The following are rules and regulations for the administration of general assistance.
A. 
Case records and all other information relating to an applicant or recipient of general assistance are confidential and will not be disclosed to the general public, unless the applicant or recipient states in writing what information is to be released (22 M.R.S.A. § 4306; Janak v. D.H.S., Aroostook Cty. #CV-89-116).
B. 
Release of information. All files are under the jurisdiction of the GA Administrator, who is responsible for their safekeeping. Applicants, recipients and their legal representatives have the right to review their case records in the presence of and under the supervision of the GA Administrator at a time and date designated by the Administrator. No record will be released to a legal representative or other third party, however, unless the Administrator receives a consent form signed by the applicant expressly authorizing the release of his/her records to the specified parties. Whenever the Administrator releases any information, he/she will make a notation in the applicant's file stating to whom the record was released and the date. The Administrator will charge a reasonable fee for the reproduction of any records when appropriate.
C. 
Fair hearing authority. If an applicant requests a fair hearing (see Article VII, Fair Hearing), the fair hearing authority will be given copies of the record prior to the hearing. The claimant will have access to information that is available to the hearing authority.
D. 
Information from other sources. Information furnished to the City by the Department of Health and Human Services or any other agency or institution pursuant to 22 M.R.S.A. § 4314 is confidential. The General Assistance Administrator will also comply with laws relating to the confidentiality of records concerning birth, marriage and death (22 M.R.S.A. § 2706).
E. 
Any representative of a financial institution (except national banks) or any employer of a general assistance applicant who refuses to provide necessary information to the Administrator in order to verify an applicant's eligibility must state in writing the reason for the refusal. Any such person who refuses to provide information, without just cause, may be subject to a civil penalty of not less than $25 nor more than $100. Any person, including the applicant, who knowingly and willfully gives false information to the Administrator is committing a Class E crime (22 M.R.S.A. §§ 4314, 4315).
F. 
Misuse of information. Misuse of any information relating to an applicant or recipient is a punishable offense [22 M.R.S.A. § 42(2)].
A. 
The General Assistance Administrator will keep complete and accurate general assistance records (22 M.R.S.A. § 4306). These records are necessary to:
(1) 
Provide a valid basis of accounting for municipal expenditures.
(2) 
Document and support decisions concerning an applicant or recipient.
(3) 
Ensure the availability of all relevant information in the event of a fair hearing or judicial review of a decision by the General Assistance Administrator.
B. 
Case records. The Administrator will establish and maintain a separate case record for each applicant or recipient. Each case record will include at least the household's applications, budget sheets, information concerning the types and amounts of assistance provided, narrative statements describing the nature of the emergency situation whenever general assistance is granted in amounts greater than the applicant's mathematical eligibility (i.e., deficit or unmet need, whichever is less), written decisions, any requests for fair hearings and the fair hearing authority decisions. Workfare participation will also be recorded, as will any cash repayments to the municipality. The record may also include a narrative history documenting the need for general assistance, the results of home visits, collateral information, referrals, changes in status, the reason(s) for the release of confidential information, adjustments in aid and suspension or termination of eligibility.
C. 
Case records will not include information or material that is irrelevant to an applicant's or recipient's application or to the General Assistance Administrator's decisions.
[Added 11-21-2013 by Ord. No. 13-186]
Any property owner, property manager, or agent receiving or wishing to receive rental payments from the City on behalf of any applicant must comply with 25 M.R.S.A. §§ 2464 and 2468, the most recent version as adopted by the State of Maine of the NFPA Life Safety 101 codes, Chapter 300, Land Use, of the City Code and Chapter 173, Housing Code, as amended. The City reserves the right to inspect any rental unit and lodging, rooming and licensed hotel unit for housing assistance prior to occupancy or as needed. The purpose of the inspection is to determine whether that unit or dwelling, in addition to all common spaces, is safe to occupy and in compliance with the laws, ordinances, and codes outlined here. The City Manager is authorized to promulgate rules detailing such inspection requirements, consistent with City Council policies. The City may withhold payments of rent or other assistance if any portion of a property is found to be unsafe for occupancy due to violations of the laws, ordinances, and codes outlined here.