The URL can be used to link to this page

SURVEY & PLANNING GRANT FINAL APPLICATION - SALEM DESIGN GUIDELINES MANUALf , �CONDITA CITY OF SALLM DEPARTMENT OF PLANNING AND INE COMMUNITY DEVELOPMENT STANLEY J. USOVICZ,JR. MAYOR 120 "'ASI-UNGTON SnRE_D •SALf-M,MASSAU UbU TS 01970 JOSEPH P. WALSPI, JR. TEL 978-745-9595 • FAX:978-740-0404 DIRECTOR March 21, 2003 Michael Steinitz, Director, Preservation Planning Division Survey and Planning Grants 2003 Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Boulevard Boston,MA 02125 RE: FY03 Survey& Planning Grant Final Application—Salem Design Guidelines Manual Dear Mr. Steinitz: Enclosed is the City of Salem's Full Application for a FY03 Survey and Planning Grant to help fund the development of a comprehensive Design Guidelines Manual. The intent of this project is to survey the condition of these areas and to develop detailed design guidelines that will include design criteria and objectives, diagrams, photographs and other information necessary to clearly illustrate appropriate design principles. This project will provide a user-friendly guide that will assist residents, business owners and perspective developers. If you need additional information, please contact Tania Hartford, Local Project Coordinator, at 978/745-9595 x311 or Thartford@Salem.com. Thank you for you considerat on. Sincerely, Denise S. McClure,AICP Acting Director Enclosure FISCAL YEAR 2003 SURVEY AND PLANNING GRANT - FULL APPLICATION COVER SHEET FOR APPLICATION PROPOSAL DEADLINE - FRIDAY,MARCH 21,2003 1. Project Title: Salem Design Guidelines Manual 2. Project Type: Design Guidelines 3. Community/Communities: City of Salem 4. Local Project Coordinator: Tania Hartford Address: City of Salem Department of Planning and Community Development 120 Washington Street Salem,MA 01970 Phone: 978/745-9595 x311 Fax: 978/740-0404 E-mail: THartford@Salem.com 5. Amount of Funding Requested: $ 18,000 (60%) Local Share: $ 12,000 (40%) Total Project Cost: $ 30,000 (1000%) 6. Attachments: (Please check when completed) Work Program Matching Share Information Narrative Statement Assurances Budget Debarment Certification Local Historical Commission Comment (If Applicable) 7. Authorized App* ant Signa are: (S�e) Denise S.McClure.AICP (Name-please print) Acting Director March 21, 2003 (Title) (Date) Salem Design Guidelines Manual FY03 SURVEY & PLANNING GRANT FULL APPLICATION TO: Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Boulevard Boston, MA 02125 SUBMITTED BY: Department of Planning and Community Development City of Salem,Massachusetts 120 Washington Street, 3rd Floor Salem,MA 01970 March 21, 2003 City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application TABLE OF CONTENTS I. Proposal Cover Sheet II. Work Program III. Narrative Statement IV. Matching Share and Budget Information V. Assurances/Lower Tier Debarment Certification VI. Letter of Support from Local Historical Commission ENCLOSURES: Ordinance Relating to Signs&Billboards Citywide Zoning Map Entrance Corridor Attachments Entrance Corridor Overlay District Ordinance Existing Conditions Photographs Urban Renewal District Attachments Map of the Urban Renewal Area Urban Renewal Plan—Heritage Plaza East Urban Renewal Plan—Heritage Plaza West Sign Manual Sign Language Existing Conditions Photographs Salem Historic District Attachments Maps of the four (4)Historic Districts Salem Historic Commission Guidelines Notebook Salem Handbook Existing Conditions Photographs Salem Main Streets,Downtown Program Storefront Improvement Program Guidelines r City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application II. WORK PROGRAM All work is to be completed by a hired consultant(s). The consultant will be hired in accordance with the Secretary of the Interior Standards. A. PROJECT GOALS The City of Salem proposes to develop a comprehensive manual of design standards and rehabilitation guidelines for its Urban Renewal Areas, historic districts and entrance corridors. The manual will establish specific design standards for use by residents, business owners, and developers. It will also be used to complement the Salem Main Streets Storefront Improvement Program by providing guidance on appropriate design for Salem's Downtown Main Streets district and potential future districts. Specific goals include: 1. Conduct a general analysis and survey of historic resources and materials to determine the original condition of historic places in each district and how each has evolved over time to create a context for design objectives and guidelines (photographs, maps, drawings, city records, building conditions, integrity of architecture and streetscape,inventory) 2. Create a list of current preservation priorities in order to guide future development within the designated areas to help identify potential preservation issues. 3. Analyze existing City design guidelines, ordinances, and regulations including the Urban Renewal Plan, Sign Manual, Zoning Ordinance and Historical Commission design guidelines along with the Secretary of the Interior Standards. 4. Research local examples of high quality development (photographs, diagrams, case studies) highlighting strengths of design techniques and building materials used 5. Produce a comprehensive set of design guidelines that address each of the areas. Areas of concentration include: site planning (parking, building setbacks), streetscape (sidewalk dimensions, lighting,tree planting,pedestrian amenities), and architecture (materials, massing, glazing requirements, storefront design, contextualism and historic preservation) 6. Provide opportunities for public comment and public participation in the development of the guidelines including feedback from the Salem Main Streets Downtown Program, Salem Redevelopment Authority (SRA), The Planning Board, Salem Historic Commission, and Historic Salem, Inc. City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application B. PROJECT DESCRIPTION PHASE I (approximately 12 weeks) TASKS: • /Meet with the Project Coordinator and MHC staff to discuss the scope of the project and to assess the available documentary materials (maps, survey forms, public information, other examples of successful design guideline NW, manuals etc.). G� � Pfia �on(ercf Somervi IIP �aN htcK[f • Review historic documents, including plans and historic photographs, ate Peabody Essex Museum Library,Salem Public Library, and other available resources. Obtain representative examples to include in the final draft of the manual. • Assess design guidelines and manuals from other communities that represent good examples and are applicable to Salem. ' tVuw WLPC • Obtain photographs that reflect historically appropriate design and examples of new development that integrates into the historical context of each neighborhood district. • Conduct an assessment of each area, including the pattern of development, zoning,remaining historical resources, site planning,streetscape, landscape design and signage; • Document each area with digital color photographs to record existing conditions and important historical resources • Xepare draft$K,maps exhibiting the proposed boundaries for each area. \` PRODUCTS: � 46( QIS�N/arttii�ct� • Draft 449 maps; • C3t e i r rrfis&eFiels still — a -Aqho1-'- i • Draft design manual outline including: -Fot of Co — Description and photographs of the existing conditions — Summary of design objectives and guidelines — Historic photographs;historic site plans (reduced if necessary) — Examples of manual layout and design City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application PHASE II (approximately 12'weeks) TASKS: • Prepare draft narrative portion of manual that summarizes the character, development patterns, historic resources and existing conditions of the study areas. • Prepare preliminary design guidelines (site planning, building design, landscaping, streetscape, signage, restoration/ preservation of historic resources) for each district. • Prepare diagrams, photographs, and renderings to illustrate the proposed design guidelines. • Meet with MHC staff and Project Coordinator to review draft guidelines. • Provide draft to the Salem Historical Commission, Historic Salem, Inc., IlSalem Redevelopment Authority (SRA), Planning Board, Design Review Board (DRB), and the Salem Main Streets Program. �'�in�ivt3 • Prepare cost estimates for , printing of the 13t+ I` manual. PRODUCTS: • o exis • Draft Design Guidelines Manual (imwm o Pone • Mtrs) PHASE III (approximately�eeks) 3Nlt}C Cwnc,-,, Rte. (#Kt) TASKS: y • Prepare final draft of the manual that incorporates all comments and present to the Project Coordinator before final printing. PRODUCTS: • Final Design Guidelines Manual C 1 C.0 ww✓a ((�(y y 'Pits) C. TIMEFRAME pyad"+ hAVt aC�m U tfd'zw o-b C?.Z Z� Consultant selection/contract negotiations -July 1,2003 to September 15,2003 Phase I -will be completed by December 15, 2003 — -®- Phase II -will be completed by March 15, 2004 Phase III -will be completed by June 1, 2004 f City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application III. NARRATIVE STATEMENT The City of Salem has a wealth of historic architectural and cultural resources that appeal to businesses, residents and tourists. In an effort to guide future development,the city will hire a consultant to create a comprehensive manual,which will establish specific design standards for use by residents, business owners, and developers. The manual will also be used to complement the Salem Main Streets Storefront Improvement Program by providing guidance on appropriate design for Salem's Downtown Main Streets district. The proposed scope includes historic research of Salem's architecture and urban design traditions and an analysis of existing city design guidelines and regulations including the Urban Renewal Plan, Zoning Ordinance, Sign Manual, and Historical Commission guidelines, along with the Secretary of Interior Standards. The final product will be a user- friendly manual, which will include design objectives and guidelines, diagrams, photographs and other information necessary to clearly illustrate appropriate design principals for buildings, storefronts, streetscapes, landscapes, site plans and signage. The manual will be distributed to building owners and potential Developers for use when improving their building. Due to a funding cap on the amount of CDBG funds that may be used for administrative and planning expenses, the City is not able to support the full cost of this study. Without funding from the Survey&Planning Grant this projectwill not proceed. 1. Level of Information Salem has four local historic districts, 20 National Register Districts (five of which are downtown), 32 National Register Properties and 4,037 inventoried cultural resource properties (the third highest in the Commonwealth). The Urban Renewal Areas,Heritage Plaza East and West, are located in Salem's historic downtown. There is currently one National Trust for Historic Preservation Main Street Program, in the historic downtown, and there are plans to add another district in the future. Salem also has nine designated entrance corridors. The city does have legislation in place to regulate certain projects and different areas but any design standards we have are outdated. The Urban Renewal Plans are from the 1960s and the sign manual was published in 1973. The entrance corridors have an ordinance to regulate limited design but written guidelines are not available. Existing Salem ordinances, guidelines, and master-planning documents relevant to these areas include (all are attached as well): The Salem Handbook, prepared by Historic Salem, Inc. in 1977, is a useful guide for residential rehabilitation projects. While this report has been critical in assisting developers and property owners with residential projects, it does not address urban and commercial design. The Salem Historical Commission Guidelines Notebook, prepared in 1984 and revised in 1998, offers detailed information on the guidelines used by the Salem Historic Commission and information on the preservation,repair, and restoration of historic residential properties. City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Similar to the Salem Handbook, this guide provides little information on urban and commercial design. The Salem Redevelopment Authority's Urban Renewal Plans, Sign Language, and Sign Manual, include design guidelines for projects within the Heritage Plaza East and West Urban Renewal Areas. These guidelines need to be updated and organized to a more user- friendly format. The City of Salem also has an Entrance Corridor Overlay District,prepared in 1990,that has specific requirements for fencing, parking lot landscaping and signage. The ordinance related to this district is the only written document available to people looking for guidance on design. The Salem Main Streets, Downtown Program runs a Storefront Improvement Program using the attached Program Guidelines. The program would benefit from having a manual to better explain appropriate design for this historic area. 2. Level of Significance Many of the resources along the City's entrance corridors, urban renewal districts and historic districts are located within National Register Districts,providing important examples of historic urban streetscapes, commercial buildings and residential development. Entrance Corridors — The City of Salem has a total of seven entrance corridors. These include: North Street, Essex Street, Boston Street, Lafayette Street, Canal Street, Highland Avenue, and Bridge Street. These streets offer valuable insights on the historic development of the City and the evolution of commercial architecture and urban design (zoning map attached). Urban Renewal Areas — The Salem Redevelopment Authority has two distinct districts, which include the Heritage Plaza East Renewal Area and the Heritage Plaza West Renewal Area. Notable for an impressive collection of 18' and 19`s century commercial architecture, this district retains much of its original integrity of location, design and materials. It also offers a rare glimpse of a finely grained,pedestrian oriented commercial area. Historic Districts - The City of Salem has a total of four historic districts, which include: Washington Square District,McIntire District, Derby Street District and the Lafayette Street District. These districts are listed on the National Register for Historic Places and include an impressive collection of 17`s, 18', and 19'century residential architecture. Downtown Main Streets — The Salem Main Streets, Downtown Program is run under the guidance of the National Trust for Historic Preservation. The district encompasses much of the Urban Renewal Areas in the historic downtown. The Storefront Improvement Program run by the Main Street Program works to encourage appropriate design in the district. City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application 3. Potential for Loss or Destruction Salem is experiencing a large influx of new development and rehabilitation. While the redevelopment of blighted and abandoned properties is good news for the city,the need for design standards is increasingly important to stop the continued pattern of inappropriate development. Many new developments do not comply with the historic character of the city and put increased pressure on historic resources. This pressure is evident in Historic Salem, Inc.'s decision to include the downtown and entrance corridors on its list of "endangered properties." This project will provide a much-needed guide for our efforts to promote high- quality,historically appropriate development. 4. Level of Local Preservation Activity The Salem Historical Commission continues to be active in Salem's preservation. A letter from the Commission in support of this grant application is included in this proposal. The City of Salem also has a full-time Open Space Department and Public Works Department that are responsible for ongoing maintenance of the districts. 5. Appropriateness of Proposed Project The City of Salem is committed to maintaining a current, comprehensive inventory of its various historic resources. Improvements to the downtown and the City's entrance corridors have been a focus for the City, as outlined in the Salem Master Plan, completed in 1996. With this project, Salem can promote high-quality, historically appropriate development that contributes to the quality of life and character of the City. 6. Demonstrated Understanding of Work to be Performed The Salem Department of Planning and Community Development is prepared to implement the submitted plan and is confident that the project can be completed with the assistance of a consultant. The department has benefited from several Survey and Planning Grants in the past and has demonstrated the capacity to successfully complete MHC funded projects. Furthermore,the scope of work outlined reflects MHC standards. 7. Extent and Nature of Public Benefit The protection, restoration and maintenance of our historic resources will strengthen our efforts to improve the quality of life for Salem residents. Tourism is currently one of the largest sources of tax revenue and employment in the City of Salem. The City's entrance corridors, Urban Renewal Areas and historic districts are highly visible areas that greatly contribute to the City's historic character. Deterioration of these areas, as a result of inappropriate site planning and design,can destroy the appeal of these properties and negatively impact surrounding property values. A higher standard of design will ensure historically appropriate development that celebrates the City's history,culture and character,while protecting property values and the overall condition of the surrounding area. City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application This project is consistent with State revitalization efforts and Salem is a designated Economic Target Area. The final approved version of the design manual will be on file and available to the public at the Department of Planning and Community Development for public view, and will be distributed to businesses, property owners and potential developers. Moreover, the manual has the potential to act as a model for other communities interested in creating historically appropriate design guidelines. 8. Administrative and Financial Management Capabilities The City will use federal Community Development Block Grant funds as the funding match for this project. The Department of Planning and Community Development has experience with previous Survey and Planning Grants and has managed a number of state and federal grants successfully over the years. 9. Geographic Distribution Salem is a Certified Local Government located on the North Shore and is designated as an Economic Target Area. Salem has extensive historic resources, marry of which are essential to our residents'and the region's economy and quality of life. City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application III. MATCHING SHARE AND BUDGET INFORMATION MATCHING SHARE INFORMATION 1. Cash Donor:City of Salem Source: Communi Development Block Grant Amount: $12,000 2. In-Kind Services (if applicable) Donor: Source: Amount: I certify that the matching share identified above is available and will be allocated to the Survey and Planning Project called: Salem Design Guidelines Manual (Name of Project) (Signature) Denise S.McClure,AICP (Name-please print) Acting Director March 21 2003 (Tide) (Date) City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application BUDGET MATCHING FEDERAL TOTAL OCAL SHARE SHARE La Personnel-In-Kind(paid) Title/Function 0 0 0 Annual Salary %Time to Project 2. Contractual (Consultant Services) Title/Function Rate per Hour $12,000 $18,000 $30,000 # of Hours or Total Dollars Estimated Fixed Fee w/printing&supplies 3. Travel-Rate per Mile # Miles 0 0 0 4. Supplies- (list each item or category) 0 0 0 5. Other 0 0 0 TOTAL PROJECT COST $18,000 $12,000 $30,000 City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application V. ASSURANCES/LOWER TIER DEBARMENT CERTIFICATION City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application VI. LETTER(S) OF SUPPORT FROM LOCAL HISTORIC COMMISSION(S) Salem Historical Co mmission Historic Salem, Inc. n Salem Historical Commission ONE SALEM GREEN,SALEM, MASSACHUSETTS 01970 (978)745-9595 EXT.311 FAX(978) 740-0404 Match 19, 2003 Michael Steinitz, Director, Preservation Planning Division Survey and Planning Grants 2003 Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Boulevard Boston, MA 02125 RE: FY03 Survey& Planning Grant Application—Salem Design Guidelines Manual Dear Mr. Steinitz: The Salem Historical Commission is in full support of the City of Salem's application for a FY03 Survey and Planning Grant to help fund the development of a comprehensive Design Guidelines Manual. The manual will help guide appropriate development,redevelopment and improvements in the historic areas of our city. Currently, the City's entrance corridors,historic districts and Urban Renewal Areas have either outdated design standards or no standards at all. A user-friendly manual of design standards and rehabilitation guidelines can be used by property owners, private developers and the City in order to ensure historically appropriate development and alterations in these critical parts of the city. We strongly recommend that this application be fully funded. Thank you for your consideration. ;Sincerely, Lance Kasparia hair Salem Historic Commission go CPU o j a G' cI t storc" . F.O. Box 865 Salem, 01970 incorporated 74 -00799 Telephone: (978) 745799 Ms.Cara Metz Executive Director Massachusetts Historical Commission 220 Morrissey Boulevard Boston,MA 02125 Re: Support for City of Salem's Application for Survey and Planning Grant for Salem Design Guidelines Manual Dear Ms.Metz Historic Salem,Inc.is most supportive of the City of Salem's Application for a Survey and Planning Grant to prepare a new Salem Design Guidelines Manual,similar to Historic Salem,Inc.'s 1977/2003 Salem Handbook but custom designed for more urban and commercial applications downtown. To guide future development,and to provide a consistent standard to eliminate visual clutter and urban sprawl, the City proposes to develop a single new comprehensive manual of design standards and rehabilitation guidelines for use in its Urban Renewal Areas,historic districts and when enhance corridors. The manual will additionally be used to complement the Salem Main Sheets Storefront Improvement Program by providing guidance on appropriate design for the downtown and fugue Main Streets districts. By creating a single new urban design and planning reference for all these important downtown areas,the City will both simplify the development and review process for all applicants and Design Review parties,and bring the quality of the SRA Urban Renewal districts and the enhance corridors up to the same historic district quality standard which was the original intent behind the creation of these Areas and planning overlay zones. The proposed scope of the new work includes historic research of Salem's architecture and urban design traditions and an analysis of existing design guidelines and regulations as well as review of applicable Secretary of Interior Standards. A user friendly manual will be developed which will include design criteria and objectives,diagrams,photographs and other information necessary to clearly illustrate appropriate design principles for buildings,storefronts,shcetacapes landscapes,site plans and signage. Historic Salem is Salem's private,non-profit advocacy and education organization working to preserve Salem's historic resources. We strongly support the City of Salem's parallel and complementary efforts to preserve Salem's architecture,character and heritage. SincerelKirecwr hn G. M K. ohey President r Fax: (978) 744-4536 • Email: hsi@nii.net • Web: http://www.histodcsalem.orW City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Citywide Information Enclosures Ordinance Relating to Signs&Billboards Citywide Zoning Map City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Entrance Corridor Enclosures Entrance Corridor Overlay District Ordinance Existing Conditions Photographs EXISTING CONDITIONS—ENTRANCE CORRIDORS doom— rcr'a3'S�`� 3 •A"�' � Ik: -.vim `'. `' t � Yy T id City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Urban Renewal District Enclosures Map of the Urban Renewal Area Existing Conditions Photographs Urban Renewal Plan—Heritage Plaza East Urban Renewal Plan—Heritage Plaza West Sign Manual Sign Language ba u -_ 5 -a s,' V' `". 4 *:vp r •1 r='.4 ,i4 J� jii jr 11- -i < R: I w. 3w � if - rw City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Salem Historic District Enclosures Maps of the four (4)Historic Districts Existing Conditions Photographs Salem Historic Commission Guidelines Notebook Salem Handbook lw E XIn 2.7 a e t,F"_ j�yQ fi SL M�" u E F z r= Fi W ARM FA r p City of Salem/Design Guidelines Manual FY03 Survey&Planning Grant Full Application Salem Main Streets,Downtown Program Enclosures Storefront Improvement Program Guidelines A DERBY STREET HISTORIC DISTRICT MAP . SALEM MASS. FEBRUARY 1975 }' ILJ] n STREET NEL / '� °Epi of 19 T /[ r._ ` L— G L.r w cb ' �f / NEW LNGIIMO EOM'ER C 1 1 I ! i NOTE.SLN[uwr¢ -xwry orv[r ALL IiNES ACVROYiYwT[wN0 MO ew5E9 oN ALTY L n[un euRVE>T Kf. CITY o! SwL[Y w].[SSon'S SML[L IRYI.I eRI[O]w]] O R, 1 PLAN BOOK 133 PLAN 33 SALEM IMRBOR Rw �I[Iup. S� 7S . RAS•-/u.,v O7 pr' FM REGISTRY USE-OXY - — PLA N_BDO�IPLAty loll .N,ndd m.nre _— J 9VYYIT AVENUE PdB !6 , a G --- I dg 17 7 � LJ ❑ ❑ � Su £S- 2.9 Yaa iW E59 It 26, Z!1 2T1 YTT 2U Yea tN M R11 ]BS f 1 LAFAYETTE STREET f 38 24 N. ate 284 I,u(' V�-w ♦ tLJJ R I 4f Z F g< p JW uL J6 iN Rm: =mar Ilr OIPI 41 LIES &NWRRYSE i RU IIDT BUSED OR PS1WL SE40 SURVEY. ARE CITY R MEN ASSES5088 MET NO as i AM PRM P,RNSFB reel LAFAYETTE STREET HISTORIC DISTRICT i SALEM, MASS. I _ - JUNE 10, 1985 .N- r I MIO,NnR mNm.MSR.M er Ra..B BtPtRlbs e^`Rw ' � NIM 11MRrt N bNs F M>W>.liw al NI.M>" Rw].,u a . MRS G.ROULEAU, . 1 72 - worn . 100 0 100 300 p© Min 491-411,IM61 E, MIN cl irk AW ISM L J _ �� ► � it w� ,,��'�� i�� . J� a, 6 V �S 11 f-5 > I3 i S 0"'9 MOTE.. SCHEMATIC PUN ONLY. ALL LINES APPMXIMATE ANO NOT BASED ON ACTUAL FIELD SURVEY. REF. CRY M SALEM ASSESSORS' MEET NUMERED 35, AVIS ARiMAP, n OAANBTAIID T sYAiIE G PLAN BOOK/NSPLAN.7d SRD'NN STREETS A L E M COMMON 35 I SIYp,mm. @cam. 6, I977 ESSEX MIME WAS fjRQ QM QUARE ,,wcs,Tr ESSEX /e SDUTN j — WASHINGTONSQUARE HISTORIC DISTRICT � SALEMEM,, MA MASS. SEPTEMBER 28, 1977 Rn f / \ "A npebnbr,F d/M MN'ANl'e/OseJx . I//� � Aare Arw mr/ameC SIM b Me \1 STREET P'+oa^tlh,o/IAb aAM. '�'///f`//,/��,//�y�� ANTHONY'V iit, FL dkPE./ CITY ENGINEER I \ 100 0 100 200 PREPARED BY - ISM CITY OF SALEM ENGINEc?AWDEPT I Salem Main Streets Storefront Improvement Program Program Guidelines The Salem Main Streets (SMS) Storefront Improvement Program is funded by the City of Salem, Department of Planning and Community Development (DPCD) as part of the Mayor's goal to Stanley usovicz revitalize commercial areas in Salem. The Storefront Improvement Program is administered by each Mayor of Salem of the district Main Streets programs. Denise S.McClure Director,DPCD To help business owners better understand the program, we provided a listed of frequently asked questions and answers to those questions. If you would like further information or would like to apply, please contact your district Main Street office or the Main Streets Program at DPCD. What type of assistance is available? The Storefront Improvement Program offers two types of assistance to eligible businesses and property owners—Design Assistance and Construction Grants. Applicants can apply for both programs. ➢ Design Assistance The Salem DPCD provides Design Assistance for the local Main Streets districts at no cost to the applicant. Design Assistance consists of an on-site meeting with the business owner, a schematic design for the proposed improvements, a budget estimate and a written description of the proposed work. Construction Grant(up to$2,500) Eligible businesses can apply for up to$2,500 for exterior improvements to their storefront. (For multi-storefront buildings, each storefront can receive up to $2,500 match with a maximum of $10,000 for the entire building.) The program requires a match of funds by the applicant; every dollar paid by Main Streets must be matched by a dollar from the applicant. Who can apply? Any business owner or property owner located in one of the SMS districts (see attached map) can apply for the program. A business owner that is leasing space in the district must have lease authority or obtain authorization from the building owner to make improvements to the property. What types of projects are eligible? The program can only fund exterior improvements to your storefront. Only work approved by SMS is eligible for the program; work completed prior to receiving a commitment letter from the city is noteligible for funding. The following types of improvements are eligible for funding: ➢ Installation of new signs or improvements to existing ones ➢ Installation, repair or replacement of awnings ➢ Restoration of exterior facade ➢ Exterior painting ➢ Removal of inappropriate or incompatible exterior finishes and materials ➢ Reconfiguration of existing doors and entrances ➢ Repair or replacement of existing storefront windows ➢ Installation of exterior building, sign or display area lighting ➢ Removal of security window bars, roll-down grates and grate boxes (installation of electronic security systems to replace grates is allowable) Other improvements may be allowed on a case-by-case basis Priority will be given to installation of new signage and the removal (or conversion) of security grates, boxes and tracks. If you have solid grates and are applying to the Storefront Improvement Program, you will be required to remove them. Are there design guidelines? All projects must conform to the Salem Redevelopment Authority (SRA) Urban Renewal Plan and applicants must file with the SRA for final approval. In addition, all projects must comply with the Salem Zoning Ordinance. The city does offer a sign guideline manual that is available at DPCD. How does the application process work? The program uses a 2-step application process. The time frame for processing your application depends on the detail of your design and the number of applications received. Each of the steps is listed below with an estimated time frame. ➢ Step 1 (4-8 weeks): Meet with your district Program Manager to go over the program guidelines and fill out a Project Consideration Form. This form is reviewed by the district Main Streets program and DPCD to determine if the project qualifies and funds are available. If the project is accepted, you will be notified on next steps for using design assistance and/or the process for submitting your project design for the necessary approvals. ➢ Step 2 (2-3 weeks): Once the project has an approved design, you must submit a Grant Application Form, with all the required documents and plans, to the district Main Streets Program Manager. Upon approval, you will be asked to sign a Letter of Agreement. Within a week, you will receive a commitment letter from the city and will be free to begin construction. Work started prior to receiving the commibment letter is not eligible for funds. How do I know if I am accepted into the program? Once you receive a commitment letter from the city, you are officially accepted into the grant program. If you are only applying for design assistance, you are accepted when the district Main Streets Program Manager notifies you, after completing the project consideration form. What happens after I am accepted? You can begin construction after you receive your commitment letter. Work selected for a construction grant must be completed within 6 months of approval, unless an extension is.granted by the Main Street Program at the DPCD. You are responsible for obtaining any permits necessary for carrying out the improvements and compliance with all applicable safety standards and conditions. If the project exceeds$2,000,you are also responsible for complying with the Davis-Bacon Prevailing Wage Act and collecting the necessary Davis-Bacon form from your contractors. For mote information about Davis-Bacon prevailing wages, please contact the Main Streets Program at DPCD. Once the project is complete, you will submit an invoice package to your district Main Streets Program Manager showing that the project is complete as specified, contractors/vendors were paid in full and all other requirements were met. Grant funds are disbursed on a reimbursement basis and cannot be issued until the proposed project is complete. Your district Main Street Program Manager and DPCD will review the completed project to determine that the work was completed as specified and approved in your grant application. The SMS Program reserves the right to promote an approved project including, but not limited to, displaying a sign on the site during and after construction, and using photographs and project descriptions in Main Streets'materials and press releases. Contact Information Salem Main Streets, 120 Washington Street—Tania Hartford, ED Planner, 978/745-9595 x311 Downtown Program, 32 Derby Square—Deborah Greel, Program Manager 978/740-1208 Salem Main Streets and the City of Salem reserve the right to make changes in the conditions of the Storefront Improvement Program as warranted. ASSURANCES In consideration of and for the purpose of obtaining a grant from the Department of the Interior, National Park Service, through the Massachusetts Historical Commission, city of sal em (hereinafter called "Applicant-Recipient")hereby agrees that it will comply with the following: A. Grants will be administered in conformance with all applicable federal and state laws, regulations, policies, requirements and guidelines, including OMB Circular A-102 revised (43 CFR 12), policies and procedures of the Historic Preservation Grant-in-Aid Program, and civil rights(Title VI of 1964 Civil Rights Act); non-discrimination on the basis of handicap (Sec. 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990); age (the Age Discrimination Act of 1975); equal employment opportunity and labor law requirements of federal grants; B. All procurement actions will be conducted in a manner that provides for maximum open and free competition in compliance with federal and state requirements, including OMB Circular A-102 revised(43 CFR 12); C. Adequate financial resources will be available for performance (including necessary experience, organization, technical qualifications and facilities)to complete the proposed project or a firm commitment,arrangement or ability to obtain such will be made; D. All costs charged to the grant project will be in payment of an approved budget item during the project period and conform to the cost principles of OMB Circular A-87; E. An adequate financial management system(and audit procedure when deemed applicable)will be maintained which provides efficient and effective accountability and control of all property, funds and assets. Subgrantees which are state or local governments must comply with.the Single Audit Act of OMB Circular A-133; Subgrantees which are non-profit organizations or universities must comply with OMB Circular A-110 outlining audit requirements for non-profit and educational institutions. F. Matching share will not consist of funds from the Federal Government under another assistance agreement unless authorized; G. Applicant-Recipient will comply with required completion schedule for the project. The Applicant-Recipient recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations and agreements made in this Assurance, and that the United States shall reserve the right to seek judicial enforcement of this Assurance. This Assurance is binding on the Applicant-Recipient, its successors, transferees, and assignees; the person or persons whose signature appears below (is) are authorized to sign this Assurance on behalf of the Applicant-Recipient. City of Salem DATED Y kA APPLICANT-RECIPIENT BY (President,Charman of Board or Comparable Authorized Official) 1 'I Denise S, McClure,, AYCP,, Acting Director of Planning & Community Development 9 Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, participant, person, primary covered transaction," " 11((principal, proposal," and " 44participant, excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction he entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List (Tel.#). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person to the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, to addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 13 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 43 CFR Part 12, Section 12.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register(pages 19160-19211). Copies of the regulations are included in the proposal package. For further assistance in obtaining a copy of the regulations, contact the U.S. Department of the Interior, Acquisition and Assistance Division, Office of Acquisition and Property Management, 18th and C Streets,N.W., Washington, D.C. 20240. (BEFORE COMPLETING CERTIFICATION,READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal,that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible,or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Dem},se S. McClure,, AMP, Acting Director of Planning & Community Development Name and Title of Authorized Representative 3/21/03 SignatureDate DI-1954 (9/88) 12 c Mqy n The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth April 25, 2003 Massachusetts Historical Commission Denise McClure Acting Director, Department of Planning and Community Development City of Salem 120 Washington Street Salem, MA 01970 RE: FY03 Full Application Dear Ms. McClure: As Chairman of the Massachusetts Historical Commission, I am pleased to inform you that the above-mentioned project has been selected for an allocation of$18,000 from the Commission's FY03 Survey and Planning Grant Program. This award will support the City of Salem's Design Guidelines Manual project, with a cash local share from the city of$12,000 for a total project cost,of.$30,000 -, r f Please keep in.mind that project work can begin only after the Massachusetts Historical Commission executes a contract with you, which outlines the scope of grant-assisted work and defines responsibilities and deadlines under applicable laws and regulations. Please respond in writing before Monday,May 12 to the Commission with your intention to accept the grant allocation. This project's Local Project Coordinator should contact Michael Steinitz at the Massachusetts Historical Commission to arrange an initial orientation meeting and to discuss your work program and the provisions of the grant contract. The Commission looks forward to working with you toward the successful completion of your project. We sincerely hope that this grant allocation will help you achieve your preservation goals. Sincerely, William Francis Galvin - Secretary of the Commonwealth Chairman, Massachusetts Historical Commission 220 Morrissey_Boulevard, Boston, Massachusetts 02125 (617) 727-8470•Fax: (617) 727-5128 www.state.ma.us/scc/mhc izzjo �pboa✓CUa✓ m i bis 1 3 5 CITY OF SALEM DEPAPTMENI-. OF PLANNING AND 9B�r�Y1NE Wli COMMUNITY DEVELOPMENT STANLEY J. USOVICZ,JR. MAYOR 120 WAST IINC.I'ON SIREET• SALEM,(MASSACHUSETTS 01970 JOSEPH P. WALSH,JR, TEL 978-745-9595 • FAX:978-740-0404 DIRECTOR May 5, 2003 Mr. Michael Steinitz, Director, Preservation Planning Division Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Blvd. Boston, MA 02125 RE: FY03 Survey and Planning Grant Dear Mr. Steinitz: Please be advised that the City of Salem accepts the grant allocation of $18,000 from Massachusetts Historical Commission's FY03 Survey and Planning Grant Program to help support our Design Guidelines Manual project. We appreciate your continued support of Salem's preservation planning efforts and look forward to beginning this project. If you need additional information, please contact Tania Hartford, Local Project Coordinator, at 978/745-9595 x311 or Thartford@Salem.com. incerely, h J se P. Walsh,Jr. it for FISCAL YEAR 2002 SURVEY AND PLANNING GRANT - FULL APPLICATION COVER SHEET FOR APPLICATION PROPOSAL DEADLINE —FRIDAY, MARCH 1, 2002 1. Project Title: Newton Citywide Preservation Plan 2. Project Type: Preservation Plan 3. Community/Communities: City of Newton 4. Local Project Coordinator: Lara Kritzer Address: Department of Planning and Development Newton City Hall 1000 Commonwealth Avenue Newton,MA 02459 Phone: (617) 552-7135 Ext. 106 Fax: (617) 965-6620 E-mail: lkritzer@ci.newton.ma.us 5. Amount of Funding Requested: $ 12,000 Local Share: $ 8,000 Total Project Cost: $ 20,000 6. Attachments: (Please check when completed) Work Program Matching Share Information Narrative Statement Assurances Budget Debarment Certification Local Historical Commission Comment (If Applicable) 7. Authorized Applicant Signature: (Signature) David B. Cohen (Name -please print) Mayor (Title) (Date) FY02 Survey&Planning Grant Program City of Newton .. Newton Citywide Preservation Plan NEWTONSURVEYAND PLANNING GRANTAPPLICATION FY2002 PART II - WORK PROGRAM A. PROJECT GOALS The primary goal of the proposed project is to continue work on a Citywide Preservation Plan which addresses the preservation needs and accomplishments of the City in a single, comprehensive document. Building on the previously established framework, this project would involve both assembling existing preservation materials and conducting additional research as needed to create a complete picture of preservation needs within the City. An additional goal of the proposal is to compile information specific to each of the City's fourteen villages so that the plan is appropriate to both the overall City as well as to its components. In order to accomplish this overall goal, the specific goals of the project are as follows. 1) To evaluate the preservation documents previously completed by the City. The City of Newton has completed a number of preservation documents which have addressed specific preservation issues including City-owned properties, the burying grounds, local historic districts, and the village of Nonantum. These documents must be evaluated to determine where further development is needed and integrated into the overall plan where appropriate. 2) To analyze each of the City's villages to determine their preservation issues and to address their specific needs. The City of Newton is comprised of fourteen villages, all of which are distinctive in their architectural makeup, development over time, and current preservation priorities. To date, only one of these villages, Nonantum, has been closely studied. A goal of this project would be to provide appropriate information on each village to be integrated into the overall plan. 3) To create a list of current preservation priorities. A specific goal of the project is to develop a list of priorities in order to guide future preservation projects within the City and to help identify potential preservation issues before they become problems. 4) To fill the existing gaps in information and combine the new text with the work accomplished under previous initiatives to develop a comprehensive Citywide preservation plan. The Boston University Preservation Studies Planning Colloquium is currently working on a project to establish a framework for a Citywide document as described above. The specific goal of this portion of the grant is to evaluate this framework, suggest changes where appropriate, and fill in the gaps with new information where necessary. This finalized document will then be submitted through the Newton Historical Commission to the City's Board of Alderman for their approval with the ultimate goal of inclusion in the City's comprehensive plan. 2 FY02 Survey&Planning Grant Program City of Newton Newton Citywide Preservation Plan The work of this proposal will be carried out by a consultant hired by the City of Newton. This consultant will work in conjunction with the preservation planner to insure that all the necessary requirements are met and the specific goals of the project achieved. B. METHODOLOGY The primary goal of this proposal is to develop a comprehensive plan which addresses the preservation needs of the City in a single document to guide future projects and initiatives. A secondary goal of this proposal is to develop a better understanding of the respective preservation needs of the individual villages which comprise Newton. The City's Preservation Planner, Lara Kritzer, will be the project coordinator and will be responsible for overseeing the implementation and completion of the work program. Ms. Kritzer is employed full-time to staff the City's three preservation commissions and to provide expertise on historic preservation to the Department of Planning and Development, any other city agencies requesting consultation, and the general public. The work program itself will require the services of a consultant to gather the necessary materials, process the available information, and write the report and suggested recommendations. The preservation planner will utilize her staff time to coordinate the project by providing materials, reviewing and editing drafts of the report, and providing appropriate supplemental information (photos, maps, etc.) as needed. A total of$8,000 approximately 18% of the preservation planner's present salary ($43,363), will be used as the City's match and provide a total of 360 hours towards accomplishing the goals of this proposal. 3 FY02 Survey&Planning Grant Program City of Newton Newton Citywide Preservation Plan C. PHASE MEETINGS The proposed project will be completed in three phases. The local project coordinator will meet with the MHC staff to review the project's progress and products at the end of each phase. The work to be completed during each phase of the project is described below. The project will begin on July 1, 2002 and will be completed by June 30, 2003. PHASE Tasks: 1. Review the existing framework for a Citywide preservation plan and evaluate where additional research may be needed. 2. Familiarize self with existing preservation plans for City-Owned properties, village ofNonantum, Post WWII housing, Burying Grounds, local historic districts, etc. 3. Review the Newton Framework Plan and other City documents relating to historic preservation. 4. Conduct site visits to Newton villages and review existing materials. Products: 1. An outline of additional materials to be gathered. 2. A listf o existing materials for inclusion in comprehensive report including a draft summary of each item. 3. A draft outline for completing individual village assessments including the methodology and bibliography to be used. Phase I will be completed by November 15, 2002. PHASE II Tasks: 1. Develop preservation assessments for Newton Centre,Newton Highlands, Newton Corner, Auburndale, Waban, Upper Falls, Lower Falls, Oak Hill, Thompsonville, West Newton, and Chestnut Hill. Products: 1. Submit draft copy of assessments for Newton Centre, Newton Highlands, Newton Corner, Auburndale, and Waban for review and approval by the Newton Historical Commission, the Planning Department, and the Massachusetts Historical Commission. 4 FY02 Survey&Planning Grant Program City of Newton Newton Citywide Preservation Plan 2. Finalize summary of existing materials Phase II will be completed by March 15, 2003. PHASE III Tasks: 1. Finalize drafts of completed village assessments and incorporate comments of Newton Historical Commission, the Planning Department, and the Mass. Historical Commission. 2. Complete draft copies of village assessments for Chestnut Hill, Newton Upper Falls, Newton Lower Falls, Oak Hill, Thompsonville, and West Newton and submit these to the Newton Historical Commission, Planning Department, and the Massachusetts Historical Commission for their review and approval. 3. Compile findings into single comprehensive plan. Products: 1. Final draft of preservation plan for the City of Newton. Phase III will be completed by June 15, 2003. PART III - NARRATIVE STATEMENT In recent years, MHC Survey and Planning Grants have been used to accomplish numerous preservation objectives throughout the City including neighborhood surveys, landmark designations, and a survey of post WWII housing styles and development. As a result, over 6,300 properties are documented through the historic resource survey and over 3,000 properties are listed, individually or as part of a district, on the National Register of Historic Places. This fiscal year, these funds are being utilized to reestablish the City's neighborhood walking tour program through the creation of brochures which map out suggested routes and provide information on the historic resources in the community. In addition, funds will also be used to develop and print brochures for the City's two existing local historic districts, Newton Upper Falls and Chestnut Hill, which will both educate homeowners and encourage them to take advantage of their neighborhood resources. Newton's close proximity and easy access to urban commercial centers has made it a popular and desirable community since the mid-nineteenth century. Comprised of fourteen villages, the City contains a wealth of architectural assets and has benefited from an early recognition that these structures and landscapes need to be protected and preserved in order to maintain the distinctive character of it's neighborhoods. This understanding has been reinforced over the last decade by the completion of a number of projects which have addressed specific areas of concern 5 FY02 Survey&Planning Grant Program City of Newton • Newton Citywide Preservation Plan within the City. While these smaller scale projects are crucial to developing a better understanding of Newton, there is a growing need within the City for a single document which ties all these pieces together. In short, Newton is still missing a key element which is crucial to its future preservation efforts —a comprehensive preservation plan which addresses the needs of the City as a whole. Not only would this document serve as a clear and concise statement of the City's preservation achievements to date, it would also illustrate Newton's current needs and act as a guide for future preservation projects. The groundwork for this process has already been laid. During the Spring 2002 semester, the Boston University Preservation Studies Planning Colloquium is taking up the challenge of developing a framework for the completion of a Citywide preservation plan. The work required to complete a preservation plan, though, is too extensive to be accomplished in one semester. Thus this application is requesting funds to hire a consultant during the next fiscal year to complete the Citywide plan. Building on the framework established by the Planning Colloquium, the consultant would be responsible for filling in the gaps where necessary to advance the preservation plan. The primary focus of this work is expected to be the development of individual segments of the report which give a better understanding of the challenges and needs of each of the City's as yet unstudied villages. Once this groundwork has been accomplished, the consultant will develop a series of suggestions for future steps—where Newton's resources could best be developed, suggested areas for further study, and the identification of any emergency preservation issues within the overall community. The City of Newton has recognized the need to be proactive and not reactive in its preservation strategy and realizes the essential role which a fully developed, Citywide preservation plan could have in future programs and development. The recently adopted Newton Framework Plan specifically requests the creation of such a plan and notes the positive impact it would have to educate the community, identify resources, and suggest new preservation strategies. A comprehensive Citywide plan would reinvigorate Newton's commitment to historic preservation and insure that it had a direction and goals well into the future. Selection Criteria 1. Level of Information Newton has a substantial amount of information on its history and development on file at the Jackson Homestead and the MHC, including over 6,300 survey forms, 23 National Register District forms, approximately 150 individual National Register listings, four local historic district reports, eighteen landmark reports, a draft preservation plan for City-Owned Properties, and completed reports and neighborhood surveys of both Oak Hill Park and Nonantum. These materials will be instrumental as the groundwork for this proposal which is expected to make general information more readily available within the community. 2. Level of Significance The City of Newton has many important and significant historical resources of value for further study, including the previously mentioned surveyed and nationally registered properties. While the unique structure and development of some of the important properties and individual villages has been studied, many have yet to receive attention. This project would serve both to fill in these gaps in research and general information and point out where more detailed work is still needed. 6 FY02 Survey&Planning Grant Program City of Newton • Newton Citywide Preservation Plan 3. Potential for Loss or Destruction The most prevalent threat to Newton's neighborhoods and historic resources over the last few years has been the increasing pressures of the real estate market and the lack of available land for development. Throughout the City, historic homes are being demolished and replaced with new ones, while in other cases historic lots are being subdivided to add additional single or multi-unit structures. As a result, the nature and character of many of the City's oldest and most significant neighborhoods is rapidly changing. This document would serve both to illuminate current threats and to offer strategies for preventing future losses. 4. Level of Local Preservation Activity The City of Newton has three preservation commissions - a historical commission and two local historic district commissions. Each of these commissions meets monthly. The City also has a full time Preservation Planner located within the Planning and Development Department. The Newton Historical Commission comments on most of the special permit applications which involve historic properties and reviews telecommunications installations on National Register properties as well. Aldermen frequently request assistance from the Historical Commission for various projects throughout the City. In addition, two neighborhoods are currently completing the study process for creating local historic districts in their neighborhoods and an historic landscape preservation grant from the Dept. of Environmental Management is funding a program to complete National Register nominations and conditions assessments at two of the City's early burying grounds. The Newton Historical Commission has offered its full support to preservation projects throughout the City and a letter of support from John Rodman, Chairman of the Newton Historical Commission, is included. 5. Appropriateness of Proposed Plan The City of Newton has three preservation commissions and several ordinances in place to try to regulate and protect its historic resources. A number of preservation initiatives have been undertaken in recent years to address specific issues or problems without addressing the City as a whole or establishing where additional development is appropriate. Given the significant redevelopment and changes over the last few years, there is a rapidly increasing need to have a better understanding of the City in general as well as its individual villages. With this understanding established, the City will be in a better position to understand its current needs and priorities and how to deal with them in the future. 6. Demonstrated Understanding of Work to be Performed The Project Coordinator is prepared to implement the submitted plan, and is confident that the project can be completed with the assistance of a consultant. Further, the City has benefited from several Survey and Planning Grants in the past and has demonstrated the capacity to successfully complete MHC funded projects. 7. Extent and Nature of Public Benefit The primary goal of this proposal is to gain a better understanding of the needs and goals of the City as a whole so as to better direct preservation efforts in the future. This project would also serve to educate residents about the needs and achievements in their respective village areas and would facilitate a dialogue between the City and residents as to common goals for the future. 7 FY02 Survey&Planning Grant Program City of Newton Newton Citywide Preservation Plan 8. Administrative and Financial Management Capabilities The preservation planner, Lara Kritzer, will be responsible for seeing this program to completion and a portion of her salary is used as a match. The City has also earmarked funds to pay for this project until reimbursement occurs. The City was a grantee in 2000—Review and analysis of the Demolition Review Ordinance and Post WWII Housing; 1999—Preservation Planner Program; 1998 -Neighborhood Plan Project; and 1996 - Landmarks Program. Currently, the City is a grantee for a project to update Newton's neighborhood walking tours and brochures. 8 PY02 Survey&Planning Grant Program City of Newton Newton Citywide Preservation Plan BUDGET MATCHING FEDERAL TOTAL (LOCAL)SHARE SHARE La Personnel—In-Kind(paid) Title/Function—Preservation Planner $8,000 0 $8,000 Annual Salary- $43,363 %Time to Project— 18 % Lb Personnel—Volunteer(unpaid) Title/Function 0 0 Rate per Hour #of Hours (minimum wage: ($5.15/Hr.) 2. Contractual(Consultant Services) Title/Function Rate per Hour 0 $11,500 $11,500 #of Hours or Total Dollars Estimated 3. Travel—Rate per Mile #Miles 0 0 0 4. Supplies— (list each item or category) 0 $500 0 Printing, Photographic Supplies 5. Other 0 0 0 TOTAL PROJECT COST $8,000 $12,000 $20,000 9 oaone o tr 0' ct t �1StO11Ct m P.O. Box 865 1970 inicjorporated Salem,: (978)MA -0799 Telephone: (978) 745-0799 Ms.Cara Metz Executive Director Massachusetts Historical Commission 220 Morrissey Boulevard Boston,MA 02125 Re: Support for City of Salem's Application for Survey and Planning Grant for Salem Design Guidelines Manual Dear Ms.Metz Historic Salem,Inc. is most supportive of the City of Salem's Application for a Survey and Planning Grant to prepare a new Salem Design Guidelines Manual,similar to Historic Salem,Inc.'s 1977/2003 Salem Handbook but custom designed for more urban and commercial applications downtown. To guide future development,and to provide a consistent standard to eliminate visual clutter and urban sprawl, the City proposes to develop a single new comprehensive manual of design standards and rehabilitation guidelines for use in its Urban Renewal Areas,historic districts and urban entrance corridors. The manual will additionally be used to complement the Salem Main Streets Storefront Improvement Program by providing guidance on appropriate design for the downtown and future Main Streets districts. By creating a single new urban design and planning reference for all these important downtown areas,the City will both simplify the development and review process for all applicants and Design Review parties,and bring the quality of the SRA Urban Renewal districts and the entrance corridor;up to the same historic district quality standard which was the original intent behind the creation of these Areas and planning overlay zones. The proposed scope of the new work includes historic research of Salem's architecture and urban design traditions and an analysis of existing design guidelines and regulations as well as review of applicable Secretary of Interior Standards. A user friendly manual will be developed which will include design criteria and objectives,diagrams,photographs and other information necessary to clearly illustrate appropriate design principles for buildings,storefronts,streetscapes, landscapes,site plans and signage. Historic Salem is Salem's private,non-profit advocacy and education organization worldng to preserve Salem's historic resources. We strongly support the City of Salem's parallel and complementary efforts to preserve Salem's architecture,character and heritage. j cerelKirectWor n G M suet IC $/I wohey vPresident Y Fax: (978) 744-4536 • Email: hsi@nii.net • Web: http://www.historicsalem.org/ lMichael Steinitz, Director,Preservation Planning Division Due: December 13,2002 Survey and Planning Grants - (PostmaTk-,acpeptablp) , Massachusetts Historical Commission No faxed applications 220 Morrissey Boulevard Boston,MA 02125-3314 FY 03 LETTER OF INTENT TO APPLY FOR SURVEY AND PLANNING FUNDS I. PROJECTTITLE: Salem Design Qnidelines Manual 2. COMMUNITY/COMMUNITIES: Salem. 14A 3. APPLICANT ORGANIZATION: Department of Planning & Community Development. ADDRESS: 120 Washington St. , 3rd Floor Salem, MA 01970 PHONE: 978 745-9595 x-311 FAX:978-740-0404 EMAIL: iguyLdsalem.com 4. LOCAL PROJECT COORDINATOR:nnnn 1 d rx;w i ADDRESS: 120 Washingtnn St_ � 3rd F1 nnr Salem MA 0197n PHONE: 978 745-9595 x-311 FAX: 97R-74n-nhn4 EMAIL: drtiard@salem.com 5. AMOUNT OF FUNDING REQUESTED: $ 18,000 (60%) LOCAL SHARE: $ 12,000 (40%) TOTAL PROJECT COST: $30,000 (1000/,) 6. PRELIMINARY BUDGET AND MATCHING SHARE INFORMATION(ESTIMATED): LOCAL SHARE SOURCE 12 (ie.,town funds,CDBG,private): $ 000 IN-KIND SERVICES(paid employee on staff): $ CASH AMOUNT:(cash match is recommen (d) $ 12,000 7. AUTHORIZED APPLICANT SIGNATURE: Joseph P. Walsh Jr. (NAME,PLEASE PRWector 12/12/02 (TITLE) (DATE) 8. NARRATIVE STATEMENT: Explain in a concise statement how the proposed project relates to past,current,and future preservation activity in the community,region or state. Describe how the results of the proposed project will be incorporated into the community, region, or state planning process,and the extent to which the results will be made available and used by the general public. Provide any other information on the special qualities of the project,which makes it deserving of funding. Please address the five Selection Criteria for Invitations for Full Applications.(Attach a one-page,typed narrative statement.) r ! FY03 SURVEY AND PLANNING GFA.NT NARRATIVE STATEMENT—SALEM DESIGN GUIDELINES MANUAL The City of Salem proposes to develop a comprehensive manual of design standards and rehabilitation guidelines for its O Urban Renewal Areas, historic districts and entrance corridors. Salem has a wealth of historic architectural and cultural resources that appeal to businesses, residents and tourists. In an effort to guide future development, the city will hire a consultant to create a manual which will establish.specific design standards for use by residents, business owners, and developers. The manual will also be used to complement the Salem Main Streets Storefront Improvement Program by providing guidance on appropriate design for the downtown and future Main Streets districts. The proposed scope includes historic research of Salem's architecture and urban design traditions and an analysis of existing City design guidelines and regulations including the Urb Renewal Plan, Sign Manual and Historical Commission guidelines as well as the Secretary of Interior Stalds. A user-friendly manual will be developed which will include design criteria and objectives, diagrams, photographs another information necessary t clearly illustrate appropriate design principals for buildings, storefronts,streetscapes, landscapes, site plans and signage-JE, placability to Selection Criteria 1. Demonstration that the proposed project will represent a public benefit by supporting local and state historic preservation priorities established by ASIC and the local historical commission. 7W.(VCSft'aq G Salem's city-wide historic resources include tonc districts(4),National Register districts(20,five of which are within the downtown) and individual properties (32), and�toried properties(4037, the third highest in the Commonwealth). Heritage Plaza East and West, our Urban Renewal Areas, are located in our historic downtown, which is also one of two Main Street districts (the second is in the Point Neighborhood). Salem has nine thoroughfares designated as Entrance Corridors. The City does have legislation in place to regulate certain projects or locations,but design standards are outdated(the Urban Renewal Plans are from the 1960's and the city's sign manual is from 1973). The entrance corridors,for which approval for signage and exterior fapde improvements is required,have no design standards or guidelines at all. V k Historic Salem, Inc., an organization dedicated to historic preservation in Salem, has included the city's downtown and entrance corridors on its list of "endangered properties". Being an old city with high preservation needs, it is important to have current design guidelines that can be fpllowed by residents,business owners and developers and used by public boards and commissions a during their review process. This manual also has the potential to act as a model for other communities interested in creating historically appropriate design guidelines. 2. Demonstration that a funding match is in place or will be in place by the time of the grant award and demonstrated understanding of the reimbursement nature offunds. @he City will use the Community Development Block Grant as the funding match for this project. The Salem Department of Planning and Community Development has experience with previous Survey and Planning grants and has managed a number of CTstate and federal grants successfully over the years. 3. Demonstration of financial need i.e., that other funding has been sought and is not available and that the proposed activities could not be undertaken without Survey and Planning Grant support. Due to a funding cap on the amount of CDBG funds that may be utilized for administrative and planning expenses,the City is not able to support the full cost of this project. With limited funds in the city budget,the department will not be able to proceed with this project without Survey&Planning Grant finding. 4. Demonstration that the proposed activity can realistically be completed within the budget and time frame of the project. Based on previous experience with administering these grants,the city is able to carry out the project in the necessary time frame and within the proposed budget. 5. MHC will consider geographic distribution in its invitations for full application MHC will also give special consideration to first-time applicants. O�Salem is a Certified Local Government located on the North Shore and is designated as an Economic Target.Area. Salem has extensive historic resources,many of which are essential to our residents' and the region's economy and quality of life. The Commonwealth of Massachusetts. William Francis Galvin, Secretary of the Commonwealth: Massachusetts Historical Commission Due: Friday,March 21,2003 FY 03 FULL APPLICATION FOR FUNDING: Survey and Planning Projects SECTION 1: INFORMATION AND GUIDELINES A. Introduction The Massachusetts Historical Commission, a division of the Office of the Secretary of the Commonwealth, is the state agency responsible for the administration of the National Historic Preservation Act of 1966,as amended. This act authorizes the Secretary of the Interior, through the National Park Service, to grant funds to states for a wide range of preservation-related activities. These include: completion of cultural resource inventories, nomination of significant properties to the National Register of Historic Places, and completion of communitywide preservation plans, as well as other innovative survey and planning projects. The goal is to identify all significant cultural resources of the community--buildings, structures,sites,and landscapes--and to plan for their protection. For fiscal year(FY)2003,MHC anticipates having approximately$80,000 available for pass-through subgrants funding to Certified Local Governments(CLGs),* (see complete list below). The attached is a Full Application for these matching funds. GRANTS ARE 60/40%MATCHING REIMBURSEMENT GRANTS. Funding priorities will be survey and planning activities. B. Eligible Applicants Eligible applicants for FY 2003 survey and planning grant funding are local historical commissions created under M.G.L., Chapter 40 sec. 8(d), historic district commissions or study committees, or city and town planners and planning boards or community development offices of the Certified Local Governments of Boston, Bedford, Brookline, Danvers, Eastham, Falmouth, Grafton, Hingham, Lowell, Medfield, Methuen, New Bedford, Newton, Plymouth, Quincy,Rowley, Salem,Somerville,and Worcester. *MHC is required under federal law to pass through 10% of its federal allocation to Certified Local Governments (CLGs). a 220 Morrissey Boulevard, Boston, Massachusetts 02125 (617) 727-8470•Fax: (617) 727-5128 q Q 00 www.state.ma.us/sec/mhc )U All applicants must demonstrate the ability to meet deadlines, monitor project work,and must have a financial system which meets federal standards. If the applicant is not the local historical commission, a letter of support from the local historical commission must be submitted with the full application. C. Eligible Projects that will be Funding Priorities for FY02 All projects must be consistent with the objectives of the Massachusetts State Historic Preservation Plan (updated 2000), which stresses the need for identification, evaluation, and protection of the state's cultural resources. The following project types are considered eligible for funding: 1. Intensive inventory of historic,architectural,and/or archaeological resources. 2. Other innovative survey and/or planning projects relating to the identification, evaluation, and protection of National Register-eligible resources. For example: a preservation plan component for a community master plan; or a feasibility study designed to investigate the financial, technical, or economic advisability of a proposed project and/or alternative courses of action;or development of historic preservation public information, heritage tourism,training and/or education programs. 3. Support of preservation planning and educational efforts of statewide non-profit organizations. 4. Development of local initiatives for the protection of historic resources including local historic districts, dem Iigu delines,demolition delay ordinances,by-laws and open space preservation mechanisms. 5. Pre-development requests may be submitted to conduct studies necessary to enable future development or protection of a National Register eligible or listed property, including plans and specifications. MHC requests that interested applicants contact Wayne Beitler, Preservation Planner, if you need more information or are considering applying for these funds. D. Program Requirements and Grant Conditions All survey and planning grant recipients are subject to applicable federal, state, and local laws and regulations, including OMB A-102 revised (43 CFR 12), A-87, A-128, A-133, A-110 and National Park Service policies and procedures. Before project work may begin, the MHC and the grant recipient will enter into a written agreement that clearly identifies the responsibilities of each party. The general program requirements are defined and made part of the agreement as Attachment A, General Provisions of the Massachusetts Historical Commission Grant Projects. The General Provisions, among other things, define allowable costs and matching share, allow for MHC inspection of records,and outline the kinds of records the grant recipient must keep. All survey and planning projects require a Local Project Coordinator who will be MHC's contact person for the grant project and who should be the person authorized to assume responsibility for the administration of the grant project. All correspondence and project information will be directed to the local project coordinator by the MHC. The MHC will expect the local project coordinator to act as liaison with the preservation consultant (if applicable), and to obtain, coordinate, and submit reports, authorize signatures, and prepare financial documentation and other project information. The local project coordinator must be available to attend an orientation workshop and periodic phase meetings at MHC offices in Boston. E. Fundin Funding for survey and planning grants is provided by the National Park Service through the Massachusetts Historical Commission. Grants are 60/401/o matching reimbursementrgrants. The local share must be from a non-federal source; the only exception is Community Development Block Grant funding, which can be used as a local match. A cash match is preferable. Existing paid staff may, however,use the value of their time donated to the project as part of the match. The donated time must be necessary and reasonable to meet the project goals and must be adequately documented by MHC timesheets. 2 Grant requests should be for no less than $6,000 for a minimum total project cost of$10,000. Please note: Community wide survey requests can be no less than $9,000/$6,000 for a total project cost of$15,000. Projects should be from 6-12 months in duration and should be able to start no later than July. Because survey and planning grants are reimbursement grants,the grant recipient must expend the total project cost before requesting reimbursement. Upon submission of a satisfactory project completion report,the recipient will then be reimbursed for 60% of eligible project costs up to the amount of the grant allocation. No partial reimbursements will be considered. It is imperative that you have cash on hand to cover 100%of project costs. Project work must be completed by June 30,2004. Because federal regulations require an open selection process, it is important to note that consultants cannot be pre-selected by the applicant. The applicant,if selected for funding,will receive further instructions on procurement procedures. Potential consultants should play no role in shaping an application. F. Application Procedures The original copy of the Full Application (form attached) must be submitted to the MHC office no later than 5:00 p.m.,Friday,March 21,2003. Applications should be addressed to: Michael Steinitz,Director,Preservation Planning Division Survey and Planning Grants 2003 Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Boulevard Boston,MA 02125 G. Selection Process Letters of intent have been evaluated by MHC staff and a subcommittee of the full Commission. The Commission invited full applications at its monthly meeting, February 12, 2003. The full application will be due by Friday, March 21, 2003. Full applications will be reviewed by MHC staff and the Commission subcommittee. Grant awards will be made at the April 9,2003 MHC meeting. All MHC monthly meetings are open to the public. H. Selection Criteria Requests for funds will be evaluated against the following criteria. Project applicants must directly address all applicable criteria: 1. Level of Information: Preference will be given to survey projects in communities where the existing level of information about cultural resources is low or nonexistent, as identified by the State Reconnaissance Survey,Regional Report,the State Historic Preservation Plan,or as otherwise identified by the MHC. 2. Level of Significance: Preference will be given to communities with significant historic, architectural, or archaeological resources of value for further study, as identified by the State Reconnaissance Survey, Regional Report,the State Historic Preservation Plan,oras otherwise identified by the MHC. 3. Potential for Loss or Destruction: Preference will be given to communities whose historic, architectural, or archaeological resources are threatened with loss or destruction, as identified by the State Reconnaissance Survey, Regional Report, the State Historic Preservation Plan, or as otherwise identified by the MHC. Major threats to a community's resources include pressure from new development, abandonment, deterioration,or underutilization. 4. Level of Local Preservation Activity: Preference will be given to communities that have active local historical commissions. For applications submitted by an organization other than the local historical commission, the supporting documents must include a letter of support as evidence that the applicant is coordinating efforts with the local historical commission. 3 5. Appropriateness of Proposed Project: Preference will be given to applications that demonstrate a clear understanding of the preservation needs of the community and that propose to complete projects that address priority needs identified in the State Historic Preservation Plan. 6. Demonstrated Understanding of Work to be Performed: Preference will be given to applications that demonstrate a clear understanding of the tasks to be undertaken and products to be submitted under the appropriate MHC scope of work and timetable. 7. Extent and Nature of Public Benefit: Preference will be given to applications that demonstrate that the projects products will be available and of benefit to the general public. Preference will also be given to applications that complement other ongoing national, state,or regional planning and revitalization efforts. 8. Administrative and Financial Management Capabilities: Preference will be given to applicants who demonstrate strong capabilities to administer funds and ensure completion of the project in a timely and effective manner. Completeness of the full application will be taken into account. Past performance as a grantee, if applicable,will be considered. All project work must be completed by June 30,2004. 9. MHC will consider geographic distribution in its grant awards. MHC also will give special consideration to first-time applicants. If you have any questions on scope or the work program,please contact: Betsy Friedberg,Director,National Register Program Christopher Skelly,Director,Local Government Programs Michael Steinitz,Director,Preservation Planning Division Leonard Loparto,Preservation Planner/Archaeologist-Survey and National Register Programs If you have any questions on funding or grant administration,please contact: Michael Steinitz,Director,Preservation Planning Division Wayne Beitler,Preservation Planner/Grants Coordinator This program has been financed with Federal funds from the National Park Service, U. S. Department of the Interior. However,the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior. The U. S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, age, gender, or handicap in its federally assisted programs. If you believe youAave been discriminated against in any program, activity or facility as described above,or if you desire further information,please write to: Department of Interior Office for Equal Opportunity MS 5221, 1849 C Street,NW Washington,DC 20240 4 SECTION H: GUIDELINES FOR COMPLETING APPLICATION Full applications must contain the following: I. Proposal Cover Sheet 11. Work Program III. Narrative Statement IV. Matching Share and Budget Information V. Assurances/Lower Tier Debarment Certification VI. Letter of Support from Local Historical Commission PART I-PROPOSAL COVER SHEET Please fill out the colored proposal cover sheet,check off the attachments,and attach the appropriate information. PART H-WORK PROGRAM Attach a project narrative. In the following format,discuss each item thoroughly and concisely: A. Define project goals and explain how the proposal will meet these goals. B. Prepare a complete project description by phase. Define personnel working on each phase, what they will be doing, and their relationship to specific project goals. Describe specific methodology to be used in each phase of the project. Identify products that will result from each phase. Incorporate meetings with the MHC into appropriate phase. C. Outline a proposed timeframe for accomplishing project objectives, broken down by phase. Indicate proposed starting and end dates. Projects must be underway no later than July 2003, and must be completed by June 30, 2004. PART HI-NARRATIVE STATEMENT Explain in a.concise statement how the proposed project relates to the past, current, and future preservation activity in the community. Describe how the results of the proposed project will be incorporated into the community planning process,and the extent to which the results will be made available to and used by the general public. Provide any other information on the project or the applicant organization that would be useful to MHC in making funding decisions. Address all applicable selection criteria listed in Section I,Part H. PART IV-MATCHING SHARE AND BUDGET INFORMATION Complete and attach to the work program the Matching Share and Budget information forms. Matching Share Information: The matching share information shows the source of the match and its kind, either in cash or services. The total should equal 40%of the total project cost. 1. Identify the amount of cash used to match the grant and its source(s), i.e., Community Development Block Grant,town appropriation,land assessments, private donor(provide full name). 2. Identify the dollar value of employee (in-kind) services being donated to the project, and the agency affiliation of the employee. 3. Please refer any questions you may have on matching share requirements to the Grants Division before submitting the application. Applications that do not provide clear and accurate information on matching share will be considered incomplete and will not be considered for grant allocations. 5 The certifications of match statement must be signed by the person legally authorized to certify and commit applicant funds (i.e. Mayor, Chairperson of the Board of Selectmen, CEO, etc.). If matching funds come from a third party, written evidence of a firm and binding commitment from the donor must be attached to the application. Applicants should be careful to certify only those funds that are actdally available or for which a firm and binding financial commitment has been made. Uncollected pledges may NOT be considered a firm commitment unless a legally binding agreement exists. Budget Sheet: Identify, in the appropriate columns,which budget items are being provided by the local share and the items for which federal funding is being sought. Instructions for each category are as follows: 1. Personnel: Principal project personnel,whether hired consultants and/or in-house staff, must meet the professional qualifications of 36 CFR 61. Submit resumes of any in-house staff who will be serving as principal project personnel. a. In-Kind (employee) services: If applicable, list by title or type of work each employee who will be contributing time to the project. Note annual salary, percent of time contributed to project, and total dollar amount. MHC-approved timesheets and payroll records must document time. General supervision not directly related to the project is not allowable as time contributed to the project. Employee vacation time, holidays,and other paid time off may not be attributed to the grant project on timesheets. 2. Consultant services: If applicable, list by title or function consultants who will be associated with the project. List total dollar amount estimated for consultant services. (If you are considering hiring a professional preservation consultant, all costs [i.e. travel, supplies, etc.) should be made part of consultant services. Therefore,omit the travel(0)and supplies(#4)sections of the Budget form on page 12.) IF YOU NEED ADDITIONAL SPACE,ATTACH A CONTINUATION SHEET. NOTE: CONSULTANTS CANNOT BE PRE-SELECTED BY THE APPLICANT BECAUSE FEDERAL REGULATIONS REQUIRE AN OPEN SELECTION PROCESS IN THE SELECTION OF ALL CONSULTANTS PAID WITH FEDERAL FUNDS. IN ADDITION. POTENTIAL CONSULTANTS MAY NOT PLAY A ROLE IN SHAPING AN APPLICATION. If a consultant is required after the grant award is made, the consultant position must be advertised and a Request for Proposal sent to an adequate number of qualified sources to assure competition. After the consultant open selection process, the MHC must review and approve the qualifications and proposals of the top three consultants before the applicant hires one..The applicants budget must allow sufficient funding for payment of consultant services prior to MHC reimbursement. Please note that municipalities are required to follow Chapter 30B of the Massachusetts General Laws(the Uniform Procurement Act)as amended July 1 2000. 6 If using consultants, the applicant must also provide evidence that the professional consultant meets the following criteria(36 CFR 61): A Bachelor's Degree in Historic Preservation, Architectural History, History, Anthropology, Archaeology, Planning, or a closely related field and at least two Years full-time experience in an area relevant to the project,or, A Masters Degree in Historic Preservation, Architectural History, History,Anthropology, Archaeology, Planning,or a closely related field relevant to the project. MHC will provide further instructions on the advertising and Request for Proposals (RFP)process once a grant award has been made. Documentation of the above qualifications must be provided before project work m� begin. / 3. Travel: The mileage rate charged to the project should be the recipient's usual rate but may not excee4he current federal rate. Indicate total number of miles and dollar amount. Tolls and parking, if necessary to the project and documented by receipts, are allowable costs. Meals are not allowable and cannot be charged to the project. If a consultant is to be hired,omit this section. 4. Supplies: List major items or categories, i.e.,office supplies,film(include number of rolls,and cost including processing),maps,etc. If a consultant is to be hired,omit this section. 5. Other: List other allowable costs necessary to the project(i.e.,newspaper advertisement). 6. Total Direct Charges: Add total dollar amounts for items I through 5. PART V-ASSURANCES/LOWER TIER DEBARMENT CERTIFICATION The person who is authorized to sign the project agreement should sign the Assurances and Debarment Certification. If the local historical commission is applying, the Chairperson of the Board of Selectmen must sign the Assurances; if a Community Development Office or other town/city office is applying, the Mayor or appropriate official must sign the Assurances. Review the items carefully before signing. If you have any questions,call the MHC Grants Division. PART VI-COMMENTS FROM LOCAL HISTORICAL COMMISSION If the applicant is not the local historical commission and a local historical commission exists, the applicant must solicit signed comments from the local historical commission. Attach the signed comments to the full application. 7 FISCAL YEAR 2003 SURVEY AND PLANNING GRANT -FULL APPLICATION COVER SHEET FOR APPLICATION PROPOSAL DEADLINE—FRIDAY,MARCH 21,2003 1. Project Title: 2. Project Type: 3. Community/Communities: 4. Local Project Coordinator: Address: Phone: Fax: E-mail: 5. Amount of Funding Requested: $ Local Share: $ Total Project Cost: $ 6. Attachments: (Please check when completed) Work Program Matching Share Information Narrative Statement Assurances Budget Debarment Certification Local Historical Commission Comment(If Applicable) 7. Authorized Applicant Signature: (Signature) (Name--please print) (Title) (Date) 8 ASSURANCES In consideration of and for the purpose of obtaining a grant from the Department of the Interior, National Park Service, through the Massachusetts Historical Commission, (hereinafter called "Applicant-Recipient")hereby agrees that it will comply with the following: A. Grants will be administered in conformance with all applicable federal and state laws, regulations, policies, requirements and guidelines, including OMB Circular A-102 revised (43 CFR 12), policies and procedures of the Historic Preservation Grant-in-Aid Program, and civil rights(Title VI of 1964 Civil Rights Act); non-discrimination on the basis of handicap (Sec. 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990); age (the Age Discrimination Act of 1975); equal employment opportunity and labor law requirements of federal grants; B. All procurement actions will be conducted in a manner that provides for maximum open and free competition in compliance with federal and state requirements, including OMB Circular A-102 revised(43 CFR 12); C. Adequate financial resources will be available for performance (including necessary experience, organization, technical qualifications and facilities)to complete the proposed project or a firm commitment,arrangement or ability to obtain such will be made; D. All costs charged to the grant project will be in payment of an approved budget item during the project period and conform to the cost principles of OMB Circular A-87; E. An adequate financial management system(and audit procedure when deemed applicable)will be maintained which provides efficient and effective accountability and control of all property, funds and assets. Subgrantees which are state or local governments must comply with the Single Audit Act of OMB Circular A-133; Subgrantees which are non-profit organizations or universities must comply with OMB Circular A-110 outlining audit requirements for non-profit and educational institutions. F. Matching share will not consist of funds from the Federal Government under another assistance agreement unless authorized; G. Applicant-Recipient will comply with required completion schedule for the project. The Applicant-Recipient recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations and agreements made in this Assurance, and that the United States shall reserve the right to seek judicial enforcement of this Assurance. This Assurance is binding on the Applicant-Recipient, its successors, transferees, and assignees; the person or persons whose signature appears below (is) are authorized to sign this Assurance on behalf of the Applicant-Recipient. DATED APPLICANT-RECIPIENT BY (President,Chairman of Board or Comparable Authorized Official) 9 I MATCHING SHARE INFORMATION L Cash Donor: Source: Amount: $ 2. In-Kind Services (if applicable) Donor: Source: Amount: $ I certify that the matching share identified above is available and will be allocated to the survey and planning project called: (Name of Project) (Signature) (Name--please print) (Title) (Date) 10 I_ BUDGET MATCHING FEDERAL TOTAL (LOCAL)SHARE SHARE La Personnel-In-Kind (paid) Title/Function Annual Salary %Time to Project 2. Consultant Services Title/Function Rate per Hour #of Hours or Total Dollars Estimated 3. Travel-Rate per Mile #Miles 4. Supplies- (list upplies-(list each item or category) 5. Other TOTAL PROJECT COST 11 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549,Debarment and Suspension, 43 CFR Part 12, Section 12.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register(pages 19160-19211). Copies of the regulations are included in the proposal package. For further assistance in obtaining a copy of the regulations, contact the U.S. Department of the Interior, Acquisition and Assistance Division, Office of Acquisition and Property Management, 18th and C Streets,N.W., Washington, D.C. 20240. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal,that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible,or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Name and Title of Authorized Representative Signature Date DI-1954 (9/88) 12 Instructions for Certification 1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, "participant, person, primary covered transaction, principal,"«proposal, and "voluntarily excluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction he entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals: Each participant may, but is not required to, check the Nonprocurement List (Tel.#). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 13 a r The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Massachusetts Historical Commission n February 12, 2003 Jane A Guy Asst Communty Development Director City of Salem Planning Dept 120 Washington St Salem,MA 01970 RE: FY03 Full Application Invitation Dear Jane: The Massachusetts Historical Commission has reviewed your Certified Local Government Letter of Intent(pre-application)for FY03 Survey and Planning Grant funds. MHC is pleased to invite the City of Salem to submit a full application for$18,000 for the Salem Design Guidelines Manual Project. Please note the submission deadline of Friday,March 21,2003. Full application materials are enclosed. As in FY02,MHC's Survey and Planning Grant program will again be limited to qualified Certified Local Governments only. Overall,there were fourteen eligible pre-applications from ten Certified Local Governments requesting a total of$248,353. MHC presently is targeting$80,000 for the FY03 S&P Program, pending passage of the FY03 federal budget and establishment of MHC's allocation of federal funds. From the pre-application group,MHC is inviting seven projects,representing a total pre-application request amount of$119,353,to submit full applications. Your application will be given every possible consideration,but the invitation to submit a full application is not an assurance of project funding.Of the seven invited applications, MHC anticipates being able to make awards to only four or five projects. Please also note that the amount for which you have been invited to submit a full application above may have been reduced from that requested in your pre-application. Within the next week, please call the MHC and speak to Chris Skelly, Director of Local Government Programs to discuss the scope of work for the full application. If you have any further questions, please feel free to contact Michael Steinitz,Director, Preservation Planning Division, or myself at the MHC. Sin ly, Lae Executive Director Massachusetts Historical Commission Cc: Denise McClure, Don Giard, Salem Plnning Dpt; Lance Kasparian, Chair, Salem Hist Comm 220 Morrissey Boulevard, Boston, Massachusetts 02125 (617) 727-8470•Fax: (617) 727-5128 www.state.ma.us/sec/mhc r The Commonwealth of Massachusetts William Francis Galvin, Secretary of the Commonwealth Massachusetts Historical Commission Due: Friday,March 21,2003 FY 03 FULL APPLICATION FOR FUNDING: Survey and Planning Projects SECTION L• INFORMATION AND GUIDELINES A. Introduction The Massachusetts Historical Commission, a division of the Office of the Secretary of the Commonwealth, is the state agency responsible for the administration of the National Historic Preservation Act of 1966, as amended. This act authorizes the Secretary of the Interior, through the National Park Service, to grant funds to states for a wide range of preservation-related activities. These include: completion of cultural resource inventories, nomination of significant properties to the National Register of Historic Places, and completion of communitywide preservation plans, as well as other innovative survey and planning projects. The goal is to identify all significant cultural resources of the community--buildings, structures,sites,and landscapes--and to plan for their protection. For fiscal year(FY)2003, MHC anticipates having approximately$80,000 available for pass-through subgrants funding to Certified Local Governments(CLGs),* (see complete list below). The attached is a Full Application for these matching funds. GRANTS ARE 60/40%MATCHING REIMBURSEMENT GRANTS. Funding priorities will be survey and planning activities. B. Eligible Applicants Eligible applicants for FY 2003 survey and planning grant funding are local historical commissions created under M.G.L., Chapter 40 sec. 8(d), historic district commissions or study committees, or city and town planners and planning boards or community development offices of the Certified Local Governments of Boston, Bedford, Brookline, Danvers, Eastham, Falmouth, Grafton, Hingham, Lowell, Medfield, Methuen, New Bedford, Newton, Plymouth,Quincy,Rowley, Salem, Somerville,and Worcester. *MHC is required under federal law to pass through 10% of its federal allocation to Certified Local Governments (CLGs). 220 Morrissey Boulevard, Boston, Massachusetts 02125 (617) 727-8470•Fax: (617) 727-5128 v;ww.state.ma.us/sec/mhc All applicants must demonstrate the ability to meet deadlines,monitor project work,and must have a financial system which meets federal standards. If the applicant is not the local historical commission, a letter of support from the local historical commission must be submitted with the full application. O C. Eligible Projects that will be Funding Priorities for FY02 All projects must be consistent with the objectives of the Massachusetts State Historic Preservation Plan (updated 2000), which stresses the need for identification, evaluation, and protection of the state's cultural resources. The following project types are considered eligible for funding: 1. Intensive inventory of historic,architectural,and/or archaeological resources. 2. Other innovative survey and/or planning projects relating to the identification, evaluation, and protection of National Register-eligible resources. For example: a preservation plan component for a community master plan; or a feasibility study designed to investigate the financial, technical, or economic advisability of a proposed project and/or alternative courses of action; or development of historic preservation public information, heritage tourism,training and/or education programs. 3. Support of preservation planning and educational efforts of statewide non-profit organizations. 4. Development of local initiatives for the protection of historic resources including local historic districts, design guidelines, demolition delay ordinances,by-laws and open space preservation mechanisms. 5. Pre-development requests may be submitted to conduct studies necessary to enable future development or protection of a National Register eligible or listed property, including plans and specifications. MHC requests that interested applicants contact Wayne Beitler, Preservation Planner, if you need more information or are considering applying for these funds. D. Program Requirements and Grant Conditions All survey and planning grant recipients are subject to applicable federal, state, and local laws and regulations, including OMB A-102 revised (43 CFR 12), A-87, A-128, A-133, A-110 and National Park Service policies and procedures. Before project work may begin, the MHC and the grant recipient will enter into a written agreement that clearly identifies the responsibilities of each party. The general program requirements are defined and made part of the agreement as Attachment A, General Provisions of the Massachusetts Historical Commission Grant Projects. The General Provisions, among other things, define allowable costs and matching share, allow for MHC inspection of records,and outline the kinds of records the grant recipient must keep. All survey and planning projects require a Local Project Coordinator who will be MHC's contact person for the grant project and who should be the person authorized to assume responsibility for the administration of the grant project. All correspondence and project information will be directed to the local project coordinator by the MHC. The MHC will expect the local project coordinator to act as liaison with the preservation consultant (if applicable), and to obtain, coordinate, and submit reports, authorize signatures, and prepare financial documentation and other project information. The local project coordinator must be available to attend an orientation workshop and periodic phase meetings at MHC offices in Boston. E. Funding Funding for survey and planning grants is provided by the National Park Service through the Massachusetts Historical Commission. Grants are 60/40% matching reimbursement grants. The local share must be from a non-federal source; the only exception is Community Development Block Grant funding, which can be used as a local match. A cash match is preferable. Existing paid staff may,however, use the value of their time donated to the project as part of the match. The donated time must be necessary and reasonable to meet the project goals and must be adequately documented by MHC timesheets. 2 Grant requests should be for no less than$6,000 for a minimum total project cost of$10,000. Please note: Community wide survey requests can be no less than $9,000/$6,000 for a total project cost of$15,000. Projects should be from 6-12 months in duration and should be able to start no later than July. Because survey and planning grants are reimbursement grants the grant recipient must expend the total project cost before requesting reimbursement. Upon submission of a satisfactory project completion report,the recipient will then be reimbursed for 60%of eligible project costs up to the amount of the grant allocation. No partial reimbursements will be considered. It is imperative that you have cash on hand to cover 100%of project costs. Project work must be completed by June 30,2004. Because federal regulations require an open selection process, it is important to note that consultants cannot be pre-selected by the applicant. The applicant, if selected for funding,will receive further instructions on procurement procedures. Potential consultants should play no role in shaping an application. F. Application Procedures The original copy of the Full Application (form attached) must be submitted to the MHC office no later than 5:00 p.m.,Friday,March 21,2003. Applications should be addressed to: Michael Steinitz,Director, Preservation Planning Division Survey and Planning Grants 2003 Massachusetts Historical Commission Massachusetts Archives Building 220 Morrissey Boulevard Boston,MA 02125 G. Selection Process Letters of intent have been evaluated by MHC staff and a subcommittee of the full Commission. The Commission invited full applications at its monthly meeting, February 12, 2003. The full application will be due by Friday, March 21, 2003. Full applications will be reviewed by MHC staff and the Commission subcommittee. Grant awards will be made at the April 9, 2003 MHC meeting. All MHC monthly meetings are open to the public. H. Selection Criteria Requests for funds will be evaluated against the following criteria. Project applicants must directly address all applicable criteria: I. Level of Information: Preference will be given to survey projects in communities where the existing level of information about cultural resources is low or nonexistent, as identified by the State Reconnaissance Survey, Regional Report,the State Historic Preservation Plan,or as otherwise identified by the MHC. 2. Level of Significance: Preference will be given to communities with significant historic, architectural, or archaeological resources of value for further study, as identified by the State Reconnaissance Survey, Regional Report,the State Historic Preservation Plan,or as otherwise identified by the MHC. 3. Potential for Loss or Destruction: Preference will be given to communities whose historic, architectural, or archaeological resources are threatened with loss or destruction, as identified by the State Reconnaissance Survey, Regional Report, the State Historic Preservation Plan, or as otherwise identified by the MHC. Major threats to a community's resources include pressure from new development, abandonment, deterioration,or underutilization. 4. Level of Local Preservation Activity: Preference will be given to communities that have active local historical commissions. For applications submitted by an organization other than the local historical commission, the supporting documents must include a letter of support as evidence that the applicant is coordinating efforts with the local historical commission. _ 3 5. Appropriateness of Proposed Project: Preference will be given to applications that demonstrate a clear understanding of the preservation needs of the community and that propose to complete projects that address priority needs identified in the State Historic Preservation Plan. 6. Demonstrated Understanding of Work to be Performed: Preference will be given to applications that demonstrate a clear understanding of the tasks to be undertaken and products to be submitted under the appropriate MHC scope of work and timetable. 7. Extent and Nature of Public Benefit: Preference will be given to applications that demonstrate that the project's products will be available and of benefit to the general public. Preference will also be given to applications that complement other ongoing national,state,or regional planning and revitalization efforts. 8. Administrative and Financial Management Capabilities: Preference will be given to applicants who demonstrate strong capabilities to administer funds and ensure completion of the project in a timely and effective manner. Completeness of the full application will be taken into account. Past performance as a grantee, if applicable, will be considered. All project work must be completed by June 30,2004. 9. MHC will considereg ographic distribution in its grant awards. MHC also will give special consideration to first-time applicants. If you have any questions on scope or the work program,please contact: Betsy Friedberg,Director,National Register Program Christopher Skelly, Director,Local Government Programs Michael Steinitz,Director,Preservation Planning Division Leonard Loparto,Preservation Planner/Archaeologist-Survey and National Register Programs If you have any questions on funding or grant administration,please contact: Michael Steinitz,Director,Preservation Planning Division Wayne Beitler, Preservation Planner/Grants Coordinator This program has been financed with Federal funds from the National Park Service, U. S. Department of the Interior. However,the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior. The U. S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, age, gender, or handicap in its federally assisted programs. If you believe you have been-discriminated against in any program, activity or facility as described above,or if you desire further information,please write to: Department of Interior Office for Equal Opportunity MS 5221, 1849 C Street,NW Washington, DC 20240 4 SECTION H: GUIDELINES FOR COMPLETING APPLICATION Full applications must contain the following: s 1. Proposal Cover Sheet II. Work Program III. Narrative Statement IV. Matching Share and Budget Information V. Assurances/Lower Tier Debarment Certification VI. Letter of Support from Local Historical Commission PART I-PROPOSAL COVER SHEET Please fill out the colored proposal cover sheet,check off the attachments, and attach the appropriate information. PART H-WORK PROGRAM Attach a project narrative. In the following format, discuss each item thoroughly and concisely: A. Define project goals and explain how the proposal will meet these goals. B. Prepare a complete project description by phase. Define personnel working on each phase, what they will be doing, and their relationship to specific project goals. Describe specific methodology to be used in each phase of the project. Identify products that will result from each phase. Incorporate meetings with the MHC into appropriate phase. C. Outline a proposed timeframe for accomplishing project objectives, broken down by phase. Indicate proposed starting and end dates. Projects must be underway no later than July 2003, and must be completed by June 30, 2004. PART III-NARRATIVE STATEMENT Explain in a concise statement how the proposed project relates to the past, current, and future preservation activity in the community. Describe how the results of the proposed project will be incorporated into the community planning process,and the extent to which the results will be made available to and used by the general public. Provide any other information on the project or the applicant organization that would be useful to MHC in making funding decisions. Address all applicable selection criteria listed in Section I, Part H. PART IV-MATCHING SHARE AND BUDGET INFORMATION Complete and attach to the work program the Matching Share and Budget information forms. Matching Share Information: The matching share informationshows the source of the match and its kind, either in cash or services. The total should equal 40%of the total project cost. 1. Identify the amount of cash used to match the grant and its source(s), i.e., Community Development Block Grant,town appropriation, land assessments,private donor(provide full name). 2. Identify the dollar value of employee (in-kind) services being donated to the project, and the agency affiliation of the employee. 3. Please refer any questions you may have on matching share requirements to the Grants Division before submitting the application. Applications that do not provide clear and accurate information on matching share will be considered incomplete and will not be considered for grant allocations. 5 The certifications of match statement must be signed by the person legally authorized to certify and commit applicant funds (i.e. Mayor, Chairperson of the Board of Selectmen, CEO, etc.). If matching funds come from a third party, written evidence of a firm and binding commitment from the donor must be attached to the application. Applicants should be careful to certify only those funds that are actuals available or for which a firm and binding financial commitment has been made. Uncollected pledges may NOT be considered a firm commitment unless a legally binding agreement exists. Budget Sheet: Identify, in the appropriate columns, which budget items are being provided by the local share and the items for which federal funding is being sought. Instructions for each category are as follows: 1. Personnel: Principal project personnel,whether hired consultants and/or in-house staff, must meet the professional qualifications of 36 CFR 61. Submit resumes of any in-house staff who will be serving as principal project personnel. a. In-Kind (employee) services: If applicable, list by title or type of work each employee who will be contributing time to the project. Note annual salary, percent of time contributed to project, and total dollar amount. MHC-approved timesheets and payroll records must document time. General supervision not directly related to the project is not allowable as time contributed to the project. Employee vacation time, holidays,and other paid time off may not be attributed to the grant project on timesheets. 2. Consultant services: If applicable, list by title or function consultants who will be associated with the project. List total dollar amount estimated for consultant services. (If you are considering hiring a professional preservation consultant, all costs [i.e. travel, supplies, etc.] should be made part of consultant services. Therefore, omit the travel(0)and supplies(#4)sections of the Budget form on page 12.) IF YOU NEED ADDITIONAL SPACE,ATTACH A CONTINUATION SHEET. NOTE: CONSULTANTS CANNOT BE PRE-SELECTED BY THE APPLICANT BECAUSE FEDERAL REGULATIONS REQUIRE AN OPEN SELECTION PROCESS IN THE SELECTION OF ALL CONSULTANTS PAID WITH FEDERAL FUNDS. IN ADDITION, POTENTIAL CONSULTANTS MAY NOT PLAY A ROLE IN SHAPING AN APPLICATION. If a consultant is required after the grant award is made, the consultant position must be advertised and a Request for Proposal sent to an adequate number of qualified sources to assure competition. After the consultant open selection process, the MHC must review and approve the qualifications and proposals of the top three consultants before the applicant hires one. The applicant's budget must allow sufficient funding for payment of consultant services prior to MHC reimbursement. Please note that municipalities are required to follow Chapter 30B of the Massachusetts General Laws(the Uniform Procurement Act)as amended July 1 2000. 6 If using consultants, the applicant must also provide evidence that the professional consultant meets the following criteria(36 CFR 61): A Bachelor's Degree in Historic Preservation, Architectural History, History, Anthropology, Archaeology, Planning, or a closely related field and at least two years full-time experience in an area relevant to the project,or; A Master's Degree in Historic Preservation,Architectural History, History, Anthropology,Archaeology, Planning,or a closely related field relevant to the proiect. MHC will provide further instructions on the advertising and Request for Proposals (RFP) process once a grant award has been made. Documentation of the above qualifications must be provided before project work may begin. 3. Travel: The mileage rate charged to the project should be the recipient's usual rate but may not exceed the current federal rate. Indicate total number of miles and dollar amount. Tolls and parking, if necessary to the project and documented by receipts, are allowable costs. Meals are not allowable and cannot be charged to the project. If a consultant is to be hired,omit this section. 4. Supplies: List major items or categories, i.e.,office supplies,film(include number of rolls,and cost including processing), maps,etc. If a consultant is to be hired, omit this section. 5. Other: List other allowable costs necessary to the project(i.e.,newspaper advertisement). 6. Total Direct Charges: Add total dollar amounts for items I through 5. PART V-ASSURANCES/LOWER TIER DEBARMENT CERTIFICATION The person who is authorized to sign the project agreement should sign the Assurances and Debarment Certification. If the local historical commission is applying, the Chairperson of the Board of Selectmen must sign the Assurances; if a Community Development Office or other town/city office is applying, the Mayor or appropriate official must sign the Assurances. Review the items carefully before signing. If you have any questions, call the MHC Grants Division. PART VI-COMMENTS FROM LOCAL HISTORICAL COMMISSION If the applicant is not the local historical commission and a local historical commission exists, the applicant must solicit signed comments from the local historical commission. Attach the signed comments to the full application. 7 i FISCAL YEAR 2003 SURVEY AND PLANNING GRANT-FULL APPLICATION COVER SHEET FOR APPLICATION PROPOSAL DEADLINE—FRIDAY,MARCH 21,2003 1. Project Title: 2. Project Type: 3. Community/Communities: 4. Local Project Coordinator: Address: Phone: Fax: E-mail: 5. Amount of Funding Requested: $ Local Share: $ Total Project Cost: $ 6. Attachments: (Please check when completed) Work Program Matching Share Information Narrative Statement Assurances Budget Debarment Certification Local Historical Commission Comment (If Applicable) 7. Authorized Applicant Signature: (Signature) (Name-- please print) (Title) (Date) 8 ASSURANCES In consideration of and for the purpose of obtaining a grant from the Department of the Interior, National Park Service, through the Massachusetts Historical Commission, (hereinafter called "Applicant-Recipient")hereby agrees that it will comply with the following: A. Grants will be administered in conformance with all applicable federal and state laws, regulations, policies, requirements and guidelines, including OMB Circular A-102 revised (43 CFR 12), policies and procedures of the Historic Preservation Grant-in-Aid Program, and civil rights (Title VI of 1964 Civil Rights Act); non-discrimination on the basis of handicap (Sec. 504 of the Rehabilitation Act of 1973 and the Americans with Disabilities Act of 1990); age (the Age Discrimination Act of 1975); equal employment opportunity and labor law requirements of federal grants; B. All procurement actions will be conducted in a manner that provides for maximum open and free competition in compliance with federal and state requirements, including OMB Circular A-102 revised(43 CFR 12); C. Adequate financial resources will be available for performance (including necessary experience, organization, technical qualifications and facilities)to complete the proposed project or a firm commitment,arrangement or ability to obtain such will be made; D. All costs charged to the grant project will be in payment of an approved budget item during the project period and conform to the cost principles of OMB Circular A-87; E. An adequate financial management system (and audit procedure when deemed applicable) will be maintained which provides efficient and effective accountability and control of all property, funds and assets. Subgrantees which are state or local governments must comply with the Single Audit Act of OMB Circular A-133; Subgrantees which are non-profit organizations or universities must comply with OMB Circular A-110 outlining audit requirements for non-profit and educational institutions. F. Matching share will not consist of funds from the Federal Government under another assistance agreement unless authorized; G. Applicant-Recipient will comply with required completion schedule for the project. The Applicant-Recipient recognizes and agrees that such Federal financial assistance will be extended in reliance on the representations and agreements made in this Assurance, and that the United States shall reserve the right to seek judicial enforcement of this Assurance. This Assurance is binding on the Applicant-Recipient, its successors, transferees, and assignees; the person or persons whose signature appears below (is) are authorized to sign this Assurance on behalf of the Applicant-Recipient. DATED APPLICANT-RECIPIENT BY (President, Chairman of Board or Comparable Authorized Official) 9 MATCHING SHARE INFORMATION 1. Cash Donor: Source: Amount: $ 2. In-Kind Services (if applicable) Donor: Source: Amount: $ I certify that the matching share identified above is available and will be allocated to the survey and planning project called: (Name of Project) (Signature) (Name--please print) (Title) (Date) 10 BUDGET MATCHING FEDERAL TOTAL (LOCAL)SHARE SHARE La Personnel -In-Kind (paid) Title/Function Annual Salary %Time to Project 2. Consultant Services Title/Function Rate per Hour #of Hours or Total Dollars Estimated 3. Travel-Rate per Mile #Miles 4. Supplies- (list each item or category) 5. . Other TOTAL PROJECT COST 11 Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion Lower Tier Covered Transactions This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 43 CFR Part 12, Section 12.510, Participants' responsibilities. The regulations were published as Part VII of the May 26, 1988 Federal Register(pages 19160-19211). Copies of the regulations are included in the proposal package. For further assistance in obtaining a copy of the regulations, contact the U.S. Department of the Interior, Acquisition and Assistance Division, Office of Acquisition and Property Management, 18th and C Streets,N.W., Washington, D.C. 20240. (BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE) (1) The prospective lower tier participant certifies, by submission of this proposal,that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. Name and Title of Authorized Representative . Signature Date DI-1954 (9/88) 12 Instructions for Certification 1. . By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below. 2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. 4. The terms covered transaction, debarred, suspended, ineligible, lower tier covered transaction, C4participant, person, primary covered transaction, principal,,)«proposal, and "voluntarilyexcluded," as used in this clause, have the meanings set out in the Definitions and Coverage sections of rules implementing Executive Order 12549. You may contact the person to which this proposal is submitted for assistance in obtaining a copy of those regulations. 5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction he entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated. 6. The prospective lower tier participant further agrees by submitting this proposal that it will include this clause titled "Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower tier Covered Transaction," without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions. 7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Nonprocurement List (Te .4). 8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. 9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment. 13