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1. Please identify each of the funding sources that make up the total expenditure for this project We re looking to capture the total funding necessary to complete this project not just the funds requested in the warrant article or city ordinance CPA Funding Direct CPA Appropriation CPA Bonded Funds CPA Total Funds 0 Non CPA Funding From a Trust Fund Affordable Housing Trust 100500 Fund or Conservation Trust Other Town Funds Non CPA Private Donations State Funds LAND grant APR program etc Federal Funds Other Funds Ti Total Project Cost 100500 D 0 Bonded Term yrs o en this amount is greater than zero then do not fill in funding totals for either Direct CPA Appropriation or CPA Bonded Funds 17 Other Town Funds Non CPA Did the town appropriate additional municipal funds to this project over and above the CPA funds that were appropriated If yes enter the amount of non CPA town funds here Private Donations Did a private donor or group of donors contribute to this project over and above the CPA funds that were appropriated If yes please specify the amount here State Funds LAND grant PARC grant APR program etc Did this project receive funding from a state grant program such as LAND grants PARC grants APR programs etc If yes please specify the amount here Federal Funds Did this project receive funding from a federal grant program If yes plea2. Please select Housing Trust Private or Municipal Affordable Housing Trust Conservation Fund Under control of the Conservation Commission For assistance call the DOR DLS Data Bank 617 10 Does this phase of the project include acquiring real property such as ownership of land or buildings or acquiring a real property interest a legal interest in land such as a Conservation Restriction Agricultural Preservation Restriction etc If CPA funds are being used to acquire real property such as land or buildings or to acquire a restriction such as a Conservation Agricultural Historic or other restriction select yes Note if this project includes a restriction you will be asked to fill out details about the restriction in a subsequent section Image 7 Project Type Is this appropriation to a Housing Trust or Conservation Fund Yes No Does this phase of the project include acquiring real property such as ownership of land or buildings or acquiring a real property interest a legal interest in land such as a Conservation Restriction Agricultural Preservation Restriction etc Yes No Project Type Open Space Community Housing Recreation Historic Preservation Housing Units Anticipated or Created Number of New Units Created 4 Number of Units Supported 1 Total Units 5 units If you know or can estimate the number of acres acquired for each CPA category complete the ap
3. You will then see the following field pop up Image 16 be Final Submission Notification Fiscal Year Select Year Y Projects for this Fiscal Year Select the correct fiscal year You will then see a list of all project names that have been entered into the CP 3 for that fiscal year 20 Image 17 Final Submission Notification Projects for this Fiscal Year You have no projects entered for this year Check One Box below to complete your CP 3 submission certify that the projects listed above comprise the complete list of CPA projects approved by our legislative body during FY 2015 and that all details on each project have been entered completely and to the best of my ability and my contact information is accurate certify that the legislative body did not vote to approve any new CPA projects during FY 2015 and my contact information is accurate Notify Confirm that this list is correct and you have not missed any projects After you have done this check the first box I certify that the projects listed above comprise the complete list of CPA project Then click Notify Note if you have not entered any projects for the fiscal year selected you will see a message stating that in place of a list of project names If you have no projects to enter for that fiscal year then select the second box I certify that the legislative body did not vote to approve any new CPA pro
4. Two Important Notes 1 DO NOT ENTER any commas decimals or money signs in this section The funding amounts will not be submitted with this formatting For example if the project cost 100 000 00 enter 100000 not 100 000 or 100000 00 If the amount was 40 555 63 round up and enter 40556 2 When you arrive at the funding section there will be a zero 0 in all fields If a funding source was not used for this project leave the zero in that field For some fields an integer is required so it is advisable to leave the zeroes if you are not replacing them with another amount This section includes a series of fields for you to specify this project s funding sources Be sure to fill in the correct amounts in each of the relevant fields You must enter funding in either or both of the fields Direct CPA Appropriation or CPA Bonded Funds under CPA Funding EXCEPT if this project was paid for using CPA funds that had already been transferred to a Trust or Fund Housing Trust or Conservation Fund 14 Image 11 Please identify each of the funding sources that make up the total expenditure for this project We re looking to capture the total funding necessary to complete this project not just the funds requested in the warrant article or city ordinance CPA Funding Direct CPA Appropriation 40000 CPA Bonded Funds 100000 Bonded Term yrs E CPA Total Funds 140000 il Non CPA Funding From a Trust Fund Affordable Housing Tr
5. account of all of its actions including its recommendations and the action taken on them and records of all appropriations or expenditures made from the Community Preservation Fund The committee shall also keep records of any real property interests acquired disposed of or improved by the city or town upon its recommendation including the names and addresses of the grantors or grantees and the nature of the consideration The records and accounts shall be public records As of August 2014 the CP 3 has been updated to address technological issues and provide a more user friendly interface Click the following link to access the new CP 3 http maps massgis state ma us MassGIS_CPC HOW TO USE THE CP 3 Tips amp Tools for Success BROWSERS Before beginning the CP 3 make sure your browser Internet Explorer Mozilla Firefox Chrome or Safari has been updated to the most recent version If your computer has an older version you can update it by clicking on the corresponding browser link below and downloading installing the newest version Internet Explorer http windows microsoft com en us internet explorer download ie Mozilla Firefox https www mozilla org en US firefox new Chrome https www google com intl en_us chrome browser desktop index html Safari http support apple com downloads safari LOGGING OUT Each time you close your browser window or tab you will be logged out from the application and must ente
6. option Edit or view previously entered projects to view a list of your community s CPA projects It is strongly recommended that you first verify and if necessary edit the information on each of these projects so that an accurate CPA project history will exist for your community 3 Enter a new project To create a record for a new project click Enter a new project 4 Notification This is a new feature Once you have finished entering all new projects for the past fiscal year and you have updated all previously entered projects select Notify DOR that all projects for a fiscal year have been entered This option will allow you to notify DOR that you have complied with the reporting requirement for the previous fiscal year Communities should also use this option if they did not approve any new CPA projects during the past fiscal year Are you using the CP 3 Application for the first time If your community recently adopted CPA you may not have any previously entered projects to view or edit If you click the option labeled Edit or view previously entered projects you will be taken to a blank page If you do this by accident simply hit the back arrow to go to the main menu Image 3 To continue click on one of the following options Read or Download the manual and the case studies Edit or view previously entered projects Enter a new project Notify DOR that all projects for a fiscal year have been entered For assistance call the
7. when the restriction is complete to enter the information Restriction Type Will only appear if you select Yes to the permanent restrictions question Please indicate the type of restriction s that pertain to this project After selecting the type of restriction additional fields will pop up requesting the details on the restriction Image 9 Project Restrictions Has a permanent restriction been recorded on this property Yes No Restriction Type Conservation Restriction on Conservation Land Conservation Restriction on Recreation Land Agricultural Preservation Restriction Historic Preservation Restriction Housing Restriction CONSERVATION RESTRICTION ON RECREATION LAND Entity holding restriction Enter name here Date Recorded Month June v Day 19 7 Year 2014 v Book Page Enter bk page here Registry of Choose Registry of Deeds Deeds Continue 13 Please explain why there are no restrictions Will only appear if you selected No to the permanent restrictions question Explain why no restriction has been recorded on this property and whether restrictions will be recorded in the future Image 10 Project Restrictions Has a permanent restriction been recorded on this property Yes No Please explain Enter an explanation of why there are not restrictions recorded yet here why there are no restrictions Continue Section PROJECT FUNDING
8. Administrative Account should not be entered in this database Approval Date This is the date that the legislative body Town Meeting or City Council voted to appropriate the funding not the date of the CPC vote to recommend the project nor the date that the project was actually completed Project Status Indicate the current status of this project If this project has been canceled please explain why Please return to the database and update the status of this project if there is a change in the future Description In a few sentences please explain the subject purpose and plan for this project Please be specific so that readers who are not familiar with the project will understand the purpose Section PROJECT TYPE Is this appropriation to a fund trust If this is a transfer of CPA funds to a Housing Trust or a Municipal Conservation Fund please select Yes and then select which fund trust the money is going to When the Housing Trust or Conservation Fund spends the money on a project in the future please return to the database and enter that expenditure as a new project When entering those projects in the future be sure to choose From a Fund Trust as the source of funds in the Funding Section of this form This prevents the money from being counted twice Image 6 Project Type Is this appropriation to a Housing Trust or Conservation Fund Yes No Please identify where the money is going Please select
9. DOR DLS Data Bank 617 626 2364 or the Community Preservation Coalition 617 367 8998 Depending on which option you select from the Main Menu skip to the corresponding header in subsequent sections of this instruction manual Edit or view previously entered projects You will see a four column list including all previously entered CPA projects their description status and approval date You can sort the projects by Project Name Status or Approval Date by clicking on the underlined header Note this function only sorts alphabetically A to Z or chronologically oldest to newest and not Z to A or newest to oldest Image 4 gt cme 7 z z Community Preservation Projects Report CP 3 gt SA Sort alphabetically Ato Zor chronologically oldest to newest by clicking on the titles Export to Excel of these columns PROJECT NAME DESCRIPTION STATUS APPROVAL DATE For purchase of 4 5 acres Davis Hayfield of the David Hayfield Project complete 5 12 2004 historic farm landscape For preservation work at the old Boxford Town Hall built in 1891 Funding is to bring certain electrical systems up to code and install a central Community Center air conditioning de Project complete 5 10 2005 humidifcation system to help preserve the wood framed building from persistent mold problems and potential rot Fund COA rehabilitation projects at historic Boxford Community Center including ADA compli
10. Submit button to save your project Be sure to check over your entries and verify all data before hitting submit Submit Project 40266 has successfully been submitted To continue click on one of the following options Read or Download the manual and the case studies Edit or view previously entered projects Enter a new project Return to login page and verify user info to notify DOR that all projects for a fiscal year have been entered If you missed a required field you will receive an error message in red next to the Submit button explaining where you need to make a correction For example if you did not enter the project funding correctly you would get a message like this Image 15 Submit Project Click the Submit button to save your project Be sure to check over your entries and verify all data before hitting submit Submit The project cannot be submitted until the following fields are corrected cpa total funds 19 Notify DOR that all projects for a fiscal year have been entered Select this option if A You have finished entering all new projects and updating editing all previously entered projects for your community or B Your community s legislative body did not approve any new CPA projects during the past fiscal year You will return to the original log in screen Scroll down to see the Main Menu On the Main Menu click Notify DOR that all projects for this fiscal year have been entered
11. The Community Preservation Projects Report CP 3 Instruction Manual Version 1 August 2014 WHAT IS THE CP 3 Each year all CPA communities are required by the state s Department of Revenue DOR to complete the Community Preservation Projects Report CP 3 accessed through an online application at http maps massgis state ma us MassGIS_CPC Completion of the CP 3 is required for communities to receive their annual distribution from the statewide CPA Trust Fund Since many projects take years to complete communities should review and update past projects at the same time they use the application to enter new projects The CP 3 provides a web based form to collect information about your CPA projects including a description current status permanent restrictions funding timeline and location information Data collected from the CP 3 provides important information to help municipal governments the state legislature and the general public understand how CPA funds have been invested to achieve the goals of the Community Preservation Act CPA The CP 3 also serves as an ongoing record of all CPA funded projects appropriated by your municipality and helps the Commonwealth account for the millions in matching funds distributed annually Below is an excerpt from Section 13 of the Act explaining that it is the CPC at the local level that is officially charged with recordkeeping The community preservation committee shall keep a full and accurate
12. ance and rehab of HVAC and electrical systems Partially fund preservation Community Center Project complete 5 9 2006 If your community recently adopted CPA you may not have any projects listed in this section If you see a blank page hit the back arrow button and select a different option from the Main Menu To view edit or update a project click any text on that project s line A screen with the previously entered project information will populate You can edit or update any of the information listed on the screen by clicking Continue throughout the form and Submit at the bottom of the form Only hit Submit once It may take up to one minute for the project to submit Once the project has been successfully submitted a message in red with a project record ID will appear You are now free to select a different action from the Main Menu or close the application If a project has been canceled select that option beside the Project Status label Note project records cannot be deleted But by selecting Project canceled you ensure that the information regarding this project will not be included in any CPA fund totals or statistics for your town When updating projects entered before August 2014 there may be a few new fields that you will need to fill out Please update those fields to the best of your ability To better understand what is required by any field mouse over the field title and or see the full descriptions in the next s
13. ection of the instruction manual entitled Enter a new project Note You may not change the name of a previously entered project Enter a new project This option will take you to a page with a series of sequential questions about your CPA funded project As you click through the form by pressing Continue at the end of each section the form will verify that you have filled out all required fields Please find a description of each field below listed in the order it appears in the application Section PROJECT INFO Image 5 Project Info Project Name NEW PROJECT v New Project Ehter a descriptive title of your project here Name J Approval Date Month April v Day 01 v Year 2014 v Project Status Project in progress Y Description Write a few sentences describing your CPA project here including information on the subject purpose and plan Be as descriptive as possible so readers who are unfamiliar with the project will be able to understand what itis about Continue Project Name If this is a new project select Create New Project and enter a simple descriptive title If this appropriation is another phase of a project that has received funding in the past please select the original project name from the list This will ensure that each year s appropriation for a particular project will appear together in alphabetical order on your master list of CPA projects Appropriations from the CPA
14. jects during FY and then click Notify An email will pop up with an automated message to DOR Click send to complete the notification You are now finished with the CP 3 for this fiscal year You may now close the browser window to log out 21
15. n the creation or support of housing units leave this section blank If you know or can estimate the number of acres acquired for each CPA category complete the appropriate boxes Otherwise complete the To Be Determined TBD Category Acres Will only appear if you selected Yes under the question Does this phase of the project include acquiring real property Indicate how many acres will be used for each CPA category ie if this land was purchased for soccer fields and an affordable housing complex you would fill in appropriate acres for Recreation Acres and Community Housing Acres If the CPA category for all or a portion of the land has not yet been determined list the acreage that is undetermined at this time under TBD Acres In the future when the exact breakdown of acreage is clear please return to the database and put the proper acres in each category 12 Section PROJECT RESTRICTIONS Has a permanent restriction been recorded on this property This section will only appear if you are acquiring real property A restriction must be filed at the registry of deeds on all real property acquired with CPA funds If the restriction for this property has already been filed at the registry please select Yes If the project involved the purchase of only the restriction and the land will remain privately owned also select Yes If the restriction has not yet been filed select No and return to the database
16. plication to the newer version If you do not know your password contact DOR databank dor state ma us 617 626 2384 f l z J Sy 4 id See SSA SIR F g Community Preservation Projects Report CP 3 Login Town Select a town v Password Login User Information The first time a new user accesses the CP 3 the user information will be recorded and saved in a drop down list titled User name On subsequent visits to the website the user s unique name will appear in the dropdown list and it will not be necessary to reenter this information unless updates are needed Please note The user information from past users has not been copied over to the new CP 3 application so all past users will have to re register the first time they use the new system Image 2 User Info User Name New user v New User Name John Doe Title CPC Administrative Contact Y Please enter your email and phone number in case we need to contact you Email john doe townname gov Phone Continue Menu of Options After logging in and selecting your user name click Continue and scroll down to view a menu of four options 1 User Manual You may download a copy of this manual 2 Edit or view previously entered projects You should continuously review previously entered projects to see if they need updating For example if the project status has changed or funding amounts have been altered use the
17. propriate boxes Otherwise complete the To Be Determined TBD Category Acres Housing Acres 2 Recreation Acres 4 T TBD Use Acres ln E Total Acres 6 00 acres AT Project type Please select the one category that best describes this project You are limited to one category unless you are acquiring real property If this project involves the purchase of real property land or buildings you may select multiple categories but please only select the categories that truly apply to the project Image 8 Project Type Is this appropriation to a Housing Trust or Conservation Fund Yes No Does this phase of the project include acquiring real property such as ownership of land or buildings or acquiring a real property interest a legal interest in land such as a Conservation Restriction Agricultural Preservation Restriction etc Yes No Project Type Open Space Community Housing Recreation Historic Preservation Housing Units Anticipated or Created will only appear if you selected Community Housing under Project Type Please estimate the number of new units to be created by this project or the number of previously built units that will be supported in some way by this expenditure If the number of units is unclear at this time leave this section blank In the future when the number of units is clear please return to the database and update the units If this expenditure will not result i
18. r your community and password again After you are finished submitting a new project updating previously entered projects or notifying DOR that you have completed the CP 3 for a fiscal year simply close the browser There is no specific log out button but you will be automatically logged out after closing the window NAVIGATION To navigate forward or back while using the CP 3 use your browser s arrow keys often found on the top left side of your browser s navigation bar The Main Menu of options also appears on each page after you submit or update a project You can also use those links to navigate the application SPREADSHEET DOWNLOAD To view the entire list of CP 3 projects collected via the CP 3 for your community first log in to the CP 3 and then go to the Edit or view previously entered projects page and click Export in the top left corner of the page It will download a spreadsheet with all your project data to date General Navigation and Guidance VERIFY YOUR RESPONSES As you progress through the CP 3 form you will have to click Continue at several junctures and Submit at the end of the form At each of these junctures the application will do a check to make sure all fields have been satisfactorily completed If required information is missing or has not been filled in correctly that field s will turn yellow and an error message will appear in red with the name of the problem field s You will need to correc
19. se specify the amount here Other Funds In additional to all the above funding sources were any additional funds used for this project If yes please specify the total amount of other funds here Please describe other funding If you entered an amount in the Other funds field above please list the source of these funds here Section PROJECT LOCATION Image 13 Project Location Street Number Street Name Zip gt 25 Main Street 02108 If this project has a street address please enter it below Not all projects have a geographic component But if the subject of this project has a street address enter the address details here If you fill in a street number street name and zip code in this section a button labeled Show Map will pop up If you click it a new tab on your browser will open with the location you entered on a map When you are finished simply close the tab and return to the CP 3 for to finalize your project entry 18 Section SUBMIT PROJECT Click the Submit button to save your project Be sure to check over your entries and verify all data before hitting submit Only hit Submit once It may take up to one minute for the project to submit Once the project has been successfully submitted a message in red with a project record ID will appear You are now free to select a different action from the Main Menu or close the application Image 14 Submit Project Click the
20. t those field s before continuing See the specific section by section descriptions below to help you problem solve for specific fields POP UP HELP WINDOWS Most fields throughout the CP 3 form contain a hover or mouse over option When you place your cursor over the title of the field a pop up window will appear with an explanation on what that field is looking for When you move your cursor to a different part of the screen the description will disappear OPTIONAL FIELDS Although most fields require an answer and you are encouraged to respond to all questions a few fields are optional If you do not know the information to fill into those fields you will be allowed to leave them blank You can return to the CP 3 at any point to update the missing information on the optional fields Help Questions should be directed to Division of Local Services Municipal Databank email databank dor state ma us or 617 626 2384 or the Community Preservation Coalition Contact http communitypreservation org content contact us 617 367 8998 HOW TO INPUT PROJECTS INTO THE CP 3 Login To ensure that information is entered into the proper file the CP 3 form utilizes a username and password system The username is the name of your town or city Each town city has a password assigned by the Department of Revenue provided to the Community Preservation Committee The passwords have not changed in the transition from the older version of the ap
21. ust Fund or Conservation Trust Other Town Funds Non CPA Private Donations State Funds LAND grant APR program etc 20000 Federal Funds Other Funds VAT Total Project Cost 160000 15 Direct CPA Appropriation Enter the total amount of CPA funds appropriated for this project You do not have to identify which CPA account was used such as the open space reserve account budgeted reserve fund balance etc Only enter the amount of the total appropriation no matter which CPA account was used CPA Bonded Funds If the project is being funded partially or fully by a bond against future CPA revenues the full dollar value of the bond should be entered here Please note that bonded projects are entered in the database only once at the time the project is approved at the legislative body Annual debt service payments over the loan period are not entered into the database CPA Bonded Term yrs Enter the length of the bond term in years From a Trust Fund Housing Trust Conservation Fund Land Acquisition Fund or other such fund Did the funding for this project come from CPA funds that were previously transferred to a Housing Trust Fund or a Conservation Fund If yes please enter the amount that was spent on the project by the Housing Trust or Conservation Fund here If you enter funds in this field do not enter any funds in the Direct CPA Appropriation or the CPA Bonded Funds fields 16 Image 12
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