HomeMy WebLinkAbout2019-05-06 BOS Packet - Released SELECTMEN'S MEETING
Monday, May 6, 2019
Town Of�ce Building, 1625 Massachusetts Avenue, Selectmen's Meeting Room
6:30 PM
AGENDA
EXECUTIVE SESSION
1. Exemption 3: Collective Bargaining Update - LMEA and Fire Union 6:35 p.m.
2. Exemp tio n 6: P urc has e, S ale, L eas e o f R eal E s tate - H is to ric al S o c iety P arking 6:5 0 p.m.
P arcel- Edison Way
PUBLIC COMMENTS
Public comments are allowed for up to 10 minutes at the beginning of each meeting. Each speaker is
limited to 3 minute s fo r c o mment. M emb ers o f the B o ard will neither c o mment no r re s p o nd, o ther than to
ask questions of clarif'ication. Speakers are encouraged to notify the Selectmen's Office at 781-698-4580
if they wis h to s p eak during p ub lic c o mment to as s is t the C hairman in managing me eting time s.
SELECTMAN CONCERNS AND LIAISON REPORTS
TOWN MANAGER REPORT
ITEMS FOR INDIVIDUAL CONSIDERATION
1. Liquor License - Change of Manager- Lexington Mexican Restaurant Group, Inc. 7:05 p.m.
d/b/a Tio Juan's Margaritas
2. WestMetro HOME Consortium Sub-Recipient Agreement 7:10 p.m.
3. R eview o f 2018 and P review o f 2019 F armer's Market 7:20 p.m.
4. Farmers' Market Winery License Request- 1634 Meadery 7:30 p.m.
5. One-Day Liquor License Request- Beer Garden at Discovery Day 7:35 p.m.
6. Approve and S ign C ons ervation Restriction and Acc es s P arking Eas ement for 7:45 p.m.
45,5 5,65 Hayden Avenue
7. Review F inanc e P o licy S ummit Top ic s 7:50 p.m.
8. Green Burial Fees 8:10 p.m.
9. G o al S etting D is c us s io n 8:20 p.m.
10. Annual To Wn Meeting R ec ap 8:40 p.m.
11. B anner P o lic y 9:00 p.m.
12. To wn Manager Ap p o intment 9:10 p.m.
13. Town Celebrations Request for Use of Battle Green and Parade - Memorial Day 9:15 p.m.
C elebration
14. Battle Green Request- Lexington Lodge of Elks #2204 Flag Day Ceremony 9:20 p.m.
15. Selectmen Committee Appointments & Resignations 9:25 p.m.
16. R eview S elec tmen L iais o n A s s ignments 9:3 0 p.m.
CONSENT AGENDA
1. Approve and S ign LexP ride P roc lamation
2. P lac ement o f F lags at Memorial P laques on Battle Green for Memorial Day
3. Approve One-Day Liquor Licenses
ADJOURN
1. Anticipated Adjournment 9:50 p.m.
A Board of S electmen's meeting will be held on Thursday, May 9, 2019 at 7:00 p.m. in the
C afeteria, S amuel Hadley P ublic S ervices Building, 201 B edford S treet.
A Summit meeting of the B oard of S electmen, S chool C ommittee, Appropriation C ommittee, and
Capital Expenditures Committee will be held on Wednesday, May 15, 2019 at 7:00 p.m. in the
Cafeteria, Samuel Hadley Public Services Building, 201 Bedford Street.
The next regularly scheduled meeting of the Board of S electmen will be held on Monday, May 20,
2019 at 7:00 p.m. in the Selectmen's Meeting Room, Town Office Building, 1625 Massachusetts
Avenue.
Hea�ing Assistance Devices Available on Request �
All agenda time and the o�de�of items a�e approximate and � � �,�,,,
subject to change. Recarded by LexMedia
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Exemption 3: Collective Bargaining Update - LMEA and Fire Union
PRE E TER• ITEM
S N .
NUMBER:
Jim Malloy, ToWn Manager
E.1
S UMMARY:
SUGGESTED MOTION:
Move to go into Executive S ession to discuss strategy with respect to collective bargaining related to the
LMEA and the Fire Union; and to continue in executive session to consider the purchase, exchange, lease or
value o f real p ro p erty, E d is o n Way p arking s p ac e s o wned b y the H is to ric al S o c iety and to re c o nvene in O p en
Session.
F urther, the C hairman d ec lare s that an o p en me eting d is c us s io n may have a d etrimental e ffec t o n the b argaining
po sition o f the Town.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 6:3 5 p.m.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Exemption 6: Purchase, Sale, Lease of Real Estate - Historical Society Parking Parcel -
Edison Way
PRESENTER:
ITEM
NUMBER:
Jim Malloy, Town Manager
E.2
S UMMARY:
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 6:50 p.m.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Liquor License - Change of Manager - Lexington Mexican Restaurant Group, Inc. d/b/a Tio
Juan's Margaritas
PRE E TER• ITEM
S N .
NUMBER:
D o ug Luc ente, C hair
I.1
S UMMARY:
All the necessary paperwork to request approval for a change of manager on the All Alcoholic Common
Victualler Liquor Lic ens e for Lexington Mexic an Restaurant Group, Inc. d/b/a Tio Juan's Margarita's
Restaurant has been submitted. The proposed manager, Kevin Richardson, has submitted an Alcohol
Awarene s s Training C ertif'ic ate and c o mp leted the required C O R I c hec k.
SUGGESTED MOTION:
Motion to approve the application reflecting a change of manager and issue an All Alcoholic Common
Victualler Liquor Lic ens e to Lexington Mexic an Restaurant Group, Inc. d/b/a Tio Juan's Margarita's
Restaurant located at 438 Bedford Street reflecting the same.
FOLLOW-UP:
S electmen's O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:OS p.m.
ATTACHMENTS:
Description Type
.. .M. ��. ..0.„��8 d d'.�'.:.T�.. rc' m> �I ..d', �r'.k.� .
.�.:...�� �����.����m���������:�����c,�����c���� ��:������ �,�����: ���fm�.� �.� .���G���,:�� �.���:�����
, The Cammar�wealth of M�cssach usetts
�� .
- Alcaholic Beve�ages C'ontral Commissian
239 Causeway Street, Bostan,MA D2114
� www.mass.�ov/abcc
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AMEI�DMENT-�han�e of Mana�er � �hanae of License Manager
1. BUSIRIESS ENTITY INFC�RMATIC}N
Entity Name� Municipality AB�C License Number
Lexing�on Mexican Restaurant Graup,Inc. Lexington 04�34-RS-0612
2.ApPLICATIC►N CCJ�JTACT
The application contact is the person who shauld be cantacted with any questions regarding this applicati�rn.
Name Ti�le Email Phone
Mario Mar►�ini CFa +
3A. MANACER INFC}RfVIAT14N
The individual that has been appointed ta manage and�ontrv►l of the li�ensed business and premises.
Propased Manager Name Kevin T.Richardson Date of Birth S5N
Residential Address 6►1 Bennett Street Wakefield,MA 01880
Email Phcane
Please indicate haw many haurs per week Last-Approv�d License Manager
yoc�intend ta be on the licensed premises �a �hrisann�M Shirley
3B.CITIZENS�iP BACKGRCIUND INFO�MATIC}N
Are yau a U.S.Citizen?� �'Y'�S � �� �Manager must be U.S.�itizen
If yes,atta�h ane of the following as proof af ci�izenship US Passport,Vater's Certificate,Birth Certificate ar Naturalizatian Papers.
Have ou ever been convicted of a state federal or militar crime?
� � � � �"""Yes �N d
If yes,fill out the table belaw and a'ktach an affidavit praviding the details of any and all canvictions.Attach additional pages, ifi
necessary, utilizing the format beiow.
Date Municipality Charge Dispasitian
3C. E�PLCJY�ENT I�IFfJRMATI{JN
Please provide your emp�oyment his�ary.Attach additianal pages, if necessary, utilizing the farmat below.
Start Date End Da�e Pasition Employer Supervisor Name
14/2418 Present Nlanager Margaritas-Walfiham/Lexington Matt Heuer
112Q12 1112C}i 7 General Manager Panera 6read
3D.PRIC�R DIS�IP�I�JARY A�TIC�N
Nave yau held a beneficial or financial interest in,or been the manag�r of,a license to sell alcoholic beverages that was subject to
disciplinary actian? �Yes (:No �f y��,�lease fi11 out the table.Attach additional pag�s,if ne�essary,utilizing the farmat below.
Date of Actic►n I�ame of�icense 5tate Cifiy Reasan for suspensian,revo�ation ar cancel�ation
1 hereby swear under the pain�an;d�penalties af�rjury that the in,farmatian!have provided in a�his applicatian is true and accurate:
.���._. �.
�
.� � y_. ..
�
Mar�ager's Signature ��� ,�. �� ��� , ��A � Date �='�. ,�?�, �`'�
� .�. .
� .
������ �������o�.� � � m
.���"�'���° � �a
3C.EMPLC3YMENT INFaRMATiC1N continued
Please provide yaur employment histary.Attach additional pages,if necessary,utilizing the format belaw.
Start Date End Date Pasition Ernployer Supervisar Name
1/1j45 11/1/12 District Manager The Waldin Graup
3/1 f 95 12/1/Q4 Director af C�peratians Hawk Cancepfis
APPLI�ANT'�► �►TATEMEI�T
�� John Pelletier the: 0 sole ra rietor• � artner• �cor orate rinci al• � LLC L P
p p , p , p p p , / l. manager
Authorized Signa�ary
a f �exingtan Mexican Restaurant Graup,Inc.
Name of the Entity/Corporatian
hereby submit this application �hereinafter the "Appiication"},ta the lac�l licensing autharity�the "LI_A") and the Alcohc�lic
Beverages Control Commission tthe "A6CC"and together with the LLA callectively the"l.icensing Authariti�s"}for appraval.
1 do hereby declare under the pains and penalties of p�rjury that I have personal knawledge of the informatian submitted in the
Application, and as such affirm that all statements and representations therein are true to the best of my knowledge and belief.
I further submit the following to be true and accurate:
{1} I understand that each representation in this Application is material to the Licensing Au�harities' decisian or�the
Applicatian and that the Licensing Autharities will rely an each and every answer in the Application and accompanying
dacuments in reachi�g its decision;
{2� I state that the locatian and description of the proposed licensed premises are in compfiance with state
a�d local laws and regulatians;
{3} l ur�derstand that while�he Application is pending, I must notify the Licensing Authorities af any change in the
information submitted therein. I understand that failure to give such notice to the Licensirrg Authc�rities may result in
disapproval of the Application;
{4} I understand�hat upon approval of the App�ication, I must natify the Licensing Authorities af any change in the
owr�ership as approved by the �icensing Authorities. ! understand that failure to give such notice tc�the
�icensir�g Authorities may result in sanctions including revocation of any license for which this Application is subrrtitted;
{5� I understar�d that the licensee wi11 be bound by the statements and representations made in the Application, incfuding,
bu�not lirnited to the identity of persons with an ownership or financial interest in the ficense;
{�� I understand that all sta�ements and representations made become canditions of the license;
{7� I understand that any physical alterations ta or change�to the size ofi the area used for the sale, delivery,starage, or
consumptian of alcoholic beverages, must be reported to the Licensing Authorities and may require the priar approval
of the �icensing Authorities;
�8} I understand tha�the licensee's failure ta operate the licensed premises in accordance with the statements and
representatior�s made in�he Application may result in sanctions, including the revocation ofi any license for which the
Appfication was submitfied; and
�9} I ur�derstand that ar�y fa#se statement or misrepresentat�on will constitute cause for disapproval of the Application or
sanctions including revocation vf ar�y license fc�r which this Application is submitted.
�1C3} I confirm�hat the applicant carporation and each individual listed in the ownership section of the application is in
gaod standing with the Massa husetts Department of Revenue and has camplied with a!1 laws of the Commonwealth
re�ating to taxes, r �or n es and contractors, and withho�ding and remitting of child support.
Signature: � Date: ,�-�//�/�'
Title: CEC�
CI�RPCIRATE VCJTE
Lexington Mexi�an Restaurant Group,Inc.
The Ba►ard of Directars ar ��C Managers af
Entity Narne
duly voted �o apply to the Licensing Authority of Lexington and the
City/Town
Commc►nwealth of Massachusetts Alcohalic Beverages Cantrol Commission on Fe�4�zo��
Date o#Mee�ing
For the fallawing transactians �Check all that apply�:
C�X Change of Manager
�� C}ther
`rVt�TED: To authorize Kevin T Ri�hardsan
Name of Person
ta sign the applica�kion submitted and ta execute on the Entity'� behalf, ar�y necessary papers and
do all things required ta have the applicatic�n granted."
"V{�TE D: To �p po i n� Kevin T Richardson
Name of Liquor License �anager
as its mar�ager of record, and hereby grant him or her with f��l authority arrd control of the
premis�s described in the licens� ar�d authority and control of the conduct of al1 business
therein as the licensee itself could ir� any way have and exercise if it were a natural p�erson
residing in the Cammonwealth of�assachusetts."
For Corparations CJN LY
A�ru e co y ttest, A tru e ca► att
pY est,
�
. �
Corpa CJffi er/��.0 Manag+�r S�gnature . , .
�arparation �lerk s S�gnature
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
WestMetro HOME Consortium Sub-Recipient Agreement
PRESENTER: ITEM
NUMBER:
Liz Rust, Regional Housing S ervices
O ffic e I.2
S UMMARY:
Attac hed p le as e find the agre ement b etwe en the To wn o f L exingto n and the We s t M etro H O M E C o ns o rtium.
This is a standard agreement that continues s ervic es.
SUGGESTED MOTION:
Mo ve to ap p ro ve the H O ME S ub-R ec ip ient Agreement as attac hed and further to autho rize the To wn Manager
to execute the agreement.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:10 p.m.
ATTACHMENTS:
Description Type
� �..:�:��� II�� �:������° IC�.��Fl�ai��
Bedford �ESTMETRO HOME CONSORTIUM Natick
Belmont Needham
Brookline City of Newton, Representative Member Newton
Concord 1000 Commonwealth Avenue Sudbury
Framingham Waltham
�exington Newton, MA 02459-1449 Watertown
(617) 796-1125 Wayland
April 17, 2019
To all WestMetro HOME Consortium Members
Re: HOME Subrecipient Agreements
Dear Consortium Members,
As you may recall,the U.S. Department of Housing and Urban Development conducted an on-site monitoring
visit of WestMetro HOME Consortium projects, programs and management systems July 16-18, 2018. A
noted finding in HUD's September 2018 Monitoring Report,was the absence of an executed subrecipient
agreement between Newton and each Member Community of the Consortium. This finding is a new
requirement due to the recent adoption of 2 CFR Part 200 Uniform Administrative Requirements and
specifically addresses 2 CFR 200.331 relative to Requirements for Passthrough Entities. As such, no
subrecipient agreement template previously existed from which the WestMetro Consortium agreement
could be modeled. Newton,therefore, had to create a draft template with limited direction; and this,
coupled with the government shutdown, created a long delay in obtaining HUD's comments on the draft.
The enclosed agreements incorporate HUD's feedback and have been reviewed by Newton's Legal
Department. Overall,the Agreements set forth the terms and conditions under which each Member
Community becomes the subrecipient of HOME funds, as well as outline the General Provisions and
processes by which funds may be sub-awarded. It is important to note that Schedules A and B are specific to
each Member Community based on the projects, programs and available resources outlined in the FY19
Annual Action Plan. Subsequent Subrecipient Agreements must be updated and executed for each Member
Community annually moving forward.
Please review and execute all three original copies of the enclosed agreement within four weeks and return
all to my attention. I will return one fully executed agreement back to you to maintain in your files. Should
you have any questions or concerns, please do not hesitate to reach out at either (617) 796-1125 or
rpowe rs�n ewto n m a.�ov.
Thank you all for your patience and attention to this matter.
��
�
� �,��� ,;
� �� a
� �.
„
� ,
�
'� � +��
Rachel Powers,
Community Development& HOME Program Manager
CC: Eamon Bencivengo, Housing Development Planner
Malcolm Lucas, Housing Planner
(via email and hardcopyJ
Contract#M 1910
Project No. HM19-12A/HM19-126
AGREEMENT FOR THE EXECUTION OF THE WESTMETRO HOME CONSORTIUM
HOME INVESTMENT PARTNERSHIPS PROGRAM
This AGREEMENT, hereafter referred to as the "AGREEMENT", is made and entered into this
day of , by and between the CITY OF NEWTON, a municipal
corporation organized and existing under the laws of the Commonwealth of Massachusetts,
hereinafter referred to as "the CITY", acting by and through its Director of Planning and
Development or his/her designated staff, but without personal liability to him/her, or his/her
staff, acting as lead entity for the WestMetro HOME Consortium (hereinafter the
"Representative Member"), and the Town of Lexington (hereinafter the "Member Community or
Subrecipient"), a municipal corporation organized and existing under the laws of the
Commonwealth of Massachusetts.
WITNESSETH
WHEREAS, the Towns of Bedford, Belmont, Brookline, Concord, Lexington, Natick,
Needham, Sudbury, Watertown and Wayland, and the Cities of Framingham, Newton and
Waltham have been jointly designated as a Participating Jurisdiction by the U.S. Department of
Housing and Urban Development (hereinafter "HUD") for purposes of receiving HOME
Investment Partnership (hereinafter "HOME") (CFDA 14.239), Program funds in the name of
the WestMetro HOME Consortium under provisions of Title II of the Cranston-Gonzalez
National Affordable Housing Act of 1990, as amended (42 U.S.C. 12701 et seq.) (hereinafter the
"National Affordable Housing Act"); and
WHEREAS the CITY is the Representative Member of the Consortium under the
provisions of the Mutual Cooperation Agreement (MCA) dated June 26, 2014, as amended, by
and between the municipalities of the WestMetro HOME Consortium (hereinafter referred to as
the "Consortium"); and
WHEREAS, the Representative Member has entered into an Agreement for a Home
Investment Partnerships Program (hereinafter "HUD Agreement") with the U.S. Department of
Housing and Urban Development (hereinafter "HUD"); and
WHEREAS, the WestMetro HOME Consortium has adopted a Consolidated Plan for
Program Years 2016-2020 (hereinafter the "Consolidated Plan") and FY 19 Annual Action Plan
(hereinafter the "Action Plan"); and
WHEREAS, it is the purpose of this Agreement to affect a specified portion of the
program approved by the HUD Agreement in accordance with the policies expressed by and
declared in the National Affordable Housing Act; and
WHEREAS, pursuant to said purpose the Member Community is undertaking certain
activities and desires to engage the Representative Member and the Administrative Agent to
render certain assistance in such undertakings; and
1
Contract#M 1910
Project No. HM19-12A/HM19-126
WHEREAS, this Agreement sets forth the terms and conditions under which the Member
Community will become the recipient of said funding;
NOW THEREFORE, in consideration of the mutual covenants, promises and representations
contained herein, the parties mutually agree as follows:
GENERAL PROVISIONS
1. REGULATORY FRAMEWORK. The provisions of 24 CFR Part 92, HOME Investment
Partnerships Program (hereinafter "HOME Program regulations"), and all subsequent
amendments and revisions to the same, as well as the existing Mutual Cooperation
Agreement in effect amongst the WestMetro Home Consortium, are hereby incorporated into
and made a part of this Agreement. The Member Community and subrecipient shall at all
times comply with said HOME Program regulations, and with other related Federal and State
statutes and regulations, Executive Orders, 2 CFR Part 200, and all subsequent revisions and
amendments to the same. Further, the Member Community and subrecipient shall become
familiar with all of the foregoing requirements as applicable and shall ensure that the proj ect
complies in all respects.
2. CONSORTIUM ADMINISTRATION. The Consortium Council (Council) is the
governing group of the WestMetro HOME Consortium (Consortium). The Council is
comprised of the chief planning official or his/her designee from each Member Community,
or if no such planning official exists, the chief elected official or his/her designee from each
Member Community. The Council and the Representative Member, which is the City of
Newton, shall meet at least quarterly or more often if requested by the Council or the
Representative Member to decide issues of policy and procedure. Irrespective of the number
of formally authorized Member Designees, each Member, not including the Representative
Member, gets one vote on the Council. The Representative Member may only vote to break a
tie.
3. PROJECT AND AMOUNT. The CITY agrees to provide the Member Community a sum
of HOME Program funds as stated within Schedule A, Funding Amount and Project Budget,
attached hereto and made a part hereof, and for the purposes described in Schedule B,
HOME Proj ect, subj ect to compliance by the Member Community with all terms and
conditions as set forth within the Agreement, the Mutual Cooperation Agreement and
WestMetro HOME Consortium Guidelines.
4. FINANCIAL AND MANAGEMENT STANDARDS. The Member Community agrees
that expenditures under this agreement shall be limited to those eligible costs directly related
to the implementation of this HOME Proj ect consistent within 2 CFR Part 200, as outlined in
Schedule A, Funding Amount and Project Budget. The Member Community shall also
comply with standards for the financial record keeping and management systems applicable
as described in Schedule D, Release and Processing of HOME Proj ect Funds and Schedule E,
Financial Management, herein.
5. DURATION. This Agreement is made as of the date first written above, effective upon the
date of signing by the City and the Member Community and shall be binding until the
2
Contract#M 1910
Project No. HM19-12A/HM19-126
Performance Completion Date stipulated in Schedule C, Work Program and Schedule,
attached hereto and made part hereof, unless amended in writing by all parties
6. ENVIRONMENTAL REVIEW. The release of funds for all HOME-assisted proj ects and
activities is subject to environmental review as set forth in HOME Program regulation 24
CFR 92.352.
• No Choice-Limiting Actions. Member communities and subrecipients are prohibited
from undertaking or committing any funds to physical or choice-limiting actions,
including property acquisition, demolition, movement, rehabilitation, conversion, repair
or construction prior to the environmental clearance. Violation of this provision may
result in the denial of any funds under the Agreement.
7. LEAD- BASED PAINT. Each Member Community and Subrecipient is also responsible for
ensuring that all programs and activities comply with applicable requirements of the Lead-
Based Paint Poisoning Prevention Act, 42 U.S.C. 4821, et. seq.; Residential Lead-Based
Paint Hazard Reduction Act of 1992; implementing regulations at 24 CFR Part 3 5 and all
future revisions and amendments to the same. The Member Community and Subrecipient
shall also ensure that this proj ect complies with such Lead-Based Paint regulations as may be
adopted pursuant to HOME Program regulations and with the requirements of the
Massachusetts Lead Paint Statute, M.G.L. c.l l l, §§190-199A and all future revisions and
amendments to the same.
8. TERMINATION OF AGREEMENT FOR CAUSE. In accordance with 2 CFR 200.339
through 200.342, if, through any cause, the Member Community shall fail to fulfill in a
timely manner all obligations under this Agreement, or shall cause Proj ect funds to be
inappropriately expended, or if the Member Community shall violate any or all of the
provisions of this Agreement, or refuses to accept conditions imposed by HUD through
CITY regulations and directives as administered by the CITY, the CITY shall thereupon have
the right to terminate this agreement by written notice to the Member Community of such
termination specifying the effective date thereof at least five (5) days before the effective
date of such termination.
• The CITY as Representative Member may suspend current or future funds from
Member Communities out of compliance with HOME Requirements until the matter is
resolved.
9. TERMINATION OF AGREEMENT DUE TO LACK FEDERAL FUNDING. In the
event that funds are not made available to the CITY by HUD, the CITY shall notify the
Member Community in writing as soon as possible of such development. This shall include
any event where HUD determines that an activity or activities under this Agreement are
deemed ineligible and therefore should not continue to be funded. Subsequently, the CITY
shall meet with the Member Community to determine an appropriate termination date
relative to the cessation of HOME funds for the Agreement or any portion thereof, and to
resolve any matters associated with such termination including, but not limited to: final
financial settlement and related matters. Following said meeting, the CITY shall confirm the
termination date and any conditions of termination in writing to the Member Community.
The Member Community shall be rendered payment for such costs as authorized and
3
Contract#M 1910
Project No. HM19-12A/HM19-126
accepted by the CITY under the provisions of this Agreement and as determined to be
allowable within the final financial settlement based on such available remaining funds as
may be available up to the cessation of federal HOME funding. The Member Community
understands and agrees that the CITY assumes no obligation for payment of any cost under
this Agreement, regardless of date incurred, unless identified during the Proj ect closeout
process and incorporated in the final financial settlement.
10. EXCLUSIVE USE PERIOD. The Member Community shall have exclusive use of its
respective annual HOME allocation, for a total of 12 months which is de�ned as the
Exclusive Use Period. The Exclusive Use Period starts the date the Representative Member
confirms in writing to the Member Community that funds are available to be drawn down
from the U.S. Treasury. Any HOME funds that are not committed by the Member
Communities to eligible HOME Proj ects after 12 months shall be transferred to the
Competitive Funding Pool by the Representative Member for use by any Consortium
Member through a Request for Proposals (RFP) process. All transferred funds are referred to
as Relinquished Funds.
• A Member Community may request an extension beyond the Exclusive Use Period,
consistent with the HOME Program Administrative Guidelines, under certain
extenuating circumstances if that Member Community is unable to commit its HOME
allocation within 12 months.
• Administrative funds and Program Income are not subj ect to the Exclusive Use
Period and are not relinquished to the Competitive Funding Pool.
11. REPAYMENT OF FUNDS. Upon determination by the CITY that the Member
Community and Subrecipient has failed to comply with any portion of the terms of this
Agreement, and in particular has inappropriately expended HOME funds, the CITY may
take such steps as necessary, in order to protect its ability to fulfill its obligations to HUD,
including but not limited to legal action, to recapture funds already released to and/or
expended by the Member Community.
12. AUDIT. Member Community shall comply with 2 CFR 200.501, including completion of a
single audit if required, as described in Schedule E, Financial Management, attached hereto
and made a part hereof.
13. MONITORING. In compliance with 2 CFR 200.328 and 200.330, the CITY shall
periodically evaluate the performance of the Member Community and may make a
determination as to whether the Member Community has conformed with this Agreement
and has a continuing capacity to carry out the HOME-assisted Proj ect activities in a timely
manner. At any time during normal business hours and as often as the CITY, HUD, and/or
the Comptroller General of the United States may deem necessary, Member Community
shall make available all such records and documents as requested by said parties for audit
and/or monitoring. The CITY, HUD, and/or the Comptroller General may examine and
make copies of such records and may audit all contracts, procurement records, invoices,
materials, payrolls, personnel records, conditions of employment, and all documents
relating to all matters covered by this Agreement.
4
Contract#M 1910
Project No. HM19-12A/HM19-126
14. CONFLICT OF INTEREST. In accordance with HOME Program Regulation §92.356,
the procurement of services by the CITY and the Member Community is governed by the
conflict of interest provisions stated in 24 CFR 92.356 and 2 CFR 200.318. The Member
Community shall comply with all applicable federal and state conflict of interest rules and
ensure compliance with the same by all subrecipients or other persons designated to receive
HOME funds pursuant to this Agreement.
15. NON-DISCRIMINATION LAWS AND REGULATIONS. The Member Community
shall comply with HOME Program regulation 24 CFR 92.3 5 0 and all applicable federal,
state and local laws governing discrimination and equal opportunity.
16. FAIR HOUSING. The Member Community shall affirmatively further fair housing in
accordance with the Fair Housing Act, the WestMetro HOME Consortium Affirmative
Marketing Plan for the City of Newton and HOME Program regulation 24 CFR 92.3 51.
Each Member Community and Subrecipient must ensure that affirmative marketing
procedures are followed for all HOME-funded programs containing 5 or more HOME-
Assisted Units. Further, the Member Community will participate in the completion of the
Analysis of Impediments to Fair Housing Choice (AI) as required by its obligation to
engage in fair housing planning in connection to the receipt of the Federal funds outlined
herein.
17. LIENS. The Member Community represents that any property benefiting through
installation or construction of improvements as part of the HOME Proj ect is free from any
attachments, tax liens, mechanics' liens or any other encumbrances other than those
approved by the Member Community
18. DISPLACEMENT AND RELOCATION. In accordance with HOME Program
regulation 24 CFR 92.353, Displacement, Relocation and Acquisition, the Member
Community shall assure that all reasonable steps to minimize the displacement of persons
as a result of this Proj ect have been taken.
19. LABOR STANDARDS/ SECTION 3. The Member Community shall comply with
and/or ensure compliance with all applicable state and federal labor laws and regulations,
including but not limited to the Davis/Bacon Act, 40 U.S.C. 276a-5 et. seq., as applicable
pursuant to the HOME Program regulation 24 CFR 92.3 54. Davis-Bacon Labor Standards
apply to any contract involving the construction of 12 or more HOME-assisted units. The
Member Community shall require contracts for all types of work performed in connection
with project funds that exceed $100,000 to adhere to the requirements of Section 3 as
outlined in 24 CFR 13 S and Section 3 of the Housing and Urban Development Act of 1968,
12 U.S.C. 17010.
20. DISCLAIMER. It is agreed that the Member Community and Consortium will hold the
CITY harmless from any latent or patent defects in any work performed or services
provided pursuant to the HOME Proj ect or from any claims arising therefrom.
20. ASSIGNABILITY. The Member Community shall not assign any interest in this
Agreement and shall not transfer any interest in the same (whether by assignment or
5
Contract#M 1910
Project No. HM19-12A/HM19-126
novation) without the prior written consent of the CITY hereto. As a pass-through entity,
the Member Community is responsible to ensure the execution and enforcement of a
written agreement consistent with the provisions set forth in 24 CFR 92.504 (c) (2), (c) (3)
and (c) (4).
Z 1. REVERSION OF ASSETS. In accordance with HOME Program regulations at 24 CFR
570.503, upon expiration or termination of this agreement, the Member Community must
return any HOME Program funds on hand as well as any accounts receivable attributable to
the use of HOME funds to the CITY. Additionally, if a Member Community decides to
leave the WestMetro HOME Consortium, then the Member Community concedes their
allocation, Program Income and unspent funds, but must continue all monitoring and
compliance responsibilities of all related proj ects and programs throughout the affordability
period.
22. LOBBYING PROHIBITED. HOME funds shall not be used by the Member Community
for publicity purposes as provided and limited by 2 CFR 200.450.
23. FAITH-BASED ORGANIZATIONS.
In accordance with 24 CFR 92.257, the Member Community may not engage in inherently
religious activities or discriminate against a program beneficiary or prospective program
beneficiary on the basis of religion or religious belief as part of this Agreement unless the
activities are offered separately, in terms of time or location, from HOME funds and
activities.
24. OWNERSHIP, USE, AND DISPOSITION OF PROPERTY. The Member Community
shall comply with all applicable provisions as stated within Schedule E, Financial
Management, as attached hereto and made a part hereof.
25. INSURANCE AND LIABILITY. HOME-Assisted proj ects shall be insured at all times
and in such amounts as deemed reasonable and prudent in accordance with standard
construction practices and in compliance with Schedule F herein.
To the extent permitted by law, the CITY and the Consortium shall not be liable for claims
for damages or losses arising out of the performance of this Agreement by the Member
Community, its employees, officers, or agents and the Member Community shall
indemnify and hold harmless the CITY and the Consortium, its employees, officers, and
agents from all such claims arising under this agreement.
26. DEBARMENT AND DISCLOSURES. In accordance with 2 CFR 200.213, the Member
Community is subj ect to the non-procurement debarment and suspension regulations
implementing Executive Orders 12549 and 12689, 2 CFR part 180.
27. CHANGES. The CITY may from time to time require changes in the HOME Project
and/or its implementation. Such changes, including any increase in the Proj ect Amount,
and/or increase in the duration of the Agreement, which are mutually agreed upon shall be
incorporated in written amendments to this Agreement. However, the CITY reserves the
right to (a) reduce funds for cause as determined fairly and reasonably by the CITY upon
6
Contract#M 1910
Project No. HM19-12A/HM19-126
written notice at least Thirty (30) days before the effective date of such reduction; or (b)
reduce the funds due to a decrease in federal funds received by the CITY.
The Member Community must also follow Substantial Amendment procedures as set forth
in Schedule A.
28. BONUS PROHIBITED. It is agreed that the GRANTEE will not pay bonus, commission
or fee for the purpose of obtaining a CITY award of the HOME funds or approval of the
Proj ect financed with HOME funds. The Member Community is prohibited from charging
servicing, origination and/or other fees for the costs of administering the HOME Program,
except as permitted by 24 CFR Part 92.214 (b) (1).
29. OTHER PROVISIONS. In accordance with 2 CFR 200.3 00, the Member Community is
responsible for complying with all requirements of the Federal award including the
provisions of FFATA, which includes requirements on executive compensation, and also
requirements implementing the Act for the non-Federal entity at 2 CFR part 25 Financial
Assistance Use of Universal Identifier and System for Award Management and 2 CFR part
170 Reporting Subaward and Executive Compensation Information.
All other provisions, if any, are set forth within the following schedules attached hereto and
made a part hereof as listed below under "Attachments."
ATTACHMENTS. Attached hereto are the following schedules which are incorporated into
this Agreement and made a part hereof:
Schedule A—Total Funding Amount and Individual Project Budgets
Schedule B—HOME Project
Schedule C—Work Program and Schedule
Schedule D—Release and Processing of HOME Project Funds
Schedule E— Financial Management
Schedule F— Insurance
Schedule G— Certificate of Authority
Schedule H- Forms
• Fair Housing and Equal Opportunity Report
• Program Budget- as outlined in the FY 19 Annual Action Plan
• FFATA Form (for contracts over$30,000)
• WestMetro HOME Consortium Requisition Form
• Substantial Amendment Form
• HOME Income Limits
• WestMetro HOME Consortium Rehabilitation Standards
• FY 19 HOME Rents
• 2018 HOME per unit Subsidy Limits
• HOME Program Administrative Guidelines
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Contract#M 1910
Project No. HM19-12A/HM19-126
SIGNATORIES
IN WITNES S WHEREOF, the parties hereto have made this Agreement in triplicate as
of the day first written above and made binding upon signature by Her Honor, the Mayor
of the City of Newton, Middlesex County, Massachusetts.
MEMBER COMMUNITY/SUBRECIPIENT DESIGNEE
BY:
Name /Title Date
CITY OF NEWTON—DEPARTMENT OF PLANNING AND DEVELOPMENT
BY:
Director of Planning and Development
I certify that federal HOME funds are available for this Agreement for Proj ect
#HM 1912A in the amount of $3,805.00 within Account #16T 114125715 and Proj ect
#HM 1912B in the amount of $44,655.00 within Account #16T 114125797 per HUD
Letter of Credit No. 8600B030, Grant No. M18-DC250213 in the Amount of
$1,597,353.00.
BY:
Comptroller of Accounts
Approved as to legal form and character:
BY:
Assistant City Solicitor
Contract Approved
BY:
Mayor /Date
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Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE A
FUNDING AMOUNT AND PROJECT BUDGET(S)
1. AMOUNT OF FUNDS. The CITY hereby agrees to provide HOME Program funds to
the Town of Lexington, (the Member Community) in the amount of Forty-Eight
Thousand, Four Hundred Sixty Dollars (�48,460.00) said amount to be subj ect to the
terms of this Agreement and as set forth within Schedule A herein.
2. PROJE C T BUD GE T.
a. While it is understood that the overall program budget for the subj ect program may be
derived from a variety of funding sources assembled by the Member Community, the
CITY and the Member Community agree that the HOME Program Proj ect budget shall
consist of and be limited to the following obj ect(s) of expenditure:
ITEMS BUDGET
Rental Housing (See description in Schedule B) $38,050.00
Loan Repayment from Concord $ 6,605.00
Lexington HOME Administration $ 2,954.32
Consortium Administration�' $ 850.68
(Member Community contribution toward Analysis of Impediments)
TOTAL FUNDS $48,460.00
*Eve�y five yea�s, the WestMet�o HOME Conso�tium coynpletes an Analysis of
ImpediYnents which documents the fai� housing needs and st�ategies within the �egion.
A consultant will be �etained to spea�head the �epo�t. The Conso�tium is collecting
�25,D00 f�om all Mernbe� Comrnunities p�opo�tionally based on HUD's rnost �ecent
Conso�tium pe�centages. Any cost ove�ages will be cove�ed by the Conso�tiurn's
gene�al adYninist�ation funds.
b. The Member Community agrees to maintain the �nancial and program documentation
in project files as shall clearly establish the relationship of the HOME Program portion
of the overall Proj ect budget and low- and moderate-income persons benefiting from
program services consistent with the requirements as stated in Schedule B, HOME
Proj ect, Paragraph 4 herein.
3. MATCHING FUNDS. Each participating jurisdiction must make contributions to housing
that qualifies as affordable housing under the HOME program, throughout a fiscal year.
The contributions must total not less than 25 percent of the funds drawn from the
jurisdiction's HOME Investment Trust Fund Treasury account in that fiscal year. The
Member Community agrees to adhere to the HOME Program matching requirements as set
forth in 92.218 —92.222.
a. Match Liability. Any Member Community that is not able to obtain sufficient match
for its Proj ects or to reach agreement with another Member(s) to transfer all or a portion
of that Member Community's match credit, may lose an amount in the next funding
9
Contract#M 1910
Project No. HM19-12A/HM19-126
year equal to the amount, if any, lost to the Consortium. These funds may be
reallocated by the Council. If, however, the Consortium Council determines that the
loss of funds was not the fault of the Member Community, the Council may waive
recapture.
b. Match Tracking. The CITY must maintain accurate and timely tracking systems to
meet the Consortium's match obligations. In order to accomplish this, each Member
Community must agree to document and report all incurred non-federal sources of
match utilized respective to ongoing HOME proj ects over the course of the fiscal year
to ensure fulfillment of the match obligation.
4. EXPENDITURES. The Member Community agrees that expenditures under this HOME
Project shall be limited to the provision of the activities as described within Schedule B,
HOME Proj ect herein, and shall meet the eligibility and cost allowability standards
referenced within General Provisions, Paragraph 4, Financial and Management Standards.
5. BUDGET CHANGES and SUBSTANTIAL AMENDMENTS.
a. Except for changes made in accordance with subsection (b) below, alterations in the
approved use of budgeted funds shall be subj ect to prior review by the CITY.
b. Funds may be shifted through Substantial Amendment procedures outlined in the
WestMetro HOME Consortium Guidelines and Citizen Participation Plan and require
prior approval of the CITY. Actions resulting in a change in the aforementioned
Proj ect(s) or the FY 19 Annual Action Plan and/or exceed twenty-five percent (25%) of
the line item total from which the funds are being removed or to which the funds are
being added require a Substantial Amendment.
c. Upon identification of new proj ects and activities not previously identified in the FY 19
Annual Action Plan, the Member Community agrees to review with the CITY to ensure
ellglblllty, capacity and compliance.
d. The Member Community is responsible for facilitating and obtaining all local
legislative and executive approvals required for substantial amendments.
e. The aforementioned terms apply to any Member Community in receipt of Consolidated
Pool Funds without amending the agreement outlined herein.
f. Any costs and expenses not covered by the project Budget, and hence not properly
payable from HOME funds shall be borne entirely by the Member Community.
10
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE B
HOME PROJECT(S)
1. SCOPE OF SERVICES. The services to be performed pursuant to this Agreement shall
be those specified in the FY 16-FY20 Consolidated Plan and FY 19 Annual Action Plan as
submitted by the Representative Member and approved by HUD as that Consolidated Plan
now reads or as it may later be modified or amended in accordance with regulations
promulgated by HUD.
2. LOCATION.
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
3. PROGRAM DESCRIPTIONS. The Member Community shall perform and carry out in a
satisfactory and proper manner, the services described in the aforementioned Scope of
Work and FY 19 HOME Annual Action Plan, as determined reasonably and fairly by the
CITY, and in compliance with the HOME Program Regulations 24 CFR 92.200-92.215, as
applicable. Services consist of the provision of the following programs and activities:
a. Rental Housing: Funds will be used to assist the creation of rental housing or to assist
the rehabilitation of rental housing. During FY 19, the Lexington Housing Authority will
embark on the renovation of 5 units at Pine Grove Village. The proj ect will culminate in
three (3) HOME-Assisted units.
b. Loan Repayment from Concord: Incoming repayment of funds originally borrowed
by the Town of Concord to support Concord Housing Authority renovation activities at
282-294 Thoreau Street.
c. HOME Administration: Funds will be used to support the administration of HOME
programs and activities.
d. Consortium Administration: Includes Member Community contribution toward the
development of the 2021 —2025 Analysis of Impediments to Fair Housing Choice.
4. LOW AND MODERATE-INCOME TARGETING. The Member Community shall
comply with HOME Program regulation 24 CFR 92.216-92.217 concerning income
targeting and occupancy requirements for low and moderate-income housing.
a. Tenant-Based Rental Assistance/ Rental Units. Not less than 90% of households
receiving such assistance earn annual incomes at or below 60% of the Area Median
Income (AMI), as determined by the U.S. Department of Housing and Urban
Development at the time of occupancy or at the time finds are invested.
11
Contract#M 1910
Project No. HM19-12A/HM19-126
i. The remainder of households receiving such assistance qualify as low-income
families, earning at or below 80% of the AMI at the time of occupancy or at the
time finds are invested.
b. Homeownership. 100% of funds must be invested in dwelling units that are occupied
by households qualifying as low-income families, earning at or below 80% of the AMI.
5. PROGRAM GOALS AND PERFORMANCE. The HOME Project(s) currently
anticipates providing assistance to three (3) households/units th�ough the �ehabilitation of
affo�dable housing.
The Member Community and Subrecipient must estimate the number of low-to-moderate
income individuals, households and units to be assisted in accordance with the goal
outcome indicators outlined in proposed substantial amendments and/or the FY 19 (FFY 18)
Annual Action Plan, FY 16-FY20 Consolidated Plan.
In addition, the Member Community and Subrecipient must summarize achievement of
these numerical goals and describe the extent to which these outcomes and benchmarks are
being realized through the Member Community's aforementioned activities as part of the
Consolidated Annual Performance and Evaluation Report (CAPER), in conformance with
24 CFR 91.520. As part of the CAPER, Member Communities must on an annual basis
report to the CITY a description of the resources made available, the investment of
available resources, the geographic distribution and location(s) of investments, the families
and persons assisted, actions taken to affirmatively further fair housing, and other actions
as indicated in the Consolidated and Annual Action Plans.
The Member Community shall be responsible for ensuring that the program goals and
performance are substantially met during the contract period in accordance with 2 CFR
200.301. The CITY shall utilize the information to evaluate the Member Community's
performance in meeting its program goals and achieving its desired outcomes. If it is
determined that the Member Community is not substantially meeting its program goals
and/or is not working toward the desired program outcomes, the CITY will take such
action as necessary to rectify the problem.
7. PROPERTY STANDARDS and ACCESSIBILITY. The Member Community must
ensure that applicable projects meet the property, rehabilitation and accessibility standards
in accordance with HOME Program regulations 24 CFR 92.251, WestMetro HOME
Consortium Construction Guidelines, Section 504 of the Rehabilitation Act, the Americans
with Disabilities Act (ADA) and the Fair Housing Act.
8. QUALIFICATIONS AS AFFORDABLE HOUSING
a. HOME Affordability. The Member Community shall ensure that all assisted HOME
Units must meet the occupancy and affordability requirements as set forth in HOME
Program regulation 24 CFR 92.252 or 24 CFR 92.254 or as applicable.
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Contract#M 1910
Project No. HM19-12A/HM19-126
b. Current Household Income Limits. Assisted household income levels shall not
exceed limits published by HUD and current at the time of initial marketing. The actual
income limits are determined by HUD and published annually in the Federal Register.
Current HOME Household Income Limits, effective June 1, 2018;
HOME Program Eligibility Limits
Number in 30% of AMI 50% of AMI 60% of AMI
Household (Extremely Low) (Very Low)
1 $22,650 $37,750 $45,300
2 $25,900 $43,150 $51,780
3 $29,150 $48,550 $58,260
4 $32,350 $53,900 $64,680
5 $34,950 $58,250 $69,900
6 $37,550 $62,550 $75,060
7 $40,150 $66,850 $80,220
8 or more $42,750 $71,150 $85,3 80
c. HOME Rent Limits. Rents for assisted HOME Units will be set at a level meeting all
of the requirements under the HOME program regulation 24 CFR 92.252. The rents will
not exceed the maximum HOME rent limits as determined by HUD. The CITY shall
provide the MEMBER COMMUNITY an initial schedule of HOME rents.
Subrecipients of the MEMBER COMMUNITY shall provide annual rents and
occupancy status of the HOME Units to the Member Community to demonstrate
compliance with 24 CFR 92.252. The MEMBER COMMUNITY must review the
submitted rents for compliance and approve or disapprove them every year. The rents
shall not exceed the maximum HOME rent limits as determined by HUD.
Current Maximum HOME Program Rent Limits (effective June 1,2018) are:
Number of Bedrooms Low HOME Rents Hi�h HOME Maximum Rents
1 Bedroom: $ 1,011 $1,344
2 Bedroom: $ 1,213 $1,614
3 Bedroom: $ 1,401 $1,857
4 Bedroom: $ 1,563 $2,051
Tenant Based Rental Assistance. For communities operating a TBRA program,
individual payment and rent standards must be established by individual Member
Communities.
d. Maximum Per Unit Subsidy Amount: The most current subsidy levels to be used in
any proj ect shall be calculated at the time the CITY approves the final development pro
forma, but in any event, not later than the date the Member Community requests set-up
in IDIS. The proposed HOME funded subsidy levels shall not exceed limits published
by HUD and shall be current at the time of set-up in IDIS. Use of HOME funds
13
Contract#M 1910
Project No. HM19-12A/HM19-126
together with other Federal funds shall comply with HOME Program regulation 24 CFR
92.250(b) and the Consortium guidelines prohibiting excessive layering of Federal
funds.
The current HUD limits, effective June 4, 2018, are:
Unit size HUD limits
1 BR $168,600
2 BR $205,018
3 BR $265,229
4 BR $291,137
9. ADMINISTRATIVE RESPONSIBILITIES. As a member in the WestMetro HOME
Consortium Council, each Member Community must assign a designee that participates
regularly in Council activities, which includes, but is not limited to:
a. Attending quarterly meetings of the Council;
b. Responding and communicating within a timely fashion
c. Providing information and assistance as is required for the preparation, completion and
submission of the Consolidated Plan, Annual Action Plan and Consolidated Annual
Performance and Evaluation Report (CAPER), and/or other plans and reports as needed,
in accordance with 24 CFR 92.509;
d. Obtaining all local legislative and executive approvals;
10. SUBAWARDS. Member Communities must manage all aspects of proj ect and program
implementation relative to the PROGRAM DESCRIPTIONS outlined in Paragraph 3,
coordinating with the CITY as the Representative Community, and complying with all
federal requirements, as applicable, including the following:
a. Prior to the commitment and execution of agreement, the Member Community must
ensure completion of the following HOME Program requirements in order to proceed
with the encumbering of funds:
i. Project Scoping and Eligibility. Completion of project scoping and eligibility
analysis with the CITY using the Comprehensive Checklist;
o Member Communities must complete and submit the Comprehensive
Checklist, Project Set-Up Report and Budget Transfer Forms to the CITY.
o A Proj ect is defined as having a unique address in which rehabilitation
and/or new construction can reasonably be expected to start within 12
months of the HOME Funding Agreement date; or if the Proj ect consists
of acquisition, the property title will be transferred to the Member or
purchaser with six months of the agreement date; or if the Proj ect consists
of tenant-based rental assistance, the Member or subrecipient has entered
into a rental assistance contract with the owner or the tenant in accordance
with the provisions of HOME Program Regulation §92.209.
14
Contract#M 1910
Project No. HM19-12A/HM19-126
11. Underwriting and Subsidy Layering. Completion or coordination of underwriting
and subsidy layering analysis; or market needs assessment, in accordance with
92.250(b);
111. Environmental Review Record. Completion of Environmental Review Records
for review and approval by the CITY as the Representative Member and
Responsible Entity. Once Satisfactory, the CITY will work with the Member
Community to coordinate the posting of notices, including but not limited to the
Notice of Intent to Request a Release of Funds, Findings of No Significant Impact
or Environmental Impact Statements with appropriate parties and stakeholders, and
will submit to HUD upon conclusion of the notice period. The Release of Funds is
contingent upon the satisfactory completion of 24 CFR Part 3 5. Member
Communities and Subrecipients are prohibited from engaging in any choice-
limiting actions;
iv. Labor Compliance. Collection and maintenance of all required Davis Bacon
Labor, M/WBE and Section 3 compliance materials in accordance with all
applicable state and federal labor laws, including but not limited to the
Davis/Bacon Act, 40 U.S.C. 27a-5 et seq., as applicable pursuant to HOME
Program regulation 24 CFR 92.3 54. The Member Community must collect and
review all Certified Payroll Reports, Statements of Compliance, Section 3 Plans
and M/WBE documentation and work with contractors, developers and
subrecipients to ensure compliance;
o Davis-Bacon Labor Standards apply to any contract involving the
construction of 12 or more HOME-assisted units. The Member
Community shall require contracts for all types of work performed in
connection with proj ect funds that exceed $100,000 to adhere to the
requirements of Section 3 as outlined in 24 CFR 135 and Section 3 of the
Housing and Urban Development Act of 1968, 12 U.S.C. 17010.
v. Contract Preparation. Preparation and submission of draft subrecipient agreement
for review and approval by the CITY
o Member Communities may subaward and execute such agreement with
applicable contractors, developers, CHDOs, subrecipients and proponents
following approval of contract documents by CITY as the Representative
Member.
o Said agreement must include all applicable provisions described in HOME
Program Regulation 92.504, or its successor, and 2 CFR part 200, subpart
D.
vi. Debarment. Conduct Excluded Party/Debarment List Review of selected
contractors, developers, CHDOs, subrecipients and proponents.
a) Proj ect Management. The Member Community is responsible for proj ect management
and performing all tasks associated with monitoring the design, development, financing
and occupancy of the HOME-Assisted proj ect and fully complying with uniform
15
Contract#M 1910
Project No. HM19-12A/HM19-126
administrative requirements as state in HOME Program Regulation 92.505. Tasks
include, but are not limited to:
i. Contract Execution and Funding Instruments. Submitting to the CITY an
executed HOME funding agreement, as well as other applicable funding
instruments, including the note, mortgage, and/or deed restriction or covenant
running with the land, prior to the release of any HOME funds.
11. Proj ect Budgets. Establishing and maintaining proj ect budgets, following
C011SOrt1U111 bUC�get a111e11C�111e11t�JrOCeC�UreS �111C1UC�111g reC�UlreC� C1t1Ze11�Ja1�1C1rJat1011
procedures) for any changes;
111. Requisitions. Approving all requisitions; and forwarding them to the CITY; the
CITY shall draw, process and release HOME funds on behalf of the Member to
such designated subrecipient, contractor, vendor, or other recipient as mutually
approved. Incomplete or non-conforming requisitions will be returned to the
Member Community.
o The CITY reserves the right to modify disbursement procedures;
considerations unique to specific proj ects, including but not limited to
construction retainage, contingencies, and/or other aspects will be
addressed on a case by case manner in conjunction with the Member
Community.
iv. Income Targeting. Consistency with affordability and income-targeting
requirements throughout duration of the agreement and affordability period
thereafter; maintaining required proj ect documentation;
v. Affirmative Marketing/Occupancy. Adopting and following affirmative
marketing procedures in proj ects containing 5 or more HOME-Assisted units. The
Member Community must ensure that tenant preferences are implemented in
accordance with §92.351 and consistent with the WestMetro HOME Consortium
Affirmative Marketing Plan methods, procedures and requirements.
b) Post-completion compliance and monitoring. HOME funds will be closed out in
accordance with 2 CFR part 200. Close out of the proj ect will occur when the Member
Community determines that all applicable administrative actions and all required work
pertaining to the HOME funds have been completed by the subrecipient.
i. Final Reports. Upon completion of each HOME-Assisted proj ect, the Member
Community shall submit a completed Comprehensive Checklist to the CITY no
later than 90 calendar days after the end date of the period of performance; the
Member must also submit all financial, performance, and other reports as required
by the terms and conditions of the HOME Program. The Member Community may
approve extensions in conjunction with the CITY when requested by the non-
Federal entity.
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Contract#M 1910
Project No. HM19-12A/HM19-126
11. Monitoring. Each Member Community shall monitor its subrecipients in
accordance with HOME program regulation 92.504(d) to ensure full compliance
with all applicable requirements Furthermore, all monitoring shall be performed in
accordance with applicable HUD monitoring guidelines and on forms agreed to by
the City.
111. Affordability Requirements. The Member Community shall require proj ects
assisted with HOME funds to meet the affordability requirements of HOME
Program Regulations 92.252 or 92.254, as applicable, and shall require repayment
of the funds if the housing does not meet the affordability requirements for the
specified time period.
iv. Notwithstanding the above, and in accordance with The Consolidated and
Further Continuing Appropriations Act of 2012 (P.L. 112-55), all Proj ects must
have satisfied and completed all contractual work, marketing and occupancy and
close out procedures no later than four years from the Commitment of HOME
funds,the date of which is determined by the signature of each party to the Member
Community's Subrecipient Agreement, or by the date of a HUD-approved
extension. If the Proj ect is not completed within this timeframe, the Proj ect will be
considered "involuntarily terminated before completion" and the Subrecipient shall
repay to HUD all HOME funds invested in the Proj ect.
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Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE C
WORK PROGRAM AND SCHEDULE
1. DURATION OF AGREEMENT AND TIME OF PERFORMANCE.
a. Agreement Date. This Agreement, made as of the date first written above, is binding
upon signature by Her Honor, the Mayor of the City of Newton.
b. Performance Schedule. The Member Community shall perform the services and
program described in Schedule B, HOME Project, herein consistent with the following
dates:
Program Commencement Date: July 1, 2018
Obligation Date: September 19, 2018
HOME Administration Expenditure Deadline: June 30, 2021
Performance Completion Date/Expenditure Deadline*: June 30, 2026
c. Proj ect Completion: Proj ects must have satisfied and completed all contractual work,
marketing, occupancy and close out procedures no later than four years from the
Commitment of HOME funds; the date of which is determined by the Member
Community's Subrecipient Agreement pursuant to the Subaward(s), or the date of a
HUD-approved extension. If the Proj ect is not completed within this timeframe, the
Proj ect will be considered "involuntarily terminated before completion" and the
Member Community shall repay to HUD all HOME funds invested in the Proj ect.
d. Performance Completion Date/Expenditure Deadline�. The time performance
under this Agreement shall be completed on June 30, 2026, unless amended consistent
with General Provisions, Paragraph 27, Changes, or terminated consistent with General
Provisions, Paragraph 8 and 9, Termination. Otherwise, all funding and program
income associated with the contractual documents outlined herein must be completely
expended within 8 years of the Obligation Date.
e. However, obligations remain in effect during the period of affordability required by the
Act under 24 CFR Part 92.252 or 92.254.
Z. HOLDBACK OF PAYMENTS TO MEMBER COMMUNITY.
a. The CITY reserves the right to hold payments in the event incomplete requisitions or
reports are received or requisitions or reports are not submitted in a timely manner.
b. The CITY will automatically retain a hold-back from the last requisition or a reasonable
sum as determined by the CITY, until receipt and approval of the Member Community.
3. PROGRAM SCHEDULE.
a. The CITY reserves the right to relinquish the program allocation of the Member
Community if it risks not spending its allocation within eight years of execution of this
Agreement or not completing a proj ect within four years from the commitment of funds
to a proj ect. Funds not expended, or Proj ects not completed within these respective
timeframes will be considered "involuntarily terminated before completion" and the
Member Community shall repay to HUD all HOME funds associated to the proj ect
and/or the fiscal year allocation.
18
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE D
RELEASE AND PROCESSING OF HOME FUNDS
1. METHOD OF PAYMENT. The CITY agrees to release the funds specified in Schedule
A, Funding Amount and Proj ect Budget herein, on a "pay as you go" or reimbursement
basis consistent with the procedure outlined herein. The CITY will not advance funds to
the Member Community under any circumstances. Note that the provisions of Schedule A
as well as all other provisions of this Agreement must be satisfied prior to release of funds.
The CITY shall reimburse all allowable, eligible costs incurred during the period of
performance as established in Schedule C (2 CFR 200.309). Program income that has been
credited to the applicable Member Community must be committed and expended before the
Member Community and Subrecipient may request same-year Entitlement HOME funds
from the City.
2. REQUISITION. Following initiation of the HOME Proj ect, the Member Community
shall prepare and submit regular requisitions to the CITY based upon program operational
costs incurred by the Member Community or by such contractors and vendors as contracted
by the Member Community for the implementation of the HOME Proj ect. The Member
Community understands and agrees that it may not requisition the CITY for any costs
covered by or charged to any other funding source.
The requisition should be sent by mail or email to:
Rachel Powers, Community Development and HOME Program Manager
Department of Planning and Development
City of Newton
1000 Commonwealth Avenue
Newton, MA 02459
rp owers��newtonma.gov
Said requisition shall consist of the following:
a. Cover requisition letter/transmittal on Member Community stationery signed by
the member community which indicates the number of the requisition, identifies the
HOME Proj ect by name and by Agreement number, shows the remittance name and
address, and indicates the amount(s) and type(s) of cost(s) incurred.
b. HOME Requisition Form from Schedule H, Forms, herein shall accompany the
requisition and shall indicate the budgeted amounts by obj ect of expenditure consistent
with Schedule A, Funding Amount and Project Budget, and shall indicate the actual
expenditures for the period of the requisition and current budget balances. This report
shall be signed by the Member Community.
c. Supporting Documentation shall accompany the requisition and shall include copies
of: invoices (paid), receipts, and countersigned time sheets (time sheets prepared and
signed by individual staff which have been reviewed, authorized and countersigned by
program or agency management), and other source documentation as may be required
of the Member Community by the CITY to document the amount requisitioned for
19
Contract#M 1910
Project No. HM19-12A/HM19-126
payment or reimbursement. Each piece of documentation should have a signature
authorizing the expenditure.
3. REVIEW AND RELEASE.
a. Standard Processing. The CITY shall review each requisition and process same for
payment through the City's accounts payable system. It is understood that, subj ect to
the timely receipt of proper requisitions in compliance with this Agreement, and no
other circumstances intervening, the CITY agrees to release payment within
approximately 21 days. The Member Community understands that submission of
incomplete or erroneous requisitions may result in delay of payment.
b. IDIS Data Entry and Draws. The CITY as Representative Member will process all
draw downs following processing of payments and requisitions through CITY payment
processing. IDIS data entry input is also performed by CITY following collection of
information received from Member Community.
4. ERRONEOUS AND/OR IRREGULAR REQUISITIONS.
a. Erroneous Requisitions. The Member Community understands that improperly
prepared requisitions will not be processed and will be returned. Reimbursement will
be held pending receipt of accurate information together with such source
documentation as required. Upon receipt of three improperly prepared requisitions,
field audit procedures may be initiated to evaluate financial management, control and
record keeping procedures utilized by the Member Community.
5. FINAL PAYMENT. The CITY reserves the right to hold release of final payment
pending satisfaction by the Member Community of all terms, requirements, and
documentation of this Agreement.
20
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE E
FINANCIAL MANAGEMENT
GENERAL. The Member Community shall ensure compliance with the provisions herein
referenced and/or stated in the implementation of the HOME Proj ect, as applicable.
1. FINANCIAL MANAGEMENT.
a. Accounting Standards. The Member Community agrees to comply with 2 CFR Part
200, Subpart E, Cost Principles and agrees to adhere to the accounting principles and
procedures required therein, utilize adequate internal controls, and maintain necessary
source documentation for all costs incurred.
b. Cost Principles. The Member Community shall administer the HOME Project in
conformance with 2 CFR Part 200 and 24 CFR 92.505, "Uniform Administrative
Requirements, Cost Principles, and Audit Requirements for Federal Awards", in
particular Subpart E, Cost Principles. These principles shall be applied for all costs
incurred whether charged on a direct or indirect basis. Guidance for indirect cost
identification for non-profits can be found in Appendix IV to 2 CFR Part 200.
Z. DOCUMENTATION AND RECORD-KEEPING.
a. Records to be Maintained. The Member Community shall maintain all records
required by the HOME Program regulations specified in HOME Program Regulation
92.508 and in accordance with 2 CFR 200.302 that are pertinent to the HOME Project
funded under this Agreement.
b. Records Retention. The Member Community shall retain all records pertinent to
expenditures incurred under this contract, in accordance with 24 CFR 92.508(c) for a
minimum of five-years following the termination of the affordability period, written
agreement or receipt of acquisition, rental and/or relocation assistance.
3. PROGRAM INCOME. HOME Program Income is the income generated directly by the
investment of HOME funds (e.g., interest and principal on loans made by a Member with
HOME funds). Program Income must be submitted to the Consortium for processing and
will be credited to the Member Community for use on future HOME eligible activities.
The Member Community shall report in a timely manner all program income, as defined at
HOME Program regulation at 24 CFR 92.503(a). Program income may be generated by
activities carried out with HOME funds made available under this contract. The use of
program income by the Member Community shall comply with the requirements set forth
at 24 CFR 570.504 and 2 CFR 200.307 as well as Section C Financial Administration of
the WestMetro HOME Consortium Program Administration Guidelines. Program income
is not subject to the 12- month exclusive use period however, program income funds may
voluntarily be transferred to the Consolidated Funds Pool.
4. AUDIT REPORTS AND FINANCIAL STATEMENTS. Audit reports and/or financial
statements shall clearly identify HOME receipts and expenditures separate from other
funding sources.
a. 2 CFR 200.501 requires that any non-federal entity expending federal funds in excess
of $750,000 in a year shall have a single audit performed not less frequently than
annually. A copy of this audit shall be submitted to the CITY and to the HUD Office
21
Contract#M 1910
Project No. HM19-12A/HM19-126
of the Inspector General. The audit must be prepared in accordance with 2 CFR
200.501 through 200.512 and clearly identify HOME receipts and expenditures.
5. DIVERSION OF FUNDS PROHIBITED. The Member Community shall under no
circumstances rebate, divert, or redirect funds received to any other activity (ies) or cost(s).
Any such rebate, diversion, or redirection of funds from the approved activity(ies) and
cost(s) as described in Schedule A, Funding Amount and Proj ect Budget and Schedule B
HOME Proj ect herein, shall be a violation of this Agreement and subj ect to legal and
disciplinary proceedings pursuant to General Provisions, Paragraph 8 and 11, herein.
6. PROCUREMENT STANDARDS.
a. Procurement. The Member Community agrees to fully comply with applicable
requirements as referenced in 2 CFR 200.318 through 200.326 for nonprofit
subrecipients. The CITY shall review each HOME funded procurement and all
proposed contracts of the Member Community, the organization, its agents,
representatives and employees or designees. Said contracts shall be maintained in the
Member Community's files for review. HOME Program regulation 24 CFR 570.609
prohibits the use of debarred firms and requires certain certifications for covered
subrecipient transactions consistent with 24 CFR 24, Appendix B. No funds may be
released for contracts which have not been procured in accordance with these
requirements. Refer to 24 CFR 570 and Section 3 of the Housing and Urban
Development Act of 1968 for required compliance with local entrepreneurship and
employment provisions.
b. Purchase of Recycled Materials. The Member Community shall comply with the
Resource Conservation and Recovery Act, Section 6002 in the design of projects and
use of designated recycled items, to the extent applicable.
22
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE F
INSURANCE
Each Member Community shall require that all owners, contractors, and subrecipients of
HOME assisted Proj ects shall, at all times, maintain certain types of insurance coverage
consistent with the character of the Proj ect and shall ensure compliance with the following as
applicable.
(1) Certificate of Insurance. At time of closing of a grant or loan providing assistance, each
Member Community shall get a certificate of insurance covering the assisted premises.
Said certificate shall provide coverages of the types and amounts stated in subparagraphs
(a) and (b) below. The insurance provided shall be maintained during the note, mortgage
or the affordability period, whichever is longer.
(a) The certificate of insurance shall provide, at a minimum, comprehensive general
liability insurance and property insurance with an arrangement of coverage specifying
the premises. The certificate shall name the Member Community as loss payee. Any
changes from the standard required coverages and amounts as stated below shall be
mutually agreed to in advance and in writing by the Member Community and the
CITY.
(b) Minimum Requirements. Typically, the following coverage will be required at the
minimum amounts indicated:
Property Insurance: Miniynum Arnount = 80% of market replacement value or
amount of HOME funds invested and all senior
indebtedness, whichever is greater.
Liability Insurance: MiniYnurn Arnount = HOME funds and all senior
indebtedness
(2) Flood insurance. All HOME Proj ects are subj ect to the Federal Flood Disaster Protection
Act and associated regulations. Each Member Community shall ensure compliance with
the applicable requirements, including ensuring the provision of flood insurance
protection coverage. At time of closing of a grant or loan providing assistance, each
Member Community shall obtain a certificate of insurance covering the assisted
premises. Said certificate shall provide the following minimum coverage:
Minimurn Amount=HOME funds and all senior indebtedness.
(3) Construction insurance. Before the start of work on any HOME site, each Member
Community shall get a certificate of insurance covering the work to be performed. Said
certificate shall provide coverages for premises, operations, contractual liability,
completed operations, automobile liability, employers liability, workers' compensation
and professional liability (where applicable) and shall name the Member Community as
additional insured. Minimum amounts are stated in (a) and (b) below. The insurance
23
Contract#M 1910
Project No. HM19-12A/HM19-126
shall be maintained for the duration of the work to be performed.
(a) Minimum Requirements. Typically, the following coverages will be required at the
minimum amounts indicated:
Workmens' Compensation: Statutory coverage
Employer's Liability: $100,000 Coverage B
Comprehensive General Liability: $300,000 each occurrence
Bodily Injury: $500,000 each occurrence
Property Damage: $100,000 each occurrence
$300,000 aggregate
(b) Automobile Liability (case by case basis, subj ect to determination by Member
Community and CITY) for owned and non-owned vehicles:
Property Damage: $100,000 each occurrence
$100,000 aggregate
Bodily injury $250,000 each occurrence
$500,000 aggregate
24
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE G
(Part I)
CERTIFICATE OF EXECUTION
IN WITNES S WHEREOF the parties hereto have executed this Agreement in 13 counterparts, as
of the date first written above.
, Chairman, Board of Selectman/Town Manager
APPROVED AS TO LEGAL FORM:
, Legal Counsel
Town of
CHIEF EXECUTIVE CERTIFICATION
This is to certify that is the duly elected
for the Town of , Massachusetts.
Town/Clerk Date
25
Contract#M 1910
Project No. HM19-12A/HM19-126
SCHEDULE H
FORMS
Must be�eturned with signed contracts
• Fair Housing and Equal Opportunity Report
• FFATA Form (for contracts over $30,000)
Must be completed and�etu�ned during program year
• WestMetro HOME Consortium Requisition Form (submitted with invoices)
• Substantial Amendment Form
Fo�you��eference
• HOME Eligibility Income Limits
• WestMetro HOME Consortium Rehabilitation Standards
• FY 19 HOME Rents
• 2018 HOME per unit Subsidy Limits
• HOME Program Administrative Guidelines
26
WESTMETRO HOME CONSORTIUM
Bedford Natick
Belmont City of Newton, Representative Member Needham
Brookline 1000 Commonwealth Avenue Newton
Concord Newton, MA 02459-1449 Sudbury
Framingham Waltham
�exington (617) 796-1156 Watertown
Wayland
Fair Housing and Equal Opportunity Report
City of Newton, Massachusetts
Subrecipient Documentation of Compliance with HUD Regulation
24 CFR 92.508 (a)(7)
Name of Organization:
Total Number of Employees as of July 1, 2018
i i i i i : II rs ns vin ri ins in ny f th ri in I
I s f ur , rth fric , r th i I ast.
i i i i : II rs ns h vin ri ins in any f th I ck raci I
rus f fric .
i i : II rs ns f xic n, u rt ic n, u n, ntr I r ut ric n,
r th r nish cultur r ri in, r r I ss f rac .
i r i i : II rs ns h vin ri ins in ny f th ri inal I s
f th Far ast, uth ast sia,th In ian u c ntin nt, r t cific Islan s.This
ar inclu s, f r xa I , hina, In ia,Ja an, r a,t hili in Islan s, an
a.
ri i r i : II rs ns h vin ri ins in any f th
ri inal I s f rth ric , n h int in cultur I i ntific ti n
thr u h tri al affiliati n or c unity r c niti n.
I have attached a copy of my organization's equal opportunity policy, and/or
documentanyactionsundertakentoassureequal employmentopportunitiestoall persons
regardless of race, color, national origin, sex, or handicap in operating programs funded in
whole or in part by CDBG/HOME/ESG funding.:
Signature,Authorized Official Date
WestMetro HOME Consortium Administrator
1000 Commonwealth Avenue,Newton,Massachusetts 02459-1400
Telephone (617) 796-1120 Telefax(617) 796-1142 TDD/TTY(617) 796-1089
v�;�ww.netivtonma.gov
ATTACHMENT F
FFATA REPORT
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A. SUB-RECIPIENT/CONTRACTOR INFORMATION
Name of HOME Sub-recipient or Contractor:
Name of Project/Activity:
Data Universal Number System (DUNS) Number:
A DUNS number is a unique nine-character identification number provided by the
commercial company Dun & Bradstreet (D&B). If your business/organization does not
already have a DUNS number, the process to request a DUNS number takes about 10
minutes and is free of charge. Call D&B at 866-705-5711 or for persons with a hearing
impairment, the TTY number is 866-814-7818.
B. CERTIFICATION OF SUB-RECIPIENT/CONTRACTOR
Question 1(a): In your business or organization's preceding completed fiscal year, did
your business or organization receive (1) 80 percent or more of your annual gross
revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants and/or
cooperative agreements; and (2) $25,000,000 or more in annual gross revenues from
U.S. federal contracts, subcontracts, loans, grants, subgrants and/or cooperative
agreements?
YES NO
Question 1(b): Does the public have access to information about the compensation of
the senior executives of the entity through periodic reports filed under section 13(a) or
15(d) of the Securities Exchange Act of 1934 (15 U.S.C. �§ 78m(a), 78o(d)) or section
6104 of the Internal Revenue Code of 1986?
YES NO
If the answers to question #1(a) and #1(b) are both yes, proceed to question #2. If the
answers to question #1(a) and #1(b) are no, proceed to Section C of this form.
Question 2: List the names and total compensation of the five most highly
compensated officers of the entity:
1
OFFICER NAME COMPENSATION
OFFICER 1
OFFICER 2
OFFICER 3
OFFICER 4
OFFICER 5
C. CERTIFICATION OF SUB-RECIPIENT/CONTRACTOR
Officer and representative of:
Name of sub-recipient or contractor
Address:
Telephone Number:
On behalf of the Agency/Company, 1 hereby certify that the above information is true
and accurate and is reported fully as �equired by the contract for this HOME assisted
project. It is further understood that any payment from the WestMetro HOME
Consortium for this project cannot be made until this report is submitted to the HOME
Grantee.
Name and Title of the Authorized Representative
(print or type)
Signature of Authorized Representative Date
2
WestMetro HOM E Consorti u m
Requisition for HOME Funds
DATE: Requisition#
IDIS#
TO: City of Newton,HOME Consortium Administrator Project#
FROM:
PROJECT:
Scheduled closing date(ifapp�icab�e):
We hereby request HOME funds in the amount of:
As required, source documentation is attached in the form of:
Please requisition the indicated amount from HUD and transmit to the designated payee(s) below:
Vendor Name:
Vendor Address:
If our project receives funds from several projects,please submit one requisition per project.
A B C D E F G
Project Name Project Prior Prior Requistion Expenditures Project
Project Number Budget Expenditures Balance Amount to Date Balance
(B-C) (C+ E) (D- E)
Name: $0.00 $0.00 $0.00
Number:
Match Amount-if required (25%of Expenditure): $0.00
Source of Match:
I hereby certify that the funds requisitioned herein (i)do not exceed the amount needed for the payment of eligible
costs as required by HOME Program regulation 92.504; (ii)are for costs incurred or paid out during the effective
period of the HOME Funding Agreement; and (iii)that matching requirements, if applicable, have been satisfied
per regulations 92.218-.221.
Authorized Signature: Title:
Administrative Use Only
Updated January 2015
(City/Town Letterhead)
To: tXlestMetro HOME Consortium Administrator
From:
Community:
Re: Amendment to Annual Action Plan(s) — FY
Date:
This is to notify you that the City/Town of has held a public
hearing on (date) , in accordance with its Citizen Participation Plan, and that the
Citizen Participation and Environmental Review processes have been completed on the following
proj ect(s).
• New project or project to have funding increased
(Proj ect Name)
0 (Consortium Project Number)
0 (Amount of funding to be added) �
• Project to have funding decreased
(1'roj ect Name)
0 (Consortium Project Number)
0 (Amount of funding to be deducted) �
�e are attaching Budget Amendment form(s) and IDIS Setup and/or Completion forms for these
changes to this memo.
Please notify HUD of these changes to the WestMetro Consortium's FY Annual Action Plan.
Signed:
Title D ate
F:\cd-planning\HOUSING\HOME\Checklists and Forms\Annual Action Plan Amendment Form.docx
December 13,2006
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In accordance with the 2013 HOME Final Rule, 24 CFR 92.251, Uniform Property Condition
Standards (UPCS) addressing Methods and Materials have been incorporated into the WestMetro
HOME Consortium Rehabilitation Standards as required by the U.S. Department of Housing and
Urban Development. These standards, in addition to all local codes, ordinances and zoning
requirements, will apply to HOME Investment Partnerships Program-funded development and
rehabilitation projects committed after January 24, 2015 and ensure upon completion that
assisted projects will decent, safe, sanitary and in good repair. All project sponsors seeking HOME
assistance must conform to the standards outlined herein.
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1. Inspection Procedures. Each Member Community is responsible for using the appropriate
HUD- issued inspection checklist as a tool to inspect the appropriate items and areas.
Inspections may be carried out by certified or licensed professionals, including but not limited
to in-house staff, qualified professional(s) from the development team or third-party
consultants independent of the developer, owner or sponsor of the housing receiving HOME
funds. Consideration should be given to the project size, complexity and developer capacity.
Member Communities wishing to train and certify inspectors may do so using its HOME
Administrative or other funding. Appropriate certifications must be kept on file or the
inspection will be void.
2. On-Site Inspections. The Member Community is responsible for inspecting each HOME
Project at the time of completion to ensure that the work is completed in accordance with
applicable codes, standards, contract and construction documentation. The property must
meet these criteria at close-out and during the HOME period of affordability. The Consortium
Administrator provides notification of on-going inspections during the HOME monitoring
period.
a. Frequency of Inspections. For rental projects, the first on-site ongoing inspections
must occur within 12 months following project completion, and an inspection must be
conducted at least once every three years thereafter. For homeownership projects,
the unit(s) must be inspected and confirmed to meet property standards at the time
of acquisition or be inspected within 12 months following project completion.
b. Sample Sizes.
• 100% of the HOME rental units must be inspected for projects consisting of 1 to 4
Page 1 of 17
u n its.
• For projects with more than four HOME-assisted rental units, at least 20% of the
HOME- assisted units in each building, but not fewer than four units in each
project and one HOME-assisted unit in each building.
c. Follow up to Address Deficiencies. A follow up inspection is required within 12
months of the violation for non-health and safety deficiencies. For non-health and
safety deficiencies, the Member Community may choose to conduct an on-site
inspection or accept third party documentation (such as a paid invoice for work
completed). Health and Safety violations must be corrected immediately. Member
Communities may rely on the procedures specified in the "Opportunity to Cure"
section in each project's executed HOME FundingAgreement.
d. Annual Certification. During yearly rent approval, property owners must certify to the
Member Community that the building(s) and all HOME-assisted units in the project
are suitable for occupancy.
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1. Minimum Standards. All HOME-assisted projects must meet all Massachusetts State Building,
local codes, ordinances, sanitary, and zoning requirements pursuant to 24 CFR 92.251.
Additionally, consistent with UPCS guidance, projects must comply with the rehabilitation
standards in Section III, Part 15 outline applicable methods and materials and construction
requirements.
2. Accessibility. Proposed projects must meet accessibility requirements as applicable in 24 Part
8, which implements Section 504 of the Rehabilitation Act of 1973 and Titles II and III of the
Americans with Disabilities Act. (as implemented at 28 CFR Parts 35 and 36). Covered
multifamily dwellings, as defined at 24 CFR 100.201, must also meet the design and
construction requirements at 24 CFR 100.205, which implements the Fair Housing Act.
Rehabilitation may include improvements that are not required by regulation or statute that
permit use by a person with disabilities. In addition, sponsors must conform to any and all
applicable Massachusetts laws and regulations regarding accessibility, including, in
renovation projects, obtaining all necessary variances from the Massachusetts Architectural
Access Boa rd.
3. Disaster Mitigation. The housing, where relevant, must include Disaster Mitigation Standards
consistent with State and local requirements to mitigate the impact of potential standards
(24 CFR 92.251(a)(2)).
4. Project Oversight. The Member Community must review and approve written cost estimates,
construction contracts, and construction documents and conduct construction progress and
final inspections to ensure that work is done in accordance with the applicable codes,
contract, and construction documents. The Member Community is responsible for
Page 2 of 17
documenting these inspections. Inspections may be carried out by certified or licensed
professionals, including but not limited to in-house staff, qualified professional from the
development team or third-party consultants independent of the developer, owner or
sponsor of the housing receiving HOME funds. Consideration should be given to the project
size, complexity and developer capacity.
5. Broadband Infrastructure. New construction housing projects containing more than 4 rental
units must include the installation broadband infrastructure, as defined in 24 CFR 5.100,
except where the participating jurisdiction determines and, in accordance with
§92.508(a)(3)(iv), documents the determination that:
(A) The location of the new construction makes installation of broadband
infrastructure infeasible; or
(6) The cost of installing the infrastructure would result in a fundamental alteration
in the nature of its program or activity or in an undue financial burden.
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1. Minimum Standards. All HOME-assisted projects must meet all Massachusetts State
Building, local codes, ordinances, sanitary, and zoning requirements pursuant to 24 CFR
92.251. Additionally, consistent with UPCS guidance and as such, the following standards,
methods and materials outline rehabilitation requirements.
2. Health & Safety. Each sponsor of an occupied project must provide a narrative describing
the existing condition of the property, identifying any life-threatening deficiencies and a plan
for addressing such deficiencies prior to commencement of renovation activities. The
sponsor must describe how residents who will remain in structures under renovation will be
assured of safe egress, protection from fire hazards, noxious fumes, exposure to hazardous
materials, and loss of security for themselves and their possessions.
Certain health and safety issues must be addressed immediately when a unit is already
occupied. These items include:
• Air Quality— Propane/Natural Gas/Methane Gas Detected
• Blocked Egress/Ladders
• Carbon Monoxide/Smoke Detector— Missing/Inoperative
• Electrical Hazards— Exposed Wires/Open Panels
• Electrical Hazards—Water Leaks on/near Electrical Equipment
• Emergency Fire Exits— Emergency/Fire Exits Blocked/Unusable
• Leaking smoke pipes on all gas or oil fired appliances and/or heating units
• Missing Outlet Covers
• Missing/Damaged/Expired Extinguishers
• Misaligned/Leaking Chimney and/or Ventilation Systems
• Open Waste Lines
• Outlets/Switches/Cover Plates— Missing/Broken
Page 3 of 17
• Windows—Security Bars Prevent Egress
3. Major Systems. Major Systems are the following:
• Structural support
• Roofing/siding/cladding/weather proofing
• Windows/doors
• Plumbing/electrical
• Heating/ventilation/air conditioning
• Chimneys
• Decks and Stair systems
4. Useful Life of Major Systems. In housing with 26 or more units, an estimate of all Major
Systems, as outlined above and defined by HUD, appliances and other components of the
proposed project, including fire suppression and/or detection, security, tel/data, stormwater
management systems, basic livability requirements mandated by the Massachusetts State
Sanitary Code, and requirements of the Massachusetts Architectural Access Board and
applicable Federal accessibility standards, must be completed by a capital needs assessment
conducted by a third-party hired by the owner, developer or the Member Community.
Additionally, each project sponsor must complete a systems checklist identifying each major
system, its current condition, the proposed scope of rehabilitation, and the expected useful
life of the system following rehabilitation.
If the housing contains less than 26 units, an- in-house capital needs assessment is
acceptable, so long as it is conducted by a qualified individual. If the person is unable to
acquire an original install date of the system, he/she should estimate the useful life using
their experience in the field.
a. For rental housing, if the useful life of any Major System is less determined to be less
than the HOME Affordability Period the owner/developer must establish a
replacement reserve. The owner/developer must make adequate monthly payments
to said reserve that will allow repairs and replacement as needed.
b. For ownership housing, all Major Systems must have a useful life of at least five
years. If a Major System does not meet this standard, they must be rehabilitated or
replaced as part of the rehabilitation work.
5. Energy Conservation and Green Design: Project sponsors will be required to provide
information on energy efficiency and green design in their applications, in particular, aspects
of developments that exceed requirements of the base Massachusetts Building Code, or the
"Stretch Code" if adopted by the locality.
6. Lead Paint. Project sponsors are required to follow Lead-Based Paint provisions of 24 CFR
Part 35. For properties occupied by children less than 6 years of age, full abatement is
required. Sponsors also must conform to all Massachusetts laws and regulations, as well as
Page 4 of 17
EPA requirements regarding lead-based paint, including protection of workers who may be
exposed to lead paint during the construction process.
7. Accessibility. Proposed projects must meet accessibility requirements as applicable in 24
Part 8, which implements Section 504 of he Rehabilitation Act of 1973 and Titles II and III of
the Americans with Disabilities Act. (as implemented at 28 CFR Parts 35 and 36). Covered
multifamily dwellings, as defined at 24 CFR 100.201, must also meet the design and
construction requirements at 24 CFR 100.205, which implements the Fair Housing Act.
Rehabilitation may include improvements that are not required by regulation or statute that
permit use by a person with disabilities. In addition, sponsors must conform to any and all
applicable Massachusetts laws and regulations regarding accessibility, including, in
renovation projects, obtaining all necessary variances from the Massachusetts Architectural
Access Boa rd.
8. Disaster Mitigation. The housing, where relevant, must include Disaster Mitigation
Standards consistent with State and local requirements to mitigate the impact of potential
standards.
9. Inspection Forms. Upon initial completion and ongoing property inspections, each inspector
shall use Form HUD-52580 (the standard "Inspection Checklist" Housing Quality Inspection
form), or a successor form as d irected by H U D.
10. Work VI/rite-Ups and Cost Reasonableness. The Member Community must review and
approve work write-ups (i.e. plans and specifications) to ensure that the work will be in
compliance with the standards outlined herein. The Member Community must review a
written cost estimate and approve the estimate after determining that the costs are
reasonable.
11. Frequency of Inspections. T h e M e m b e r Co m m u n i ty m u st c o n d u ct a n i n i t i a l i n s p e ct i o n i n
order to determine deficiencies that must be addressed; periodic inspections to monitor
construction progress; and a final inspection to ensure all work was done in accordance with
the work write-ups and/or plans. The Member Community is responsible for documenting
these inspections. Inspections may be carried out by certified or licensed professionals,
including but not limited to in-house staff, qualified professional from the development
team or third-party consultants independent of the developer, owner or sponsor of the
housing receiving HOME funds. Consideration should be given to the project size, complexity
and developer capacity.
12. Ongoing property condition standards. For the duration of the HOME affordability period,
all rental housing must meet:
a. Massachusetts State Building Sanitary, and Zoning Codes
b. The Housing Quality Standards pursuant to 24 CFR 982.
c. Health and Safety defects, as identified in Section 2 of this policy
Page5of17
d. Lead-based Paint requirements, as identified in Section 5 of this policy
e. Local Zoning Ordinances
f. National Electrical Code
g. Massachusetts Fuel Gas and Plumbing Code
h. Massachusetts Fire Regulations
i. Massachusetts Elevator Regulations
j. Massachusetts Department of Public Health Requirements
k. Massachusetts Historic Commission Regulations
I. U.S. Department of Energy Regulations
m. Massachusetts Department of Environmental Protection Regulations
n. HUD Rehabilitation Guidelines
o. Americans with Disabilities Act
p. Massachusetts Architectural Access Board Regulations
q. Local, State and Federal Requirements Related to Sewage/Septic Systems
r. Requirements for HOME Environmental Provisions
13. Corrective Actions. A follow up inspection is required within 12 months of the violation for
non- health and safety deficiencies. For non-health and safety deficiencies, the Member
Community may choose to conduct an on-site inspection or accept third party
documentation (such as a paid invoice for work completed). Health and Safety violations
must be corrected immediately. Member Communities may rely on the procedures specified
in the "Opportunity to Cure" section in each project's executed HOME Funding Agreement.
14. Uniform Physical Condition Standards (UPCS): All sponsors will be required to ensure that
assisted housing will be decent, safe, sanitary, and in good repair as described in 24 CFR
5.703 �„�„� � � � � �k � � ��,.....���� � �� � � � -���� ��-
�.................................................................................................................................................................................................................................................................I,,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,.
����� ������� ���). Monitored projects will include the UPCS inspectable items and observable
,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,�,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,�,,,,,,,,,,,,,,,,,,,,,,,,,,,
deficiencies for the site, building exterior, building systems, common areas, and units
identified on the following. Sponsors should review the following appendices: HOME
Investment Partnerships Program FAQ
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15. Methods, Materials and Additional Standards for Multifamily Rehabilitation Projects:
Sponsors of multifamily rental projects are to follow the following standards as closely as
possible.
Overall Unit Size:
• SRO: 120 square feet (sf)
• Enhanced SRO: 175 sf (includes food preparation area and bathroom)
• One-bedroom unit: 600 sf (or applicable HUD program standards; for example section
202)
• Two-bedroom unit: 850 sf
Page 6 of 17
• Th ree-bed room u n it: 950 sf
• Four- or more bedroom unit: 1,100 sf
Minimum Room Size:
Rooms in rehabilitation projects shall meet the following minimums (including a dimensional
minimum):
• Primary bedrooms: 120 sf(10.5 ft.)
• Secondary bedrooms: 100 sf(9.5 ft.)
• Living room: 150 sf (12 ft.)
• Dining room: 100 sf(10 ft.)
• Living/dining room combo: 200 sf (12 ft.)
• Full bathroom: 40 sf(5 ft.)
If a room has a sloped ceiling, any portion of the room measuring less than 5 feet from the
finished floor to the finished ceiling shall not be included in the measurements of the floor
area.
Closets and storage cannot be included in the measurement of the floor area.
Kitchen:
The size of the unit should determine the amount of counter space to be provided:
counter space length minimum circulation width
• One-bedroom unit 6 linear feet 4 feet
• Two-bedroom unit 8 linear feet 4 feet
• Three or more-bedroom unit 10 linear feet 4 feet
The minimum total linear feet of counter cannot include the space occupied by the sink,
stove, and refrigerator.
Bathrooms:
The number of bedrooms within the unit determines the number of bathrooms:
• One-bedroom unit One bathroom
• Two-bedroom unit One bathroom
• Three-bedroom unit One-and-a-half bathrooms (minimum)
• Four or more-bedroom units Two bathrooms
Many of the Housing Rehabilitation Projects on homes built prior to 1978 may require some
level of Lead Paint Abatement and/or Interim control. When Federal financial assistance is
available to the project, the HUD Lead Safe Housing Rule will be in effect. The Lead Safe Rule
requires that contractors be certified in the Lead Safe Housing Rule, and when disturbing
lead-based paint, comply with the section governing the type of HUD assisted Housing
Program. For projects where a child under the age of six resides in the dwelling, a
comprehensive Lead Paint Risk Assessment and full lead paint abatement will be required.
The HOME Program is financially assisted by HUD money, and is required to specify and
install products that are Energy Star qualified whenever feasible to do so. Energy Star is a
Page 7 of 17
joint program of the U.S. Environmental Protection Agency and the U.S Department of
Energy, and its goal is to identify and promote energy-efficient products that conserve
energy and reduce greenhouse gas emissions. While Energy Star provides labeling for 50
different product categories, its testing and certification is ongoing with continuous with new
products receiving its labeling on a regular basis. Most energy devices such as lighting
fixtures and/or heating systems will be specified in the work write-up and/or Bid
Specifications by the Housing Rehabilitation Specialist. When submitting an "or approved
equal" product on the Bid form, the product must meet and/or exceed the Energy Star
ratings specified in the work specifications.
In most cases, a material cost per light fixture/illumination will be included in work write-up
and/or bid specifications. This is to allow the owner an opportunity to choose a fixture that
suits their particular style and preferences, and it allows the contractor to know the material
costs when completing the bid form. All light fixtures installed by contractor will be Energy
Starqualified. Manyfixturessimplyrequiretheinstallationofan EnergyStarbulb. Depending
on the amount of illumination required in a particular room, the fixture may require a
specific design to prevent overheating and malfunction of bulbs.
The following requirements and information to utilize when bidding and completing projects:
GENERAL
1. All bid proposals must accurately reflect the work specified along with any additional
addenda to the works specs.
2. All written proposals will be considered firm quotes and not price estimates.
3. The proposal must include all phases of construction that will produce a functional and
attractive finished product. In other words, all aspects of construction leading to a
finished product must be included in the proposals whether expressly stated in the bid
specifications or assumed to be included as an expected part of the work. For example, if
a door is called for in the work specifications, then it must include the jambs, header, sill,
hinges, doorknob, bolt, striker, trim, painting, etc.
4. When any item, such as a light fixture, plumbing fixture, stove, etc., has to be temporarily
removed and later re-installed, the cost of this work must be included in the bid. For
example, if new flooring is called for in the bathroom, the installer must include the cost
of removal and re-installation of the toilet in the proposal.
5. All materials must be installed according to the manufacturer's recommendations.
6. No "seconds" or inferior materials will be permitted.
7. Any materials damaged while being removed or installed will be replaced by the
contractor at his own expense, if in the opinion of the project oversight inspector, care or
good judgment was not exercised.
8. If any work is unsatisfactory to the project oversight inspector, it must be done again
and/or modified until satisfactory at the contractor's expense, or another contractor will
complete the work and the original contracted line item price will not be paid.
Page8of17
9. If a subcontractor, hired by the General Contractor, accidentally harms another
contractor's work, the General Contractor will be responsible for required repairs, and
the project oversight inspector will be notified immediately.
10. All trades must adhere to state, federal, and local codes.
11. All necessary permits must be applied for and inspections arranged by the sub-
contractors and contractors.
12. All work must be accomplished in a workmanlike and diligent manner. The contract will
specify a reasonable time for completion of a project. A project should be completed
within the specified time limits in the contract with as few delays as possible. The
finished product should be pleasing to the eye.
13. The general contractor is responsible for coordination of the work of all subcontractors
such as plumbing, wiring, and carpentry. Where and when it is required, the General
Contractor will coordinate with Lead and Asbestos Abatement contractors. All trades
must comply with state, federal, and local regulations governing other trades. For
example, during asbestos and lead removal, no other work can proceed on the project.
14. The homeowner will choose all colors and patterns.
15. Homeowners must be contacted at least one day prior to the start of the work.
16. No homeowner will be left without the use of facilities (bathroom, heat, kitchen, etc.)
overnight, unless homeowner has agreed.
17. Rubbish from construction must be removed on a regular and frequent basis and should
be confined to one location which is approved by the homeowner. It is particularly
important not to leave rubbish or any staging at the project during any brief hiatus in the
work, such as a delay in the delivery of materials.
18. All suggested name brands are consistent with the quality and Energy Star standards, and
any substitutions of products must be of equal quality and standards to maintain
consistency with existing materials or fixtures. In addition, any substitutions must be
specified in the bidding process and approved by the project oversight inspector to
maintain the consistency of quality.
CARPENTRY
1. All structural wood must be construction grade or better.
2. All permanent supports of buildings and structures (including porches) shall extend a
minimum of four feet below grade except when erected upon sound bedrock.
3. The diameter and footings of all concrete piers must comply with state, federal, and local
cod es.
4. All wood in contact with ground or masonry and supporting permanent structures shall be
approved treated Wolmanized pressure treated wood.
5. All wood less than two inches above the surrounding grade, in locations subjected to
pounding of water, and/or in a location subjected to dampness, shall be approved wood
type (redwood, etc.) or pressure treated.
6. All kitchen and bathroom cabinets must have four sides and a bottom shelf. Fronts shall
be pre-finished plywood, hardwood, or plywood with a washable veneer.
7. All locksets must be equal to or better than Schlage unless stated otherwise in the
specifications.
Page 9 of 17
8. All tub surrounds must be equal to or better than Sterling. All tub surrounds will be
constructed of fiberglass and Gelcoat or Formica.
9. All suspended ceilings must be at least equal to Owens-Corning, pebble white, and meet
fire rated requirements for specific applications.
10. All countertops must be equal to or better than Formica and be post-formed with
backsplash and include factory miters and/or fixture openings.
11. All exterior doors must be equal to or better than "THERMA-TRU" Smooth-Star Fiberglass
Door Model #S2100, with clear insulated glass and Low E film, include custom cut-down
charge if applicable, and shall meet or exceed state and Energy Star requirements for
energy conservation.
12. All areas that will have sheetrock must be left level, square, studded, furred, backed, and
plumbed for sheetrock.
13. Fire code (5/8") sheetrock to be used to surround each apartment in a multi-family
dwelling to provide a one (1) hour fire rating.
14. All interior doors leading to common areas in a dwelling containing more than one unit
shall meet state, federal and local fire ratings.
ROOFING
1. All roofing materials must be of quality equal to or better than preformed white
aluminum drip edge, 15 Ib. felt, 30-year architectural algae resistant shingles, aluminum
back flashing, and lead cap flashing.
2. Valleys can be woven or flashed with aluminum in six (6) foot lengths.
3. All chimneys, roof flanges, etc. must be flashed, counter-flashed, and made weather-tight.
4. All low-slope roofs to have double coverage, GAF or equal with blind nailing, rubber
membrane covering, peel and apply products such as "low-Slope", bituthane under
covering, or shingles installed as indicated by state building code.
5. Fill in all spaces in roof sheathing.
6. Replace all deteriorated roof sheathing (if visually available from attic area) and make
allowances in bid price.
7. All roof insulation shall include proper ventilation as indicated by state building codes.
STORM DOORS AND WINDOWS
1. All aluminum combination storm doors must include all screens, storm sash, have a baked
enamel or mill finish (owner's choice), be fitted with a self-closing device, and be equal to
or better than one (1) inch door by Viking.
2. All aluminum combination storm windows must include screens and storm sash and be
equal to Viking Rex or an approved equal.
3. Allscreensaretobealuminum.
4. The homeowner will choose either baked enamel or mill finish.
5. Fixed windows will not require a screen.
6. Unusual windows are to be custom cut and fit.
7. Unless specified otherwise, all new window installations will have a U factor and SHGC of
.27 or lower, such as Harvey Classic, Norandex Viewpoint 5000 Series, MI 1555 Series (or
approved equal) with matching grids and aluminum half screens. Use obscure glass in
Page 10 of 17
bathrooms. Cellar windows will be either sliding, hopper, or awning according to specs.
Tempered glass to be used whenever MA code dictates. When a new rough opening is
required, window size shall meet minimum requirements as indicated by state building
cod e.
I NSU LATION
1. All attic insulation must strive for an R-factor of at least 30, where possible.
2. In floored attics being blown in, remove enough boards to fill the bays and replace boards,
drill and plug with permission of owner.
3. Materials can be class#1 cellulose, loose or blanket fiberglass.
4. Allow for ventilation above insulated rafters.
S. Sidewalls to be filled to capacity when called for. At least two holes per bay (8 feet tall).
6. Ventilation to be provided at a rate of one square foot of clear vent for every 300 square
feet of insulation and vapor retarded areas.
7. Walls that are opened and insulated with blanket/batt fiberglass installation to include
poly vapor barrier lapped four inches.
SHEETROCK
1. Use 5'8" sheetrock where one �1) hour fire rating is required.
2. Use 5/8" sheetrock where studs or joists are more than 16" OC.
3. Ceilings are to be screwed. Walls can be nailed. When sheetrock is applied over existing
plaster it is to be screwed to joists or studs.
4. Moisture resistant sheetrock to be used in areas of high humidity such as bathrooms,
laundry, and behind kitchen sink base.
5. Allow for any backing, blocking, shimming, furring, or studding necessary to do a square,
level, and smooth job. This must be included in the bid price.
6. Sheetrock joints to be covered with tape (imbedded in compound),joints and nails/screws
to be covered with three (3) coats of compound, final coat to be finished smooth and
ready for paint, etc.
FLOORING
1. All flooring will have a material cost listed in the specs (not including installation).
Contractor will include any additional installation (labor and substrates) costs and
material cost per square foot on bid form.
2. All sheet goods flooring must be applied to a smooth, dry surface.
3. Existing resilient flooring will have a plywood underlayment for new resilient flooring or
cement board for tile applied over existing flooring, prior to installation of new, and
include labor and material on bid form.
4. Before installing plywood or cement board on the floor in the bath, the toilet must be
removed.
5. All voids and cracks must be filled with a leveling agent.
6. If a stove, toilet, plumbing fixture, electrical fixture, vanity, or anything else has to be
removed and replaced, the cost of removal and replacement must be included in the bid
price.
Page 11 of 17
7. If the flooring is not scribed to the satisfaction of the project oversight inspector, a base
shoe, carpet strip, or cove base must be installed and finished at the contractor's
expense.
8. All preparation and finish of surfaces must be included in the bid.
PAINTING
1. Before painting, all areas must be clean, all holes must be patched, all caulking complete,
all sashes must be glazed where necessary, all peeling paint scraped and feathered, all
loose wood nailed. This must be included in the bid. All severely damaged wood, siding,
trim, etc. to be replaced must be included in the bid price.
2. All exterior paint must be equal to or better than Sherwin-Williams or Benjamin Moore.
3. All interior paint must be equal to or better than Sherwin-Williams or Benjamin Moore.
4. All sheetrock walls and ceilings to receive one coat of primer and two topcoats of finish.
5. All interior stain must be equal to or better than Minwax.
6. All exterior stain must be equal to or better than Cabot or Cuprinol.
7. All urethane must be applied in three coats. The first two coats are to be lightly sanded
and materials are to be equal to or better than Minwax or Zip-Guard.
8. All interior and exterior watermarks, stains, or knots to be treated with at least one coat
of pigmented shellac, Kilz, Bin, or Equal.
9. Check the entire contract to bid on all new work done by carpenters, sheet rockers, and
other trades. Unless specified otherwise, contractor will be responsible for painting all
new work.
MASON RY
1. All masonry to be in accordance with the State Building Code as well as local ordinances.
2. Before repointing, all joints are to be raked to a minimum depth of %" and wetted.
Tooling and color of new mortar to match existing as closely as possible from local
sou rces.
3. Step flashing to be lead, counter-flashing may be aluminum.
4. All new chimneys to be clay-flue lined with approved clean-outs and thimbles. All
chimneys will be waterproofed prior to installation unless masonry units fulfill this
requirement.
PLUMBING
1. All kitchen sinks must be of a quality equal to or better than Dayton's stainless, double
bowl si n k.
2. All kitchen faucets must be of quality equal to or better than Delta, spray to be included.
3. All tubs to be American Standard's Builder (cast iron) or equal.
4. All tub and shower valves to be Symmons S96-2 (anti-scald) or equal. Waste and overflow
to be Gerber 41-812 or equal.
5. Water closet to be Gerber or equal (water-saver).
6. One-piece lavatory to be Universal Rundle's one-piece china top or pre-formed top by
Roma, Northwest Marble, or equal.
Page 12 of 17
7. Unless specified otherwise, all vanity bases to be 20", 24", or 30", Universal Rundle or Old
Hampshire's pre-finished vanity base.
8. Unless specified otherwise, vanity tops to be one-piece china, pre-formed or post-formed
Formica top with a drop-in lavatory that is cast in china and must be American Standard
or equal.
9. All vanity faucets to be Delta or equal.
10. All necessary carpentry or other trade work must be included in the bid, unless other
arrangements have been made, especially in regard to vent pipes. Ask the homeowner
for the least objectionable location for the vent pipe.
11. All accessible lead, steel, or brass pipe connected to a fixture that is being replaced is to
be removed.
12. Install shut-offs and escutcheons for all new fixtures except tubs.
13. All work to be in accordance with the Massachusetts building code.
HEATING
1. All new heating units to be Energy Star Qualified, unless otherwise specified. Heating
device will include a programmable thermostat that offers four convenient pre-
programmed settings and be Energy Star qualified.
2. All work to be in accordance with Massachusetts building code.
3. All related code material, such as 5/8" fire-rated sheetrock, buried oil line, thermostat,
filters, and firematics to be included in the bid. All extraordinary situations that might
endanger the safety of the resident or go against code to be made safe.
4. Removal of old heating unit to be included in bid.
5. All water heaters must be Energy Star qualified, unless specified otherwise.
ELECTRICAL
1. All cellar light fixtures and the light fixture over the cellar stairs to be porcelain or Bakelite
and include illumination bulb such as the type recommended by Energy Star.
2. All bathroom and kitchen counter top plugs must be ground-fault protected.
3. Overhead light fixtures will have a spec'd allowance per fixture unless the owner supplies
f ixtu res.
4. All splices to be in box.
5. All bath vents to be Panasonic Whisper or equal and must be vented to the exterior.
6. All related carpentry work or other trade work must be included in the bid unless other
arrangements have been made.
7. Wire mold is objectionable to many homeowners. It should be used only with the prior
written permission of the homeowner. Otherwise, it will not be permitted.
8. If the bid specifications call for a switched overhead fixture, the outlet, the switch, and
related wiring must be included in the bid.
9. All work must be in accordance with the Massachusetts building code.
10. All light fixtures to provide illumination will be Energy Star qualified.
Page 13 of 17
16. Required Architectural Submission (Multifamily Rental Rehabilitation Projects):
This section outlines the type of drawings and other documentation that sponsors must
submit for rehabilitation projects that fall within these guidelines. An architect and/or
construction cost estimator must prepare the plans and construction budgets applicable for
each project.
Site Plan:
Indicate the location of the building, property lines, access to the building from the street,
landscape, curb cuts, driveways, orientation (north arrow), at an appropriate scale.
Existing Floor Plan:
Include plans for each floor, including basement and roof. Drawings should be drawn at an
appropriate scale. The existing floor plans should include the following information:
• Structural elements such as existing bearing walls, columns (indicate this with a note or
graphically, e.g.: shade in the structural walls).
• Direction of floor joists if structural changes are being made.
• Existing plumbing, ventilation chase, fireplaces and any other information that affects
design.
Proposed Floor Plans:
Drawings should address changes of layout, removal of walls or structural elements, or any
other changes. The proposed floor plans should include the following information:
• Unit Floor Area (i.e., the total area within the unit exterior walls).
• Room Areas (i.e., the area within the perimeter wall of the room excluding storage and
closet space).
• Critical overall and interior dimensions.
• Vertical structural elements.
• Wall thickness to scale.
• Location and size of windows, indicating the window-sill height (measured from the
finished floor).
• Ceiling heights.
• Location of inechanical equipment, meters, and electric service panels.
• Location of water, gas, sewer, and electric services.
• In the case of attic renovation, drawings should be provided indicating ceiling heights,
knee wall heights, dormers location, etc.
• All units should be built with internet connectivity, COAX cable for TV and CAT5e or better
for tel/data.
Elevations:
Drawings should include all elevations impacted by the scope of work.
Page 14 of 17
landscaping Guidelines:
This section outlines suggestions for site improvements and landscaping for projects that all
under these guidelines.
Site Design:
• Where possible and feasible, provide usable areas such as the following where the
community can meet and gather:
o Safe play areas for children in multifamily developments.
o Community garden areas, including planters for vegetables, herbs, flowers.
o Semi-public open spaces.
o Patios, front yards, porches, or balconies to encourage community interaction and provide
eyes on-the-street surveillance.
• Provide for alternative transportation, e.g., bike paths and storage, pedestrian links, car
shares.
• Provide all required accessible routes of travel, and in general, avoid use of stairs,
wherever the terrain permits.
Prioritize pedestrian over vehicular traffic and use traffic calming devices. Incorporate
attractive well-lit pedestrian paths wherever possible.
Site Demolition and Clearing:
• Remediate all hazardous materials such as asbestos (ACMs), lead (LCMs), PCB's, VOC's,
Arsenic, etc. carried out in accordance with all applicable local, state and federal
regulations.
• Provide a summary and accurate estimate of the site remediation plan, if applicable, along
with grading plans.
Tree/Shrub Pruning and Removal:
• Remove trees that originate at foundation wall of building or present a hazard to the
structure.
• Remove dead trees.
• Trim stump to below grade.
• Prune back branches that overhang roof or brush walls of building.
• Prune branches that may threaten utility connections.
• Clean up and properly dispose of brush and wood.
• Remove shrubs that are diseased, those that obstruct walkways, drives and pathways, and
those that obstruct windows.
Grading:
Restore grade to include, when appropriate, a 6" minimum deep planting bed of clean
loam/topsoil. New grade should slope away from buildings and fit the existing
neighboring grades, particularly at street or sidewalk. Grades for usable lawn areas
should not exceed twenty percent. The grade across paved areas should not exceed four
Page 15 of 17
percent, or any applicable maximum slope required by accessibility or applicable site
engineering standards.
Paving, Fencing and Walls:
• Restore walks and driveways to good condition.
• Fences should generally never exceed a height of 6 feet. Material and style should be
appropriate to surrounding neighborhood.
Lawns:
• Sod or seed new lawns. If seeded, pegged cloth or salt hay should be used to prevent
erosion on slopes in excess of six percent. If lawn area is shady, seed or sod should
include appropriate mix of fescues or other low maintenance grasses, which will tolerate
shade.
• Require general contractor to maintain all lawns throughout applicable warranty periods.
Plantings:
Select hardy, maintainable, regional stock. All plantings should be placed in a manner that
enhances the appearance of the property and is in keeping with the surrounding
neighborhood.
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1. Recently Built or Rehabbed Housing. The Member Community must ensure that newly
constructed or rehabilitated housing done so within one year of the expected HOME
Commitment meets the applicable property standards at 24 CFR 92.251(b) (either the new
construction or rehabilitation standards). If the property does not meet the appropriate
standards, it cannot be acquired with HOME funds unless it is brought up to the appropriate
standards. Compliance must be documented based on a review of approved building plans
and certificates of occupancy and a property inspection that is conducted no earlier than 90
days before committing HOME funds.
2. Other Existing Housing — Rental. Housing not recently rehabilitated or newly constructed
that will be acquired for rental housing must meet the Consortium's Rehabilitation Standards.
The Member Community must inspect the housing 90 days before committing HOME funds.
If the housing does not meet the Consortium's Rehabilitation Standards, it must be
rehabilitated to meettheapplicable propertystandards at 24 CFR 92.251�b).
3. Other Existing Housing — Homeownership (Downpayment). Housing must meet the
Massachusetts State Building, local codes and Housing Quality Standards, ordinances,
sanitary, and zoning requirements; additionally, the housing must be free of any deficiencies
identified by HUD in the UPCS (24 CFR 5.705).
Page 16 of 17
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at 24 CFR 982.401.
Page 17 of 17
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WestMetro HOM E Consorti u m
Program Administration Guidelines
July 1, 2013; revised March 10, 2015
A. GENERAL ADMINISTRATION
Consortium Council: The Consortium Council (Council) is the governing group of the WestMetro
HOME Consortium (Consortium). The Council is comprised of the chief planning official or
his/her designee, or if no such planning official exists, the chief elected official or his/her
designee from the Member communities. The Council and the Representative Member, which is
the City of Newton, shall meet at least quarterly or more often if requested by the Council or the
Representative Member to decide issues of policy and procedure. Irrespective of the number of
formally authorized Member Designees, each Member, not including the Representative
Member, gets one vote on the Council. The Representative Member may only vote to break a tie.
1. Representative Member shall be responsible for but not limited to the following:
a) Manage the preparation, circulation for signatures, and submission of the Mutual
Cooperation Agreement to the U.S. Department of Housing and Urban Development
(HUD);
b) Manage the preparation, public hearing, and submission of the Consolidated Plan;
c) Manage the preparation and submission of the HOME Annual Action Plan and the
Consolidated Annual Performance and Evaluation Report (CAPER);
d) Prepare and submit all required notices, plans, and performance and other reports as
required by HUD;
e) Ensure that all HUD requirements are met both in the overall administration and in
project administration; and
f) Provide template documents, as necessary, for contracts, HOME funding agreements,
funding applications, etc. for use by the Members.
2. Members shall be responsible for but not limited to the following:
a) Provide information required for the preparation of the Consolidated Plan, Annual
Action Plan, and Consolidated Annual Performance and Evaluation Report (CAPER);
b) Assist with the preparation of all required plans and reports, as needed; and,
c) Obtain all local legislative and executive approvals.
6. PROJECT AND PROGRAM ADMINISTRATION
1. Representative Member shall be responsible for but not limited to the following:
a) Meet with Members to scope proposed Projects using the HOME Comprehensive
Checklist. A Project is defined as having a unique address in which rehabilitation and/or
new construction can reasonably be expected to start within 12 months of the HOME
Funding Agreement date; or if the Project consists of acquisition, the property title will
Page � 1
be transferred to the Member or purchaser with six months of the agreement date; or if
the Project consists of tenant-based rental assistance, the Member or subrecipient has
entered into a rental assistance contract with the owner or the tenant in accordance
with the provisions of HOME Program Regulation §92.209.
b) Review and approve (as to Project compliance) the completed Comprehensive Checklist
for each project.
c) Periodically monitor Members to ensure that they are complying with program
requirements.
2. Member Communities shall be responsible for but not limited to the following:
a) Manage all aspects of Project and program implementation;
b) Schedule and participate in scoping session(s) with the Representative Member for
proposed Projects and programs that include HOME funding assistance from the
Consortium;
c) Complete a HOME Comprehensive Checklist for each Project; and
d) Comply with all applicable federal requirements for any Project, including:
i. Documentation of project eligibility;
ii. Completing an underwriting and subsidy layering analysis;
iii. Completing environmental reviews;
iv. Ensuring labor and Section 3 compliance;
v. Negotiating and executing any required written agreements with any
subrecipient or contractor receiving HOME assistance;
vi. Ensuring post-completion compliance (e.g. housing affordability, etc.);
vii. Ensuring any other administrative requirements mandated by law or regulation
are met; and
viii. All required Project documentation shall be maintained by the Member and
available for review by HUD and/or the Representative Member.
C. FINANCIAL ADMINISTRATION
1. Representative Member shall be responsible for but not limited to the following:
a) Establish, account for, and maintain local HOME Investment Trust Fund account
(including federal draw downs and program income, contributions, etc.);
b) Process drawdowns from the Treasury account consistent with standard Consortium
d rawd own p roced u res;
c) Process payment requisitions approved by Members and disburse funds from the local
HOME Investment Trust Fund account to the Members and/or to their designated
contractors;
d) Accept and account for contributions and payments from Members and other program
income to the local HOME Investment Trust Fund account ;
e) Close out HOME projects in HUD's Integrated Disbursement and Information System
(IDIS) upon receipt of Project Completion Report and
Page � 2
f) Establish and maintain a financial management system.
2. Member Communities shall be responsible for but not limited to the following:
a) Prepare a Project Set-Up Report when a Project has cleared required reviews and
forward report to Representative Member for processing in IDIS;
b) Establish and maintain project budgets and follow Consortium budget amendment
procedures (including required citizen participation procedures) for any changes;
c) Process and approve requisitions and forward them to the Representative Member;
d) Receive payment from Representative Member and pay subrecipients or contractors or
authorize direct payment to contractors;
e) Service HOME loans and establish and maintain accounts to track assets and receivables
for HOME loans issued;
f) Prepare a Project Completion Report, upon completion of the project, and forward
report to Representative Member to process in IDIS for project close-out;
g) Participate in the reconciliation of financial management system, as requested.
D. ADMINISTRATIVE COSTS
1. Member Administrative Allocation: Each Member may use up to seven percent (7%) of
its annual HOME allocation for HOME-eligible administrative costs (either project
delivery or overall administration).
2. Representative Member Administrative Allocation: The Representative Member shall
keep track of its staff's time and expenses spent on overall administration of the
Consortium's HOME Program. The Representative Member is entitled to up to three
percent (3%) of the HOME Program funds for administration of the Consortium, which
will be deducted proportionally from each Member's Administration funds. At the end
of each program year, the Representative Member may release unused funds designated
for overall administration to the Members in proportion to their annual grant for that
year.
3. Overall Administration: Each Member is responsible for all of its administrative costs for
itsown projectsand program delivery. Administrativecostsare paid from eitherthe
Member's HOME administrative allocation or from other sources.
4. ExpenditureDeadline: 6oth Memberand RepresentativeMemberAdministrativefunds
and Program Income are not subject to the 12 month Exclusive Use Period and are not
relinquished to the Competitive Funding Pool but shall be expended within five years of
the date of the HOME allocation.
5. Allocating Project Costs: Each Member is responsible for covering its administrative
costs specific to its own Projects. The costs may be charged as Administrative or Project-
delivery related costs. Project-delivery related costs are the Member's staff and
Page � 3
overhead costs directly related to carrying out a Project; providing advisory and other
relocation services to displaced persons; and environmental review costs of the Project.
These costs will be included in the Project budget, which is subject to match and subsidy
limit requirements. If the Project is not completed or does not meet HOME
requirements, the costs will be charged under the administrative budget.
E. FUNDING
1. Annual Allocation: Each Member is entitled to an annual allocation of HOME Program
funds. The allocation amount, determined by HUD on an annual basis and reduced by the
Representative Member's administrative allocation, is identified in the Annual Action Plan
each fiscal year and provided to the Members. In the event that HUD has not published
the allocation amount for the upcoming fiscal year, the Consortium will use the most
recent allocation as published by HUD.
2. Funding Schedule:
Month Benchmark Actions
1 Exclusive Use Period begins
6 Consortium Council selects a Project Review Committee
6—8 Representative Member drafts Project criteria and Request for
Proposals (RFP) for review by the Project Review Committee.
9 Representative Member projects amount in the Competitive
Funding Pool
11 Consortium Council votes on RFP and any request(s) for a six-month
extension; Representative Member distributes RFP to Consortium
12 Exclusive Use Period ends and funds are relinquished into the
Competitive Funding Pool
30—45 days after Project applications are due to the Representative Member
RFP is distributed
13 Project Review Committee reviews Project applications and prepares
slate of recommended Projects for the Consortium Council
14 Consortium Council votes on Project applications. Representative
Member notifies Members of awards
20 Funds are committed (executed HOME Funding Agreement) to a
Project
24 Consortium commitment deadline for all uncommitted HOME funds
Page � 4
48 (Four years) All Projects must be completed1
60 (Five years) All HOME funds must be expended
3. Exclusive Use Period: Each Member shall have exclusive use of its respective HOME
allocation, including the CHDO Set-Aside and the five percent CHDO Operating funds, if
applicable, for a total of 12 months which is the Exclusive Use Period. The Exclusive Use
Period starts the date the Representative Member confirms in writing to the Members
that funds are available to be drawn down from the U.S. Treasury. Any HOME funds that
are not committed by the Members to eligible HOME Projects after 12 months shall be
transferred to the Competitive Funding Pool by the Representative Member for use by
any Member through a Request for Proposals (RFP) process. CHDO Set-Aside and CHDO
Operating funds are also subject to the Exclusive Use Period. All transferred funds are
referred to as Relinquished Funds.
a. During the Exclusive Use Period only, a Member may voluntarily relinquish
HOME funds to the Competitive Funding Pool, or negotiate with another
Member an exchange of all, or a portion of, the Member's HOME allocation for
the current or future funding years upon prior written approval by the
Representative Member.
b. Administrative funds and Program Income are not subject to the Exclusive Use
Period and are not relinquished to the Competitive Funding Pool.
c. Members whose funds are relinquished and become part of the Competitive
Funding Pool shall submit a signed Budget Transfer Form to the Representative
Member but are not required to hold a public hearing. The Consortium's Annual
Action Plan and CAPER, and their associated public hearings, informs HUD that
Members' HOME Funds may be relinquished after the Exclusive Use Period.
4. Requesting an Extension: A Member may request an extension beyond the Exclusive
Use Period under certain extenuating circumstances if a Member is unable to commit its
HOME allocation within 12 months. A written request for an extension signed by the
chief planning official or his/her designee, or if no such planning official exists, the chief
elected official or his/her designee or either of their designees shall be submitted to the
Representative Member no less than 15 business days prior to the scheduled
Consortium Council meeting when such extensions will be deliberated. The letter shall
explain the reason for the extension and include a project schedule identifying the
1Completed means that all necessary construction work has been completed and the project has received a certificate
of occupancy or other local certification indicating that construction or rehabilitation has been completed and the
project is ready for occupancy. For owner-occupied rehabilitation projects,completion means that all rehabilitation
work has been completed,the PJ or its designee has performed a final inspection,and the homeowner has accepted
the work,as indicated by a final sign-off.Source HUD Notice:CPD 12-007
Page � 5
specific actions that shall be accomplished for the Member to commit the HOME funds.
An extension shall be approved by a majority of Consortium Council members in
attendance at the meeting where the request is heard.
The Representative Member and the Consortium Council will determine what
constitutes an allowable extenuating circumstance on a case-by-case basis at the
meeting where the request is heard. The Member requesting an extension may argue its
case, but is then excluded from both deliberating and voting. However, the Member
may clarify or provide information during the discussion, as necessary. An extension may
only be granted for up to six additional months from the Exclusive Use Period deadline.
If HOME funds are not committed within the extension date granted by the Consortium
Council, the funds will automatically be relinquished to the Competitive Funding Pool by
the Representative Member.
5. Project Review Committee Membership: The Project Review Committee will be
comprised of five or seven Consortium Council members including the Representative
Member. Up to three alternates shall also be selected and called upon to participate in
the Project Review Committee meetings in extenuating circumstances. Membership shall
be representative of the WestMetro HOME Consortium and include at least one
representative from the Inner Ring (Brookline, Newton, Waltham and Watertown), the
Route Two Corridor (Bedford, Belmont, Concord, and Lexington) and Metrowest
(Framingham, Natick, Needham, Sudbury and Wayland). Members of the Project Review
Committee will be appointed by the Consortium Council for one and two-year terms
initially and then two-year terms after that. Initially, membership of the Project Review
Committee will be determined within seven months after the start of the Exclusive Use
Period.
6. Role of the Project Review Committee: The Representative Member will initiate a draft
Request for Proposals (RFP) which includes criteria for evaluating project and program
proposals for the Relinquished Funds in the Competitive Funding Pool and convene a
meeting of the Project Review Committee. The draft RFP, including the proposed criteria,
shall be approved by the Project Review Committee. The Project Review Committee is
also responsible for reviewing the applications in response to the RFP and presenting
project funding recommendations to the Consortium Council.
7. Conflict of Interest: To avoid a conflict of interest, Members participating on the Project
Review Committee shall recuse themselves from voting on all final recommendations
made to the Consortium Council if they represent a Member community that has
responded to the RFP, or if a Member is otherwise covered or prohibited from
participation under the Conflict of Interest regulation found at 24 CFR §92.356.
8. Competitive Funding Pool Criteria: Criteria for evaluating Project or program proposals
will be included in the RFP. The RFP and criteria, which may or may not be updated on
an annual basis, requires approval by a majority of the Consortium Council in attendance
Page � 6
at the meeting where the RFP and criteria are reviewed. The criteria is based on the
Consortium's housing needs and strategies identified in the five-year Consolidated Plan,
the most current Annual Action Plan, and the Analysis of Impediments to Fair Housing
Choice. Priority will be given to applications that can demonstrate the following:
• Project readiness;
• Projects that are to be developed, sponsored and/or owned by a designated
CHDO and;
• Projects located in communities with smaller HOME allocations, that are
dependent on the Competitive Funding Pool process to have sufficient funds to
develop an affordable housing project.
9. Applications for Relinquished Funds: After the Consortium Council approves the RFP,
the Representative Member will distribute the final RFP to each Member in the
Consortium. Applications for Relinquished Funds are due 30 to 45 days after the RFP is
distributed. Applications shall be signed by the chief elected official and will be
submitted by Member communities to the Representative Member for distribution to
the Project Review Committee. The applications will be reviewed by the Project Review
Committee. The Project Review Committee's recommendations are then provided to the
Consortium Council who votes whether to provide HOME funds from the Competitive
Funding Pool to any or all of the proposed projects. Each Member, not including the
Representative Member, has one vote including Members with an application. Project
approval requires a majority of votes of those Members in attendance at the meeting.
The Representative Member may only vote to break a tie.
10. Project Approval Process: After the Consortium Council votes on applications for
Relinquished Funds, the Representative Member will contact all Members who
submitted applications and confirm in writing the results of the vote detailing next steps,
as applicable. The notice to the Members will include the date that Relinquished Funds
shall be committed by the Member. Next steps for awardees may include: completion of
environmental review, HOME scoping and underwriting analysis, submission of budget
transfer forms, etc.
a. If the funded Project was not included in the Members' Annual Action Plan, the
Member is responsible for holding a public hearing in accordance with the
Consortium's Citizens' Participation Plan.
11. Responsibility for Completing HOME Projects: Each Member that is undertaking a
HOME Project is responsible for fully completing the HOME Project within four years of
commitment, the date of which is determined by the signature of each party to the
HOME Funding Agreement, or the date of a HUD-approved extension. If there is an
unexpended balance of HOME funds after a Project is completed and closed out in IDIS,
the balance will be moved into the Competitive Funding Pool by the Representative
Member. The Consortium is responsible for ensuring that each year's HOME allocation is
expended within four years.
Page � 7
credit is available each program year for each of its projects that requires match. The
Member shall notify the Representative Member of any excess match, which will then be
credited to the entire Consortium, through the Consortium Council.
a. Match Liability: Any Member that is not able to obtain sufficient match for its Projects
or to reach agreement with another Member(s) to transfer all or a portion of that
Member's match credit, will lose an amount in the next funding year equal to the
amount, if any, lost to the Consortium. These funds may be reallocated by the
Council. If, however, the Consortium Council determines that the loss of funds was
not the fault of the Member,the Council may waive recapture.
F. COMMUNITY HOUSING DEVELOPMENT ORGANIZATIONS(CHDOs)
1. Within 24 months after HUD notifies the Representative member of HUD's execution of
the HOME Investments Partnerships Agreement, the Consortium shall commit not less
than 15 percent of the HOME allocation for investment in housing that is developed,
sponsored, or owned by CHDOs, in accordance with HOME Program Regulation §§92.300
—92.303, as they may be amended from time to time.
2. CHDO Set-Aside Funds: The CHDO commitment requirement is met cumulatively by the
entire Consortium and does not need to be met individually by each Member on an
annual basis. Therefore, to ensure that the 15 percent CHDO commitment requirement
is achieved, the Representative Member will evaluate the Consortium's cumulative total
of funds committed to CHDO Projects on an annual basis prior to the time at which the
Member's HOME budgets are determined for the Annual Action Plan. The
Representative Member will determine the percentage of CHDO Set-Aside funds that
each Member will be allocated on an annual basis. If the Representative Member
determines — prior to the submission of an Annual Action Plan — that the cumulative
total of CHDO commitments does not require a 15 percent CHDO Set-Aside for a fiscal
year, then the Representative member will submit a written request to HUD seeking a
reduction in the CHDO Set-Aside requirement. HUD will determine the percentage of
CHDO Set-Aside funds it deems appropriate. This percentage will be reflected in the
fiscal year's Annual Action Plan budget.
3. CHDO Operating Fund Allocations: The HOME Consortium will set aside 5 percent of its
annual HOME allocation for CHDO Operating Funds. The funds will be awarded to one or
more qualified CHDO(s) through a competitive Request for Proposals process open to any
non-profit organization conducting business within the Consortium's service area. The
Project Review Committee will review the responses to the request for proposals and make
its funding recommendation(s) to the Representative Member. The Representative
Member, or its designee as approved by the Representative Member, shall administer the
CHDO Operating Funds agreement(s) on behalf of the Consortium.
Page � 8
4. Performance Expectations: A CHDO will only receive Operating Funds if it can
demonstrate to the Consortium that it can reasonably expect to have a viable CHDO
project within 24 months of executing an agreement for Operating Funds. As part of the
proposal evaluations and prior to awarding Operating Funds, the Representative Member
shall certify that it has evaluated the financial and organizational capacity of the CHDO(s),
and has determined that the organization(s) have demonstrated that it has staff with
demonstrated development experience in accordance with the Consolidated and Further
Continuing Appropriations Act of 2012, the HOME Final Rule and any subsequent
requirement(s).
5. Relinquished CHDO Funds: Irrespective of the percentage of CHDO Set-Aside funds
allocated to Members on an annual basis, all uncommitted CHDO funds are subject to
transfer to the Competitive Funding Pool after the 12 month Exclusive Use Period.
However, if the Representative Member determines that the total CHDO Set-Aside
commitments for a given fiscal year meets the annual requirement as described in the
Mutual Cooperation Agreement—Set-Aside and Operating Funds for Community
Housing Development Organizations, the Representative Member may, on a case-by-case
basis, allow Members to use their percentage of CHDO Set-Aside Funds for commitment
toward non-CHDO Projects prior to the expiration of the Exclusive Use Period.
Page � 9
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Review of 2018 and Preview of 2019 Farmer's Market
PRESENTER: ITEM
NUMBER:
Ashley Wenger, LF M Market
Manager I.3
S UMMARY:
Ashley Wenger, LFM Market Manager will Provide a summary of the 2018 Farmers Market and What is
c o ming fo r the 2019 F armers Market.
SUGGESTED MOTION:
N/A
FOLLOW-UP:
N/A
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:20 p.m.
ATTACHMENTS:
Description Type
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lexington local Food Collaborative, Inc. dba Lexington Farmers' Market
Summer 2018 -Winter 2019 Summary and Review
Since its founding in 2005, the Lexington Farmers'Market has grown to include three distinct
markets held throughout the year: the summer market, started in 2005, the Thanksgiving
FEASTival started in 2010 and the Small Yet Mighty Winter Market, started in January 2016. This
summary will include highlights from the 2018 LFM summer market and Thanksgiving FEASTival,
as well as the 2019 Small Yet Mighty Winter Market.
Highlights from Summer 2018 - Winter 2019:
• The IRS granted the Lexington Farmers' Market 501(c)(4) non-profit status in August
2018, retroactive to December 2016.
• Responding to an increased need for multilingual signage and on-site interpreters,the
LFM worked closely with bilingual LHS volunteers to assist as interpreters, providing
shoppers with important information in their primary language.
• The LFM has continued to maintain a vibrant SNAP Match program, advancing its goal of
building a SNAP customer base that visits the market on a regular basis.
• Sustainability Day and Health and Wellness Day were two new market events piloted at
the 2018 summer market; the LFM looks forward to working with participant groups to
expand and improve these events for the 2019 season.
• Despite experiencing challenging conditions with hot and/or inclement weather over
70%of Tuesdays during the summer market, over 400 committed market shoppers
visited the LFM weekly in support of local, healthy food no matter the weather. LFM
farmers still reported having healthy sales throughout the season.
• The LFM welcomed Brite Harvest Farm, Lexington's first hydroponic container farm, to
the 2019 Small Yet Mighty Winter Market.
Appreciation
The Town of Lexington has continued to give the LFM overwhelming support for which we are
extremely grateful. We thank Gerry Cody and Francis Dagle of the Public Health Department;
Kelly Axtell, Cathy Severance, and the Town Manager's office;the 2018 Board of Selectmen; Sgt.
George Snell, Officer Jimmy Cataldo, and the Lexington Police Department who worked with the
LFM on both weather safety and creative parking solutions; and Chris Filadoro and the staff of
the Department of Public Works who provided valuable assistance throughout the season.
Finally, we thank our loyal and wonderful customers who show up rain or shine to support the
farmers and fill their kitchens with healthy, local food.
looking Forward to 2019:
• We are excited to celebrate the 15th anniversary of LFM summer market, starting with
Opening Day on Tuesday, May 28.
• We will be welcoming over ten new and exciting vendors to the 2019 summer market.
• The 2019 summer market will have a total of six Lexington residents/businesses
participating as farmers and vendors.
• The LFM will be working with a food rescue service to donate unsold food from the
market to organizations working in support of those in need of food assistance.
• We appreciate the support the town has already provided to help plan the upcoming
season, and look forward to working with the new members of The Select Board, the
new Health Director Kari Sasportas, and the new Town Manager Jim Malloy.
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YEAR IN REVIEW: Summer 2018 - Winter 2019
�SUMMER MARKET
Fletcher Park, Every Tuesday May 29 to Oct. 30 for a total of 23 weeks
Farmers and Vendors
The LFM had 32 farmers and vendors in 2018, including weekly, bi-weekly and guest vendors.
• The LFM encourages local residents to participate in the market. More than a third of
last year's farmers and vendors came from Lexington and surrounding communities,
including three Lexington residents and one Lexington farmer.
• The LFM welcomed Kelley Farm, an Asian specialty produce farm, at the end of the 2018
season, further increasing the diversity of produce available at the market.
• The food sold at the market travels an average of 35 miles from the farm/kitchen where
it was produced. In contrast, most food eaten in the US has traveled nearly 1,500 miles
from where it is produced to where it is sold.
• 885 acres of diversified farmland was kept in production by farms selling at the LFM.
Artisans Tent
The Artisans Tent hosted 30 local artisans including jewelry makers,weavers, furniture builders,
potters, paper designers, and more, with between 2-4 artisans attending the market weekly.
Nonprofits and Community Organizations
An updated market policy emphasized working directly with organizations that impact the local
community, and the LFM hosted 15 nonprofit and community organizations in 2018.These
included Lexington Public Health Department, Lexington Human Services Department, Lexington
Economic Development Department, Friends of Lexington Bikeways, Sustainable Lexington,
Lexington GWAC, Lexington Community Farm, Lexington Public Schools Green Teams, Mass
Energy/Lex Drives Electric, Lexington Green Network, Lexington at Home, Lexington Youth &
Family Services, LHS Bee Club, Monroe Center for the Arts, and Lexington Goes Purple.
Ed ucationa I Offeri ngs
The LFM partnered with local businesses and hosted frequent special events connected to
healthy eating and wellness (a complete list of special events found below):
• Example activities included a "Know Your Farmer, Know Your Food" Scavenger Hunt for
kids, several tastings and recipe sharing, and our annual tomato contest encouraging
market attendees to start their own home gardens.
• The LFM held two Kidpreneur Days, giving young Lexington entrepreneurs the chance to
become a vendor for the day and sell items they had grown, crafted, or created.
• The LFM partnered with Lexington Green Network to host our first Sustainability Day
celebrating healthy and sustainable living. Additionally,the first Health and Wellness
Day featured free fitness classes from two Lexington businesses, recipe handouts, and
helpful advice on tick and mosquito awareness from the Lexington Department of Public
Health.
• Chef Steve from CHOPPS American Bar& Grill provided free cooking demonstrations
and tastings, creating a healthy meal using ingredients sourced primarily from the
market.
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Special Events:
The LFM hosted festivals and events throughout the season including Bike to the Market
(monthly), National Farmers' Market Appreciation Week, Kidpreneur Day,Tomato Fest& Back
to School Day, Local Food for SNAP Silent Auction to benefit the LFM's SNAP Program (see
below), Fall Harvest Festival, and piloted Sustainability Day and Health &Wellness Day.
Entertainers
Twelve local individuals or groups performed in 2018, bringing a range of great entertainment to
the LFM. Performers included William Diamond Junior Fife & Drum Corps, Lexington's Studiol0
Tap Dancers, the Jeweltones from Temple Isaiah, Liberty Bones, Seven Days Out (graduates of
LHS),Joyful Music of Lexington, Federico Muchnik, Bob Leger,Alex Lehar, and more. We thank
all of the entertainers for contributing to the vibrant atmosphere and helping build community
at the LFM.
Customer Base
• The average daily attendance declined by 20%with respect to 2017, most likely due to
weather, and reflecting a trend seen region-wide. Despite tough weather, LFM farmers
(produce, meat, poultry, fish) still reported healthy sales, with some having an increase
in sales.
• The number of weekly SNAP visitors remained consistent; it had previously tripled in the
prior year.
• The ethnic diversity among visitors at the market has continued to grow. Lexington High
School volunteers provided valuable interpretation services at the market, assisting
shoppers with relevant information in their native language.
• An important goal is for the LFM to reflect the diversity and vibrancy of our greater
community, and the LFM continues to see that reflected in our weekly customer base.
� THANKSGI VING FEASTI VAL
Seasons Four, Tuesday before Thanksgiving
This was the LFM's ninth annual Thanksgiving market. Some highlights include:
• The FEASTival was held from 12-4 pm and included 12 farmers from the regular season
market along with the addition of three new vendors: Signal Rock Farm, C&C Lobsters &
Fish, and High Road Farm.
• This annual event has become a holiday favorite. Farmers, vendors and customers
enthusiastically support continuing this Thanksgiving tradition in 2019.
• We are grateful for the ongoing partnership and generosity of Seasons Four as host of
the Thanksgiving FEASTival and to all the shoppers who attended in the snowy weather.
� WINTER MARKET
The Waldorf School, every other Saturday from January to mid-April(8 markets)
In its fourth season, the Small Yet Mighty Winter Market was held for the third year at the
Waldorf School in Lexington from 11 -2 PM.The LFM is extremely grateful to the Waldorf School
for their generosity and cooperation.
� The Winter Market hosted 14 farmers and vendors throughout the season, with the
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majority coming from the LFM's regular market.The Waldorf School's Homespun Store
was the only artisan at the market.
o We welcomed two new farmers this season: Farmer Dave's from Dracut, MA
and Brite Harvest Farm, Lexington's first hydroponic container farm.
o This year the market featured a guest spot, enabling regular summer season
vendors to participate on an occasional basis.
• The market averaged 150 customers per week. Customers were grateful to have an
opportunity to visit their favorite LFM farmers and vendors and have access to local,
healthy food in the winter season.The majority of returning farmers and vendors
reported an increase in sales between 5-20%.
SNAP: Supplemental Nutrition Assistance Pro ic�
For the ninth year,the LFM offered a SNAP Match program enabling SNAP shoppers to double
the amount of their purchase up to$15 weekly at the market. In 2018,the program was
extended to the Winter Market held at the Waldorf School.This program is supported by
individual donors from the community, grants, and a silent auction fundraiser held at the
market.
• In 2018 calendar year,the LFM issued over$14,000 in SNAP coupons,with the LFM
providing$7,225 through the SNAP Match program. Demand for the LFM's SNAP Match
is up approximately 50%from 2017 due to its availability at the Winter Market, as well
as LFM farmers participating in the Healthy Incentives Program.
• At the 2019 Small Yet Mighty Winter Market,the LFM issued $2,500 in SNAP benefits,
with the LFM providing approximately$1,200 as a SNAP Match. SNAP benefits matched
were down 30%vs. Winter 2018, most likely due to the Healthy Incentives Program
going on hiatus after the first half of the winter market season.
• Financial Support:the LFM is grateful to the Foundation for MetroWest, First Parish in
Lexington, and the members of the LFM community who have generously supported the
LFM's SNAP program, helping to ensure every individual has equal access to healthy,
high-quality food.
GENERAL
Community Partnerships:
The LFM is deeply appreciative of the local businesses and organizations that helped the market
in a number of ways in 2018.These include Seasons Four(host of Thanksgiving FEASTival),the
Waldorf School of Lexington (host of Winter Market),Tharros House, Friends of Lexington
Bikeways, Lexington Green Network, Kids Cooking Green, Lexington Power Yoga,Jackrabbit, and
the Town of Lexington and the Lexington Police Department.
Corporate Sponsors:
The LFM had three corporate sponsors in 2018, many of them longtime supporters of the
market, and extends its appreciation to Joyce Murphy of William Raveis Realty, Cycle Loft, and
Lexington Pediatrics.
Media Outreach:
• The weekly newsletter has 1,500 subscribers, and includes a schedule of farmers,
vendors, artisans, entertainers, and special events at the market, as well as links to
recipes and educational events in the community.
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• The LFM Facebook Page (�LexingtonFarmersMkt) has over 1,600 followers. Facebook
posts include the weekly market schedule, recipes, articles of interest, and photographs
from the market.
• The LFM Instagram account (�lexingtonfarmersmarket) has 900 followers, and features
farmers,vendors,food and market moments.
Board of Directors:
The LFM Board of Directors works closely with Market Manager Ashley Wenger to advance the
LFM's mission supporting local farms and agriculture; providing equal access to healthy, local
food regardless of income; educating shoppers on healthy eating and nutrition; and building
community.The Board of Directors has overall responsibility for the administration, financial
management and direction of the market.
Volunteers:
In addition to the Board of Directors, over 20 volunteers assisted with the 2018 market.
Activities include weekly setting up and breaking down of the the market, social media and
media outreach, vetting of farmers and vendors, working with the Lexington Board of Health,
and running LFM special events.The volunteers come from throughout the community, and
include an active group of students from Lexington High School and from Tharros House Sober
Livi ng Faci I ity.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Farmers' Market Winery License Request - 1634 Meadery
PRE E TER• ITEM
S N .
NUMBER:
D o ug Luc ente, C hair
I.4
S UMMARY:
1634 Meadery app lied for a sp ec ial lic ens e to s ell and s erve s amp les o f wine at the Lexington F armers' Market
for the 2019 season from May 28, 2019 through October 29, 2019 at the Farmers' Market grounds, located on
the c o rner o f Mas s ac hus etts Ave and F letc her Ave.
SUGGESTED MOTION:
Motion to approve and sign a special license for 1634 Meadery to sell and serve samples of wine at the
Lexington Farmers' Market on Tuesdays for the 2019 season from May 28 - October 29, 2019 at the Farmers'
Market gro und s, Mas s Ave and F letc her Ave.
FOLLOW-UP:
S electmen's O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:30 p.m.
ATTACHMENTS:
Description Type
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k��rrr� L���n���"�rp� L.ic�r��e���r�s�
C�an C1app F�rm Vllinery �Short St,Ips�rvich,N�A�1938
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5ec�i�r��5�s�ecific�rEly requires�f��r�"�df�arr��les��►nrir��.���c�!!�e serv�c�by�r��gert�,re,�t��ser�����i��ar.s�licr��r��`��e�tc�rtsee."
�i.tf��s,p{�ase p�+�vid�names��d addr�ss+�s c�f all age�,��r rep�rese���tiv�es ar�d sr����itc�rs:
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Dan Clapp 3 5hc�r�S�t,Ips�wi�h,N1A�1�38 F1fV-1+�4
C�us Zagerelia 3 Shor�5t,Ipswich�N�A C��938 F1�1-10�4
Be�hany'IJ��lalker 3 5hc�rt 5�,1ps�r�ri�ch,MA+�1938 �1J1J-1 C}4 .
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P��ase iden�i�'y��1�����ads#�y�rhic.h�rc►u v��l!+����i�prc�af�f�c��k�e��re prc�vic�i���sar�p��s+�r rn��king�r�y�a�es ca�r�ir���ca�or�����ers:
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INe requir�al1 emplc��rees to card anyar►e whc►app�ar�ta be under the age�f 3�Q�. Required IDs include val�d drivers li�ense c►r
m�li�ar�r ID
�.T��n�p►��t,�t�a���t��3�lirr��r�:
�����e i�l��ti�y ir��e�a����I p�ersar~�s��I�usi��,�sses�h�t�re 1�cer�s�ec�ur�c���M.�.�.,c,13�,�22 that will be�r�aking a€��r��I�very���v�rc�a���caur beh��f
��th�e Farmer`�C+��,r��t in N�assacF�us��t�.
1�34 N��adery will be maieing all d�liv�ries
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Has�h���rmer`s l�ark�t r+��ister�d with�he F�c�d and�7rc.��Ad�ninis��ation? Y�5 � �c� �i ��gi���`��ic�rt D�t�: �1241$
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1�ye�,lis�said in�er�st b�le�w:
C���e �.icer�s� R�asar�why licens�r�vas��sper�c��d,R�vc���c�or��r���l�ed
�'ur���ant t+� _ �.+��.�. �.;��.���", ��c. ��.��, 1�er����7 und�r th��.�+�n���i+��o�`�aer,�ur�t���f� � ����e#i�e�.���s��te ta�.r���a�~n�
anc� �►��i��l�s�t�t�ta.�+�� r�c�ui�ec� ��nd��r���r�r. � furt���r ��.�c��r�►t�r�c�t����t��+�h r�.��r��e��t��i+�n i� this ��►�►�ic��t�a�� ��
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
One-Day Liquor License Request - Beer Garden at Discovery Day
PRE E TER• ITEM
S N .
NUMBER:
D o ug Luc ente, C hair
I.5
S UMMARY:
The Lexington Retailers Association has requested a One-Day Liquor License for the purpose of a beer
gard en within a c o rd o ned o ff area o n Muzzey S tre et. T he event will b e he ld during L exingto n D is c o very D ay,
on Saturday, May 25, 2019 from 11:00 a.m. to 3:00 p.m.
Police, DPW and Fire have no objections to this request.
SUGGESTED MOTION:
Move to (approve/not approve)the one-day liquor license for the Lexington Retailers Association for the
purp o s e o f a b eer garden within a c ordoned o ff area at the end o f Muzzey S treet at Mas s achus etts Avenue
during Lexington Discovery Day, on Saturday, May 25, 2019 from 11:00 a.m, to 3:00 p.m.
FOLLOW-UP:
S electmen's O ffice
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:3 5 p.m.
ATTACHMENTS:
Description Type
�°:����.�.�����..;�::..� �..���������c��fm.���.��.��:��m�°�� -.�������������c��fm .������������ �I���y.�::�.r�.r�°C�°�����,,��� .���G����:��� ����.��������
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�� ���� ���� ����� Tt��'V� �►F LE�Il'�T�TCIl�T
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k ��^ ; ��Ia��T'l��I�i�T'� Cl�'FIt�� �
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APPLI�AT`I(]►I�T F(�1�. �������� � � �
C���-I�AY LIt�UO►:�. LI��N��
The Board of Se�ectmen�Lacal Licensing Autharity�may issue t�ne-Day Liquor Licenses for the sale and/ar service af wine
and rnalt bevera,�es to any enterprise;a11 alcohalic beverages may be issued only ta nan-profit organizations. As required by
the ABCC,Liquor far use at a one-day liquar license event must be purchased fram a licensed whalesaler.Please fill in this
form campleteIy and return to the 5electmen's(Jffice along with a check far$25.a�►made payable to the Town af Lexington.
, Lexingtor� i�et�ilers Asso�iatian
BUSI�'�fE�S/FL;1��TDR�!�I�I�'�+� CJR�Al��IZ.A.TI(�►N.
. �ri+� �i+�h�l.�an
�(�I'�TTA(�T N.�►��IE A►��D �R.. �
, �78� M�s�acf�u�ett� Av�, Le�ir�g�c�r� �A C��42�
.��DI�►��.E�� FC)R.l��A.ILI��T�.
El��I�L .��DI�R����:
. L��c i n t�r� D i�►c�av�r a a
TITL�/PL.�ZP(�S� (�►F EVENT.
� �r y
. 11/l UZZe ���re�:t �+��' '' tt'' I�h�;C� r�r�d
�c���.�c�o►��.�r� .�������.
� �
. �l��l��1 '� �,�ir� C���� �l1 l��1 �
I��.ATE �►F ��.��TIt�N.
. 11 �r�-� rr�
TI��E�� {��' �'�.T�'��TI(��.
�
. �`►�'.C��`
Z��P� �F LIQ�.Tt�►R�..TC�► BE ��R.��]�I�.
. 1 �:���r�
I�AT� A���► TII�� �J��E�T LIQUQ►R DELIV��;ED.
. 4:�C� rr�
DAT� Al��� TIl�� �iJ��I�T LI(;�T...TCJR��El�ZC�VEI�.
�
. ��e ���a�hed
��I�DITIt�N��]C, I��T�(��;.�VJC��.TIt�N.
.
Aut o ize �ignature Fed�ral Identification Nc�. or
�
��
��
Dat+� �ocial �►ecurity 1�1u�r�be�
Lexingt�n I�is�av�ry Day 2019
+ Beer will be perrnitted withi�,the cordon�d off area on Muzzey Street�see attach.ed map
a�.d pxctures). This area wi11 b�independeritly fenced off and marked Vvith s1�na,g�
�► There will be ane entrancelexit to the beer gard��.that will be��.anitored by staf�`ta
�nsur�all people entering the beer�arden ar� obs�rved and no beer leav��th�designated
ar�a
� No unattended chlldren will be allow inside the be�r�arden area
•► Beer will be served from. l l;C��a�:n-3:p�pm.
• The Lexingtan Retailers A�sociation and Ecanonc�ic Develapm�nt Staff has caordinated
with the Department of Public 'UUorks, Fire Department, Police I)epa�rt�ent, and Town
l�rlanagers C}ffice regarding th�Beer CTarden.
Pro�edure far serving beer to the public:
1. .A.ttendees whc�wish to purchase beer mu�t present an ID proving 1ega1 drinking age
2. A�ter presenting a valid ID, att�ndee will receive a wristband
3. Banded a�tendee may then purchase beer tic�ets
4. Ba:�.ded attendee may then proc�ed to beer vendors, servers wi11 be TIP� certif�ed(ar
equxvalentj, and trade beer ticke�for one beer
S. Twa Police details will be on sit�at Beer C�arden al1 hours it is open tc�the publi�
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Approve and Sign Conservation Restriction and Access Parking Easement for 45,55,65
Hayden Avenue
PRE E TER• ITEM
S N .
NUMBER:
Karen Mullins, C o ns ervatio n D irec to r
I.6
S UMMARY:
The purpo s e o f the expanded C ons ervation Restriction is to as sure that an additional 2.287 acre portion o f the
s ite, will b e maintained in a natural, s c enic, and an und evelo p e d c o nd itio n in p erp etuity fo r its c o ns ervatio n
values.
T he p urp o s e o f the Ac c e s s and P arking E as ement is to grant a no nexc lus ive eas ement fo r vehic ular ac c e s s o n,
over, and across a portion of the 45-65 Hayden Avenue Property running from Hayden Avenue to Hayden
Wo o d s during d aylight ho urs and fo r the right to p ark vehic le s in fo ur p arking s p ac e s lo c ated near H ayd en
Woods trailhead.
The C ons ervation C ommis sion, who is the Grantee, voted to acc ept the enclo s ed C ons ervation Restriction
during their F eb ruary 2 5, 2019 C o ns ervatio n C o mmis s io n M e eting and the enc lo s ed Ac c e s s and P arking
Easement during their April 29, 2019 Meeting.
SUGGESTED MOTION:
Move to approve and sign the C onservation Restriction between The Hayden S cience C enter C ondominium
Trust and the C ons ervation C ommis sion.
Mo ve to ap p ro ve and s ign the P arking and A c c e s s E as ement b etwe en T he H ayd en S c ienc e C enter
C ondominium Trust and the Town o f Lexington.
FOLLOW-UP:
C o ns ervatio n D ep artment
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:45 p.m.
ATTACHMENTS:
Description Type
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APRIL l9TH
�FXI NG���
MEMORANDUM
TO: Board of Selectmen
FROM: Karen Mullins, Conservation Director
DATE: April 3 0, 2 019
Re: Conservation Restriction#100, 45, 55, and 65 Hayden Avenue
Please find enclosed the following documents for the board's approval at an upcoming Board of
Selectmen's Meeting:
1. Conservation Restriction to the Town of Lexington- to be executed by the Board of Selectmen and
signatures to be notarized (need 2 originals executed); and
2. The Access and Parking Easement-to be executed by the Board of Selectmen and signatures to be
notarized (need 2 originals executed)
The granting of a Conservation Restriction (CR) to expand the existing Conservation Area at the
above-reference property to include the unimproved portions of wetlands and forested upland buffer
zones on the westerly portion of the property was agreed to under the October 2, 2017
Memorandum of Understanding and was also required under the Conservation Commission's Order
of Conditions permit issued in February 2018 for the new commercial development at the property.
Over the last year, the CR has gone through a series of review and updates and has been fully vetted
by all parties, including the Hayden Owners, Hayden's Attorney, Conservation Commission, Town
Counsel, and the DCR State Reviewer, and the enclosed CR has been accepted as the final version
to be executed.
The purpose of the expanded CR is to assure that an additiona12.287 acre portion of the site, shown
as Area 2 on the enclosed Exhibit A - CR Plan, will be maintained in a natural, scenic, and an
undeveloped condition in perpetuity for its conservation values. The conservation values include
water supply, wetlands and water quality protection, upland buffers of wetland protection,
conservation trails and connection to conserved land, and open space preservation. The CR has
reserved rights to allow for public access and installation of a trail within Area 2 to connect Hayden
Avenue to the abutting Hayden Woods Conservation Area. CR Area 2 is in addition to the existing
CR Area 1, comprised of approximately 8.8 acres, previously restricted in 1999.
The Access and Parking Easement to grant a nonexclusive easement for vehicular access on, over,
and across a portion of the 45-65 Hayden Avenue Property running from Hayden Avenue to
Hayden Woods during daylight hours and for the right to park vehicles in four parking spaces
located near Hayden Woods trailhead was also agreed to under the October 2, 2017 Memorandum
of Understanding.
The Conservation Commission, who is the Grantee, voted to accept the enclosed CR during their
February 25, 2019 Conservation Commission Meeting and the enclosed Access and Parking
Easement during their April 29, 2019 Meeting. The next step is for the Board of Selectmen to
approve these two documents. In addition, once the board approves the enclosed CR, the CR will
be forwarded to the State for the final step of obtaining the Secretary of Energy and Environmental
Affairs signature before recording at the Registry of Deeds.
In the meantime, if you have any questions or need additional information prior to placing the
acceptance of the CR and the Access and Parking Easement on your agenda, please do not hesitate
to contact me. Thank you.
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a����v�1 i� r��� r���i��� ������ �uxs��r�� t� a��ali���1� v��tlar�d pr�������r�
r�gu�a�i�r��, ��r�u����������i�r�����ri���ir��hi� ���t��� II,��I��a-��.
�� 1����r����ve �r r�u����r��� � ��i��, T�i� r������ �f���-r��ti�� �� �n���i�r�
�pe�ies, t�e ir�terplar�tir�g of n��i�� ��e�ies, a�d the �ar��ro� of spe���s ir� a
mar�r��r �hat rn��ir�r����s damag� to su.�rour�d�r�g, �or�-targ�t s���ies ar��
pr�ser�r��v�r�t�r q�ality.
�� ��rn���ti��. T�� �����C��l�r�� �r�� ��rn���t�r�� ����u��s, �r��� a�� br���
1irr�l�s ��d ��rr�ilar �i�c��grad��1� rr�a��ri�l� ��i�i���in� �r� ��� �r�rni��s�
pr��ic��� �l��t ���� ������il�ng a�d ��rr���strr�g i� ir� l���ti�r�� vt�l��r� ���
�r����c� �f�u�� a�tivities �v�li r�ot im�air t�e �onser�atio� v�lu�s of this
��r���rv�ti�r� I����i��i�r�. I�� su�� ���i�ri���� v�i11 ta��pl��� ���������n �r��
�t�r�d.r�ci�1�������fr�rr�a���r���ar��,v��t�r�������tr�a�m,�}r�����is� �f
���� r���rvec�r�g�i� ����1 �a�� ir�t� �����r����n�i�i�r�ar�a� �r�d��r�it��arm t�
r��stin�����i�� d�rir�g��s��r�� ��a��r�,
4� �i�dlif� �abitat Irn ro�r�mer��. ��tl� t�� �rior vv�rit�er� perr��ssior� a�
�rar�te�, measures de�igned t� restor� n�ti�re �iotic ca�rn��r�iti�s, or to
��inta�r���r���r����r��st�r��ril�lif�, �r�l�lif��a�itat, ��r�r���r�r���r�ger��
speci�s ir�cluding selective p�ar�ting of�a�i�r�trees,s�rubs ar�d�1ar�t��e���s.
�� Ar������� i�al Ir����tr ati�r��. T'h� ��r�c�u�� �f` �r��a��l�gi�al ���1VI�1���
i��lu�ir�g v�rit���� l�rx�itati�r� ��r���r, ex���rati�r� �r�d ar�if��� r�t�i��a�,
f�l���rir�� �r�l�rr�i�si�n �#'�r� �r��a�������al #i�l� ir�����i�����n �1ar� �r�� ��s
���r��al in �vri�ir�� b� �rar���� an� ��� �tat� A�r�h���l��i�t �f' t��
�ass���use�ts I�is�ori�a� �ornmi�sia� �or appropriate s����ssor offic��l}.
6� �i�`�'h� �r���i��, ma�r��er��r��� and �replacement of sig�s �vith re��e�t to
tre�pa�s, �r�il a���ss, i�entity a�d �ddress of the o�cu�ar��s, �a�e of ��e
�r��i���, �r�r�t���s ir����r��t in th� �r��rni���, any ��f�, gr�r��, �r ����r
ap�li�able �our�e ��'su�port for t�e cons�r�ratior� o�th� Prer�ni�es, use ar�d
1irr�����i�r�s ��'t���r�rr����s; �nc�����r����t�c���r���r�a�i�r� �ral��s,
��os3��a�,�� �
�8��-��l�-80��.11
�7� �'��i1�. Th� �nar�ir��, �l�a�ir�g �r�cl rn�ir�t�r��n�� ���� �xi��i��trails, ar�c�,
���,,,,,,,,�����„�,�
�it� �r�or ap�ro��� of �r�r�tee, the car�st�,►e�ior� of r�ev�r trails, ix����xdir��
����1�ri�g�� �►r����a���v�ll��, �����r�l��a���r��r al�������r��f��is�ir��tr����
�rav�ded t�at ar��r r���r tra��s �o r�ot e�ee��a�r�c�t�of s�� �G� fe�t.
�� ��������a��i�� ���r�a���r�al Y,,,,,,,,A„c,,,���,,,���iti��, �-I��ir�g ar�� �t���r��r��rr�����i��c�
. -. . ..n�urii��aamiiiir��rrai
outdoar re�r�atior�a� a�ti�itie�that d�r�ot�ateriall��1ter�h� �ar�d�cap�, do
r�ot d�grade �r��rixor�mer��al quality, ar�d do �ot invo��e rnare tha� �,ir�im��
us� fo��o�mer��a��r���rea�i��al�cti�ri�ie�.
�� �i���VI�r�� ��n���. ��t���ra�i���r�d r�rn��r�l fr�rx��1���r����������il,g�r��r�1
��r ���i�� rr��r��r�1 r���u�r��� �r r�a��r�l cl������� a� rr��� �� �r��i�����1 �� ���
ma�nter��r�ce, r�pair, or re�la�emer�t of th� s�v��r �i�e �oc�ted �� the
��re�i�es as �haw� o� the �or�ser�atior� �estr��tiar� P1an �t�►e "E�cis�i�
Im ro�emer�t�"�, ar the r��o�atior�o�'s�c�E�i�ti�� Impro�em�r�ts upor�t}�e
�rior �vr�itter� cor���r�t o� Crar�t�e, r�o� �o �� ��reasor�ably v�it��ld,
�or�ditiane�, or d�layed.
��� ,�i�� �����ra�i�r�, Ar��r v�r���C unc���-ta�C�r� ir� �����r��t��� v�i�1� ��� ����rv��
I�igh�� ��s�rib�� �r��1��� �aragr��� II.� �l��Il ���1� �� rnir�irr�i�� �li�tur��r���
t� t�e �ar�se�a��or� �a���s ar�� ot��r r�a�ura� featur�s v�i�hir� t�� �remis��
t�a� rna�b� irn�a���� �� a ��s�l� ������r�i�ing a��r ����� ��s�r��� 1�����
�������� ��r�ir�. �J��r� ��rr��l��i�x� �f` �t�y �i�� ��r1c ����rm�� �r�
cor��ur����or�v���� the �e��r���i�i�hts d�s�ribed ir� this ���a�r�ph II.B, �r�y
di��ur��d a�eas s�ia�l be r�stor�d �� confo�m�►r��e �v�th �he c���l�tior�� witl�
r����������i1 rr����ri�1, gra��,�nc���������c��r��r�����r���1�����i�����r��r
to sa�d�vo��t to�he�na�ci�um��t�nt pract���b��.
1�� ��rmi�� 1�� 1��i�r�s ��v�r�. T'�� ���r�i�� ���r���i�� ������d �y ��rar����-
�r������i�Para�r��� II.� ���11�� i� ��rn�liar����rit���r�in�, th� ��tlar��s
�r�t�����r� ��t, ar�� all �th�r a�p�i�a��� �`�c��ra�� ����� an� ����1 lav�s, rul���
r�g�la�ions, ar�d �errn���. �� �nc]t��i�r� of ar�� reser�r�d right �re u�rin a
� �
p�r�rnit from a ��b�i� ag�r�c�r do�s r��t im��y that �rar�t�� or �he
���IYI�II������'] ����� �l"1����1�1�17 ��7���1��`5�1��1��l"1"�"1����l�l.l�C��� l��1�1�(�.
1�� 8��� IViana �rn�r�� �ra��i���. T'� t�� e�t�r�� ���li�alal�, �h� ��e��i�� �f ar��
�ig��rese�vec��y�rantor under�hi����a�ra�h I�.� s1�al� �`o�lov�r��tablishe����
�tp t� c�at�, ar��l���i�r�al��r-c'1�)�11���1�� ��5��I1��I7���I17��1�PI`21��1����I'�1I�"11��I'
s�andar�s de��lo�e� �y a ��verr�me��al ag�n�}�or oth�r er�tity�vi�� 1�nov�rr�
����rti�� ir������-�a��`�����i�� ar��c���i���t����������� n�tural ����r��
�ot�ntia�ly aff���e��y th��c�i��n���.
�, ��'����AI�� ������A.I�
�her���r�r �oti�� t� or �ppro�ra� by �ran��� i� re�uired, �r�nt�r �hal� n��if�
�r�r����� �� a �n����d �-�c���r�r�� ����f���r����p�� i� �v�ri�ir�� n�t 1��� ��i�n �� ���r�
prior to the dat� �rar��or i�t�nds t� �r�d�rtal�e t�e ��ti�r�t� �n ��estion. �'�e no�ice
���������w�� �
����-������o��.��
s�iall ����ri����a� natur�, s����, d�sig�, l��a�i��a, �irr���ab1� ��rl �r��r�t���xr�at�r�ia�
asp��� of�he propose� �c���rit�r in �uf�icier�t c�etai� �o pe�mit �rar��ee to ma�e ar�
�r��'orrned ��dg�ent as t� i�� e����ster�cy �i��a ��� pur�oses o�'this �o�se�v��x�r�
R�str����or�. �here Gra�r�t�e's appra��l is r�q�ired, ��ante� �ha�l gra�t or�rith�old
����r��al ir� �i�ix�g v�it��� �� ���� ��` r���i�a� �� �r�r�t�r's ��c����t. �rar�t��'�
���r���l s���l n�� 1�� �r�r��►��r���1}� �ritl�.h�ld, ��t �h�l� �r�1� �� gr��t�� ���r� �
sho�vir�� �ha� t�ie �ro�o�ed act�vi�y �hall �ot irr��air th� p�rpos�s of t�is
��r�s����i�r������ti��,
��bj����o �r�y a��l�cabl�1av�r or reg�ul��ior�, fai�ure�f�rar���e to�es�or�d ir�v�itir�g
�i��ir��� da�s shall be de���c�to c�r�stitu�e a�proval b��rar�t�e a���e reques� as
���rr���t�c�, �� ��1"������1� ��C�LI������� ����1��1��]I`��11�1��1�����11� ����1�I1 I'����1I1���
c���rned a��rov�l a��r�0 da�s ir�the�o���e, �h�reques�ed a����it�r is not pro�i��ted
�er�in, �nd t�e a��i�i� v�i�l �at ����ir��� cor��er�r�t�ar��r�lues o�p�rpo�es of t��s
�o�servat��r� Rest�i��ior�.
�I�. I���AL R�1VI�DI�� �F GRA1�1'�'��
�• ����� .�4�� ����J���i/ �/lJ��
T'�� ri���� ��r��� �r�n��d s�a11 �r����c�� t�� ri��� �� �n����� ��i� ��n��r��ti�r�
Rest�iction by ��pro��i�te ��g�l proc��ding� ar�d t� obt�in �r���nc��v� ar�d oth�r
�q�i���l���1i��a�air��t�r���ri�la�i���,�r�����i��,u�x�h����irx�i���i�r���r�li��r���irir��
r�sto�r�tior� o#' th� �'rerr�ise� to �h�ir eor�di�io� prior �o the #��e of the ir�J�ry
��rr��lair��� �f�i���ir�� a�r��c�t�ia��rar�t��v�ill �ia�r�r��a��c��a�� ��rn�c��r a� la�r�.
�'���i��ts he�reby grar�t�d shal�b� ir� additior�to, and r�ot in l�r��t�ti�r�of, �y o�h�r
ri�ht� ar�d r�m�dies avail��l� to ���nte� �or�he �r�forcemer�t af t�is �or�s�r�atio�
I��s�ri��i�r�. Cr��t�� ��-��� �� ������ra��� f�r � ��a����bl� ����� �f�irr�� �r��� ��
r���rtir���� 1���1 ��ar��ir�r����l�rir�g i���x����r����ing�ri�l��i�r������i����rar����r
���s�s��a����i�r�������ti�n�a�c��r��.���c��t��-min�����r�i�r�������r�g c�imir���i�r�
ofthe �or�se�vat�on�alu�� oft�e �onse�atior� Resfir�ict�or�.
�rar�tor co��n�x�t� ��d ag�r��s to r�im�urs� to �ra�te� all r�asonable cost� ar�d
��cp�r�ses {�r��ludir�g rea�or�able �ouns�� fe�s� ���ur�r�d ir� e�farc�r�� th�s
�ar���rv�t�or� ���tri�tior� or ir� ���ing re�s�n��l� rn�a�ures �o rerne�y, ��at� or
��rr��� ar�� �i�la�i�� t��r��f, �r��ri�i�c� ��a� a �i�1a�i�r� �f��i� ��r���r��t��n
R�stri��ior� i� a��nov�r��d�ed �y �rar�tor �� c��#ermincd �y a �o�r� of com��ter��
j�rist���ti�r� �� �a�r� ����rr��. In ��� e��r�� ��'� �i���t� �v�r ��� ���r��ari�s �#'���
���1��1'V��1��'1 I����I`1��1�1'�, �rar���r��a���a�r f�r�s�rrr��r�r�d t����r������ur��ari��
�. ��Il'1'l�l'1�I1����Yl��`�C��.
�, ���-�����
�r��`orcerr�er�� a#'t��t�rr�s of this�or�s�r�atior� �e�t�ic�ion s�a�l h���th�dis�retior�
����'��1���. �l'�� �������I7 �� �I'�1"1��� �� �� ��1� �7�LI��'1�I' �i"�C� �1I�1�Il� ��1�� I'l��'1� ��
��#`orce t1�is �or�s��ratior� ��strict�or� o� othe�-�vi�� exer�ise its �gh�s �er�ur�d�r
��a11 r��t h� ���r����r��r��tru�t� t� ��a v�aiv�r�f s��1� ri��t�.
��
���������e�� ��
����-����-�o��.��
�r. ��L��������1- ��������
�� a��eptar��� o�thi� ��r�ser�ratio� l���t�iet��r�, �ra.r�t�� do�s no� ur�d�rta�e a��
liabi�it�r or ob�igat�or� re�atir�g to �he eor�ditio� o�' the �'rem�s�� p�rtair�ng to
�ompli�nce �rith ar�d ir�el�ding, l�c�t r�ot l�mi�e�l to, �iazardo�s ma��ri�ls, �or��r�g,
����ror�rne�tallav�� anc�re�u�atior�s, or a��s r�o�cau�ed by�rar�t�e �r i�� ager���,
�. .��T'� ����I�TD �RA1�TT`��'� ��1��'�t��,
I�othir�� e�r��ai��d ir� this �o�s�rvat�or� Rest�i��ior� shall be cor�struec� �� er�title
�rar���e ta brir�� any a��ior�s �gair�s� �rar��or fa�r a�� ir�ju� ta a�r �h�g� �� the
�r�rnises�esultir��f�am caus�s�ey��d�rar�to�r's cor��ro�, �r��lud�r��bu�r�ot�imi��d
to �i��, f�ood� s�or�m ar�d ��� �ovemer��, or �rom �n� p�d�nt a�ti�n ta�er� �y
�rar�tor ur�der�x�e��er�cy�a�d�tior�s to prev��t,a�a�e,or rr�itigate sig�i�'i�ar�t ir�j�
t� ��e �r��m���� r�����ir�g fr�r� s��h �a��s�s. Ir� ��i� �v��� �f`�r�� ���1� �����-r����,
�rar��o�r �nd ��ra��ee �vi�� �oope�rate i� th� r��tora�ion of the �remi�e�, ��des�rab��
ar�d f�a�i�l�,
I�. A�����
�rar�to�h�reby g�rar�ts to �r�ntee an�it�dul��ut�i�r��ed a�er�t� or�repre�����ti�res tl��r�ght
�� �r��er��� �r�rni��� t���r� r�a������� r���i�� ar�� a� r����r�ab1� �irr���, f�r ��� �urp��� �f
inspe�t��g th� �remises to de��rrn�r�e com�l�ance v�it� or to er�for�e t�is �or��er�r�tion
F���tri��i�n.��ar���r����gr�r������rar����,�f��r r���i���fa��ri�lati�r��r�cl�ai1u����C�a����r
�� �ur� ��ic�vi�l��i�n, ��� r��it�� �r���r��� ���r����� f���1�� �u�-���� ���akir�� ar���r�c� a�I
a�tion�v�r�th r�spe�t to the Pr�rnis�s as �na�r�e r�e��ssar}�o���propriat�to re���y or abat�
an�r�i��a�i�r������f, ir��I�d�n���►���� �irni��d��t��r�ght t����f�rm a�u��r���f`���r��ar�
.
��r���.
�I'�II��I` ���� �'���� �� ��'�I"����, 1�� �L��� ��,1����`l��C� ����]�� �Il� ���]I`����1�������, �I�C� ��"l�
g�r�eral p��]i� th� r�g�t to pa�s and r��ass �por� ar�� trails �rr�r�t�e �rna� est�blish or� th�
Prerni��s �rom �ayd�r� A�er�ue �or t�� pu�pos�s of hik��g, wi�ter sports, r�at�r� s�ud�r or
�t��r n�r�—�1���I'1��(� ���1�1�1�� C�Ll�ltl� (����II7� �l�li�'� �I7C� �1.��7���� �� ��'��7���'� �����t�l����
ru��s ar�d reg�latior�s. 'i'o ena�1� �ra�t�e ar�d the gen�r�l p�b�ic to �x��r�is� such rights,
�rar�te� ��al� ha�� the ri��t t�rough its off i�ia� rep�es�n�ati��s �o �l�a��r�d mar�trails for
sai�p�rp���� �r��r���d �1��� n� �rail� �r� v�ri��r t�ar� �ix ��� f���, ar�d �urt�er �r��ri��c� t�at
�uc� ���ess �s �or��ned �o t1�e P�-em�se� an� does r�ot rnat�r�all� i�terfer� �ri�� ��r�ntor's
��� �f��� a��t#i�� pr���r��r u��r� v�r�i�� ��� I�a}���r� ��ien�� ��n��r ��r�c���n�ni�rn i�
��rr�r�tl�1������.
'�. ���'�1�I��I��1V���1IT
A, If�xr��rr��t�r���� aris� ir���� f�t��r���a�r��d�r th���rp�������i� ��r���r�rat���
Restr��tion im�o�si�l� to a���rr�plish� th��r�st���i�n �ar� on�y b���r�nina��d�r
ext�r��uis�ed, v��et�er ir�v�r�o�e or in��rt, b�a �our� af�om�et�nt jt�risdi��ior�
ur�der applica��� l�v�af�er r��r�e�r ar�d approv�l��r t�e ��ssa��use�t� ��c��tar�y o�'
�r���r��r ar�� �r�vir��m����1 ��'f�i�r�. If`ar��r���n�� ir� ��r�di�i�r�����r gi�r��r�s� ��
e�tir�g�ish�ner�� a�r ot��r release of t�e �ons�r�r�tior� F�est�i�tion��ad�r a�p�i���1�
�nos�����,s} 7
����-2�]�����3.1 l
la�r, tl��r� �r�r��e�, on �subse�u�x�t�al�, e�cha�g�, or ir��ol�nta�r co���rsior�of
����remis�s, shal�b� �r��itl��to a po�tion of t�e pro�eeds ��aeeor��r�ce�r�th
�ara�r���i �.� ��1��v, ���j��t�����cr���r� t� ar��r a��li�a�l� l�v��hi�� ��c�r���l�
pra�ide� for�diff��er�t��spo�ition of���p�roc�eds ar��after�orr�pl�ng v��th the
�errns of�r���if�, g�rant, ar#'u�adir�g requ�rem�r�ts. �ran��� shal� us��ts �h�re of
t���r������ ir� �rr�a��r��r��i���n��r�th t�� ��ns�rv����r��a����s ��� f�r���i�r�in.
�. ��������. C�a����an������� a�r���ha�t�� c��r�a�i����t�i� �����r�ati��
Re�t�i�tion�i�es �is��o a�r�al�raperty ri�h�, ���t�iat��y ves�ed ir���ra�te���rith
a f�ir rr�a�r��t�a1ue that �s at lea�����al�o����rop�rt�onate ��lu� �h�t th�s
�����rva�i�r�I���tr���i�r���ar� �� ���r�lu� �#'����r�-�st�t-����������rty, ���1�
�r��a�rt������ �r���� ���rar����'������r��r��h����1�r�rr�a����r���ar��. ��r
�I'����C�� V�1���� C����I'1�3L1��C��I7�����I`��I11�?��1I1�W1��1��1����'t17� ����'1�1�1�, gr�r��,
or o�h�r fur�dir�g re�t�ixemer���.
�. �rar����r��r�ar���� �����ra���r��� ��__rdir� ��b�i����i�r�, V���r����r a�l ���n}r���t
o�t�e Prerr��ses or ar�y i��er�s�th��r�ir� is tal�er�� ubli���t�ori �nder o�v�r o�'
Y� � �
err�ir���t �lor�air�o�other�c��f��b�i� authori��, �hen Cra�tor and G�rar�t��sha�l
��o�era�e ir�r��o�r�ring t�ie full�ralr�e of a1� di��ct ar�d cor�s��uer�tial dar�a�g�s
. r��t���ir��fr�rr� �������i�r�. �1� re1a��� ����n��� i��u�rr��l��r�rar����r��c��r�r����
����1 firs���p�id�t�����r��r r��������1�r������, ar��i���r�rr�air�ir���r������ s�a��
�e �istri�u�ed betv�r�er� ��rar�tor and ��a��e� �r� a�cordar��e�v��h�a�agraph�.�
�b��r�, a��r��rn��y�i��v�rit�������m� ��a��r 1a�� �if�� �ran�, ��f�r��ir��
r�c��►irerner�ts. I�a�es� tha� f�� interest is taker�, t��proc��d� s�a�� b� �q�itably
�11��at�c� a���r�ir�������r�at�u�� �f`t��ir��������a1c�r�, �r�r���� sh��l ��� ��� sh���
a�the�race�ds like a cor�tir�uing tru�t ir� a r�ar��r�or���st�nt v�it�t��
��n��rva�i�n��r����� �f��ii� �rant.
��. D��,TI�11�A�1�A��I��ABI�IT�
�. ��TNI�II�T� ��'I'HE BU�,.DL�I�
T�� ��r��r�� �� thi� ��r����rati�r� 1����ri�ti�r� sha1� r�r� �ri�� ��� �r�rr�i�e� in
�erp�t�xity, �r�d sha]1 be�nfor��ab�e against�rantor ar��the �ucc�ssors�r��assig�s
�f`�r��r�t�r��l��r�g an}�ir��er��t ir� ��� �r�rni���.
�, ����LJTI�I�T �� 1N��I'1��U'��I�I�'�
�rar►��� i� a����ri�e� �� r���r� �� #il� �n�r r������� �r ir���rurrY�r��� ���r��ri�t� ��
���1,1I`11'1� ����]�l'�]��ll�� �il��I'����l�i�� ����11� ��I7���V��1�I1 I�����1��1�1'1; �rant�r, �r�
behal�of it�e�f ar�d �t� �u�c��sor� ��d �ssig��, a��aints �r�antee t�eir ��torney-ir�-
fact to �x�cut�� �c�nowl�d�e �r�� deliver any su�h ir�s�rum�r�t� or� its b��a�f.
�ithout 1ir�it�r�g the �`ore�oin�, Cr�r�tor ar�c� i�s s�c�ess�r� and a��ig�s a�ree
thems��v�s �o exec�t�ar�y suc� instrum�r�ts u�or����ue�t.
�. R�J�TI�IIIV�� �� '�'�I� BEI�TEFI'�'
�n�s�����.�� ���
4�8��-��1�-$���.]1
�'����r���t� ��`��.i���r���r�a►ti�r��.���ri�ti��sha��r�xr�t� ���r����� s�ia�1��i�gr���
a�d sha1l r�ot be �►��ig�a��e by�r�r��ee, ��c�pt in the �`ollo�vir�g ir�sta�e�s:
As a cor�d���or� a�`any assigr�m�r��, ��ar���e ��i�ll requir� �hat t�e purpo�e o�'th��
��r�s�rv��i�r� �����-i����n ��r��inu�� �� �� ��rri�� ���; tha� ��i� a�s�gn�� �� r��t �r�
o�e�r of t�� �'ee in �he �rope��; a�d t�e �s��gr�ee� �t �h� tirr�e af tl�e assignme�t���
c�u�Ii�ies ur�de� �e���on 17���� o�'th� Int�r�al R��en�e �od� af 1�5�, a� amer�d�d
�
ar�� a���ic�b1� regulat��r�� �h�re�nder ar�d is a do��e eligible to r��ei�e ���
�o�ser�atior� ��str��tior�u�der ���tion �� of��a�ter �84 of��� �en�ral I�aws of
ll��ia��a��u��tt�. Ar��r���ign.r��r���rill����I�r�ri��i A.r�i�I�9� ���h�.Arr�i�r��rr��r�����
��� �����i�u�i���f�i� ��mm�r����1t�i�#'IV�as����u��t��, �f ap�li�at���.
�II. �[J�����J�N�''I'1�I���'�1��
��r��tor agre�s to ir��orporat� b� re��r�r�ce t�� t�rm� of��ii� ��r�ser~vatiar� .�estric��ar� ir�
a�r�� ���� �r �t��r ��ga� ix��trum��� ����� �-�r��� �r��r ir��er��� i� �1� ��r � ��r���r� �����
P�er�ises, ir�cludir�� � �ease�old ir�te�res�, a�d �o notify ��a�te� r�o� less th�r� �rer��� ����
�la���a�i��t�����x����i�r��f���1�trar���'��, �ailur����� �r��r�f�������� �ha11���irn air
■ s i i i * i ; ! �
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� Y
v�i�� Arti�1� �� �f��� Am���rr��r��� �� ��� ��r�����u�i�r� �#` th� ��mm��v�r�a�l�� �f
�������t����t�, if a��1i�a���.
�"r��n��r ����1 r��� �� 1�a��� f�r vi����i�r�s ����rr�ir�� �f��r i�� ��r���s�i�. I�����1i��r ��r ar�
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���� ���rn�����r�����urx�r���r���r�� �r��tr�r��f���n�l�a�il���f��a��tr�r��f�r i#`ir�v�����i�r�
��`thi� ��r�s�rva�i�� ���tri�ti�n��a11 survir����� t��r����r. �n�r r�����rr�����a11 �����ra��
ir� the r�storatior� o��h� Pr�rr�is�s ar �r�m�va� of�io�atians �aus�d by �r�or o�er�s� �r�d
r���be held res�onsibl� �`ar�r�y�or�tir�ui��via�a�i�ns.
��II, ��T�PP�� �E�TIFI��T��
���r� r�c�u��� b� �rar����, �ra���� s�all v�ri��a�r� i��r�t� ���� ���� ������� ar�� ci��i��r ��
��a�tor ar�y do�umen�, in�ludir�� ar� �sto��e� ���tifi�ate, u�hic� ��rt���� C�ranror's
���p�i�n���r�t� any�l�liga�i�r����r�r�t�r��r���in�� ir� t�i� ��r����v�ti�n ����ri��i�r�,
I�. 1��I�I-�VI�l���l�
T�� ��rti�� i�a��n� ���t �r�}� futur�� a�c�����ti�r� ����� �r�rx����� sha11 ��� r����t in a r��� �r
. , . . �
�� ��1� ��I3��I'V��1�I1 ��5��'1����1"� 1�1�� ��1� ���. ��'�I7��I' ��l'��� ��1�� 1� 1��1� �l�� �Il�, �I7�
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�rar���� agr��� ��at �� v�il� r��t �a�� t����, �� ��1� ��� ����'1� ���I�115�� �1��]�1�� �"1��1�1 fi�r��
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l�7��h� �f��ae Ir��ern�l 1�����u�� ���e �� 1���, a�� �rr��r��ed, ar��l ���1i���1� r�g�,�l�t�i��.�
������r�d�r� a�c� �s eligi�I� �� r�����r� t��� ��r�s�r�a�i�r� R.���ri��i�� r�r���r ���ti�r� �� �f
��apter 1 S4 of����e�eral ���r�of 1V����a��ius�t�s ir�ord�r to er�su�e that rr�e��er doe�r�ot
���ur a�r�cl ���� t�i� ���l��l"�3�1�� ����1'1��i��l ��I7�1�1�.1�� �� �7� �I1��I`������ �� � il��'1-#`��
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If�i���m�tar���s �r��e und�r whi�h ar�ame�t�m���to or��di�i�atio� of t��s �or��er��tior�
����icti�n v�rauld �e appropriat�, Crar�tar ar�d �rar�tee ma�r joi��l�r a�en�i t�iis
��r�s�r�at��r��e�tr�i���ar�;pr��id��tha�r�o am�r�drr�����ha1l b� a��our�d t�at v�ri11 aff��t��e
�ualif���tior�of�h�� �ar��erv�tia�R�st�ric�iar�or�he �ta#�.�s of��a���e u�d�r any ap��i�able
�av�rs, ir�cludir�� �ec�io� 17��h� �� t�� �riternal ���re�u� �ode of 1��6, �� amer�d�d, o�
Secti��s 31-�� of�hapte� 184 of t�� �e��r�� �,av�v� �f IVia�sa�h�s�tts. Any a��ndmer�ts
t� ���� ��r����va�i�r� ���tr��ti�r� s�ial� ����r �r��� in ������i�r�al �i�r��rn��a����, �ra����
�vill ��r��ic��r a��r�drn���� �r�1��� ��rr����� �rr�r���v�r�i���, t� �l��if�an �rr�bigu���� �r
v���r� ���r� i� � n�� ��ir� ir� �����r�a�i�r� val��. �11 ����r���� �#'a1l �ar���� ir� �������rir�
. , �
ar�dlor �m��e��r�t�r�g ar� �m�r�d�ent �ha�� �e bor�r�� by ��� persor�s or �r�ti�� seekir�g �h�
arr�er�drr�e�t, Ar��r �n��r��m�r�� ��iall �� ��r��i����x� �i�� ��� ���� �f�l�i� ���s�r�ra�i�r�
��
Restrict�or�, �h�1� r��t a�'f�c� �ts �erp�t�a� d�rati��� sha11 �e �ppra�e� b�r ��e �e�r�ta�-y a�'
�r��r��r �r�� �r��i��r�m�r���� �f�air� �r��l if a�p�i������ ��a11 ��rr����r �ri�l� ��� �r��ri�i�r�� ��
Art. �� �f��� Am�r�����t� �� ��� �VIa����hu��tt� �����i�uti�n, ar�d an�r �if��, g��r��� ��r
fur�c�ir����c��ir�r��r���. �4���rx��r��rr��r�t��a���� �����t��cl ir���� I���i��t�y.
�I, �FF��'�'��� DA�'E
This �o�ser�a�ior�Re�t�r�i�tior� s�ia��be eff��tive ��en�rar�tor and ���n����i��r� e�e��t�d
i�,t��adrr�ir�istra�i�e�pprovals req�►ire�by�e��ior���of�hapt�r �84 o�t����n�r��La�vs
1�av����r���������1, a�r�� i�h�����r� r���r��� ir� a ��rr����r��r�n�r ir����1�����tr�.
�II. I1���'I���
Ar��r r���i��, ��rx��nc�,r�qt����, �����n�, �����va1 ����mm�tr�i�ati�r�t��►t�it��r�art�d��ir��
or i�r�qu��ret�to g���to���oth�r�hall b�ir�v�riting ar�d eith�r s�r��d p�rsor�a���or s��t b�r
����i�r�r f��rs��1a�� rr����, ����a��� �r�-����, ac�dr�����a� ��l��v�rs;
'T� �rar���r: 'Trt��t��� ��'I`h��Ia���r� ��i���� �����r��r���rnir�i��m+I`ru��
clo I�ir�g �tr��t�ro����cs
������r1s��� ��r���
�uit� 1�?�
�a�ton, IVlassach����ts ��l�9
�4ttn: �"l�omas R�gr�o
Ar��: �I'ru�t��� �f'T��I�a�r��� ��i���� ��r���r��r���rr�ir�i�rr�T'r���
cl� ��P ���e ���e��e �EIT, In�.
1��� 1V���n �t�ree�
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Ir��ne, �A ���1�
A�tx�; T��r�a� IVi, ��arit��
�it�� ����r��: ���1����� ����rrs ��
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��; ������,. '�''amm, ��c�.
#I'o �r�r��ee: To�vr�of����r�gtor�
�6�� IVl�ssa�hu�e�#s A��r�ue
L,��ir�gtor�, ��s�ac�iuse�t� ��42�
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�� ��i�c �tr���, �1�������r
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�tt�r�: 1Vlir�a�. IV�ika�-i��s, ��c�.
ar t� �u�h ot��r addr�s� �s ar�� of the abo�� ��r�ies shal� d��ig�a�e �rom ti�� �a ti�m� ��
vtrri�t�r�r�o���e�o the o�her ar,i#'�otic�is r�turr�e�to s�r�d�r,to ar�address��a�i�r�asona�I�
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A. ��r��r��lir� I��v�, T�� ir����r���a�i���r�cl��r�`�rma��� ����i� ��r���r���i�r�
R�stri�tion shall b�go�r�rne�by the Iav�rs of t�e C�mrr�or��ea�t�af
1V�assac�usetts.
�. Li�era� �ar�strt���ion. Ar��genera� r��� of�or�struc�ior�to t���or�tra�r
r��i�ri��s�ar�ding, ��is ��r����a�i�r�1����ri�t��r� ���1� �� li��r�l1�r��n�t�r��t� ir�
fa�o�r of the �rar�t to ef#'e�t t1��p�ose o�t��s �or�se�a�ior� Restr�i�tior�ar�d�he
�oli��r ar�d�ur�oses of�hapt�r 1 S�, �e�tiar�s �1, ��, ar�d 3� of�h� �Vlass�ch�s��s
����r�►I I�a�rs, If ar��r p���ri�i�r� ir� th�� i���ru�n�r��is ���r���� �� ar��igu�u►�, ar��r
i��er���tation �o��istent�v�t�the p�.rpos� of thi� �or�ser�at�or����tr����on ��at
v���Ic�r�r�����������i�i�n��l��l��a1� �� f�►v�r�� �v�r��r��r ir���r�r����i�r�����
�vou�d��r�der i� ir��ral�d,
�. ���r�r�t�ilit . ���I1��I`��11�1�I� ����'11� ���1���'V��1�I1 I����1�#��1�I7�I'��7� ��}�7�I���I�I]
�hereof to ar�y p�r�o� or cir�urnstar�ce is fo�►nd t�b� �r�va�id, t�� rerx�air�d�r of the
�r�vi�i�n�f't�i� ��r��erv�►�i�r� I�����i�ti�r� s��►ll n���� �ffe���c�th�r���.
�. �r��ir��gr��rr��r��, T�i� ir���rurn�r�� �et� �`��t�i�h� �����-e agr��rx��r�t�f�����rtie�
v�r���r�����t t� �h�� ��n��rv����r� R�s�r���i�r� a�r�� ����r��c��� a11 �r��r�i�����i�r��,
n�g��ia�i�n�, 1��'IC��I`���i'1�1I7�� �I'����I17���� �`����1I1��� ��7� ��I1��I'V��1�I1
l���tri����r�, �11 �#'v�r�i�� ar�rr���ge� ���-��n. .
���, �VI���EI��,A11�E��J�
A. �r�-��ci��i����►��i� �igl���, A��r��rai ��t�i� ��r�s�r�ra�i�r�Ft���ri�ti�n��r����r����
��apter I$4, ��ctior�3� of th��I�ia�sac��s�tt� ��ner�� Lav�s by ar�y r�uni�ipal
offi�ials a�d by t�� ���retar�o�`�n�r�y an� �r��ironmer�tal A�fai�rs is not t�b�
�o��tr�u��as r��res�r�tir��th� ��ist����o�r�on-existe�c� of any pre�������r��rig�ts
�►��s�������os� i��s�.
a�z�-����-�o��.�t
a�th��ub1��, if ar�y, ir�a�d ta�h��'�e�ises, and ar�y suc��r�-��i��ing rig�ts af
the pu��i�, if ar�y, ar�not affe��ed b�r�he �rar�tir�g of�his �on�e�va��on
��str���i�n,
�. II�������c�. ���n���r a�t���� tha����r� �������i����� �r���ab�tt�r��th��r�rni���
that is accu���d as �p�ir�cipa� �esid�r�ce�y a s�ous�, forrn�r��ous�, �r�h��drer� of
��rar��ar, or a spou��, farrr�er spou�e, �r ehildrer�of a b�r��fi�i�r�y of the tru�t, if t��
����ni��� a�r��v�r�t��cl��r a tr�.���,
�. �ubordir��tior�, �r�►n��r���11 r���r� ����� a��r���i�t� I�������y�f���c��
si��l��r�eou�l�w�t� thi� �or��er�r�t��r� F��stri�tior� ar�y�t��umer��s r�e�essary�o
�u�ordir�a��ar��mo�-�tgag�, prorr��ssar�y not�, loan, �i�r�, e�ui�y cre��t�ir��,
�refir��r��e a�si�mm��t of r�o�tga�e, ��a��� �nar�cir���tat�rn�r��ar ar��r o�h�r
agr���n��������gi�r�� ri���� a s�xr���r i�a��r�����`�`��tir������r��i���,
�. A����h��n��. �it�����1������ ar�d ir�������t������ir�t����f�r�r��� �r����
�`���ov�rir�g:
�i atux� �P� e�
�ra�tor
�r�nte�aA�ce�tar��� �y t�e To�of�ex�ngtor��or�s�r�a�i�r��arr�r�iss�or�
A�����r�1 ���1�� 'T��rn ��I��xi�gt�r� ��a������l��tm��
�ppro�al af��e �ecretary of�n�r�y a�d Er��r�rar�rr���t�� A��`ai�s
�a�hib��s
�xhi�i�A: ��t�����l�r� �f Pr�rr�i���
��c�i�i��; I.�ga�����ri��i�r��f��r��i���
�Remai���r a#`pa�� ir�ter�tional��r l�f�l�lar�]
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Review Fina.nce Policy Summit Topics
PRE E TER• ITEM
S N .
NUMBER:
Jim Malloy, Town Manager
I.7
S UMMARY:
Attached please find DRAFTS of a recap of our current Fiscal Policies, which have not been in written form,
b ut what the To wn has fo llo wed. T he F inanc e D ep artment has b e en wo rking o n this draft as a s tarting p o int
fo r ed its. Ad d itio nally, I have attac hed the p ers o nal p ro p erty info rmatio n that I had p revio us ly p ro vid ed to the
Board and the OPEB Report from 2014. These can serve as the basis of the discussion and by mid-week
next we ek ad d itio nal info rmatio n will b e finalized and s ent o ut to the B o ard and all o ther C o mmitte e s that will
b e attending the May 15 meeting. T he main top ic s for dis cus s ion at the summit will b e
• C urrent F is c al P o lic ie s
• P ersonal P rop erty Tax Discus sion
• Other Post-Employment Benefits (OPEB)2014 Policy Review
• P ro p o s itio n 2 1/2 - D is c us s io n o n the level o f taxatio n-utilizing the maximum und er P ro p o s itio n 2 1/2
vs. gro Wing exc e s s levy c ap ac ity
• C apital Exp enditure P olicy Discus sion
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 7:50 p.m.
ATTACHMENTS:
Description Type
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OUTLINE OF CURRENT LEXINGTON FISCAL POLICIES
It is a best practice for communities to have an established, written set of fiscal guidelines for
reference by town staff and financial boards to ensure consistency and continuity. The purpose
of this document is to provide a framework to begin to document current policies and practices,
and highlight areas for further review and discussion. Where practical, staff have made
recommendations, but seek input from the policy boards and committees. It is anticipated that
further updates may follow a different format, but will be informed by discussions generated
from this document.
The following overriding goals apply to all of the policy areas noted herein:
• Develop a fiscally responsible, balanced budget each fiscal year.
• Avoid the need for an operating override for either municipal or school operations.
• Minimize the impact to residential tax bills from one year to the next through use of fiscal
reserves, where feasible.
• Maintain the Town's AAA bond rating to minimize the costs of future debt issuances,
particularly for the high school.
• Invest in the Town's physical assets in a way that minimizes operating expenses and
maximizes the useful life of the asset. Develop and utilize a long-term capital plan for
prioritizing capital project requests.
• Establish and maintain fiscal policies that address the goals above, as well as the
establishment, funding and use of fiscal reserves.
Current and recommended policies fall under a number of different areas, which are outlined
below, with further detail provided in the remaining pages. A number of current policies
originated in a 2006 Report from the Ad Hoc Financial Policy Committee, which is attached as
an appendix for reference purposes.
I. Over-Arching Policies
a. Long-Term Forecast— 15-20 Years
b. Fiscal Reserves
i. Pension Funding
11. Other Post-Employment Benefits (OPEB) Funding
111. General Stabilization Fund
iv. Capital Stabilization Fund
v. Other Stabilization Funds
vi. Other Available Funds
vii. Continuing Accounts
V111. Free Cash
ix. Overlay Account Balance
II. Operating Budget
a. Budget Summits
b. "Tax to the Max" (rephrase)
c. Personal Property New Growth
d. Excess Levy Capacity
D�aft fo�Pu�poses of Policy Development 1 S/1/2019
e. Revenue Forecasting
f. Funding Short-Term Capital via Operating Budget
g. Within Levy Debt Service
h. Excluded Debt Service
i. Revenue Allocation Model
j. Funding Program Improvement Requests
k. School Enrollment Projections
1. Snow and Ice Budget
III. Capital Budget
a. Definition of Capital Proj ect
b. Prioritized Capital Plan
c. Targeted Cash Capital Investments
d. Annual Limits on Authorized Within Levy Debt Projects
e. Use of Capital Stabilization Funds
f. Use of Other Stabilization Funds
D�aft fo�Pu�poses of Policy Development 2 S/1/2019
I. OVER-ARCHING POLICIES
The policies below reflect the higher level fiscal principals which govern decision making for the
various boards and financial committees for the overall operating budget and capital plan.
a. LONG-TERM FORECAST— 15-20 YEARS
The Town currently develops a 3-year forecast as part of the initial Budget Summit, and the
Appropriation Committee develops a 5-year forecast in their annual report to Town Meeting. In
order to develop a more realistic outlook, particularly with the anticipated fiscal challenge of
replacing the high school, a 15-20 year projection should be developed, which will provide
context for making other fiscal decisions, particularly around funding and utilizing reserve funds,
and establishing annual tax rates.
b. FISCAL RESERVES
In general, the Town should establish reserve funds for specified purposes, but should also
actively use them when the anticipated need arises. Such policies are a best practice and indicate
solid financial management, which are key indicators reviewed by the rating agencies in their
annual recertification of the town's AAA bond rating. Investments in the Pension and OPEB
Funds are managed by the Town Retirement Board; the remaining funds are invested in the
MMDT account with the State Treasurer, which earns an interest rate of more than 2%.
i. Pension Fundin�—The Town of Lexington is currently on track to fully fund its pension
obligation by 2024. At that point, the annual assessment will be reduced by more than $4
million, providing an opportunity to fund other financial needs.
The current Pension Funding proj ection is displayed below for context, based on the
valuation as of June 3 0, 2018 —
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11. Other Post-Employment Benefits (OPEB) Funding—In 20xx, the Board of Selectmen
voted to fund 35-100% of the OPEB Normal cost. However, the FY2020 budget funded
approximately 21% ($1,8 79,721 of$8,93 0,723 attributed to General Fund).
Additionally, the GASB standards are changing, and biennial valuations will no longer
reflect a normal cost, but will instead capture . Therefore, the funding policy will
need to be revisited.
D�aft fo�Pu�poses of Policy Development 3 S/1/2019
Recent years have provided a steadily increasing contribution from both the General
Fund and Enterprise Funds. The General Fund sources have been from a combination of
Free Cash, and a $750,000 annual transfer from the Health Claims Trust Fund. The
balance in the fund is sufficient to continue those contributions through FY2023, with a
partial contribution in FY2024.
Staff recommends continued annual contributions to the OPEB liability through FY2023,
funded from a mix of Free Cash and transfers from the Health Claims Trust Fund,
increasing by$50,000 per year. In FY2024, the shortfall from the Health Claims Trust
Fund should be made up from the Dental Trust Fund and the Tax Levy, supported by a
reduced pension assessment.
Historical Levels of OPEB Funding s�l��o�9
FY2015 FY2016 FY2017 FY2018 F'Y2019 FY2020 FY2021 FY2022 F'Y2023 FY2024
O enin Balance $4,482,338 $ 5,798,656 $ 7,997,042 $10,532,069 $13,137,657 $15,845,902 $17,731,388 $19,667,162 $21,653,239 $23,689,634
Additional Contributions
Tax Levy* $ - $ - $ - $ - $ - $ - $ - $ - $ - $ 325,000
Health Clairns Trust Fund* $ 1,000,000 $ 1,858,947 $ 1,200,000 $ 750,000 $ 750,000 $ 750,000 $ 750,000 $ 750,000 � 750,000 $ 425,000
Free Cash** $ 119,000 $ 3,247 $ 312,318 $ 1,079,721 $ 1,079,721 $ 1,129,721 $ 1,179,721 $ 1,229,721 $ 1,279,721 $ 1,329,721
Water/Sewer $ - $ - $ - $ 13,174 $ 13,174 $ 5,765 $ 6,053 $ 6,356 $ 6,674 $ 7,007
Total OPEB Contribution $1,119,000 $1,862,194 $ 1,512,318 $ 1,842,895 $ 1,842,895 $ 1,885,486 $ 1,935,774 $ 1,986,077 $ 2,036,395 $ 2,086,728
Fund Gains/(Losses) $ 197,318 $ 336,192 $ 1,022,708 $ 762,693 $ 865,350 $ - $ - $ - $ - $ -
EndingBalance $ 5,798,656 $ 7,997,042 $10,532,069 $13,137,657 $15,845,902 $17,731,388 $19,667,162 $21,653,239 $23,689,634 $25,776,362
*Because the Health Claims TrustFund can orzlv be used fo�hec�lth insurance costs,the t�ansfe�from that fisnd to the Gener•al Funr�frees up tax levy funds that aNe then used for OPEB.For presesatation purposes,that ltivo-step lransfe�
is shown as one for FY2015-19.
**Fi^ee Cash must be appropriated by Town Meeting.If certified Free Cash is not fully appropriated by June 30th,the balance will go to fund balance,and will be included in the amount of Fr�ee Cash certified for the following year.
Health Claims Trust Fund r�2ois r�2oi6 �2oi� r�2ois r�2oi9 r�2o2o r�2o2i r�2o22 r�2o23 �2024
OpeningBalance $ 8,567,189 $7,559,595 $ 5,693,188 $ 4,540,875 $ 3,851,400 $ 3,178,612 $ 2,500,824 $ 1,818,035 $ 1,130,247 $ 437,459
Transfers to General Fund $(1,000,000) $(1,858,947) $(1,200,000) $ (750,000) $ (750,000) $ (750,000) $ (750,000) $ (750,000) $ (750,000) $ (425,000)
Transfers to SpecialRevenue Fund $ (178,405)
Expenses $ (5,196) $ (75,641)
Revenue $ 160,951 $ 43,851 $ 6,486 $ 328
Interest Earnings $ 15,054 $ 24,330 $ 41,202 $ 60,197 $ 77,212 $ 72,212 $ 67,212 $ 62,212 $ 57,212 $ -
EndingBalance $7,559,595 $5,693,188 $ 4,540,875 $ 3,851,400 $ 3,178,612 $ 2,500,824 $ 1,818,035 $ 1,130,247 $ 437,459 $ 12,459
Because a significant portion of OPEB Funding is taken from the HCTF,this chart is proti�ided to show actual activitv in the HCTF from FY2015 ivhen it was first tapped for OPEB,and projecting for•ivard until the fisnd i.v fullv depleted in FY2024.
DOR has asked the Towra to transfer the balance of the HCTF more quickly.Staff have deferred action,preferring to show a consistent transfer from the oper•ating budget to OPEB to demonstrate a comrnitment to fund OPEB for t.he ratings agencies.
Beginning in FY2025, a more aggressive OPEB funding schedule should be
implemented. This will likely involve developing an annual assessment which will
combine ongoing costs for current employees and retirees, as well as an amortization
schedule for the outstanding liability. Such an approach will greatly reduce the Town's
outstanding liability from an actuarial perspective, and will produce the lowest possible
annual amortized value.
111. General Stabilization Fund-In the 2006 report, the Ad Hoc Committee recommended
the establishment of a General Stabilization Fund to offset potential future shortfalls in
State Aid and Local Receipts. Given that Free Cash was the primary reserve at that time,
a target of 7% of the overall General Fund receipts was established. The balance in the
General Stabilization Fund as of April 8, 2019, is $9,719,462, or 4.7% of FY2019
proj ected net General Fund revenue. An infusion of$4.8 million would be needed to
achieve the recommended 7% level from 2006.
Given the existence of numerous additional reserves and fund balances which did not
exist in 2006, and the numerous additional pressures on the town's finances, staff
D�aft fo�Pu�poses of Policy Development 4 S/1/2019
recommend establishing a new target of 30% of the State Aid and Local Receipts revenue
categories, which are the most volatile. If proj ections for the current fiscal year show
that the fund balance will be insufficient to meet the target balance, a transfer should be
proposed, either from Free Cash in the current year or from any source in the following
year's budget, which will bring the fund balance up to the target level. If the shortfall
cannot reasonably be transferred in one year, a transfer plan shall be devised.
For context, the analysis of the funding level for the past few years is noted below.
FY2017 FY2018 FY2019
State Aid $ 15,737,052 $ 15,996,335 $ 16,187,516
Loca I Rece i pts $ 16,738,858 $ 13,727,959 $ 14,086,885
Gen'I Stab. Balance $ 9,447,867 $ 9,649,865 $ 9,719,462
% State/Local Rev. 29.09% 32.46% 32.10%
In addition, the purpose of the General Stabilization Fund should be reinstated. The
original purpose was to restore lost State and/or Local revenue; and staff suggest that
should be maintained. If a transfer from the Fund is voted, the method to restore funds in
future years should be identified, and acknowledged in future budgets.
iv. Capital Stabilization Fund—The Town has aggressively funded the Capital Stabilization
Fund (CSF) over a number of years, resulting in a balance which will be drawn down
over the next few years to offset exempt debt service for the fire station, Hastings school
and Lexington Children's Place. The historic and projected funding, use and balance of
the fund are noted below.
D�aft fo�Pu�poses of Policy Development S S/1/2019
History of Capital Stabilization Fund
Anticipated
Appropriations Use of Capital Anticipated
and Interest Stabilization Use of Capital
into the Capital Fund for Stabilization
Stabilization Within Levy Fund for
Fund Debt Excluded Debt Ending Balance
FY2013 $1,601,835 $0 $0 $1,601,835
FY2014 $3,988,868 $0 ($1,600,000) $3,990,703
FY2015 $5,926,762 ($919,000) ($950,000) $8,048,465
FY2016 $9,513,048 ($215,000) ($620,567) $16,725,946
FY2017 $7,187,263 $0 ($710,000) $23,203,209
FY2018 $8,119,224 ($324,500) ($2,400,000) $28,597,933
FY2019�1� $3,560,335 ($573,500) ($4,500,000) $27,084,768
FY2020(est.) $1,536,759 $0 ($5,200,000) $23,421,527
FY2021(est.) $0 ($2,664,000) ($6,200,000) $14,557,527
FY2022(est.) $0 ($2,216,000) ($4,000,000) $8,341,527
FY2023(est.) $0 ($2,070,000) ($2,200,000) $4,071,527
FY2024(est.) $0 ($1,749,000) $0 $2,322,527
FY2025(est.) $0 ($904,000) $0 $1,418,527
FY2026(est.) $0 $0 $0 $1,418,527
FY2027(est.) $0 $0 $0 $1,418,527
FY2028(est.) $0 $0 $0 $1,418,527
���As appropriated at 2018 Annual and Special Town Meetings
Staff note that future funding and use of the Capital Stabilization Fund should be topics
for discussion by policy makers. In particular, the following items should be addressed—
1. Future funding of the account
2. Use of funds for Within Levy Debt Service—currently used to ensure that debt
service does not grow by more than 5%per year
3. Used of funds for Excluded Debt Service—currently used to mitigate Residential
Tax Rate Increases to 3.4% or less
v. Other Stabilization Funds—The Town is fortunate to have a number of additional funds
available for either ongoing or one-time expenditures. The current balance is noted
below, along with a description of the source of funding and anticipated uses.
Specialized Stabilization Funds FY2016 FY2017 FY2018 as of 3/28/19
Special Education Stabilization Fund $ 1,078,170 $ 1,088,001 $ 1,105,262 $ 1,120,867
Debt Stabilization Fund $ 895,503 $ 778,494 $ 664,828 $ 549,506
Transportation Demand Management $ 300,766 $ 214,309 $ 226,906 $ 181,379
Traffic Mitigation Stabilization Fund $ 147,401 $ 146,701 $ 321,751 $ 354,948
TMOD Stabilization Fund $ 98,164 $ 98,263 $ 333,310 $ 342,445
Center I mprovement Stabilization Fund $ 86,872 $ 87,664 $ 61,628 $ 35,190
• The S�ecial Education Stabilization Fund generates interest income each year; no
additional deposits have been made since FY2011. The purpose of the fund is to
D�aft fo�Pu�poses of Policy Development 6 S/1/2019
• The Debt Stabilization Fund was funded with the proceeds of a debt refinancing for
exempt debt, and can only be used to offset debt service for that debt. Each year,
Town Meeting authorizes a transfer for that purpose. The fund will be depleted in
FY20 , which coincides with the final pay down of the debt in question.
• Several transportation-related funds are funded via development mitigation payments,
which are a mix of one-time and ongoing sources.
o Trans�ortation Demand Mana_ement (TDM) is used to supplement tax levy
support for the Lexpress bus service, and has also been funding the 6-year
pilot program for the REV Shuttle.
o Traffic Miti a,� tion is used for ...
o TMOD is used for...
• The Center Improvement Stabilization Fund has been funding the 3-year Bike Share
pilot program at Economic Development.
vi. Other Available Funds—In addition to the Stabilization Funds, several funds have
significant available balances that are being held in reserve for particular purposes. The
current balance is noted below, along with a description of the source of funding and
anticipated uses.
B alance as
Name of Fund FY2016 FY2017 FY2018 of 4/30/19
PEG TV Special Revenue Fund $ 904,114 $1,069,481 $1,338,459 $1,160,444
DPW Compost Revolving Fund $1,099,754 $1,013,807 $ 891,356 $ 626,357
Sale of Cemetery Lots Fund $ 556,683 $ 616,900 $ 651,051 $ 629,329
P ark�ng Fund $ 691,817 $ 717,006 $ 944,3 65 $1,015,156
• The PEG TV S1�ecial Revenue Fund receives the proceeds from cable contracts in
town, and uses them to fund the operating costs for LexMedia, as well as a portion of
the AV Technician at DPF. The fund balance has been used in the past to upgrade
technical equipment at Cary Hall and the Select Board meeting room.
• The Compost Revolvin Fund receives revenue from issuing disposal permits to
landscapers, as well as selling the finished compost. The fund balance is paying for
ongoing debt service for new equipment purchased to allow the facility to continue to
maintain the same level of service on a smaller footprint.
• The Sale of Cemetery Lots Fund receives a portion of the fees generated from selling
.
cemetery plots. The fund balance will be tapped to cover debt service for the
replacement of the Westview Cemetery Building once it is authorized.
• The Parkin Fund, which receives the proceeds from parking meters and the Depot
parking lot, and transfers funds to the General Fund each year to pay for parking
enforcement and snow removal. The balance in the account will be available to fund
replacement of the parking lots when it is time to do so.
vii. Continuin�Accounts—There are three accounts which are authorized to have their
._
balances roll forward from one year to the next. The intent is to provide a pool of
D�aft fo�Pu�poses of Policy Development 7 S/1/2019
sufficient funds to cover expenses in future years, a dedicated reserve fund. Each is
described below, and historical activity and current balances are noted in the chart, as of
March 28, 2019.
� Workers Compensation-Past appropriations were increased each year in an effort to
allow the fund balance to grow. Now that it is consistently above $1 million, annual
appropriations are set at levels which reflect historical experience; and the balance
will be tapped in the case of a series of unexpected expenses. The Town is self-
insured for Workers Comp., but does have a stop-loss policy which is paid from this
item.
� Uninsured Losses-The Town Manager's Office plans to rebid the Property&
Liability Insurance policies in FY2020, and may establish higher deductibles if policy
premium savings would be achieved. The higher deductibles would be covered by
the available balance in this account.
• Salary Transfer Account-Each year, a projection is made for the financial exposure
.
for unsettled collective bargaining contracts in the coming year. In addition, sick and
vacation buyback proj ections are incorporated. These amounts are then available in
future years for transfer to department personal service accounts. If a department is
able to absorb the increases, the amounts in the Salary Transfer Account are allowed
to fall to Free Cash.
Workers Compensation
FY2016 FY2017 FY2018 FY2019 : FY2020
B e i n ni n Balance $ 729,589 $ 882,112 $1,004,223 $1,197,807 : $1,671,707
Appropriation $ 643,112 $ 747,665 $ 807,136 $ 882,380 : $ 887,346
.............................................................................................. ............................................................................ .............................................................................
Expenditures $ 490,589 $ 625,554 $ 613,552 $ 408,480 �
E nd i ng Balance $ 882,112 $1,004,223 $1,197,807 $1,671,707 :
Uninsured Losses
...................................... ............................................................................ .............................................................................
FY2016 FY2017 FY2018 FY2019 : FY2020
:
B e�i n ni n� Balance $ 547,279 $ 623,795 $ 832,675 $ 962,713 : $1,196,031
.... ................................ .................................. ................................ .............................................................................
Appropriation $ 200,000 $ 225,000 $ 250,000 $ 250,000 : $ 250,000
Expenditures $ 123,484 $ 16,121 $ 119,961 $ 16,683 :
E nd i ng Balance $ 623,795 $ 832,675 $ 962,713 $1,196,031 :
....................................................... ... ........ �
........ ......................................................... ............................................................................h......................................
Salary Transfer Account
FY2016 FY2017 FY2018 FY2019 � FY2020
........................................................ �
B e i n n i n B al an ce $2,095,397 $1,724,713 $1,877,696 $ 531,958 � $1,014,988
Appropriation $ 820,316 $ 673,016 $ 750,592 $ 483,030 : $ 750,594
.............................................................................................. ............................................................................ .............................................................................
Transfers Out $ 591,000 $ 120,033 $1,646,330
Drop to F ree Cas h $ 600,000 $ 400,000 $ 450,000
....................................................... �
E nd i n Balance $1,724,713 $1,877,696 $ 531,958 $1,014,988 :
Vlll. Free Cash-Over a number of years, the Town has generated an increasing amount of
Free Cash. That has been used for a variety of purposes, summarized in the table below.
Under the direction of the Town Manager, a concerted effort was started in FY2020 to
start to reduce the amount of Free Cash used to support the Operating Budget. Staff
further recommend that future use of Free Cash focus on one-time expenses, such as cash
D�aft fo�Pu�poses of Policy Development 8 S/1/2019
capital or the funding of reserves, and that any addition to cash capital reduce the amount
of debt issued for capital proj ects rather than adding to the overall value of proj ects
authorized.
Are a FY2016 FY2017 FY2018 FY2019 FY2020
Operating Budget $4,080,920 $3,918,300 $3,853,023 $3,740,000 $2,900,000:
Cash Capital $2,419,000 $2,500,000 $3,350,000 $4,050,245 $4,400,000:
................................................................................ ....................................... ....................................... ....................................... ....................................... ...........................................{
.. ... .... . . .... . .
OP EB Funding $3,247 $312,318 $1,079,721 $1,079,721 $1,129,721:
Capital Stabilization Fund $6,405,035 $3,100,000 $5,000,000 $502,085 $1,536,759:
Retire Note — Land Purch. - - - $3,050,000 $2,234,614:
Getting to Net Zero $40,000 $40,000 - -
Unallocated* $924,961 $565,125 $480,000 $1,000,000:
Set-Aside - Current Year* $200,000 $200,000 $200,000 $160,000 $200,000:
Total Free Cash $13,108,202 $10,995,579 $14,087,869 $13,062,051 $13,401,094:
*Iffunds a�e not used fo�the budget, the balance falls to F�ee Cash again
ix. Overla,y Account Balances—Prior to the Municipal Modernization Act (Muni Mod), the
Town was required to maintain adequate overlay account balances in distinct accounts by
fiscal year, with sufficient amounts in each account to cover potential claims. Passage of
Muni Mod allows the Town to combine overlay accounts, thereby allowing balances
from one year to cover exposures in another year and potentially freeing up excess
account balances. Staff recommend working with the Board of Assessors to review
current balances and potential exposures, with the ultimate goal to determine an amount
that may be transferred for other purposes, such as the Capital Stabilization Fund. Going
forward, the balances should be reviewed every two years, with excesses transferred to
the Capital Stabilization Fund or another one-time purpose.
II. OPERATING BUDGET
The policies below reflect the governing policies and procedures which provide a framework for
staff to use in preparing the annual operating budget recommendations.
a. BUDGET SUMMITS
Lexington is fortunate to have a robust and active set of policy making boards and committees.
The annual budget is arguably the most important policy document developed each year. In
order for the budget to be developed in a cohesive, consistent way, the Town has developed a
practice of holding a series of Budget Summits throughout the Fall and Winter which bring
together the 4 key groups— Select Board, School Committee, Appropriation Committee and
Capital Expenditures Committee. The purpose of the summits is to share key fiscal information
across all stakeholder groups, and providing a forum for discussion and collective decision-
making.
The current Summit schedule, and other key milestones, is—
• October—out-year forecast, key financial indicators
• November—revenue forecast for budget year, initial revenue allocation
• December—finalize revenue allocation, discussion of other budget concerns
D�aft fo�Pu�poses of Policy Development 9 S/1/2019
• January—presentation of Town Manager's preliminary recommended budget (White
Book) and Superintendent's preliminary recommended budget
• February—follow-up conversation, if needed
• Late February— Select Board votes to recommend budget; released to Town Meeting
• Late March—Town Meeting votes on recommended budget
b. "TAx To THE MAx"
Helpful Definitions—
• Pro�osition 21/2—The law passed in 1980 which limits the rate at which the tax levy can
grow to 2.5% each year.
• Lev Limit—The total amount the Town can raise via property tax bills. The levy limit
.
is calculated by taking the amount raised in the prior year, adding 2.5%, and then adding
any new growth during the year.
• New Growth—The taxed amount from value added to a property from one year to the
next.
� Override—Taxpayers can vote to exceed the Levy Limit in two ways—
• Operating Override—results in a permanent increase to the Levy Limit,
compounded by 2.5%per year
• Debt Exclusion— authorizes the Town to issue debt for a capital proj ect. The debt
service is added to the levy limit and is recalculated each year. Once the bonds
for a project have been paid, no further obligations above the levy limit are
required.
• Tax to the Max—This is the approach favored by the Town of Lexington, and many other
communities. The tax rate is calculated to raise an amount as close to the Levy Limit as
possible in a given year. In recent years, it has been the Town's policy to transfer any
excess funds to the Capital Stabilization Fund, or other one-time uses, rather than build
up the operating budget to the full tax capacity. The reserves are planned for use in
future years as a way of offsetting or preventing an override vote.
The policy making boards and committees will be holding a fiscal summit in May 2019 which
will discuss whether Lexington will continue to Tax to the Max, or follow an alternate approach.
C. EXCESS LEVY CAPACITY
If a community does not"Tax to the Max", there is excess capacity available under the levy
limit. Those values are not raised in the levy in a given year, and thus are not available to spend
or earn interest. However, they are available to be raised in a future year, meaning that within
levy tax bills in a given year will grow by more than 2.5%.
The policy making boards and committees will be holding a fiscal summit in May 2019 which
will discuss whether Lexington should begin generating excess levy capacity, and when or if it
should be tapped in future years.
D�aft fo�Pu�poses of Policy Development 10 S/1/2019
d. PERSONAL PROPERTY NEW GROWTH
Under Proposition 21/2, municipalities are limited in the amount that base taxes can grow, known
as the tax levy. Each year, the base tax levy can grow by no more than 2.5%. However, there is
a provision where a community can recognize what is known as "new growth", which is the
incremental increase in value created by an improvement, new construction, or a new asset. That
new growth can also be taxed at the same rate charged for comparable property, and is added to
the base for the tax calculation in the following years.
Examples of new growth are best understood in the following categories—
• RESIDENTIAL—A home that is valued at $500,000 is purchased and torn down, resulting
in a new home valued at $1,500,000. In the first year, the incremental $1,000,000 is
added to the base tax value, and the residential tax rate is applied. In the second year, the
base tax on the home increases by 2.5%, assuming no further improvements. Other
examples that would trigger"new growth" for a home would be an addition or other
improvement to the property. In general, the value added to a home is fairly stable and is
maintained from one year to the next, with adjustments due to market conditions.
� COMMERCIAL/INDUSTRIAL—As with residential, if a commercial or industrial property is
improved or added during the year, any incremental increase in value is added to the base
for the tax calculations. Increases tend to be maintained, with adjustments for market
conditions.
• PERSONAL PROPERTY—This category is primarily made up of durable equipment used in
commercial and industrial business, and is taxed at the same rate as
Commercial/Industrial. However, a key distinction is that the value is set to depreciate
over 5 years. Yet, because the value was initially set as new growth and added to the
base, there is no mechanism in the Proposition 21/2 formula for the value to be removed,
so it is redistributed to the remaining taxpayers. As an example, if new growth of
$100,000 in Personal Property is recognized in one year, that is added to the base tax, and
grows by 2.5% each year. However, the actual tax bill for that particular group is
reduced by 20% each year, until it is $0 after 5 years.
The policy making boards and committees will be holding a fiscal summit in May 2019 which
will discuss how to adjust the current tax levy practice to account for Personal Property new
growth, if at all.
e. REVENUE FORECASTING
Lexington has traditionally been conservative in forecasting revenues for the coming year, using
values that are considered a sure thing rather than reaching to amounts that may not be achieved
and result in a deficit. In general, the following principles are followed—
• Property Tax Revenue—proj ected to increase by 2.5%, with New Growth limited to
$2.SM
• State Aid—Chapter 70 is based on a per pupil increase, known as minimum aid; and
Unrestricted Government Aid growth is based on historical averages.
D�aft fo�Pu�poses of Policy Development 11 S/1/2019
• De�artmental Revenue—budgeted levels for the current year are set to adjust based on
the historical3-year averages, unless further background is known about a revenue
source.
• Available Funds—where feasible, alternative funding sources for budgetary items are
identified and transferred to the General Fund, with the biggest variable coming from the
amount of Free Cash certified each year
• Revenue Offsets—these include state aid assessments and offsets (MBTA, MAPC,
library, etc.) which are projected to grow 3.5%; the Overlay account for potential tax
abatements which is typically funded at $750,000, or $900,000 during a recertification
year; and a set-aside for potential snow deficits, which has been traditionally funded at
$400,000.
• Enterprise Receipts—collected from the Water, Wastewater and Recreation enterprise
funds for General Fund expenditures made on their behalf— also known as Indirect Costs.
A detailed analysis for each fund is updated each year, and is used to determine the
amounts to transfer.
f. FUNDING SHORT-TERM CAPITAL VIA OPERATING BUDGET
As a practice, Lexington has sought to incorporate the routine replacement of smaller capital
items into its operating budget. This is a best practice in that it ensures that items are replaced as
needed, and it ensures there is sufficient capacity in the budget to continue that replacement over
time. Examples include—
• School De�artment—replacement of furnishings and equipment for staff and students,
initiated in FY2019
• Police Department—routine replacement of police cruisers
• Fire Department—routine replacement of fire protective equipment and command
vehicles; a PIR was funded for $85,000 in FY2020 to provide an extra set of protective
equipment for the significant number of new staff inembers in recent years.
• Public Facilities—routine replacement of maintenance tools and vehicles, the
maintenance of security cameras, and a new initiative in the FY2020 budget to fund
classroom and office painting.
• Public Works—routine replacement of town passenger vehicles, managed by DPW for
other departments; ongoing maintenance, repair and replacement of guardrails.
• Other—as needed, departments request one-time funding to replace or add new
equipment. Recent examples include a wheel balancer for the Equipment Maintenance
division at DPW, a mower for the Conservation Commission, and an electronic plan table
for the Building and Zoning department.
g. WITHIN LEVY DEBT SERVICE
For proj ects funded by debt that is issued within the levy limit, the debt service is referred to as
"Within Levy" debt service. Those expenses are constrained by the limits of Proposition 21/2. In
principle, the Town strives to limit growth in within levy debt service to no more than 5%, and
seeks to do this by limiting the value of debt-financed proj ects funded in the capital budget each
D�aft fo�Pu�poses of Policy Development 12 S/1/2019
year. In practice, the appetite for capital proj ects has grown in recent years, resulting in higher
debt service costs. In order for within levy debt service growth to remain at 5%, transfers have
been authorized from the Capital Stabilization Fund (CSF), as noted in section I.(b)(iv). Staff
anticipate that such transfers will be needed in FY2021 through FY2025, for approximately
$11.SM. Since this includes debt for projects that have been authorized but not yet issued, the
exact amount may vary.
�1. EXCLUDED DEBT SERVICE
Larger capital proj ects are typically brought to the tax payers to be authorized via a"Debt
Exclusion,"which means the debt service needed to fund the proj ect is not subj ect to the limits
of Proposition 21/2. In issuing the debt, to goal is to minimize the year-over-year increases to a
manageable level, thereby reducing the impact on the residential and commercial tax bills.
However, that is not always feasible with debt scheduling alone, which is subj ect to market
conditions and other factors. Instead, the town has increasingly used the Capital Stabilization
Fund (CSF) as an alternate funding source to subsidize the excluded debt service, and"shave the
peak" of anticipated growth. Projected use of the CSF is illustrated in section L(b)(iv).
1. REVENUE ALLOCATION MODEL
For many years, the Town has utilized a method known as the Revenue Allocation model to
proj ect and allocate new revenues for the coming budget year. This involves a number of steps—
1. Proj ect all sources of revenue for the coming year,
2. Subtract the following expenses—
a. the municipal and school budgets from the prior year,
b. proj ected Shared Expenses such as pension funding, employee benefits, within
levy debt service, the department of Public Facilities, and other commitments,
c. agreed upon funding for set-asides, such as transfers to the Capital Stabilization
Fund and OPEB, cash capital including street improvements and municipal
buildings, and paying down land purchase principal,
3. Split any remaining funds proportionally between municipal and school, based on the
prior year's budget levels.
4. The amount from#3 is added to the amounts in 2(a) to provide the target budget levels
for each budget.
By establishing target budgets in the early stages of budget development, staff can more easily
anticipate needs and develop alternate arrangements. For many years, it had been the accepted
practice to return some of the Revenue Allocation funding, which would then be added to the
Capital Stabilization Fund. Those funds would also be available in the following year to provide
a higher revenue allocation. However, in FY2020, both the municipal and school sides fully
budgeted their allocation levels.
�. LEVEL-SERVICE BUDGETS
Each year, departments are instructed to propose a level-service budget, which means they
anticipate providing the same services from one year to the next, with no increase. If they wish
to propose an enhancement, they submit a Program Improvement Request (PIR), which outlines
the proposal, the rational for the request, the funding needed, and the ongoing costs.
D�aft fo�Pu�poses of Policy Development 13 S/1/2019
l�. FUNDING PROGRAM IMPROVEMENT REQUESTS(PIRS�
In general, PIRs that propose a one-time expenditure are preferred over those that establish an
ongoing commitment. PIRs which create efficiencies, or are environmentally sustainable, are
also preferred.
l. SCHOOL ENROLLMENT PROJECTIONS
A maj or cost driver in recent years has been the growth in school enrollment at all levels, but
especially at the high school. School staff have developed detailed proj ections to anticipate
future enrollment growth. To better ensure that the Town has sufficient funds set-aside to
educate all of its children, policy makers prefer to proj ect enrollments at realistic levels, which
may be slightly higher than actuals once they are known.
m. SNOW AND ICE BUDGET
State law requires the Town to set-aside the same amount as it budgeted in the prior year.
Lexington does this, and adds anticipated increases due to contractual obligations, fuel costs and
other expenses. However, snow removal is a notoriously difficult item to proj ect. If spending
exceeds budgeted levels, other sources of funding which can cover the overage include—
• Other items within the DPW personal services and expense budgets;
• Allocations from the Reserve Fund, as approved by the Appropriation Committee; and
• Carrying forward a portion of the deficit to the following year, to be raised in the tax
levy, as anticipated in the Set-Aside revenue budget.
The actual experience over the past 10 years is detailed below.
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III.CAPITAL BuDGET
D�aft fo�Pu�poses of Policy Development 14 S/1/2019
a. DEFINITION OF CAPITAL PROJECT
A capital proj ect is defined as a maj or, non-recurring expenditure that generally meets the
following criteria:
• Massachusetts General Law permits the Town to issue bonds to finance the expenditure;
• The expenditure is $25,000 or more;
• The expenditure will have a useful life of 10 years or more for buildings or building
components and 5 years for vehicles and equipment; and
• Planning, engineering, or design services may be considered capital when such services
are integral to a construction, renewal or replacement proj ect that meets the criteria for a
capital expenditure.
b. PRIORITIZED CAPITAL PLAN
Under the direction of the Town Manager, the Town is currently developing an overall list of
anticipated capital projects over the next 5 or more years, and will prioritize them using a set of
to-be-determined criteria. It is anticipated that this process will better enable Lexington to
constrain its capital budget.
C. TARGETED CASH CAPITAL INVESTMENTS
Fiscal leaders are very interested in limiting the issuance of new debt, particularly for items
which have a shorter useful life, such as information technology. Wherever possible, cash
funding streams are used to finance those proj ects, rather than debt.
d. ANNUAL LIMITS ON AUTHORIZED WITHIN LEVY DEBT PROJECTS
In order to restrain the growth of within levy debt service, the value of debt-financed proj ects
authorized in a given year is limited to a set amount, which is illustrated below...
e. USE OF CAPITAL STABILIZATION FUNDS
To-date, the Capital Stabilization Fund(CSF) has not been used to fund a project directly, but
rather to offset the debt service for that proj ect, thereby minimizing the annual increase required
for residential tax bills. Going forward, particularly for the high school, leaders should consider
whether to use the CSF to avoid the need to issue debt, thereby saving both interest and issuance
costs.
f. USE OF OTHER FUNDS
A small subset of other funds, including stabilization, special revenue and revolving funds, are
available for funding capital improvements. See section I.(2)(vi) and I.(2)(vii) for further
description.
D�aft fo�Pu�poses of Policy Development 1 S S/1/2019
PERSONAL PROPERTY TAX RECOMMENDATION
ISSUE—A number of inembers of the Board of Selectmen and Appropriation Committee have
raised the issue in recent years that Residential Property tax rates are being impacted by new
growth from Personal Property, which depreciates over time, leaving the Residential base to
absorb them. The purpose of this white paper is to explore the issue more in-depth, begin to
offer options to address it, and propose an initial recommendation for further discussion by town
policy makers.
BACKGROUND—TAX LEVY VOCABULARY:
To better understand the remainder of the document, a few terms are important to understand—
PROPOSITION 2 1/2—The law passed in 1980 which limits the rate at which the tax levy can grow
to 2.5% each year.
LEVY LIMIT—The total amount the Town can raise via property tax bills. The levy limit is
calculated by taking the amount raised in the prior year, adding 2.5%, and then adding any new
growth during the year.
NEw GRowTH—The taxed amount from value added to a property from one year to the next.
OvERRIDE—Taxpayers can vote to exceed the Levy Limit in two ways—
• OPERATING OVERRIDE—results in a permanent increase to the Levy Limit, compounded
by 2.5%per year
• DEBT ExcLusloN— authorizes the Town to issue debt for a capital proj ect. The debt
service is added to the levy limit and is recalculated each year. Once the bonds for a
project have been paid, no further obligations above the levy limit are required.
TAx To THE MAx—This is the approach that has been favored by the Town of Lexington, and
many other communities. The tax rate is calculated to raise an amount as close to the Levy Limit
as possible in a given year. In recent years, it has been the Town's policy to transfer any excess
funds to the Capital Stabilization Fund, or other one-time uses, rather than build up the operating
budget to the full tax capacity. The reserves are planned for use in future years as a way of
offsetting or preventing an override vote.
EXCESS LEVY CAPACITY—If a community does not"Tax to the Max", there is excess capacity
available under the levy limit. Those values are not raised in the levy in a given year, and thus
are not available to spend or earn interest. However, they are available to be raised in a future
year, meaning that within levy tax bills in a given year will grow by more than 2.5%.
UNDERRIDE— Taxpayers or Town Meeting can vote to permanently reduce the Levy Limit by a
specific amount.
BACKGROUND—TYPES OF TAX LEVY CATEGORIES�AND IMPACT OF NEW GROWTH:
1
Under Proposition 21/2, municipalities are limited in the amount that base taxes can grow, known
as the tax levy. Each year, the base tax levy can grow by no more than 2.5%. However, there is
a provision where a community can recognize what is known as "new growth", which is the
incremental increase in value created by an improvement, new construction, or a new asset. That
new growth can also be taxed at the same rate charged for comparable property, and is added to
the base for the tax calculation in the following years.
Examples of new growth are best understood in the following categories 1 -
RESIDENTIAL-A home that is valued at $500,000 is purchased and torn down, resulting in a new
home valued at $1,500,000. In the first year, the incremental $1,000,000 is added to the base tax
value, and the residential tax rate is applied. In the second year, the base tax on the home
increases by 2.5%, assuming no further improvements. Other examples that would trigger"new
growth" for a home would be an addition or other improvement to the property. In general, the
value added to a home is fairly stable and is maintained from one year to the next, with
adjustments due to market conditions.
COMMERCIAL/INDUSTRIAL-As with residential, if a commercial or industrial property is
improved or added during the year, any incremental increase in value is added to the base for the
tax calculations. Increases tend to be maintained, with adjustments for market conditions.
PERSONAL PROPERTY-This category is primarily made up of durable equipment used in
commercial and industrial business, and is taxed at the same rate as Commercial/Industrial.
However, a key distinction is that the value is set to depreciate over 5 years. Yet, because the
value was initially set as new growth and added to the base, there is no mechanism in the
Proposition 21/2 formula for the value to be removed, so it is redistributed to the remaining
taxpayers. As an example, if new growth of$100,000 in Personal Property is recognized in one
year, that is added to the base tax, and grows by 2.5% each year. However, the actual tax bill for
that particular group is reduced by 20% each year, until it is $0 after 5 years.
ILLUSTRATION OF PERSONAL PROPERTY ISSUE-
The new growth described above is illustrated in the example below from the FY2018 actual
new growth values-
FY2018
New Depreciation FY2019 Depreciation FY2020 Depreciation FY2021 Depreciation FY2022 Tax Depreciation FY2023
Tax Levy Category Growth Shift Ta�Base Shift Tax Base Shift Tax Base Shift Base Shift Tax Base Total Shift
Residential $1,908,536 $ 103,995 $2,062,844 $ 106,595 $2,223,675 $ 109,260 $2,391,258 $ 111,991 $ 2,565,830 $ 114,791 $2,747,636 $ 546,631
CommerciaUIndustrial $ 743,645 $ 40,521 $ 803,770 $ 41,534 $ 866,436 $ 42,572 $ 931,734 $ 43,636 $ 999,754 $ 44,727 $1,070,594 $ 212,990
Personal $ 704,954 $ (144,51� $ 574,449 $ (148,128) $ 436,979 $ (151,832) $ 292,276 $ (155,627) $ 140,065 $ (159,518) $ - $ (759,621)
Total Added to Base $3,357,135 $ - $3,441,063 $ - $3,527,090 $ - $3,615,268 $ - $ 3,705,649 $ - $3,818,230 $ -
2.5%Growth $ 83,928 $ 86,027 $ 88,177 $ 90,382 $ 92,641 $ 95,456
Note: This is intended as an illust�ative example only. The exact sha�e ofResidential vs. Comme�cial is notp�ecise,
and depends on the ove�all value of the p�ope�ty in each catego�y.
1 The descriptions in this paper are meant to be illustrative only,for the purpose of informing the reader of the most
typical situation so that all will have the same general understanding and can make an informed decision. There will
of course be technical differences and nuances,which are not attempted to be captured in full.
2
In the example, the Personal Property new growth of$704,954 in FY2018 depreciates over 5
years to $0 in FY2023. By that point, it had grown to $759,621 via annual increases of 2.5%,
and had been reallocated to the other two categories.
The 10-year experience for new growth in Lexington is captured in the following table—
Commercial/
Fiscal Year Residential Industrial Personal Total
FY2010 $1,206,197 $206,414 $1,058,669 $2,471,280
FY2011 $1,112,487 $1,212,054 $1,105,704 $3,430,245
FY2012 $1,222,142 $960,174 $1,164,220 $3,346,536
FY2013 $1,400,099 $1,297,354 $841,492 $3,538,945
FY2014 $1,451,904 $635,052 $930,379 $3,017,335
FY2015 $1,686,061 $408,312 $802,610 $2,896,983
FY2016 $1,712,987 $215,442 $743,704 $2,672,133
FY2017 $1,858,460 $507,820 $943,064 $3,309,344
FY2018 $1,908,536 $743,645 $704,954 $3,357,135
FY2019 $2,022,777 $480,671 $766,558 $3,270,005
Totals $15,581,650 $6,666,938 $9,061,354 $31,309,941
OPTIONS TO ADDRESS SHIFT OF PERSONAL PROPERTY TO
RESIDENTIAL/COMMERCIAL/INDUSTRIAL-
As illustrated above, the shift highlighted by various members of boards and committees is real.
However, there is no mechanism in the current tax levy formula to address it. Likewise, there is
no option to not include tax the new growth in personal property. An interest has been expressed
to limit the impact of the shift. To that end, the following options are suggested for further
discussion:
1. Petition the Le�islature to Revisit the Tax Levy formula—There have been some informal
._ .
discussions with the Department of Revenue, but timing is uncertain. Many other
communities which are not as affluent as Lexington may fight any change as it further
restricts their already tight budgets.
2. Continue the Status Quo, but Ensure that Amounts Generated from Personal Pro�ert,y are
Set-Aside for One-Time Needs—Be more rigorous in identifying and ensuring that revenue
from Personal Property is used for one-time costs such as Cash Capital or Stabilization
Funds.
3. Determine the Amount of the Shift in a Given Year, and Leave Excess Levy Capacity—The
. .
amount would build over the years, and would be available for future policy makers if so
desired. This could reduce or eliminate the need for future operating override votes or debt
exclusions.
4. Determine the Amount of the Shift in a Given Year, and Vote an Underride for All or a
Portion of It—Vote at Fall Town Meeting to reduce the tax levy by an amount to be
3
determined from year to year. This would be a permanent change that could only be undone
via a townwide operating override or debt exclusion vote.
RECOMMENDATION—GENERATE EXCESS LEVY CAPACITY
RECOMMENDED POLICY SOLUTION—
To develop a rational formula that would recognize that a portion of personal property new
growth becomes permanent value added to the personal property tax base and to utilize the
remaining new growth as one-time revenues to be used for one-time expenditures such as capital
expenditures, including debt service related to capital proj ects. Use for debt service should
include a formula to demonstrate that only the new growth portion identified as "one-time"was
being used for debt service (see Tables 1 &2 below).
• Methods utilization a calculation to provide a sustainable formula based on either:
1. An average, to normalize (3-year to level impacts) increase in personal property total
property taxes with the remainder of new growth in personal property simply going to
increase the excess levy capacity.
2. Use the previous year's increase in personal property value over the prior year as the
amount to apply in the ensuing year as the "personal property new growth" value and
then let the remainder of new growth in personal property go to increase the excess levy
capacity.
Using an estimate for the ensuing year would make it difficult to budget since the budget is done
in the December—March timeframe and final values and tax levy is in the October—November
timeframe.
• Using bullet#1 above as an example, in FY 19 the following would be the annual impact:
Table 1
Us in� a 3-Ye ar Ave ra�e on Total Pe rs onal Prope rt_y Tax Incre as e s
Personal Personal
Property Property Tax
Personal CIP Tax Rate Total Taxes Increase
FY 16 184,3 81,060 2 8.40 5,23 6,422 n/a
FY 17 195,675,130 28.13 5,504,341 267,919
FY 18 195,896,760 27.69 5,424,381 (79,960)
FY 19 197,125,770 27.69 5,45 8,413 34,031
Three Year Average: 73,997
Amount to Apply as New Revenues for Budgeting 73,997
Amount that would be Set Aside as One-Time Revenues 692,560
4
In the above example, the $692,560 of the $766,557 (FY19) in new growth would not be raised
on the tax recap sheet and correspondingly, the same amount ($692,560) would not be
transferred to the Capital Stabilization Fund, but would become excess levy capacity that would
accrue each year. The result would be that the amount used as part of the total revenue
calculation would be reduced by this amount, but would provide a more sustainable tax base
relative to personal property values and provide excess levy capacity that could be used for one
time capital proj ects in the future.
• Using bullet#2 above as an example, in FY 19 the following would be the annual impact:
Table 2
Us in�the Diffe re nce in Pe rs onal Prope rt_y Total Value Ye ar to Ye ar
Residential Commercial Industrial Personal Total
FY 17 9,361,100,630 686,522,170 346,158,680 195,675,130 10,589,456,610
FY18 9,952,138,700 701,819,100 377,446,000 195,896,760 11,227,300,560
FY19 10,570,638,820 727,265,080 427,370,345 197,125,770 11,922,400,015
FY 18 to FY 19 Increase 1,229,010
FY 19 CIP Tax Rate 27.69
Amount to Apply as New Revenues for Budgeting 34,031
Actual New Growth Tax Value 766,557
Amount that would be Set Aside as One-Time Revenues 732,526
The example above is similar to Table 1 but since this only takes into account a one year change,
is more dramatic and would also likely be subj ect to greater fluctuations (increases/decreases)
each year in relation to revenues available for the operating budget.
USING THE ONE TIME REVENUES FOR ONE-TIME EXPENSES—
The portion of new growth revenues that are part of personal property new growth and identified
as one-time revenues, would become classified as "excess levy capacity". One-time expenses
would be either single year capital or other one-time costs (studies, design, equipment, etc.)
including debt service costs. If the one-time revenues were used for debt service, the policy
would need to require an exact accounting each year for the amount of the excess levy capacity
being utilized. Table 3 is an example that shows the amount of growth in excess levy capacity
that would occur using the example in Table 1 above (for demonstration purposes assuming it
remains the same for the next 22 years). Table 4 demonstrates the potential impact of this type
of a policy recommendation on debt service payments on a specific proj ect, such as the Police
Station (assuming permanent debt is issued in FY23)2.
�Assumes a Fall 2019 Appropriation/Debt Authorization;Summer 2020 Construction Start;Spring 2022 Construction Completion;and FY23
Permanent Debt Issuance.
5
Table 3
Unused Personal Prop Tax Accrued as Excess Lev,y Capacity
Amount Pers Prop+
Amount of Previously Former Cap Cap Stab
Personal Accrued Transferred Stab Fund Fund
Fiscal Property Taxes Excess Levy to Cap Stab Accrued to Accrued
Year Not Utilized Capacity Fund Excess Levy Excess Levy
2020 692,560 692,560 2,557,440 3,250,000 3,942,560
�
2021 692,560 1,385,120 2,557,440 5,807,440 7,192,560
�
2022 692,560 2,077,680 2,557,440 8,364,880 10,442,560
2023 692,560 2,770,240 � 2,557,440 10,922,320 13,692,560
�
2024 692,560 3,462,800 2,557,440 13,479,760 16,942,560
2025 692,560 4,155,360 � 2,557,440 16,037,200 20,192,560
2026 692,560 4,847,920 � 2,557,440 18,594,640 23,442,560
2027 692,560 5,540,480 � 2,557,440 21,152,080 26,692,560
�
2028 692,560 6,233,040 2,557,440 23,709,520 29,942,560
�
2029 692,560 6,925,600 2,557,440 26,266,960 33,192,560
�
2030 692,560 7,618,160 2,557,440 28,824,400 36,442,560
2031 692,560 8,310,720 � 2,557,440 31,381,840 39,692,560
2032 692,560 9,003,280 � 2,557,440 33,939,280 42,942,560
2033 692,560 9,695,840 � 2,557,440 36,496,720 46,192,560
2034 692,560 10,388,400 � 2,557,440 39,054,160 49,442,560
2035 692,560 11,080,960 � 2,557,440 41,611,600 52,692,560
�
2036 692,560 11,773,520 2,557,440 44,169,040 55,942,560
�
2037 692,560 12,466,080 2,557,440 46,726,480 59,192,560
�
2038 692,560 13,158,640 2,557,440 49,283,920 62,442,560
2039 692,560 13,851,200 � 2,557,440 51,841,360 65,692,560
2040 692,560 14,543,760 � 2,557,440 54,398,800 68,942,560
2041 692,560 15,236,320 � 2,557,440 56,956,240 72,192,560
Table 4
Debt Service-Police Station Example
Excess Levy
3.5% Applied to Excess Levy
Year Balance Principal Interest Total Debt Balance
2022 29,000,000 1,450,000 1,015,000 2,465,000 2,077,680 -
2023 27,550,000 1,450,000 964,250 2,414,250 2,414,250 355,990
2024 26,100,000 1,450,000 913,500 2,363,500 2,363,500 1,099,300
2025 24,650,000 1,450,000 862,750 2,312,750 2,312,750 1,842,610
2026 23,200,000 1,450,000 812,000 2,262,000 2,262,000 2,585,920
2027 21,750,000 1,450,000 761,250 2,211,250 2,211,250 3,329,230
2028 20,300,000 1,450,000 710,500 2,160,500 2,160,500 4,072,540
2029 18,850,000 1,450,000 659,750 2,109,750 2,109,750 4,815,850
2030 17,400,000 1,450,000 609,000 2,059,000 2,059,000 5,559,160
2031 15,950,000 1,450,000 558,250 2,008,250 2,008,250 6,302,470
2032 14,500,000 1,450,000 507,500 1,957,500 1,957,500 7,045,780
2033 13,050,000 1,450,000 456,750 1,906,750 1,906,750 7,789,090
2034 11,600,000 1,450,000 406,000 1,856,000 1,856,000 8,532,400
2035 10,150,000 1,450,000 355,250 1,805,250 1,805,250 9,275,710
2036 8,700,000 1,450,000 304,500 1,754,500 1,754,500 10,019,020
2037 7,250,000 1,450,000 253,750 1,703,750 1,703,750 10,762,330
2038 5,800,000 1,450,000 203,000 1,653,000 1,653,000 11,505,640
2039 4,350,000 1,450,000 152,250 1,602,250 1,602,250 12,248,950
2040 2,900,000 1,450,000 101,500 1,551,500 1,551,500 12,992,260
2041 1,450,000 1,450,000 50,750 1,500,750 1,500,750 13,735,570
6
SUMMARY-
This policy recommendation provides one method to address the concerns raised as these
concerns relate to personal property new growth not being reflected in permanent growth in the
tax base and recognizing these revenues in a financially sustainable manner and at the same time
recognizing the Town's needs related to capital spending by utilizing the one-time revenue
source for one-time expenses, including debt service for one-time expenses. This proposal seeks
to address the concern raised related to personal property new growth"evaporating" and turning
this into an opportunity to address future capital needs in a responsible and sustainable manner
by using one-time revenues for one-time expenses.
7
�;� '
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"�• ,�' t�_;` . � .. � •
E�IN T F E E TM T
I� � �N I�� � � � � EN MEE IN�
DATE: PRESENTER: ITEM NUMBER:
March 1�,��14 C arl F.Valente � I.7
� Rob Addelsori �
SUBJECT: � �
�PEB Working Group Recommendation .
E�ECUTNE SU Y:
. Th�Tov�n Manager's �PE��orking�`rroup has r�v��Vv�d the most r�cent�PEB Actuar�al
5tudy and ha.s made the attached recommendat�on regarding the futur� funding of�PE�
ben�f�ts. . .
�
. i��irin� i � � �� � .. ����in.��i�in�ii:m�m�ini.i.i�i�i .. �
FINANCIAL INIp'ACT: �
. NA . .
REC�MMENDATI�N 1 SUGGESTED M�TI�N:
Mo�e to endorse the fu.nding policy recomme�ded by the Town Manager's�PEB Working
. : �� �
Group. �
� ��^w�rw�i --- --- ------- -— �r�------ ��� ■ i i . .
STAFF F�LL�W-UP:
�
1
•
TM�and Finance . -
�
Pr�par�d by cfv �.
.R `
r
Buard of Selectmen
DRAFT P�LICY for FiTNDING �THER P�ST EMPL�YMENT BENEFITS
��PEB}
March 1�,2�14
Backgr�und: The Tovvn of Lexington,pursuant to the Massachusetts �eneral Laws, is
required to provide its active employees upon their retirement with certa.in post-
employrnent benefits �health and dental insurance} k�tiown as �PEB ��ther Post
Employment Benefits}. The liability that results from the provision of these benefits is
estimated using actuarial methods arid revised every two years.
Assuming a 7.75%discount rate,the Unfunded Actuarially Accrued Liability -the
present value of the future post retirement benef ts for all currently retired employees �nd
active ernployees eligible for those benef ts - is $$7,194,$5 3 based upon a supplementary
schedule provided in the Actuarial V aluation as of�13�113.
�Vhile the estimate of this liability can vary based on changes in statutory r�quirements,
beriefit levels provided to employees and revised actuarial assumptions such as mortality,
medical iriflation rates, and the discount rate, the Board of Selectmen believe that the
magnitude of this liability is unlikely to charige materially.
Fu�l financing of the Tov�in's liability is represented by the Annual Requ�red
Contribut�on �ARC}, an anr�ual payment that is th� sum of tvvo camponents. The first
component is an amortized payment that is actuarially determined to retire the Unfunded
Actuarially Accrued Liability over a fixed number of years. The second component of �
the AR� is the Normal Cust, which represents an actuarially determined anr�ual
cont�ibution that will furid the Town's share of future retiree benefits earned�y active
ernployees in the current fiscal year. At the assumed discount rate of 7,75% and an
amortization period of 2G years, the ARC is $9,14�,199 comprised of a Nurmal Cust of
$1,711,��� and an Amurtizatiun uf Unfunded Actuar�ally Accrued Liability of
$7,431,���.
�iven the competing demands on limited revenue,the Town has limited flexibility to
fund its Unfunded Actuarial Accrued Liability other than by continuing its pay�as-you-
go funding approach. This pay�-as-you-go amourzt in FY 14 was approximately
$5,9��,��� and covers only the annual health insurance premiums for current retirees.
The Town does haye the ability to fund some portion of the Nurmal Cost. B�doing so
the Tovvn will build assets in a trust fund�-enab�ed by a 2��2 of the Legis�ature and
forrna�ly k�tiown as the Post Retirement Insurance Liability Fund-that may be invested in
vehicles that are reasonably expected to yield investment returns that are compatible, on
an average annua�basis over a decade or several decades, with the discount rate noted
above. The balance in the trust fund shou�d ultimately yield sufficient investment
earnings to lower the amount that must be budgeted by the Town in any given year to pay
_
.
the Tawn's partion af that�ear's retiree health and dental insurance,thus buffering other
services from the impact af rising cost of inedical benefits.
PolrGy: It is the palicy of the Baard af Selectmen ta recammend ta Tawn Meeting each
�rear a budget contributian to the aPEB Trust Fund in an axnount t�i�t ranges fram 3 5 ta
I�� per�ent af the estimated Normai�ost far the upcaming budget�ear,with the
� �eneral and Enterprise Funds bearing their respective shares of those cantributians. This �
approach will mitigate grawth in the LJ�ded Actuarial Accrued Liability, eventuall�r
reducing the amount the Tawn will need ta budget far health insurance by appraximately
one-third,as the assets of the aPEB Trust Fund will be used ta underwrite the arinual �
cast af retiree benefits.
Further, it is recagnized that there are campeting claims for limited Tawn funds, which
are cansidered as part af the annual budget pracess. �ansequently, the annual
recammendatian far aPEB funding sha11 be made in the context of ather capital and
aperating budget needs, such that recammended aPEB funding shall nat have a material
detrimental impact an service delivery ar the ma�ntenance af Tawn capital assets and
infrastructure,
This olic shauld be reviewed fallawing each update ta the actuarial study.
P � .
�ecammended b,�the DP.LB T�T�arkr'ng Graup ta the Tawn Manager.
Deb�lauger, Baard af S'etectmen
Gt�nn Parker, �4pprapriatian Cammitte�
�4tan Le�in�, �4�nprapriatian Cammitt�� .
Rab�4dd�tsan, �4ssistant Tawn �lanag�r far�'inanc�
♦�
Y
T��N �F LE�IN�T�N
�THER P�ST-RETIREMENT EMPL�YEE BENEFITS
ANALYS I S
F�R FIS�AL Y�AR JULY 1,2�12�JUNE 3�,��13
,
REVISED
FESRUARY 21,2�14
F�N�N�I�L Rt�K ANALYSTS
,
�
F�NAN��AL R��� AN�LYST�, LL� .
��c:�uK�r��.�s � 1���5��r��nt�:�+C'c��i����i�,:}�����
February 21,2Q 14 Sent Via�mail
Mr. Robert N. Addelson
Assistant Town Manager for Finance � �
To�of Lexi.ngton .
1�25 Massachusetts A�enue
Lexington,MA Q242�
Dear Mr.Addelson:
Enclosed please find our revised report regarding indicated ather than pension post-retirement
employee liabilities as of June 3�, 2013 for the Town. Tbis report re�ises our report dated
December 31, 2013 to reflect a correction to the a.mortized u�funded actuarial accrued liability,
an adjustment to the expected anuual contribution and some changes the a�ternati�e funding
scenar�os we pro�ide. The liabi�ity calculation is in accordance with�o�ernmental Accountin.g
Standards Board Statement 45 ��ASB-45).
It has been a pleasure bein.g of service to you on th.is project. If after reviewing this report you
�have a.ny quest�ons please do not hesitate to contact us. .
Sincerely, � .
, �. ' .
Robert W. Van Epps,F�AS, �
Managing Principal . �
�..
�:� � :. :�.. . .
John D. Stiefel,FSA,
Associated Consultant
,F��[l i'k���•#���6;d�C ���iY���fi .,.?��i��y'� �?�.�. �3L.�/� ..�����
..�
�.�t�i'I��;C:�, i��.. �`���� ��x�'�1��1�, �.f L�����
�{���;����:;.�.���i:i ����`�c�{���h}�`.�:�'� :3`3�i�} �t�4��..� h�i..��Ei���� ��=i��'���i���,.���� ti;:i�����
' ��
.
T��1T �F LE�IN�T�N �
TABLE �F C�NTENTS
F�
. INTR�I7U�TI�N■��s���►����������������������s�a�����a����������������sa���s�������i►��a������������►s�s�s�..3
��NDITI�NS &LIMITATI�NS.....................................................................4
DISTRIBIJTI�N&USE....................................................................................6
REQTJIREI7 DIS�L�SURES ............................................................................7.
S�HEDULE�F EMPL�YER��NTRIBUTI�NS........................................1�
ANALYSIS.......................................................................................................11
� . E�HIBITS
� F�NANC�AL R1SK ANALYSTS 2
s
�
T��'L�Vl�T �F LEXIN�T�N
INTR�DUCTI�N �
Financial Risk Analysts,LL�has been retained by the Tawn af Lexingtan(the Tawn} ta pravide
an actuarial valuatian af the Tawn's retiree medical and life in.surance pa st-retirement benefits
pragram far the fiscal year ending June 3�, 2�13. Medical and life insurance are the two ma st
camman types af ather (than pensian}past-retirement emplayee bene�ts (�PEB ravided b an
}p y
emplvyer ta retirees and their beneficiaries. Tbis is the Tawn's fif�h year af reparting �PEB
Iiabilities.
The Tawn presently pravides Iife, health and dental insurance benefits far active and retired
emplayees and their cavered dependents. The Town has reparted ta us 1,1�9 active emplvyees,
125 pre-Medicare retirees, 91� Medicare retirees and $$ aver-�5 nan-Medicare retirees who
have ele�ted health insurance.
Since the Tawn jained the Graup Insurance �ammissian, all af its pla�s are an a premium basis
and nane are self-insu,red. Life and dental insu,rance benefits pravided by the Tawn are full�
insured. Far health insurance, active empla�ees and retirees nat an Medicare have a �haice
amang several plans spansared by the Massachusetts Graup I�a.su,rance�ammissian. As required
b� Massachusetts Iaw, retirees nat an Medi�are have the same benefit aptions as active
ernplayees. Mast retir�es an Medicare are in the Ha�vard Pilgrim�ar Unicare plans. Far retiree
Iife insu,rance, the an1�aptian is a flat$2,���benefit(reduced fram$5,���}.
A detailed descriptian af the Tawn's census, benef�t, and prem�um infarmativn is presented an
Exhibits 7, $ a.nd 9.
F�NANC�AL RlSK ANALYSTS 3
.
.
T�WN �F LE�IN�T�N
�
��NDITI�NS &LIlVIITATI�NS
D14 T14 �
W�� this r�part w� us�d data and oth�r infarmat�an prav�d�d ta us by th� Tawn. This data
cons�st�d of th�fallawing:
• ��nsus Infarmatian - th� d�magraphics af th� act�v�, r�-M�dicare r�tir�� and
p
M�dicar� r�tir��papulatian cav�r�d far m�d.�cal and ��f� insuranc� b�nef ts as af th�
dat�af th�mast r�c�nt p�ns�an va�uat�an. Far activ��mp�ay��s, dat�af hir�was a�sa �
includ�d. Data was valu�d as af Nav��nb�r��13. .
• B�n�fit Infarmatian-a d�scription of the d�ff�r�nt h�a�th a�d��f�insuranc�plans
ava�lab��ta participants. �
• Funding Infarmatian--a d�script�an af haw th�I�f�and h�alth insuranc� �a.ns ar�
p ans
fund�d inc�udi.n.g th�contribut�ans r�quir�d from emp�ayees and r�tirees.
� � Pr�mium Rates—the pr�mium ra,tes far th�variaus plans and th�p�rc�ntage af�ach
pr�mium rat�that the Tawn pays.
� L�f�It75L�.I'aI]C�I�1.-Farc�Informat�an--a summary af the lif�insuranc�schedul�s far
act�ves and r�tirees and the part�c�pant cantributians r�quired. �
• R�quir�m�nts far R�tir�m�nt--the ag�ls�rv�c�r��uirements far r�tirement w�th a.n
q
unreduced p�nsian b�nef t and the amount of ben�fit r�ductian far�arly r�tirement.
• Prababil�t�es af Retir�m�nt--th�prabability that a g�neral ar unifarm�d emp�ay��
�l�gibl�ta r�tire wi��actually r�tire.
• Retirement Elect�an Rates-Th�percentage af active part�cipants wha apt ta cantinue
th�ir��f�and health insuranc�b�n�fits�and pay the assac�ated pr�miums}at
r�tir�ment.
Althaugh th� data supp�ied w�r� r�vi�wed far purpos�s af r�asanability, w� have nat
i.n.d�pendently aud�t�d ar verifi�d this informatian and we assume�t ta be accurate and com l�te.
p
Th� resu�ts af aur analys�s will be canting�nt upan th� r�Iiab�I�ty af the infarmat�an suppl�ed ta
us and such r�liability is th�r�spansibil�ty af the Town. Shauld the Tawn b�com� awar�af any
s�gnif cant d�screpanc�es in the data r�parted ta�us, we should be natif ed af such discrepanc��s
and tbis r�part w�II b�amend�d,�f n�c�ssary.
FtNANClAL R[SK ANALYSTS 4 �
�
.
.
� T�Wlv �F LE�IN�T�N
U1ITCERT'�4I1VT'�
A�tuaria�prajectians, by their n�ture, are estimates af future cantin ent events w '
+ g , hich ca�nat be
knawn with certaint�r. The Tawn's ultunate Iiability far medical, life and dental itisurance
benefits will be subj ect ta events that have yet ta a�cur such as the future emplv�ree attritian rate
�
retirements, and parti�ular�y interest rates and medical cast inflatian.
While we believe the results presented in t.his repart are reasvnable and reflect the use af
accepted actuarial principles and standards af practice, it is pa ssib�e that the actual future QPEB
� Iiability of the Tawn will differ, perhaps materially, fram what we have prajected hereixi.
Nathing in this repart shauld be canstrued as a wamanty ar guarantee as ta the adequac af the
y
�iability estimates cantained herein.
F�NANCfAL R�SK ANALYSTS �
,
� T�WN �F LE.�IN�T�N
DISTR�iTTI�N& USE
This report is provided so�e�y for the use of the Town of Lexin. ton in eva�uatin, its �PE
� g B
�1a�71�1�fOr�1�f15C����'Jl��� 1,2�12 through June 3�,2�13. A copy of this re oxt ma a�so be
p Y
provided to the Town's auditor with the praviso that the report is co ied in. its entire and that
p ty
each�party receiving a copy of tbis report agrees to not distribute the re ort to an other third
p Y
p�Y• � .
. ,
FINANCIAL R1SK ANALYSTS �
� T��VN �F LE�INGT�N
RE�UIRED DIS�L�SURES
Requir�d Information for the Fiscai Year Juiy 1,�U1�through June 3�,Za13
As required by�ASB-45,the tab�e be�ow presents a 3-year sumrnary of the resu�ts of our resu�ts.
Le gi.ngton
GASB-45 Re u�re d D is cios ure s �
FYE�D11 FYE�D1Z FYE�D13
Full Valuation Town�nancia�s �ll Va�uation
2.5�°/fl 2., S�%fl 4.�
A.Expe�ted Past Re#irement Benefit Ubligation(EPBU} $429,7$1,233 $ 176,7$4,446
B.Funded 5tatt�s
1 Ac�aaria�Accn�ed Liaba�tl.y � - �
Act�v�e Fm��oy+ees $ �7,$42,403 $ 40,912,449
Retirees $ 206,861,958 $ 9�,493,62�
Tota1 AAL $ 3�4,704,36� $ 131,406,�69
2 Actuarial Vah�e of Asset� $ 2,5��,��� $ 3,06�,273
3 LTnfu�d.ed ActuarialAccn�ed Liab�7�.y�1}-�2} $ 302,204,360 $ 128,336,796
4 Funded Ra�o�2}I�1} �.82°/fl 2.34%
S Atmual Covered Payroll Town to prov�de $ 83,486,497
6 Rati�of LTr�fianded AAL to C ov�red P ayro� �3}I�5) �3}l�5} 1.5 3 7
C.Annual Re quire d Cantribution .
1 Nornaa�Cost�Servxce Cost} $ 8,7Q 1,341 $ 3,37�,�54
2 Amar�zat�on of LTnf�ncied AAL $ 14,889,767 $ 5,108,1�6
3 Arm�ual Requ�e��ontrxbut���AR�}�1}+�2) $ 23,591,1�S $ 1�,478,16�
D,UPEB Cost
1 �� $ 23,591,1�S $ 23,058,694 $ 11,478,16�
2 Interest on Net�PEB�bhgat�on $ 555,58� $ 1,257,664 $ 3,�19,667
3 Adjus�ment�t+o AR� _ $ 1,672,359 $ 2,458,7?6 $ 4,239,5�1
4 Arnn�a��PEB�ost �1}+�2}-�3} $ 22,774,328 $ 21,857,582 $ 1�,258,326
E.Net�PEB Ubligation
1 Net�PEB�bbgatio�rbegit��ing of year $ 34,223,182 $ 52,665,��1 $ 67,1�3,713
Z Armual�PEB Cost $ 22,7$4,328 $ 21,857,582 $ 1�,258,326
3 Expected�ontr7bu�ns dur�g�e year . $ 6,837,76� $ 7,4�8,9?� $ 6,�5�,165
� 4 Net�PEB�b' tioz�end of ear��}+�2}-�3} $ 5�,159,75� $ 67,��3,713 $ 7I,31�,574
F1NAN�IAL R�SK ANALYSTS ']
T��N �F LE�INGT�N
The table above rep�esents results usiug a partially-funded d.iscount rate of 4.5�%. The
we�gh�ing �s based on d�scount rates of 7.75% for a fully funded program a.nd 4.��% for an
unfu.nded program. S iuce the Tov�m has only part�ally funded �ts GASB-45 Iiab�l�t�es, the
we�ghted,partia�Iy�-funded d.iscouEnt rate is appropriate for fina.nc�al r or�in oses.
� �p�
The following�s an explanation of the above;
Expected Post-Retirement Senefit�bligation (EPS�}—Th.is is the present�alue of the future
post-retirement life arrd health insurance bene�ts for all currently retired employees and active
employees eligible for those benefits. For active employees,the EPB� iucludes the full resent
p
value of bene�ts even though some employees have not yet fully eamed or vested in those
benefits. The municipality needs to be aware of this ��ability but does not need to disclose or
recognize it on any of its financ�al statements.
Actuaria�Accrue� Liab�lity (AAL} -� This is also known as the Accumulated Post-Retirement
Benefit �bligation �A�B�} or the Transition�bligation. Th�s is that portion of the EPB� that
has been accrued to date. For exis�ing retirees and acti�e emp�oyees who have fully earned their
benef�t, the AAL equa�s the EPB�. Upon implementation of GASB�-45, the APB� is the
transition obligation �current l�ability} that must be recognized on the Munici ali 's balance
p �Y
sheet if the Munic�piality chooses immediate recogn�tion. Alternati�ely, the Municipia�ity can
choose to amortize the current APB�. GASB-45 permits amartization over a period of from 1�
to 3�years,
P�an Assets--The amount of assets held iri trust to fund the plarY�if the plan is f�nded}.
Unfun�ed Actuaria�Accru e�Liability--The excess of the AAL over the pla.n assets. �
Norma� Cost -- Also known as the Service Gost. This is the portion of the EPB� for active
employees attributab�e to emp�oyee service during the�rear.
;
S '
FINANCIAL R1SK ANALYSTS �
� k
a
�
T��N �F LE�IN�T�N
� Amortization of Unfunded Accrued Liability—This is the annual amortizat�on of the AAL if
the enitity chovses to am�rt�ze the AAL. If the entity chooses t� amort�ze the AAL, the
amortization cost should be b�oked as a current year expense. Lexingt�n elected to am�rt�ze the
AAL, and we use the le�el d�llar am�rt�zati�n meth�d f�r this calculat�on. We used an initial3�
year peri�d f�r pwrp�ses of am�rtizing the AAL. This is the maximum per�od of time all�wed
under �ASB. �ASB all�ws am�rt�zation �n an �pen, cl�sed �r le�el % �f payroll basis. We
selected the cl�sed basis; i.e. the am�rtizat�on peri�d declines 1 year every year.
Annua� Required �ontribution (AR�} -� This is the total amount that sh�uld be b�oked as a
current year expense. �ASB-45 rec�mmends, but d�es n�t rec�uire, that the ARC actually be
contributed�funded}each yeaar.
Net �PEB �bligation—Beginning of Year --This is accu.mulated excess �f each year's A.R�
o�er the actual c�ntributi�ns �premiu.m payments}actually mad�e that year.
Interest of Net �PEB �bligation — This is interest, at the assumed interest rate, on the
Begix�ning�f Year Net�PEB �bligation.
Adjustment to AR� — This is the Beginning �f Year Net �PEB �bligati�n di�ided b the
y
am�rtizati�n factor.
Annua��PEB�ost--This is the A.RC+Interest on Net�PEB�bligat�on-Adjust�nent t�A.R�
E�pected�ontributions During the Year�-This is the a.mount of�PEB payments and fund.ing .
the Municipality made during the just-completed fiscal year,
Net �PEB �bl�gation �- End af Year Estimate -- This is the Begi�ning of Year Net �PEB
�bligation+Annual�PEB Cost-the Expected Contributions during the Year.
F�NANC�AL R[SK ANALYSTS }
!
! •
T��VN �F LE�IN�T�N
SCHEDULE �F EMPL�YER C�NTRIBUTI�NS
The schedu�e be�ow is based on 4.5�°/o IZl�er�5�, the norma�cost and aaaiortzza�ion of the unfun .
ded
actu.arial accrued �iabi�zty ca�cu�ated as of June 3�, 2�12, futu.re normal cos�s increasin a� 5,�°/0
�
per year ar�d future aamortization paymen�s increasing a� the assumed future healthcare trend
ra�es. �
Schedule af Employer Cantr�bu�ians
4,�Q°/o Discount Rat�
Fisca�Year Norma! Arnort�zartion Tota�Town
�
Endin in C�st Pa ment ARC
���3 $3,37�,��4 $8,'1�8,'1�5 $'1'1,478,'154
�fl'14 $3,�38,��7 $S,�83,�fl $'1'1=8�2,��7
Zfl'1� $3,7'1�,484 $S,�4'1,3�'I $'1�,255,785
��'1 S $3,9fl'1,2�9 $5,888,'18� $'I�,789,444
2��7 $4,fl9fi,32� $9,333,�fl7 $�3,4�9,5�9
2fl 18 $4,3fl 1,'I 38 $9,889,7'f 9 $'I 4,'19�,8�7
Zfl19 $4,�'I 6,'I 9� $1 fl,476,635 $14,992,83�
2�2fl $4 s 74�,flfl4 $'I'I,fl9�,876 � $'I�,837,88fl
� 2fl2'I $4,979,'I fl� $'I'I,749,139 $16,728,�43
2fl22 $����S,flsfl $'I�,438,21� $17,fififi,271
2fl�3 $�,�89,453 $13,'I fi4,973 $'I 8,554,43S
Zfl24 $�,7fi3 3 93fi $�3,931,397 $193 fi95,333
��2� $6,4��,133 $14,739,��8 $�fl,791,59fl
2fl�� $6,3543 739 $'I���91,�34 $�'I,94F,373
Zfl�7 $6,fi72,476 $16,4$9,9'I 6 $�3,15�,392
2fl�S $7,flfl6,1 fl� $'I 7,4�7,4�� $24,453,�22 �
Zfl�9 $7,3�6,4fl� $18,478,37'I $2�,834,77fi
2fl3� $7,7�4,�2� $19,���,sfl� $27,279,8�8
2�31 $8,'I 1 fl,437 $�fl,59�,1 fl� $28,8fl2,�39
2�32 $S,�'I�,9�8 $�1,881,889 $3fl,397,847
2fl33 $8,94'I,7�6 $�3,125,591 $3�,fl68,348
Zfl34 $9,388�844 $�4,427,832 $33,8'I 6,675
2�35 $9,8�8,286 $2�,787,22'I $3�,64�,5fl7
�fl3fi $1�,3�'I,�fl 1 $�7,�fl5,353 $37,��7,��4
Zfl37 $1 fl,868,761 $28,686,8a3 $39,��,�fi4 �
- ��38 $1'I,41�,199 $3�,�3�,1�fl $41,fi4�,3'I 8
2�39 $11,982,8fl9 $31�837,8�9 $43,82fl,fi28
Zfl44 $12;�81,949 $33,��1,38� $46,fl93,331
2�41 $13,�'I 1,fl47 $3�,2��,�46 $48,463,�93
Zfl4� $13,871,�99 $37,�75,8fl 1 $�,948,4flfl
�fl43 $14,�f 5,179 $38,98$,69� � .$53,�53,873
F�NANCtAL RISK ANALYSTS 1�
r
� T��N �F LE��T�N
ANALYSIS �
Assum�ation� �
1, Interest d�scount rate �- 4.5�% per year, net of expenses, fvr a partially-funded pla.n,
4.��% per yeas, net of expenses, for a.n u�funded pla.n a.nd 7.75% per yeas, net of .
expenses, for a fully-funded plan. The Tawn is part�ially fundir�g its pla.n�cantributians
ta date being abaut$4 millian ar 5.5%of the Net�PEB �bligatian}, sa th�s warr�ats an
interest assurnptian in excess af the unfunded discaur�t rate. GASB-45 re uires that the
q
selectian af a.n unfunded i_nterest discaur�t�rate be based an the expected lang term rate a f
retu.ni an the �Ge�neral Fur�d} assets expected ta be ava.�lable ta pay the bene�ts when
due. We nate that a 1% increase in the assumed ir�terest discaur�t rate decreases the
T�wn's liabilities by about�5%.
�. Trend-Med.�cal Casts are assurned ta ir�crease each yea.r accarding ta the fallawir�g schedule:
Year Medical Trend
��13 � �.16%
2�14 3.11%
2�15 4.�6%
2�16 5.�1% �
2�17 5.96%
2�18 5.93%
2�19 5.91% �
2��� 5.89% � .
2��5 5.78%
2�3� 5.81%
2�4� 5.,�19%
2�5� 5.��%
2�6� 4.83%
��7� 4.35%
��8� 4.35%
��85+ 4.35%
The abave trend rates were develaped usir�g the baseline prajectian af the S�A Lang-
Run Medical Cast Trend Madel versian 1�.11 �Navember 2�1�}. The shart�-term�first 4
years}trend rates were based an the fact that the Tawn's mast recent rate increase far
retirees. The lang--term�after 4 years}trend rates were based an the fallawir�g
assumptions:
Rate a f Inflatian�.8%
Rate af Grawth in Real Incame 1 GDP per capita 1.5°/a
FINANC�AL R[SK ANALYSTS �1
,
R
T�WN �F LE�N�T�N
Incame Multiplier far Health Spending 1.30
Extra Trend due ta Technalagy and ather factars 1.1%
Health Share af GDP Resistance Paint 23.0%
Year far Limiting�ast Grawth ta GDP Grawth 2�60
The Saciety af Actuaries' �S�A's Lan -Run Medical �ast Trend Madel and its '
� � baselu�e
praj ectian are based an an ecanametric ax�alysis af histarical US medical expend.ituxes and the
judgments af experts in the field. The lang-nui baseline prajectian and ir�put variables have
been develaped under the guidance af an S�A Praject �versight �raup. The abave schedule
represents a reasanable medical trend prajectian far the current plan pravisians and
demagraphics af the Tawn's Retiree �elfare Benef�ts Pla.n, and na changes ta these baseline
assumptians are necessary.
3. Amartizat�an Periad - Thirty years �initial�, 26 years �remaining�. 3� years is the �
maximum periad permitted by GASB-45. GASB-45 permits amartization payments ta
increase at a rate not ta exceed proj ected salary grawth. �e assumed level amartization
�ayments,which we�k are mare realistic for budgeting purpases.
4. Ret�rement ElYgibilYty-As prescribed by the terms af the Tawn's Retirement System. �
S. Marital Status�-Active participants are assumed ta keep their current marital status
upan retirement.
6. Turna�er-Represen�at�ve values af assumed anuual tu.r�aaver rates for general and unifarmed
employees are as follaws.
General Unifarmed
Age�roup Employees Employees �
c2� 15.��% 1,50%
20-24 13.13% 1.S�%
25-29 1�.12% 1.5�%
3�--34 $.33% 1.46%
35-39 6.7$% 1.22%
4�-44 5.96% �.�$%
45-�9 5.13% �.�3%
5�--54 3.23% � �.�3%
SS-59 2.45% �.�p%
6�-64 2.�7% �.�p%
65-69 1.94% �.��%
7�-74 I.22% �.��%
75+ �.��% �.��%
In 2�11, we checked these turnover rates against those used by the Tow�'s pensian
actuaz-��David I�riscall, FSA�. They are consistent�although his tur�lover rates are based
on ser�ice�. Far instance, his t�imaver rates alsa start at 15% far ger�eral em la ees and
o • p �
1.5/o for uruformed emplayees,
FtNANC1AL R�SK ANALYSTS 12
J
T��VN �F LE�Il�T�T��
7. Mortality-Mortality assumptions are used to project the expected number of employees
who will be receiving benefits each year in the future. �e used the RP-2QQQ mortality
table�combined healthy�ives}with projected mortality.
S. Disability - I3isability assumptions are used to project the number of people who will
retire early due to disability. The possibility of disability was accou.nted for by assuming
average retirement ages that were 1 year younger tha�were observed by the Town �see
�l�}below}
� 9. Requ�rements for Retirement-The Town has informed us it requires attainment of age
55 for general employees to retire with an unreduced pension bene�t. For un�formed
employees this age is 65. Early retirement with a reduced benefzt is available with
twenty yea�rs of service. For Uniformed employees, �here is a ma�datory retirement age
of 65.
l�. Age at Retirement-� Representat�ve assumed ayerage retire�ent ages are shown below.
These values are consistent wi�h the requirements for retirement stated above, the input
provided by the Town and the adjustm�nt for disabilit}r retirem�nts�see �S} above}.
�eneral Uniformed
,A�,e Em lo ees Employ_ees,
45 63 58
5� 63 59
55 64 61
6� 66 64
62 67 65
65 69 65
69 72 nla
7� 7� n1a -
1 l. Retirement Election Rates - The Town pro�ided us data for each group shovving total
retirees and hnw many retirees have elected to continue post-retirement benefits and pay
the associated premiums. That data showed that retirement e�ection rates have been as
follows.
All Em lo ees
Health Insura�ce �r�y participants electing health insuxance included
Life Insuxance 4��I0
Dental Insurance 59%
I2. Affordable Care Act�The Affordable Care Act indicates that premiums over �
$1�,2��1$27,5�� �SinglelFamily} in��I$ will be subject to a 4�% excise tax. Some nf the
Tovvri's premiums might exceed these thresholds in 2�1$ �based on current trend
assumptions}; but we did not calculate or include a�y additional �ASB-451iability for this
F�NANCIAL R[5�ANALY5T5 13
T��V11T �F LE�IN�T�N
eventuality, In our judgment,the Town's benefits a.�d premiums are"n�rmal"for a
government,not"Cadillac."Also,the Town is likely t�take action to avoid the tax if
necessary. Finally,the currer�t thresholds�$1�,���1$�7,5��}are projected to trigger the tax
with over 5�%of govemment employers; so it is quite likely that Congress will char� e them
before��1 S.
g
13. Plan �hanges -� The Town joiried the Massachusetts �roup In�surarrce Com�mission
effective 7-1-1�, As a result, there were be savings to the Town resulting from charr es
�
in benefits, premium rates and increased member contribution requ�rements. These �
changes have been reflected in the data the Town provided us as of November��13, so
we have reflected these savings in this valuation.
14.E�penses - We did not make an explicit assum tion for ex enses because our
, , p p assumed
urterest d.�scount rates are net of expenses.
Metho do Io �
We used the Projected Unit Credit actuarial cost method in our anal sis. The '
. , y followulg rs a
summary of the steps employed in�us methodology.
1. Determine �urrent annual subsidy for life and health insuran�e for the pre-Medi�are
retirees, Medi�are retirees and retirees o�er�age �5 not on IVied.i�are. �e used the most
recently available census data, current premiums, participant contribution requirements and a e-
g
sex adjustment factors to make these calculations.
Z. �al�ulate the EPB�. This is the present value of future subsidies for life and health
insurance for the actives, pre-Medicare retirees, retirees over 55 not on Medicare a.nd Medicare
retirees. S epa.rate cal�ulations were requ�red for a�tive gene=al and active uniformed em lo ees.
p Y
�. �al�ulate the AAL from the EPB� and the a�tive empluyee age and ser�i�e infurmation
frum the`�ensus. �
4. �al�ulate the other�ASB-45 required dis�Iusures.
FINANC�AL RiSK ANALYSTS 14
�
.
T�WN �F LE�.IN�T�N
APPENDI� 1—�ASB-�5 Required Disclosures at 7.75%Interest
Le xingto n
�ASB-45 Re ` d Disciosures
FYE Z�13
l�ll Valuaiion
7.75%
�
A.Expected Post-Retirement Bene�it�bligation�EPB�). $ 11�,3g5,�g8
1. Impact of a 1%�ha�age in the Interest Assumption 16%
B.�de d Status
1 Actuar�al Acczu+ed Liab�ty
Active F�aap�Oyees $ ��,3��,753
R.etirees $ 67,g63,373 �
Tota1 AAL $ g�,�64,1�6
� Actuar�al Vah�e o f Assets $ 3,�69,�73
3 LJ�ed Actua.r�al Accn�ed Liab�iy�1����� $ 87,1 g4,853
4 Fut�ded R.ati��2�1�1� . 3.4�%
5 A�ua1�overed Payroll $ 83,48�,4g7
� R.ati�o f U�ed AAL to�overed Paymll 1.�44
�.Annua�Re quire d Contribution
1 Normal�ost�Serv�ce�ost) $ 1 711 184
� �
2 Am�rt�ratzon o f Ur�iu�ded AAL $ 7,43�,�14
. 3 Anr�ual Required�or�bubian�AR���1�+��� $ 9,14�,1 g9
D. �PEB Co s t
1 AR� $ 9,14�,1g9
2 Interest on Net�PEB�bligati�n $ 5,2��,53 8
3 Adjust�nt to AR� . $ 5,�35,77�
4 A�1�PEB�ost �1�+��}-�3� $ 8,7��,g�1
E. N e t�PEB�bligat�o n
1 Net�PEB�bligation beg�.ing of year estm�ate $ �7,1�3,713
2 Ar�,�a��PEB�ost $ � 8,7��,g�1
3 Exp ected�ontnbu�ions dur�ng th�e year $ �,�5�,1�5
4 Net�PEB�b' tivn er�d of year[1}+(2�-�3) $ �g,7��,5�9
F�NANC�AL R�SK ANALY5T5 1�
y
■
` T�WN �F LE�1T�T�N
APPENDIX Z—Alternati�e Contr�bution S�enarios
Lexiagton
A�#ernate Scensrios 5D-Year Prn �t�iivn at 4.5°/o Interest)
S� F1at S5�O,OQO $1,000,000 $1,500,000
Cantr�h�rtfon� �5[fU,000 �nc�re a�ing hy Inc�re as in�g hy �c�re a�in�g hY
� �Ful,u�e �r,Y_ 4°�„ Year 4°/o r Year 4p�4 er Year
A.Expected Po�t Rebremeat Senefit�blig�tion tEPBQ) $ 176,7$4,446 $ 176,784,446 $176,784,446 $I76,784,446 $ 176,784,446
1.Impact of a 1°/o Change�m the Ir�erest A�tioa 2 S°/o
B.F�ed 5#atus
1 Acri�zial AccnEd L�ab�ty
ActNe F�np�ayees $ 4(],912,449 $ 4�,912,449 $ 4�,912,449 $ 4�,912,449 $ 4�,912,449
��� $ 9�,493,62� $ 9�,493,62� $ 9�,493,62D $ 9D,493,62D $ 9�,493,62�
T��� $ I31,4D6,D69 .$ 131,4D6,D69 $13I,4D6,D69 $131,4D6,��9 $ 131,4D6,�69
� 2 Acri�arial Vah�e of Assets $ 3,D69,273 $ 12,95D,277 $ 25,244,317 $ 47,4I9,36� $ 69,594,4D4
3 LTnfi�ded Act��a�rial Asccrued Liab�ity(1}-(2} $ 128,336,796 $ I 18,455,792 $1D6,161,752 $ 83,986,7�8 $ 6I,811,664
4 Fua�ded R��io(2}I(1} 2.34°/a 9.86°/0 19.2I°�a 36.�9°/a 5�.96°/0
5 A.nrnral Co►�r�i PayraIl $ g3,4$6,497 $ 83,486,497 $ 83,486,497 $ 83,486,497 $ 83s486,497
6 Rabo ofLTnfiaaded AAL to Co�ered PayroIl I.S37 1.�19 1.�72 1.nD6 �.74�
�.A.nnual Requ�red Contr�bution
1 NomqalCost�5er�Cost} $ 3,37D,�S4 $ 3,37D,DS4 $ 3,37�,DS4 $ 3,37�,DS4 $ 3,37D,�S4
Z Amar�ti�tioa ofunfi�r�ed AAL $ S,1�8,1 D6 $ 7,483,841 $ 6,7D7,123 $ 5,3�6,I41 $ 3,9DS,1 S 8
3 Anrnral Aeq�.m�ed Coz�nbution[ARC}�1}+�2) $ 11,478,I5D $ I D,853,894 $ 1 D,D77,177 $ 8,676,195 $ 7,275,21�
D.UPEB Cost
1�� : $ 11,478,I6D $ 1D,8S3,894 $ 1D,D77,177 $ 8,676,195 $ 7,275,21�
2 Interest oa Net flPEB flb�at�oa $ 3,D 19,667 $ 3,D 19,667 $ 3,D 19,667 $ 3,D 19,667 $ 3,D 19,667
3 Adjustment to ARC $ 4,239,5�1 $ 4,239,SDI $ 4,239,S�I $ 4,�39,5�1 $ 4,�39,S�I
4 AnrnAl flPEB Cost (1}��2}-[3} $ 1�,�58,326 $ 9,634,D6� $ 8,857,343 $ 7,456,36I $ 6,�55,378
$ -
E.Net�P�B QbUgat�on $ _
1 Net flPEB flb�atioo-beguming of year esti�te $ 67,1�3,713 $ 67,I D3,713 $ 67,1 D3,713 $ 67,1�3,713 $ 67,1 D3,7I 3
Z Ar�ual flPEB Cost $ 1 D,�58,3�6 $ 9,634,D6D $ 8,g57,343 $ 7,�56,361 $ 6,�SS,378
3 Expected Co�nbu�ion�during the year $ 6,�5�,165 $ 6,DS�,I65 $ 6,DSD,I6S $ 6,nSD,16S $ 6,�SD,16S
4 Net flPEB 4b' t�oo-end of �1 2 3 $ 71,311,$T4 $ 7D,687,6U8 $ 69,9I0,89� $ 68,SD9,9U9 $ 67,1�8,926
F�NANCIAL R[5K►4NALYSTS ��j
A
�
T��N �F LE�IN�T�N �
APPENDI�3--Enterpr�se Funds
Le xingtan
� Ente r��e�nds
FYE Z�1� Allocatian ta Alllacatian ta Allacation to .
Total Water Se v�e r Re cre ation
100.40% 4.65% 4.25% 4.41%
A.Expected Post Re�irement Beneft Ub�gatian(EPBU� $ 17�,784,446 $ 1,149,099 $ 441,961 $ 724,816
1.�act of a 1%Cbange in the vrterest Assu�tion 25%
B.F�nde d 5tatu.s
1 Actuaxia�Accn�ed Liab�ity
Active F.tr�p�yees $ 40,912,449 $ 265,931 $ � 102,28 l $ 1�7,74�
Redrees . $ 94,493,624 $ 588,249 $ 226,234 $ 371,424
Total AAL $ �31,406,459 $ 854,139 $ 328,515 $ 538,765
2 Actuax�ia�Value ofAssets $ 3,469,273 $ 19,954 $ 7,673 $ 12,584
3 Unfi�nded Actuarial Accn�ed Liab�ity(1�(2) $ 128,336,796 $ 834,189 $ 324,842 $ 526,181
4 Fu�ded Ratio(2�(1) 2.34% 2.34% 2.34% 2.34°/a
5 Anm�l Co�ered Payroll $ 83,48�,497 Town tv prnvide Town tv prvvide Town ta prvvide
6 Ratio af Unfi.roded AAL tv Ca�ered PayroIl 1.537 (3�(5) (3�(5) (3�(5�
C.Anrn�al Requined Contribution `
1 Norn�al Cast(Ser�ce Cost) $ 3,370,454 $ 21,905 $ 8,�25 $ 13,817
2 Amortrzation of Unf�nded AAL $ 8,108,106 $ 52,743 $ 20,274 $ 33,243
3 A�a.l Require�d Cantr�bu�ion(ARC)(1}�{2) $ �1,478,l 60 $ 74,648 $ 28,695 $ 47,460
D.UPEB Gas t
1 � $ 11,478,164 $ 74,648 $ 28,695 $ 47,464
2 Ivterest on Net�PEB�bligation $ 3,419,�67 $ 19,628 $ 7,�49 $ 12,381
3 Adjustn�to ARC $ 4,239,541 $ 27,557 $ 14,599 $ 17,382
4 Axun�l�PEB Cost (1}�{2�(3) $ 10,258,326 $ 66,679 $ 25,646 $ 42,059
E.Net�P�B Ub�gation
1 Net�PES�bhgatiozrbeguming af year estn�.�,e $ 67,103,713 $� 436,174 $ 167,759 $ 275,125
2 Annual�PEB Cast $ 10,258,326 $ G6,679 $ 25,646 $ 42,459
3 Expect+ed Contr�UurionS during the year $ �,454,165 $ 39,326 $ 15,l25 $ . 24,806
4 Net�PEB�b' ti�irend of ear I 2 3 $ 71,311,574 $ 463,527 $ 1�8,28Q $ �92,379
F�NANGlAL R�SK ANALYSTS �"]
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Green Burial Fees
PRE E TER• ITEM
S N .
NUMBER:
Dave P insonneault, DP W Director
I.8
S UMMARY:
Attac hed p le as e find the rule s fo r gre en b urials. T he fe e s will remain the s ame as the c urrent fe e s. T he B o ard
ne ed s to ap p ro ve the rule s and the fe e s (whic h are the s ame). T he autho rity is und er M G L 114, § 15:
"Towns may appropriate money for enc lo sing any c emetery lawfully provided by them or for c onstructing
paths and avenues and embellishing the grounds therein, and may establish all necessary rules relative
thereto consistent with law. They may lay out such cemetery into lots, and shall set apart a suitable portion
as a p ub lic b urial p lac e fo r the us e o f the inhab itants, fre e o f c harge. T hey may s ell and c o nvey to any p ers o n,
re s id ent o r no n-re s id ent, the exc lus ive right o f b urial and o f erec ting to mb s and c eno tap hs up o n any lo t and o f
ornamenting the same, upon such terms and conditions and subject to such regulations as they shall prescribe.
Upon the c onveyanc e o f a burial lot, a town: (1) shall as sign a numb er to such lot; (2) shall c aus e a marker to
b e ins talled thereo n whic h ind ic ate s s uc h numb er; (3) s hall give a written no tif'ic atio n to the p urc has er o f s uc h
lot, or his agent, which notif'ication specif'ies the location and number of such lot; and (4)may charge the
purchas er o f such lot a reasonable fee for the co st o f such marker and its installation. Towns shall maintain
records conc erning the location and numb ering o f such lots, which records shall b e op en to the public. The
proceeds of such sales shall be paid into the town treasuries, be kept separate from other funds, and be
ap p ro p riate d to reimb urs e the to wns fo r the c o s t o f the land, its c are, imp ro vement and emb e llis hment, o r the
enlargement o f the c emetery."
SUGGESTED MOTION:
Approve the proposed rules for Green Burials as attached and further establishing that the fees for Green
Burials will b e the s ame as all other burial fees.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 8:10 p.m.
ATTACHMENTS:
Description Type
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDAITEM TITLE:
Goal Setting Discussion
PRE E TER• ITEM
S N .
NUMBER:
Jim Malloy, Town Manager
I.9
S UMMARY:
A s the B o ard is aware, we have had d is c us s io ns ab o ut c hanging the fo rmat o f the B o ard's go al s etting s e s s io n
and have d is c us s ed b ringing in a fac ilitato r to c o nduc t the s e s e s s io ns. I've attac hed a p ro p o s al fro m a firm I've
wo rked with b e fo re that s p e c ialize s in this typ e o f retreat/go al s etting p ro c e s s. T he p ro p o s al wo uld b e fo r the
facilitator to hold s es sions with the Chairs o f major Boards/C ommittees/C ommis sions (T BD), a s eparate
s e s s io n with the S enio r Management Team and then p ro duc e an initial rep o rt that Wo uld b e fo rward ed to the
Board of S electmen prior to a retreat. This report would provide the Board insight into the priorities of
B o ard s/C o mmitte e s/C o mmis s io ns and the S enio r Management Team to allo w the B o ard to take the s e
tho ughts into c o ns id eratio n when d evelo p ing the go als the B oa�d wants to e s tab lis h. At the s ame time, I'm
go ing to rec o mmend to the B o ard that yo u c o ns id er e s tab lis hing two-year p lanning go als s inc e s o muc h o f the
wo rk we d o take s p lanning, b ud geting, legis lative ap p ro val and imp lementatio n whic h generally s p ans at leas t
two years. T he prop o s al is for$22,800 which c ould b e reduc ed by not us ing a visual fac ilitator to $18,800
(jus t fo r the B o ard's info rmatio n, the vis ual fac ilitato r draws flo w c harts, p ic ture s and help s c o ns o lid ate a lo t o f
varied tho ughts into a s ingle c o ns is tent tho ught and p ro vid e s value). A s an examp le, I've attac hed 4 drawings
the vis ual fac ilitato r p ro vid ed during the s trategic p lanning p ro c e s s in 2018 in We s tb o ro ugh to give the B o ard a
general id ea. T he B o ard has a fund that was p art o f the S hire T I F that p ro vid ed $90,000 to b e us ed at the
Board's discretion. This could provide the funding should the choo s e to go forward with this propo sal. We
would also need to select dates and coordinate with the consultant and others in Lexington.
SUGGESTED MOTION:
To approve the propo sal with the Novak C onsulting Group to undertake a go al s etting proc es s as provided in
their p ro p o s al and to autho rize the us e o f the S hire T I F fund fo r the c o ntrac t.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 8:20 p.m.
ATTACHMENTS:
Description Type
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February 27, 2019
James Malloy, Town Manager
Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02420
Dear Mr. Malloy:
We appreciate the Town's interest in The Novak Consulting Group facilitating your governing
body's retreat. We have extensive experience with this type of work and would be pleased to
work with the Town of Lexington. The purpose of this letter is to discuss the potential for this
engagement.
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The intent is to supplement Goal Setting for the Board of Selectmen with input from both Town
Staff and the various Boards and Commissions. We will approach this engagement with two
phases. During the information gathering phase, we will meet with you to discuss expectations
and opportunities. We will also facilitate a session with your Management Team and the
leadership of the Town's Boards and Commissions to gather additional input on the Town's
priorities, strengths, weaknesses, opportunities, and challenges (SWOC). We would also spend a
little time with each member of the Board of Selectmen to understand their perspective on the
Town. The insight gathered from these conversations will help us prepare the agenda, and a
summary of the SWOC and Priority Input will also be developed for the Selectmen to review prior
to thei r retreat.
The second phase is the actual goal setting retreat, which will be held on a mutually agreeable
date in 2019. During the session, the primary role of the facilitator is to ensure that the
environment is respectful and conducive to open and constructive dialogue, so the established
objective is ultimately met. While the agenda provides the structure to accomplish the tasks, we
also know how important it is to pay attention to the group and make sure conversations that
need to happen actually happen. Therefore, we are flexible and in tune with the group during the
process.
Approximately one week after the retreat, we will provide a summary report documenting the
results.
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The retreat will be facilitated by President ]ulia Novak. ]ulia has worked in and around local
governments for more than 30 years, both as a practitioner in direct service to local governments
and as a full-time consultant who has worked with hundreds of organizations. She founded The
Novak Consulting Group in 2009. As a professional consultant, she has led engagements in
communities of all sizes covering the full spectrum of local government services. She has worked
,
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with more than 70 governing bodies across the country to establish goals and set priorities and
is an established thought leader in the areas of governance and management. During her local
government career, she worked in Fort Collins, Colorado; Lexington, Massachusetts; Rockville,
Maryland; and was city manager of Rye, New York. ]ulia earned a bachelor's degree in
government and politics from George Mason University and a master's degree in public
administration from the University of Kansas. ]ulia was in the first class of individuals certified by
ICMA as Credentialed Local Government Managers and maintains that designation.
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The total fixed fee to complete the scope of work outlined in this proposal is$22,800. This includes
all professional fees and expenses. To hold the date, a non-refundable deposit of $5,000 would
be due upon signing of the agreement. The balance would be invoiced upon completion of the
retreat.
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We will need to following materials and setup to ensure the session is productive and engaging:
• Tables and chairs set up in a U shape and oriented toward a wall with a smooth surface
(for recording the session's conversations and decisions in a visible location)
• Space between the top of the U and the wall for the facilitators to move freely and work
• 2 flip chart stands (solid back or retaining bar)
• 2 pads of flip chart paper— prefer 3M Grid Line paper
• 3x3 sticky notes in four bright colors — seven pads of each color
• Dark color fine point Sharpies for participants to use
We look forward to the opportunity to serve the Town of Lexington. Please contact me at (513)
309-0444 or jnovak(a�thenovakconsultin_q�_qroup.com should you have any questions.
Sincerely,
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Julia D. Novak
President
Accepted for the Town of Lexi ngton:
Name, Title:
Signature:
Date:
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stren thenln o anIzations
The Novak 9 9 rg
Consulting Group
40 0 4110
0
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...........)t jr.rr-)iss,ior"') /,s t o ..(51�mrgt her-) ogor ilmt 1*or-),s,, [�:)rl[,)ose
h(�/ s'erve or-)(J t h(,,I).s,e wf��)(.-) wor-k ir-) t[�)ern. 1,44? ore locol
goverr-ir r-)er-)l proIr�s,,,(I)1@.,)r S�/ j,r")d we r.,)r"(-')v1*cJe servIces
tollorecit o bca/ sle
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Plato ilr)ir"')!
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Facilitation & Strategic Planning
Leading planning sessions for successful outcomes.
i g III Iliag g Ilr .. t jIIp processes I .q.4III �p r ts a r t alr) d v a (,."IIII IIII IIII ,a ted . ti Ilrii Uess g Ilir° t I IIII:
., Ilia.Ill . ir)dh i III Ilr g s taf Ilre 11,, Ilrea ts ar-iid goaIIII sel.. dirig c,onveIrsa.IIIalr is Wllll tII`1 g ove Ilirlun IIII lord g )o d IIII e s We
ecIIII a t. Ilnaviga tihng cIlia III IIII eIII r) tkIlirlpe Ilir Ilir"4III uri w) IIII cs II .IIh IIII rii an Illy : Iri III .III o r)
to e Ills° .j Ilre IIII t s "!' Ilrir'i pIIII ,': °:. M. i � r..lI e t cl �� Illr Ili" � i tIIII �: � III III �..'.; ���. � IIII..
Wra
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Finding and developing strong leaders.
IIII IIIIe q r4III lilt o"f ari oIrgarmflzatiorl i`s Illleadellrs is .Ilrill 1. lifi cIIII 1,0 li t Il[mii
r )r IIII m rm�i terlr°ri sticcess. IIEe:m�iti e s ealir(,',]h (',,- Ilr°i IIb Ilir�i iliIlr)N IIII
ry i : Illr II o t, h e llll ec ted bodies Il lili r ili llri E� c t,,j , lil t af'f Ilirli
CI1111111111,0s fiflIIIIIIIiIIIni IIII° lil II[- .......... IIII 6IIIp(:)slip lilt(:)r)s. III xect.j� liNte coa6I °ililn
.. Illi'" � Ilia lil ' :lil Ilir° � Ilri t: Ilrn IIII :. . ��. �� :.��: �m;:��r.:� IIII..: � IIII Ilia � lure �:,��..
Ilr IIII) r) cii r) UV°m .6r' ) e, bto t it r�,e tz lil Ilri
tIIIIeIlir 1 1 Ilh lur : to gIIV ioi. t lil tr Ilir alir Ilk.r
Organizational
Assessment &
• • •
Optimizatlon
Maximizing efficiency and productivity.
s s , M III Illr li g a r i d o F.) t, I Ilr ir)izing oIrgar ii IIII atIII oIli 4III p ., rfIlr r i r i c.. is oIri(,. of w"mm " Ilr .. M . Illr III (�.... s ..,
:.. � „: µi s � ....� IIII ...II ��IlirI.Ilr�rm .Ir,i t t �.II�� .. Ilrx, arii ,�� .lil�Yr'i s a [Il irw IIII .
� � : Ilr � � IIII � Ilr m � � � every � .. �.. � Ilr . Ilr�r� �µ� III Ilr��
Strategic plarirfing f6r an orgarfizatior) IS POIAterfu'l.
Strategic planning f-(.)r a community is trarisfbrmatip
ve.
Organized by the Community Foundation, the process incorporated all sectors
*f the community to increase prosperity for all residents.
J o i n �,' y ft vn&byIIII
CouIlia "11Y,III: rivat(:,, and
E'dUcatian sec-t(Yrs
80 resideri,ts gathered "to
lilt irnaglilt rie a bdd fUh 1 Ilire
Actian [terns iri rikne
Key ArE!as
s[-iared ac,ross
sec"I''tar's
TAW -
What do we hope will bj
true in the future?
411051 What must go well in
order to make it so?
MIDLAND COUNTY
Strategic Manning Roadmap
-Mmmi =�� is Mi. 1" v I S 10 t4
IMPLEMENT
7 PRIORITY
S
ACTION ITEMS
C-The Future was launched by the Mayor and Board ofAldermen to
celebrate the City's Centennial and position the community to be
proactive in creating its future. "The process brought together a group
of more than fifty diverse stakeholders to help shape our community's
future. Clayton now has a collective vision and a strategic plan in place,
to take us into the next 100 years.111 - Linda Goldstein, Mayor
PrIocess III Ilnivd�VEd extensive
stak'dlhdIder OU'treadh far the
scar )
L)secj ar)Ikne pIIIat'fcxrrn
tedhIndbgy "to cor ivenieir )tl�y
engage IliasIII deri,ts ar)d
busiriesses
Resi,,ilts
Visiain of''the ftlttlre of CIJIayton
V lily
o Ilr') g u i d e s "t I )e 13oard of
AIder-rIyier) in pdkcy
ilire) itiatrill ves aIIIlilt grvry )en't MCI-) the
cari i r,y"i u Ilirr i It y v i s i c) ii"i
The City of Westminster has a tradition of engaging the community i
its City -focused Strategic Plan. Westminster is the next urban center o
the Colorado Front Range.
A(i �,�y Po in ts
ioes, A n n u a IIII c Ilh e c n s w i tl� h "t h e
ari priorities
,mom, Ad�IIIIeV&�S aft[ ie City
oW,
rIganizatic)n eingaged in
a facflltated, strIuctur�ed
proc-ess for, s[)&ring icleas
Wi`t[l G`ty ("'OUIrldd�
Rest,ilts
,meo 0,111y Couru_"-flI &rticU4t'E!d
II13 0 [_ II1) Illy ew V i s i c') Iln fo Ilr Illy i s
SUbt jrlbar)
4111110, Strategic III IIIIari fdhIy iri'tegrated
i�rvto the fabric of'Citly business
M! =11111!!
in shaping the future of City government.
Key P(,:)11rIli ts Resi,jlts
igesv C 4two St�ral egic N4rvir)ing 1"' Suirnirnit, "to ira irr) ewo r k
to s'Ur,t.jcUxre anci argarvIze the
erigaget a br,oad cr'oss
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process irx.-Jilmle's lookir g ot- wf)ere -11')e grot,jp c-(jr-remJy is, wf)� o(Jers or-O k(2y s' to k(�?[-) 01(16Y�S
1'410r)l I'(11 r', rr)plisf") or-)d steps to get thc)re.
M tN,-v"-C-)r�i1rwe -ir1c)porO f6cilit'ote, strotg... porr-Ig or)(1 gc)(JI
seNirig,s(:),ssj'or �)s to he/p your, organization find fill,he right" path for", the future,
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ENVIRONMENTAL SCAN
IIIId e Iliri� t IIII to IIII. °: IIII°, o IIII hire w Illri d gzl.IIII°i pr Ilir° t i'li .r lili Ilirm Ilil rr, Ilp ti I;
' ° IlirIlir"r IIII Illrii h "t � �"' IIII IIII lr° rii o Ilr"'t Illr'ii"'t t �`;I["i �' processl
w. m � .'� . IIII°'
Ilia d g a ItIll[-i e Ilr "tillha da (� .
VISIONING
IIE o Ilir iie fu Ilirri d a Ilirrr i mr Iri t, � q taues .tllll () iri o r I[ii
III
.0ie orgariiza"'t III o r'i eIII s.t
III[ iia t is Olh r lil r lil rI i for t Ill[ ri r r t.j tr.xr re?
Il[r a IIII s OI e IIII s IIII ullr) of c�,,r Ilr (,)rgamIza t in�
• IIIh t Ire ("Air Ilr IIII ,j e s'
CRITICAL SUCCESS FACTORS
w.J IIIIve Ilir) iIm. Ilia: you &re 1',0clay alurid W[ e re yoar wa Ilrr.
to Ilb e lilt rr t Ill[mi e fu I u re, w h a t, a c:lilt o r is Ilirr°i u s t yotmj t a .r
i lri o Ilia r it o aclhieve C[mie e s lilt rm,, ( lilt s lill p Ilir)
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Il�iii� II ��
(A ru IIII )e Ilir e j wa �r i (�Ao g�,�1
The Novak Consulting Group Difference
urumru Ilir orisUI to Ilr i ts �i ide varie ty c)"f" II1 IIII IIII Ir i6Iec ted ()fficl. III ca IIII m , bo&rds arid
t, to r Ilir I�r) s IIII IIII Ir) IIII s ura tE!gy pIIII Ilia Ilia III Ilri g and o IIII se t t III uri w IBy worlkihrigrilii Ulh Ilir°mr°�i Iliri r g.! rs arid s. a.:f,
we w w ��
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� s �., Iliro t.j �r IIIriV d " (gym � IIII �"" � Illr ". � Ilia r� � Illr �' t J C('.� ! . �: lili ���:: Ilirr� �r::�. � m�, ����'�� �� r�„� �° ���� .� IIh"��� �� ��,� m IIII �� ���,� ���„
ii 3oveI,,,,��� i�
(11 )IIIS, ",ova .............. i i c a . . . . . .... ...
Arizona
Kansas
Ohio
Sierra Visto,
Johnson (.ounty
Sharonville
Yurna
Lawrence
Upper, Arlington
California
Overland Park
Worth ing ton
Hanft.)rd
Tonganoxie
Oregon
Hayward
Unified Government of'
Bend
Manhatt(in Beach
Wyandotte County
Eugene
Palo Alto
and Kansas (."ity
Hillsboro
Placer County
Kentucky
Salern
San Louis Obispo
Padu(.-ah
Wilsonville
.So n to A r7 a
Maryland
Tennessee
Your7tville
Greenbelt
Forragut
Colorado
Rockville
Texas
Adams C.ounty
Michigan
Allen
Aurora
Ann Arbor
Cedar H/H
Bfigtiton
/--I erndale
Dallas
ri te n ri I'a
flomlefl
Lancaster
Evans
Midland
League '".11Y
F'Orl- Collins,
Missouri
Prosper
Routt County
(Ja,yton
University Park
Wes Uri ins ter,
Me Woodlands
Windsor
Maryville
St..Joseph
Utah
Connecticut
University City
Murray City
Manc,I)ester
North Carolina
Sout/7.fordan City
Mansfield
Hendersonville
Washington
Florida
Bellevue
Palmetto Bay
Ohio
King C.(,.)unty
Blendori 7bwriship
Georgia
Blue Ash
10ountlakeR-woce
Decatur,
(JearcreekTownship
Sequirr)
Rosvitefl
Cleveland Heights
Shoreline
Illinois
Delaware County
West Virginia
Gurnee
Dublin
Morgantown
Woodbridge
Gatianrm
Wisconsin
Indiana
Oberlin
Oak k,
Munster
Pow(?//
who we work fod
-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
Project Key
OA: Organizational Assessment and Optimization
ES: Executive Search
S S'Ura'tlegi ar'ird
Alliance f rr IIInnovatiori
Arin Aubhori,ty, Midhioan
(","entral lBrrrwrrrr
Co ri i and .:III..:y Mar,iagernerl,t Assoc.
(I ol"Ir i a n g I Ellra n s i 111, D U r h a ryi, III Cl
City/Cbunty Management Assoc.
MaryIlly rid Murfldpal League
M lire rrr'n i U rrri liIveurrr lii ty o f 0 [1 i o
Mi&rni Valley Risk Mariagernerit Authority, Ohio
Midl&nd C.''Ornryurifty Fotxndation, Mibl,ligarl
Minr,iesota Mur)idpal I-eague
Missot,uri Mtxr)idlpal Ili..eague
Ill atiorial Associatiori of" State arid IlL.r cal
Ili; .quity F1 inds
Naborial L,eagt,je of Cities
Ocleari Ili4urres Associaduri, MD
Ohio City/Couurn ty Mariage�riient Association
Orlllrrarn IlParrirsllir S(I-Jhool IlBoarrd
Owens,-Corriing, Ghio
['i a fteIII i s
Solid Wasl"e ALIthor[ty of'Ceril ral Ohio (SWACO)
USAID - Moldova
S 1p
3 a I t i ry,i o re Wa s h i ��r,i g to ��r') A ri ��i I jal Corifererice
OA
S 1p
CaIIlif'(,)r,uriia11 mrival Corif'erence
OA
ES
(".b ru m rrn e c t i o n r. III lb b I e
0 A
0 A
Dak(.�)I,as Arvrival Cr rvf"er,(-.?r,ice
OA
OA
S P
Disdples[iiIlia Wnistries
OA
0 A
S p
Fdlurida hrurujal Curifer,(,!Nrice
OA
OA
Ilf..11lo ur, i d a U rrr) i t e d M e t ["i (�) d i s t C llh i I d re n's 1-1 o rn e
0 AIlFdlurida
llr)ited Met[mdist Fbuirldatiorl
OA
S 1p
General Board Of'III ,-Iig[,ier I'ducation An(] Wriistry
OA
!3 1�11>
Glo�bal Wnistries
OA
OA
III llrn llp a c "t C" h t j llrcllh
S P
Justice lbr, Our Neig[ibors
S p
L-OUisiana hmnt,jal Wesley Center
St. Jolin's C.Ihurclh, L(.)uisiaria
OA
Llriited Methodist Corrurnittee Or) IIRelief
OA
ES
Uri[ted Metlhodist., IlFron,fler Fourida'dun
OA
p
Westerri Ili ervrisyIll variia ArurmaIII Conf(.-reroes. e
S 1p
OA
ES
S P
OA
ES SIG'II:::
ES
ES S
ES
ES S P
ES
S P
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ES S F)
ES
ES
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Annual Town Meeting Recap
PRESENTER:
Jim Malloy, Town Manager
SUMMARY:
ITEM
NUMBER:
I.10
Attached is a summary of a discussion at our most recent Senior Management Team meeting related to items
approved at the Annual Town Meeting and where various projects and programs stand in regard to
implementation. Additionally, this is a good opportunity to discuss what worked well and what did not work
so well and to identify items that may need to come up at the next Town Meeting and how to approach these
items.
SUGGESTED MOTION:
This is a discussion only, no vote is necessary.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 8:40 p.m.
ATTACHMENTS:
Description
Type
Senior Management Team Meeting
April 30, 2019
Seasonal Cooling Center Activation Planning
Cary Library
The library has agreed to serve as a cooling center during their regular hours which include Monday -
Thursday evenings until 9:00 p.m. Should it be necessary, they have agreed to extend their hours until
later in the evening. One note — they are closed Sundays in the summer, so opening as a cooling center
on a Sunday would take some effort.
Community Center
The Community Center have also agreed to serve as a cooling center during the summer. They will also
be closed on Sunday, but is also open to having extended hours, especially for the pool.
Land Use, Health, and Development
The Health Director is looking for SMT members to help coordinate with SMT members to plan and
implement the cooling centers in the time. Chief Corr, Chief Sencabaugh, Mike Cronin, Melissa Battite,
Melissa Interess, and Sean Dugan have agreed to assist with the coordination of the cooling centers.
Chief Corr stated the new Police Station will have plans for a cooling center involved in the construction
of the building.
The Public Services Building cafeteria could also serve as cooling center as well.
Lexington High School cafeteria was another possible area for cooling centers.
Town Meeting Updates
Revolving Fund for Land Use —They will have to submit an RFP for consultant work, and Building
Commissioner will serve as the point person for this fund.
Automatic Meter Reading — The DPW staff will review contracts on Monday.
Center Streetscape — Construction and renovations will begin during the construction season of 2020.
Eversource is preparing to do maintenance to fix the power issues in the Town Center, so this work will
be done in 2019 before Center Streetscape starts.
The school renovations for Clark, Hastings, and Fiske are ongoing and/or will begin soon.
The Pine Meadows Golf Club work will begin soon.
The Community Needs Assessment for the Recreation Department/Community Center will begin as well.
The Old Reservoir, Adams Baseball Field, and Baseball Field at Diamond Middle School will be renovated
as well.
Withdrawing Civil Service — Paperwork has been submitted to the State to withdraw from Civil Service
and the policy that will replace the Civil Service selection process for the Police Department is currently
being reviewed by Labor Counsel.
The IT department will begin replacing core switches at 201 Bedford Street. IT will also look into
consultant assistance for email/storage options on whether to switch to another email service
(Google/Gmail) in place of Microsoft products.
The job description for the Laserfiche Intern has been written and is going through approvals. The job
description for the Part -Time Administrative Assistant and GIS Assistant are currently being drafted.
For the School depart, the tech capital improvements will continue as scheduled.
The Library received a $100,000 capital appropriation to do a feasibility study of the Children's Room.
Over the summer they will meet with the Facilities staff to draft that RFP/Q with the hope of advertising
early in the fall. Once they have a firm selected, they will be doing substantial community engagement
to find out what families want from that space. This will include working with schools/families with
children with disabilities to make sure the space works for them as well. Once staff knows what will be
need, they are hoping that the Library Foundation will be able to raise the funds for the project.
Economic Development Strategy — There is a draft of current economic development trends report that
Jim, Carol and Melisa are working on that will serve as the report for the Economic Development
Strategy.
Sustainability Director — Anne has obtained several position descriptions for this position, and Jim has a
copy of Concord's job description and they will be developing one for Lexington over the next 2 months.
Polystyrene/Plastic Single -Use Straws — Jim indicated that as per the approved bylaw, he will be
delegating enforcement to the Board of Health and Health Director, and they will work with Carol to get
a letter out to local businesses to notify them about the deadlines related to the ban as soon as possible
to get ahead of the Jan 2020 deadline for businesses larger than 10,000 s.f. and July 2020 deadline for all
other businesses.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Banner Policy
PRESENTER: TER• ITEM
S
NUMBER:
Jim Malloy, Town Manager
I.11
SUMMARY:
Attached please find the pole banner policy and street banner policy. I have inc o rp o rated the comments from
the last Selectmen's discussion as well as other comments received. The Board will need to review whether
this policy needs to be referred to the Policy Committee. We have invited the HDC, Center Committee and
Tourism Committee to the Selectmen's meeting and/or to provide any other comments. The motions include
alternate wording should the Board further amend the policies during the meeting.
SUGGESTED MOTION:
Move to approve the Pole Banner Policy as presented (or "as amended").
Move to approve the Massachusetts Avenue Street Banner Policy as presented (or "as amended").
or:
Move to refer the Pole Banner Policy and Massachusetts Avenue Street Banner Policy to the Board's P o lic y
Committee.
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9 :00 P.M.
ATTACHMENTS:
Description
Type
Lexington Pole Banner Policy
Adopted
Banners may be on Massachusetts Avenue, Worthern Road and Waltham Street at
approved locations on designated poles upon approval of the Town Manager and the
Historic District Commission, as appropriate, and under the following conditions and by
priority as listed below:
1. To notify residents of elections or Town Meeting.
2. Information related to programs offered by Town Departments.
3. To notify residents of other Town -sponsored events or programs.
4. To notify residents of other community events within Lexington.
5. To promote Lexington specific community based non-profit activities.
In setting precedence on how banners will be posted or removed, banners will be
posted in a priority -based manner as numbered above with 1 being the highest priority.
No banners related to religion, political or commercial advertisement will be permitted.
To request that banners be hung on poles on Massachusetts Avenue, Worthen Road or
Waltham Street: All requests must be sent to the Town Manager's office via email
(manager(@,lexingtonma.qov) or regular mail to the Town Office Building, 1625
Massachusetts Avenue, Lexington, MA 02420 no less than four weeks before the
pole banners are requested to be hung:
Your request must include:
• The name of the sponsoring organization
• The name of the event or program
• Date, time and place
• Contact information
• Dates that are requested for the banners to be hung/removed
• Proposed banner design to include wording, symbols and colors
Pole banners maybe requested to hang for a period of up to four weeks, which maybe
extended at the Town Manager's discretion. The Town Manager may require a
minimum amount of pole banners to provide a unified look. The Public Works
Department will make every effort to hang/remove the banners on the dates requested
(though dates may vary depending on other scheduled work). The Town Manager
reserves the right to approve/disapprove of specific design and content for all banners.
Should the Town manager approve the request, it is the responsibility of the applicant to
deliver the banners to the Department of Public Works, 201 Bedford Avenue, no less
than two weeks prior to the date the banner(s) is/are requested to be hung.
Banner Requirements: Banners and all related material shall be of the size and
material as per the specifications of the Public Works Department. Any costs related to
the Public Works Department hanging banners shall be paid at the time the request is
approved, the Town Manager reserves the right to waive any fees.
Massachusetts Avenue Street Banner Policy
Adopted
Banners may be hung in Lexington over Massachusetts Avenue at approved locations
upon approval of the Town Manager and the Historic District Commission, as
appropriate, and under the following conditions and by priority as listed below:
1. To notify residents of elections or Town Meeting.
2. Information related to programs offered by Town Departments.
3. To notify residents of other Town -sponsored events or programs.
4. To notify residents of other community events within Lexington.
5. To promote Lexington specific community based non-profit activities.
In setting precedence on how banners will be posted or removed, banners will be
posted in a priority -based manner as numbered above with 1 being the highest priority.
No banners related to religion, political or commercial advertisement will be permitted.
To request that a banner be hung over Massachusetts Avenue: All requests must be
sent to the Town Manager's office via email (manager(c-b-lexingtonma.gov) or regular
mail to the Town Office Building, 1625 Massachusetts Avenue, Lexington, MA 02420 no
less than four weeks before the banner are requested to be hung:
Your request must include:
• The name of the sponsoring organization
• The name of the event or program
• Date, time and place
• Contact information
• Dates that are requested for the banner to be hung/removed
• Proposed banner design to include wording, symbols and colors
Banners over Massachusetts Avenue may be requested to hang for up to one week.
The Public Works Department will make every effort to hang/remove the banner on the
dates requested (though dates may vary depending on other scheduled work). The
Town Manager reserves the right to approve/disapprove of specific design and content
for all banners.
Should the Town Manager approve the request, it is the responsibility of the applicant to
deliver the banner to the Department of Public Works, 201 Bedford Avenue, no less
than two weeks prior to the date the banner is requested to be hung.
Banner Requirements: Banners and all related material shall be of the size and
material as per the specifications of the Public Works Department. Any costs related to
the Public Works Department hanging the banner shall be paid at the time the request
is approved, the Town Manager reserves the right to waive any fees.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Town Manager Appointment
PRESENTER:
Jim Malloy, Town Manager
SUMMARY:
A vote is requested for this agenda item.
ITEM
NUMBER:
1.12
The Town Manager is requesting the Board's approval for the appointment of Ms. Katie Flynn as an alternate
member for the Historical Commission. Ms. Flynn's term would start immediately with the term ending March
3112022.
SUGGESTED MOTION:
Move to approve the Town Manager's appointment of Katie Flynn as an Alternate Member of the Historical
Commission.
FOLLOW-UP:
Town Manager's Office.
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9:10 P.M.
ATTACHMENTS:
Description
D Katie F'Iynn Re(.,,. ftc)rn.the 11C
F) Bo
E) application
Type
C'bver Merno
C.A.wer Menno
(Awer VIlerno
r
ihF W30
APRIL 19"""°
1 Pq I
April 2 r' 01
Mr. James Malloy
Town Manager
Town of Lexington
Town Manager's Office
1625 Massachusetts Avenue
Lexington, MA 02420
Dear Mr. Malloy
ll
Town of Lexington
Historical Commission
1625 Massachusetts Avenue
Lexington, MA 040
n April 17 1h 2019 the Historical Commission unanimously voted to recommend the
appointment of Katie Flynn as an Alternate Member of the Commission. we respectfully urge
you to do so at your earliest convenience and forward her name to the Select Board for their final
approval.
Contact information for Ibis.Flynn:
o�
".
A copy of her application (previously filed with the Town) and resume is attached for your
information.
Sincerely,
David Kelland
Historical Commission Chair
Enclosures
Katie Flynn, AIA
Katie Flynn, AIA, is an architect with over 15 years of experience in architecture, planning,
and urban design. Katie's primary interest across all of these related disciplines lies in the
narrative framework of each project - understanding clients' and stakeholders' needs and
improving their futures through design. Katie is comfortable and experienced working at a
range of scales - from objects to houses to cities.
As a founding principal at Hisel Flynn Architects, Katie focuses on designing modern new
homes and contemporary architectural interventions in private residences, for institutions,
and in urban contexts. Katie is committed to sensitive modern design that advances best
practices (environmental, structural, economic and social) and provides real, measurable
value to its clients. Katie has deep experience modernizing and updating mid-century
modern homes, updating traditional / vernacular homes, and leading design for ground -up
construction.
Prior to forming Hisel Flynn Architects, Katie practiced urban design at Sasaki Associates.
While at Sasaki, she managed and provided urban design leadership on a range of projects
for public, commercial, and institutional clients both domestically and internationally.
These projects include district master plans, design guidelines, redevelopment plans, and
strategic urban interventions. She was honored to have opportunities to work in seamless
collaboration with landscape architects, planners, and economists. She brings this rich
collaborative experience to bear on her current work.
Katie received a BA in Urban Design from Stanford University and an M.Arch from MIT.
She began her architectural career in a series of small offices including KVA, Howeler +
Yoon, and Reisen Design. She has also practiced planning in New York City, where she
contributed to the redevelopment plan for the World Trade Center Site. Katie enjoys re-
entering the academic environment from time to time, having taught at MIT and RISD.
2017 - PRESENT: PRINCIPAL
Hisel Flynn Architects, Arlington MA
Founding principal of award -winning modern architecture practice. Driven to see each project as an opportunity for collaboration with
clients, builders, engineers, and other designers. Work expresses a clarity of form and function, employs materials in an honest and
unadorned way, crafts visual and physical connections between inside and out, results in spaces that are enduring, engaging, and open.
2016: ARCHITECTURAL DESIGNER
Modern architecture, new construction and renovations. Focus on client relationships, materiality, negotiating between existing architecture
and modern interventions. Ongoing collaboration with Dan Hisel Architect.
2010-2015: URBAN DESIGNER
Sasaki Associates, Watertown, MA
Committed to solving complex, multi -disciplinary design challenges for public benefit. Sought and secured new work for the firm, played
leadership role in nationally award -winning projects, built successful repeat client and consultant relationships. Managed and provided
design leadership for urban design and planning projects. Projects include the D Street Corridor in South Boston, the Lawn on D, Design
Guidelines for Boston's Avenue of the Arts, master planning and urban design for the Jordanian Dead Sea Cost, urban design, visioning and
planning for the adaptive reuse of Brownfield sites, working waterfronts, neighborhood and downtown plans for municipalities, institutions,
and developers.
2014-2016: ASSOCIATION PRESIDENT
Peacock Farms Board of Directors, Lexington MA
Volunteer position. Manage board of directors, support Peacock Farm's approximately 70 households. Plan community -building events,
educate residents on Association architectural guidelines, review proposed projects (renovations and additions).
2009-2010: ARCHITECTURAL DESIGNER
Upland Studio, Cambridge, MA
Artful architectural design with a focus on materiality, site specificity, and landscape. Projects include an affordable housing development in
Mexico and a sustainable, multi -generational family compound in Texas.
2007-2009: ARCHITECTURAL DESIGNER
Scheri Fultineer / Reisen Design, Cambridge, MA
Contributed to the interdisciplinary (landscape architecture and architecture) design and documentation of projects ranging in scale from a
courtyard garden in Beacon Hill to a 600-acre Buddhist retreat in Colorado.
2008: CONTRIBUTING WRITER, EDITOR, DESIGNER
Howeler + Yoon Architecture, Boston, MA
Authored critical essays and project descriptions, led editing and design efforts, managed production of Expanded Practice: Howeler +
Yoon/MY Studio. Princeton Architectural Press, 2008.
2006: ARCHITECTURAL INTERN
Kennedy and Violich Architecture / MATx, Boston, MA
Participated in design, materials research and fabrication of solar energy harvesting textiles and wearable devices. Participated in design
and documentation of a series of interior renovations for Harvard University.
2001-2004: PLANNER
AKRF, Inc., New York, NY
Played principal role in preparation of Environmental Impact Statements. Projects include World Trade Center Memorial and
Redevelopment, Number 7 Train Expansion and Midtown West Rezoning.
EDUCATION
Stanford University, Bachelor of Arts
Massachusetts Institute of Technology, Master of Architecture
SELECTED AWARDS & PUBLICATIONS
"Updating Midcentury Modern" Fine Homebuilding Issue 227, September 2018
2017 Hisel Flynn awarded AIA New England Honor Award
ASLA Honor Award for General Design, The Lawn on D, 2014*
Boston's Best 2015 Best New Addition in Arts & Entertainment, Improper Bostonian, The Lawn on D, 2014*
AIA National Small Project Award, The Lawn on D, 2014*
AIA Honor Award in Urban Design, Jordan Dead Sea Vision Plan, 2012*
ASLA Honor Award in Planning and Analysis, Jordan Dead Sea Vision Plan, 2012*
Work included in Uncertain Futures, S+AP Press 2009
Writing included in Expanded Practice: Howeler + Yoon / MY Studio, Princeton Architectural Press, 2008
Work Work included in Certain Agendas in Architecture, S+AP Press, 2007 Louis
Louis Sudler Award for Visual Arts (Stanford University) 2002
SELECTED LECTURES & ACADEMIC POSITIONS
2018 ABX I Panelist "Community Building from Mid -Century to Tomorrow"
2017 Adjunct Professor, RISD; Urban Systems MLA Graduate Studio
2015 APA Northeast Planning Conference I Panelist "Waterbury: Restoring Faith in a Legacy Downtown"
2013 Visiting Lecturer, MIT; Urban Design Workshop
2008 Teaching Assistant, MIT MArch Masters Studio
2007 Teaching Assistant, MIT Graduate Design Skills
2005 Teaching Assistant, MIT Visual Arts Department
*Projects completed while at Sasaki Associates
11,701 . ��
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Board/Committee of Interest: 1. Ri5b", (A (Ommi SS i
IOA 2.
3. 4.
Would you consider another Committee: T�
For how long should we keep your application on file? T ve 6*15
Full Name: Nickname: t=& )ri it
Preferred Title (please circle) Mr.&Mrs./Other:
Home Address:
Length of Residence *in Lexington:
Occupation:
Work Address. -
Phone: Home
Cell
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E-mail: Primary:
If you currently serve on a Board or Committee, please identify:
Special Training, Interests, Qualiffications: &N a
XL vX ki 6k 2(0' ( 'Ari cc Oxx C au st, vX yvx Oaz v V\ vv\.%
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Have you been asked by a Committee to, become a member? \,_1,4_ �, , k(, f)'
Please attach a current resume, if possible. Add any comments below or on a separate page.
Signature: Date:
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Town Celebrations Request for Use of Battle Green and Parade -Memorial Day Celebration
PRESENTER:
Doug Luc ente, Chair
SUMMARY:
ITEM
NUMBER:
I.13
The Town Celebrations Committee has requested permission for the Memorial Day parade as well ceremonies
on the Battle Green for Monday, May 27, 2019 as outlined in their letter attached.
SUGGESTED MOTION:
Motion to approve the request of the Town Celebrations Committee for Memorial Day that includes a parade
as well as ceremonies on the Battle Green, as outlined in their letter dated April 25, 2019.
FOLLOW-UP:
Selectmen's Office.
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9:15 p.m.
ATTACHMENTS:
Description
Type
Town of -Lexington
tis
" y qa` Town Celebrations Committee
PR b
1
April 25, 2019
Suzie Barry, Chairman
Board of Selectmen, Town of Lexington
1625 Massachusetts Avenue
Lexington, MA 02.420
RE: Memorial Day, Monday May 27, 2019
On behalf of the Town Celebrations Committee we would like to make the following requests in
regards to Memorial Day, Monday, May 27, 2019:
Memorial Day Parade:
• Memorial Day Parade will be held on Monday, May 27, 2019
• The Parade will lineup at 9:3o a.m. in the driveway of 1557 Massachusetts Avenue and step off at
10:0o a.m.
• The Town Celebrations Committee requests the use of the east side of Massachusetts Avenue
from the driveway to the former School Administration Building east to Munroe Cemetery and
then the west side of Massachusetts Avenue west to Bedford Street, Bedford Street to
Harrington Road, Harrington Road to the Olde Burying Ground and then onto the Battle Green for
the Memorial Day Ceremonies.
Memorial Day Ceremonies:
• Use of the Battle Green for the annual Memorial Day Ceremonies.
• We will also be requesting the use of the small podium, microphone and speaker system from the
Department of Public Works for these ceremonies.
• We will also be requesting the use of the driveway to 1557 Massachusetts Avenue to line up the
Parade from the Town Manager as well as permission for the Parade (nothing motorized)to go
over the grass at Visitor's Center/Buckman Tavern to lay wreaths at the memorials.
• The ceremonies are expected to begin once the Parade arrives at the Battle Green at
approximately 11:zo a.m. and last for approximately 20 minutes.
• Should the weather be inclement, the Ceremonies would be moved indoors to Cary Hall,1605
Mass Ave., Lexington MA 02420
Should you have any questions, please do not hesitate to contact me.
Very truly yours,
Lorain Marquis
Chair, Town Celebrations Committee
1625 MASSACHUSETTS AVENUE • LEXINGTON, MASSACHUSETTS 02420
Email: celebrationscmte@lexingtonma.gov
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Battle Green Request -Lexington Lodge of Elks #2204 Flag Day Ceremony
PRESENTER:
Doug Luc ente, Chair
SUMMARY:
ITEM
NUMBER:
I.14
The Lexington Lodge of Ells #2204 has requested a Battle Green Permit for the purpose of the annual Flag
Day Ceremony to be held on Friday, June 14, 2019 at 6 :3 0 p.m.
SUGGESTED MOTION:
Move to approve the Lexington Lodge of Ells #2204 request to use the Battle Green for the purpose of the
annual Flag Day Ceremony to be held on F rid ay, June 14, 2019 at 6 :3 0 p.m.
FOLLOW-UP:
Selectmen's Office
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9 :20 p.m.
ATTACHMENTS:
Description
Type
LEXINGTON LODGE No. 2204
BENEVOLENT AND PROTECTIVE ORDER OF ELKS
INSTITUTED MARCH 26, 1961
A FRATERNAL ORGANIZATION
Exalted Ruler P. 0. Box 176 Secretary
Alysia Osgood -Murphy LEXINGTON, MA 02420 Thomas J Murphy
Birthplace of American Liberty Treasurer
Roger J Doherty Jr
April 23, 2019
Board of Selectmen
Town Of Lexington
1625 Massachusetts Avenue
Lexington, MA
To The Chairperson:
The Lexington Lodge Of Elks #2204 cordially invites the Board Of Selectmen to
participate in our annual Flag Day Ceremony to be held on Friday, June 14, 2019 at
6:30 P.M. at the Lexington Battle Green.
It is requested that the Lexington Lodge of Elks #2204 be given permission for the use
of the Battle Green on June 14, 2019 at 6:30 P.M. It is also requested that a platform be
made available and a public address system with a 11 0-volt outlet.
Your co-operation, as in the past, will be greatly appreciated.
Sincerely,
A yS� oSgoo&w M urphy IZOVeer,T. D0he4#4ty Jr.
Exalted Ruler Committee Chairman
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Selectmen Committee Appointments & Resignations
PRESENTER:
Doug Luc ente, Chair
SUMMARY:
Resignations:
Historic Districts Commission
ITEM
NUMBER:
I.15
The Board is asked to accept the resignation of Thomas 0. Fenn from Historic Districts Commission as an
associate member. The Board extends its thanks and appreciation to Mr. Fenn for his time and effort in serving
the Lexington Community.
Ad Hoc C remato ry Study Committee
The Board is being asked to accept the resignation of Doug Luc ente from the Ad -Hoc C remato ry Study
Committee as the Board of Selectman non -voting Member/Chair.
Appointment:
Ad Hoc C remato ry Study Committee
The Board is being asked to appoint S uzie Barry as the Board of Selectman non -voting member to the Ad
Hoc C remato ry Study Committee acting as the Committee Chair.
SUGGESTED MOTION:
Move to accept the resignation of Thomas 0. Fenn from the Historic Districts Commission.
Move to accept the resignation of Doug Luc ente from the Ad Hoc C remato ry Study Committee.
Move to appoint Suzie Barry to the Ad Hoc Crematory Study Committee.
FOLLOW-UP:
Selectmen's Office
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9:25 p.m.
ATTACHMENTS:
Description Type
F) 2019 1. fis toric 13istnct's (AM-ruis s ion Res ignation. I etler F'rom. 11 1 . F -1 en.n. 13ackup Material
F) 2019 Ad I 10c (..,r miatory to Res ignation. I-elter 1';'r(.)m D. I ncente Backup Mateilal
Thomas 0. Fenn
15 Shade Street
Lexington, MA 02421
April 29,2019
Lexington Select Board
Chair Suzanne E. Barry
1625 Massachusetts Avenue
Lexington, MA 02420
RE: Historic Districts Commission; Associate Member
Dear Chairperson Barry:
I want to thank you for the opportunity to serve these past two years as an associate
member of Lexington's Historic Districts Commission. However, unfortunately, due
to my increased family and work responsibilities, I must step down from this
position with my final meeting to be the month of July.
I thank you and your Board for your service to our Town, and wish you and my
fellow HDC members all the best.
Sincerefly
Thomas 0. FAen
TOF;
Cc: Ann Eccles, HDC Chair
Francis Dagle, HDC Administrator
-----Original Message -----
From: Doug Lucente
Sent: Thursday, May 2, 2019 11:31 PM
To: Kim Katzenback
Subject: Resignation as Chair of Ad Hoc Crematory Study Committee
Dear Fellow Members of the Board of Selectmen,
Please allow this email to serve as formal notice if my resignation as Chair of the Ad Hoc Crematory Study
Committee. Given my newly elected position as Chair of the Board of Selectmen, it will become difficult for me to
give the Ad Hoc Crematory Study Committee the appropriate attention it needs to move the final study forward in
the coming months while also acclimating to the new role as Chair of the Board of Selectmen.
I am recommending that we appoint Suzie Barry as Chair of the Ad Hoc Crematory Study Committee going
forward.
Sincerely,
Douglas M. Lucente, Chair
Board of Selectmen.
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Review Selectmen Liaison Assignments
PRESENTER:
Doug Luc ente, Chair
CT1MMARV-
Review committee hais o n/memb er assignment
SUGGESTED MOTION:
FOLLOW-UP:
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019 9:30 p.m.
ATTACHMENTS:
Description Type
ITEM
NUMBER:
I.16
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AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Approve and Sign LexPride Proclamation
PRESENTER:
Doug Luc ente, Chair
SUMMARY:
Lexington Pride Day and Pride Week:
ITEM
NUMBER:
C.1
Lexington Pride Day is commemorated on June 9, 2019 (and the day after the second Saturday in June in years
hence) in honor of our diverse community of LGBTQ+ citizens. Lexington Pride Week is being celebrated this
year from June 2 - 9, 2019 (and the week leading up to Pride Day in years hence) and encourages all citizens to
join in recognizing and saluting Pride in the LGBTQ+ community in Lexington.
SUGGESTED MOTION:
Move to approve the consent.
FOLLOW-UP:
Selectmen's Office
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019
ATTACHMENTS:
Description
Type
F) 20191 LxPride Pride Pride Week Proclarnitio n. I kickup Material
J tw
i o „1 t
Town of lexingtoup Aa,55arbu5ett.5
x
OFFICE OF SELECTMEN
PROCLAMATION
Whereas: during the month of June, Pride celebrations are held across the United States in
recognition of the Stonewall Uprising, the birth of the modern LGBTQ+ rights
movement 50 years ago; and
Whereas: LGBTQ+ people have contributed to Lexington's rich history since its inception over 300
years ago; and
Whereas: Pride means using our rights and resources to encourage all residents to
participate fully in the vibrant life of our community; and
Whereas: every June, Lexingtonians organize inclusive Pride events to celebrate our diverse
community of LGBTQ+ people, families, friends, and allies; and
Whereas: celebrating Pride and displaying Pride banners are visible manifestations of
Lexington's commitment to full inclusion of our LGBTQ+ residents;
NOW, THEREFORE, WE, THE BOARD OF SELECTMEN of the Town of Lexington, Massachusetts do hereby
proclaim June 9, 2019 (and the day after the second Saturday in June in years hence) to be:
Pride Day
in the Town of Lexington, Massachusetts and encourage all citizens to join us in recognizing and saluting Pride
in the LGBTQ+ community.
BE IT FURTHER PROCLAIMED that we call upon all citizens of the Town of Lexington, Massachusetts to
observe the week of June 2 to 9, 2019 (and the week leading up to Pride Day in years hence) as:
Pride 'Week
IN WITNESS WHEREOF, we have set our hands and caused the seal of Lexington to be affixed herewith on the
Wh of May 2019.
DOUGLAS M. LUCENTE, CHAIRMAN
SUZANNE E. BARRY
JOSEPH N. PATO
JILL I. HAI
MARK D. SANDEEN
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Placement of Flags at Memorial Plaques on Battle Green for Memorial Day
PRESENTER: TER• ITEM
S
NUMBER:
Doug Luc ente, Chair
C.2
SUMMARY:
The Town Celebrations Committee has requested permission to place small flags at the memorial plaques
around the green in memory of the men from Lexington who perished in WWI. If approved, they would like to
place their flags on the morning of Friday, May 24, 2019, and remove them the morning of Tuesday, May 28,
2019.
SUGGESTED MOTION:
Move to approve the consent.
FOLLOW-UP:
Selectmen's Office
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019
ATTACHMENTS:
Description Type
From: Sandra Podgorski
To: Kim Katzenback
Cc:
Subject: Memorial Day 2019, flags at the green
Date: Friday, April 26, 2019 8:45:53 AM
Hi Kim,
On behalf of the Town Celebrations Committee, may I request permission
from the Selectmen to set a flag at each of the memorial plaques around
the green in commemoration of the World Warl deceased. There are eight
plaques at the base of eight trees, all casualties now have a plaque.
Memorial Day is Monday, May 27. I would set the flags on Friday morning,
May 24 and remove them on Tuesday morning, May 28.
Thank you, we appreciate consideration in this regard.
Sandy Podgorski, Town Celebrations Committee
AGENDA ITEM SUMMARY
LEXINGTON BOARD OF SELECTMEN MEETING
AGENDA ITEM TITLE:
Approve One -Day Liquor Licenses
PRESENTER: TER• ITEM
S
NUMBER:
Doug Luc ente, Chair
C.3
SUMMARY. -
The Dana Home Foundation has requested a One -Day Liquor License to serve beer and wine for the purpose
of their 2019 Dana Home Foundation Awards Ceremony to be held at the Lexington Community Center, 39
Marrett Road, on Wednesday, May 22, 2019 from 6:00 p.m. to 8 :00 p.m.
Spectacle Management has requested three One -Day Liquor Licenses to serve beer and wine in the lobby of
Cary Memorial Building, 1605 Massachusetts Avenue, for the purpose of three events on the following dates:
• Preet Bharara Lecture, Wednesday, May 22, 2019 7:30 p.m. to 10:30 p.m.
• Jake Shimabukuro, Wednesday, June 19, 2019 7:30 p.m. to 10:30 p.m.
• The Righteous Brothers, Sunday, August 11, 2019 3:00 p.m. to 6:00 p.m.
The Community Endowment of Lexington has requested a One -Day Liquor License to serve wine for the
purpose of their Grant Award C eleb ration to be held at the Lexington Community Center, 39 Marrett Road, on
Tuesday, June 11, 2019 from 5:30 p.m. to 8:45 p.m.
SUGGESTED MOTION:
Move to approve the consent.
FOLLOW-UP:
Selectmen's Office.
DATE AND APPROXIMATE TIME ON AGENDA:
5/6/2019
ATTACHMENTS:
Description Type
F) One 1.)ay 11 ... . ....... E)ana I lorne.17oundation. A.w.,ar(.-Is ererrjorly 13ackup Material
F) ()ne Day I I ... . ....... Spectacle VII.anagernent Fr et Bharara.f k"c-ture Backup VIlatefial
On.e Day LJ .... . ....... Speclacle VII.an,agerrient Jak-e &17h.e Righteous
F) Brothers, 1-3,ackup Vlatefial
F) One [)ay LI ... . ....... C"'k)rym-nu,nity I �h d o wryie, n -t () H exington. (.3rant Award C' r rn.(,.)i,).y I..3acIs,.Aj,p Vlaterial
•
The Board of Selectmen issues one -day liquor licenses to for -profit and non-profit organizations
0.
that serve liquor and charge either a cover charge or for each drink. Please fill in this form
%wo
completely and return to the Selectmen's Office along with a check for $25.00 made payable to the
Town of Lexington,
BUSINESS/FUNDRAISING ORGANIZATION, IMA 1:1mar- fiLwbA�noA)
so S A
CONTACT NAME AND NUMBER, L Ft N 2
ADDRESS FOR MAILING: 10 13flE7AJT AA A
LK�LLAL6 n--Al F W kAr I - 0 7.--q2A
M uIr 0-11, -11 F M 0 11 k1l
TITLE/PURPOSE OF EVENT. 2DA T) "____A__ t4hm-e 62UMD4-0.0 &VAkW,
LOCATION AND ADDRESS: UcrY.-IN Th CA M& U ly- Irf
DATE OF' FUNCTION*
TIMES OF FUNC71ON:
TYPE OF LIQUOR TO ]BE SERVED: UJ I V1 \O-,t rd 's I"
4-1 .
DATE AND TIME WHEN LIQUOR DELIVERED: u EE. t t> M
DATE AND TDAE WHEN LIQUOR REMOVED:
Federal Identification No. or
Social Smutty Number
Checie-0;2I.R2.51
4?.5.00
oa`oVs M�N/tiC �p9
TOWN OF LEXINGTON
ti
oQ� p SELECTMEN'S OFFICE
Ib
APRII IgiM .... I�
t�xmGOlt
APPLICATION FOR A P R 2 5 2,019
ONE —DAY LIQUOR LICENSE a
r k
The Board of Selectmen issues one -day liquor licenses to for -profit and non-profit organizations
that serve liquor and charge either a cover charge or for each drink. Please fill in this form
completely and return to the Selectmen's Office along with a check for $25.00 made payable to the
Town of Lexington.
BUSINESS/FUNDRAISING ORGANIZATION: Spectacle Management
Jack Lally,
CONTACT NAME AND NUMBER:
ADDRESS FOR MAILING: 4 Muzzey St. Lexington MA 02420
EMAIL ADDRESS:
Preet Bharara Lecture
TITLE/PURPOSE OF EVENT:
Cary Memorial Bldg 1605 Massachusetts Avenue
LOCATION AND ADDRESS:
Wednesday, May 22, 2019
DATE OF FUNCTION:
7:30 PM
TIMES OF FUNCTION:
Beer and Wine
TYPE OF LIQUOR TO BE SERVED:
3:00 PM
DATE AND TIME WHEN LIQUOR DELIVERED:
10:30 PM
DATE AND TIME WHEN LIQUOR REMOVED:
ADDITIONAL INFORMATION:
horized Signature Federal Identification No. or
Social Security Number
lip
j � �_ � TOWN OF LEXINGTON
3��`r VC
SELECTMEN'S OFFICE
'etAPRIL 191" �APR 3 10 2019
INGIt APPLICATION FOR
,I]►`I � 17_\•I IITIIiZ17:i 11 C�7 �1►`f.Y�
The Board of Selectmen issues one -day liquor licenses to for -profit and non-profit organizations
that serve liquor and charge either a cover charge or for each drink. Please fill in this form
completely and return to the Selectmen's Office along with a check for $25.00 made payable to the
Town of Lexington.
BUSINESS/FUNDRAISING ORGANIZATION: Spectacle Management
COMND NUMBER: Jack Lally,
ADDRESS FOR MAILING: 4 Muzzey St. Lexington MA 024211
EMAIL ADDRESS:
TITLE/PURPOSE OF EVENT: Jake Shimabukuro 6/19 & The Righteous Brothers 8/1
Concerts
LOCATION AND ADDRESS: Cary Memorial Building, 1605 Massachusetts Avenue
DATE OF FUNCTION: Jake Shimabukuro 6/19 & The Righteous Brothers 8/11
TIMES OF FUNCTION: Performances @ Shimabukuro 7:30; Righteous Brothers 3:00
Beer and Wine
Shimabukuro 3:30 PM
DATE AND TIME WHEN LIQUOR DELIVERED: Righteous Brothers 12:00 PM
Shimabukuro 10:30 PM
X%^o
DATE AND TIME WHEN LIQUOR REMOVED: Righteous Brothers 6:00 PM
A &torized Signa ure
Federal Identification No. or
Social Security Number
The Board of Selectmen (Local Licensing Authority) may issue One -Day Liquor Licenses for the sale and/or service of wine
and malt beverages to any enterprise; all alcoholic beverages may be issued only to non-profit organizations. As required by
the ABCC, Liquor for use at a one -day liquor license event must be purchased from a licensed wholesaler. Please fill in this
form completely and return to the Selectmen's Office along with a check for $25.00 made payable to the Town of Lexington.
BUSINESS/FUNDRAISING ORGANIZATION:CGdinainU,ja i-_ti4a4jaz4waa� c�
CONTACT NAME AND NUMBER: JUbV PA-Va�-
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TITLE/PURPOSE OF EVENT: �i�l9'NT n CeYl�v�GyLL�
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LOCATION AND ADDRESS:
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TIMES OF FUNCTION: P Wk
TYPE OF LIQUOR TO BE SERVED: W I
DATE AND TIME WBEN LIQUOR DELIVERED: YN
SP
DATE AND TIME WBEN LIQUOR REMOVED: PM
W
A'I
)rized S ignature
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Date
Federal Identitication No. or
Social Security Number