Agenda

Personnel Subcommittee - Agenda - Jun 11, 2026

Jun 11, 2026

A public record published by the Town of Simsbury (simsbury-ct.gov). mySimsbury indexes it and makes it readable; it is not the official copy. View the original file.

Personnel Subcommittee of the Board of Selectmen
Regular Meeting
June 11, 2026 – 9:00 A.M.
Main Meeting Room, Simsbury Town Hall
933 Hopmeadow Street, Simsbury, Connecticut 06070
AGENDA
Call to Order
1) Approve May 14, 2026, Minutes
2) Vacant Positions Report
3) Recommend Business Development Coordinator Job Description to the Board of Selectmen
4) Recommend Amendments to the “Head of Children’s Services” Job Description to the Board
of Selectmen
5) Review of Unaffiliated Salaries
6) Proposed Amendments to Town of Simsbury Personnel Rules and Regulations
Adjourn
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Personnel Subcommittee of the Board of Selectmen
Regular Meeting
May 14, 2026 – 9:00 A.M.
Main Meeting Room, Simsbury Town Hall
933 Hopmeadow Street, Simsbury, Connecticut 06070
MINUTES
Members Present: Wendy Mackstutis, First Selectman; Steven Antonio, Deputy First
Selectman
Staff Present: Marc Nelson, Town Manager; Eric Gomes, Human Resources Director; Crystal
Lusso, HR Generalist
Others Present: Attorney Mike Harrington
Call to Order
Ms. Mackstutis called the meeting to order at 9:02 am.
1) Approve April 9, 2026 Minutes
Ms. Mackstutis made a motion to approve the April 9, 2026 minutes as submitted. Mr. Antonio
seconded the motion, all were in favor and the motion passed.
2) Executive Session
a) Pursuant to C.G.S. §1-200(6)(A): For the Purpose of Discussing a Personnel Matter
Ms. Mackstutis made a motion to enter executive session at 9:03 am with subcommittee
members Mr. Antonio, Ms. Mackstutis, staff members Mr. Nelson, Mr. Gomes, and Ms. Lusso,
and Attorney Mike Harrington. Mr. Antonio seconded the motion. All were in favor and the
motion passed.
Mr. Antonio made a motion to adjourn from executive session at 9:34 am. Ms. Mackstutis
seconded the motion; all were in favor and the motion passed.
3) Consider Applicants for Appointment to the Retirement Plan Subcommittee
Mr. Antonio asked staff for a cohesive list of vacancies on all boards and commissions. Mr.
Nelson mentioned that there is a review of all boards and commissions and their vacancies when
the First Selectmen is sworn in.
Mr. Nelson gave a brief overview of the reason behind the existence of the retirement
subcommittee. Mr. Antonio also mentioned that the subcommittee provides guidance on
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investment portfolios and offers the opportunity for stakeholders to share updates on a more
frequent basis. Mr. Nelson also mentioned that our consultants also watch the portfolio and
furnish reports to the Board of Finance.
Ms. Mackstutis asked to staff to reach out to Mr. Metzger to confirm if he is still interested in
serving on the retirement subcommittee. Mr. Nelson agreed that staff would reach out to confirm
his interest in the position.
Mr. Antonio made a motion to recommend Mr. Metzger to the Board of Selectman, on the
chance that he is still interested in the role. Ms. Mackstutis seconded the motion; all were in
favor and the motion passed.
4) Review of Unaffiliated Salaries
Ms. Mackstutis made a motion to table this agenda item. Mr. Antonio seconded the motion; all
were in favor and the motion passed.
5) Vacant Positions Report
Ms. Lusso provided a report on the Town’s current vacant positions and their recruitment
statuses.
Adjourn
Mr. Antonio made a motion to adjourn at 9:52 am. Ms. Mackstutis seconded the motion; all were
in favor, and the motion passed
Open Positions Department Date Opened Status
Dispatcher Police 12/5/2025 Receiving Applications
Director of Information Technology IT 12/16/2025 Position Filled
Animal Control Officer Police 12/19/2025 Position Filled
WPC Plant Operator WPC 2/26/2026 Candidate Selected
Maintainer II DPW 3/2/2026 Position Filled
Building Custodian II (PT) PW - Buildings and Grounds 4/9/2026 Interviews Ongoing
Sr. Information Technology Analyst IT 4/29/2026 Interviews Ongoing
Police Officer Police Continuous Receiving Applications
Vacancies (5)
Police Officer (4)
Dispatcher (1)
Town of Simsbury, CT
Job Description
April 27, 2026
Job Title Business Development Coordinator
Department Shared Position Library/Town Manager’s Office
Division Business & Economic Development
Employment Status Full-Time
Hours 35 hours/week
Exempt/Non-Exempt Status Non-exempt
Affiliation CESA Municipal, Administrative & Professional Union
Grade Grade 36
Scope of Work
This position coordinates and provides administrative support for the various activities of the Town that
either act as a resource for existing local small businesses or which seek to enhance strategic economic
development in Town. This is a shared position between the Library (encompassing some of the duties of
the former role of “Business & Career Center Coordinator”) and the Town Manager’s office (adding duties in
support of the Town’s strategic economic development objectives).
Under the general supervision of the Library Director and the Town Manager, the duties of the role are
generally framed by a number of policy objectives of the Library Board of Trustees and/or the Town’s Board
of Selectmen, as more fully described in documents such as the Library Board of Trustee’s Adopted Strategic
Plan, the Town’s “Plan of Conservation and Development” (POCD), and others.
The position seeks synergies and stronger collaboration between previously compartmentalized functions
within the business and economic development function of the Town, ensuring a unified and team
approach that avoids duplication of efforts, deploys limited resources wisely and improves reliance on data
and research to inform the decisions of policymakers.
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Supervision
Received See Below
Exercised None
Essential Job Functions
Economic Development
Under the general supervision of the Town Manager
 Creates and distributes information on local economic development opportunities and business
support initiatives across multiple communication platforms such as newsletters, websites and social
media.
 Develops, maintains, and analyzes data related to market trends and local industries to inform
decisions supporting the Town’s economic development strategy, including, but not limited to,
researching the use by other Connecticut municipalities the use of tax abatements and other
incentives to drive strategic growth of the Town’s grand list.
 Serves as a liaison between the Town, the Economic Development Commission, and a widening
range of partner organizations (such as the Chamber of Commerce, the Main Street Partnership, the
Town’s Sustainability Committee, private educational institutions and other organizations) in order
to enhance development opportunities (using a range of marketing, web-based and other strategies.
 Supports the Town’s Planning Department with economic development and planning-related events
and represents the Town of Simsbury at community meetings.
 Attends on behalf of the Town regional activities related to business and/or economic development
and serves as a conduit for the exchange of new ideas and current best practices in the space.
 Initiates, cultivates, and maintains community, education and business partnerships for the
promotion, development and implementation of business services that further the Library and
Town’s community outreach
Library
Under the general supervision of the Library Director
 Promotes educational programming at the Library including identifying outside presenters.
 Maintains the Library’s Business and Careers Center portion of the Library website and assists in the
development of the Town’s new website content related to economic development in Town.
 Identifies, collects and interprets data; develops measuring tools and statistical reports
 Participates in a wide variety of outreach projects in the community, including business and other
networking events
 May work the public information desk, as required
Other Job Functions
 Seeks supplemental funding and grant opportunities and completes funding applications
 May perform opening and closing procedures in the Adult Services Department
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 Performs other duties as assigned
Requirements of Work
Required Minimum Qualifications
Bachelor’s Degree in business, public administration, finance, economic development, real estate, strategic
planning, or related field required.
MLS, MLIS or equivalent from an ALA Accredited program a plus
Demonstrated success in transfer of knowledge in formal, informal and on-on-one settings. Proficiency with
current technology and applications, as well as familiarity with emerging technology trends and tools
essential. Three years of business experience and background.
Knowledge of  Thorough knowledge of business/employment/career information resources,
marketing principles and public relations
 Local, state, and federal regulations, particularly those related to economic
development and land use
 Business support resources and programs in the State of Connecticut
Ability to  Ability to work in a self-directed, independent manner
 Ability to plan, organize and implement both long and short-term projects and
programs, complete projects and tasks on time and within budget
 Ability to work and interact effectively with staff, administrators, volunteers, and
town and business representatives, as well as work as part of a cohesive team
 Ability to effectively and professionally represent the Library in the community and
at public gatherings, as well as speak to public groups
 Ability to network effectively, build and foster relationships, collaborations and
partnerships
 Ability to become a Notary in the State of Connecticut
 Ability to problem-solve
 Ability to manage time effectively and consistently meet deadlines
 Ability to establish and maintain effective working relationships with the public,
Board of Selectman, Boards and Commissions, Town employees, vendors, and other
agencies
 Ability to analyze and interpret business, technical, and regulatory information
 Ability to effectively present information and respond to questions from
stakeholders and the general public
 Ability to prepare clear, accurate, and professional reports and business
correspondence
Skill in  Positive and enthusiastic approach to customer service
 Exhibits flexibility and the willingness to work in a dynamic, busy and changing
environment
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 Exceptional verbal and written communication skills
 Superior organizational skills and attention to detail
 Proficiency with Microsoft Office Suite or related software
Necessary Special Requirements
License of Certificate
Motor Vehicle Operator’s License
Physical Demands and Work Environment
 Ability to work in office and public settings subject to continuous interruptions and background
noises
 Ability to lift books and other materials, weighing up to twenty-five (25) pounds, from shelves
ranging from 6” to 8’from the floor and return them to their proper place(s)
 Ability to stand and walk for extended periods of time; move throughout the Library; bend, reach
and crouch to shelve and retrieve materials; push and pull carts loaded with materials
 Ability to use a PC terminal, laptop or tablet for extended periods of time
 Ability to carry supplies and equipment in excess of twenty-five (25) pounds
 Ability to move throughout the Library and other town sites
 Ability to read fine print materials
 Ability to work early mornings, late evenings and weekends
The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of
every task or responsibility.
The Town of Simsbury is an equal opportunity employer committed to diversity and inclusion in the workplace. We
prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national
origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state,
or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion,
termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. The Town of
Simsbury makes hiring decisions based solely on qualifications, merit, and business needs at the time.
Deputy Library Director / Head of Children’s Services Proposed
Position Definition
Under the supervision and coordination with the Library Director, the Deputy Library Director supports the day-
to-day operations, development and administration of library services, personnel and management of library
facilities, equipment and security. Contributes to the development and implementation of strategic plans, goals
and policies. Assists with budget preparation and funding initiatives. Serves as Acting Library Director in the
Director’s absence and provides leadership and continuity during transitions or emergencies.
As the continuing Head of Children’s Services, this position is directly responsible for providing excellent
customer service, exemplary programming and or / technical services through management and development
of the Children’s Department staff and coordination of all Department services.
Essential Duties as Deputy Library Director
 Seeks additional funding through grants, writes proposals and administers funded projects
 Supervises the facility and communicates with Public Works in the Library Director’s absence, including
managing building closure, program cancellations, etc.
 Manages emergency situations in the Library Director’s absence, including interfacing with the Police
Department
 Facilitates safety planning and emergency preparedness for the library building and staff
 Assists the Library Director with establishing, maintaining, reviewing and revising policies
 Assists the Library Director with technology planning and assessment
 Prepares messaging/talking points for staff and public inquiries, especially around controversial or
sensitive topics
 Responds to inquiries and complaints pertaining to programs, services, and facilities, including
responding to social media
 Assists with training Library staff
 Performs short and long-range planning of library services
 Coordinates library-wide initiatives
Essential Duties
The Deputy Library Director will continue to be responsible for all duties, knowledge, skills, abilities conditions
and qualifications as described in the Head of Children’s Services Job Description below with the exception of
the following duties that will be delegated to the appropriate subordinate staff in the Children’s Services
Department.
 Recruits, screens, coordinates and trains volunteers serving the Children’s Services Department
 Assists and instructs users in the use of Library resources, tools and technology
 Establishes and conducts outreach programs to promote the Library, its programs, material and
services to the community in conjunction with the other Library departments
 Ensures the Children’s Department web presence is current and accurate
NOTE: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of
every task or responsibility.
Head of Children’s Services Approved: March 25, 2024
Grade A5
Position Definition
Under the general supervision of the Library Director, the Head of Children’s Services is responsible for
providing excellent customer service and exemplary programming through management and development of
Children’s Department staff and coordination of Children’s Department services.
Essential Duties
 Develops budget and rationale for Children’s Services department equipment and staff and manages
Children’s Department budget allocations
 Plans and implements departmental goals and objectives with assistance from Library Director, as well
as recommending policy changes
 Assists in hiring, trains, supervises, motivates and evaluates Children’s Services staff in accordance
with Library policies, procedures and performance standards
 Coordinates the workflow and procedures of the Children’s Services Department to ensure uniformity,
efficiency and timely completion of tasks
 Coordinates and schedules appropriate staffing of the Children’s Department public service desk during
all hours of Library operation and generally works a specified number of hours each week at the public
service desk as well
 Communicates with departmental staff about all aspects and changes to Library service through
departmental meetings, email, and one-on-one meetings as appropriate
 Communicates, coordinates, and works with all Library departments and staff to generate
understanding of the Children’s Services Department, its mission, services and role, to provide the best
possible service for the community
 Initiates, develops, coordinates, schedules, implements and evaluates programs for children, parents
and families
 Recruits, screens, coordinates and trains volunteers serving the Children’s Services Department
 Develops measuring tools and creates statistical and narrative reports
 Develops the organization of the Children’s collection and manages and maintains it, in all formats, for
currency and accuracy, as well as ensuring it is on target with use patterns
 Performs and supervises the cataloging, processing and data entry of Library materials to meet
bibliographic standards of consortium database
 Develops and maintains effective relationships and partnerships with schools, both public and private,
childcare agencies, town departments, local businesses, community and regional organizations to
foster collaborative programming and service delivery
 Assists and instructs users in the use of Library resources, tools and technology
 Establishes and conducts outreach programs to promote the Library, its programs, material and
services to the community in conjunction with the other Library departments
 Keeps abreast of new materials and trends in public libraries, children’s services and literature, as well
as technology and incorporates them, when relevant, into programs and services
 Speaks to community groups to provide education about Library material, programs and services, as
well as to promote Library use and support
 Ensures the Children’s Department web presence is current and accurate
• Coordinates all marketing and publicity for the Children’s Services Department, including but not
limited to press releases, bibliographies, social media, signage and displays to encourage the use and
further the reach of the Library
 Researches potential new products and their positive impact on the Library and community and works
with vendors to negotiate competitive pricing
Additional Duties
 Seeks additional funding through grants, writes proposals and administers funded projects
 Represents the Library on community committees and library and professional taskforces
 Attends continuing education and professional development opportunities and encourages staff to
do the same
 Participates in Library special events as needed
 Performs related work as required
Required Knowledge, Skills and Abilities
 Ability to model and provide exemplary customer service
 Ability to lead workshops, instruct and teach groups of individuals
 Ability to give clear, concise written and oral instructions and work effectively and harmoniously with
staff, colleagues and superiors
 Ability to plan, organize, direct and evaluate the work of others, both staff and volunteers
 Ability to make decisions on resource allocation and programs in an environment of limited resources
and competing claims
 Ability to identify and analyze problems and to develop and implement programs and activities to
address identified problems
 Ability to apply State and Federal Laws, Town ordinances, departmental and Library policies and
procedures, rules and regulations to determine necessary action
 Ability to conduct reference interview by phone, in person or electronically
Required Physical and Mental Effort and Environmental Conditions
 Ability to read fine print materials
 Ability to use a PC terminal, laptop or tablet for extended periods of time
 Ability to sit at a desk or stand and work continuously for extended periods of time
 Ability to operate a wide variety of technology, office and library equipment
 Ability to move throughout the Library and other Town sites
 Ability to lift books and other materials, equipment and/or supplies weighing up to twenty-five (25)
pounds, from shelves ranging from 1’ to 8’ from the floor and return them to their proper places
 Ability to work in office and public settings subject to continuous interruptions and background noises
 Ability to work under stress from demanding deadlines and changing priorities
 Ability to represent the Library in the community and at public gatherings and speak to public groups
 Ability to work evenings and weekends
Required Minimum Qualifications
Master’s Degree in Library Science from an ALA accredited school, with five years progressively responsible
library experience, including two years of supervisory experience, as well as experience in Children’s Services
necessary. A genuine respect and consideration for children and the ability to establish a positive rapport with
coworkers and the public are essential, as are strong overall customer service skills, creativity, acuity for detail
and organization. Proficiency with current technology and applications, as well as familiarity with emerging
technology trends and tools essential.
License or Certificate: Motor Vehicle Operator’s License
NOTE: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of
every task or responsibility.
TOWN OF SIMSBURY
PERSONNEL RULES
AND
REGULATIONS
Adopted by the Board of Selectmen, February 27, 2023
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Table of Contents
SECTION SUBJECT PAGE
Contract Disclaimer & At-Will Statement 5
1.0 Authority to Revise 5
1.1 Authorization for Rules, Severability 5
1.2 Administration 5
1.3 Employees Subject to Collective Bargaining Agreement 5
1.4 Conflicts of Interest 6
1.5 Political Activity 6
2.1 Equal Employment Opportunity 6
2.2 Unlawful Harassment 7
2.3 Standards of Conduct 10
2.4 Disability, Religious & Pregnancy-Related Accommodation 11
2.5 Workplace Threats and Violence Policy 11
2.6 Accommodations for Nursing Mothers 12
3.0 Personnel Records 12
3.1 Personnel Reports 12
4.0 Recruitment Policy 13
4.1 Employment Administration 13
4.2 Announcements 13
4.3 Veteran’s Preference 13
4.4 Hiring/Promotion Selection Processes and Employment Lists 13
4.5 Employment of Relatives and Friends 14
5.0 Appointments to the Classified Service 14
5.1 Medical Examination Post-Offer, Pre-Employment Examinations 14
5.2 Introductory Period 14
5.3 Notification of Regular Appointment 15
5.4 Emergency Appointments 15
6.0 Classification Plan 15
6.1 Position Classification 16
6.2 Reclassification 16
6.3 Classified Positions 16
7.0 Compensation - Pay Plan 17
7.1 Starting Salary Rates – Regular Full Time Employees 17
7.2 Salary Rates - For Other Than Regular Full Time Employees 17
7.3 Pay Adjustments 18
7.4 Deductions 18
7.5 Credit Union 18
7.6 Direct Deposit 18
8.0 Attendance Policy 18
8.1 Recording Time 19
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SECTION SUBJECT PAGE
8.2 Meal and Rest Periods 19
8.3 Pay Period 20
8.4 Overtime 20
8.5 Outside Employment 21
8.6 Town Supplies and Equipment 21
8.7 Computer Security and Copying of Software 21
8.8 Driver’s License/Driving – Record/Insurance 22
8.9 Use of Town Vehicles 22
8.10 GPS Monitoring of Employer Vehicles 22
8.11 Off Duty Use Of Employer Property or Premises 22
8.12 Personal Appearance 23
8.13 Personal Cell Phone/Mobile Device Use 23
8.14 Personal Data Changes 23
8.15 Security 24
8.16 Social Media Policy 24
8.17 Telephone Use 25
8.18 Voicemail, Email & Internet Policy and Electronic Monitoring 26
8.19 Electronic Monitoring 26
8.20 Workplace Privacy and Right to Inspect 27
8.21 Access to Personnel and Medical Record Files 27
8.22 Nonsmoking Policy 27
8.23 Drug and Alcohol Policy 27
8.24 Business Closure and Emergencies 28
8.25 General Safety Policy 29
9.0 Employee Benefits – Eligibility 29
9.1 Vacations 29
9.2 Sick Leave 32
9.3 Family and Medical Leave 33
9.4 Other Leaves of Absence 36
9.5 Holidays 38
9.6 Personal Days 38
9.7 Tuition Reimbursement Education Incentive 39
9.8 Individual Professional Development Plans 39
9.9 Insurance Benefits 39
9.10 Life Insurance 39
9.11 Long-Term Disability 39
9.12 Regular Part-Time Employees 40
9.13 Continuation of Insurance 40
9.14 Deferred Compensation 40
10.0 Personnel Status Changes – Transfer 40
10.1 Promotion 40
10.2 Demotion 41
10.3 Separation 41
10.4 Resignation 41
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10.5 Exit Interviews 41
10.6 Layoff 42
10.7 Disability 42
10.8 Retirement 42
10.9 Dismissal 42
10.10 Death 42
11.0 Disciplinary Actions 43
SECTION PAGE
APPENDIX 44
ACKNOWLEDGMENT OF RECEIPT AND REVIEW 45
DISCLOSURE OF OUTSIDE EMPLOYMENT 46
CONFLICT OF INTEREST ACKNOWLEDGMENT FORM 47
CONFLICT OF INTEREST – SECTION 1103 48
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Contract Disclaimer & At-Will Statement
Nothing in these Personnel Rules and Regulations is intended to grant permanent employment to
anyone , either implicitly or explicitly. Similarly, nothing in these Rules and Regulations is
intended to create, an express or implied contract of employment between the Town of Simsbury
(hereinafter “Town” or “employer”) and any of its present or future employees. Any oral
statements or representations that suggest otherwise are unauthorized and may not be relied upon
by anyone. Unless a written contract, a collective bargaining agreement, or law provides
otherwise, Town employees are employed on an “at-will” basis. This means that employment may
be terminated at any time and for any lawful reason. Similarly, employees may leave their
employment with the Town at any time and for any reason subject to the requirements for a as
provided in these Rules and Regulations.
SECTION 1
GENERAL PROVISIONS
1.0 Authority to Revise
The Town reserves the right to modify, revoke, suspend, terminate or change any of these Rules
and Regulations, at any time without notice.
1.1 Authorization for Rules Severability
These rules are provided for by Section 1002 of the Town of Simsbury Charter, as amended from
time to time. If any section or portion of these Rules is in conflict with federal or state law or the
Town Charter, such finding shall not affect the remainder of these Rules.
1.2 Administration
In accordance with SECTION 502 of the Town Charter, the Town Manager is designated the
Personnel Director for the Town with the exception of Board of Education employees. The Town
Manager may, delegate duties and responsibilities to a designee carrying out these Rules and
Regulations. As such, the Town Manager shall be responsible for the proper administration of
these Rules and Regulations.
The Board of Selectmen may from time to time establish, rescind or amend these Personnel Rules
and Regulations.
1.3 Employees Subject to Collective Bargaining Agreements
For bargaining unit employees, the terms and conditions of their employment are governed by
their respective collective bargaining agreement and these Rules and Regulations to the extent
they are consistent with their Collective Bargaining Agreement.
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1.4 Conflicts of Interest
The Town of Simsbury seeks to avoid conflicts of interest that create actual or potential job-related
concerns. If there is any actual or potential conflict of interest between you and a person or an
entity due to your employment with the Town, you must disclose it to your Department Head. If
an actual or potential conflict of interest is determined to exist, the Town will take such steps as it
deems necessary to reduce or eliminate this conflict.
Employees are obligated to disclose any financial interest, direct or indirect, in any contract,
transaction or decision of any officer or agent of the Town or any board or commission to the
Board of Selectmen in compliance with Section 1103 of the Charter of the Town of Simsbury and
Chapter 13 of the Code of Ordinances, as amended from time to time.
Town Employees may not take any outside job if it competes or interferes in any way with the
employee’s position with the Town. In addition, employees may not use Town property or work
time for any outside employment.
1.5 Political Activity
Employees are free to exercise their rights as citizens, to vote as they wish, and express their
political opinions as permitted by state and federal law. However, no employee shall:
a. Engage in political activity while on duty.
b. Be required as a duty of office or condition of employment to contribute funds to or
otherwise assist political or partisan purpose.
c. Solicit or act as a custodian of funds for political or partisan purpose during work hours.
d. Coerce or compel contributions of funds or other assistance for political or partisan
purposes by any other town employee.
e. Use any funds, supplies, materials or equipment of the Town for political or partisan
purposes.
f. Use official authority or influence to affect the results of a nomination or election for
office, through public endorsement or otherwise.
SECTION 2
STANDARDS OF CONDUCT
2.1 Equal Employment Opportunity
It is the policy of the Town to provide equal employment opportunities to all applicants and
employees regardless of race, color, religion, creed, sex, age, national origin, marital status,
handicap, ancestry, sexual orientation, physical disability, mental disability or any other legally
protected characteristics except in the case of a bona fide occupational quality or need, and to treat
applicants and employees in a non-discriminatory fashion as required by law . This policy applies
to all areas of employment, including recruitment, hiring, training and development, promotion,
transfer, termination, layoff, compensation, and all other conditions and privileges of employment
in accordance with applicable federal, state, and local laws.
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2.2 Unlawful Harassment Is Prohibited
The Town of Simsbury strives to provide a workplace environment that is safe and free of all forms
of unlawful discrimination or harassment.
“Harassment” is unwarranted and unwanted verbal or nonverbal conduct that threatens,
intimidates, or unduly aggravates or insults another person based upon a legally protected
classification, where such conduct has the purpose or effect of creating an offensive, intimidating,
degrading or hostile environment, or interferes with or adversely affects a person’s work
performance.
Harassment does not, however, include the conduct or actions of supervisors intended to provide
employee discipline, performance feedback/evaluations, instruction or other supervisory actions
intended to promote positive performance and/or discourage negative behavior or performance.
“Sexual harassment” is a form of sex discrimination, and includes any unwelcome sexual
advance, request for sexual favors, or other verbal or physical conduct of a sexual nature where:
1. Submission to such conduct is made either explicitly or implicitly a term or
condition of a person’s employment;
2. Submission to or rejection of such conduct by an individual is used as the basis
for an employment decision affecting the person; or
3. Such conduct interferes with a person’s work performance or creates an
intimidating, hostile or offensive working environment.
Please note, harassment can involve people of the same or the opposite gender.
Examples of Harassment
While it is not possible to list all conduct that may constitute harassment, the following are some
examples of conduct which, if unwelcome, may constitute harassment depending on the totality
of the circumstances, including the severity of the conduct and its pervasiveness:
A. Examples of Other Forms of Unlawful Harassment
 Jokes/mocking about ethnicity, religious beliefs or practices, accents, disability,
age other legally protected traits;
 Referring to others by a nickname that refers to some protected characteristic of
the person;
 Unwanted questions or comments pertaining to any aspect of an employee’s
person or personal life with regard to some protected characteristic.
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B. Examples of Sexual Harassment
 Sexual advances and explicit sexual proposals;
 Demands for sexual favors in exchange for favorable treatment or continued
employment;
 Suggestive comments, sexually oriented teasing or practical jokes;
 Obscene body language or gestures;
 Display of printed or visual material that is sexual in nature;
 Sending or viewing jokes, pictures or other information by e-mail or the internet
where the information is sexually-explicit, or where it ridicules a person’s gender,
sexual-orientation, or gender identification/expression;
 Physical contact, such as touching, patting, pinching or brushing against another’s
body;
 Discussion of or inquires about a person’s sexual activities.
Reporting Harassment
A. Victims of Harassment. If an employee is harassed, they should clearly and
promptly tell the offender that they want them to stop the behavior. If the employee does not
wish to address the offender directly or if they are not successful in ending the harassment, the
employee should immediately report the harassment to any one of the following people:
 Employee’s Supervisor, Manager, or Department Head; or
 Human Resources Director Coordinator; or
 Deputy Town Manager; or
 Town Manager.
If an employee believes they are being harassed by any person identified in the reporting above
structure, they should report the alleged behavior to another person in the reporting structure.
Reports of alleged harassment against the Town Manager should be directed to Human
Resources or Deputy Town Manager; Human Resources or Deputy Town Manager will then
notify the Personnel Sub-Committee promptly.
B. Employees Who Witness Harassment. Any employee who witnesses harassment
or becomes aware that another employee has been subjected to prohibited harassment is urged to
immediately report the conduct to one of the individuals listed above.
If the employee has reason to believe that by any person identified in the reporting
above structure may be engaging in unlawful harassment, they should report the
alleged behavior to another person in the reporting structure.
C. Supervisors and Managers. Any supervisor or manager who receives a
complaint about harassment, retaliation or who believes that someone is engaging in conduct that
may be prohibited must immediately report it to the Human Resources Director
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Coordinator, Town Manager or Deputy Town Manager. Ignoring such conduct is not
acceptable and may subject the supervisor or manager to disciplinary action and legal liability.
Any employee who believes that he or she has been harassed in the workplace in violation
of this policy may also file a complaint with the Connecticut Commission on Human Rights
and Opportunities, (CHRO) Capitol Region Office, 450 Columbus Boulevard, Hartford,
CT 06031. (TELEPHONE NUMBER 860-566-7710; TDD NUMBER 860-566-7710) and/or
the Equal Employment Opportunity Commission, (EEOC) Boston Area Office, 15 Sudbury
Street, Room 475, Boston, MA 02208 (TELEPHONE NUMBER 617-865-3676; TDD
NUMBER 617-565-3196).
State and federal law requires that a formal written complaint be filed with the CHRO or
EEOC within 300 days of the date when the alleged harassment occurred. Remedies for
sexual harassment include cease and desist orders, back pay, compensatory damages,
hiring, promotion or reinstatement.
Report Disrespectful, Inappropriate Conduct
Employees are entitled to be treated in a civil manner and to work in a safe environment. Even
though conduct may not constitute unlawful harassment, it may be inappropriate for the
workplace and unacceptable. Employees should report such conduct utilizing the reporting
procedure outlined above.
No Retaliation
The Town strictly forbids retaliation against employees who report harassment in good faith or
who participate in internal or external investigations of harassment. The Town will not engage
in any such retaliation nor will it permit employees to do so. The Town will not tolerate
retaliatory citizen behavior/actions towards employees whom have reported harassment or
participated in a harassment investigation. All employees shall report all instances of retaliation
to one of the individuals listed in above.
Investigating Complaints
The Town’s policy is to take all complaints and reports of harassment seriously. All complaints
and reports will be investigated promptly, impartially and discreetly. Once a complaint is
received, an investigation will be undertaken promptly and all necessary steps taken to resolve
the problem. Employees have a duty and are obligated to participate in investigations when
requested. Where investigation confirms that harassment has occurred, the Town will take
corrective action as appropriate. Discipline up to and including discharge from Town service,
banning from Town facilities or property, or legal action may be implemented by the Town. In
all cases, including those in which a harassment complaint is made against someone who is not a
town official or employee, every effort will be made to ensure that the harassment is eliminated.
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False Reports
If the Town determines that a false complaint was made under this policy, disciplinary action
may be imposed.
2.3 Standards of Conduct
The Town of Simsbury strives to create a work environment that promotes job satisfaction,
civility, responsibility, integrity, and value for all employees. As such, everyone shares in the
responsibility of improving the quality of the work environment.
While it is impossible to list everything that could be considered misconduct in the workplace,
what is outlined here is a list of common-sense infractions that could result in discipline, up to
and including immediate termination of employment. This policy is not intended to limit the
Town’s right to discipline or discharge employees for any reason permitted by law.
Examples of inappropriate conduct include:
 Violation of the policies and procedures set forth in these Rules & Regulations.
 Possessing, using, distributing, selling, or negotiating the sale of illegal drugs or other
controlled substances.
 Being under the influence of alcohol or illegal drugs during working hours or on Town
property (including in Town vehicles).
 Inaccurate reporting of the hours worked by you or any other employees.
 Intentionally providing inaccurate, incomplete, or misleading information when speaking
on behalf of the Town or in the preparation of any employment-related documents
including, but not limited to, job applications and personnel files.
 Taking or destroying Town property.
 Possession of potentially hazardous or dangerous property such as firearms, weapons,
chemicals, etc. without prior authorization.
 Fighting with, or harassment of any fellow employee, vendor, or member of the public.
 Gossiping, spreading of misinformation, or disclosing sensitive information.
 Disclosure of confidential information.
 Refusal or failure to follow directions or to perform a requested or required job task.
 Refusal or failure to follow safety rules and procedures.
 Excessive tardiness or absences.
 Smoking in non-designated areas.
 Working unauthorized overtime.
 Inappropriate attire.
 Use of obscene or harassing language in the workplace.
 Outside employment that interferes with your ability to perform your job.
 Gambling on Town premises or during work time.
 Lending passcodes, keys, or keycards to Town property to unauthorized persons.
 Sleeping during work hours.
 Illegal activity on social media.
 Inappropriate use of Town time and property/resources.
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2.4 Disability, Religious, & Pregnancy-Related Accommodation
The Town of Simsbury is committed to providing equal employment opportunities to qualified
individuals with disabilities, and sincerely held religious beliefs, as well as employees who are
pregnant. Consistent with this commitment, the Town will provide reasonable accommodation to
otherwise qualified individuals where appropriate to enable the individual to perform the essential
functions of the job, unless doing so would create an undue hardship on the business.
If an employee requires an accommodation because of a disability or their religious beliefs, or
because the employee is pregnant, the employee must notify their Supervisor and provide relevant
information such as:
 A description of the proposed accommodation.
 The reason you need an accommodation.
 How the accommodation will help them perform the essential functions of their job.
After receiving the request, the Town will engage in a dialogue with the employee to explore the
employee’s needs and explore potential reasonable accommodations that could enable the
employee to perform their job. Where appropriate, additional information may be needed from
the employee’s medical provider to assess the request. All medical information received in
connection with a request for accommodation will be treated as confidential.
Employees are encouraged to suggest specific reasonable accommodations that they believe would
allow them to perform their job. However, the Town is not required to make the specific
accommodation requested by an employee and may provide an alternative accommodation, to the
extent any reasonable accommodation can be made without imposing an undue hardship on the
Town.
If leave is provided as a reasonable accommodation, such leave may run concurrently with leave
under the Family and Medical Leave Act, and/or any other leave where permitted by law.
The Town will not tolerate any retaliation against staff for requesting an accommodation.
2.5 Workplace Threats and Violence Policy
Employees are entitled to work in a safe work environment. The Town of Simsbury prohibits all
forms of aggression, including physical and/or verbal threats, bullying, assaults, or other forms of
intimidation, by employees, elected officials, volunteers, visitors or anyone else on the Town’s
premises or at Town functions.
Town premises are a gun-free and weapon-free zone. Except for sworn law enforcement officers,
no one is permitted to possess weapons of any sort (e.g. guns, knives (except for small pocket
knives), metal knuckles, etc. on Town premises. This policy does not prohibit individuals from
carrying legal, non-lethal defense spray, such as pepper spray.
All Town personnel are responsible for notifying a supervisor or the Town Manager’s office of
any threats that they have witnessed, received, or have been told that another person has witnessed
or received. Even without an actual threat, personnel should also report any behavior they have
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witnessed which they regard as threatening or violent, when that behavior is job related or might
be carried out on a Town site, or is connected to Town employment. Employees are responsible
for making this report regardless of the relationship between the individual who initiated the threat
or threatening behavior and the person or persons who were threatened or were the focus of the
threatening behavior. Any supervisor who becomes aware of threatening behavior must
immediately notify the Town Manager. Any employee who reports unlawful workplace threats or
violence or cooperates in the investigation of a complaint will be protected from retaliatory action.
Violations of this policy may result in criminal prosecution, being banned from town-property,
and/or employee discipline up to and including dismissal.
2.6 Accommodations for Nursing Mothers
The Town of Simsbury will provide nursing mothers reasonable unpaid break time to express milk
for their infant child(ren) for up to one year following the child's birth. Employees will be provided
with a private room or other location to express milk. The room will be clearly designated and
either have a lock or a sign on the door to indicate when the room is in use. Expressed milk can
be stored in Town refrigerators, or in a personal cooler. Expressed milk should be sufficiently
marked or labeled to avoid confusion for other employees who may share the refrigerator.
The break time must, if possible, run concurrently with any break time already provided.
Employees are encouraged to discuss the length and frequency of these breaks with their
Supervisor.
SECTION 3
RECORDS AND REPORTS
3.0 Personnel Records
The Town Manager or his/her designee shall be responsible for maintaining employees’ Personnel
records. Employees may examine their own personnel records in accordance with the procedures
established by the Town Manager or designee.
3.1 Personnel Reports
Department heads shall promptly submit data on proposed appointments, status changes, or
separations pertaining to the classified service at such time, in such form, and with such supporting
information as these Rules prescribe or as the Town Manager deems necessary.
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SECTION 4
RECRUITMENT
4.1 Employment Administration
The Town Manager, with the assistance of the Department Heads, is responsible for the
administration of all employment policies and procedures including, but not limited to, posting job
openings, recruitment, advertising, interviewing (including oral exam panels), testing, screening,
reference checking, referring qualified applicants, certifying candidates, orientation and induction,
and Affirmative Action.
Nothing in this section shall diminish or alter the responsibility of the Police Commission for
personnel matters within the Police Department as set forth in Section 707 of the Charter of the
Town of Simsbury.
4.2 Announcements
For classified services, vacancies and promotional opportunities shall be posted on official bulletin
boards or the virtual equivalent thereof, and may be posted at other relevant sites as appropriate.
Announcements shall specify the position’s title, salary range, essential functions, minimum
qualifications of and other information the Town Manager deems pertinent.
4.3 Veteran’s Preference
All persons honorably discharged from active armed forces service, who have served in time of a
war declared by the United States Congress, who take an examination for a position with the Town
service, and who receive a passing grade, shall have five (5) points added to their examination
grade if he/she is not eligible for disability compensation or pension from the United States through
the Veterans' Administration, and shall have ten (10) points added to their examination grade if
he/she is eligible for such disability compensation or pension. Names of veterans shall be placed
on the list of eligible in the order of such augmented rating. Credits shall be based upon
examinations with a possible rating of one hundred points. Applicable periods of war are
determined in accordance with Connecticut General Statutes Sections 7-415 and 27-103.
4.4 Hiring/Promotion Selection Processes and Employment Lists
The Town Manager and/or his/her designee shall determine the qualifications and application
requirements for all town positions. The Town Manager and/or his/her designee shall also
determine the process that will be used to select candidates for initial hire and/or promotion. If a
panel is used to evaluate candidates, the Town Manager and/or his/her designee shall determine
who shall serve on the panel.
Where applicants participate in an examination or other graded/ranked evaluation, each applicant,
shall be given notice of the final grade and/or ranking on the employment list, or failure to attain
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a place on the list. While exceptions may be made under appropriate circumstances, corrections
of test results or ratings will generally not invalidate certifications or appointments already made.
The Town Manager shall establish and maintain such lists for the various classes of positions in
the competitive service as deemed necessary or desirable to meet the needs of the service. The
names of eligible candidates shall be placed on promotional lists and eligible lists in the order of
their grades.
Employment lists shall generally be maintained for 18 months for Police positions and for 12
months for other Town positions.
4.5 Employment of Relatives and Friends
The Town may choose not to employ friends or relatives in circumstances where an actual or
potential conflict may arise that could compromise supervision, safety, confidentiality, security,
and morale. It is your obligation to inform the Town of any such potential conflict so the Town
can determine how best to respond to the particular situation.
SECTION 5
APPOINTMENTS
5.0 Appointments to the Classified Service
A. Appointments to fill vacancies within the classified service are made in accordance
with the Town Charter.
B. New positions within the classified service shall be established in accordance with
the Town Charter
5.1 Medical Examination Post-Offer, Pre-Employment Examinations
A. A medical examination, including a drug test, showing ability to perform the
essential functions of the position may be required as a condition of employment.
B. A background check that may include motor vehicle record, credit status, criminal
and financial histories, as well as verification of education and employment history
and professional license is required in all cases as a condition of employment.
5.2 Introductory Period
For securing the most effective adjustment of a new employee to his/her position and for
determining that an employee’s work meets required standards, all appointments are for a
introductory period, normally not to exceed one year. The department head may extend
the introductory period with the approval of the Town Manager.
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A. Evaluation of Performance
During the introductory period, the Town Manager or his/her designee shall
evaluate the job performance of the employee and, where appropriate, complete a
written evaluation. The extent and type of the evaluation shall be determined by
the Town Manager.
B. Dismissal
During the introductory period, the Town Manager may terminate an employee.
Such termination shall be based on the Town Manager’s assessment of the needs
of the Town and the employee's job performance
5.3 Notification of Regular Appointment
Upon the successful completion of the introductory period, the Town Manager or his or her
designee shall notify the employee in writing of regular appointment.
5.4 Emergency Appointments
For the purposes of this section, the term "Emergency" is defined as meaning an instance in which
public business would be stopped or causes a serious loss or inconvenience to be brought upon the
public if not addressed.
In an emergency, the Town Manager may authorize the appointment of any qualified person to a
vacant position when the Town Manager believes the appointment is necessary to prevent stoppage
of public business or loss or serious inconvenience to the public. Such appointment is valid for
the duration of the emergency without regard to the rules affecting appointments.
SECTION 6
CLASSIFICATION
6.0 Classification Plan
The Town Manager is responsible for the preparation of a classification plan which shall become
effective upon approval by resolution of the Board of Selectmen. The classification plan is a
statement of the essential functions of each position in the classified service, of the minimum
qualifications for appointment, and of the pay ranges for such positions. All positions in the
classified services are grouped into pay grades. Written job descriptions shall be prepared for each
position.
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6.1 Position Classification
The classification plan as submitted by the Town Manager and approved by the Board of
Selectmen reflects the Town's assessment of the essential functions of each position and the skills
and experience necessary to perform the essential functions.
6.2 Reclassification
When the Town Manager determines that the duties of a position have changed materially so as to
necessitate its reclassification, that position may be allocated to a more appropriate pay grade,
whether newly created or currently existing, in the manner set forth above.
6.3 Classified Positions
All positions are classified regular full-time, regular part-time, part-time/seasonal and temporary,
and are defined as follows:
(a) Regular Full-Time
A regular full-time employee is one employed for a minimum of 35/40 hours per
week on a yearly basis and is entitled to all the employee benefits offered by the
Town.
(b) Regular Part-Time
A regular part-time employee is one employed for a fixed number of hours, but less
than 30/40 hours per week, on a yearly basis. Such employee may be paid on an
hourly or pro-rated salaried basis, and may be eligible for some employee benefits
offered by the Town
(c) Part-Time/Seasonal
A part-time/seasonal employee is one employed in a position as needed. (Hours
could vary from week to week or month to month). A seasonal employee is one
employed for a period of not more than 120 calendar days in any calendar year in
a position as needed.
(d) Temporary
A temporary employee is one employed in a position established for a specific
period of time or for the duration of a specific project or group of assignments.
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SECTION 7
COMPENSATION
7.0 Pay Plan
Each fiscal year, the Town Manager shall prepare and submit to the Board of Selectmen a pay plan
for each grade in the classified service, showing the minimum and maximum rates of pay. In
setting salary ranges, consideration may be given to the Town’s financial conditions and policies,
prevailing rates of pay for comparable work in the general labor market area, conditions of work,
and suggestions of department heads.
7.1. Starting Salary Rates - Regular Full-Time Employees
A. Placement on Salary/Wage Schedule
The starting rate of pay offered for recruitment purposes is normally the minimum rate of the pay
ranges. The Town Manager may approve initial compensation at a rate within approved pay range
for the grade when the Town Manager determines that such action is appropriate.
B. Starting Rate on Return from Military Service
Any regular employee who takes leave to serve in the Armed Forces shall be reinstated in
accordance with law.
7.2 Salary Rates - For Other Than Full-Time Employees
A. Regular Part-Time Employees
Such employees are paid on an hourly basis pursuant to the appropriate wage schedule.
B. Wage Schedule for Part-Time, Seasonal and Temporary Employees
Employees who work less than one-half the normal work week, or less than ten months per year,
are paid the legally required state minimum wage rate. However, exceptions to this wage schedule
may be based on the needs of the Town and made for employees with special skills, experience,
or as the labor market requires, at the discretion of the Town Manager.
Specific wage schedules for part time, seasonal and temporary employees may be maintained and
reviewed annually by Department Heads and recommended to the Town Manager.
C. Non-Exempt Employees and Compensatory Time
All non-exempt employees are paid on an hourly basis for the number of hours actually worked
during the pay period, and are paid one and one-half times their regular rate of pay for any hours
worked in excess of forty hours in a single work week. At the Town’s discretion overtime may be
paid in the form of compensatory time.
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D. Exempt Employees
Exempt employees are paid an annual salary divided by the number of pay periods per year.
Exempt employees are not paid overtime, but may have their salaries adjusted by the Town
Manager if they assume additional responsibilities or may be paid a bonus if they perform duties
significantly in excess of their normal duties.
7.3 Pay Adjustments
Rates of Pay shall be raised or lowered appropriately to reflect promotions or demotions
respectively. A transfer to a position of the same pay range, however, will not result in a pay
adjustment. The Town Manager may also adjust an employee’s pay rate when the employee takes
on additional responsibilities or where the employee performs work significantly in excess of the
employees normal work hours.
7.4 Deductions
The Town is required by law to make certain deductions from an employees’ wages each pay
period. These include income and unemployment taxes, Federal Insurance Contributions Act
(FICA) contributions (Social Security and Medicare), and other deductions required under law or
by court order for wage garnishments. The amount of an employee’s tax deductions will depend
their earnings and the number of exemptions you list on your federal Form W-4 and applicable
state withholding form. Employees may also authorize voluntary deductions from their
paycheck, including contributions for insurance premiums, retirement plans, spending accounts,
or other services. Deductions will be reflected in an employee’s wage statement.
If an employee has any questions about their pay, they should speak with Human Resources.
7.5 Credit Union
Town may have a relationship with a credit union that employees may choose to join.
7.6 Direct Deposit
Employees’ wages shall be paid by direct deposit into an account with an eligible full-service
bank selected by the employee.
SECTION 8
HOURS AND CONDITIONS OF EMPLOYMENT
8.0 Attendance Policy
Employees are expected to be on the job, ready to work, when scheduled. Failing to report to
work as scheduled may lead to disciplinary action, up to and including termination of
employment.
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All requests for time off must be approved in advance.
If an employee is going to arrive late or are not able to report to work, they must call their
supervisor as soon as they know of the delay/absence, but no less than 1 hour before the start of
their work-day. Calling out by passing a message through another employee is not acceptable.
8.1 Recording Time
The Town is required by law to keep accurate records of hours worked by employees. To ensure
that the Town has complete and accurate time records and that employees are paid for all hours
worked, employees who are required to record all working time shall use the Town’s recording
system.
Non-exempt employees must accurately record on a daily basis the time they begin and end their
work, as well as the beginning and ending time for each meal period. The beginning and ending
time of any partial day worked or a departure from work early for personal reasons should be
recorded on the time record. The employee also shall enter all overtime hours worked.
All departments maintain attendance records for employees during each respective pay period
and furnish reports of such attendance annually to the Town Manager.
Excessive or habitual lateness, absenteeism, or falsification of time records are considered serious
infractions and will lead to discipline, up to and including dismissal.
Breaks for represented employees are set forth in the respective collective bargaining agreements.
Time records for all employees shall indicate sick, personal, vacation or other paid leave time
utilized.
Exempt employees may be asked to complete time sheets indicating the time the employee begins
work and the time the employee discontinues work at the end of the day.
Notify the Department Head of any unrecorded or incorrectly recorded work hours or any missed
meal or break periods.
Falsifying time entries is strictly prohibited. Falsifying time entries includes working "off the
clock." If you falsify your own time records, or the time records of co-workers, or if you work
off the clock, you will be subject to discipline up to and including termination. Immediately
report to the Town Manager or Human Resources any employee, supervisor, or manager who
falsifies your time entries or encourages or requires you to falsify your time entries or work off
the clock.
8.2 Meal and Rest Periods
The Town strives to provide a safe and healthy work environment. Check with your Supervisor
regarding procedures and schedules for meal breaks. Employees who work 7.5 hours or more in
a shift, receive at least a 30-minute meal break. This break must be taken all at once. This meal
break should be taken after the first 2 hours and before last 2 hours of your shift. Employees
must clock out for meal breaks. All employees, regardless of whether or not they are entitled to a
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meal break, may take one 5-minute personal break per shift. You are not required to clock out
for this break.
Only one employee may take a break at a time. All employees must check with their Supervisor
prior to taking their break.
8.3 Pay Period
The Town pays employees on a weekly basis. Pay days are currently every Friday. If a pay day
falls on a holiday employees may be paid the day before.
8.4 Overtime
Overtime must be approved in advance by your Supervisor.
A. Hourly and Non-Exempt Employees
Hourly and Non-Exempt employees are compensated at overtime rates in accordance with
applicable state and federal wage and hour laws. Represented employees should refer to their
collective bargaining agreement for specific information regarding overtime pay or compensation.
Unaffiliated hourly employees are eligible for overtime pay if they work more than 40 hours in a
work week.
Unless otherwise required or exempted by law, overtime pay of one and one-half times your
regular rate of pay is paid for any hours worked in excess of 40 hours in a workweek. Holidays,
vacation days, and sick leave days do not count as time worked for computing overtime.
B. Exempt Employees
It is expected that exempt employees shall normally work a minimum of forty (40) hours per week
work, at a minimum, the same hours as their affiliated counterparts and are required to work as
many hours as necessary to satisfactorily perform their job duties without regard to hours per day,
week or month. Since attendance at meetings of Town agencies shall be considered part of the
duties of the position and not eligible for compensation, it is expected that such employees will
schedule their own work in such manner as to effectively and efficiently complete assignments in
a timely manner.
C. Compensatory Time
Compensatory time may be given to hourly and non-exempt employees in lieu of overtime pay
with the prior written approval of the Town Manager or his/her designee. All requests for
compensatory time in lieu of overtime pay must be made in writing by the employee requesting
such time to the Town Manager. Employees meeting these requirements will be provided with
one and one-half hours of compensatory time for every one hour worked in excess of forty hours
in a single work week.
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Exempt employees are required to work as many hours as necessary to satisfactorily perform their
job duties and therefore are generally not entitled to compensatory time. However, in
extraordinary situations exempt employees may be granted compensatory time in the sole
discretion of the Town Manager.
8.5 Outside Employment
Full-time employees are not allowed to be employed by any entity that may pose a conflict with
their employment with the Town unless written approval is received from the Town Manager. The
Town Manager shall determine whether the proposed outside employment will interfere with the
employee's duties to the Town, and whether to grant or deny approval. Any employee who
receives approval must not allow their job performance to their town position to decrease. Once
granted, approval may be revoked at any time by the Town Manager.
8.6 Town Supplies and Equipment
Town employees will not use Town supplies or equipment except for authorized Town purposes.
No Town supplies or equipment may be removed from Town property without authorization.
8.7 Computer Security and Copying of Software
Software programs purchased and provided by the Town are to be used only for creating,
researching, and processing materials for the Town’s use. By using Town hardware, software,
and networking systems you assume personal responsibility for their use and agree to comply
with this policy and other applicable Town’s policies, as well as city, state, and federal laws and
regulations.
All software acquired for or on behalf of the Town, or developed by staff or contract personnel
on behalf of the Town, is and will be deemed Town property. It is the policy of the Town to
respect all computer software rights and to adhere to the terms of all software licenses to which
the Town is a party.
Employees may not illegally duplicate any licensed software or related documentation.
Unauthorized duplication of software may subject the employee and/or the Town to both civil
and criminal penalties under the United States Copyright Act.
Employees may not duplicate, copy, or give software to any outsiders including clients,
contractors, customers, and others. Employees may use software on local area networks or on
multiple machines only in accordance with applicable license agreements entered into by the
Town.
Town computers and electronic equipment are only to be used for conducting Town business,
and are not to be used for personal use. Personal use includes, but is not limited to, checking or
posting to Facebook (or other social media platforms), checking or sending emails, online
searches, and personal internet transactions.
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8.8 Driver’s License/Driving Record/Insurance
All employees who are required to operate a motor vehicle as part of their employment duties
must maintain (1) a valid driver's license, (2) acceptable driving record, and (3) appropriate
insurance coverage as required by law. The Town may run a motor vehicle department check to
determine your driving record. It is the employee’s responsibility to provide a copy of their
current driver's license and insurance coverage if requested. Any changes in the employee’s
driving record, including, but not limited to, driving infractions or changes to their
insurance status, must be reported to the Town promptly.
If an employee uses a motor vehicle in the course and scope of employment, they may not
operate such vehicle while:
1. Under the influence of drugs, alcohol, or any other substance that might impair their
judgment or ability to drive; or
2. Texting, emailing, or otherwise illegally using a cell phone.
Employees are personally responsible for any traffic/driving citations or tickets they receive for
their driving. They are also personally responsible for any damage caused to their car.
8.9 Use of Town Vehicles
See Town’s Vehicle Policy.
8.10 GPS Monitoring of Employer Vehicles
The Town may use GPS technology to monitor the whereabouts of our vehicles at all times.
Questions concerning vehicle monitoring should be directed to the Department Head. Questions
concerning the proper use of any vehicles should be directed to your Supervisor.
Any employee who abuses the privilege of driving Town’s vehicles will be subject to corrective
action, up to and including termination of employment. If necessary, the Town will also advise
law enforcement officials of any illegal conduct.
8.11 Off-Duty Use of Employer Property or Premises
You may not use the Town’s property for personal use during working time. You are
responsible for returning Town property in good condition and repairing or replacing any
property damaged as the result of personal use or as the result of negligence. This includes use
of copy machines, computers, electronic equipment, Town products, or office supplies for
personal use without prior authorization.
Hourly employees may not access Town facilities or Town Property when the facility/property is
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closed to the public and the employee is not scheduled to work. Salaried employees may be
allowed access to town-facilities to work when the building is closed to the public.
8.12 Personal Appearance
Your personal appearance reflects on the reputation, integrity, and public image of the Town.
All Employees are required to report to work neatly groomed and dressed, and are expected to
maintain personal hygiene habits that are generally accepted in the community, including clean
clothing, good grooming and personal hygiene, and appropriate attire for the workplace and the
work being performed. This may include wearing uniforms or protective safety clothing and
equipment, depending upon the job. Jeans, dress pants, chinos, or other appropriate work pants
may be acceptable so long as they are clean and have no holes, rips, or tears. Shorts or
athletic/leisure attire are not acceptable. Casual sandals and flip-flops are not permitted. What
is and is not deemed acceptable attire is at the sole discretion of the Town.
Fragrant products, including but not limited to perfumes, colognes, and scented body lotions or
hair products, should be used in moderation out of concern for others with sensitivities or
allergies.
The Town, in accordance with applicable law, will reasonably accommodate staff with
disabilities or religious beliefs that make it difficult for them to comply fully with the personal
appearance policy unless doing so would impose an undue hardship on the Town. Contact your
Supervisor to request a reasonable accommodation. Failure to comply with the personal
appearance standards may result in being sent home, off the clock, to groom or change clothes.
8.13 Personal Cell Phone/Mobile Device Use
While employees may bring personal cell phones and other mobile devices (i.e. smart phones,
PDAs, tablets, laptops) into the workplace, they may not allow the use of such devices to
interfere with their job duties or impact workplace safety and health.
Use of personal cell phones and mobile devices at work cannot be used if distracting, disruptive
or causing a loss of productivity.
You are expected to comply with Town policies regarding the protection of confidential and
proprietary information when using personal devices.
You may connect your personal device to the Town guest WiFi network. Use of the Town
network should be limited to nonworking time. The Town reserves the right to restrict access to
its network as it sees fit. Access to the Town’s network by non-employees is strictly prohibited.
Nothing in this policy is intended to prevent employees from engaging in legally protected
concerted activity.
8.14 Personal Data Changes
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Employees are expected to provide the Town with their current contact information, including
current mailing address and telephone number, as well as any changes to your marital or tax
withholding status. Failure to do so may result in loss of benefits or delayed receipt of W-2 and
other mailings. To make changes to this information, contact your Supervisor/Administrator.
8.15 Security
All employees are responsible for helping to make the work environment a secure work
environment. Upon leaving work, lock all offices, desks, lockers, and doors protecting valuable
or sensitive material in your work area and report any lost or stolen keys, passes, or similar
devices to your Supervisor immediately. Refrain from discussing specifics regarding Town
security systems, alarms, passwords, building code, etc. with those outside of the Town or
with staff who have not explicitly been cleared for such information.
Immediately advise your Supervisor of any known or potential security risks and/or suspicious
conduct.
8.16 Social Media Policy
The Town recognizes that the Internet provides unique opportunities to participate in interactive
discussions and share information using a wide variety of social media. However, use of social
media also presents certain risks and carries with it certain responsibilities. To minimize risks to
the Town, employees are expected to follow our guidelines for appropriate use of social media.
This policy applies to all employees who work for the Town.
For purposes of this policy, social media includes all means of communicating or posting
information or content of any sort on the Internet, including to an employee’s or someone else's
web log or blog, journal or diary, personal website, social networking or affinity website, web
bulletin board or a chat room, whether associated or affiliated with the Town or not, as well as
any other form of electronic communication.
Town principles, guidelines, and policies apply to online activities just as they apply to other
areas of work. Ultimately, employees are solely responsible for what they communicate in social
media, and may be personally responsible for any litigation that arises from their comments.
Postings that include unlawful discriminatory remarks, harassment, and threats of violence or
other unlawful conduct will not be tolerated and may subject an employee to disciplinary action
up to and including termination.
Be Respectful
The Town cannot mandate respectful and courteous activity by employees on social media
during non-working time. If you decide to use social media, please avoid posting statements,
photographs, video, or audio that reasonably could be viewed as unlawful, slanderous,
threatening, or that might constitute unlawful harassment. Examples of such conduct might
include defamatory or slanderous posts meant to harm someone's reputation or posts that could
contribute to a hostile work environment on the basis of race, sex, disability, age, national origin,
religion, veteran status, or any other status or class protected by law or Town policy.
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Maintain Accuracy and Confidentiality
When posting information:
 Maintain the confidentiality of trade secrets, intellectual property, and confidential
commercially sensitive information (i.e. financial or sales records/reports, marketing or
business strategies/plans, product development, customer lists, trademarks, etc.) related to
the Town.
 Do not create a link from your personal blog, website, or other social networking site to a
Town website that identifies you as speaking on behalf of the Town.
 Never represent yourself as a spokesperson for the Town. If the Town is a subject of the
content you are creating, do not represent yourself as speaking on behalf of the Town.
Make it clear in your social media activity that you are speaking on your own behalf.
 Respect copyright, trademark, third-party rights, and similar laws and use such protected
information in compliance with applicable legal standards.
Using Social Media at Work
Do not use social media while on your work time, unless it is work related as authorized by your
manager or consistent with policies that cover equipment owned by the Town.
Media Contacts
If you are not authorized to speak on behalf of the Town, do not speak to the media on behalf of
the Town. Direct all media inquiries for official Town responses to the Town Manager.
Retaliation Prohibited
Retaliation or any other negative action is prohibited against anyone who, based on a reasonable
belief, reports a possible deviation from this policy or cooperates in an investigation. Those
who retaliate against others for reporting a possible deviation from this policy or for cooperating
in an investigation will be subject to disciplinary action, up to and including termination.
Nothing in this policy is designed to interfere with, restrain, or prevent employees from
communications regarding wages, hours, or other terms and conditions of employment, or to
restrain employees in exercising any other right protected by law. All employees have the right
to engage in or refrain from such activities.
8.17 Telephone Use
Town phones are principally for work-related communications. Unless there is an emergency,
telephone calls are to be limited to business purposes. Limit personal use of Town telephones to
brief communications during rest periods where possible. Casual conversation with friends and
relatives during working hours is not permitted. Telephone use is subject to the
Voicemail/Email/Internet Usage Policy.
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8.18 Voicemail, Email & Internet Policy
The Town’s computer and telephone system, as well as all data transmitted or received through
those systems, is the exclusive property of the Town. You should not have any expectation of
privacy in any communication over this system. If you are permitted to have access to the
system, you will be given a voicemail, email, and/or Internet address and/or access code and will
have use of the system consistent with this policy.
The Town reserves the right to monitor, intercept, and/or review all data transmitted, received, or
downloaded over the system. Any individual who is given access to the system is hereby given
notice that the Town will exercise this right periodically, without prior notice and without the
prior consent.
The interests of the Town in monitoring and intercepting data include, but are not limited to:
protection of Town trade secrets, proprietary, and similar confidential commercially-sensitive
information (i.e., financial or sales records/reports, marketing or business strategies/plans,
product development, customer lists, trademarks, etc.); managing the use of the computer
system; and/or assisting staff in the management of electronic data during periods of absence.
You should not interpret the use of password protection as creating a right or expectation of
privacy. To protect everyone involved, no one can have a right or expectation of privacy
regarding the receipt, transmission, or storage of data on the Town voicemail/email/Internet
system.
Any staff who violates this policy will be subject to corrective action, up to and including
termination of employment. If necessary, the Town will also advise law enforcement officials of
any illegal conduct.
8.19 Electronic Monitoring
Pursuant to the requirements of Connecticut Public Act 98-142, An Act Requiring Notice to
Employees of Electronic Monitoring by Employers, employees should recognize that their work
activities and communications may be subject to electronic monitoring.
“Electronic monitoring” is defined by the Act as “the collection of information on an employer’s
premises concerning employees’ activities or communications by any means other than direct
observation, including the use of a computer, telephone, wire, radio, camera, electromagnetic,
photo-electronic or photo-optical systems, but not including the collection of information for
security purposes in common areas of the employer’s premises which are held out for use by the
public, or which is prohibited under state or federal law.”
Employees may be subject to electronic monitoring or recording (including sound, voice or video
devices) while in Town-facilities and other locations where the Town business is conducted,
except that employees will not be subject to any such monitoring or recording in areas designed
for the health or personal comfort of the employees, such as rest rooms, locker rooms or lounges.
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Employees should understand that their activities involving Town computer equipment
and computer and/or electronic documents, data and communications, including e-mail
and internet usage, are subject to being monitored, recorded and reviewed. Employees
should be aware that the fact that a document, data or communication has been “deleted”
by the employee does not mean that the item cannot be monitored or retrieved and
reviewed.
8.20 Workplace Privacy and Right to Inspect
Town property, including but not limited to lockers, phones, computers, tablets, desks, work
place areas, vehicles, or machinery, remains under the control of the Town and is subject to
inspection at any time, without notice to any staff, and without their presence.
You should have no expectation of privacy in any of these areas. The Town assumes no
responsibility for the loss of, or damage to, your property maintained on Town premises
including that kept in lockers and desks.
8.21 Access to Personnel and Medical Records Files
The Town maintains separate medical records files and personnel files for all staff. Files
containing medical records are stored separate and apart from any business-related records in a
safe, locked, inaccessible location. The medical file is the repository for sensitive and
confidential information related to an individual's health, health benefits, health-related leave
and/or accommodations, and benefits selections and coverage. Medical records are kept
confidential in compliance with applicable laws and access is on a "need-to-know" basis only.
Supervisors and others in management may have access to your personnel file for possible
employment-related decisions. If you wish to review or receive a copy of your personnel or
medical records file, you must give the Town reasonable notice. Inspection must occur in the
presence of a Town representative.
All requests by an outside party for information contained in your personnel file will be directed
to the Town Manager’s office, who is solely authorized to give out such information.
8.22 Nonsmoking Policy
The Town is concerned about the effect that smoking and secondhand smoke inhalation can have
on its staff and members of the public. Smoking (including vaping) anywhere inside the
building or Town vehicles is prohibited and is only permitted in designated outside areas during
authorized breaks.
8.23 Drug and Alcohol Policy
See Town’s Drug and Alcohol-Free Workplace Policy.
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The Town considers drug and alcohol abuse a serious matter that will not be tolerated. The
Town prohibits employees from using, selling, possessing an open container of, or being under
the influence of illegal drugs, alcohol, or a controlled substance or prescription drug not
medically authorized while at their job, on Town property, or while on work time.
Therefore, it is Town policy that:
1. Employees may not report to work under the influence of alcohol, illegal drugs, or any
controlled substance or prescription drug not medically authorized.
2. Employees may not possess an open container of or use alcohol, illegal drugs, or any
controlled substance or prescription drug not medically authorized while on Town
property or on Town business.
Employees must also use caution when taking prescribed or over-the-counter medication, that
can affect their ability to perform their job safely, or the use of prescribed or over-the-counter
medication in a manner violating the recommended dosage or instructions from the doctor.
Employees must have a valid prescription for any prescription medication used while working
for the Town. Inform their Supervisor prior to working under the influence of a prescribed or
over-the-counter medication that may affect your ability to perform your job safely. The Town
may, if required and permitted by applicable law, consider the medical use of marijuana as a
prescribed medication under this policy. If the Town determines that the prescribed or over-the-
counter medication does not pose a safety risk, employees will be allowed to work. Failure to
comply with these guidelines concerning prescription or over-the-counter medication may result
in disciplinary action, up to and including termination of employment.
A violation of this policy will result in disciplinary action, up to and including termination of
employment.
8.24 Business Closure and Emergencies
The Town recognizes that inclement weather and other emergencies may affect employees’
ability to get to work.
When the Town has a delayed opening, early closure, or total facility closure due to
inclement weather, the Town shall inform employees of such through various electronic
means of communication, such as: (1) Facebook; (2) Twitter; (3) the Town website; (4) the
Town’s email subscription service; and (5) WFSB and NBC 30, and (6) phone, text, and/or
email from supervisor or department head. Additionally, when a delay or closure occurs on
short notice, the Town may utilize the Everbridge system to the town will notify staff
members through their supervisors by phone, text, and/or email.
Notified of Closure Prior to Reporting to Work
If you are nonexempt and are notified of a closure prior to reporting to work, you will not be paid
during the closure, unless otherwise required by law. If you are an exempt employee, you will
be paid your normal salary for the week and are expected to work remotely if possible.
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Extending Leave
When the Town’s closure ends, you are expected to report to work. Contact your
Manager/Supervisor if you cannot return to work at the end of the closure.
If You Cannot Get to Work
Unique circumstances may affect your ability to come to work even when the Town is able to
remain open. The Town recognizes that in a severe national or regional disaster, all methods of
communication may be unavailable; however, you should continue to try and contact your
Supervisor, by any method possible.
Once the inclement weather has passed or the emergency has ended, employees are expected to
make all reasonable efforts to safely arrive at work at the designated time to work as scheduled.
Leave yourself extra time and plan ahead.
Time missed under circumstances where the Town remains open and you are unable to report to
work is to be used as paid time off or is unpaid.
8.25 General Safety Policy
It is the responsibility of all staff to maintain a healthy and safe work environment. Report any
safety hazards and occupational illnesses or injuries to your Supervisor as soon as reasonably.
Failure to follow the Town health and safety rules may result in disciplinary action, up to and
including termination of employment.
SECTION 9
EMPLOYEE BENEFITS
9.00 Eligibility
Eligibility for employee benefits shall be governed by the respective plan documents.
9.1 Vacations
A. Vacation Schedule for Full-Time Employees
Vacation earned in one fiscal year shall be used by the end of the next fiscal year. Employees shall
earn paid vacation time for each completed month of service based upon the following schedule:
Total Service Vacation Allowance
Hire Date 3 Weeks
5 Years 4 Weeks
15 Years 5 Weeks
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For unaffiliated employees, “service” time includes time accumulated in the same or similar
positions with other employers, when previous experience is a prerequisite for employment. The
amount of such additional “service” time shall be subject to approval by the Town Manager.
B. Vacation Schedule for Regular Part-Time Employees
SERVICE as of July 1st VACATION ENTITLEMENT BASED ON
AVERAGE NUMBER OF HOURS WORKED IN
A 52 WEEK PERIOD
Less than 6 full years .83 days per month
6 full years and less than 15 full
years
1.25 days per month
15+ full years 1.66 days per month
Vacation for eligible part-time employees shall be prorated based upon the number of hours
worked weekly compared to the regular work week. Eligible part-time employees shall receive
vacation pay based upon one fifth (1/5) of their straight time weekly pay. For example, an
employee regularly scheduled to work seventeen and one-half (17½) hours per week, earns .83 of
a 3½ hour day or 2.9 hours of vacation time a month.
C. Carry Over of Vacation
Eligible employees may accumulate from year to year a maximum of ten (10) earned vacation
days in addition to his/her annual earned vacation leave as defined in the tables in Section 1. Any
employee with a balance of vacation leave in excess of the maximum accrual amount on November
1st of each year shall forfeit said excess accrual amount. Employees seeking to make a vacation
carryover request must do so in writing, have the request signed by their department head, and
then forward the request to the Town Manager’s Office no later than October 15th for review and
consideration. Vacation carryovers will only be granted for extenuating circumstances that
prevented an employee from being able to use their leave during the past year.
Should an employee leave service for any reason, including but not limited to retirement or
resignation, they will not be paid out for any balance of vacation leave in excess of their maximum
accrual amount on November 1st of each year and will forfeit said excess accrual amount. Any
approved excess carry forward amounts should be used no later than January 31st of the following
year (3 months) or they will be forfeited.
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D. Vacation Pay at Termination
For regular full-time employees, pay for accrued vacation time is provided upon separation if the
employee leaves in good standing and provides the required notice. An employee is paid for
vacation time earned the previous fiscal year and not used in the present fiscal year. Accrued
vacation time shall consist of no more than the total of: (a) vacation entitlement for the current
fiscal year less the amount of that entitlement actually taken as vacation; (b) vacation time earned
the previous year and not yet taken, plus; (c) any carry-over vacation granted under Section 9.10
(C) and not yet taken.
Except for extenuating circumstances, Department Heads/Division Heads shall provide at least 4
weeks’ notice of a resignation; Supervisors shall provide at least 3 weeks’ notice of a resignation;
and all other employees shall provide at least 2 weeks’ notice of a resignation.
E. Payment of Salary in Lieu of Vacation
Active employees may not trade in vacation day(s) for compensation.
F. Break in Service
Vacation time is determined by the length of continuous service. For purposes of computing
vacation time, employees who leave the Town service for one (1) year or more, other than layoff,
and are later restored are considered as new employees.
G. Advanced Vacation
No employee may take vacation time beyond the amount earned except in the most unusual of
circumstances. Requests for advanced vacation must be submitted by the department head to the
Town Manager, in writing, subject to approval by the Town Manager. In the case of the Town
Manager, approval must be granted by the Board of Selectmen.
H. Advanced Vacation Pay
In order for employees to receive vacation pay in advance, the Personnel Action Form reporting
vacations to be taken must be received in the Finance Department at least one week before the day
of last payroll distribution before the start of vacation to allow for the drawing of the check.
I. Holiday Celebrated During Vacation
Observed holidays established by these Rules are not considered in the computation of vacation
credit as a part of the vacation time.
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J. Sickness While on Vacation
An employee who becomes ill while on vacation may not charge such illness to sick leave, unless
a medical certificate confirms said illness, and the request is approved by the Town Manager. In
the case of the Town Manager, approval must be granted by the Board of Selectmen.
9.2 Sick Leave
When it is necessary for an employee to take sick leave due to non-occupational illness or
disability, the salary of the full-time employee may be continued for a period not to exceed six (6)
months upon the approval of the Town Manager and based on the needs of the Town as determined
in the sole discretion of the Town Manager. Among the factors he or she may choose to consider
are the nature of the disability or illness, the service record of the employee, and the
recommendation of an attending physician and/or a Town chosen physician.
A paid sick leave up to one month’s pay may be granted to employees in their introductory period.
A. Notification of Illness
In order to be paid for sick leave, an employee must notify his/her department head as soon as
possible, but not less than within one (1) hour of the time the employee is due to report for duty,
unless otherwise specified by the department head.
B. Use of Sick Leave
Sick leave is a benefit to be used only in the following cases:
1. Personal sickness or physical incapacity for which compensation is not payable by
any employer under the terms of the Workers’ Compensation Act of the State of
Connecticut.
2. Enforced quarantine of the employee in accordance with community health
regulations.
3. The Town Manager or his/her designee may grant up to five(5) ten (10) paid sick
leave days to any employee who takes leave to address the illness or physical
incapacity of a “family member” as defined in the Family Medical Leave Policy,
Section 9.30 of these Personnel Rules and Regulations.
C. Abuse of Sick Leave
Abuse of sick leave shall result in discipline up to and including dismissal.
D. Medical Reporting Requirements
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An employee must submit a doctor’s certificate in excess of three (3) five (5)
consecutive sick days or where the Town suspects abuse of sick leave. For absences
of more than five (5) consecutive sick days, an employee must submit a doctor’s
certificate which includes anticipated length of employee’s absence, date employee
can safely return to work, and any physical limitations imposed by the illness.
E. Medical Appointments
In order to minimize disruption in the workplace, employees are asked to make medical
appointments at the beginning or end of the day if possible.
9.3 Family and Medical Leave
Eligible Employees & Reasons for Leave
Employees who have worked for the Town for at least 12 months and who have worked at least
1250 hours in the 12-month period preceding the leave are eligible to take up to 12 weeks of
unpaid leave in any 12-month period for the following reasons:
1. Birth, adoption or foster placement of a child;
2. To care for a child or parent who has a serious health condition;
3. Serious health condition of the employee that makes the employee unable to perform
the functions of his or her position.
4. To care for a covered service member with a serious injury or illness, when the employee
is the spouse, child, parent, or next of kin of the service member.
5. Any qualifying exigency arising out of the fact that the employee’s spouse, child, or
parent is a military member on covered active duty.
Leave for the birth, adoption or fostering of a child must be used within 12 months following
the birth or placement and must be taken concurrently, that is, not intermittently or on a
reduced leave schedule, unless the Town agrees to such in writing.
Spouses employed by the Town may be limited to a total of 12 work weeks of leave in any
12-month period if the leave is taken for the birth, foster care placement or adoption of a child
or for the serious health condition of a parent. The 12-week limit for both spouses does not
apply in the case of leave for other reasons. In those cases, each employee is entitled to 12
weeks of leave.
Please note, 26 weeks of unpaid leave is available to care for a covered service member with a
serious health condition. Eligible spouses who work for the same employer are also limited to a
combined total of 26 workweeks of leave in a single 12-month period to care for a covered service
member with a serious injury or illness (commonly referred to as “military caregiver leave”) if
each spouse is a parent, spouse, child, or next of kin of the service member.
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If it appears that the employee qualifies for family or medical leave, the Town may unilateral
designated the leave as such.
Rolling 12-Month Period
The Town utilizes a rolling 12-month period for calculating leave.
Types of Leave and Conditions
Continuous Leave may be taken for any of the reasons permitted by the FMLA, and
excuses employee from work for a continuous period of time.
Intermittent leave means leave taken in separate periods of time rather than for one
continuous period of time. Examples of intermittent leave include: leave taken one day
per week over a period of a few months; or leave taken on an occasional/as-needed basis
for medical appointments.
Reduced schedule leave is leave that reduces the employee's usual number of work
hours per day for some period of time. For example, an employee may request half-time
work for a number of weeks so the employee can assist in the care of a seriously ill
parent.
If intermittent or reduced schedule leave is medically required, the Town may, in its sole
discretion, temporarily transfer the employee to another job with equivalent pay and benefits that
better accommodates the type of leave requested.
Use of Accrued Paid Leave
An eligible employee shall utilize all applicable accrued paid leave for any part of a family or
medical leave. Accrued paid personal leave, compensatory leave, and vacation leave will be
substituted for any unpaid portions of family or medical leave taken for any reason. However,
where the leave is for the employee's own serious health condition, accrued paid sick leave shall
be substituted first for unpaid portions of family or medical leave prior to the substitution of paid
accrued personal, compensatory, and vacation leave. The amount of unpaid family or medical
leave entitlement is reduced by the amount of paid leave that is substituted; in other words, paid
and unpaid FMLA leave run concurrently.
Any hours of leave taken intermittently are deducted on an hour-by-hour basis from the
aggregate 12-week entitlement.
Notice
Where leave is foreseeable, the employee must provide 30 days’ notice of his or her intent to
take leave. Where this is not possible, the employee must provide as much notice as
practicable.
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If the leave is taken for foreseeable medical treatment, the employee must make a reasonable
effort to schedule the treatment so as not to disrupt the operations of the Town.
Certification
The request of an employee for the family or medical leave must be supported by a certification
issued by a health care provider that states: (1) the date on which the serious health condition
commenced, (2) the probable duration of the condition, (3) the appropriate medical facts
regarding the condition, and (4) whether the employee’s serious health condition makes the
employee unable to perform his/her functions.
For a leave to care for a family member, the employer may require certification as to (1) the need
of the employee to care for the family member and (2) an estimate of the amount of time needed.
For intermittent leave, Town may require certification as to (1) the dates of expected leave and
(2) anticipated duration. Such certification must be provided with 15 calendar days, where
practicable.
The Town may require, at its own expense, that the employee obtain a second opinion by a
health care provider designated or approved by the Town concerning any information in the
original certification. If the second medical opinion differs from the initial opinion, a third
medical opinion, at the Town’s expense and direction, may be required. This third medical
opinion is final and binding on the Town and the employee. The Town may also require
employees to periodically report during their leave on their medical status and intention to return
to work.
Health Insurance
During any period that an eligible employee takes such leave, the Town will maintain coverage
under any group health plan for the duration of the leave at the level and under the conditions
coverage would have been provided if the employee had continued in active employment.
The employee will be expected to reimburse the Town for any premiums that the Town paid for
maintaining coverage under the group health plan during any period of family and medical leave
if the employee fails to return from the leave after it has expired, except if the employee fails to
return because of a serious health condition or circumstances beyond the employee’s control.
Continuation of Benefits
Health benefits and long term disability insurance will be continued for the duration of any
employee’s leave under the same circumstances as if the employee were not on leave. Basic
and additional life insurance will be continued during family medical leave, subject to receipt of
employee contributions for additional life insurance. Pension will be continued for vesting
purposes only; periods of unpaid leave will not be included for purposes of determining the
amount of retirement income.
Collection of Employee Contributions for Benefits
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Employee contributions for medical insurance, and life insurance will be due on the first day
of each month during which an employee is absent on family medical leave, unless the
employee is absent for a partial month, in which case contributions are payable unless payroll
deductions are made.
Return to Work
An employee returning to work following such leave is entitled to return to the position he or she
held prior to the leave or to an equivalent position with equivalent benefits.
However, reinstatement may be denied for key salaried employees who are among the highest
paid 10% of the workforce and whose leave of absence would cause substantial and grievous
economic injury to the Town. In such cases, the Town must notify the employee of its intent to
deny reinstatement as soon as practicable after receipt of a request for leave (or the
commencement of leave, if earlier).
Accrual of Benefits
Employees do not accrue seniority or other benefits during the period of unpaid leave unless
such accrual is offered to the employees on other temporary leave of absence.
Questions regarding family or medical leave may be directed to the Town Manager’s Office
9.4 Other Leaves of Absence
A. Occupational Injury Leave
1. Injury Leave, as distinguished from sick leave, means paid leave given to an employee
because of the absence from duty caused by an accident or injury that occurred while the
employee was engaged in the performance of his/her duties for the Town.
2. The Town may supplement, for a period not to exceed 6 months, the payments made under
Workers’ Compensation insurance so that the employee will receive his/her normal weekly
pay for the period of time he/she is on injury leave. The employee must sign an agreement
to reimburse the Town the amount of his/her Workers’ Compensation pay if he/she wishes
to be paid by the Town prior to his/her submission of the Workers’ Compensation pay
voucher.
B. Jury Duty
The Town will pay full-time employees regular straight time wages that the employee would have
otherwise received for a standard workday for the first five (5) days of an employee’s jury duty;
after that, the Town will then pay the difference between jury duty pay received from the court
and the regular straight time wages the employee would have otherwise received for a standard
workday or week. Compensation shall be payable only if the employee gives the Town notice
from the court indicating that they served either a half or full day and the appropriate
compensation.
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Employees who are excused from jury duty, prior to completing a full day, are expected to return
to work. Depending on the circumstances, 2nd and 3rd shift employees may or may not be required
to work while on jury duty.
Time spent on Jury duty is considered as time worked in the computation of overtime.
C. Leave of Absence
The Town Manager, upon recommendation of the department head, may grant leaves of absence
when necessary, with or without pay, up to a maximum of two (2) months. The Board of
Selectmen may grant leaves of absence for periods longer than two months. Employees on an
approved leave of absence will be responsible for the payment of any applicable health insurance
premium cost sharing.
D. Bereavement Pay
Up to five (5) paid days off will be provided for death of the employee’s spouse; up to three (3)
paid days off will be provided for death in the employee’s immediate family (parent, parent-in-
law, child, sibling, grandparent or grandchild); and one (1) paid day off shall be provided for the
death of the employee's niece, nephew, aunt or uncle. Nothing contained herein shall prohibit the
Town Manager from granting additional unpaid bereavement leave at his/ her discretion.
E. Military Leave
The Town Manager may grant Military Leave upon request for active duty in the National Guard
or Armed Forces in accordance with Section 7-461 of the General Statutes of the State of
Connecticut and applicable federal law.
An employee called to Reserve Duty may request, in writing, advanced payment of his/her salary
provided the employee will be required to reimburse the Town any amount earned or paid to the
employee for Reserve Duty, up to but not exceeding the amount of advanced pay.
Unpaid military leave of absence will be granted to members of the uniformed services in
accordance with the Uniformed Services Employment and Reemployment Rights Act of 1994
(USERRA) and state law. Employees must submit documentation of the need for leave to
Human Resources. When returning from military leave of absence, an employee will be
reinstated to their previous position or a similar position as required by law. Employees must
notify Human Resources of your intent to return to employment as required by law. For more
information regarding status, compensation, benefits, and reinstatement upon return from
military leave, contact Human Resources.
F. Voting Leave
If your work schedule prevents you from voting on Election Day, the Town will allow you a
reasonable time off to vote. The time when you can go to vote will be at the discretion of your
Supervisor, consistent with applicable legal requirements.
G. Paid Parental Leave
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Parental leave shall be provided in accordance with state and federal law. In addition, full time
employees with at least one year of service are eligible for up to six (6) weeks (available in hours)
of Paid Parental Leave (PPL) per event. PPL is available to new parents who need time to bond
with a new child entering their life either by birth, adoption, or foster care placement. This leave
must be taken within the first year of the child's birth, adoption, or foster care placement.
During the PPL period, the employee shall be paid 100% of their base wages for the first two (2)
weeks, and 50% of base wages for the remaining four (4) weeks. Employees shall be eligible to
use any accrued leave in order to receive compensation up to 100% of base pay during the weeks
reimbursed at 50%. The PPL benefit will run concurrently with any unpaid job-protective leave as
required by Family and Medical Leave Act ("FMLA").
A childbearing employee on parental leave beyond the six (6) weeks of PPL may be eligible to use
paid sick leave when medically necessary and as certified by a healthcare provider. An employee
who exhausts all their accrued paid leave will be placed on a leave of absence without pay for the
balance of the leave period.
9.5 Holidays
A. Paid Holidays - The following holidays are granted with pay: Unaffiliated members
shall observe the same holidays as the affiliated bargaining members. Observed holidays
are granted with pay.
1. New Year’s Day
2. Martin Luther King, Jr. Day
3. President’s Day
4. Good Friday
5. Memorial Day
6. Independence Day
7. Labor Day
8. Veteran’s Day
9. Thanksgiving Day
10. Friday following Thanksgiving Day
11. Christmas Eve Day
12. Christmas Day
One additional holiday will be observed each year. The date of these floating holidays shall be
determined by the submission of requested dates by the employee and approval by the Town
Manager based on the needs of the Town.
When a holiday falls on a Saturday, the preceding Friday shall be the day off, and when a holiday
falls on a Sunday, the following Monday shall be the day off. Exceptions to this section are at the
discretion of the Town Manager.
B. Attendance on Days Prior To and Immediately After a Holiday
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Employees are not paid for holidays unless they work the last scheduled day prior to the holiday
and the first scheduled day after the holiday unless such employees are on vacation, or on leave
authorized by the Town Manager or department head.
C. Holiday Pay for Regular Part-Time Employees
Regular part-time employees receive holiday pay based upon one-fifth of their average week’s pay
for each holiday.
9.6 Personal Days
Subject to the approval of the Town Manager, employees shall be entitled to three (3) paid personal
time days annually which may be used for personal business that cannot be scheduled during non-
work hours. An employee who works a 35 hour week shall be entitled to 21 hours of personal time,
an employee who works a 40 hour week shall be entitled to 24 hours of personal time. Personal
days time may not be carried over from year to year.
9.7 Tuition Reimbursement Education Incentive
The following are conditions to reimburse employees for tuition, books, administrative fees, or
other related charges:
A. Request in writing to the department head stating the name of the course and cost.
B. Prior approval by the department head and Town Manager.
C. Must be a full time employee not on a probationary status
D. No more than two (2) courses will be reimbursed per year.
E. Course must be work-related.
F. Course must be successfully completed with a passing grade of “C B” or higher for
reimbursement.
G. The maximum reimbursement shall be the undergraduate or graduate rate charged
by the University of Connecticut.
9.8 Individualized Professional Development Plans
In conjunction with the annual Performance Review process, each employee will be encouraged
to develop an Individualized Professional Development Plan. Pay increases associated with merit
may be based on this annual review process.
9.9 Insurance Benefits
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The Town offers various benefits to eligible employees, which may may include health insurance,
Vision, Flexible Spending Accounts, life insurance, and long-term disability insurance to full-time
non-bargaining employees. Regular part-time employees may join the group insurance plans,
except long-term disability, as provided in Section 9.74.
Insurance coverage shall be paid for on a basis as adopted by the Board of Selectmen from time to
time.
9.10 Life Insurance
Life Insurance, in an amount equal to two times the employee’s annual salary, shall be provided
to full-time non-bargaining employees.
9.11 Long-Term Disability
Long Term Disability coverage is provided to employees in accordance with the Plan. Employees
may request a summary plan description through the Town Manager’s Office.
9.12 Regular Part-Time Employees
Regular part-time employees may be eligible to join the certain group insurance plans, A portion
of the premiums for employee coverage may be paid by the Town for eligible employees.
Premiums for dependents of the employees are not paid for by the Town. Dependents may be
included in health insurance coverage with the employee paying all of the dependent's premium.
The Board of Selectmen may change the Town's contribution share from time to time. Ongoing
participation is contingent on continuing to meet the Plan’s eligibility requirement and making
premium contributions on a timely basis.
9.13 Continuation of Insurance
During an employee’s absence under the Town’s disability plan or Workers’ Compensation, the
Town shall continue to pay its portion of the cost of the employee’s health insurance benefits. It
is the employee’s responsibility to continue payment for any contributory portion of benefits.
9.14 Deferred Compensation
Employees are eligible to participate in the Deferred Compensation Plan in accordance with
applicable Federal and State laws and the terms of the Plan.
SECTION 10
PERSONNEL STATUS CHANGES
10.0 Transfer
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Transfer of an employee from one position to another without change in rate of pay may
be affected when:
A. Further training and development of an employee in another position is beneficial
to the future staffing potential of the Town; or
B. The employee meets the qualification requirements.
10.1 Promotion
Insofar as practicable and consistent with the best interest of the Town, vacancies in the
classified service may be filled by promotion from within the classified service. All Town
employees are eligible and encouraged to apply for all vacancies in the Town Classified Service.
Successful completion of certain job-related courses may be required as a condition to promotion.
10.2 Demotion
An employee may be demoted to a position of lower pay range for which he/she is qualified for
reasons, including but not limited, to the following:
(1) He or she would otherwise be laid off because his/her position is being abolished;
(2) His or her position is reclassified to a lower grade;
(3) Lack of work;
(4) Lack of funds; or
(5) Another employee has returned to such position from an authorized leave.
10.3 Separation
Separations from the classified service shall occur upon : resignation, layoff, disability, retirement,
dismissal, and death.
10.4 Resignation
Except for extenuating circumstances, Department Heads/Division Heads shall provide at least 3
weeks’ notice of a resignation; and all other employees shall provide at least 2 weeks’ notice of a
resignation. This required notice shall be considered a “working” notice period and employees
will not be allowed paid time off during this period unless required by law. The Town Manager
may permit a shorter period of notice because of extenuating circumstances.
If, after requesting and being granted vacation leave, a floating holiday, compensatory time,
and/or earned days, an employee gives the notice described above and seeks to utilize any of the
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various types of leave specified above during the “working” notice period, the Town will have the
right to reconsider the granting of the leave request, including the withdrawal of a previously
approved leave.
10.5 Exit Interviews
Employees who are leaving the organization in good-standing must be invited to provide feedback
on their employment experience through an exit interview with the Town Manager, department
head, or Human Resources Department Coordinator.
10.6 Layoff
When a position must be discontinued or abolished for reasons including, but not limited to, a
change in job requirements, reorganization, lack of work, or lack of funds, the department head
shall submit a report to the Town Manager together with a recommendation as to the employee to
be laid off.
1. Order of Lay-off
The order of layoff shall be based on the Town's needs as determined by the Town
Manager. Factors may include, but not be limited to, the employee's relative
suitability, competence and performance for the jobs that remain and length of
continuous service with the Town except that no regular full-time or regular part-
time employee shall be separated while there is a temporary or employee in their
introductory period performing duties for which the regular employee is qualified,
provided the employee makes application for the position.
2. Notice of Lay-off
Employees subject to lay-off are notified in writing not less than two (2) calendar
weeks prior to the effective date, absent emergency or other extenuating
circumstances.
3. Re-employment List
If the employee is certified as having given satisfactory service, the name of the
employee laid off is placed on a re-employment list for a period of one year. Time
spent on the re-employment list does not constitute a break in continuous service,
if the employee is rehired.
10.7 Disability
An employee may be separated when he or she cannot successfully perform the essential functions
with or without reasonable accommodation due to disability .
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10.8 Retirement
A regular full-time employee who has at least five (5) years of consecutive service may exercise
the option of leaving Town service through retirement. Except for exigent circumstances,
Employees shall provide the Town with at least 12 weeks of notice of their retirement so that the
required documents may be processed.
10.9 Dismissal
At any time during or after the introductory period, a department head, with the approval of the
Town Manager, may dismiss an employee whose performance does not meet the required
standards or for disciplinary reasons.
10.10 Death
Separation is effective as of the date of death. All compensation due is paid to the estate of the
employee, except for such sums as by law must be paid to the surviving spouse.
SECTION 11
DISCIPLINARY ACTIONS
11.0 Disciplinary Action
Disciplinary action will be determined by the circumstances. The four-step process set forth below
may be utilized where appropriate, but the Town Manager need not follow this process and may
skip or modify one or more of the steps depending on the circumstances. The four possible steps
of discipline are as follows:
Oral Reprimand
The supervisor gives the employee a verbal warning for poor job performance or a
violation of rules. The supervisor shall identify the specific problems and areas that need
to be changed, and shall inform the employee of further disciplinary action in the case of
continued poor performance or violation. Oral reprimands are documented by the
supervisor and placed in the employee’s personnel file with a copy to the employee.
Formal Reprimand
The supervisor gives the employee a formal reprimand in writing and places it in the
individual’s personnel file. The written reprimand shall include the date and description
of the incident, reference to the personnel policy that is violated, and statement of further
disciplinary action should the situation not improve, and is to be signed by the employee,
with a copy given to the employee.
Suspension
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The supervisor may remove the employee from his/her job and suspend him/her with or
without pay with the signed approval of the department head and Town Manager for a
period not to exceed thirty (30) days. A written memorandum shall outline the
circumstances leading to the suspension and sets goals for improvement. It is reviewed
with and signed by the employee and permanently placed in the employee’s personnel
file.
Dismissal or Demotion
If previous discipline has not resulted in the required improvement, or when the
misconduct is serious enough to warrant this action, the employee may be dismissed or
demoted by the Town Manager. The basis for dismissal or demotion is summarized in
a letter of dismissal or demotion to the employee.
Prior to suspension or dismissal, a hearing shall be held before the Town Manager.
APPENDIX
A: Acknowledgement of Receipt and Review
B Disclosure of Outside Employment Form
C Conflict of Interest Acknowledgement Form
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Acknowledgment of Receipt and Review
By signing below, I acknowledge that I have received a copy of Simsbury’s
Personnel Rules and Regulations and that I have read them, understand them, and
agree to comply with them. I understand that the Town has the discretion
permitted by law to interpret, administer, change, modify, or delete the rules,
regulations, procedures, and benefits contained in the Rules and Regulations at any
time with or without notice. No statement or representation by a supervisor,
manager, or any other employee, whether oral or written, can supplement or
modify the Rules and Regulations. I also understand that any delay or failure by
the Town to enforce any rule, regulation, or procedure does not constitute a waiver
on behalf of the Town or effect the right of the Town to enforce such rule,
regulation, or procedure in the future.
I understand that neither these Rules and Regulations nor any other communication
by a management representative or other, whether oral or written, is intended in
any way to create a contract of employment. I further understand that, unless I
have a written employment agreement or collective bargaining agreement signed
by an authorized Town representative, I am employed "at-will".
If I am covered by a written employment agreement (signed by an authorized
Town representative) or a collective-bargaining agreement that conflicts with the
terms of this Handbook, I understand that the terms of the employment agreement
or collective-bargaining agreement will control.
Nothing in these Rules and Regulations is intended to preclude or dissuade
employees from engaging in legally protected activities.
These Rules and Regulations supersedes any previous ones.
If I have any questions about the content or interpretation of these Rules and
Regulations, I will contact the Town Manager’s Office.
_____________________________ _______________________
Signature Date: __________________
Print Name
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DISCLOSURE OF OUTSIDE EMPLOYMENT FORM
REPORT OF OUTSIDE EMPLOYMENT
Per Section 5.3/8.3 Town Personnel Rules and Regulations
DATE: ________________________________
NAME: ________________________________________
DEPARTMENT: _______________________________________
Please complete the appropriate section below:
I do not have employment out

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