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HomeMy WebLinkAbout1975-11-17-HC-min.pdf LEXINGTON HISTORICAL COMMISSION MEETING Room G-15 November 17, 1975 Lexington Town Office Building 7:30 P.M. Voting Members Present;, Donna Brown, Ann Grady, Richard Morehouse Elizabeth Reinhardt, Thomas Taylor. Public Participants: None The meeting was called to order at 7:41 P.M. Mrs. Reinhardt provided the agenda. Bills were presented to Donna Brown for submission at the first of ILLS December to the Town. The ;possibility of a publication on the Architectural Development of Lex- ington was discussed. Mrs. Reinhardt has investigated the cost of the project and at this time it could run in the neighborhood of $7000. Ways JBLICATION of funding sush a project were discussed. We could ask for help from the Bicentinnial Commission of Mass. and the Lexington Historical Society. Mr. Taylor questioned the appropriateness of our Commission soliciting for funds. It was decided we must investigate this further. Mrs. Reinhardt read a letter from Mr. Walter O'Connell expressing his concerns about grant applications in relation to Town involvement. We also read Mrs. Reinhardt's letter of response. It was decided that Mr. JNDING Taylor will discuss the matter with Town Council and report back to the ZANT Commission at our next meeting. (copies of the letters enclosed) 'PLICATIONS Mrs. Reinhardt read the Report of the Commission to be included in the )WN REPORT Town Report. Approved. It was reported that a very good map of Lexington in the year 1775 is 775 MAP available from the Planning Board. The cost is $3.00. The members decided not to meet during December. Our next meeting will :XT be on January 15, 1976, at a place to be arrainged. :ETING Adjourned 8:45 P.M. Donna Brown Secretary Enclosed copies of; Town Report of Commission 1976/1977 Budget Letter from Town Manager 10/30/75 Letter to Town Manager 10/28/75 11/13/75 • THE LEXINOTON r-u:.;TOkIcAL COMMISSION t_exington, Ma:,: 'xchusetts 02173 Information for Town Report Historical Commission Starts First Year in a Burst of Activity The Historical Commission spent the better part of the first year, • of its existance inventorying Lexington's significant historical and architectural structures. Inventory procedure involved filling out a standard form provided by the Massachusetts Historical Commission on each of almost two hundred buildings in the four historic districts. When mapping and photographing of these areas was completed, the Commission's volunteer workers moved on to identify signif- icant areas in the rest of the town, beginning by examining houses along the older roads, then branching out to cover contiguous areas. We are especially grateful to those volunteers who have helped in the completion of this task: s N' Ruth Beebe (Mrs. John) , Muriel Williams (Mrs. Carroll) , Sally Scott (Mrs. Robert), '. and Connie Bachman (Mrs. Charles) . Anne Grady and Elizabeth Reinhardt of the Commission organized and directed the inventory. The second major activity of the commission has been to identify buildings eligible for the National Register of Historic Places. Applications pending from the spring before the Commission's formation have been reviewed and their submission approved. These include the Hancock School, which has been . .. . . '' 4 placed on the National Register, Sanderson House-Munroe Tavern district, still . being processed, the Follen Church, pending, and the Stone Building (East Branch of the Lexington Library) , pending. Because many of the applications for buildings eligible for the National Register were still in the preliminary stages when the grant cycle began, little advantage was taken of the opportunity to apply for Federal funds. As Lexington's eligible structures receive this protective status, greater activity in this area can be expected. -______-. _ _ . � . ^ . L... . - --- i 1 y 1. • r �` yOTt r) ; ,,I! t v, October 30, 1975 P 4 Y a Eliz Mrs. Elizabeth Reinhardt s zb t h t ' 10 Eliot Road Lexington, Massachusetts • • Dear Mrs. Reinhardt: 1 7 I appreciate your letter of October 28 describing in detail the existing procedure e) for grant applications under the National Register Federal grants program and your definition of the Lexington Historical Commission's responsibility in it. A Your letter leads me to believe that I failed to make clear my main cancern. I ; It is not what the grant program procedures are, it is what the requirements .pi of Lexington town government are. ' 4 Section 12, Chapter 753 of the Acts of 1968 (Selectmen-Town Manager Act) , establishes the responsibility for capital expenditures. There is an established y capital budget procedure which applies in any situation where any person or agency, private or public sets about to acquire a federal grant for any purpose where the intended result includes any financial obligation on the part of the Town of Lexington. As the Town official responsible, I am pointing out that any federal grant request which has the financial implications mentioned will have to be submitted and processed through the capital budget procedure within the time schedule established. I am not concerned about grant applications originating from within general departments or boards . We have an established procedure which insures that them responsible town officials have the opportunity to determine if the Town wishes to participate before formal application has been given federal level review. t I am aware that LHC will not be an applicant. I also expect that LHC will be ,:' giving advice to potential applicants . I am hoping that through you I can be ' sure they are properly advised. As the responsible Town official, I must insist that project funds seekers first advise the Town (Town Manager's office) of the project plan, i.e. : its nature and purpose, benefits expected, cost estimates, funding prospects, timetable and other pertinent data. The Town through the capital project review process will . ' ' determine if it desires to participate. If it does, then hopefully the grant 1 program application and review procedure can proceed in parallel with the Town's internal procedure. The indications in your letter seem to be that an applicant I would seek project approval and get federal funds tentatively approved subject to appropriation of matching funds by the Town. This is not satisfactory for the Town. Wherever possible it should be the r.everse,i.. e. : the-Town should evaluate the project and recommend funds through its capital budget process; 1 the Town Meeting would be requested to appropriate funds subject to federal I oV4 MRN O7,�C o/ tml\ Qp\ a WALTER C. O CONNELL, Town ManagerAPRIL19T• o7 7625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02.1'73 • TELEPHONE (61'7) 862-0500 \ 44 APRIL :1 . A • o Mrs. Elizabeth Reinhardt October 30, 1975 Page 2 and/or state funds- The difference in procedure and timing is very significant., We do not intend to have Town officials or Town Meeting put in the position of :• being pressured into appropriating matching funds or accepting the alternative of being the "bad guys" who voted to turndown an already "approved" project with federal funds etc. Town .officials would view unfavorably a situation , where they are presented a fait accompli project status and asked to rubber 0 stamp their approval and request the matching funds. This is what I am trying to prevent. , . I am concerned about the reference in your letter "making clear the Commission's position in the grants process". I would like to make clear that LBC is now an agency of Lexington town government and subject to its policies and procedures and I am outlining for your information what these are as they relate to seeking, funds or financial commitments from the Town. I am concerned that if you • advised potential applicants, following the position expressed in your letter, you would be quite incorrect. • I do not wish to be difficult or even stern, but I- am going to considerable length to avoid at the beginning of LHC activity any misunderstanding regarding -.what will be required of grant applicants where there is a potential financial request or obligation on the part of the Town. I am not concerned about grant program procedures. . 0 I trust this makes clear, Town policy on this matter. If there is still any question in your mind or other potential grant applicants, my office should be contacted and we will gladly make clear what must be done to apply for Town funds before proceding through any federal grant program. Very truly yours, , / ( 7( Walter C. O'Connell Town Manager WCOC:bs cc: P. Smith J. Shaw • • • • k? • ;• "';eV , . - ,71,41 '+1 ato - 1,-3101 ' ; 1,—; FORICAL COMistInSION • October 28, 1975 • ' '4 Mr. Walter O'Connell • Town Manager 1625 Massachsetts Avenue Lexington, Massachusetts 02173 Dear Mr. O'Connell; • After our telephone conversation on Wednesday, October 15, it seemed to me useful to clarify in writing the responsibility of the Lexington Historical Commission in the National Register Federal grants program. National Register properties are elegible for matching grants distributed through state and local historical commissions by the National Park Service. The grant cycle for this program runs from November 1 to March 1 during which time grant requests may be made, by National Register property owners, Application forms are mailed directly to property owners. Ordinarily the property owner sends the completed form directly to the Massachusetts Historical Commission, 294 Washington Street, Boston. However,. Lexington is one of fourteen towns in the Commonwealth in which applications are sent to the local historical commission who check for accuracy, ownership, and a proper signature before sending the forms on to the Massachusetts Historical Commission. The local commission does not apply for grants itself. It merely processes grant -information. Neither does the local commission apply, for matching funds. Finding matching funds is the responsibility of the owner, not the commission. Therefore, the Town, presumably as represented by the Board of Selectmen will make any grant application for Town owned —,. properties on the National Register, such as Buckman Tevern or Hancock School. The Town, as represented by Town Meeting, thus becomes responsible for allocating matching funds. Should Town Meeting refuse to provide these funds, the Federal grant would not be disbursed. Private property owners , have the same responsibility. • . , • ON/ ORICA,I... (..'•OMr',./ISt-3101\1 O . 9 • • • Therefore, it is impossible for- the Lexington Historical Commission to commit the Town to capitol expenditures in the operation of the grant • , program. The Town, through its elected representatives, acts for itself. Under the circumstances it seems probable that the Town Manager's office will learn of any grant application proceedings undertaken by the Town before the Historical Commission. Nevertheless, in order to keep cOn- fusion at a minimum the commission will send copies of Town grant applications to the Town Manager's office. • I hope this makes our position in the grants process clear. ' Stephen Snell at the Massachusetts Historical Commission, is in charge of the grant clinics which will be run monthly this winter, and is a very knowledgeable young man. As you know the next clinic will be held at 12:00 noon, 'Wed- nesday, November 19 at the state commission offices on Washington Street in Boston. Should you have any further questions Mr. Snell is the person to talk to at the state level, although I will be happy to clarify any questions you moy still have about our local operation. . • Yours truly, • • Elizabth W. Reinhardt, Chair Lexington Historical Commission ' • P • I - • • -------- THE LEXINGTON HISTORICAL COMMISSION Lexington, Mas;Ejchu3?tts 021 73 • November 13, 1975 Mr. `falter O'Connell Town Manager 1625 Massachusetts Ave. Lexington, Mass. 02173 • Dear Mr. O'Connell; Thank you for your letter of October 30. Believe me, I have no intention of approving or even considering a project application for NR funds which would • seek town funds from anyone except a town board or department. It seems to me obvious that private institutions or individuals must seek private sources for matching funds. I took this to be axiomatic. I can imagine only two circumstances in which the town might be asked to share the cost of a private project. First, if the town were elegible for HUD Community Development funds, then the Historical Commission might consider applying for a portion of those funds for preservation purposes as is allowed by statute. However, Jeff Shaw confirmed what • I expected that Lexington is not eligible at the moment for CD funds. Secondly, in the case of some natural disaster afflicting a major historic property not already owned by the town, I can imagine appealing to the town, among other sources, for assistance. For example, if the Hancock • Clarke house were to be severely damaged by fire, the town might feel it had an interest in assisting in the restoration. It is inconceivable to me, however, that in the ordinary course of events anyone except town boards or departments responsible for NR properties • would be eligible for town funds. Since you say you are "not concerned about grant applications originating from within general departments or boards," it would seem that we are not really at odds. I am concerned, however, about the timing of town board and department applications. Since the NR grant applications must be processed by the 111 Massachusetts Historical Commission by March 12 and since sources of matching funds must be included in the information on the application, it is quite possible that Town Meeting will not have acted on a budget request by the time the NR proposal must be filed. This would mean that the grant cycle for town properties would have a two year rather than a one year duration, an obvious inconvenience for the town. THE LEXINGTON HISTORICAL COMMISSION Lexington, Massachusetts 02173 2 This is one question I intend to raise at the grants clinic next week at the Massachusetts Historical Commission offices. I hope someone from your office will also be able to be present, if not at the Nevember meeting then at one of the future clinics. If your office is interested in future meetings I will be happy to keep you informed. Yours truly, I (61.31\i, Elizabeth W. Reinhardt, Chair 4. Ami 1 • • a /kb._ _ — `_.. »...-..mss,».. -- ..�.:...�.«�......�....... _.- _„ ....+.._�... k�. Zoitirt of 7lexinOan, c iris rxchusefts MEMORANDUM To: Elizabeth Reinhardt, Chairman DATE: 11/25/75 PACE: Lexington Historical Commission FROM: Walter C. O'Connell, Town Manager SUBJECT: EXPENDITURES OF LHC FY 1976 In response to your letter of 11/7/75; 1. LHC has no budget of any kind in FY 76 and must conduct itself accordingly. In its presentation to Board of Selectmen and Town Meeting, no indication of any significant expenditure requirements was given, in fact, the distinct opposite impression was given. Specifically, I am advising that expenditures for a town wide inventory project are not authorized since - (1) no such project has been considered and approved by the Town; (2) no funds exist in the budget which would cover such a project. wT- 2. Please note that any expenditures made without prior approval (by Town Manager's office) and not handled via the proper Town accounting procedure will not be paid by the Town. I regret having to be so firm but anything less may not be taken seriously. 3. No expenditure will be approved for secretarial help; no need has ' - been established; no funds exist in budget. `y . 4. We will try to take care of necessary office expenditures. Howsvexi a ceiling on office expenditures of $250 has been set for LHC for FY 76. To date, $87 has been expended (stationery, $62 and membership application, $25). The purchase orders submitted earlier this month for approval are returned herewith. Purchase orders cannot be submitted for reimbursement purposes. Please contact my office on the proper procedure. 7