Loading...
HomeMy WebLinkAboutOpen Session Packet 02 25 2014TOWN OF FRAMINGHAM BOARD OF SELECTMEN Memorial Building 150 Concord Street Framingham, MA 01702 Dennis L. Giombetti, Chair Laurie Lee, Vice Chair Michael J. Bower, Clerk Charles J. Sisitsky Jason A. Smith February 25, 2014 Memorial Building Open Session will convene in Nevins Conference Room at 6:30 p.m. followed immediately by Executive Session. At the conclusion of Executive, the Board will reconvene in Open Session at 7:00 p.m. in the Ablondi Meeting Room. Executive Session • Collective Bargaining for FPSOA/Superior Officers MOA per G.L. c. 30A, secs. 21(a)(3) (7)and Suffolk Construction v. DCAM 449 Mass. 444 (2007) Open Session Public Participation 1. Town Manager's Report 2. Foodie Cafe - Community Project Presentation 3. Public Hearings: Consideration of signage on town -owned property — Dunning School PTO 4. Police Department Presentation on Smart 911 5. Tax Liens Presentation and Action to be Taken 6. Consideration to be referred to the Planning Board: a) Concord, School and A Streets Intersection Improvement b) 583 Edmands Road - Edmands Traffic Calming Project 7. DPW Bridge and Upcoming Construction Update 8. Preliminary Warrant Articles List for Annual Town Meeting 9. Second Reading of Policies: a) Policy on Purchase Orders and Bid Procedures b) Policy on Designer Selection Procedures c) Policy on Nevins Hall Rental d) Policy on Employees Recognition Policy 10. Approval of Meeting Minutes: a) 02/04/2014 Open and Executive Sessions b) 02/11/2014 Open and Executive Sessions Selectmen Reports TOWN OF FRAMINGHAM Memorial Building, 150 Concord Street, Room 121, Framingham, MA 01702 508 -532 -5400 1508-532-5409 (fax) I rhalpinkframinhamma.gov I www.framinghamma.gov Town Manager Robert J. Halpin Assistant Town Manager Jennifer Thompson TOWN MANAGER'S REPORT February 25, 2014 Board of Selectmen Dennis L. Giombetti, Chair Laurie Lee, Vice -Chair Michael J. Bower, Clerk Charles J. Sisitsky Jason A. Smith GIC Communications and Transition Plan We conducted a joint municipal and school coordination meeting, including Superintendent Scott and his Human Resources staff to review the plan, establish specific time lines, and specific roles and responsibilities with regard to the GIC Transition plan. The Town Manager will be creating an overall communications and transition plan for the move to the GIC and will be presenting it to the Board of Selectmen on March 4tn. Tech Park, 9/90 Corporate Park, and MassDOT On Friday, February 14' the Town Manager and Community and Economic Development Director met with Jeffrey Simon, Assistant Secretary for Real Estate and Asset Development. The purpose of the meeting was to explain the town's broad thinking for the future of the Tech Park and the 9/90 Corporate Center — and enlist MassDOT support. Much of the discussion turned on approaches to mixed use, transit - oriented development and transportation infrastructure improvements. Mr. Simon recognized significant development opportunity in this area and highlighted the potential for improvements, based on MassPike conversion to all electronic toll collection. He also expressed interest in a comprehensive planning approach, among all stakeholders. He committed to getting back to us in two weeks with more detailed feedback. New Hire: Webmaster /Public Information Officer We are pleased to inform you that we have recruited an excellent candidate for the position of Webmaster /Public Information Officer. In addition to a focus on revamping the town website this position will focus on exploring strategic communication initiatives on behalf of the town, including integration with media services, press releases, written materials, social media trends and applications. Nichol Figuerido comes to this position with a wealth of experience in website development, communication strategies and outreach to residents and businesses. She played a key role in the Department of Public Works communication plan during the large scale capital improvement initiative, including creation of the "Building Framingham" webpage, communication materials for residents and businesses impacted by construction activities, social media and email alerts to disseminate timely information relative to traffic and storm impacts. Nichol will play a key role in promoting Framingham's success stories and shaping a communication strategy that embraces using technology to better interface and supply information to our residents and businesses. Pho Dakao Grand Opening Pho Dakao the new Vietnamese restaurant to be located at 101 Concord Street in Downtown has announced its grand opening on Saturday, March 1S at l lam. This new establishment is a welcome addition to the downtown area and we look forward to having Pho Dakao as a part of our business community. Transit Oriented Roundtable 3/19/14 On March 19' we will host our 3r d roundtable discussion on transit oriented development. It is anticipated that featured guest speakers will expand upon the concepts and ideas discussed at the previous two sessions, with an open dialogue and discussion with various community stakeholders. Choose Framingham Event Through its marketing consultant, the Town is working on an event to highlight our efforts to become more business - friendly. Based on EDSAT learning and Town follow up — to include the creation of three "expedited permitting areas" the town has accrued important wins worth sharing with Framingham businesses, as well as brokers and business service providers in the area. The event, envisioned as an evening reception including brief speeches from Town and business leaders, will infuse new energy into the "Choose Framingham" brand. The Town is currently looking for a business - hosted location, and is targeting April 10th for the event. Eastleigh Farms Barn Collapse On February 19 the collapse of the roof on a barn at Eastleigh Farms resulted in the death of two cows and injuries to several other animals. The response from our Fire Department and Department of Public Works were exceptional. The immediate actions and collaboration between these two Departments resulted in an incredibly high level of assistance in response to this tragedy. Support from our Animal Control Officer, as well as other employees of the town displayed a truly coordinated response to this event. To: Framingham Selectmen From: Alicia and David Blais Foodie Cafd 102 Fountain Street Framingham, MA n We are requesting a time on the selectman's meeting to present a community project that we are starting March 4, 2014 we are starting a program focusing on feeding the hungry in Framingham. The first phase. using a Tom's Shoes model, every time someone purchases a salad, breakfast or lunch we will feed someone less fortunate. Right now we feed 100 people a month with the help of the Salvation Army and want to expand into a community wide program. Our belief is that it is not the Government's responsibility or the responsibility of some social program to feed the poor and disadvantaged. As people of faith we believe that it is the Church's responsibility to respond to that need. My understanding is that there are 300 churches small and large in Framingham and we are working with a small number right now to fill this need in the way of volunteers. Alicia & I fund this ourselves. Phase two: We are in the process of purchasing a food truck and have the desire to go into neighborhoods and feed people free of charge. As we become more adapt at this we will start to see the people that need further assistance and hopefully be able to respond to those needs. Alicia and I have a 20 year history of community projects. To get a sense of who we are go to the Walpole Times website and put either of our names or A Little Something in the search section and you will see how involved we can get. I'm telling you this not to brag but to show you that we are not new to this. This is our biggest project ever but driving around Framingham there is also tremendous need. Now the big Question, What's in it for Alicia and I? Our desire to feed people goes way beyond our financial desires. We do not see this as a financial windfall by any means. If you know any restaurant owners ask them their thoughts. Please let us know your thoughts. You can reach me at 781 -664 -0500 any time. At this point I can not answer every question but I can give you a clear vision of where we are heading, Thank you David Blais F 79 ti # . I ' .t ,ate z� ` F _� y ;.. 1 7 r7 �1 11 }�`. ' yam. 'Imo ' 1 I � S yy� � �- -- �II C I 5 { +. h } What is Smart911 ? How Smart911 Works When does Smart911 Help? Keeping Your Community Safe N 4 Phone Number is Location - Latitude - Longitude View Profile Gopy Profile' Copy Ticket Number History ; About z Initiate Chat Private and secure website Citizens create a Safety Profile of valuable information they want to provide 9-1 -1 call takers and first responders • Service is free to citizens People n o,8 1 LC Fro Addresses ' .�Y .2 v. "' sxsi4" W e P °' L , . Anna u vehicles You create a Safety Profile at www.smart911.com Enter as much or as little information as you like IE, w, '. .f t�.'' IF µ Phones 3 a "m People a ': - §Addresses � � n Ut X31 ch rp ri d 3 iA0 "f0. Ernergency Contacts ! r Animas �x, > r �.. _. Vehides _ .. ..�.. m 20 N`c5g 3 Safety Profile is stored in secure national database ... .. . .... . . ..... . . ......... 84 % zrnF v- ........ Phones ........... ......,... ;U;, people i it e< sAddresses ra TwNS iv�tai5 I v5: L.x Ewgeny Carllat"ts x r r' Ammas �� Jehcies a Safety Profile pops on call taker's screen when you dial 9-1 -1 . ...... . . ...... Ji . .... .... . , pre t C� R'k 7 7777 . . .... ...... ....... cM ...... .... ...... ...... ..... .... . . . .. . .. ....... . . .... ...... ....... s Unknown Address and Location Mobile phones can be linked to specific addresses: - Home - Work - Schoo U PU KJ; Y ou're Almost Ibere, Just Add Your Phone You can kl n many P� as VIOU 0111 accourn Nilone Fmne nuraber . .. . .... .. .. . . ... . .. Confirm Location SOSpeepSteet-Framingharr MA01701 Result: 9.1-1 knows who is calling and where they are located. MN 0 Result: 9.1-1 knows who is calling and where they are located. MN m Caller Cannot Communicate Caller by not be able to communicate due to: - Allergic reaction - Heart attack - Home invasion Result: Information is immediately available and caller doesn't need to be the sole source of information. s Medical Emergency @ Important medical information can be included: - Medical issues - Medications - Allergies iill e a '! I n fo IiS! is de'Sig.ne"tJ to �GMMUNcate Me n Oja � irnp". ents diced bv, par mie&S and Ae 'espcnde—s tq A, P e c: i a! o' o t , z Usna DqHsh, alessute any additional mekal n,, safeb� =erns Result: Knowing these details ahead of time can help avoid allergic reactions or dangerous medication combinations. I Missing Child * Smart911 Safety Profile displays: - Recent photo - Physical description Result: 9 -1-1 call takers can immediately forwarded picture and description to officers in the field fora faster response. Create a Smart911 Safety Profile for your household at www.smart911.com Spread the word to your friends and family Follow Smart911 on Facebook and Twitter for news and safety information. Face boo k.comlSmart911 Twitter,comlSmart911 Tax Lien Bulk Sales Board of Selectmen February 25, 2014 What is a tax lien.? When property taxes and water/sewer bills are not paid on a property the Town puts a lien on that property The Treasurer/ Collector can take action on that lien via three different methods: —After 6 months process the liens in house; take the case to Land Court and foreclose on the property — Assign individual or groups of liens to a private collector — Go out to bid to "sell" the lines in bulk to a contracted collector (bulk assignment) Process liens in house ...................................................................................................................................................................................................................... ................................................................................................................................................................................................................................ Benefits Challenges Tax counsel forecloses We have to wait 6 on the property in Land months to go to land court; costs us nothing court upfront � Land court takes a [ong Town now owns the time property and can . Once we own the auction it and keep property we have to anything proceeds that insure it secure it and exceed the taxes, then auction it in order interest and fees due to recoup our taxes and interest and expenses Assign Individual or Group of Liens .............................................................................. ............................... i ................................................................................... ............................... i i Benefits Challenges Can be assigned quickly No bid process re uired q Lack of publicity in this process doesn't generate direct redemptions Using multiple collectors is difficult to manage May not get dollar for dollar rate for the lien Funds received up front Can't control speed with which properties are redeemed, resold to put back on tax rolls Bulk Sale of Liens ............................................................................... .............................. ;.................................................... ............................... B " C ha[[e n ges � � Funds received up front Bid process takes longer Bid process encourages than a straight assignment higher cost per dollar Subsequent lien years ma y . p rice for lien be purchased by another Less collectable liens are collector in another bulk bundled with more sale bid attractive ones to get Can't control speed with higher rate which properties are either redeemed resold Publicity of bid process ' makes property owners to put back on tax rolls more aware and they pay u p front before the lien is sold (60% last bid .............................................................................................................J I L .................................................................................................................J I Action Plan Bulk Sale through Purchasing D ept — Remove bankruptcies and payment plans from bulk sale list —Put out a bid for the final bulk sale list Have to notify property owners of the sale 60 days ahead of assignment Potential Value of Bulk Sale Principal $1,673,798 Interest $1,162,637 Fees $24,243 Total $2,860,680 PETER A. SELLERS EXECUTIVE DIRECTOR I FOPW PAUL G. BARDEN DEPUTY DIRECTOR I FDPW WILLIAM R. SEDEWITZ - PE CHIEF ENGINEER I FDPW JEREMY T. MARSETTE - PE ASSISTANT DIRECTOR I FDPW February 20, 2014 Robert J. Halpin Town Manager Memorial Building 150 Concord Street Framingham, MA 01702 TOWN OF FRAMINGHAM DEPARTMENT OF PUBLIC WORKS FRAMINGHAM, MASSACHUSETTS 01702 "Dedicated to E,ceffence in 2u6fic Service " RE: Concord /School /A Street Intersection Improvement Project Request to Planning Board for Review of Layout and Acceptance as Town Way, Dear Mr. Halpin, I am recommending that the Board of Selectmen refer the proposed layout alterations for Concord Street to the Framingham Planning Board for its review and report pursuant to Mass. General Laws, Chapter 41, Section 811 in advance of considering their layout and proposed acceptance as a Town Way. Section 811 specifies that no town way shall be laid out or layout altered by the Selectmen unless the proposed action has been referred to the Planning Board for its report or the passage of 45 days without such a report being returned. The improvement project at Concord /School and Concord /A Street intersections will alleviate the current safety and operational deficiencies for vehicular, bicycle, and pedestrian traffic. Intersection reconstruction will accommodate the installation of fully actuated traffic signals at both intersections with interconnect, necessary road widening to facilitate traffic operations, pedestrian indications and push buttons, ADA compliant wheelchair ramps, curbing, drainage improvements, and streetscape amenities including ornamental street lighting. The project will be funded by mitigation funds from proposed developments in the area supplemented by local appropriations. Ideally the review of the layout plan would be completed by mid -March and a decision would be made to alter the layout so it could be included in the April 29, 2014 Annual Town Meeting warrant. Please let me know if you have any questions. Yours very truly, �b � F William R. Sedewitz, P.E. Chief Engineer C: Peter Sellers I Robert King I Christopher Petrini I Amanda Loomis I Stephen Shull, Chair, SCP &Z DEPARTMENT OF PUBLIC WORKS 1 100 WESTERN AVENUE I FRAMINGHAM, MASSACHUSETTS 01 702 1 TEL 508- 532 -5600 PETER A. SELLERS EXECUTIVE DIRECTOR I FDPW PAUL G. BARDEN DEPUTY DIRECTOR I FDPW WILLIAM R. SEDEWITZ - PE CHIEF ENGINEER I FDPW JEREMY T. MARSETTE - PE ASSISTANT DIRECTOR I FDPW February 20, 2014 Robert J. Halpin Town Manager Memorial Building 150 Concord Street Framingham, MA 01702 TOWN OF FRAMINGHAM DEPARTMENT OF PUBLIC WORKS FRAMINGHAM, MASSACHUSETTS 01702 "Dedicated to Ex,ceffence in Pu6fic Service" RE: Edmands Road Traffic Calming Project Request to Planning Board for Review of Layout and Acceptance as Town Way Dear Mr. Halpin, I am recommending that the Board of Selectmen refer the proposed layout alterations for Edmands Road to the Framingham Planning Board for its review and report pursuant to Mass. General Laws, Chapter 41, Section 811 in advance of considering their layout and proposed acceptance as a Town Way. Section 811 specifies that no town way shall be laid out or layout altered by the Selectmen unless the proposed action has been referred to the Planning Board for its report or the passage of 45 days without such a report being returned. Traffic calming measures, including the installation of five speed humps and one speed table to reduce traffic speeds and improved safety will be installed on Edmands Road between Grove Street and just East of Genardy Way. In addition, critical roadside obstructions (utility poles, trees, etc.) which are considered to the safety hazards will be removed /relocate and existing roadside grades will be adjusted to create necessary roadside clear zones, wherever feasible. Sight distance improvements are proposed at Genardy Way, Winch Street, Garvey Road (East), and Carter Drive. An alteration of roadway layout adjacent to 583 Edmands Road is required to complete these improvements. Ideally the review of the layout plan would be completed by mid -March and a decision would be made to alter the layout so it could be included in the April 29, 2014 Annual Town Meeting warrant. Please let me know if you have any questions. Yours very truly, q William R. Sedewitz, P.E. Chief Engineer C: Peter Sellers I Robert King I Christopher Petrini I Amanda Loomis I Stephen Shull, Chair, SCP &Z DEPARTMENT OF PUBLIC WORKS I 100 WESTERN AVENUE I FRAMINGHAM, MASSACHUSETTS 01 702 1 TEL 508 - 532-5600 PETER A. SELLERS EXECUTIVE DIRECTOR I FDPW PAUL G. BARDEN DEPUTY DIRECTOR IFDPW WILLIAM R. SEDEWITZ - PE CHIEF ENGINEER I FDPW JEREMY T. MARSETTE - PE ASSISTANT DIRECTOR I FDPW February 20, 2014 Robert J. Halpin Town Manager Memorial Building 150 Concord Street Framingham, MA 01702 TOWN OF FRAMINGHAM DEPARTMENT OF PUBLIC WORKS FRAMINGHAM, MASSACHUSETTS 01702 RE: DPW Bridge and Upcoming Construction Update Dear Mr. Halpin, "Dedicated to Exce(fence in Pubfic Service" The Department of Public Works is scheduled to update the Board of Selectmen at their February 25, 2014 meeting on upcoming bridge and construction projects. In preparation for that meeting, the following background information is attached: 1. Anticipated 2014 Infrastructure Improvements Projects Map 2. Anticipated 2014 Infrastructure Construction Schedule 3. High Level Traffic Impact Areas Map 4. High Impact Areas Project Summary with Mitigation Strategies 5. Anticipated 2014 MassDOT Project Map 6. Central Street Bridge Detour Map 7. Winter Street Bridge Detour Map 8. 2014 Infrastructure Project Overviews Please let me know if you have any questions. Representatives from the Public Works Department will be available on February 25, 2014 to provide an overview of these projects and address any questions or concerns the Board may have. Yours very truly, William R. Sedewitz, P.E. Chief Engineer C: Jennifer Thompson I Peter Sellers I Paul Barden I Jeremy Marsette I Daniel Nau I Paul Scott I Eric Johnson DEPARTMENT OF PUBLIC WORKS 1 100 WESTERN AVENUE I FRAMINGHAM, MASSACHUSETTS 01 702 1 TEL 508- 532-5600 2014 ANNUAL TOWN MEETING WARRANT ARTICLES (Listed by Anticipated Sponsor) Page 1 NOTE: Please note that the Line Numbers referenced ore for arganizotional purposes only and do NOT represent the actual Warrant Article numbers. Principal Contact " Potential5takeholders Linelf Person Anticipated Sponsors 'or Parties ofiInterest Title or subject matterof the proposed article Brief Summary of need orproblemtheartick seeks toaddress AMEND GENERAL BY -LAW Article I, section 2.3, TO ADD BOARD OF ASSESSORS TO EXCEPTION BOARD 1 Will Naser Board of Assessors Board & Public Amend General By -law: Article I Sec. 2.3 /COMMITTEE LIST FOR MEETING TIMES 2 Jeremy Marsette BOS Acceptance of Claudette Circle Consider accepting Claudette Circle Extension as a public way. 3 Jeremy Marsette BOS Acceptance of Currier Drive Consider accepting Currier Drive as a publicway, 4 IJeremy Marsette BOS Acceptance of Walkup Circle Consider accepting Walkup Circle as a public way. Traffic improvements, including signalizing Concord St @ ASt and Concord St @ School St are being proposed 5 Bill Sedewitz BOS Concord Street Layout Alt which will necessitate an alteration of the roadway layout. Traffic calming improvements are being proposed for Edmands Road which will necessitate an alteration of the 6 Bill Sedewitz BOS Edmands Rd Layout Alt, roadway layout. To see if the Town will hear a report from the Board of Selectmen for the preceding calendar year and receive the Annual Report made available to the inhabitants of the town pursuant to Massachusetts General 7 Joel Winett BOS Annual Report of Selectmen Laws Chapter 40, Section 49. The Community Development Department seeks authorization from Town Meeting to authorize funding changes, approved by the Board of Selectmen, to Framingham's FY2014 Community Development Block Grant (CDBG) budget, previously approved bythe Town and the US Department of Housing and Urban Development (HUD) in 8 Daphne M. Collins BOS CDBG Subgrantees FY2014 CDBG Budget 2013. The Board of Selectmen seek authorization from Town Meetingto submit Framingham's recommended FY2015 Community Development Black Grant (CDBG) budget, approved February 25, 2014 to the U.S. Department of 9 Daphne M. Collins BOS CDBG Subgrantees FY2015 CDBG Budget Housing and Urban Development. Byway of Article 19 of the 2012 Annual Town Meeting, Town Meeting established a Major Litigation Contingency Fund warrant article appropriation that could be used to fund major litigation which required spending of more than $25,000 in a given fiscal year. Due to major litigation in FY 2014, most of the original funding has been 10 Christopher J. Petrini BOS BOIS/ CFO Major Litigation Contingency expended, requiring replenishment. Street acceptances of private ways is a cumbersome, complicated and costly procedure. The proposed special legislation will streamline, expedite and simplify the street acceptance procedures needed to obtain clean title and legally effective street acceptances. Similar versions of the special legislation has been enacted for Franklin, 11 Christopher 1. Petrini BOS Town Counsel, DPW, PO Street Acceptance Special Legislation Medway and other municipalities. The developer of the Danforth Green PUD is required to make improvements for drainage purposes as requested by FDPW and approved by the Plan Bd. Some of these improvements are on town land. This article will seektown meeting approval of an agreement far the construction, use and maintenance of this drainage improvement on 12 Robert Halpin BOS / PB DPW Drainage Danforth PUD said Town property To see if the Town will vote to authorize a long term contract to perform energy improvements to school and town 13 Robert Halpin BOS/Town Manager Energy Services Contract buildings. MGL Ch. 44, X53 E X requires that all Town revolvingfunds be reauthorized annually and their spending limits and 14 1 Mary Ellen Kelley CFO Departments 53 E 1/2 Revolving Funds purposes reaffirmed, This warrant article requests thatTown Meeting approve certain transfers between line items and accounts within 15 Mary Ellen Kelley CFO Town Departments FY14 GF Budget Adjustments the FY14 General Fund operating budgetto address projected shortfalls. Page 1 NOTE: Please note that the Line Numbers referenced ore for arganizotional purposes only and do NOT represent the actual Warrant Article numbers. 2014 ANNUAL TOWN MEETING WARRANT ARTICLES (Listed by Anticipated Sponsor) Page 2 NOTE: Please note that the Line Numbers referenced are for organizational purposes only and do NOTrepresent the actual WarrantArticle numbers. Principal Contact Potential Stakeholders Line # Person Anticipated Sponsors ` or parties of Interest Title or subject matter of the proposed article Brief Summary of need or problem the article seeks to address This warrant article requests that Town Meeting approve certain transfers between line items and accounts and /or appropriate from retained earnings for the FY14 Sewer Enterprise operating budget to address projected 16 Mary Ellen Kelley CFO Rate Payers /Sewer Dept FY14 Sewer Enterprise Budget Adjustments shortfalls, This warrant article requests that Town Meeting approve certain transfers between line items and accounts and /or appropriate from retained earnings for the FY14 Water Enterprise operating budget to address projected 17 Mary Ellen Kelley CFO Rate Payers /Water Dept FY14 Water Enterprise Budget Adjustments shortfalls. 18 Mary Ellen Kelley CFO Town Deptartments FY15 GF Capital Budget This warrant article asks Town Meeting to approve and fund the FY15 General Fund Capital Budget. Town Deptartments/Tax 19 Mary Ellen Kelley CFO Payers FY15 GF Operating Budget This warrant article asks Town Meetingto approve and fund the FY15 General Fund Operating Budget. Sewer Department /Rate 20 Mary Ellen Kelley CFO Payers FY15 Sewer Enterprise Capital Budget This warrant article asks Town Meetingto approve and fund the FY15 Sewer Enterprise Capital Budget Sewer Department /Rate 21 Mary Ellen Kelley CFO Payers FY15 Sewer Enterprise Operating Budget This warrant article asks Town Meetingto approve and fund the FY15 Sewer Enterprise Operating Budget. Water Department/Rate 22 Mary Ellen Kelley CFO Payers FY15 Water Enterprise Capital Budget This warrant article asks Town Meetingto approve and fund the FY15 Water Enterprise Capital Budget. WaterDepartment /Rate 23 Mary Ellen Kelley CFO Payers FY15 Water Enterprise Operating Budget This warrant article asks Town Meetingto approve and fund the FY15 Water Enterprise Operating Budget. The Department of Revenue requires that Town Meeting appropriate mitigation funds received from developers as a result of Site Plan Review decisions by the Planning Board in order to be expended for the purposes) stated in 24 Mary Ellen Kelley CFO Town Departments Off -Site Mitigation Funds the decision, This warrant article requests Town Meeting to authorize payment of prior year bills of the town from the current 25 Mary Ellen Kelley CFO Tax Payers PriorYear Bills fiscal year departmental budget in which they were incurred. 26 Mary Ellen Kelley CFO Tax Payers Rescind Authorized & Unissued Borrowings This warrant article asks Town Meetingto rescind authorized and unissued debt. This warrant article asks that Town Meetingvote to approve and fund any and all collective bargaining agreements Dolores Hamilton / that have been tentatively approved by the Town and the bargaining units. Changes to the salary corresponding 27 Mary Ellen Kelley HR Collective Bargaining salary schedules and transfer of funds may also be requested under this article. 28 Amanda Loomis Planning Board Town of Framingham Floodplain District To see if the Town will vote to amend the Zoning By -Law to conform to FEMA requirements. To see if the Town will vote to amend the Framingham Zoning By -law by adding new definitions to Section I.E. and 29 Amanda Loomis Planning Board Town of Framingham Preservation Cluster Development adding a new Section IV.S. Preservation Cluster Development By -law Town Meeting Member who do not attend more than a few Town Meetings do not appropriately represent their precinct. 30 Joel Winett Rules Committee TMMs, Town Clerk TMM Attendance The attendance record of TMMs should be published before the nomination form is due, The MGL Ch. 143 of the acts of 1949 states that the chair of boards and committee and the head of each department shall attend all sessions of Town Meeting. This is not the practice. Attendance is only needeed when 31 Joel Winett Rules Committee TMMs, Town Manager Div Heads Attendance at Town Mtg an article relevant to their position will be discussed. Page 2 NOTE: Please note that the Line Numbers referenced are for organizational purposes only and do NOTrepresent the actual WarrantArticle numbers. 2014ANNUAL TOWN MEETING WARRANT ARTICLES (Listed by Anticipated Sponsor) Page 3 NOTE: Please note that the Line Numbers referenced are for organizational purposes only and do NOTrepresent the actual Warrant Article numbers. Principal Contact Potential Stakeholders Line # Person Anficipated Sponsors or Parties of Interest Title or subject matter of proposed article Brief Summary ofneed or problem the article seeks to address ATown Meeting Member can be elected with only one vote. This sometimes happens when a person is elected by 32 Joel Winett Rules Committee TM Ms, Town Clerk Election of a Twn Mtg Mbr write -in votes. Provide the warrant to Town Meeting Members in a timely manner. 33 Joel Winett Rules Committee Town Mgr, and TMMs Publication of the Warrant Reduce the cost of running a Town Meeting Following Town bylaws and MGLs Twn Mgr, CFO and Responding to requests made a previouls town meetings 34 Joel Winett Rules Committee others Reports to Town Meeting Keeping Town Meeting Members informed. Due to a significant increase in enrollment, it is necessary to convert the use of the King School from office space for School Administration to a ninth elementary school in the District. Kindergarten students will be placed at the Students /Staff /Commun King School in August 2014. Thus the immediate need for office space to house School Department Administrative 35 1 Edward Gotgart School Department ity Lease of Office Space Of0ces. "To see if the Town will vote to authorize the Board of Selectmen to enter into alternate energy net metering credit purchase agreements, including solar energy and related net electricity metering credits, for terms of more than three years, on such terms and conditions as the Board of Selectmen deem in the best interest of the Town; 36 Robert Halpin Town Manager Authorize Solar Net Metering and to authorize the Board of Selectmen to take all actions nec Framingham Veterans Council Meetings Outside 37 Jeffrey Cox Veterans Council Framingham Veterans of Restrictive Times Amend General bylawsto allow Framingham Veterans Council to meet outside of restrictive times. Agriculture Transfer of Development Rights To see if the Town will vote to amend the Framingham Zoning By -law by adding adding a new Section IV.sas.b.2 38 Robert Snider ZBA Town of Framingham Portico regarding porticos. The Town's failure to adopt the best "assessment" practices recommended in the September 2012 Matrix Consulting Group report as well as the Town's continuing failure to comply with the requests for documentation by the Matrix Consulting Group and the Assessment Review Committee have arguably resulted in millions in lost 39 Deborah Butler Citizens' Petition Framingham Taxpayers Assessment Practices revenue, unfair tax assessments and erosion of the public trust. Add the following to Article II, Section 2 -Town Manager: 2.7 Prepare and submit annually a warrant article for the Fall Town Meeting to present an assewssment of the budgetary needs of the Town for the next fiscal year; and requesting the advise and consent of the Town Meeting on the maximum increase in the current year's tax lexy 40 Ted Anthony Citizens' Petition Amend General Bylaws: Article II, Section 2 which should be used in preparing the next fiscal year's budget presentation for the Annnual Town Meeting. Amend Article III -Town Meetings by adding the following at the end of paragraph 1.13.3: The Chief Financial Officer shall also present an assessment of the budgetary needs of the Town for the next fiscal year including the Amend General Bylaws: Article III • Town anticipated change in the current year's tax levy recommended to be used in preparing the next fiscal year's 41 Ted Anthony Citizens' Petition Meetings budget. Global warming, caused primarily by the burning of fossil fuels and resulting increase in greenhouse gases in the atmosphere, is a serious threat to current and future generations in Framingham and around the world. Therefore the Town of Framingham should avoid investment in fossil fuel stocks from a moral reason and financial benefit of Framingham town residents and town employees.! I have attached a document "RESOLUTION ON FOSSIL FUEL 42 Kenneth Weiss Citizens' Petition Framingham Employees Resolution on Fossil Fuel Divestment DIVESTMENT" to this article. Page 3 NOTE: Please note that the Line Numbers referenced are for organizational purposes only and do NOTrepresent the actual Warrant Article numbers. 2014 ANNUAL TOWN MEETING WARRANT ARTICLES (Listed by Anticipated Sponsor) Page 4 NOTE: Please note that the Line Numbers referenced are for organizational purposes only and do NOT represent the actual Warrant Article numbers. o � � Christopher J. Petrini, Town Counsel Barbara J. Saint Andre TOWN OF FRAMMINGHAM MASSACHUSETTS Office of the Town Counsel Petrini & Associates, P.C. 372 Union Avenue . Framingham, MA 01702 (508) 665 -4310 . Facsimile (508) 665 -4313 www.petrinilaw.com MEMORANDUM To: Board of Selectmen From: Heather C. White rc_� Petrini & Associate, P.C. / cc: Robert J. Halpin, Town Manager Jennifer L. Thompson, Assistant Town Manager Mary Ellen Kelley, Chief Financial Officer Jennifer L. Pratt, Chief Procurement Officer, Christopher J. Petrini, Town Counsel Date: February 6, 2014 Re: Policy on Purchase Orders and Bid Procedures — First Reading Peter L. Mello Heather C. NYVhite Christopher L. Brown In July 2013 the Massachusetts Legislature adopted legislation raising certain bidding and contracting thresholds under G.L. c. 30B. State law now allows the use of sound business practices for contracts up to $10,000, raising the threshold for the requirement of receiving three quotes from $5,000 to $10,000. Additionally, the requirement of a written contract was raised from $5,000 to $10,000. On January 30, 2014, the Policy Subcommittee voted in favor of amendments to the Policy on Purchase Orders and Bid Procedures ( "Policy ") to make the local thresholds consistent with state law. The proposed Policy attached hereto as Exhibit A is now being submitted to the full Board of Selectmen for a first reading at the meeting on February 11, 2014. I will attend the Board's meeting on February 11 to answer any questions you may have. Thank you. 2014.02.06 Memo to BOS re Purchase Orders and Bid Procedures (606 -01) -Dedicated to excellence in public service - / Town of Framingham Board of Selectmen Policy on Purchase Orders and Bid Procedures Issue date: September 8, 2000 Type of policy: New ( x ) Amendment ( ) Effective date: September 15, 2000 Level: Department ( ) Division () Town Wide (x) Policy Statement The following policy sets forth the purchase order thresholds for expenditures by all Town Departments, as well as bid guidelines including thresholds for procurement, preparation of bids, addendum, bid openings, recommendations for award, and contractual items. References M.G.L., Chapter 30B Special Terms "Best business practices ": Sound business practices, which should include some type of informal bidding of goods or services required, in order to determine if goods or services are being received at a competitive price. Policy Description _ I. Purchase Orders A. Purchase Order Thresholds Purchase orders are required only for expenditures in excess of $2,500. No purchase orders will be processed for goods and services below this threshold. In order to maintain financial accountability for all departments at the end 'of the fiscal year, purchase orders in excess of $1,000 are required during the month of June only. All. items in excess of $1,000 must be submitted to the Purchasing Office no less than ten (10) business days prior to June 30 to be encumbered for the current fiscal year. Items received after this date will be held until July F and encumbered against next fiscal year. B. Confirming Purchase Orders Purchase orders must be obtained prior to purchasing goods or services. No purchase will be honored or invoice paid if 1 a purchase order is submitted after the item has been ordered or the work performed. Emergency procurements requiring purchase orders need prior authorization from the Division Head and/or approval from the Purchasing Office. C. Telephone Ordering Purchase orders required in order to make a purchase over the telephone (i.e., supplier will not process order without purchase order number) will be distributed by the Purchasing Office on an as- needed basis. II. Bid Procedures This is not intended as a step -by -step procedure for formally bidding out a product or service; rather, to be used as a guideline in conjunction with Massachusetts Procurement Laws. A. Bid Thresholds As of July X088 the Massachusetts Legislature amended the bid thresholds for procurement to the following: For procurement of goods and services under $10 -5,000, cities and towns should follow "best business practices ". For procurement of goods and services between $10 -,000 and $24,999, cities and towns should obtain three (3) written quotes from vendors. These quotes should be based upon a uniform, written scope of services or specifications. For procurement of goods and services in excess of $25,000, formal bid procedures are required. B. Preparation of Bids Each Department should prepare their own bid packages, including specifications, bid forms, and other relevant information. The Purchasing Department will provide you with standard contracts, forms for non - collusion, certificate of authority, tax compliance, and other relevant bid documents, as well as advertise the bid appropriately. Purchasing will also be responsible for obtaining the Wage Rates from the Department of Labor for each project, if necessary, once we are notified.of the intended bid. Please allow seven (7) to ten (10) working days to obtain the bid rates in your bidding process. C. Addendum Attention should be paid to detail prior to submitting the bid packages to Purchasing for advertising, to avoid unnecessary addendums to the bid package after the initial mailing. Addendum should be used only in those rare circumstances where an omission in the original bid package will either nullify the bid or provide the Town with a product or service that it does not want or cannot use. Addendum will not be issued within five (5) working days of the bid opening. D. Bid Openings Bid openings are conducted in the Purchasing Office at the time and date specified in the bid package and advertisement. The Division Or Department Head that is responsible for the bid must be in attendance at the bid opening, or their representative. This assists the Purchasing Office in answering any questions. specific to the details of the bid from any Bidders in attendance, and often times provides the necessary witness to the bid opening, as required by Mass. Procurement Law. E. Recommendation for Award After. the bids have been opened and recorded, the Division or Department Head will more carefully review the bids and make a recommendation for award to the Purchasing Office. The recommendation for award must be submitted in writing, and will be kept with the bid file. An award letter will not be issued from the Purchasing Office without the written recommendation for award from the Division or Department Head. F. Contracts All procurements equal to or in excess of $10 -5,000 are required by Massachusetts General Law to have a contract or agreement between the parties. In order for the contract to be valid, it must have the following signatures in the following order: The successful Bidder The Chief Procurement Officer The Town Accountant Town Counsel, approving the contract as to form The Town Accountant must also know the funding source for the.piocurement, and it will be noted on the contract in the space provided. The contract or bid number should then be listed on each invoice submitted to the Town for payment by the Bidder under said contract. G. Termination of Bidder In the event that a contract with a Bidder must be terminated for poor or nonperformance, the termination of the contract must be done within the procedure contained in the contract. Since the contract was signed by both the Town and the successful Bidder, and therein contains the termination clause, it is implicitly the procedure agreeable to both parties if such cause arises. Notice of termination will be sent out by the Purchasing Office upon receipt from the Division or Department Head of a written recommendation for termination of the contract and the reasons for termination. If the Division. or Department Head intends to award the bid to the next lowest responsible Bidder, he /she must submit a new letter of recommendation to the Purchasing Office so that a new -award letter may be sent out. TOWN OF FRAMINGHAM, MASSACHUSETTS ( "Awarding Authority ") Designer Selection Procedures (Adopted [date]) These procedures govern the selection of designers for any municipal building project subject to the state designer selection law, M.G.L. c. 7C, §§ 44 -57. Any other local law governing the procurement of services will be inapplicable to these procurements. 2. The Board of Selectmen has the authority to conduct the designer selection process for the Awarding Authority. The Approving Body may delegate any duties described herein to the extent such delegation is permissible by law. The Board of Selectmen hereby designates the Chief Procurement Officer as the individual who will conduct the designer selection process ( "Approving Body "). The Chief Procurement Officer may delegate the duties associated with the designer selection process to an individual or group of individuals (hereinafter referred to as "the Committee ") who will conduct the designer selection process for any particular project. No member of the Committee shall participate in the selection of a designer for any project if the member, or any of the member's immediate family: 1. has a direct or indirect financial interest in the award of the design contract to any applicant; 2. is currently employed by, or is a consultant to or under contract to, any applicant; 3. is negotiating or has an arrangement concerning future employment or contracting with any applicant; or 4. has an ownership interest in, or is an officer or director of, any applicant. 4. A Request for Qualifications (RFQ) for each contract subject to these procedures shall be advertised in a newspaper of general circulation in the locality of the building project, in the Central Register published by the Secretary of the Commonwealth, and in any other place required by the Approving Body, at least two weeks before the deadline for filing applications. The advertisement shall contain the following information: a description of the project, including the specific designer services sought, the time period within which the project is to be completed, and, if available, the estimated construction cost; b. if there is a program for the building project, a statement of when and where the program will be available for inspection by applicants; C. when and where a briefing session (if any) will be held; d. the qualifications required of applicants; e. the categories of designers' consultants, if any, for which applicants must list names of consultants they may use; f. whether the fee has been set or will be negotiated; if the fee has been set, the amount of the fee must be listed in the advertisement; g. when and where the RFQ can be obtained and the applications must be delivered. 6. The RFQ shall include the current "Standard Designer Application Form for Municipalities and Public Agencies not within DSB Jurisdiction," which is available for download from the Massachusetts Designer Selection Board website. The Application Form may be amended to include additional information on a project- specific basis. 7. The Committee shall evaluate applicants based on the following criteria: a. prior similar experience; b. past performance on public and private projects; C. financial stability; d. identity and qualifications of the consultants who will work with the applicants on the project; and e. any other criteria that the Committee considers relevant to the project. The Committee shall select at least three finalists. Finalists may be required to appear for an interview or provide additional information to the Committee, provided that all finalists are afforded an equal opportunity to do so. 9. The Committee shall rank the finalists in order of qualification and transmit the list of ranked finalists to the Approving Body. No person or firm, including applicants' listed consultants, debarred pursuant to M.G.L. c. 149, § 44C, shall be included as a finalist on the list. The list must be accompanied by a written explanation of the reasons for selection including the recorded vote, if any. The written explanation and recorded vote, if any, shall be public records and shall be maintained in the contract file. 10. If the fee was set prior to the selection process, the Approving Body shall select a designer from the list of finalists. If the Approving Body selects a designer other than the one ranked first by the Committee, the Approving Body shall file a written justification for the selection with the Committee and maintain a copy in the contract file. 11. If the fee is to be negotiated, the Approving Body shall review the list of finalists and may exclude any designer from the list if a written explanation of the exclusion is filed with the Committee and maintained in the contract file. The Approving Body shall inform the Committee of the first ranked designer remaining on the list, and the Committee shall request a fee proposal from such designer and begin contract negotiations. The Committee shall consult with the Approving Body during the negotiations. If the Committee and the Approving Body are unable to negotiate a satisfactory fee with the first ranked designer, negotiations shall be terminated and undertaken with the remaining designers, one at a time, in the order in which they were ranked by the Committee until agreement is reached. In no event may a fee be negotiated which is higher than the maximum fee set by the Approving Body prior to selection of finalists. 12. If the Committee and Approving Body are unable to negotiate a satisfactory fee with any of the finalists, the Approving Body shall recommend that the Committee select additional finalists. 13. The Approving Authority may allow a designer who conducted a feasibility study to continue with the design of a project. However, the Approving Authority may commission, at its discretion, an independent review, by a knowledgeable and competent individual or business doing such work, of the feasibility of the designer's work to insure its reasonableness and its adequacy before allowing the designer to continue on the project, provided the Approving Authority otherwise complies with the statutory requirements for selecting a designer under Chapter 7C of the General Laws, including those set forth in M.G.L. c. 7C, § 54(a)(i). 14. Every contract for design services shall include the following: a. certification that the designer or construction manager has not given, offered, or agreed to give any person, corporation, or other entity any gift, contribution, or offer of employment as an inducement for, or in connection with, the award of the contract for design services; b. certification that no consultant to, or subcontractor for, the designer or construction manager has given, offered, or agreed to give any gift, contribution, or offer of employment to the designer or construction manager, or to any other person, corporation, or entity as an inducement for, or in connection with, the award to the consultant or subcontractor of a contract by the designer or construction manager; C. certification that no person, corporation, or other entity, other than a bona fide full -time employee of the designer or construction manager, has been retained or hired by the designer or construction manager to solicit for or in any way assist the designer or construction manager in obtaining the contract for design services upon an agreement or understanding that such person, corporation, or other entity be paid a fee or other consideration contingent upon the award of the contract to the designer; and d. certification that the designer has internal accounting controls as required by M.G.L. c. 30, § 39R(c), and that the designer has filed and will continue to file an audited financial statement as required by M.G.L. c. 30, § 39R(d). All fees shall be stated in design contracts, and in any subsequent amendments thereto, as a total dollar amount. Contracts may provide for equitable adjustments in the event of changes in scope or services. 15. The Awarding Authority shall not enter into a contract for design services unless the designer has obtained professional liability insurance covering negligent errors, omissions, and acts of the designer or of any person or business entity for whose performance the designer is legally liable arising out of the performance of the contract. The total amount of such insurance shall at a minimum equal the lesser of one million dollars or ten percent of the project's estimated cost of construction, or such larger amounts as the Awarding Authority may require, for the applicable period of limitations. A designer required by the Awarding Authority to obtain all or a portion of such insurance coverage at its own expense shall furnish a certificate or certificates of insurance coverage to the Awarding Authority prior to the award of the contract. 16. Every contract for design services shall include a provision that the designer or its consultants shall not be compensated for any services involved in preparing changes that are required for additional work that should have been anticipated by the designer in the preparation of the bid documents, as reasonably determined by the individual responsible for administering the design contract. 17. In the event of an emergency that precludes the normal use of these designer selection procedures, the Approving Body may elect to authorize expedited procedures to address the emergency. The Approving Body shall document in writing the reasons for the emergency declaration, the proposed scope of work, the estimated cost of construction, the established fee for the needed design services, and any other relevant information. The Approving Body may select three finalists from any standing list of designers who have applied for projects of a similar nature, or may otherwise select three designers to be considered as finalists for the project. The Approving Body shall rank the finalists in order of qualification and select the designer for the emergency work. 18. The Awarding Authority shall publish the name of any designer awarded a contract in the Central Register. 19. The following records shall be kept by the Awarding Authority: a. all information supplied by or obtained about each applicant; b. all actions taken relating to the project; and C. any other records related to designer selection. All records shall be available for inspection by the state Designer Selection Board and other authorized agencies. 20. The Awarding Authority shall evaluate designers' performance on contracts using the Designer Selection Board evaluation form(s) in accordance with M.G.L. c. 7C, § 48(g), and file completed evaluations with the Board and any other agency named in M.G.L. c. 7C, § 48(g). 21. Nothing in these Procedures shall be interpreted to require the establishment of a board or waive or reduce the requirements of any other applicable law or regulation. 22. For any municipal design or construction project that includes funding provided by the Commonwealth, in whole or in part (such as reimbursements, grants and the like), the Awarding Authority must incorporate minority -owned business enterprise and women -owned business enterprise participation goals. If applicable, the Awarding Authority shall take steps to assure that it complies with all State Office of Minority and Women Business Assistance requirements. Christopher J. Petrini, Town Counsel Barbara J. Saint Andre TOWN OF FRANIINGHAM MASSACHUSETTS Office of the Town Counsel Petrini & Associates, P.C. 372 Union Avenue . Framingham, MA 01702 (508) 665 -4310 . Facsimile (508) 665 -4313 www.petrinilaw.com MEMORANDUM To: Board of Selectmen From: Heather C. White 4uD Petrini & Associate, P.C. cc: Robert J. Halpin, Town Manager Jennifer L. Thompson, Assistant Town Manager James J. Paolini, Director of Facilities Management Ashley M. Borges, Office Manager, Facilities Management Christopher J. Petrini, Town Counsel Date: February 6, 2014 Re: Policy on Nevins Hall Rental — First Reading Peter L. Mello Heather C. White Christopher L. Brown On January 30, 2014, the Policy Subcommittee voted in favor of proposed amendments to the Policy on Nevins Hall Rental ( "Policy "). The revisions are intended to clarify the restrictions on use of the hall, strengthen enforcement mechanisms, and revise the fee schedule. The Policy is now being submitted to the full Board of Selectmen for a first reading at the meeting on February I I' 2014. A redlined draft showing the proposed changes to the Policy is attached hereto as Exhibit A. I will attend the Board's meeting on February 11 to answer any questions you may have. Thank you. 2014.02.06 Memo to BOS re Nevins Hall Rental (606 -01) - Dedicated to excellence in public service - Town of Framingham Board of Selectmen Policy on Nevins Hall Rental Issue date: February 8, 2001 Type of policy: New () Amendment (x) Effective date: February 15, 2001 Amendment date: May 29, 2003 Amendment date: February 5, 2004 Amendment date: June 12, 2007 Amendment date: July. 14, 2009 Amendment date: December 13, 2011 Amendment date: , 2014 Level: Department O Division O Town Wide (x) Policy Statement Subject to availability, consistent with the needs of the Town and requests of the public, and at the discretion of the Board of, Selectmen, Nevins Hall is available for rental to non - profit and commercial groups or individuals for meetings or programs of an educational, informational or cultural nature. References Nevins Hall Rental Application Use of Town Property Agreement Internal Revenue Service (IRS) Code, Section 501 (c)(3) Special Terms None. Policy Description I. Reservations 1 Reservations may be made in person, by mail or telephone, but a reservation form must be completed in advance by an authorized representative of the group or organization. The individual signing the form will be responsible for the conduct of the group and the protection of Town property. In order to ensure that Nevins Hall is available to all who may wish to rent it, advanced bookings will not be taken more than one year in advance of a planned event. The use of Nevins Hall for municipal purposes will take precedence over all other reservations. If the Town cancels a r reservation, every effort will be made to provide as much advance notice as possible. A refund will be issued if a fee has been paid in advance. No set up or breakdown of Nevins Hall is provided by the Town unless arrangements have been made at cost to the renter. The hall floor will be clear of tables and chairs at time of removal. Nevins Hall is available for rental between the hours of 9:00 A.M. through 10:00 P.M. seven days per week. The Town Manager may authorize extended hours on a case -by -case basis. II. Insurance The organization or individual will be required to sign an indemnification agreement with the Town of Framingham for each scheduled event. A general liability policy ($1,000,000) is required as part of the rental agreement. A certificate of insurance must be provided as proof of said policy. The organization shall obtain insurance from a private agency in the amount of $1,000,000 general liability and Property Coverage indemnifying the Town of Framingham. A certificate of insurance shall be presented 14 days prior ine - of the rental naming the Town of Framingham as indemnifted insured The certificate shall include the organization or individual and the function date. Events that are sponsored or co- sponsored by the Town may be eligible for coverage under the Town's insurance policy, at the sole discretion of the Town Manager. The Town is not responsible for the loss or damage to the person or property of any user, or of any individual attending the event. The fact that a group or organization is permitted to meet in Nevins Hall does not in any way constitute an endorsement of that group's policies or beliefs. Smoking is prohibited in all public buildings, which includes Nevins Hall and any portion of the Memorial Building, by definition_ III. Service of Alcoholic Beverages The rental agreement does not include a liquor license. Consumption of alcoholic beverages is prohibited in the Memorial Building, including Nevins Hall, as stated in the Town's General Bylaws (Article V. section 1.4.1). As a result of this bylaw, no group or organization renting Nevins Hall will be permitted to serve, sell or allow the consumption of alcoholic beverages on the premises. The Town of Framingham has zero tolerance for Alcohol on Nevins Hall premises 2 The host of the event is responsible for monitoring guest activities to insure compliance with this prohibition If any alcohol is consumed on the premises, the event will be terminated immediately, all guests will be ordered to leave the premises and the host will forfeit all fees and security deposits Additionally, the host and any individual consuming alcohol on the premises will be subject to enforcement of all applicable laws regarding consumption of alcohol, and the host will be subject to enforcement of all applicable laws and regulations regarding service of alcohol without a license. IV. Fees Regulations concerning the fees for Nevins Hall shall be established by the Town Manager, and shall be reviewed from time to time as is deemed necessary. The schedule of fees is attached to the rental application. Facilities Management will determine the number of custodians needed for each event and calculate the corresponding fee. All fees are payable in advance. The Town Manager may waive the rental fee at his discretion, but that does not relieve the applicant of their responsibility for the additional costs of renting the Hall, including custodial, police and fire details, Nevins Hall Restoration fee and other licenses and permits. V. Police /Fire Details A Police and Fire detail is required for gatherings expecting an excess of one - hundred (2-NIQ J persons. The total number of details will be dependent on the total number of expected participants and will be at the discretion of the Town Manager. Buildi Sen4eesThe applicant shall be responsible for requesting Police and Fire details as required, and all details shall be paid directly to the Framingham 'Police Department and Framingham Fire Department in advance of the scheduled event by the organization or individual renting the Hall. VI. Security Deposit A security deposit of Five One Hundred dollars ($500100200.00) is required at the time of reserving the Hall. This deposit is refundable after the event is held and the Town has conducted an evaluation of the condition of the premises If the event is cancelled before it is held or is terminated for violation of any provision of this policX the Town of Framingham reserves the right to withhold the security deposit as a penalty. Cancelations must be made in writing and received in the Facilities Manageament Office at least 48 hours prior to the function If an event runs overtime, fees for use of custodians during the additional time period will be deducted from the security deposit. VII. Use of Hall The use of tape, nails, and pins on walls, stage or any area shall be prohibited. Any material, cloth paper or decorations used in the hall shall be pre- approved and have a flame certificate approved by the Commonwealth of Massachusetts Fire Marshall and the Framingham Fire Department. Any questions or concerns may be directed to the Building Ser-v ees O ffi- eFacilities Management Office 150 Concord Street, Room 133, Framingham, MA 01702. Phone: (508) 532 -5485, Email: B uilding. Services amb @framinghamma.gov M G r ■ v G• lu, TOWN OF FRAMINGHAM FACILITIES MANAGEMENT DEPARTMENT NEVINS HALL RENTAL APPLICATION Name of Applicant/Organization: Is your organization a non- profit, charitable, or service organization as defined by IRS code section 501(c) (3)? Y ❑ N ❑ (If yes, attach proof of the status to this application.) If a non - profit entity, are you requesting a waiver of the rental fee? Y ❑ N ❑ (Please note on custodian, police, and fire details cannot be waived.) Contact person responsible for Requested Date: Day of Week: Hours of Use: Telephone # Email: Initial here to confirm that you understand alcohol cannot be served. Please give a brief description of the event you are planning, including a description of food items that will be served, sold, or consumed? Will you be charging an admission? Y ❑ N ❑ How Much? Will tickets be sold for this event? Y ❑ N ❑ If so, how many? Approximate number of people expected? Initial here to confirm that you understand you are required to hire a Police and Fire detail if estimated attendance exceeds X 100 people. I have attached a Certificate of Liability Insurance stating that "The Town of Framingham is included as additional insured as respects to the General Liability policy per written agreement/contract." Y ❑ MEMORIAL 13L;ILDING ® 1.50 CONCORD STREET • rRAMINGIIAIt1, MA 01702 PHONE: 508 - 532-5485 • FAX: 508- 732 -5741 Food Permits - Contact Board of Health for requirements 508.532.5470 Fire Details - Contact Fire Department for required permits 508. 532.5930 Police Details- Contact Police Department - Safety Officer, Licensing Officer & Detail Officer - 508. 532.5909 Entertainment License - Contact License Administrator for required permits 508. 532-5402 *All fees are payable in advance: rental, clean up, permits, police, fire, etc.* I have read, understand and will comply with all guidelines written in the Policy for the use of Nevins Hall. Applicantherehyag reel to indemnih, defend and hold harmless Town and its - Formatted: Font: Goudy Old Style, 12 pt, Bold, ............ Ital officers, attorneys, employees, attorneys, and agents from and against any and all claims ic demands. �._ _.... suits, actions, liabilities, darnaees, penalties, iudements, and costs and expenses, includino without Formatted: Font: Goudy Old Style, 12 pt, Bold, Italic limitation the costs and expenses oflitiw on and attorney's fees, of or hyanvone that in any wav is caused hy, arises out of or is occasioned hy, the acts or omissions of applicant in connection with this even or anv activities, operations, conducts, nez&ence, or omissions of applicant or its guests - _ Formatted: Font: Goudy Old Style, 12 pt, Bold, r . .................._......... - -- -- - - - - -- - -- ....... - .._.........._._..................._........ ....................... Italic or went, regardless of whether same is caused in part by Town or an y third parts: -------- __-..__ __ ...._._-_------ _ ------ _-- -- - -_. --- -_._.._.. Formatted: Font: Goudy Old Style, 12 pt, Bold, Italic Signature of Applicant Phone# Date FOR DEPARTMENT USE ONLY Approved: FACILITIES MANAGEMENT - Date _ BOARD OF HEALTH Date FIRE DEPARTMENT Date LICENSE ADMINISTRATION Date POLICE DEPARTMENT Date Deposit Received Y ❑ N ❑ Amount $ By Date Payment Received Y ❑ N ❑ Amount $ By Date Employee Assigned Hours Worked W9 Received Y 0 N ❑ 11EMOR.TAL BUILDING • 1.50 CONCORD STREET • FR.' MINGTIAM, NTA 01702 PHONE: 508- 532 -5485 • FAX: 508 -532 -5741 TOWN OF FRAMINGHAM FACILITIES MANAGEMENT DEPARTMENT Certificate of Insurance Received Proof of Non -Profit Board of Health Permit Police /Fire Detail Y ❑ N El Y F N ❑ Y ❑ N ❑ Y F N MEMORIAL BUILDING •:1.50 CONCORD S'T'REET • FRAMINGIIAM, MA 0 170 PHONE: 508- 532 -5485 a FAX: 508- ;i32 -5 r 41 - - Formatted: Centered ^ ` TOWN OF FRAMINGHAM FACILITIES MANAGEMENT DEPARTMENT _-- 1formatted: Font: 12 pt RENTAL FEE: -��-ommercial,$1500 Formatted: Font: Goudy Old Style, 12 pt Formatted: Font: Goudy Old Style, 12 pt Non-Profit- $750.00 If selling tickets, 5% surcharLye with Nevins Hall Restoration Fee ($50) CUSTODIAN FEE: ~-- ----- ----- --_-- � ` A.- ~ -- Formatted: Font: Goudy Old Style, 12 pt | ---- ---- --- �--- - - - - ----- ------ - - Formatted: Font: Goudy Old Style, 12 Pt .� --- _-- -- - ---- - - - --- ---- -'--- ----- � ---_ - Formatted: No underline MEMORIAL zsm CONCORD STREET ^rRaMovoex.X4.Mxoznn ruomu 508-532-5485 ~r^u:508532'5741 Town of Framingham Board of Selectmen Policy on Employee Recognition Program Issue date: May 1, 2000 Type of policy: New ( ) Amendment ( x ) Effective date: May 8, 2000 Amendment date: (DATE BoS votes on second reading, plus seven Level: D Division Wi The employee recogniti the vital role employee, Town's commitment to program will recognize worker program recognizes emp ay in the attainment of su erating in an efficient, cu individual efforts by em FFramingham. Referen None. ent ,s as the Town's most valuable asset and by our organization in promoting the er service oriented manner. This -es toward citizens, businesses, co- Special Terms None. Policy Description The Employee Recognition Program provides opportunities for citizens, employees and supervisors to recognize staff, subordinates, supervisors, peers and co- workers for their achievements, dedication to public service, and special contributions to the Town's mission in areas such as customer service and superior performance. 1. The Program. Employee Appreciation: Each year, there will be two Employee Appreciation luncheons- an outing in the spring /summer and a Holiday luncheon in fall /winter. 2. Service Awards. An Employee Recognition Committee will be formed to develop the components of an Employee Recognition Program. The committee will be a one -year commitment. The focus will be on recognizing employees who go above and beyond the Town of Framingham's core values of excellence, innovation, integrity, collaboration and respect in serving the citizens of Framingham. These values can be demonstrated by excellence in customer service, suggestions, volunteering on committees, special projects or superior performance. Nominations for employees who demonstrate these values can be made by citizens, peers, co- workers, supervisors, or subordinates. A key component will be to recognize employees in a timely manner. The committee will determine categories of awards such as customer service, innovation, and /or public safety. There will be on- the -spot awards, recognition at board meetings, and annual recognitions of those recognized during the calendar year. The committee will be comprised of one member from Human Resources, Parks and Recreation, Library, Public Works and Tow Hall and will meet monthly. On- the -spot awards will be delivered by the town manager, assistant town manager or a division /department head.