Guidelines for the Implementation of CPA
Funded Projects
1. The CPC
(Community Preservation Committee) cannot authorize the release of funds for
any use that does not meet the criteria of the State’s CPA (Community
Preservation Act). In addition, the CPC is limited to releasing
appropriated funds only to projects that adhere to the specific language of the
published CPA warrants approved at the Town Meeting.
2. Please submit all proposals for work to the CPC for
review prior to beginning work or entering into a contract for work if your project
has changed in any way from your application for CPA funding. Submit all proposals for work, for which you anticipate CPA
funding, to the CPC for review prior to entering into a contract or beginning
work if your CPA warrant approved at Town Meeting did not specify the details
of the work to be undertaken, if the CPC has not had the opportunity to review
a written proposal for the project, if the CPC has not had an opportunity to
review any component part(s) of the proposal. The CPA is very specific about
what the CPA can fund. For example, the creation of a trail on public land for
recreational use may be funded by the CPA; the maintenance of a trail cannot be
funded by the CPA.
3. As the Applicant for CPA funding, you are responsible for
procuring the work and/or goods. Please remember that specific bidding
laws may apply to your project and as such would be subject to all Mass General
Laws regarding procurement. The Chief Procurement officer (CPO) of the town
should be consulted before procuring any goods or services. If it is necessary
to execute a contract on behalf of the town, the CPO should be a part of that
process. Please provide a copy of the final contract for goods/services to the
CPC as soon as possible after your receipt of the contract. In the case of
appropriations that may provide for more than one contract, please provide
copies of all contracts as they become available.
If your project does not require a contract under
MGL Chapter 30B then you should contact the CPO and request that a purchase
order be completed. Please contact:
Town of
Finance and Accounting
Donna Walsh, Finance Director
Donna Gill,
Tel: 978-640-4320
4. Once the contracts
are initiated and the project has begun, invoices should be signed by the Chairman of an
applicant's committee or, when there is not a committee involved, by the
funding applicant overseeing the acquisition of the goods/services. The invoice
should then be forwarded to the CPC where the Chairman of the CPC will sign them. We will then apply the proper
CPA account code and submit the invoice to the town for payment directly to the
vendor.
5. In cases where there will be multiple invoices over time, each
invoice should be submitted as it comes in. Vendors should itemize
specific goods or services, so that there is a record of goods/services
provided that can be matched to the specific component of the contract. For
example, if software is being purchased and training and/or support is
provided, please have the vendor include the service and/or training as a line
item on the invoice. Please be careful to insure that the total of all invoices
does not exceed the Town Meeting appropriation for the project.
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