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MEDFORD BUSINESS GUIDEA Guide to Starting a New Business in Medford
September 2016
TABLE OF CONTENTS
Welcome from the Mayor
City Hall Contacts
Before you Begin
Obtaining a Business Certificate
Doing Construction/Renovations
Installing an External Sign
Business Hours
Serving Food at an Establishment
Selling Alcohol at an Establishment
Doing Retail Transactions
Providing a Personal Service
Permits, Fees, & Applications
Business Resources
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WELCOME FROM THE MAYOR
Dear Business Owner:
We are so very pleased that you have decided to develop your business here in Medford. Our diverse community and wealth of cultural and historical resources make Medford a great place to start or grow your business.
Medford is home to over 56,000 residents. Our City sits on the Mystic River and is approximately 3.2 miles northwest of downtown Boston. The location, community, rich history, and bright economic future makes Medford a unique place for all business owners.
In addition to our close proximity to Boston and tremendous public transportation network, we are home to a very active Chamber of Commerce which is dedicated to advancing and improving the business climate, advocating on behalf of the members and offering educational support for the entire community.
I hope that this guide will serve as a road map for you as you start or grow your business here in Medford. Please do not hesitate to contact my offi ce for additional assistance.
I wish you and your business great success moving forward!
Regards,
Stephanie M. BurkeMayor
Regards,
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CONTACTS AT CITY HALL
Building DepartmentPaul F. Mochi, Building CommissionerMedford City Hall, Room 115A(781) [email protected]
City Clerk Edward P. Finn, City ClerkMedford City Hall, Room 103(781) [email protected]
Community DevelopmentLauren DiLorenzo, Director of Office of Community DevelopmentMedford City Hall, Room 308(781) [email protected]
Department of Public WorksBrian Kerins, Interim Commissioner of Public WorksMedford City Hall, Room 304(781) [email protected]
Engineering DepartmentCassandra Koutalidis, P.E., City Engineer Medford City Hall, Room 300(781) [email protected]
Fire DepartmentFrank A. Gilberti Jr., Chief120 Main StreetMedford, MA 02155(781) 396-9400
Fire Prevention OfficeFran Fusco, Deputy Chief120 Main StreetMedford, MA 02155(781) 396-9831
Health Department MaryAnn O’Connor, Director of Public Health Medford City Hall, Room 311(781) [email protected]
Licensing Commission (Alcohol)Janice Spencer, Licensing Commission SecretaryMedford City Hall, Room 206(781) 393-2470 [email protected]
Mayor’s OfficeMayor Stephanie M. BurkeMedford City Hall, Room 202(781) 393-2408 [email protected]
Police DepartmentLeo Sacco, Chief100 Main StreetMedford, MA 02155(781) [email protected]
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BEFORE YOU BEGIN
The information in this packet outlines basic steps on how to open a business in Medford. The guide is intended to give a broad overview of the various processes in the City of Medford, though all prospective business owners are encouraged to contact City Hall to learn about permits and processes specific to your business.
Before you get started, plan a visit to the Building Department at City Hall. This department will help you determine whether you need any special permits and to verify that your site is located in a zoning district that permits your proposed business use. Knowing these factors before you begin will help you plan and budget accordingly to ensure that your business opens as quickly and efficiently as possible. See page 6 for more information about working with the Building Department.
This information packet is not intended to cover the essential steps needed at the state level or legal information about incorporation or financing. For helpful information about writing a business plan, obtaining financing, tax regulations, or registering your business with the state of Massachusetts, visit www.mass.gov/hed/business/start-business/new-business-steps.html
We recommend that all prospective businesses consult an accountant, banker, lawyer, and insurance agent to obtain financial, legal, and other professional advice.
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OBTAINING A BUSINESS CERTIFICATE
What is a business certificate?A business certificate is the public record of a business and is required for anyone conducting business in Massachusetts under any title other than their real name. This is commonly referred to as a D.B.A. (Doing Business As). The purpose of the business certificate is to protect consumers and creditors by publicly providing information about who owns a business.
Who is required to get a business certificate?Massachusetts General Law Chapter 110 Section 5 states that anyone conducting business in the Commonwealth under any title other than the real name of the person conducting the business – with the exception of corporations – needs to file for a business certificate.
How do I file or renew a business certificate?A business certificate can be obtained from the City Clerk’s office and is also available online. The Business Certificate is valid for 4 years and costs $30. The parties requesting the business certificate will need to visit the City Clerk’s office with photo identification in order for the certificate to be notarized. Note, filing a business certificate in Medford does not trademark your name. To trademark your business name, contact the Secretary of State’s Office at www.sec.state.ma.us.
WHO TO CONTACT
City Clerk’s OfficeEd Finn, City Clerk Medford City Hall, Room 103(781) 393 [email protected]
IMPORTANT LINKS
Application for a Business
Certificate: www.medfordma.org/departments/ city-clerk/business-certificates
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DOING CONSTRUCTION/RENOVATIONS
If doing construction, repairs, or alterations on your business’s building, you must contact the Building Department to determine what permits and plans are necessary.
How do I get a building permit?If the Building Department requires a building permit (including electrical and plumbing permits), the applicant will need to have a licensed construction supervisor, registered architect, or professional engineer submit an application along with appropriate construction documents to the Building Department.
The building official reviewing the application may require additional specific documentation at their discretion if the project is more complex, and may modify the requirements for work that is considered to be minor. The building official has 30 days to review and take action on a building permit application.
New buildings and major projects such as those subject to Site Plan Review will be reviewed at weekly development meetings. These projects require sign-offs from several departments before a building permit will be issued.
What is a Site Plan Review?A Site Plan Review is a special permit process to review potential adverse impacts of major development. The Building Department will determine which projects require Site Plan Review once a building permit application has been filed. The Site Plan Review is conducted by three special permit authorities: the Medford City Council, Board of Appeals, and the Community Development Board.
What do I need to know about accessibility?State and federal law requires that you provide appropriate handicap accessibility at your facility. The type and degree of accessibility requirements will depend on the amount of renovation and construction you will be doing on your building. Be sure to discuss this with the Building Department to make sure you are aware of any requirements.
IMPORTANT LINKS
Application for a Building
Permit:www.medfordma.org/departments/building-department/forms-and-permits
City of Medford Zoning
Ordinancewww.municode.com/library/ma/medford/codes/code_of_ordinances
Frequently Asked Questionswww.medfordma.org/departments/building-department/frequently-asked-questions
WHO TO CONTACT Building DepartmentPaul F. Mochi, Building CommissionerMedford City Hall, Room 115A(781) [email protected]
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INSTALLING AN EXTERNAL SIGN
If you are installing a sign, you will need to obtain a permit from the Building Department. To do this, you will need to submit an application form along with photographs of the building, proposed sign design, and other information. The completed application form will be reviewed by the Office of Community Development to determine if the sign is in accordance with zoning ordinances. If the sign is not approved, an appeal may be made to City Council through the City Clerk’s Office. If the sign is approved, a permit will be issued by the Building Department.
WHO TO CONTACT Building DepartmentPaul F. Mochi, Building CommissionerMedford City Hall, Room 115A(781) [email protected]
IMPORTANT LINKS
Procedure and Application for
Sign Design Review: www.medfordma.org/departments/ building-department/forms-and-permits
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BUSINESS HOURS
Normal business operating hours are 7:00 AM – 11:00 PM. To operate your business outside of these hours, you must receive approval from City Council. This process involves numerous steps, including identifying and contacting abutters within 300 feet of the business, advertising in the local paper about a special permit hearing, appearing in front of City Council, receiving approval from various departments at City Hall, among other important steps. To start the process, visit the City Clerk’s Office for all instructions.
WHO TO CONTACT
City Clerk’s OfficeEd Finn, City Clerk Medford City Hall, Room 103(781) 393 [email protected]
IMPORTANT LINKS
Special Permit for Operating
Outisde of Normal Hourswww.medfordma.org/departments/ city-clerk
SERVING FOOD AT AN ESTABLISHMENT
What food permits do I need and how do I get them?Before you get started, contact the Health Department to learn about what steps need to be taken to operate a restaurant or business involved with serving food in Medford.
What is a Food Plan Review?A Food Plan Review lays out a comprehensive plan of all food operations, including delivery, dining experience, equipment, etc. The following food establishments are required to undergo a Food Plan Review:
The plan review requires the business to submit information such as a proposed menu, a site map of external layout of building and internal location of equipment, food handling procedures, and more. The ultimate goal of the Food Plan Review is to ensure that all food is being handled safely.
What comes next?
What if I can’t comply with some of the codes being enforced?All businesses are expected to comply with codes, but a variance can be requested if the business owner feels that the application of a particular code causes a hardship. A variance will be reviewed by the Board of Health and either approved or denied.
• New construction of a restaurant or other food facility• Establishments undergoing a change of ownership• For a major change of menu with new equipment
1. Once your Food Plan Review Application has been received, a meeting will be scheduled with the Health Department to go over any questions and necessary modifications. (See link for Food Plan Review application on next page).
2. If necessary modifications to the Food Plan Review are needed, they will be made by the owner or operator and the review will then be approved by the Health Department.
3. When your facility is ready, a health inspector will do a pre-operative inspection.4. If needed, corrections to the facility will be made before a final inspection. 5. If the facility passes the final inspection, a food permit will be issued.
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IMPORTANT LINKS
Application for Food Plan Review:www.medfordma.org/departments/health-department/permits
Common Victuallers Licensewww.medfordma.org/departments/city-clerk
What is a Common Victualler License and how do I get one?All food establishments in the City of Medford with capabilities for cooking, preparing, and serving food are required to have a Common Victualler License. The application for this license can be obtained at the City Clerk’s Office or online. The petition will be reviewed by various municipal departments and the Medford City Council, who will make the final determination on the license. We recommend that you review the application for this license early in the process to understand what departments you will need to have sign off on it.
SELLING ALCOHOL AT AN ESTABLISHMENT
If you plan to sell beer, wine, or liquor at your establishment, your business will need to apply for a liquor license. The three different types of licenses are the Beer & Wine License, All Liquor License, and the Package Store License. There are limited numbers of each license allowed in the City of Medford, so you will need to reach out to the Secretary of the Licensing Commission first to make sure licenses are available. Applications for a liquor license can be found on the Alcoholic Beverages Control Commission (ABCC) website. Initially, applications will be reviewed by the City of Medford Licensing Commission. The application will then be reviewed by the ABCC before a license is granted. Lincense Commission hearings are held monthly and applicants are welcome to attend to ask questions and obtain any guidance.
WHO TO CONTACT Health DepartmentMaryAnn O’Connor, DirectorMedford City Hall, Room 311(781) [email protected]
WHO TO CONTACT Licensing Commission SecretaryJanice SpencerMedford City Hall, Room 206(781) [email protected]
IMPORTANT LINKS
Alcoholic Beverages Control
Commission Websitewww.mass.gov/abcc
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DOING RETAIL TRANSACTIONS
Certain types of retail items and processes require the involvement of the Weights and Measures Department, which enforces all Massachusetts general laws and regulations pertaining to weights and measures. This may consist of the regulation of trade, unit pricing, and price verification. Weighing and measuring devices used by local establishments include automatic check-out systems (scanners), taxi meters, home heating oil truck meters, gasoline pumps, supermarket and deli scales, manufacturing and shipping scales, as well as apothecary and jewelry scales and troy weights.
WHO TO CONTACT Weights and MeasuresSteve CiampoliMedford City Hall, Room 103(781) 393-2506 [email protected]
PROVIDING A PERSONAL SERVICE
Personal service businesses such as body art establishments, fitness centers, recreation camps, or swimming pools, should contact the Health Department to learn about specific permits and requirements, which can vary from business to business. A full list of possible permits can be found at the URL in the ‘Important Links’ box to the right, and on pages 11-12 of this packet. Businesses are encouraged to speak with someone in the Health Department to learn more about permits specific to the services you will be providing.
Cosmetology businesses, including hairdressers, barbers, manicurists, and aestheticians must seek approval from the Massachusetts Board of Registration of Cosmetology and Barbering, which protects the public through regulation of the practice of cosmetology, barbering, and electrology in Massachusetts.
WHO TO CONTACT Health DepartmentMaryAnn O’Connor, DirectorMedford City Hall, Room 311(781) [email protected]
IMPORTANT LINKS See a full list of permits at www.medfordma.org/departments/health-department/permits
Board of Registration of Cosmetology and Barberingwww.mass.gov/ocabr/licensee/dpl-boards/hd
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PERMITS, FEES, & APPLICATIONS
CITY CLERKFind online pemits and applications at: www.medfordma.org/departments/city-clerk
Business Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Common Victualler License . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Special Permit to Operate Outside of Normal Hours . . . . . . . . . . . . . .
$30
$75
$100 (Other fees may apply)
BUILDING DEPARTMENTFind online pemits and applications at: www.medfordma.org/departments/building-department/forms-and-permits
Building Permit Application Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Building Permit for new buildings, additions, alterations, and repairs . . . . . . .
Certificate of Occupancy, existing commercial or retail . . . . . . . . .
Plus each 1,000 square feet . . . . . . . . . . . . . . . . . . . . . . . . .
Commercial Gas Permit (other than fireplaces, hot water heaters
Each additional appliance . . . . . . . . . . . . . . . . . . . . . . . . . .
Roof-top Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Gas Tests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Gas Piping . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Commercial Plumbing Permit (first five fixtures) . . . . . . . . . . . . . . . . . .
Each additional fixture . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sign Design Review Application . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Sign Re-Inspection Fee . . . . . . . . . . . . . . . . . . . . . . . . . . . .
$35
$15 per $1,000 of estimated construction cost
$150
$50
$50
$25
$50
$40
$40
$100
$20
$25 for OCD Review; add. building permit fees will apply
$25 every 3 years
ENGINEERINGFind online pemits and applications at: www.medfordma.org/departments/department-of-public-works/dpw-links/engineering-division
Sidewalk occupancy, curb cuts and driveway work . . . . . . . . . . . . . . . . .
Trench Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
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$100
$150
and storage tanks) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
PERMITS, FEES, & APPLICATIONS
HEALTH DEPARTMENT
Body Art Apprenticeship Practitioner . . . . . . . . . . . . . . . . . . . . . . .
Body Art Establishment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Art Practioner . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Body Art Plan Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Each Additional Review . . . . . . . . . . . . . . . . . . . . . . . . . . .
Catering . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Certificate of Sub-Metering of Water . . . . . . . . . . . . . . . . . . . . . . . .
Dumpsters
Permanent . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Temporary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Farmers Market Participation . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Fitness Certificate . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Food Plan Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Each Additional Re-Review . . . . . . . . . . . . . . . . . . . . . . . .
Ice Cream Manufacturing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Milk and Ice Cream . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Mobile Unit (ie. ice cream truck or canteen truck) . . . . . . . . . . . . . . . .
Lodging Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Portable Sanitation Unit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Recreation Camps for Children . . . . . . . . . . . . . . . . . . . . . . . . . . .
Residential Kitchen . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Swimming Pool Operation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tanning Facility . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Tanning Salon Plan Review . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Each Additional Review . . . . . . . . . . . . . . . . . . . . . . . . . .
Permit to Operate Food Establishment
Temporary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Type 1 (Pre-packaged potentially non-hazardous) . . . . . . . . . . .
Type II (Retail/ Food Service< 3000 sq. ft) . . . . . . . . . . . . . . . .
Type III (Retail/ Food Service High Risk Menu) . . . . . . . . . . . . . .
Type IV (Retail/Food Service - Supermarket) . . . . . . . . . . . . . .
Tobacco Sales Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Trash and/or Septic, Offal, Medical Waste and Grease-
Well Permit . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
$150
$300
$150
$150
$50
$150
$50 per address; $20 per unit
$100
$50
$75
$75
$150
$50
$50
$40
$150
$100 + $5 per room
$15 for 7 days or less; $25 for 30 days
$100
$150
$150 outdoor; $300 indoor
$200
$150
$50
$35 (Per Day)
$75
$175
$300
$600
$150
$250
$100
Find online pemits and applications at: www.medfordma.org/departments/health-departments/permits
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Rendering Transport . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
BUSINESS RESOURCES
Center for Women and Enterprisewww.cweonline.org
Massachusetts Departments of Labor and Workforce Developmentwww.mass.gov/dlwd
Massachusetts Department of Revenuewww.mass.gov/dor/businesses
Massachusetts Executive Office of Housing and Economic Developmentwww.mass.gov/hed
Massachusetts Office of Business Developmentwww.mass.gov/hed/economic/eohed/bd
Massachusetts Small Business Development Centerwww.msbdc.org
Mass Development www.massdevelopment.com
Medford Chamber of Commercewww.medfordchambermass.com
Medford High SchoolFor interns or other employment opportunitieswww.medfordpublicschools.org/schools/medford-high-school
SCORE - Counselors to America’s Small Businesswww.score.org
SME Toolkitwww.smetoolkit.org
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Medford City Hall
85 George P. Hassett Dr.
Medford, MA 02155
www.medfordma.org
781-396-5500
