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MINUTES OF THE SELECT BOARD MEETING
DATE : January 6, 2020
TIME : 5 : 30 PM
PLACE : Brewster Town Office Building, 2198 Main Street
PRESENT : Chair Whitney, Selectperson Bingham , Selectperson deRuyter, Selectperson Chaffee, Town
Administrator Peter Lombardi , Assistant Town Administrator Donna Kalinick, Robin Young
ABSENT : Selectperson Dickson
Call to Order/ Pledge of Allegiance
Chair Whitney called the meeting to order at 5 : 32pm . Selectperson deRuyter moved to go into Executive
Session to discuss strategy with respect to consider the purchase, exchange, taking, lease, or value of real
property if such discussion may have a detrimental effect on the negotiating position of the governmental
body : 1848 Main St, Brewster, MA ( Community Preservation Act Historic Preservation Restriction ), to discuss
strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the
bargaining position of the public body and the chair so declares : SEIU Local 888, OPEIU Local 6, IAFF Local
3763 , and Brewster Police Union and to conduct strategy sessions in preparation for negotiations with
nonunion personnel or to conduct collective bargaining sessions or contract negotiations with nonunion
personnel : Personnel Bylaw, Selectperson Bingham second . The Board voted unanimously; Selectperson
Whitney — Yes, Selectperson deRuyter — Yes, Chair Bingham — Yes, Selectperson Chaffee — Yes .
Selectperson deRuyter moved to dissolve executive session at 6 : 30 p . m . and return to open session ,
Selectperson Bingham second . The Board voted unanimously; Chair Whitney — Yes, Selectperson Bingham—
Yes, - Selectperson Chaffee — Yes, Selectperson deRuyter — Yes .
Citizens Forum - Members of the public may address the Select Board at this time for a period not longer than 5 minutes . The Select Board Is unable to
respond to comments as it could be a violation of the state's Open Meeting Law which requires a specific topic to appear on the agenda for public discussion to
occur. A topic raised by a member of the public may be added to a future meeting agenda if deemed warranted by the Select Board Chair.
No discussion
Select Board Announcements & Liaison Reports
A moment of silence was held for Dana Condit, who passed away on January 4, 2020 . Mr . Condit was a
longtime member of the Alewife and Millsites Committee . Donna Kalinick read a tribute to Mr . Condit
written with the assistance of Charlie Sumner and Richard Koch .
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Town Administrator' s Report
Mr . Lombardi provided the Board with an update on the NRHS building project . The building committee
submitted their finalized proposal to the MSBA who will consider the application at their February meeting .
The cost of the project as currently proposed is $ 132 million . The total cost split between the 4 towns would
be slightly below $ 95 million after the potential MSBA reimbursement . The regional school committee voted
last month to support the traditional route of a town meeting vote at each community and at the ballot for a
simple majority vote . They would have to have all 8 votes in favor of the project . The CCT had a single district
wide vote in comparison . The term of debt issuance for this project has not yet been determined .
Selectperson Bingham asked for an explanation of what ineligible project costs are included in the detail
sheet . $ 32 million in ineligible funds was calculated using a formulaic construct from MSBA in how they
allocate funds . The largest ineligible cost is $ 3 million for modular classrooms . This is reusing existing
modular classrooms from another instate project, that MSBA does not cover . The costs include the
classrooms, transport and construction . Selectperson Chaffee noted the 8 instances for voters to weigh in on
project . All 8 times, 4 town meetings and 4 ballot questions, need to be approved for project to proceed with
a simple majority vote .
Consent Agenda
Selectperson deRuyter moved the Consent Agenda for approval, Selectperson Bingham second . The Board
voted 4-Yes 0- No
Vote on Transfer Station Fee Waiver for Christmas Tree Disposal through January
Review and Vote to approve October 21 , November 4. December 2 . 4, 12. & 16. 2019 Select Board
meeting minutes
Vote on Four (4) Special Event Licenses — Lemon Tree Village
Vote on Acceptance of Deed for Copelas Propertv ( Book 32540, Page 74)
Vote on Request for Fee Waiver of Meeting Rooms — Alzheimer' s Familv Support Center
Vote on Application for One Dav Liauor License — Snowv Owl Coffee Roasters
Vote on Appointments , Police Officer Zontini and Police Officer Lanctot
Review and Vote on Brewster Baptist Church' s Historic Preservation Restriction Agreement
Selectperson deRuyter moved to sign the agreement pending final negotiations with Town Counsel and the
Town Administrator, Selectperson Bingham second . The Board voted 4-Yes 0- No
Discuss and Vote on Potential Change of Polling Location
In negotiations with the Church , the discussion of the polling location in town came up . There is State
approval to hold polling location at the Captains Golf Course pavilion as an alternate site . Selectperson
Chaffee' s only comment is understanding that a full contract does not need to be drafted , but was looking
for at least an email confirmation stating spring and fall elections can be held there . Colette Williams, Town
Clerk, has that confirmation for March , May and September . Selectperson Bingham would request that the
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Town move away from the church as a polling location when a community center is built . She believes in the
separation of Church and State .
No vote was taken .
Review and Vote on Proposed Complete Streets Policv (Select Board Strategic Plan Goal CI - 2 )
Mr . Lombardi informed the Board that based on the conversation from a prior meeting, there is a minor
change to the policy to explicitly call out private ways in the exemption . Doing so would not hurt the State
decision to approve the application if done . The policy drafted has been vetted by the public safety team and
all are fully supportive . Selectperson deRuyter thinks this could be an opportunity to apply for a grant award
to get a tunnel passage for the DCR project . Mr . Tupper had mentioned that Cape and Island communities
are underrepresented , and this could be a project that would be looked on favorable . There is a September
application deadline . John Lamb from Crosby Lane, thinks this is a great policy to have and is supportive of it .
He is afraid of the wording of the policy, as it currently stands, would place the town in a position that all
town projects would be applicable to this policy . He feels this policy would make it hard to stick with the
"vision , " as it is setting a rural character that he feels will be lost if more roads are increased in width . He also
noted that there is no mention of the Historic District roadways . Mr . Lamb recommends language in the
policy that includes the historic district as an exemption . Mr . Lombardi explained that Steve Tupper
addressed concerns on the original program that did not take into account certain circumstances and
community values . The program now is more sensitive to those issues and includes a healthy amount of
flexibility . They will look at each road project as an opportunity to have a community conversation to see if
there is room for improvement . Mr . Lamb noted the increase of road width increases safety issues, a theory
known as "traffic calming . " Selectperson deRuyter moved to adopt the policy as drafted , Selectperson
Bingham second . The Board voted 4-Yes 0- No
Review and Vote on Proposed Financial Reserves Policv (Select Board Strategic Plan Goal G -7 )
Mr . Lombardi noted as a point of interest, there was a minor change of policy on the first page under the
header "policy" which suggested a percentage from 12 - 20% of annual operating budget in totality . The
remainder of the policy is as proposed and discussed at the last meeting . Selectperson Bingham moved to
approve the policy as presented , Selectperson Chaffee second . The Board voted 4-Yes 0- No
Update on Communitv Center Feasibility Studv and School Consolidation Feasibility Studv, and Discuss
Proposed Community Center Planning Committee Charge ( Select Board Strategic Plan Goals CI -3 and CIA
Town meeting appropriated $ 235 , 000 . 00 in funding at the November 19, 2019 Town Meeting to perform
two related tasks . A Community Center feasibility study and school consolidations feasibility study . The goal
is to sync the projects to run in parallel . At the December 19 Elementary School Committee meeting, they
discussed the scopes of work from studies done in Swansea and Hull . A subcommittee will be formed to do
additional work outside the scope of the study, and present a final recommendation to the School
Committee for consideration . The Town has reached out to neighboring communities for those who have
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done studies for community centers . Administration is deciding a scope of work, using article language
commentary . Mr . Lombardi feels it is important that the consultant hired will do a demographic data study,
and would be working with town departments and administration . This would be to explore not just current
service options, but also additional and future needs for the community . The consultant will be looking at
several sites including the current COA building, and the elementary school . School and COA tours have been
set up, and a posting has been placed on the Town website . Other towns were polled on how they
assembled their subcommittees . The Select Board discussed possible make up of a subcommittee including
membership numbers and requirements . A 9 member committee, with representative from either the COA
or Friends of Brewster Elders, Recreation Commission member, several "at large" members including a
"senior, parent, or either" , the COA director, Recreation director, and the Social Services Assistant Town
Administrator . It was also suggested that there be several liaisons from already formed committees . Mr .
Lombardi will add the topic to the January 21, 2020 agenda to discuss the formal charge for the committee
and a proposed scope of work for the Community Center feasibility study . Selectperson Chaffee proposed a
composition for mission statement and committee make up . She drew reference from the Town of Truro' s
example, and would like to have a broader perspective of membership, for a wide array of stakeholders .
Selectperson Chaffee would encourage the composition to be 5 or 7 voting members of the following; COA
board member or "friends" member, a member of the Recreation Committee, an at- large member age 60 or
older, an at- large member under the previous cut off age, and an at- large that is not designated . She had
looked at the committee for the Town of Lincoln for charge and membership . She would like to consider a
larger number of ex officio members such as ; the COA director, Recreation director, Assistant Town
Administrator, Brewster School Committee member, a Select Board member, Finance Committee member,
The Planning Director, Health Director or Board of Health member, and members of the Brewster Cultural
Counsel and Vision Planning member . Selectperson deRuyter supports 7 voting members than 5 .
Selectperson deRuyter agrees with membership being critical and would like the addition of a School
Committee member, and a parent of a school age child . The RFP will be out in February and it could take 6-8
months to anticipate a report . Mr . Lombardi thinks that the committee will be involved in doing work
involved in community outreach and information gathering . This group will be actively involved in the
process, so it is not just a consultant looking at sites and staff working on space needs . Selectperson Chaffee
agrees, that there should be a parent of a Brewster school child and a Planning Board member . The School
Committee member more than likely has a child in the school system . Mr . Lombardi noted the vacancy on
the Vision Planning committee . This 9 member committee has one Planning Board member, with the need
for significant involvement and commitment of the Planning Board members to the process . This work
entails a large time commitment, he would be surprised if the Planning Board would send representation to
this subcommittee . Further discussion will be held at the next meeting .
Future Meetings — January 21 , 27, and 29, February 1, 2020
January 21St meeting is on a Tuesday due to the holiday . The 27th is a place holder for a joint meeting with
the Charter Committee , The 29th is a joint meeting with the Finance Committee and will be on a Wednesday .
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Town of Brewster Office of:
� ' ' .* • Select Board
2198 Main Street Town Administrator
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Brewster MA 02631 = 1898
r Phone : ( 508) 896- 3701
o Fax : ( 508) 896 -8089
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Adiournment
Selectperson Bingham moved to adjourn at 6 : 59 pm , Selectperson deRuyter second . The Board voted 4-Yes
0- No .
Respectfully submitted ,
Robin Young
Approved : 11" o Signed :
Date Selectpr Dickson , Clerk of the Board of Selectman
Accompanying Documents in Packet : agenda , consent agenda,
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