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HomeMy Public PortalAbout2019 Annual Select Board RetreatMonday, August 26, 2019 at Ocean Edge Resort 2019 Brewster Select Board Annual Retreat 08.26.19 Location:2907 Main Street, Brewster, MA 02631 Date:Monday, August 26, 2019 Time:8:00 AM AGENDA 1.Call to Order 2.Consent agenda – CBI one-day liquor license (Sept 4) 3.Review input from Town employees, boards, and committees, and identify consensus priority goals for FYs 20-21 4.Topics the Chair did not Reasonably Anticipate 5.Adjournment 2019 Brewster Select Board Annual Retreat 08.26.19 SCHEUDLE 8 – 8:30am: Opening Remarks and Breakfast – Peter Lombardi Discussion and Prioritization of Goals within each Building Block 8:30 – 9am: Community Character 9 - 9:30 am: Open Space 9:30 – 10am: Housing 10 – 10:30 am: Local Economy 10:30 – 11 am: Coastal Management 11 – 11:30 am: Water Resources 11:30 – 12 pm: LUNCH 12 – 1pm:Governance 1 – 2pm: Community Infrastructure 2 – 2:30pm: Miscellaneous 2:30 – 3pm: Review of Consensus Priorities & Discussion of Next Steps 2019 Brewster Select Board Annual Retreat 08.26.19 Proposed Strategic Goal Setting Process Goal of Annual Goal Setting Process •Thoughtfully coordinate all of our initiatives; •Better integrate our collective efforts across the organization; •And clearly identify consensus priority goals that are both reasonably attainable within the next two years and generally consistent with the Vision Plan 2019 Brewster Select Board Annual Retreat 08.26.19 Proposed Strategic Goal Setting Process Our Process •Solicit feedback from all active boards and committees (through their respective Chairs) and all Department Heads regarding what they see as key areas of concern, need, and opportunity for the Board and/or other Town entities to consider over the next two years •40 entities responded and identified approximately 100 goals for consideration •Feedback has been separated into policy and operational goals, and organized under the 8 Vision Plan Building Blocks (plus Misc) 2019 Brewster Select Board Annual Retreat 08.26.19 8:30 – 9am: Community Character Policy Goals •Become an Age-Friendly Community* •Consider bylaws and/or incentives aimed to maintain and improve the historic appearance of properties (along 6A)* •Consider Town-wide demo delay bylaw* •Determine policy position on residential exemption •Develop a high level Growth Policy (to be refined in LCP) •Foster a coordinated effort (BHC, Brewster Historical Society, Brewster Mill group, Crosby Mansion, etc) to promote the history of Brewster •Consider policy/bylaw banning the sale of nips (miniatures) in Brewster 2019 Brewster Select Board Annual Retreat 08.26.19 8:30 – 9am: Community Character Operational Goals •Complete Town-wide historic home inventory and share results with community •Recruit new residents to assist in preserving the herring run and mill site and dedicate funding to maintaining stonework •Increase funding for Cultural Council (beyond state appropriation) 2019 Brewster Select Board Annual Retreat 08.26.19 9 - 9:30 am: Open Space Policy Goals •Adopt policies / zoning bylaws that recognize and take advantage of potential synergies between affordable housing development and open space preservation* •Consider implementation of land-use protection policies to ensure current, minimally developed properties remain minimally developed (example: 3 golf courses) 2019 Brewster Select Board Annual Retreat 08.26.19 9 - 9:30 am: Open Space Operational Goals •Evaluate potential upgrades to Drummer Boy Park, including vacant building reuse/demo, playground relocation and concept of walkway to Wing’s Island* •Update Open Space and Recreation Plan (taking care to involve members of the Captains Golf community) •Complete Dog Park project 2019 Brewster Select Board Annual Retreat 08.26.19 9:30 – 10am: Housing Policy Goals •Establish permanent funding mechanism for Affordable Housing Trust* •Perform a comprehensive review of zoning bylaws, with particular attention to ones that pertain to creating more housing choice* 2019 Brewster Select Board Annual Retreat 08.26.19 9:30 – 10am: Housing Operational Goals •Establish housing rehabilitation program* •Continue to review local options for qualifying tax exemptions (seniors/veterans)* •Develop affordable housing off Millstone Road 2019 Brewster Select Board Annual Retreat 08.26.19 10 – 10:30 am: Local Economy Policy Goals •Create an Opportunity Zone centered at 6A and Underpass Rd to encourage mixed use development (including zoning changes and tax incentives)* •Revise permit process to be more user friendly, include a designated staff member to act as a permit guide for new applicants* •Determine need for local health regulations for marijuana and/or CBD sales are warranted and draft regulations as necessary •Determine need for short-term rental regulations and draft regulations as necessary 2019 Brewster Select Board Annual Retreat 08.26.19 10 – 10:30 am: Local Economy Operational Goals •Establish a process for submission of electronic permitting applications and create electronic access for viewing of public records* •Building Commissioner to perform additional outreach to municipal Boards, Committees, and the general public at large* •Consider modification of current Title V variance review practice to include in-house variance review, creating a more customer-centric process •Build stronger partnership with Chamber (eg. creation of Cultural District) •Actively participate in Cape Cod Chamber’s Blue Economy initiative 2019 Brewster Select Board Annual Retreat 08.26.19 10:30 – 11 am: Coastal Management Policy Goals •Establish a vehicle to ensure Coastal Resource Management Plan is implemented* •Consider revisions to local Wetlands Protection bylaw to address cumulative impact of frequent conversions of modest cottages to very large structures 2019 Brewster Select Board Annual Retreat 08.26.19 10:30 – 11 am: Coastal Management Operational Goals •Work with DCR on Bike Trail Extension to Linnell Landing* •Increase funding for Natural Resources Dept to cover personnel expenses related to part time shellfish wardens, after hours OT, and Natural Resources Director hours •Update DNR regulations for commercial shellfish; razor clams; commercial aquaculture; harbormaster •Change dates for beach stickers from Memorial Day to Labor Day to come into line with other Cape towns 2019 Brewster Select Board Annual Retreat 08.26.19 11 – 11:30am: Water Resources Policy Goals •Consider requiring use of Innovative/Alternative (IA) technology (Title V) in environmentally sensitive areas* •Develop and propose stormwater management bylaw (MS4 permit)* •Revision of existing Water Quality Protection District bylaw* •Update existing Water Department Master Plan 2019 Brewster Select Board Annual Retreat 08.26.19 11 – 11:30am: Water Resources Operational Goals •Encourage residents to drink more tap water and avoid purchasing single use beverage containers - install hydration stations •Create Assistant Water Superintendent position •Design and install generators at Water Dept facilities •Negotiate land purchase or easement at Water tank site for future draining of tanks for maintenance •Evaluate vulnerable Water utility infrastructure and determine possible improvement or modifications •Continue ongoing water quality planning and implementation •Implement weed harvester pilot program and consider replication 2019 Brewster Select Board Annual Retreat 08.26.19 2019 Brewster Select Board Annual Retreat 08.26.19 12 – 1pm: Governance Policy Goals (Finance) •Adopt financial policies that are in accordance with 2019 DOR report and best practices •Development of process for soliciting resident input regarding any project that may require Prop 2 1/2 override* •Consider transition of Captains Golf Course to an enterprise account (accounting for offsets, minimum Retained Earnings amount, etc) •Consider establishing enterprise account for Solid Waste •Develop policy for failure to pay property taxes •Develop policy on waiver of Town fees 2019 Brewster Select Board Annual Retreat 08.26.19 12 – 1pm: Governance Policy Goals (Other) •Charter development/adoption and associated bylaw changes •Promote energy conservation - Green Communities designation •Foster a culture that views residents as customers and town services as the product – be proactive, transparent, and engaged •Consider whether boards are best structured as appointed or elected and encourage board/committee members to become engaged with community activities where interests overlap •Review and update existing Select Board policies 2019 Brewster Select Board Annual Retreat 08.26.19 12 – 1pm: Governance Operational Goals (Planning and Finance) •Implement Vision Plan (and develop a Local Comprehensive Plan) •Determine plan to dispose of or repurpose vacant Town buildings •Present the annual budget in an easily acceptable format that can be easily found by the taxpayers* •Present detailed review of Town's financial status on regular basis* •Determine plan for financial software (updates, conversion, etc) with goal to move toward paperless environment 2019 Brewster Select Board Annual Retreat 08.26.19 12 – 1pm: Governance Operational Goals (Transparency/Outreach) •Revamp website and make it more user friendly* •Explore communications tools beyond Channel 18 (i.e my town government website) •Identify major committees & for purposes of transparency require that they be on television •Brand/standardize public face of town (website, email, cable TV, documents, etc.) •Support/invest in project management tools (i.e Envisio) for large capital and planning projects •Consider changing Town Hall hours to stay open late 1 weeknight and close early on Friday 2019 Brewster Select Board Annual Retreat 08.26.19 12 – 1pm: Governance Operational Goals (Boards/Committees and Staff) •Establish plan to address need for dedicated HR function •Cross train employees as practicable •Perform a comprehensive review of current staffing levels and look at restructuring options •Establish succession planning for staff where applicable and promote hiring from within where possible •Develop a workshop or handbook for “chairs” of committees (OML) •Evaluate committee charges (and potentially consolidate) •Provide support for the development and implementation of a Community Emergency Response Team (CERT) 2019 Brewster Select Board Annual Retreat 08.26.19 1 – 2pm: Community Infrastructure Policy Goals •Determine next steps for multi-generational community center to include COA and Recreation* •Re-establish annual Capital Improvement Program process that aligns capital investments with Vision Plan / Local Comprehensive Plan •Consider merits of joining Complete Streets program* •Develop 10 Year Capital Plan for Captains Golf •Determine support for the redesign and renovation of the Library building •Determine support for proposed Nauset Regional High School project •Consider school consolidation2019 Brewster Select Board Annual Retreat 08.26.19 1 – 2pm: Community Infrastructure Operational Goals •Create a community center planning committee to gather community input regarding interests/needs, conduct a feasibility/location study (i.e., new or repurposed building), and make recommendations to TA and the Select Board* •Establish an inter-departmental working group: 1) for joint programming/planning reflecting the town's demographic needs across the age spectrum; and 2) to identify and collaboratively apply for relevant public and private grants •Complete ADA Recreational Fields Access project •Rewrite the mission statement of the Golf Department •Provide affordable and safe housing as well as transportation options for older residents as well as other age groups •Consider adding maintenance staff •Increase funding for road work2019 Brewster Select Board Annual Retreat 08.26.19 2 – 2:30pm: Miscellaneous Policy Goals •Adopt a policy that provides a mandated % of marijuana and short term rental taxes be dedicated to support the wages of additional public safety personnel •Revise current policy of reducing/rescinding ambulance transport bills to provide the Fire Chief the authority to make a determination on a request •Determine criteria for existing list of contractors approved by Water Department •Development of a comprehensive Archives Collection Development Policy for Library historical materials •Create Recreation Dept policies that deal with open water activities, scholarships and financial aid eligibility, and response to behavioral issues •Review and approve updated Cemetery Rules and Regulations •Consider policy requiring that recycling be offered by curbside subscription haulers at no additional cost to their customer to encourage recycling 2019 Brewster Select Board Annual Retreat 08.26.19 2 – 2:30pm: Miscellaneous Operational Goals •Ensure adequate staffing for all Depts •Ensure adequate OSHA training for staff •Develop protocols for employee safety •Provide support for and formally approve the revised Fire Department five year plan when presented (staffing implications – potential for 4 new positions) •Purchase new tables for all meeting rooms •Identify committees that should get permanent waivers at the transfer station •Determine agreed upon location for Town elections •Continue vigilant cybersecurity •Fund year two of the property valuation contract in the fall so that work can begin in a more timely manner •Determine if a liability waiver can be used allowing Water personnel to work on private property 2019 Brewster Select Board Annual Retreat 08.26.19 Consensus Priorities 2019 Brewster Select Board Annual Retreat 08.26.19 Next Steps •Town Administration will assemble a summary document for the Board’s consideration for adoption, providing more detail regarding responsible parties and associated objectives as applicable •Priority goals identified through this process will then be integrated into our FY20 Capital Planning process (already underway) and FY21 Operating Budget process •Once formally adopted, the FY20-21 Select Board Strategic Plan will be distributed to the boards/committees and all staff, and will also be posted on the homepage of the Town’s website 2019 Brewster Select Board Annual Retreat 08.26.19 Next Steps •Quarterly or semi-annual progress reports could be provided to the Board to ensure we are staying on task •The Board and Town Administration will undertake this same organizational goal setting process on an annual basis, which will include a review of progress made on goals to date and continue to look out over the next two fiscal years, soliciting input from all relevant stakeholders 2019 Brewster Select Board Annual Retreat 08.26.19