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HomeMy Public PortalAboutSelect Board -- 2020-03-02 Minutes ov Office of: 0 9 Town of Brewster Select Board 2198 Main Street `: `� 1:' Town Administrator �0 Brewster, MA 026314898 VO Phone : ( 508) 896-3701 I ;i � Fax : ( 508) 896-8089 ' r : Mip�fINHIINitW��u �� MINUTES OF THE SELECT BOARD MEETING DATE : March 2, 2020 TIME : 6 : 00 PM PLACE : Brewster Town Office Building, 2198 Main Street PRESENT : Chair Whitney, Selectperson Bingham , Selectperson deRuyter, Selectperson Dickson , Selectperson Chaffee Town Administrator Peter Lombardi , Assistant Town Administrator Susan Broderick, Robin Young, Call to Order/ Pledge of Allegiance Chair Whitney called the meeting to order at 6 : OOpm . 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 Selectperson deRuyter announced a 3rd community engagement session on the Millstone Road Affordable Housing Project will be held on Tuesday March 10, from 6- 8pm at the Brewster Ladies Library Town Administrator' s Report I Monthly Department Reports will be sent to the Board in the next few days, and they will be posted on the j website . Consent Agenda Selectperson Bingham moved to approve the consent agenda , Selectperson Chaffee second . The Board voted 5 -Yes 0- No . Vote on Public Beach Access Request — Crawford Land Management I Update of Corona Virus Health Director Amy von Hone instructed the Board and the public to not panic in regards to the Corona Virus . It is a flu like illness that started in China . It has spread to 68 countries, with 90, 000 cases worldwide . Of which 80, 000 are in China . As of now there are 43 cases in the United States . She participates weekly in conference calls with the MA Board of Health . Massachusetts only has one confirmed case as of today . The FCDC is handling all incoming travelers from outside of the US . Anyone traveling from China is being quarantined for 14 days . There is a very low risk on Cape Cod at this point . Preventative maintenance include www . brewster- ma . gov BoS 03 -02- 20 Page 1 of 6 7 I 1 �a�`���u�uuunurraip, \\\ OA qac Office Town of Brewster Office of: i ` � 0 0� +� Select Board �3U' . Na 2198 Main Street Town Administrator 00 = Brewster, MA 02631= 1898 VO - Phone : ( 508) 896- 3701 Fax : ( 508) 896- 8089 washing hands, avoid touching your face with your hands, and stay home if you are not feeling well . Sanitary wipes can be used to disinfect surfaces . Any case found in a town would result in contact to the Town ' s Health Department . Schools have been contacted and distributed an informational hand out . Selectperson Chaffee reaffirmed the need for frequent handwashing and the correct technique . Assembly of Delegates Barnstable County provides emergency response . They were involved in lengthy phone conferences discussing preparations in the event it is needed . Status Update from Dog Park Development Committee on Potential Relocation of Dog Park Project Tom Lincoln updated the Board on the progress of the Dog Park Development Committee . They have been in contact with the Stanton Foundation , that a new site may be chosen for the park, but the cost of developing a new set of plans and bid documents would have to be paid for by the Town , and approved by the Stanton Board of Directors . Friends of Brewster Dog Park nonprofit is anticipating raising $ 70, 000 . 00 for the dog park construction . As of now they have $ 31, 000 . 00 in pledges . Grant funding will also be sought by the committee . They are looking for direction from the Select Board on how to proceed . Selectperson Chaffee recalled the 8 potential site options that were provided to the Select Board back in December . Alternative sites were removed from consideration , as it was not favorable cost wise . Selectperson Bingham inquired about asking for an increase of CPC funding . Selectperson Dickson encourages the committee to raise the additional funds needed above the Stanton Foundation award and if the design could be scaled back a bit, to try to do that . Carmen Scherzo, President of the Friends of Brewster Dog Park, asked the Select Board if they would allow the DPW to do some of the site preparation work . He also noted that this is a half million dollar park as designed , and the Town would only have to pay for half of that after the Stanton Grant . Mr . Lombardi noted the willingness of the DPW director, but there is no guarantee that next winters weather is going to be reliable . The more the project is scaled back, the more overhead the contractor will have to bear and that will affect the cost of the bid . Any significant redesign and documents will need to be paid for by the Town , as all of the Stanton foundations design grant has been spent . The materials were the cost drivers of the project . The project has been put out to bid twice . Chair Whitney asked if the committee has considered i bringing a Capital Article to Town Meeting , Mr . Lincoln had said they have not, as they did not feel that with the financial struggles of the town in the recent year that it would pass . Selectperson Chaffee feels the solution would be best if the committee raised as much in grant and pledges as possible, then obtained CPC funding . Nauset disposal will provide removal of waste . Agway has a foundation that will provide disposal " Mutt Mitts" which will reduce the primary upkeep costs of the park . I Presentations and Votes on Citizens Petitions for Spring 2020 Town Meeting Climate Emergency & Net Zero Declaration — Chris Powicki Chris Powicki submitted a citizen ' s petition for Climate Emergency and Net Zero Declaration . The petition was drafted with input from various residents, the Town Administrator and Selectperson Chaffee . This is a I non - binding article . Mr . Powicki read the article . Changes in the environment are having local impacts . The language focuses on reducing greenhouse gas emissions and the town ' s vulnerability . This falls in line with www , brewster-ma . gov j a BoS 03-02-20 Page 2 of 6 i I S l p\\\11A llig!! 1 j4/� °A £ WO ' y Town of Brewster � F Office of: Select Board 2198 Main Street Town Administrator O Brewster, MA 026314898 VO - Phone : ( 508) 896-3701 Fax : (508) 896- 8089 140 ORO nNiii miunu��` �� the designation of the town as a green community . The third part of the petition engages the Select Board and the Town Administration to integrate the priorities into their strategic planning efforts and direct departments to facilitate such objectives as much as feasibly possible . The municipal operation itself has a small footprint, but the municipality can do many things to reduce emissions throughout the town which would also double as a cost saving measures . The citizens will be doing community outreach , public forums and community events . He applauded the Town Administration for having direct involvement with the crafting of the petition ' s language . Fran Schofield , is a founding member of the Cape Cod Climate Change Collaborative and spoke of the power of collaboration to make an effective change . The local level should be the focus of interest and activism . A similar petition will be brought to each community on Cape Cod to work toward Net Zero , Selectperson Chaffee feels that even though this is a non - binding resolution she feels it will be a framework for the town to make a variety of decisions in the future, as well as be a part of the Select Board policy and goals retreat . Selectperson Dickson feels setting a goal of net zero emissions will hold them accountable to do so . Selectperson Bingham moved to approve the Article as printed in the warrant, Selectperson deRuyter second . The Board voted 5 -Yes 0- No . Five-Year Plan for Dog Park — Jillian Douglass Jillian Douglass submitted a citizen petition for the Select Board to delay the construction of the dog park until a 5 year plan has been drafted to provide a commitment to the dog park . Looking at the scope and scale of the project she feels it really should be an ongoing plan . Costs for replacement of items will occur more in the 10 year range . As this is a one -time Stanton grant she would like to know how the park will be maintained in the future . There is no cost analysis of the park, and the funding of the park and its upkeep could deter funding from other projects . She feels this is a solid waste collection and disposal project . She was encouraged to hear that Nauset Disposal could volunteer the service, but she does not expect that to be a permanent solution . Nor would she consider the plastic bags from Agway . She discussed her concerns of { the amount of excrement that could accumulate from the site and feels the town needs a planned manner in which to handle it . She is also concerned on the use of plastic bags to contain the excrement and the increase of the product to the waste stream . As well , the contact of the mowers and contact of town owned property that would come into contact with it . Management of the rules and regulations of the park should be considered in the plan as well . Ms . Douglass feels that this is a special interest group, and encourages them to find other private interests that will support the cost of the park . Selectperson Dickson does not I agree with the article, as he feels helping the quality of life for one part of the population assists in improving the life of the community as a whole . Not everyone owns a bike that would use the bike path , not everyone has children that use the schools, and not everyone has a use for a playground . He does not feel that the dog waste will increase throughout Brewster, and having a dog park will condense it to one location where there is more of a likelihood it will be picked up . He feels this article is in opposition of the Dog Park . Selectperson Chaffee noted several reasons she could not support the article . She has been a support to the committee and engaged with the work that they have done ; which she noted as measured and orderly . She feels the dog park would be an amenity to the Town , and encourage residents to get to know other residents . There www , brewster-ma . gov BoS 03-02-20 Page 3of6 I E f I a\\a11Auu= 1 � Town of Brewster Office of: 4q o ' o• •+•* 9 Select Board �3 +,. 2198 Main Street Town Administrator = Brewster, MA 02631- 1898 r Phone : ( 508) 896 -3701 Fax : ( 508) 896- 8089 Ito .�y f�s►on��o� �� -�Q/��M/IIryIflININhllN1\u\�\� are 1000' s of public dog parks in the US that have waste management plans . There are things that had to happen first, before the committee began to draft their own management plan . She also feels that the language of the petition is flawed , as the land was already authorized to be used for a dog park . Selectperson deRuyter supports the article , as he feels it is creating a business plan for an expensive project . He has not seen an ongoing cost analysis of the park and that they cannot count on businesses indefinitely providing the services of waste removal . Carmen Scherzo replied to the petitioner . The plastic bags are biodegradable . The Friends committee will have a memorandum of understanding that they will continue the ongoing maintenance, and support . They are meeting with Latham Center staff to discuss the possibility of those individuals assisting in property maintenance . The Stanton Foundation offers capital improvement grants after the dog park has been built and open for one year . They are trying to reduce the costs and the use of sweat equity to make it more attractive to residents . Selectperson deRuyter moved article 24 as printed in the warrant, Selectperson Dickson second . The Board voted 1 -Yes 4- No . Discuss Process to Appoint New Audit Committee Members The Attorney General approved the bylaws that town meeting created last year . They can now move forward with creating the Audit Committee . Based on the charge there are staggered terms of memberships, with 2 members appointed by each the Finance Committee and the Select Board , and one member appointed by the Moderator . Finance Committee members can be appointed to the committee if they so choose . Mr . Lombardi would like to post the vacancy of the committee, and work with one Select Board member to present the favored nominations to the entire Board . The moderator would like to follow this tract as well and the Finance Committee will be discussing their approach at an upcoming meeting . Selectperson deRuyter would like at least one member to have municipal experience in some capacity as it is different i than a private company . Selectperson Chaffee supports the idea . Vote on Proposed FY21 Operating Budget Appropriations to Brewster Affordable Housing Trust Fund and s Capital Stabilization Fund This was initially discussed and voted on at the last meeting but the Chair requested a vote with a full Board . $ 150, 000 . 00 would be appropriated to each fund from the short term rental revenues . There would be a separate appropriation for the remainder from free cash . Selectperson Bingham moved the FY21 Operating Budget Appropriations to Brewster Affordable Housing Trust Fund and Capital Stabilization Fund , Selectperson Chaffee second . The Board voted 5 -Yes 0- No I Vote on Proposed FY21 Operating Budget Appropriations to Brewster Affordable Housing Trust Fund and Capital Stabilization Fund Selectperson Chaffee recused herself from the conversation . Selectperson Bingham thought the Board was going to wait until we could determine how much revenue would be generated before it was decided how it would be utilized . Mr . Lombardi feels that $ 250, 000 is a conservative number . It should be more in future fiscal years . The financial reserves policy the select board created noted that the short term rental funds www . brewster-ma . gov BoS 03 -02-20 Page 4 of 6 i i �asp01119 unurU� call Ae W� Town of Brewster Office of: Alf 2198 Main Street Select Board �� Town Administrator - Brewster, MA 026314898 s' -.-= � Phones (508) 896- 3701 Fax : ( 508) 896-8089 would be used for the capital stabilization fund . Selectperson deRuyter would like a better grasp of the revenue source before allocating it . His past declaration of needing a permanent funding mechanism for the housing trust in order for it to have a long term impact supports proposing adopting a policy that 50% of short term rental tax revenue is budgeted to the housing trust fund on an annual basis . This money is derived directly from the resource that causes the housing crisis . Not defining the entire 100% gives the flexibly of using some of the funds . If some portion is placed into the stabilization fund , it cannot be used without a town meeting vote . Strategy of how they allocate the new funding resource was considered . The capital stabilization fund was used this time, because they know there are projects on the horizon which would lessen the impact of the tax rate on the residents . Selectperson Dickson supported Selectperson deRuyter' s proposal , as did Chair Whitney. This could be reallocated as a financial policy at a later time down the road by a future board . The Board further discussed how to allocate the other 50% of the funds . Selectperson Bingham would like 25 % to be used in the stabilization fund and 25 % to OPEB . Mr . Lombardi reminded the Board they had adopted a policy and funding plan for OPEB at a prior meeting . Chair Whitney would like the TA to recommend to the Board where the other 50% should go annually . Mr . Lombardi will develop a policy and bring that back to the board at a future meeting . Selectperson Dickson would like to see wording that he intent of the remainder of the funding is to be used for non - budgetary matters, but not exclusively preclude Its Review and Vote on Select Board' s Capital Expenditures Plan Report to Town Meeting A one page summary was included in the packet . This is consistent with the capital improvement plan from the Capital Planning Committee . The bylaw calls out that a 5 year plan be placed in the warrant . Selectperson deRuyter asked about the amount for Stonybrook . That would be for replacement of the roof and shingles approved by the elementary school committee last fall . That could change in the future, after the consolidation studies . Selectperson Dickson asked about the Nauset MSBA funding to be added to grants and gifts line . Selectperson Dickson moved to approve the Select Board ' s Capital Expenditures Plan Report to Town Meeting, Selectperson deRuyter second . The Board voted 5 -Yes 0- No . i Review and Vote on FY21 Departmental Budgets Selectperson Dickson moved to approve the FY21 Departmental Budget as presented , Selectperson Chaffee second . The Board voted 5 -Yes 0- No . i Review and Vote on Spring 2020 Town Meeting Warrant Articles Selectperson DeRuyter moved to approve Warrant article 4, Assessment Formula for Nauset Regional Schools, Selectperson Bingham second . The Board voted 5—Yes 0- No j Selectperson deRuyter moved to approve Warrant article 5 , Town Operating Budget, Selectperson Bingham second . The Board voted 5—Yes 0- No Selectperson deRuyter moved to approve Warrant article 6, Golf Department Reserve Fund , Selectperson Bingham second . The Board voted 5—Yes 0- No www . brewster-ma . gov BoS 03- 02- 20 Page 5 of 6 x E i �4� 1E W /4��y/ Town of Brewster Office of: Select Board 2198 Main Street Town Administrator �0 " Brewster, MA 026314898 �VO A Phone : ( 508) 896 = 3701 Fax: ( 508) 896= 8089 till �aa\ea Selectperson deRuyter moved to approve Warrant article 7, Water Department Enterprise Fund , Selectperson Bingham second . The Board voted 5—Yes 0- No Selectperson deRuyter moved to approve Warrant article 12 , Skipping Program , Selectperson Bingham second . The Board voted 5—Yes 0- No Selectperson deRuyter moved to approve Warrant article 13 , Acceptance of Grants and Gifts, Selectperson Bingham second . The Board voted 5—Yes 0- No Selectperson deRuyter moved to approve Warrant article 14, Repair & Resurface Town Roads/Chapter 90 Funds, Selectperson Bingham second . The Board voted 5—Yes 0- No Selectperson deRuyter moved to approve Warrant article 15, Capital Stabilization Fund , Selectperson Bingham second . The Board voted 5—Yes 0- No Mr . Lombardi further explained the article and would like to add withdrawal from stabilization article with the capital article . Selectperson deRuyter moved to approve Warrant article 22, Town Code Amendment/ Placement of Articles, Selectperson Bingham second . The Board voted 5—Yes 0- No FYIs Mr . Lombardi noted the formal acknowledgement of the Green Communities Designation . He publicly thanked Donna Kalinick and the Energy Committee and Margaret Song from Cape Light Compact . This funding will include $ 10, 000 . 00 to fund a part time energy manager position . Future Meetings — March 16 & 30, April 13 & 27 , 2020 Adjournment Selectperson Chaffee moved to adjourn at 8 : 20 pm , Selectperson deRuyter second . The Board voted 5-Yes 0- t No . r Respectfully submitted , Robin Young { i Approved : 16 /l'iAr 2D2o Signed : Date Selectperson iere Board of Selectman deRvY �re r Accompanying Documents in Packet : agenda , consent agenda, citizens petitions, audit committee language, capital plan, budget information, town meeting warrant, fyi ' s i i i i www , brewster- ma . gov BoS 03 -02-20 Page 6 of 6 I 1 1