton and Jeffrey M. Patterson; Seconded by Mark
Rambacher; Motion passed 3 to 0.
C. Vote to approve the Employment Agreement amendment between the Town of
Littleton and Chief of Police Matthew Pinard
Included in the packet is the Separation Agreement/Waifer of Notice Provision between the
Town of Littleton and Matthew Pinard, the original contract, contract amendment and a side
letter regarding details.
Gary Wilson made the motion that the Select Board vote to approve the Employment
Agreement amendment between the Town of Littleton and Chief of Police Matthew Pinard
who will be leaving employment on May 1, 2026; Seconded by Mark Rambacher; Motion
passed 3 to 0.
7:50 PM

7. Select Board Discussions
A. Vote to authorize the Town Administrator to execute a construction contract with
Monadnock Commercial Building Company for the 37 Shattuck Street Second Floor
Renovation Project
Included in the SB packet is the contract with Monadnock Commercia Building, the Intent to
Award Letter and the Bid Results sheet. Any contract amount over $50,000 requires the
approval of the Select Board; contract must be done by June 30.
Gary Wilson made the motion that the Select Board vote to authorize Town Administrator,
James A. Duggan, to execute a contract with Monadnock Commercial Building Company for
the 37 Shattuck Street second floor renovation project; Seconded by Mark Rambacher;
Motion passed 3 to 0.
B. Discussion regarding vacancy on the Littleton Housing Authority Board and process for
joint appointment
Provided to the SB was the vacancy posting for the Littleton Housing Authority; previous
discussion and explanation made by Diane Drory; applications at the Town Clerk’s office.
C. Update on the development of a Policy for the Use of Bond-Financed Municipal Facilities
Request that this item be continued to the May 11th meeting.

8:00 PM

8. Annual Town Meeting & Town Election Warrants (taken out of order at 6:58 PM)
A. Vote to sign the May 5, 2026 Annual Town Meeting Warrant – Diane Crory
Included in the packet was the May 5, 2026 Annual Town Meeting Warrant.
Gary Wilson made the motion that the Select Board vote to sign and post the May 5, 2026 Annual
Town Meeting Warrant; Seconded by Mark Rambacher; Motion passed 3 to 0.

B. Vote to sign the May 9, 2026 Annual Town Election Warrant
Included in the SB packet was the Election Warrant from the Town Clerk.
Gary Wilson made the motion that the Select Board vote to approve and sign the Election Warrant
for the May 9, 2026 Election; Seconded by Mark Rambacher; Motion passed 3 to 0.
7:50 PM

9. Town Administrator Update
A. Town Administrator Update on issues happening in Littleton
Regarding 550 King Street, looking at potential revenue schedule to provide to SB and public.
Assessment will be done once an occupancy permit is issued for either retail or residential.
Presentation will be provided in the near future.
Approval by Town Counsel for the IMA which will be presented to Boxborough TA.
EHS had over 900 sign-ins last week and 84 people assisted with Outreach.
Some infrastructure construction finishing up at 550 King St.; weekly meetings being held with
the developer. Anticipate the Planning Board will be receiving green space proposal for 410
Great Road.

7:57 PM

10. Minutes
A. Approve the minutes of March 30, 2026 and April 6, 2026
Gary Wilson made the motion that the Select Board vote to approve the meeting minutes from the
Joint Select Board Meeting with the Charter Committee on March 30, 2026 and the Select Board
Meeting on April 6, 2026; Seconded by Mark Rambacher; Motion passed 3 to 0.

8:00 PM

Adjournment
Mark Rambacher made the motion to adjourn the meeting; Seconded by Gary Wilson;
Motion passed 3 to 0.
Respectfully Submitted
Sue Raymond

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