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HomeMy Public PortalAboutSelect Board Meeting Packet - 07.06.2020 Town of Brewster Select Board 2198 Main St., Brewster, MA 02631 townadmin@brewster-ma.gov (508) 896-3701 MEETING AGENDA Remote Participation Only July 6, 2020 at 6:00 PM This meeting will be conducted by remote participation pursuant to Governor Baker’s March 2020 orders suspending certain Open Meeting Law provisions and imposing limits on public gatherings. No in-person meeting attendance will be permitted. If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on the Town website as soon as possible. The Town has established specific email addresses for each board and committee so the public can submit comments either before or during the meeting. To submit public comment or questions to the Select Board, please email: selectboardmeeting@brewster-ma.gov. To view the:  Live broadcast: Tune to Brewster Government TV Channel 18  Livestream: Go to www.livestream.brewster-ma.gov  Audio/video recording: Go to www.tv.brewster-ma.gov To submit public comments or questions before or during the meeting email: selectboardmeeting@brewster-ma.gov Select Board Mary Chaffee Chair Benjamin deRuyter Vice Chair Cynthia Bingham Clerk David Whitney Edward Chatelain Town Administrator Peter Lombardi Assistant Town Administrators Susan Broderick Donna Kalinick Executive Assistant to the Town Administrator Robin Young 1. Call to Order 2. Declaration of a Quorum 3. Meeting Participation Statement 4. Recording Statement 5. Public Announcements and Comment: Members of the public may address the Select Board on matters not on the meeting’s agenda for a maximum 3-5 minutes at the Chair’s discretion. Under the Open Meeting Law, the Select Board is unable to reply but may add items presented to a future agenda. 6. Select Board Announcements and Liaison Reports 7. Town Administrator’s Report Pages 2-9 8. Consent Agenda Pages 10-18 a. Revised Fiscal Year 2021 1/12 Budget Submissions to MA Department of Revenue for August and September 2020 b. One Day Liquor Licenses for Chatham Bars Inn Public Farm Dinners: July 9, July 23, August 6, August 20, and September 3, 2020 c. Cape Cod Sea Camps Request to Use Public Address System 9. Discuss and Vote on FY20 Year-End Transfer Requests – Mimi Bernardo, Finance Director Pages 19-23 10. Overview of Local Tax Relief Options and Proposed Creation of Working Group P. 24-44 11. 6:30pm Public Hearing Renewal of Entertainment Licenses for Brewster Inn, Inc. d/b/a Woodshed; Brewster VFW Post #9917; Brown Dog Investments, Inc d/b/a Laurino’s Tavern; Bushwood LLC, d/b/a Harbor Lights Mini Golf; Cape Cod Repertory Theatre; Friends of Brewster Elders/Brewster Council on Aging; Ocean Edge Resort Limited Partnership d/b/a Ocean Edge Inn and Conference Center; Ocean Edge Resort Limited Partnership d/b/a Linx Tavern; Shady Knoll Tent Sites, Inc. d/b/a Shady Knoll Campground; Sweetwater Forest Inc d/b/a Sweetwater Forest Pages 45-49 12. Update on Latest Coronavirus Developments and Review of Current State & Local Guidance/Directives Pages 50-161 13. Discuss Status of Private Events in Drummer Boy Park in August/September 2020 162-8 14. Discuss and Vote on New Select Board Rules of Order Policy Pages 169-176 15. Discuss and Vote on New Select Board Liaison Policy Page 177 16. Discuss and Vote on Proposed FY21 Select Board Liaison Assignments Pages 178-180 17. For Your Information Pages 181-197 18. Matters not Reasonably Anticipated by the Chair 19. Questions from the Media 20. Next Meetings: July 20 and July 27 21. Adjournment Date Posted: Date Revised: Received by Town Clerk: 07/01/2020 07/01/2020 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Select Board Town Administrator Memo To: Brewster Select Board From: Colette Williams, Town Clerk Date: July 1, 2020 RE: June 2020 Voting I could be off by a ballot or 2 in a category because there is no report that gives the information I was looking for, so I counted by different reports. Prec. 1 Prec. 2 Prec. 3 Total Early Voting Ballots Requested 248 269 164 681 Returned & Counted 200 248 129 577 Returned Late/Not Returned 9/39 10/11 5/30 24/80 Absentee Voting Ballots Requested 83 104 77 264 Returned & Counted 68 82 61 211 Returned Late/Not Returned 2/13 4/18 3/13 9/44 Visited the Polls in Person 118 61 124 303 1 Donna Kalinick From:James Jones Sent:Friday, June 26, 2020 7:24 AM To:Cynthia St. Amour Cc:Peter Lombardi Subject:boxes Good morning Cindy, We installed the share a book library boxes yesterday afternoon, they are ready for books. At Drummer Boy, Breakwater and Crosby beaches, they are located near the entrance paths at each location. Thank you, Jimmy 2 -- Cindy St Amour 1 Donna Kalinick From:Gervasio, Frank H. (DOR) <gervasiof@dor.state.ma.us> Sent:Wednesday, June 24, 2020 10:18 AM To:Peter Lombardi Subject:Community Compact Grant - Drummer Boy Park Attachments:Grant standard-contract-form CCC Brewster Drummer Boy Park.pdf; Grant Agreement CCC Brewster Drummer Boy Park.pdf; comm-termsconditions.pdf; CONTRACT SIG FORM.pdf Good morning Peter, Please see attached the documents that make up the grant contract for $33,000 for the Town of Brewster for the costs associated with the update of the Town’s Master Plan for Drummer Boy Park: Standard state contract form, Grant Agreement, Contract signatory form and Commonwealth Terms & Conditions form. The standard state contract document requires an authorizing signature at the bottom of page one. The contract signatory form is two pages and requires several signatures. The terms and conditions document requires a signature on page two. Please print these documents, sign everything, and mail all four of the documents to me at the address below. Please print everything single-sided (no double-sided) and do not staple. Sean Cronin will then sign as well and I will email you a copy of the executed contract. Frank Gervasio Division of Local Services Commonwealth of Massachusetts PO Box 9569 Boston, MA 02114 The full amount of the grant will be paid within 45 days of the execution of the contract. You have until two years from the signing date to complete the project. The project will be considered complete upon submission to the Division of Local Services of a letter certifying completion of the project and identifying how the results are being used (as opposed to just sitting on a shelf somewhere). You must submit any reports or other documents (financial policies, Complete Streets policy, etc.) created as part of the project, too. If you have any questions, please feel free to contact me. Thank you, Frank 2 Frank Gervasio Division of Local Services Department of Revenue PO Box 9569 Boston, MA 02114 Office: 617-626-2345 This email and any files transmitted with it are confidential and intended solely for the use of the individual or entity to whom they are addressed. If you have received this mail in error please notify the postmaster at dor.state.ma.us. 1 Donna Kalinick From:Chris Miller Sent:Thursday, June 25, 2020 9:30 AM To:Ryan Burch; David Johnson; Peter Lombardi Cc:James Jones Subject:Re: Paines Creek foot brudge Attachments:IMG_20200624_161158.jpg; IMG_20200625_092614.jpg Change in plan. Bridge is in, doing handrails now. Raised walk next week, old bridge may stay for a bit. The linked image cannot be displayed. The file may have been mov ed, renamed, or deleted. Verify that the link points to the correct file and location. -- Chris Miller, Director Brewster Department of Natural Resources From: Peter Lombardi <plombardi@brewster-ma.gov> Sent: Wednesday, June 24, 2020 9:51:59 PM To: Chris Miller <cmiller@brewster-ma.gov>; Ryan Burch <rburch@brewster-ma.gov>; David Johnson <davidjohnson@brewster-ma.gov> Subject: RE: Paines Creek foot brudge Looks great - thanks much guys! This will make a lot of folks happy and be a lot safer. Sent from my Verizon, Samsung Galaxy smartphone -------- Original message -------- From: Chris Miller <cmiller@brewster-ma.gov> Date: 6/24/20 4:43 PM (GMT-05:00) To: Peter Lombardi <plombardi@brewster-ma.gov>, Ryan Burch <rburch@brewster-ma.gov>, David Johnson <davidjohnson@brewster-ma.gov> Subject: Paines Creek foot brudge Good progress today. We want to install the bridge and elevated walk within 24 hours to minimize damage to the marsh from foot traffic. Might be Tues/Wed next week before install of the actual 30' bridge section. See Brewster Select Board Meeting of July 6, 2020 Consent Calendar Items 1 A. Revised Fiscal Year 2021 1/2th Budget Submission to MA Department of Revenue for August and September 2020 The Department of Revenue has asked for a revision in the amounts requested for July and August under MGL Chapter 53 of the Acts of 2020, Section 5, which authorizes the director to allow deficit expenditures for continued operations beginning July 1, 2020 of not less than 1/12th of the town’s FY2020 budget. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve the revised July and August amounts as outlined by the Finance Director’s memo. B. One Day Liquor Licenses Chatham Bars Inn Farm is requesting five 1 day liquor licenses for Farm to Table dinners scheduled for; July 9 & 23, August 6 & 20, and September 3. Beer, wine and a specialty cocktail will be served. All of the dinners at the CBI Farm have been setup to comply with the current COVID-19 Guidelines. They are taking reservations for parties up to 6 per table and maintaining at least 6ft between each table setup. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request . C. Cape Cod Sea Camps Request to Use Public Address System Cape Cod Sea Camps is asking the Select Board to allow use of their loudspeaker for announcements and intermittent bugle calls this summer. ADMINISTRATIVE RECOMMENDATION We recommend the Board vote to approve this request. TOWN OF BREWSTER 2198 MAIN STREET BREWSTER,MA 02631 PHONE:(508)896-3701 EXT 1147 FAX:(508)896-8089 ACCOUNTANT@BREWSTER-MA.GOV WWW.BREWSTER-MA.GOV OFFICE OF TOWN ACCOUNTANT MEMORANDUM To: Brewster Selectboard From: Mimi Bernardo, Finance Director RE: Revised 1/12th Budgets for August & September, 2020 Date: June 29, 2020 I am requesting approval for revised amounts for the 1/12th budgets for August and September, 2020. These revised amounts are higher than what was approved at the June 15th Selectboard meeting. I have been advised by the DOR that though the previous amounts will cover our anticipated costs until town meeting on September 15th, they do not meet the legal amount required. MGL Chapter 53 of the Acts of 2020, Section 5, authorizes the director to allow deficit expenditures for continued operations beginning July 1, 2020 of not less than 1/12th of the town’s FY2020 budget. Brewster’s total appropriations for Fiscal Year 2020 equal $56,336,792.00, which means our approval for monthly budget requests must exceed a threshold of just under $4.7million each month. The 1/12th budget for July meets this threshold and has already been approved. FY20 1/12th Operating Budgets August September Total General Fund General Government 168,512 168,512 337,023 Public Safety 461,744 461,744 923,488 Education 2,500,000 2,500,000 5,000,000 Public Works 139,312 139,312 278,624 Human Services 60,996 60,996 121,992 Culture & Recreation 63,128 63,128 126,255 Debt 790,686 790,686 1,581,372 Local Assessments --- Employee Benefits 939,875 939,875 1,879,750 Utilities 34,764 34,764 69,529 Liability Insurance --- Total General Fund 5,159,017 5,159,017 10,318,033 Golf Fund Operating Expenses & Salaries/Wages 134,562 134,562 793,786 Debt 70,212 70,212 210,635 Employee Benefits 28,807 28,807 326,973 Utilities 833 833 27,500 Liability Insurance --91,080 Total Golf Fund 234,414 234,414 1,449,974 Water Fund Operating Expenses & Salaries/Wages 100,145 100,145 315,435 Debt 60,827 60,827 182,480 Employee Benefits 18,734 18,734 246,195 Utilities 14,000 14,000 42,000 Liability Insurance 83 83 63,820 Total Water Fund 193,789 193,789 849,930 Community Preservation Fund Administrative Expenses & Wages 7,875 7,875 23,625 Debt --272,000 Total CPA Fund 7,875 7,875 295,625 Total Municipal Expenditures 3,095,094 3,095,094 6,190,188 Total School Expenditures 2,500,000 2,500,000 5,000,000 GRAND TOTAL 5,595,094 5,595,094 11,190,188 *school expenditures include assessments for NRSD & CCT Amounts to be voted by the Brewster BOS per Chapter 53 s5 of the Acts of 2020: Defitcit Spending Approval June 27, 2020 Select Board Town Administrator 2198 Main Street Brewster Town Hall Brewster, MA 02631-1898 Dear Sir/Madam: It will be a different summer for the Town of Brewster and the Cape Cod Sea Camps in 2020. It is with great sadness and heavy hearts that Cape Cod Sea Camps has made the difficult decision to suspend the 2020 overnight and day camp programs and begin to focus on the 2021 summer. Instead, we will plan some virtual programs for our campers, staff and alumni in an effort to connect and engage in other ways until we can gather together again. Many members of the Brewster community have expressed their understanding and support with this news. We have also been asked by several neighbors to periodically play taps and reveille throughout the summer. They enjoy the tradition, keeps them on a schedule and they say “it isn’t summer without it!” We also would like to maintain our ability to make emergency announcements if necessary. Therefore, we are requesting your permission to use our Public Address System for bugle calls or announcements on a very limited basis this season at CCSC. We will continue to make every attempt to keep the volume at the lowest possible decibels and to make only necessary announcements. We want to be a “good neighbor” in Brewster and supportive of the Brewster community. As always, we extend an invitation to any member of the Board and of course, our Town Administrator, to come and visit camp and tour the grounds. Just give us a call at camp! We appreciate your continued understanding in these challenging times. Thank you for your consideration. Sincerely yours, Christie Christine J. Peterson Resident Camp Director TOWN OF BREWSTER 2198 MAIN STREET BREWSTER,MA 02631 PHONE:(508)896-3701 EXT 1147 FAX:(508)896-8089 ACCOUNTANT@BREWSTER-MA.GOV WWW.BREWSTER-MA.GOV OFFICE OF TOWN ACCOUNTANT June 29, 2020 To: The Brewster Selectboard & the Brewster Finance Committee From: Mimi Bernardo, Finance Director RE: Year End Transfers per M.G.L. Chapter 44, Section 33B (b) Dear Brewster Selectboard & Brewster Finance Committee, I am writing to request authorization for transferring the following funds per MGL Ch44 s33B (b): 1.Transfer to Veterans Benefits Expense: transfer in up to $15,000.00; current deficit is -$10,313.00 2.Transfer to County Tax Assessment Account: transfer in up to $15,000.00; current deficit is -$12,000.00* 3.Transfer from General Fund Health Insurance: transfer out no more than $30,000.00; Current balance is $245,852.00 Note: amount transferred will be the actual deficit when all FY20 expenses have been posted to the ledger; the amount transferred will not exceed amount requested. Final amounts will not be known until 7/15/20. Thank you for your consideration. Regards, Mimi Bernardo *June Cherry Sheet Assessments have not been posted to the ledger yet. Once posted, this will leave a total negative balance of approx. $12,000.00 in the State/County Assessments Budget. Segment 1: 001 Segment 2: 999 Segment 4: 543, 997 Filter by: Account Number Name Allocated Expended Ending % Var. Ledger History - Allocated Summary - Expenditure Ledger Parameters:Fiscal Year: Start Date: end:2020 7/1/2019 6/30/2020 Group as:***-***-***-111-****-****-***-** Code: 543 - VETERANS SERVICESGroup 1:Segment 4: Department 001-999-500-543-5400-5621-620-99 Veterans Services Assessment 28,967.00 -28,966.65 0.35 100.00 001-999-500-543-5400-5770-700-99 Veterans Benefits 78,587.00 -88,900.23 -10,313.23 113.12 -117,866.88 -10,312.88107,554.00 109.59Total Group 1:Segment 4: Department Code: 543 - VETERANS SERVICES Code: 997 - STATE COUNTY ASSESSMENTSGroup 1:Segment 4: Department 001-999-800-997-5601-5620-620-99 StateCty Assmt - County Tax Assessment 299,997.00 -325,382.00 -25,385.00 108.46 001-999-800-997-5601-5639-620-99 StateCty Assmts - Mosquito Control Proj CH 252 116,310.00 -106,728.00 9,582.00 91.76 001-999-800-997-5601-5640-620-99 StateCty Assmt - Air Pollution Control CH 676 5,584.00 -5,126.00 458.00 91.80 001-999-800-997-5601-5644-620-99 StateCty Assmt - RMV-Nonrenewal Excise ChgASSESSMENTS RMV - 9,160.00 -7,700.00 1,460.00 84.06 001-999-800-997-5601-5647-620-99 StateCty Assmt - School Choice Assmt 140,928.00 -118,046.00 22,882.00 83.76 001-999-800-997-5601-5663-620-99 StateCty Assmts - Regional Transit Auth CH 161B 52,584.00 -48,202.00 4,382.00 91.67 -611,184.00 13,379.00624,563.00 97.86Total Group 1:Segment 4: Department Code: 997 - STATE COUNTY ASSESSMENTS -729,050.88 3,066.128 Account(s) totaling: 732,117.00 99.58 6/29/2020 2:07:01 PM Page 1 of 1Printed by: mbernardo Account Number Name Allocated Expended Ending % Var. Ledger History - Allocated Summary - Expenditure Ledger Parameters:Fiscal Year: Start Date: end:2020 7/1/2019 6/30/2020 Group as:***-***-***-111-****-****-***-** Code: 910 - FRINGE BENEFITSGroup 1:Segment 4: Department 001-999-100-910-5400-5178-100-99 Group Insurance 1,964,285.92 -1,718,434.05 245,851.87 87.48 -1,718,434.05 245,851.871,964,285.92 87.48Total Group 1:Segment 4: Department Code: 910 - FRINGE BENEFITS -1,718,434.05 245,851.871 Account(s) totaling: 1,964,285.92 87.48 6/29/2020 2:21:14 PM Page 1 of 1Printed by: mbernardo Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 MEMORANDUM TO: Select Board FROM: Peter Lombardi, Town Administrator CC: Mimi Bernardo, Finance Director; Jim Gallagher, Deputy Assessor; Lisa Vitale, Treasurer/Collector; Donna Kalinick, Assistant Town Administrator for Community Development & Finance RE: Local Tax Relief Options and Plan to Develop Working Group DATE: July 2, 2020 Last year, the Board identified engagement of all relevant stakeholders in a policy discussion on the residential exemption as a priority goal in our FY20-21 Strategic Plan. After Jim and I attended a presentation in Eastham by the MA Department of Revenue’s Division of Local Services about the residential exemption last fall, the Finance Team (cc’ed) has met on numerous occasions to both specifically discuss the residential exemption and talk more broadly about local tax relief options. After undertaking some preliminary analyses of how the residential exemption might be implemented here in Brewster, we believe that it would be beneficial to examine a variety of local tax relief options. As you may know, the state offers numerous local option exemptions, several of which we have already adopted – see Jim’s memo and related correspondence on our current standard exemptions for elderly, veterans, and blind residents. In addition to these exemptions, we also have our volunteer tax work- off programs for both seniors and veterans. These programs are primarily funded through the overlay, with some limited state reimbursement. Other options to consider, besides MGL Chapter 59 Section 5C (residential exemption), include:  MGL Chapter 44B Section 3(e)(1) – which exempts certain low/moderate income residents from the CPA surcharge  MGL Chapter 59 Section 5 Clause 41C1/2 – which applies the same eligibility criteria as the state’s senior circuit breaker program A handful of towns have also developed special legislation to create local tax relief programs that achieve their community’s specific policy goals. There is also pending legislation that would create a new local option means tested exemption for seniors. Each of these tools are nuanced in their policy effect and can be complicated in their implementation. Office of: Select Board Town Administrator Given the financial stressors that many of our residents are currently facing or may encounter in the months ahead as we continue to deal with the effects of the pandemic, we want to engage in a comprehensive review of all available options to better understand their intended and actual effect. Since the entire Finance Team will have to be actively engaged in this effort, we are looking to begin this work in the fall - after the FY20 books have been closed, FY20 Free Cash has been certified, FY21 budget has been approved, and October tax bills have been issued. In addition to town staff, we are looking to have the following individuals involved in this initial data gathering and analysis work: Select Board liaison to the Board of Assessors; Finance Committee liaison to the Board of Assessors; and, 1 member of the Board of Assessors. We will plan to present our findings to the Select Board and to then engage in broader outreach to all impacted constituencies before moving forward with any of our recommendations. TOWN OF BREWSTER 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1237 FAX: (508) 896-8089 WWW.BREWSTER-MA.GOV OFFICE OF: BOARD OF ASSESSORS Memo to: Peter Lombardi, Town Administrator From: James Gallagher, Deputy Assessor Date: June 3, 2020 RE: Currently Adopted Local Options for Tax Exemption The following is a summary of the two local options for tax exemption within MGL Chapter 59 Section 5 that the Town of Brewster has adopted. MGL Chapter 59, Section 5, Clause 17D: Clause 17D is an exemption for seniors over age 70. To qualify for 17D, there is an asset limit but no income limit. Qualifying seniors must be domiciled at the subject property for not less than 5 years. Clause 17D was first adopted by the Town of Brewster in May 1987. The original asset limit was $40,000 for both singles and married couples. The original exemption amount was $175. In May 2002, the option to adjust the asset limit by the DOR COLA was adopted. The Department of Revenue’s Cost of Living Adjustment is reported prior to the beginning of each fiscal year. In May 2018, the option to adjust the exemption amount by the DOR COLA was adopted. For FY2021, the Clause 17D exemption amount will be $189.56 and the asset limit will be $64,232.33. All local options under Clause 17D have been exercised to provide the maximum benefit and to relax the asset limits as much as possible. Each yea r the exemption amount and asset limits will continue to be adjusted in accordance with the DOR COLA. MGL Chapter 59, Section 5, Clause 41C: Clause 41C was adopted by the Town of Brewster in May 1987. The original exemption amount was $500. In November 2002, the age, income, asset, and exemption amounts were locally adjusted to provide the maximum benefit with the most relaxed limits possible. The current exemption amount is $1,000. In May 2018, the income and asset limits were further adjusted to fol low the DOR COLA. The original age requirement for Clause 41C was age 70, which has locally been reduced to age 65. The original income limit for singles was $13,000/year which was adjusted to $20,000/year in 2002 and now increase s annually by the COLA. The original income limit for married couples was $15,000 which was adjusted to $30,000/year in 2002 and now increases annually by the COLA. The original asset limit for singles was $28,000 which increased to $40,000 in 2002 and now increases by the COLA. The original asset limit for married couples was $30,000 which increased to $55,000 in 2002 and now increases by the COLA. TOWN OF BREWSTER 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1237 FAX: (508) 896-8089 WWW.BREWSTER-MA.GOV OFFICE OF: BOARD OF ASSESSORS For FY2021 the Clause 41C exemption amount is $1,000. The age requirement is 65. The income limit is $21,663.56 for singles or $32,495.34 if married. The asset limit is $43,327.57 for singles or $59,574.79 if married. The income and asset limits are currently maxed out but continue to be adjusted each year by the COLA. The exemption amount is maxed out at $1,000. Qualifying ap plicants must have been domiciled in Massachusetts for 10 years, owned property in Massachusetts for 5 years, and be domiciled at the subject property as of July 1 of the current fiscal year. The Town of Brewster also adopted MGL Chapter 59, Section 5k in November 2001 and Section 5n in May 2018. These are the Volunteer Senior Workoff Program (5k) and Volunteer Veteran Workoff Program (5n). On July 1, 2020, the Board of Assessors will begin accepting applications for FY2021 tax exemptions. Tax exemptions are available for qualifying primary resident seniors, veterans, and blind tax payers. Renewal applications have been mailed to those who received the exemption last year. See the following guidance and application links for eligibility requirements. Please note that all elderly exemption applicants MUST make an appointment with Brenda Locke or Deb Johnson at the Council on Aging to submit and review their application materials. They can be reached at (508) 896-2737 or by email at blocke@brewster-ma.gov or djohnson@brewster-ma.gov . Brewster Elderly Exemption Letter (can you make link to the attached PDF?) Massachusetts Guides to Senior Property Tax Exemptions: https://www.mass.gov/doc/qualifying- senior-citizens/download ; https://www.mass.gov/doc/qualifying-surviving-spouses-minor-children-and- elderly-persons/download Elderly Exemption Application: https://www.mass.gov/doc/form-96-1/download Brewster Veterans Exemption Letter (can you make link to the attached PDF?) Massachusetts Guide to Veterans Property Tax Exemptions: https://www.mass.gov/doc/qualifying- veterans/download Veteran Exemption Application: https://www.mass.gov/doc/form-96-4/download Brewster Blind Exemption Letter (can you make links to the attached PDF?) Massachusetts Guide to Blind Persons Property Tax Exemptions: https://www.mass.gov/doc/blind- persons/download Blind Exemption Application: https://www.mass.gov/doc/form-96-3/download James Gallagher Deputy Assessor Town of Brewster 508 896 3701 ext. 1123 jgallagher@brewster-ma.gov TOWN OF BREWSTER 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1237 FAX: (508) 896-8089 (OVER) WWW.BREWSTER-MA.GOV OFFICE OF: BOARD OF ASSESSORS July 1, 2020 TO: Eligible Brewster Senior Taxpayers FROM: Brewster Board of Assessors RE: Fiscal Year 2021 Elderly Real Estate Tax Exemptions, Clause 41C and 17D Please read instructions carefully as some requirements have changed. Dear Taxpayer, Our records indicate that you have previously received or have requested information about Elderly Real Estate Tax Exemptions. As a reminder, an application for exemption must be filed each fiscal year. Please find a copy of the application enclosed. The Elderly Real Estate Tax Exemptions are available to qualifying seniors who meet certain eligibility requirements. Applicants must own and occupy the subject property as their domicile (primary residence). The Clause 41C Exemption for FY2021 is a $1,000 tax exemption and the Clause 17D Exemption for FY2021 is a $189.56 tax exemption. Applicants who qualify for more than one exemption will only be granted the exemption which provides the greatest benefit. For Clause 41C exemptions ($1,000 exemption):  Applicants must be 65 years of age as of July 1, 2020.  Applicants must be domiciled at the subject property in Brewster as of July 1, 2020.  Applicants must have been domiciled in Massachusetts for 10 years and owned property in Massachusetts for 5 years as of July 1, 2020.  The Fiscal Year 2021 Income Limits for those receiving social security or railroad retirement, or federal, Massachusetts or Massachusetts political subdivision employee pensions, annuities or retirement plans are $26,497.56 for singles or $39,746.34 if married  For those not receiving social security or railroad retirement, or federal, Massachusetts or Massachusetts political subdivision employee pensions, annuities or retirement plans the income limits are $21,663.56 per year for singles, or $32,495.34 per year if married  The FY2021 Asset Limits are $43,327.12 for singles, or $59,574.79 if married WWW.BREWSTER-MA.GOV For Clause 17D exemptions ($189.56 exemption):  Applicants must be 70 years of age as of July 1, 2020  Applicants must be domiciled at the subject property in Brewster for 5 years as of July 1, 2020  There is no income limit for a Clause 17D exemption, however the asset limit for FY2021 is $64,232.33 whether single or married. The income and asset limits are calculated as of July 1, 2020. See below for required documentation. Income is reviewed for the prior calendar year (2019). Income includes, but is not limited to: salary or wages, social security benefits, annuities, pensions, mandatory distributions, rental income, interest, dividends, lottery winnings, life insurance proceeds, etc. Assets include but are not limited to: cash, checking, savings, stocks, bonds, money markets, IRA, loans receivable, personal property, real estate (other than the subject property), pensions, 401(k), annuities once eligible for distribution, etc. To submit your application you MUST make an appointment with Brenda Locke or Deb Johnson at the Council on Aging by calling (508) 896-2737 or by contacting them by email at blocke@brewster-ma.gov or djohnson@brewster-ma.gov . They will review the required documents and assist you in completing the application. Completed applications submitted and received by August 31, 2020 will be reviewed prior to the issuance of the fall tax bills. Applications will continue to be accepted until April 1, 2021 and will be reflected in the second half tax bill. Required Documentation:  A Birth Certificate is necessary to prove age of first time applicants. Other forms of identification will be reviewed for acceptability for repeat applicants.  Financial Documents: o Federal Tax Return for the prior calendar year (2019) including any and all 1099 forms. If no tax return was filed, an IRS Verification of Non-filing may be required. o Financial statements as of July 1, 2020 for all accounts and assets listed above.  Joint Ownership: If the applicant owns the property with anyone other than his or her spouse, each of those co-owners must also meet the income and asset limits for the applicant to qualify.  Trusts: Applicants for property held in a trust MUST be BOTH a TRUSTEE and a BENEFICIARY of the trust, as well as meeting all other eligibility requirements. Additional trust documentation may be required. Sincerely, James M. Gallagher, MAA Deputy Assessor TOWN OF BREWSTER 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1137 FAX: (508) 896-8089 WWW.BREWSTER-MA.GOV OFFICE OF: BOARD OF ASSESSORS July 1, 2020 RE: Real Estate Tax Exemption for Veterans Dear Qualifying Veteran Taxpayer or Spouse, According to our records, you have previously received or showed an interest in the Veteran’s Real Estate Tax Exemption. This exemption is allowed once evidence of status, ownership, domicile, and occupancy have been verified. As a reminder, an application for exemption must be filed each fiscal year. In order to process this exemption for Fiscal Year 2021 please complete the enclosed application. If you return a complete application to the Assessor’s Office by August 31, 2020 we will be able to include the exemption on your first half tax bill for FY2021. Applications will still be accepted until April 1, 2021, however, the exemption may not be processed in time to appear on your bill. If you are filing for the exemption for the first time, please attach a copy of your disability information from the Veterans Administration with the percent of disability and your Brewster address. Please contact the Assessors’ Office at (508) 896-3701 ext. 1137 if you have any questions. If you are a veteran who has a disability rating of 100%, please attach a current copy of your disability letter from the Veterans Administration annually. If you are a surviving spouse (who has never remarried) of a veteran who went missing in action during active duty and are presumed to have died, or veterans who died as a proximate result of injuries sustained or illnesses contracted during active duty service, please provide certification from the U.S. Department of Veterans Affairs (VA) or branch of U.S. military service from which discharged or in which served. This documentation is required for first time applicants and entitles surviving spouses to an additional exemption. Pleases Contact the Assessors Office for additional information. Sincerely, James M. Gallagher, MAA Deputy Assessor TOWN OF BREWSTER 2198 MAIN STREET BREWSTER, MA 02631 PHONE: (508) 896-3701 EXT 1137 FAX: (508) 896-8089 WWW.BREWSTER-MA.GOV OFFICE OF: BOARD OF ASSESSORS July 1, 2020 RE: Real Estate Tax Exemption for the Blind (Clause 37A) Dear Taxpayer, According to our records, you have previously received or inquired about the Real Estate Tax Exemption for the Blind. This exemption is allowed once evidence of status, ownership, domicile, and occupancy have been verified. In order to process this exemption for Fiscal Year 2021, please complete the enclosed application. Please attach a copy of a current “Certificate of Legal Blindness” from the Massachusetts Commission for the Blind dated July 1, 2020 or later. If you return a complete application to the Assessor’s Office by August 31, 2020 we will be able to include the exemption on your first half tax bill for FY2021. Applications will still be accepted until April 1, 2021, however, the exemption may not be processed in time to appear on your bill. Please contact the Assessors’ Office at (508) 896-3701 ext. 1137 if you have any questions. Sincerely, James M. Gallagher, MAA Deputy Assessor 1 Donna Kalinick From:DLS Alerts <dls_alerts@dor.state.ma.us> Sent:Thursday, March 5, 2020 7:47 PM To:townadmin Subject:City & Town - March 5th, 2020 New Content on the DLS Municipal Finance Training and Resource Center In January, DLS unveiled our new Municipal Finance Training and Resource Center and related YouTube.com channel. Today, we were happy to publish a video presentation about the Residential Exemption. Also available in the Resource Center is a Residential Exemption Calculator, a tool to assist communities in projecting the impact if a Residential Exemption were to be adopted in their city or town. We’ve also recently added the following: Information Guidelines Releases from the DLS Municipal Finance Law Bureau Legal FAQs about short-term rentals, the budget process in a city, tax collections, and other topics An overview of revenue and appropriation deficits Various financial tools, templates, and calculators Other resources with information on borrowing limits, revolving funds (for both school and non-school departments), and more We will soon be releasing more resources and video presentations about revenue and expenditure forecasting, new growth, debt, and more. Something you'd like to see added? We'd love to hear from you! Please email DLS's Data Analytics & Resources March 5th, 2020 In this issue: New Content on the DLS Municipal Finance Training & Resource Center PERAC's List of Retirement Boards by Funded Ratio - Updated Ask DLS: Community Preservation Act - Part 3 Data Highlight of the Month: Enterprise Fund Retained Earnings RMV Excise March 2020 Update 2 Bureau at DARB@dor.state.ma.us Be sure to bookmark the Municipal Finance Training and Resource Center page and subscribe to our YouTube channel to stay updated on new items added. PERAC’s List of Retirement Boards by Funded Ratio - Updated Tony Rassias - Deputy Director of Accounts PERAC, the Public Employee Retirement Administration Commission, is responsible for oversight, guidance, monitoring and regulation of 99 city, town, county, special purpose district and regional school district public pension systems (municipal systems), and six state public pension systems. PERAC publishes quarterly a list of retirement boards and their last valuation date, the date when the system’s actuarial valuation was last performed. The most recent list is as of 1/1/2020. GASB, the Governmental Accounting Standards Board, requires a new valuation at least every two years, if not more frequently. PERAC’s list also includes three common fiscal metrics as reported by each system that can help assess whether a retirement system is fiscally healthy: Funded Ratio, Investment Return Assumption (Assumed Rate of Return, ARR), and Funding Schedule for amortizing the system’s unfunded actuarial liability (UAL). The purpose of this article is to review the latest list for the 99 municipal systems only and determine how their metrics have changed from one year ago. Funded Ratio PERAC lists each system by its funded ratio, from greatest percentage to least. The funded ratio is the total value of a plan’s assets weighed against its accrued liabilities as of its last valuation date. It indicates the extent to which assets cover system liabilities. A system with a greater funded ratio is considered a stronger system. Leading this list is Leominster at 99.7%, and lagging this list is Springfield at 27%. The group median is 64.8%, up from 64.4% last year. The following two tables list the five leading and five lagging systems along with their valuation dates: Leading the List Important Dates & Information Save the Date: 2020 New Officials Finance Forum The Division of Local Services (DLS) will host its annual New Officials Finance Forum on Thursday, June 4th at the College of the Holy Cross in Worcester. DLS offers the seminar to recently elected or appointed officials every spring. This training introduces municipal finance concepts related to the structure and function of local government including the different roles and functions of local officials and their relation to one another. The purpose is to develop a greater understanding of the municipal budgetary process and the importance of fostering a team approach to municipal finance in your community. We highly encourage any and all new officials to attend. Please spread the word and stay tuned for registration information. BLA Hosts Local Assessment Workshops In March, the Bureau of Local Assessment (BLA) will be conducting three regional workshops as well as a webinar for those unable to attend the workshops. Each session will highlight various topics including updates to the Certification Standards IGR, what to expect if in certification this year, overview of the New Growth review and template, and an update on reviewing the utility class use code 504. The workshops will be held at the following locations: Danvers Wednesday March 18, 2020 10am - noon Danvers Town Hall 1 Sylvia St., Danvers Shrewsbury Tuesday, March 24, 2020 1pm - 3pm Shrewsbury Town Hall Board of Selectmen’s Meeting Room 100 Maple Ave, Shrewsbury. Sandwich Wednesday, March 25, 2020 10am – noon Oakcrest Cove 34 Quaker Meeting House Rd., Sandwich 3 Lagging the List Investment Return Assumption A system’s ARR is a major component in a retirement system’s projected asset growth because of the importance of investment earnings to the system. The ARR is chosen by the retirement system and should represent the long-term rate of return based upon a retirement system’s investment policy. The current list shows that no system has reported an ARR greater than Plymouth County’s at 7.88%, with the lowest in Leominster at 5.5%. Thirty systems reported an ARR of 7.5% to 7.75%. The group median is 7.35%. Webinar Monday, March 30, 2020 1:30pm Test the following link https://zoom.us/test to verify access from your computer. Once verified, please register as stated below. Site registration is required. Please email your site choice, name, community, email address and phone number to John Gillet at bladata@dor.state.ma.us. The Massachusetts Association of Assessing Officers (MAAO) will grant two (2) continuing education credits to assessors attending the Local Assessment Workshops. Massachusetts Dredging Program Grants The Executive Office of Housing and Economic Development (EOHED) is pleased to announce the availability of funding for saltwater dredging projects through the 2020 grant round of the Massachusetts Dredging Program. One-year construction grants will be awarded on a competitive basis, with a particular emphasis placed on shovel-ready projects that contribute to the economic significance, recreational value, public safety, and/or coastal resiliency of the Commonwealth’s coastal harbors. Applications are due April 1, 2020. All 78 Massachusetts coastal municipalities are eligible to apply. See the program’s How to Apply webpage at Mass.gov for complete details and a schedule of information sessions for interested applicants. Housing Choice Initiative Announcing the opening of the online applications for designation as a Housing Choice Community. Applications will close at 3pm on Monday, March 23, 2020. Housing Choice Community (HCC) designation status lasts for two years, so if your community was designated in 2018, you must re- apply in 2020 to maintain your designation status. The online application form is available at https://www.mass.gov/how-to/apply- for-the-housing-choice-designation. The application must be submitted through the online form. A Housing Choice Community designation rewards communities that are producing new housing and have adopted best practices to promote sustainable housing 4 Funding Schedule Each system must amortize its UAL by a fiscal year of its choosing, but no later than by FY2040 per State law. A system’s UAL is the difference between its projected future pension costs, demographic and economic events and the value of its invested assets. Projecting these costs and values requires an actuarial review that includes many factors. PERAC’s FY2018 Annual Report, its most current annual report, shows the unfunded liability for the 99 municipal systems is over $16.4 billion (over $57.7 billion when including all systems within PERAC’s oversight). The following graph illustrates when all 99 systems reportedly will reach full funding. Note that as of 1/1/2020, only three systems, (Leominster, Shrewsbury and Watertown) are expected to be fully funded prior to FY2024 and that FY2035 is the most common date. Marblehead is the last municipal system scheduled for full funding in FY2039. Change from One Year Ago When comparing PERAC’s most recent list to its 1/1/2019 list, only 40 of the 99 municipal systems updated their valuation. If a system’s valuation was not updated, there is no change to the information listed. The following analysis, then, reviews the 40 systems reporting new information. Of these 40 systems, 34 updated their valuations to 1/1/2019, six from 1/1/2018 and 28 from 1/1/2017. The remaining six systems updated their valuations to 1/1/2018, one from 1/1/2017 and five from 1/1/2016. For comparison, this analysis will review these systems by their consistent valuation date. Valuations as of January 1, 2019 development. To find out more about Housing Choice Communities and the FY2019/FY2020 grants, visit the Housing Choice web pages at https://www.mass.gov/housingchoice School Water Improvement Grants Available The Massachusetts Clean Water Trust (Trust) and the Massachusetts Department of Environmental Protection (MassDEP) are pleased to announce the School Water Improvement Grant (SWIG) program. The SWIG program will provide grant funds to purchase and install filtered water bottle filling stations for schools to replace drinking water fountains that have exceeded the Commonwealth’s lead guidance level of 1 part per billion. Eligible School Districts will receive a grant, up front, of $3,000 per fixture. The pilot application round will be open from February 3, 2020 to March 6, 2020. For more information about SWIG please visit www.mass.gov/SWIG. Other DLS Links: Local Officials Directory Municipal Databank Informational Guideline Releases (IGRs) Bulletins Publications & Training Center 5 Seen as a group, funded ratios increased and ARRs decreased in most cases, but no ARR was increased. There was no change to funding schedules in most systems, but 10 systems did push their schedules forward and only one back. Seen individually, Swampscott increased its funded ratio the greatest from 53.5% to 59.6%, and Gardner decreased its ARR the greatest from 7.75% to 7.25%. Dedham extended its funding schedule the longest from 2021 to 2030 and only Gardner reduced its funding schedule from 2034 to 2032. Valuations as of January 1, 2018 Seen as a group, funded ratios increased and ARRs decreased in most cases, but no ARR was increased. There was no change to funding schedules in most systems, but one system pushed its schedule forward and one system pushed it back. Seen individually, Leominster increased its funded ration the greatest from 90.1% to 99.7%, and four systems decreased their ARR from 7.75% to 7.25%. Only Quincy extended its funding schedule from 2036 to 2037 and only Leominster reduced its Tools and Financial Calculators 6 funding schedule from 2021 to 2020. Final Thoughts The information reported by systems in PERAC’s 1/1/2020 list reflect improvement and conservative thinking. Words of caution, also, need be said. Although the overall median of funded ratios for municipal systems increased only slightly over last year, 24 systems reported an increase. The value of assets and their investment earnings are major factors in a funded ratio. An asset portfolio dependent upon the capital markets always carries a risk of value and revenue loss which then negatively affects the system’s funded ratio. Most systems opted a conservative approach to reduce their ARR. In early 2000, almost every system had an ARR of 8% or greater. Reductions in ARRs by Massachusetts municipal systems have followed a similar nationwide trend by other retirement systems taking into consideration capital market conditions and local option for more conservative assumptions. As a caution, when the UAL reaches $0, the system is said to be fully funded after which appropriations are only required to cover the Normal Cost, costs that represent a portion of the Actuarial Present Value of pension plan benefits to be paid in a single fiscal year. However, full funding status is not guaranteed. Actuarial and investment losses, changes in plan provisions, and/or assumption changes can increase UAL, or even return a fully funded system to partial funding status. Please click this link to see PERAC’s complete list of Retirement Boards by Funded Ratio. Ask DLS: Community Preservation Act - Part 3 This month's Ask DLS features Part 3 of frequently asked questions concerning the Community Preservation Act. Additional questions about the CPA will be featured in future editions of City & Town. For Part 2 of the series, see the February 6, 2020 edition of City & Town. For additional information on the Community Preservation Act, see Informational Guideline Release (IGR) 19-14. Please let us know if you have other areas of interest or send a question to cityandtown@dor.state.ma.us. We would like to hear from you. 7 What is the effective date of acceptance? The effective date of acceptance will be: A.) The next (or later) fiscal year following the election as expressly stated in the vote. B.) The next fiscal year following the election if the vote does not express an effective date. C.) The current fiscal year of the election if: i. Expressly stated in the vote and ii. The tax rate has not been set at the time of the vote. Are there any reporting requirements after acceptance? Yes. A city or town must notify the DLS Data Analytics and Resources Bureau (DARB) unit within 30 days of acceptance. See Notification of Acceptance webpage for acceptance form. Are there other reporting requirements? Yes. Community preservation communities are required to submit information regarding the CP Fund annually as follows: A.) Form CP-1, “Community Preservation Surcharge Report,” submitted via the DLS Gateway System under Miscellaneous Forms, Year End Accounting, to the DLS Data Analytics and Resources Bureau (DARB) by September 15. This form must be submitted by the due date to receive distribution from the State Trust Fund. B.) Form CP-2, “Community Preservation Fund Report,” submitted via the DLS Gateway System under Miscellaneous Forms, Year End Accounting, to the Bureau of Accounts by October 31. C.) Schedule A-4, “Community Preservation Fund, Chapter 44B,” submitted via the DLS Gateway System under Taxrate, Tax Rate – BOA, to the Bureau of Accounts. D.) Part 3, Special Revenue Funds, “Schedule A,” submitted via the DLS Gateway System under Schedule A, to the Bureau of Accounts. E.) Form CP-3, “Community Preservation Initiatives Report,” to the EOEEA by September 15. The Form CP-3 is available from Mass GIS after entering your 8 community’s password provided by DARB. (Note that under G.L. c. 44, §55C(a),(c)(1), a municipal affordable housing trust is required to expend any CP funds it receives exclusively for allowable CP community housing purposes under G.L. c. 44B, § 5(b)(2), account for such funds separately and, at the end of the fiscal year, report the expenditure of such funds to the CPC for inclusion in the Form CP-3.) Can a city or town amend its acceptance of the CPA? Yes. The surcharge rate and exemptions may be amended. G.L. c.44B, § 16(a). A surcharge rate or exemption must be in effect for at least one fiscal year before it can be amended. Amendment is by majority vote of the legislative body and by referendum. If a city or town has accepted the CPA under G.L. c. 44B, § 3(b) (traditional CPA) and wishes to appropriate additional municipal revenue to the CP fund, it must use the amended acceptance process under G.L. c.44B, § 16(a) and adopt the alternative funding provision set forth in G.L. c 44B, § 3(b½) (blended CPA). See Part 1 of this FAQ series published in the January 9, 2020 issue of City & Town for an explanation of “traditional” and “blended” CPA. An amendment referendum question should be in a form similar to the CPA acceptance referendum question after approval by the legislative body and must include a fair and concise summary prepared by the city solicitor or town counsel printed below the question. When is the amendment effective date? The effective date of the amendment is determined in the same manner as the effective date of the original acceptance. See first FAQ above. Can a city or town revoke its acceptance of the CPA? Yes, acceptance may be revoked, but the city or town must wait until at least five years after the referendum passes to do so. Revocation is in the same manner as acceptance. If the city or town accepted G.L. c. 44B, §§ 3-7 by majority vote of the legislative body and by referendum, revocation is by majority vote of the legislative body and by referendum. If the acceptance was by petition under G.L. c. 44B, § 3(h) then revocation is by petition. The effective date of the revocation is determined in the same manner as the effective date of original acceptance and amendments. The surcharge continues to be assessed, however, until all obligations incurred and funded by the city or town from the CP fund revenues are paid. G.L. c. 44B, § 16(b). Both revocation and surcharge amendment questions may be presented at the same election. If both are approved, the CPA is revoked but the amended rate applies to any 9 surcharges that must be assessed to wind down the fund. If the revocation is rejected, but the amendment approved, the amended rate applies to future surcharges. Stay tuned for next month’s City & Town for Part 4 in our FAQ series on the CPA. For more information, see Informational Guideline Release (IGR) 19-14. Data Highlight of the Month: Enterprise Fund Retained Earnings Donnette Benvenuto - DLS Municipal Databank Category 1 of the Municipal Finance Trend Dashboard contains 15 different Operating Position trends. This month's Data Highlight will focus on Enterprise Fund Retained Earnings, as authorized by MGL c. 44 § 53F½. Enterprise funds provide a for systematic accounting of revenues generated by user fees to provide a service, for example water and sewer services. This chart shows the total amount of Enterprise Fund Free Cash, also known as retained earnings, as a percent of the total enterprise fund. Our dashboard pulls this data dynamically from the DLS Gateway application, and shows a chart with 5 years of data by municipality, or you can download the 351 report to see all communities back to FY2010. You can find the Municipal Finance Trend Dashboard on the Data Analytics pages. For more information or help using any of these reports, contact us directly at databank@dor.state.ma.us or (617) 626-2384. RMV Excise Update March 2020 Joan Valley - ATLAS Business Lead “RUN 2” Update The excise tax commitment file link for RUN 2 will be emailed to assessors on March 13, 2020. The file can be accessed and downloaded by clicking on the link within the email or logging in directly to MOVEit here: https://transfer.massdot.state.ma.us. Information Online – Excise Summary Report 10 The Excise Summary Report will be available to all assessors and be posted after each RUN on the Excise Tax Commitments Program page of the RMV Business Partner Communications Website; click on Technical Information for the Summary. The Excise Summary Report includes the following information: City/Town Code Description (Name of City/Town) Begin Bill Number Ending Bill Number Total Bills Excise Tax Vehicle Tax Note: The Technical Information page is a secure area within the site and requires a login to access. If you do not have a login, email ATLAS.municipalities@DOT.state.ma.us. Recommitments As of March 12, 2020: Recommitments from 2019 may not be submitted through the business portal; assessors must submit recommitments using their department’s manual process. Recommitments from 2020 will continue to be accepted through the business portal Calculating the Excise Tax Bill to the Nearest Penny The RMV continues to receive questions about calculating the excise tax bill. It’s important to note after consulting with the DOR, the RMV is calculating the excise tax to the nearest penny. This information was presented to assessors in a webinar on August 29, 2019 (See slides 6 and 7) and discussed again in the webinar on January 23, 2020 (See slide 4). Business Portal – Have you signed up? The business portal offers assessors at no cost a quick and reliable way to conduct business with the RMV. Work more efficiently and join the fast-growing list of assessors who are using the portal. Sign up now by sending an email to 11 RMVBusinessPartners@DOT.state.ma.us. Questions for the RMV All webinars and associated questions and answers, documents, information, and training support can be found toward the bottom of the page here Business Partner Website. If you have questions for the RMV and the excise team, please email ATLAS.municipalities@DOT.state.ma.us. The “municipalities” email is the best channel to contact the RMV for answers and helpful information. March Municipal Calendar 1 DARB Notification of Cherry Sheet Estimates for the Following Year (pending action taken by the Legislature) The cherry sheet provides estimates of 1) receipts: local reimbursement and assistance program appropriations and 2) assessments: state and county assessments and charges to local governments. MDM posts cherry sheet estimates on the DLS website and updates them at every stage of the state budget process. 1 Personal Property Owner Submit Form of List to Assessors This return is due on or before March 1, but the Assessors may extend the deadline to a date no later than the date abatement applications are due. 1 Charitable Organization Submit 3ABC Forms To be eligible for exemption from taxation for the next fiscal year, a charitable organization must file this form with the Assessors detailing the property held for charitable purposes. It is due on or before March 1, but the Assessors may extend the deadline to a date no later than the date that abatement applications are due. 1 Telephone and Telegraph Company Deadline for Telephone and Telegraph Company to File Form of List BLA may extend the deadline to a date no later than April 1. 31 State Treasurer Notification of Monthly Local Aid Distributions, see IGR 17-17 for more cherry sheet payment information, monthly breakdown by program is available here. Due Date Exceptions - According to M.G.L. c. 4, § 9, if the date for any statutory action or payment falls on a Sunday or legal holiday, that action may be performed or payment made on the next business day. This rule also applies to any actions required by or payments due on a Saturday in communities that accepted M.G.L. c. 41, § 110A permitting public offices to remain closed on that day. If the due dates for any local property tax payment, abatement application, or exemption application fall on a Saturday, Sunday or legal holiday when municipal offices are closed due to charter, by-law, ordinance, or otherwise for a weather-related or other public safety emergency, the due date is extended to the next day on which the municipal office is open. M.G.L. c. 59, §§ 57, 57C, and 59 To view the municipal calendar in its entirety, please click here. 12 Editor: Dan Bertrand Editorial Board: Sean Cronin, Donnette Benvenuto, Linda Bradley, Paul Corbett, Theo Kalivas, Ken Woodland and Tony Rassias Contact City & Town with questions, comments and feedback by emailing us at cityandtown@dor.state.ma.us. To unsubscribe to City & Town and all DLS alerts, email dls_alerts@dor.state.ma.us. This email was sent to membury@brewster-ma.gov why did I get this?unsubscribe from this list update subscription preferences Massachusetts Department of Revenue - Division of Local Services · 100 Cambridge Street · Boston, MA 02114 · USA BOSTON — The Baker-Polito Administration today announced that on July 6, Phase III of the Commonwealth’s reopening plan will begin and updates on gatherings will be in effect. For the City of Boston, Phase III and the gatherings order will take effect on Monday, July 13. The Department of Public Health (DPH) also issued updated guidance to mitigate the spread of COVID-19. Step One of Phase III: On May 18, the administration released a four-phased plan to reopen the economy based on public health data, spending at least three weeks in each phase. Key public health data, such as new cases and hospitalizations, have been closely monitored and has seen a decline allowing for Phase III to begin on July 6th. Phase III will begin on July 13 in Boston. The public health dashboard designating the progress of key COVID-19 data metrics has been updated to reflect the number of COVID-19 patients in Massachusetts hospitals to green, indicating a positive trend. Since mid-April, the 7-day average for the positive COVID-19 test rate is down 94 percent, the 3-day average of hospitalized patients is down 79 percent and the number of hospitals in surge is down 86 percent. More than 1,000,000 total COVID-19 tests have been administered, and testing continues throughout the state. The following businesses will be eligible to reopen in Step One of Phase III, subject to industry-specific rules concerning capacity and operations: Movie theaters and outdoor performance venues; Museums, cultural and historical sites; Fitness centers and health clubs; Certain indoor recreational activities with low potential for contact; Professional sports teams, under the authority of league- wide rules, may hold games without spectators Full guidance and list of businesses eligible to reopen in Step One of Phase III can be found at www.mass.gov/reopening. Businesses and sectors set to begin opening in Phase III are subject to compliance with all mandatory safety standards. Revised Gatherings Order: Under the updated gatherings order, indoor gatherings are limited to eight people per 1,000 square feet, but should not exceed 25 people in a single enclosed, indoor space. Outdoor gatherings in enclosed spaces are limited to 25 percent of the facility’s maximum permitted occupancy, with a maximum of 100 people in a single enclosed outdoor space. This includes community events, civic events, sporting events, concerts, conventions and more. This order does not apply to outdoor, unenclosed gatherings if proper social distancing measures are possible. This revised order does not supersede previously issued sector guidance, and is effective beginning Monday, July 6. It will be effective Monday, July 13 in the City of Boston. Public Health Guidance: In Phase III, health care providers may continue to provide in- person procedures and services as allowed in Phase II, with the addition of certain group treatment programs and day programs. These programs include adult day health, day habilitation programs, and substance abuse services day treatment and outpatient services. Certain human services programs can reopen including community based day services for adults with intellectual and cognitive disabilities and psychosocial rehabilitation clubhouses. Health care providers are subject to compliance with all mandatory safety standards, and must continue to utilize prioritization policies established in Phase II for care delivery and scheduling, as well as monitor patient volume for non- essential, elective procedures and services. Read the full guidance here. In Phase III, visitation guidelines have been updated for 24/7 congregate care facilities and programs overseen by the Executive Office of Health and Human Services, including the Departments of Developmental Services, Youth Services, Children and Families, Public Health, Mental Health and the Mass Rehabilitation Commission. Offsite visits, including overnight visits, will be allowed, under specific guidelines. Other updated guidelines, including visitation for long term care facilities, will be released later today. Complete visitation guidance is available at www.mass.gov/hhs/reopening. MassHealth will also extend its current telehealth flexibility through at least the end of the year to ensure member access to critical health care services and encourage continued adherence to preventative public health precautions. 1 Donna Kalinick From:Peter Lombardi Sent:Tuesday, June 30, 2020 11:42 AM To:Amy Henderson; Amy von Hone; Annette Graczewski; Charlie & Brian; Chris Miller; Cynthia St. Amour; Donna Kalinick; Eric Levy-DCR (eric.levy@state.ma.us); Garran Peterson; George Boyd; Heath Eldredge; Jay Coburn; Kyle Hinkle; Mary Chaffee; Michael Gradone; Patrick Ellis; Paul Ruchinskas; Peter Lombardi; Robert Dwyer; Robert Moran; Robert Newman; Susan Broderick; Vernon Smith; 'Doug Scalise'; Benjamin deRuyter Cc:Cynthia Bingham; David Whitney; Ned Chatelain Subject:FW: Updated Travel Guidance See below for upcoming changes to state guidance regarding out of state travel. From: Wendy Northcross [mailto:wendy@capecodchamber.org] Sent: Tuesday, June 30, 2020 11:39 AM To: Group - Reopening Task Force <Group-ReopeningTaskForce@barnstablecounty.org> Cc: Schulze, Frank (SEN) <Frank.Schulze@masenate.gov> Subject: FW: Updated Travel Guidance Here’s the language on today’s announcement. From: Bourque, Molly P (SEA) <molly.p.bourque@state.ma.us> Sent: Tuesday, June 30, 2020 11:35 AM Subject: Updated Travel Guidance Hospitality and Tourism Work Group Members, Today at noon, Governor Baker and Lt. Governor Polito will make an announcement regarding updated guidance for those traveling to Massachusetts. All travelers arriving to Massachusetts – including Massachusetts residents returning home – are instructed to self- quarantine for 14 days, except that, beginning July 1, 2020, travelers from Rhode Island, Connecticut, Vermont, New Hampshire, Maine, New York, and New Jersey arriving in Massachusetts are exempt from this directive and need not self-quarantine for 14 days. In addition, workers designated by the federal government as essential critical infrastructure workers are exempt from the directive to self-quarantine for 14 days if traveling to Massachusetts for work purposes. All persons are instructed not to travel to Massachusetts if they are displaying symptoms of COVID-19. For Massachusetts travel information, please visit the Department of Public Health’s (DPH) website here: Travel Information Related to COVID-19. For national travel information, please visit www.travel.state.gov. Molly Molly P. Bourque Director of Public Affairs Executive Office of Housing and Economic Development One Ashburton Place Rm. 2101 1 MDPH - Mass Department of Public Health 9:00 AM COVID-19 Conference Call for Interagency/LBOH – 07/02/20  MDPH: Ron O’Connor, Jana Ferguson, Dr. Katy Brown, Cheryl Sbarro MAHB, Mike Flannigan, DLS, Helene Bettencourt, DESE, Chief Farnsworth, MCPA.  MAHB advice on these calls are for education/reference only. Seek legal advice from your specific town attorneys.  MDPH will be addressing questions sent in advance and on each call that help a wide array of LBOH COVID-19 concerns.  Phase III conversation: This could begin as soon as Monday, July 6th. First step of several.  MDPH reminds everyone to be very cautious that other states that did reopen places like indoor dining resulting in new cases. We need to be very cautious in doing this.  Phase III is meant to bring us to Phase IV, our new normal. This will be based on the availability of effective treatment or a vaccine.  Phase III may not move as quickly as Phase IV.  Most Phase II guidance will stay the same with some potential updates. There is no final guidance from MDPH for the later phases, and they apologize for this.  Drive-in movies: There will be concession service in later phases.  Golf: There may be a reduction in rules on cart use, caddies, and reducing time between tee times.  Bars: Closed until Phase IV. No standing around and congregating at bars. Does not include seated drink service.  Cafeterias: Will allow for indoor seating.  Lodging: Reduced restrictions on events and gatherings.  Changes in out of state quarantine: The current travel advisory is for people travelling TO Massachusetts, but this will change in later phases.  Indoor seating, office space, cafeteria seating will all adjust in later phases.  Places of worship and childcare restrictions will change in later phases.  Restaurants may have expansion in recreational activities.  Retail will change to 50% of fire code capacity. Cleaning of restrooms will change in terms of frequency. Retail fitting rooms will allow more occupants with cleaning.  Libraries will change from curbside to increasing occupancy to 50% and using plexiglass shields.  Personal services: No changes in this or in construction, day camps and overnight camps.  Group sizes may be moving to 25 indoors. Final guidance with specific numbers and information will be forthcoming after the state’s press conference today.  This is all the information MDPH has at this point. More detail will be forthcoming.  Plastic ban in retail settings – override: As of July 1st, if your municipality has a plastic bag ban, it will be in effect. The governor’s order initially overrode this, but this has “sunsetted.” Unfortunately, there has been no outreach that this has expired.  Live entertainment in Phase II: DLS says there was misinformation being released from HED. The truth is that live music, performance, entertainment (even a solo musician) is NOT ALLOWED in Phase II. We are still in Phase II, for the time being, until Monday, July 6th. 2  DESE update on comprehensive school guidance for COVID-19, in addition to what was released in June. Summer school guidance, special education, etc. Best/current information is at their website: http://www.doe.mass.edu/covid19/  The fall guidance from last week: Has specific guidance around social distancing in line with EEC and other agencies. This was aligned with summer camps and daycares. The fall may be different. Explanation for why they did this is in the guidance.  CARES Act Fund: Will be providing information on how districts can access this. A dashboard tool provides data from school building authority and provides ability to plug in different information around spacing and how many classes in a building can be arranged face-to-face with social distancing.  DESE will provide training for the social distancing tool for school buildings. This will assist superintendents to prepare for fall.  Chief Farnsworth comments on illegal fireworks: Fireworks are ILLEGAL. There should be no requests for firework displays in municipal settings coming into LBOH. Direct complaints to the local police departments.  MAVEN focus groups: Conversations with local health groups to help improve MAVEN. Result was the creation of a follow-up survey that will go out to LBOH next Monday. Data will be used to make adjustments and strengthen this tool.  Q&A:  Can cities and towns decide to roll back to an earlier phase? Cheryl from MAHB legal says that Boston did this initially. There is precedent for not moving into the next phase. Reopening schedule says which businesses are “eligible” not which ones are “mandated.”  These phases mark out the eligibility. There may be specific concerns in communities to not move into the next reopening phase.  Are clubs and venue halls allowed to hold memorial services? DLS says they must follow the gathering order and there is no exception for this type of event.  Fall DESE guidelines regarding a separate room for sick children that cannot be part of the school nurse’s office. How to address this if we do not have a separate room capability? DESE says they are working on this and working with the medical community to provide clarity in the final guidance in July.  Games and adult sports allowed in Phase III? MDPH will have to follow up with a final copy of this guideline.  Can LBOH get the HHAN alerts directly and not through the HHAN? These are sent out directly on the HHAN for convenience. MDPH can look at this, but the HHAN is a helpful tool to remind LBOH to log on and use the HHAN.  Any guidance on HVAC systems and risk, and how to mitigate this risk? The CDC has very good ventilation information that Ron O’Connor will send out.  Opening of gyms in Phase III? DLS says this is being discussed but guidance is not finalized. This is changing a lot. Potential openings in part as early as Monday. Specific documented guidance requested from LBOH on this call.  Regarding DESE document, a lot of parents are asking if there will be student wide COVID testing. Will this be required or advisable? DESE in NOT considering this at this time. May be more in final guidance in July.  Will Phase III address public meetings and expand to allow this? Information was sent out about town meetings. This is on MAHB’s website. As long as you can comply with the open meeting law, it is 3 possible to have an indoor public meeting as government bodies are exempt from the 10 -person gathering rule. The issue is to provide social distancing and precautions. Some spaces may not be large enough to socially distance.  Can you socially distance? Can you comply with the Open Meeting Law? MAHB says these are the important issues to look at for public meetings.  Press conference on Phase III reopening will be held today. No specifics available yet.  CLOSE Do you have a question or need clarification on the next LBOH conference call hosted by MDPH? Please contact: Ron O'Connor, MPH - Director, Office of Local and Regional Health, MDPH E-mail: ron.oconnor@state.ma.us Please send your questions in advance so MDPH can review and prioritize them for discussion on the call. In order to facilitate the timely processing of questions, please note the following:  Reply to all (on Ron O’Connor’s email updates and the Office of Local and Regional Health e-mail address) with your questions.  Keep the subject line in your reply.  Send your questions by Noon on Monday, the day before the conference call, to be considered for discussion on the call. MDPH Resources: COVID-19 Information for Local Boards of Health: https://www.mass.gov/info-details/covid-19-information-for-local-boards-of-health COVID-19 web site: www.mass.gov/covid19 DPH Website: www.mass.gov/dph Twitter: www.Twitter.com/MassDPH V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. The following is a list of suggested “best practices” for consideration in working with your local Board of Health and other municipal officials regarding the prospective reopening of your senior center, based on guidance from the State, CDC and other sources. Additionally we remind you of the Governor’s Executive Orders of May 18, 2020 for the Phase One Reopening of the State, which included the “Safer at Home” Advisory. The new Safer at Home Advisory advises those over the age of 65 and those with underlying health conditions to stay home with the exception of trips required for health care, groceries, or that are otherwise absolutely necessary and further, restrictions on gatherings of more than 10 people remain in effect. STAGE 1- Overall Considerations for Senior Center Facilities: COA’s and their staff should be considering the following as they move toward preparing for the “Re-Opening” of their Centers: 1. Overall Social Guidance: Involves restrictions on sizes of gatherings, (impacts classes, programs, and events), social distancing and limitations for vulnerable populations. i. Continue to provide virtual programs and services. ii. Determine what (if any), programs and services can be provided when it is permissible to do so, with limited face-to-face interaction and meet the required standards and industry/sector specific requirements as defined and required by the State and your local authorities,(standards and requirements will be forthcoming from the State and your local authorities). i. Consider holding larger programs outside when possible. ii. Are any program coordinators part of the ‘at risk’ population? This is something you may need to consider. iii. Contact employees about returning to work (if they have been working remotely). Inform them that you are in the process of establishing guidelines for employees/volunteers to limit potential transmission. i. Consider whether staff are within the ‘at risk’ population and whether they can/want to return to work and how this may affect programming. You may need to work with your town administrator or HR department to appropriately resolve situations if an employee at risk is not willing to return to their physical work space iv. Contact volunteers; provide information on whether or not their services will be needed when your center initially re-opens. Inform volunteers that you are in the process of establishing protocols and guidelines for employees/volunteers to limit potential transmission. i. Consider how to reintegrate volunteers; 1. If in the ‘at risk’ category, they may not want to be in a volunteer position that has high public contact or places them at greater risk, therefore they may seek a volunteer position with minimal risk. 2. Consider those volunteers in the known ‘at-risk’ category who may insist on coming back in high public contact volunteer roles and what protocols you may need to put into place. V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. ii. Consider some volunteers may not wish to return and what that impact would be on your center. iii. Consider revising and re-issuing your volunteer guidebook to include all the new COVID-19 protocols. v. Review if you will need to adjust your building hours and/or maximum capacity for programs and services in order to meet the required safety standards and requirements. i. Consider the implications of group size restrictions and how you will determine who can participate or if you will offer the program more frequently to accommodate all those who wish to participate ii. If your center previously had (pre COVID-19) participants from “out of town”, you may want to consider re-opening initially to ‘residents only’. You may want to consider exceptions to this for SHINE and AARP Tax programs. iii. Consider the impact of Social Distancing on exercise programs which may require more space per person than 6 feet. vi. Consider how you will develop a communication plan to notify staff, participants, volunteers and vendors of re-opening standards and requirements, including media outlets to use and languages for translation and all applicable signage. vii. Consider how you will develop a process for participants to provide feedback to you and your COA about your center’s re-opening so they have a way to voice their concerns and provide observations. viii. Develop backup plans if staff get sick, in order to maintain services (i.e.: if a transportation driver or kitchen staff gets COVID and other staff and/or volunteers are exposed and subsequently quarantined), plan how you can maintain delivery of services. i. Consider creating two teams, i.e.; where one staff team work from home and the second reports to work so in the event one person gets sick the other can step in and work on site. 2. Mandatory Safety Standards for Workplace i. Social Distancing i. Consider Installing Plexi-glass in reception desk area and other heavy face-to-face interaction areas (congregate meal counter, etc) 1. Determine availability of products and how to fund purchase of products 2. Where to get supplies 3. Work with your administration to determine how needed supplies will be funded V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. ii. Begin to develop protocols, training and information dissemination to ensure that all persons, staff (employees), participants, and vendors, remain 6 feet apart (Consider impact of this on programming). iii. Identify methods that can be used to create a 6 ft distance (use of tape markings on floors, signs, barriers, Dutch doors, etc.) iv. Establish flow of traffic using directional arrows v. Consider having staff from your local BOH walk -through of facility to make specific recommendations relative to Social Distancing. vi. Begin thinking about how your center will establish protocols to prevent crowding, consider the following: 1. The flow of foot traffic and, if it is possible to designate different doors for entering and exiting facility/room 2. How to keep track of the number of people in a place at a certain time. 3. Marking six foot intervals on ground at entrance and registration areas prior to programs 4. Staggering program start and end times, or requiring pre-registration to ensure caps on participation, as you may need to limit number of programs each participant can sign up for 5. Utilizing a list of participant names to allow a rotation through in-person programming participation alongside virtual programming, (those not in-person can participate via virtual live stream platforms or session recordings that are later televised.) 6. Track sign-in and sign-out times of staff, participants, volunteers, etc. 7. Re-evaluate your layout, if pre-screening will be required prior to entry of any and all persons, and your main entrance/reception area is not large or you do not have a reception area, where can you conduct screenings of all who enter your facility. ii. Hygiene Protocols i. Consider having staff from your local BOH walk-through of facility to make specific recommendations relative to your development of Hygiene Protocols. ii. Work with your BOH to learn what the required Hygiene Protocols are going to be for your Senior Center; such as face coverings, sanitizing stations, adequate handwashing capabilities, etc. i. Understand you may need to educate staff, participants and volunteers on proper use/wearing of masks/Face coverings, and also educate them on the section of the Governors order that states a person who declines to wear a mask due to a medical condition is not required to produce documentation verifying that condition. ii. Create a protocol to address situations if anyone seeking entry to your center refuses to wear a face covering for non-medical reasons (including denying entry/access). iii. For certain activities gloves may be required, your BOH may be able to provide you with additional information on where these can be ordered in bulk should that be required. V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. iv. Determine with your BOH and State guidance, if the use of Hand Sanitizing Stations throughout your center is required. v. Determine if you have adequate hand-washing capabilities in your center as frequent handwashing will be required by all staff and volunteers. If these are lacking, consider obtaining and utilizing portable sinks iii. Discuss with you BOH if water bubblers should be accessible, if not consider covering water bubblers with plastic bags and posting signage that due to meeting required mandatory safety standards they are not accessible at this time. iv. Discuss with your BOH, whether you should consider using disposable materials for employees and/or participants, including single-use supplies for programming and services (i.e.; craft class supplies). iii. Staffing and Operations i. Work with your BOH and/or local officials to learn what screening will be required for staff, participants and vendors in order to enter the building (i.e.: Temperature checks, self-screening and/or self-reporting requirements). ii. Again, you may need to re-evaluate your layout, if your main entrance/reception area is not large or you do not have a reception area, identify where can you conduct screenings of all who enter your facility iii. Determine where screening station will be and who will staff it iv. Develop protocols for refusing entry to those who do not meet screening requirements, and those who refuse to comply with the mandatory safety standards. v. Determine what training will be needed by staff and volunteers for: 1. Social Distancing 2. Hygiene Protocols 3. Cleaning and Disinfecting 4. Possibly monitoring the screening of all visitors 5. Protocols to follow should an individual refuses to leave the facility because they did not pass screening requirements or, are not following established protocols regarding social distancing, face coverings and hygiene, (understanding that some may not be able to wear masks as it may be contraindicated due to pre-existing health conditions). vi. Consider developing a plan to place volunteers who wish to return, but who are ‘at risk’ due to pre-existing conditions, in positions with no or minimal public contact, or create a policy to address their placement, as well as those volunteers in the known ‘at-risk’ category who may insist on coming back in high public contact volunteer roles and what protocols you may need to put into place vii. Consider implementing a “two team approach” (as noted under the ‘Overall Social Guidance’ heading on page 1.) viii. With your BOH, local officials and State guidance, develop protocols for staff, volunteers, participants and vendors who display COVID-19 like symptoms. ix. Check with your BOH and/or local officials to see if your town/city has established a plan of action should staff become ill from COVID-19 at work, and a return-to-work plan. (Isolation, Contact Tracing, and Communication plan for if an worker is V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. diagnosed as positive with COVID-19, or comes into close contact (within 6 feet for 10 minutes or more) with an individual diagnosed with COVID-19.) iv. Cleaning and Disinfecting i. Work with your BOH to learn what the required Cleaning and Disinfecting Protocols are for your Senior Center. ii. Determine which staff will be responsible for sanitation and disinfecting of your senior center 1. You may need to provide informative training and instructions on how to effectively disinfect the facility. iii. Consider utilizing the “6 Steps for Safe & Effective Disinfectant Use” from EPA and display in areas that will be sanitized and where custodial supplies are kept (Refer to Appendix A). iv. Create a cleaning schedule, which includes the disinfecting of all common surfaces and ‘high touch’ areas must take place at intervals appropriate for your facility and follows the protocols that are established by the State and your local BOH. v. If your Senior Center has been completely closed (no staff onsite) determine when the cleaning and disinfecting will be done prior to staff returning. vi. Create form to document cleaning has been completed. vii. Consider you may need to close high traffic/utilization areas, (including bathrooms) to clean them as required so they remain disinfected. viii. Identify what disinfecting protocols you will follow if someone who is sick enters the facility, per your BOH and State guidelines. ix. Consider ways to decrease the number of “touches “ 1. Doors a. Any door that does not need to be locked could be propped open in some way to prevent multiple people from touching it, utilizing door stoppers b. If automated door requires touching consider installing a wipe-able plastic cover over the plate c. Consider converting office doors into Dutch doors x. Consider using wipe-able plastic covers on frequently touched/shared surfaces (electronics, light switches, etc.) xi. Consider removing any unnecessary items from all rooms to decrease the number of surfaces that may be touched (Including removing water dispensers or covering them and provide signage that they are not accessible). i. For centers that utilize “MySeniorCenter”, consider obtaining stylus’ to be used instead of touching the screen, or installing a wipe-able plastic cover over the touch screen. The Screens should be cleaned and sanitized regularly per the manufacturers recommendation and meet your cleaning protocols. You may also consider using scan guns to scan participants’ cards to get participants checked into activities for my senior center, or you may want to have staff manually enter participant data. xii. Best practices may include that telephones should be handled by a single person, additionally telephones should be cleaned and sanitized regularly per your facility’s cleaning schedule. V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. Appendix A V3. 6/5/2020 This is a fluid document and will be updated as warranted. COVID-19 Operations Plan Senior Centers Per State guidance, all businesses in the state of MA must develop a written control plan outlining how its workplace will comply with the mandatory safety standards for operation in the COVID-19 reopening period. This template may be filled out to meet that requirement. Control plans do not need to be submitted for approval but must be kept on premise and made available in the case of an inspection or outbreak. Work with your local leaders and local board of health (BOH) to learn what safety standards are required for senior centers. Council on Aging Information COA Name: Address: Contact name: Contact phone and email: Number of employees on-site: Social Distancing Ensure that all persons, including employees, customers, and vendors remain at least six feet apart to the greatest extent possible. Examples of guidance include: Create and issue 6-ft distancing instructions Create visual social distancing guidance through the use of tape markings on floors, signs, barriers, etc. Place directional arrows to establish the flow of traffic. If possible, designate different doors for entering and exiting facility/rooms. Install plexiglass in reception and other face-to-face interaction areas. Establish protocols to ensure that employees can practice adequate social distancing. Examples of guidance include: Limit or postpone all non-essential services and programs. Establish protocols to prevent crowding. Consider postponing use of volunteers if social distancing cannot be maintained and appropriate cleaning cannot be performed. Create a flexible schedule to ensure participants have access to programs, including staggering program start and end times, or requiring pre-registration with limits on numbers allowed to attend at one time. V3. 6/5/2020 This is a fluid document and will be updated as warranted. Post signage for safe social distancing Include 6-ft distancing instructions Include the use of tape markings on floors, signs, barriers, etc. Post signage that states face coverings or masks are required. Post signage that physical contact of any kind is not permitted, this includes hugging, shaking hands, etc. Place directional arrows to establish the flow of traffic. Post signage in high traffic areas including all entries stating people must stay at least six feet (two arm’s length) apart from others while in social settings. Require face coverings for all persons entering the center. Educate staff, participants, volunteers and vendors on requirements of and proper use and wearing of face coverings. Require masks to be worn except for the reasons specified in the Governor’s order Implement additional procedures. Please describe them here: Determine what programs and services can be provided and when it is permissible to do so, with limited face-to-face interaction meeting State and local BOH safety standards. Hygiene Protocols Provide hand washing capabilities. Examples of guidance include: Work with your local BOH to determine the required hygiene protocols for your center. Determine if the use of hand sanitizing stations throughout your center is required. Determine if you have adequate hand-washing capabilities in your center. Set up hand sanitizing stations, hand sanitizer dispensers using alcohol-based hand sanitizer that contains at least 60% alcohol, and/or portable sinks. Ensure frequent hand washing by employees and provide adequate supplies to do so. Examples of guidance include: Purchase hand sanitizer and/or stations throughout center. Post signage to wash hands frequently with warm water and soap. Require handwashing and glove protocols for certain activities. Provide regular sanitization of high-touch areas. Follow guidelines for cleaning hard surfaces (such as tables, desks, etc.) and soft or porous surfaces (such as fabric chairs, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19 and suitable for porous surfaces. Clean and safely space chairs and tables before and after use. Implement additional procedures, (please describe below). Examples of additional procedures include: Post signage on respiratory etiquette and hand hygiene. When possible, use single-use supplies. Ensure staff and participants wear face coverings. Set up and divide supplies and/or equipment prior to program. V3. 6/5/2020 This is a fluid document and will be updated as warranted. Educate on proper donning and doffing of PPE, for masks and gloves. Staffing & Operations Provide training for center staff regarding the social distancing and hygiene protocols. Examples of training guidance include: Avoid touching your eyes, nose and mouth. Wash hands frequently with warm water and soap. Stay at least six feet apart from others while in social settings. Physical contact of any kind is not permitted. This includes, hugging, shaking hands, etc. Require masks to be worn except for the reasons specified in the Governor’s order If you are not wearing your mask for any reason, cover your coughs and sneezes with a tissue, then dispose of the tissue in the trash and immediately wash your hands. Anyone who does not follow protocol may be asked to leave the facility. If anyone refuses to leave the facility, authorities may be contacted. Make sure all above protocol is communicated with staff, volunteers and vendors prior to returning to the facility. Ensure employees who are displaying COVID-19-like symptoms do not report to work Determine if screening will be required for staff, participants and vendors in order to enter the building (i.e.: Temperature checks, self-screening and/or self-reporting requirements). If screening is required, work with your local BOH and local officials to implement screening process and establish the location in the center where screenings will be conducted. If employees become ill with respiratory symptoms while at work, they should be sent home as soon as possible. Establish a plan of action for employees getting ill from COVID-19 at work, and a return-to-work plan. Examples of guidance include: Anyone who develops symptoms while on the job/at the facility should keep their mask/face covering on, notify their supervisor or upper management, and leave the facility. Those with symptoms of respiratory illness should stay home. After recovering from illness, employees should only return to work consistent with the guidelines established by your local BOH. Implement additional procedures, (please describe below). Examples of additional procedures include: If screening is required for entry to the center, contact your fire department and/or local paramedics for templates/documents they use for screening. Work that can be completed at home should still be completed at home during initial reopening of the facility. Follow your local board of health’s guidelines regarding returning to work. Contact staff and volunteers about returning to work. Provide staff and volunteers with established guidelines. Adjust your building hours and/or maximum capacity for programs and services in order to meet the required mandatory safety standards. Schedule staff and activities to limit the number of people in the center at one time. Stagger shifts or alternate work days. V3. 6/5/2020 This is a fluid document and will be updated as warranted. Cleaning & Disinfecting Establish and maintain specific cleaning protocols. Examples of guidance include: Plexiglass should be cleaned and sanitized regularly according to the cleaning schedule. Ensure all employees are being mindful of their workspace and practicing proper cleanliness and hygiene. Determine which staff will be responsible for sanitation and disinfecting of your senior center. Provide informative training and instructions on how to effectively disinfect the facility. Create a cleaning schedule, including disinfecting of common surfaces and ‘high touch’ areas. Clean and disinfect prior to staff returning. Create a log to document when cleaning has been completed and by whom. Use wipe-able plastic covers on frequently touched/shared surfaces (electronics, light switches, automatic door opener, etc.), and disinfect these surfaces regularly. Use stylus, disposable cotton swabs or cleanable screen cover for logging in with ‘MySeniorCenter’ or other software; or consider having staff sign participants in. Follow guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19 and suitable for porous surfaces. Ensure that when an active employee is diagnosed with COVID-19, cleaning and disinfecting is performed. Examples of guidance include: If someone who is sick enters the facility, follow the disinfecting protocols from the CDC. Follow guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19 and suitable for porous surfaces. Implement additional procedures. Please describe below: Use the 6 Steps for Safe & Effective Disinfectant Use from EPA and display in areas that will be sanitized and where custodial supplies are kept. Remove fabric table cloths and any unnecessary items from all rooms to decrease the number of surfaces that may be touched.  When scheduling appointments for service providers such as such as SHINE counselors, legal consultants and podiatrists allow for sufficient time in between appointments to clean and disinfect frequently touched surfaces. Check with your local BOH for disinfecting and reporting procedures if anyone sick enters your facility. v.2 6/12/2020 1 Communications Plan for Scaling up Senior Centers Format Suggested Schedule Audience Page Press release Two weeks before beginning Local press, website 2 Letter to staff/volunteers Two weeks before beginning COA staff and volunteers 3 Letter to older adults Two weeks before beginning COA guests 4 Newsletter messaging Issue prior to beginning COA community 5 Social media posts Week of beginning COA community 6 Infographics Include with methods as appropriate COA staff, participants, vendors 7 Signage Post prior to beginning COA staff, participants, vendors 9 These are sample documents that can be modified to fit your community. Feel free to tailor them to support your policies and practices. You may want to consult with your Human Resources Department before using these documents. v.2 6/12/2020 2 Sample Press Release [COA Logo] [Address] NEWS RELEASE [Date for release] [Date] [Contact name] [Title] [Phone] [Email] Council on Aging’s Senior Center Begins to Welcome Back Participants [City/Town], MA – The [City/Town] Council on Aging’s center welcomes guests back to the building on [date] at [partial] capacity. The center will offer [services] on [frequency or schedule] with [limited] capacity. Several new protocols are required for staff and participants to minimize the transmission of the COVID-19 virus. All who enter must wear masks and follow proper hand hygiene. Older adults must follow proper hand hygiene and wear a mask except for the reasons specified in the Governor’s order. To maintain social distancing, seating capacity is limited and may be arranged. Additional protocols are in place and will be communicated to all prior to entering and posted throughout the building. “We realize the changes to the center may limit the number of participants in the center at one time, they are in place to provide a safer experience for everyone,” said [insert name], [title]. “We are balancing the needs of our participants with our capacity and resources and hope to service as many as possible,” [she/he] added. The [town/city] Council on Aging was established in [date] and provides health and social services to older adults [aged] and over. The center physically closed [insert date] but Council on Aging staff continued to provide remote services including [examples] as well as other services [examples]. ### v.2 6/12/2020 3 Sample Letter to Staff [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time and overall service to the [City/Town] Council on Aging. I’m happy to announce the [City/Town] Council on Aging’s center will admit participants [date] at [partial] capacity. The center will offer [services] on [frequency or schedule] with [limited] capacity. Adherence to several new protocols are required for all to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of all, new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food or drink at this time and staff should not share food or food supplies there may be screening before or upon entering the building new cleaning protocols, which may impact scheduling Staff/volunteers will receive training on all the changes and protocols. Because these protocols are expected of all staff/volunteers, the required training is scheduled for [date and time] at [location]. [Note: If you have employees who are working remotely, set up a virtual meeting for access.] At that time, you can share your feedback and questions. Bring a mask to the training. Note that seating will be spaced to meet social distancing requirements. Thank you again for your patience. We look forward to seeing you on the [meeting date]. Sincerely, Director, Council on Aging v.2 6/12/2020 4 Sample Letter to Participants [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will admit participants [date] at [partial] capacity. The center will offer [services] on [frequency or schedule] with [limited] capacity. Adherence to several new protocols are required for all to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of all, new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon entering the building new cleaning protocols, which may impact scheduling Before welcoming back participants, our staff will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to returning to the center. If you have questions or concerns, feel free to contact me at [phone]. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. Sincerely, Director, Council on Aging v.2 6/12/2020 5 Sample Newsletter Copy I hope this finds you well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will admit participants [date] at [partial] capacity. The center will offer [services] on [frequency or schedule] with [limited] capacity. Adherence to several new protocols are required for all to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of all, new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon entering the building new cleaning protocols, which may impact scheduling Before welcoming back participants, our staff will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to returning to the center. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. v.2 6/12/2020 6 Sample Social Media Posts 1.The COA center welcomes back participants for [services] on [frequency or schedule] [with reduced capacity?]. Several new protocols are required for all to minimize the transmission of the COVID-19 virus. Please contact us for the new requirements. [phone] [email]. 2.All entering the senior center must wear a mask except for the reasons specified in the Governor’s order. 3.Due to new social distancing protocols, our center has changed. [Insert your own examples here such as: Seating in the lounge is limited. SHINE counseling will be conducted by appointment only and at desks with Plexiglass barriers.] 4.Due to new cleaning protocols, scheduling of services may be impacted. v.2 6/12/2020 7 Sample Infographics v.2 6/12/2020 8 v.2 6/12/2020 9 Sample Signage v.2 6/12/2020 10 v.2 6/12/2020 11 v.2 6/12/2020 12 v.2 6/12/2020 13 v.2 6/12/2020 14 v.2 6/12/2020 15 v.2 6/12/2020 16 v.2 6/12/2020 17 v.2 6/12/2020 18 v.2 6/12/2020 19 v.2 6/12/2020 20 v.2 6/12/2020 21 V2 6/12/2020 1 Communications Plan for Scaling up Remote Programs and Services Format Suggested Schedule Audience Page Press release Two weeks before beginning Local press, website 2 Letter to staff/volunteers Two weeks before beginning COA staff and volunteers 3 Letter to older adults Two weeks before beginning COA older adults 4 Newsletter messaging Issue prior to beginning COA community 5 Social media posts Week of beginning COA community 6 Infographics Include with methods as appropriate COA staff, older adults, vendors 7 Signage Post prior to beginning COA staff, older adults, vendors 9 These are sample documents that can be modified to fit your community. Feel free to tailor them to support your policies and practices. You may want to consult with your Human Resources Department before using these documents. V2 6/12/2020 2 Sample Press Release [COA Logo] [Address] NEWS RELEASE [Date for release] [Date] [Contact name] [Title] [Phone] [Email] Council on Aging’s Offers Remote Programs and Services [City/Town], MA – The [City/Town] Council on Aging’s center offers remote programs and services on [date] at [partial] capacity at [remote location]. Select programs and services will be held at remote locations on [frequency or schedule] with [limited] capacity. Several new protocols are required for staff and older adults to minimize the transmission of the COVID-19 virus. All who enter must wear masks and follow proper hand hygiene. Participants must follow proper hand hygiene and wear a mask except for the reasons specified in the Governor’s order. To maintain social distancing, some programs [exercise?] will be held outdoors [other location]. Additional protocols are in place and will be communicated all prior to arriving for classes. “We realize the changes to programming may differ from what people are used to, but they are in place to provide a safer experience for everyone,” said [insert name], [title]. “We are ready to see our friends and are looking at creative ways to balance the needs of our older adults with appropriate safeguards,” [she/he] added. The [town/city] Council on Aging was established in [date] and provides health and social services to older adults [aged] and over. The center physically closed [insert date] but Council on Aging staff continued to provide remote services including [examples] as well as other services [examples]. ### V2 6/12/2020 3 Sample Letter to Staff [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time and overall service to the [City/Town] Council on Aging. I’m happy to announce the [City/Town] Council on Aging’s center will begin [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Adherence to several new protocols are required for all to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of all, new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or assign seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. Because these protocols are expected of all staff/volunteers, the required training is scheduled for [date and time] at [location]. [Note: If you have employees who are working remotely, set up a virtual meeting for access.] At that time, you can share your feedback and questions. Bring a mask to the training. Note that seating will be spaced to meet social distancing requirements. Thank you again for your patience. We look forward to seeing you on the [meeting date]. Sincerely, Director, Council on Aging V2 6/12/2020 4 Sample Letter to Participants [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will begin [Tai Chi] classes on [date] at [partial] capacity at [remote location.] Adherence to several new protocols are required for staff, guests and vendors to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of everyone participating, the new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to scheduling any classes. If you have questions or concerns, feel free to contact me at [phone]. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. Sincerely, Director, Council on Aging V2 6/12/2020 5 Sample Newsletter Copy I hope this finds you well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will begin limited [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Adherence to several new protocols are required for staff, guests and vendors to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of everyone participating, the new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to scheduling any classes. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. V2 6/12/2020 6 Sample Social Media Posts 1.The COA center welcomes back participants for [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Several new protocols are required for staff/volunteers, vendors and guests to minimize the transmission of the COVID-19 virus. Please contact us for the new requirements. [phone] [email]. 2.All will wear masks at all times except for the reasons specified in the Governor’s order. 3.Due to new social distancing protocols, our programs have changed. [Insert your own examples here such as: Tai Chi will be held outdoors on the shaded section of our back lawn.] 4.Due to new social distancing protocols, the number of participants per class may be impacted. V2 6/12/2020 7 Sample Infographics V2 6/12/2020 8 V2 6/12/2020 9 Sample Signage V2 6/12/2020 10 V2 6/12/2020 11 V2 6/12/2020 12 V2 6/12/2020 13 V2 6/12/2020 14 V2 6/12/2020 15 V2 6/12/2020 16 V2 6/12/2020 17 V2 6/12/2020 18 V2 6/12/2020 19 V2 6/12/2020 20 V2 6/12/2020 1 Communications Plan for Scaling up Remote Programs and Services Format Suggested Schedule Audience Page Press release Two weeks before beginning Local press, website 2 Letter to staff/volunteers Two weeks before beginning COA staff and volunteers 3 Letter to older adults Two weeks before beginning COA older adults 4 Newsletter messaging Issue prior to beginning COA community 5 Social media posts Week of beginning COA community 6 Infographics Include with methods as appropriate COA staff, older adults, vendors 7 Signage Post prior to beginning COA staff, older adults, vendors 9 These are sample documents that can be modified to fit your community. Feel free to tailor them to support your policies and practices. You may want to consult with your Human Resources Department before using these documents. V2 6/12/2020 2 Sample Press Release [COA Logo] [Address] NEWS RELEASE [Date for release] [Date] [Contact name] [Title] [Phone] [Email] Council on Aging’s Offers Remote Programs and Services [City/Town], MA – The [City/Town] Council on Aging’s center offers remote programs and services on [date] at [partial] capacity at [remote location]. Select programs and services will be held at remote locations on [frequency or schedule] with [limited] capacity. Several new protocols are required for staff and older adults to minimize the transmission of the COVID-19 virus. All who enter must wear masks and follow proper hand hygiene. Participants must follow proper hand hygiene and wear a mask except for the reasons specified in the Governor’s order. To maintain social distancing, some programs [exercise?] will be held outdoors [other location]. Additional protocols are in place and will be communicated all prior to arriving for classes. “We realize the changes to programming may differ from what people are used to, but they are in place to provide a safer experience for everyone,” said [insert name], [title]. “We are ready to see our friends and are looking at creative ways to balance the needs of our older adults with appropriate safeguards,” [she/he] added. The [town/city] Council on Aging was established in [date] and provides health and social services to older adults [aged] and over. The center physically closed [insert date] but Council on Aging staff continued to provide remote services including [examples] as well as other services [examples]. ### V2 6/12/2020 3 Sample Letter to Staff [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time and overall service to the [City/Town] Council on Aging. I’m happy to announce the [City/Town] Council on Aging’s center will begin [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Adherence to several new protocols are required for all to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of all, new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or assign seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. Because these protocols are expected of all staff/volunteers, the required training is scheduled for [date and time] at [location]. [Note: If you have employees who are working remotely, set up a virtual meeting for access.] At that time, you can share your feedback and questions. Bring a mask to the training. Note that seating will be spaced to meet social distancing requirements. Thank you again for your patience. We look forward to seeing you on the [meeting date]. Sincerely, Director, Council on Aging V2 6/12/2020 4 Sample Letter to Participants [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will begin [Tai Chi] classes on [date] at [partial] capacity at [remote location.] Adherence to several new protocols are required for staff, guests and vendors to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of everyone participating, the new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to scheduling any classes. If you have questions or concerns, feel free to contact me at [phone]. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. Sincerely, Director, Council on Aging V2 6/12/2020 5 Sample Newsletter Copy I hope this finds you well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s center will begin limited [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Adherence to several new protocols are required for staff, guests and vendors to minimize transmission of the COVID-19 virus. For the health, safety and wellbeing of everyone participating, the new requirements include the following: all will follow proper hand hygiene and respiratory etiquette all will wear masks at all times except for the reasons specified in the Governor’s order all will ensure social distancing is maintained and/or abide by assigned seating the center will not provide food, drink, supplies or equipment at this time there may be screening before or upon arriving for programs new cleaning protocols, which may impact scheduling or class size Before holding any programs remotely, staff/volunteers will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to scheduling any classes. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. V2 6/12/2020 6 Sample Social Media Posts 1.The COA center welcomes back participants for [Tai Chi] classes on [date] at [partial] capacity at [remote location]. Several new protocols are required for staff/volunteers, vendors and guests to minimize the transmission of the COVID-19 virus. Please contact us for the new requirements. [phone] [email]. 2.All will wear masks at all times except for the reasons specified in the Governor’s order. 3.Due to new social distancing protocols, our programs have changed. [Insert your own examples here such as: Tai Chi will be held outdoors on the shaded section of our back lawn.] 4.Due to new social distancing protocols, the number of participants per class may be impacted. V2 6/12/2020 7 Sample Infographics V2 6/12/2020 8 V2 6/12/2020 9 Sample Signage V2 6/12/2020 10 V2 6/12/2020 11 V2 6/12/2020 12 V2 6/12/2020 13 V2 6/12/2020 14 V2 6/12/2020 15 V2 6/12/2020 16 V2 6/12/2020 17 V2 6/12/2020 18 V2 6/12/2020 19 V2 6/12/2020 20 V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. The following is a list of suggested “best practices” for consideration in working with your local Board of Health and other municipal officials regarding the prospective reopening/re-starting your COA Transportation Services, based on guidance from the State, CDC and other sources. Additionally we remind you of the Governor’s Executive Orders of May 18, 2020 for the Phase One Reopening of the State, which included the “Safer at Home” Advisory. The new Safer at Home Advisory advises those over the age of 65 and those with underlying health conditions to stay home with the exception of trips required for health care, groceries, or that are otherwise absolutely necessary and further, restrictions on gatherings of more than 10 people remain in effect. STAGE 1- Overall Considerations for Transportation Services provided by COA’s: COA’s and their staff should be considering the following as they move toward re-starting the provision of Transportation Services: i. Overall Social Guidance: Those considered “high risk” include people older than age 65, anyone with underlying health conditions or a weakened immune system. Even those not considered "high risk" should take appropriate precautions to limit contact and exposure. The healthy well, or those who may have the virus but are asymptomatic, can expose those at high risk to the illness if they don't take proper precautions. 1. All non-essential transportation should be limited. a. Consider postponing use of volunteer drivers and/or finding alternative means of transportation if social distancing cannot be maintained during transport and appropriate cleaning cannot be performed. 2. Consider if screening will be required of employees/drivers, consumers and driver vendors of your transportation program: a. Your fire department and/or local paramedics may be a resource for pre-screening templates and documents 3. Consider how you will develop a communication and education plan to notify drivers and consumers of required safety standards before restarting Transportation services. 4. Follow recommendations concerning Transportation Service providers contact with consumers and facial coverings. ii. Mandatory Safety Standards for Workplace 3. Social Distancing V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. i. Identify for essential transportation services, guidelines for passenger limits, and safety standards for both drivers and riders. ii. To ensure social distancing, it may be necessary to establish guidelines for passenger limits on vehicles of different sizes. iii. Identify how you will communicate the safety standards to drivers and riders. iv. Identify items and equipment needed to ensure safety standards in vehicles (Plexiglas shields, face coverings/masks, directional arrows, and sanitizer dispensers on vehicles). v. Assess how limited transportation availability will impact scheduling participants for programming. 4. Hygiene Protocols i. Drivers and consumers are required to wear masks or face coverings. ii. Consumers are required to wear masks or face coverings, except if unable to wear a mask or face covering due to a medical condition or otherwise exempted by Department of Public Health Guidance, (a consumer who declines to wear a mask or face covering because of a medical condition may not be required to provide documentation verifying the condition). iii. Exceptions for wearing face coverings include situations that may inhibit a consumer from wearing a face covering safely. These may include, but are not limited to: 1. Those who cannot breathe safely; 2. Those who, due to a behavioral health diagnosis, are unable to do so; 3. Those communicating with people who rely upon lip-reading; and 4. Those who require supplemental oxygen to breathe. iii. Consider conditions when social distancing cannot be practiced, (i.e.; driver escorting or providing physical assistance to riders), and what PPE is most appropriate for drivers to ensure protection of both the driver and the rider, such as N-95 Masks and gloves. iv. Consider how you can reinforce the practice of good daily hygiene with all drivers and consumers of Transportation Services. v. Develop a plan to ensure you have adequate supplies of hand sanitizer and cleaning supplies for transportation vehicles. (If you provide direct service). vi. Consider using the Coronavirus COVID-19 Broker and Transportation Provider Checklist Tool on pages 6-8 of the Human Service Transportation 2019 Novel Coronavirus (COVID-19) Guidance, here . V2. 5/29/2020 The Best Practices and Reopening Guidance are fluid documents and will be updated as warranted. 3. Staffing and Operations i. Consider developing/reviewing Transportation continuity plans for how to keep Transportation services going if staff, drivers and/or schedulers/monitors attendance levels drop due to illness or taking care of ill family members or children that may be temporarily out of childcare or school settings. ii. Be prepared to change your practices as needed to maintain Transportation operations. iii. Determine what training will be needed by Transportation staff and volunteers for: 1. Social Distancing 2. Hygiene Protocols 3. Cleaning and disinfecting vehicles. 4. Cleaning and Disinfecting i. Learn what the required Cleaning and Disinfecting Protocols are for Non-emergency Transport Vehicles. This includes disinfecting vehicles often and following EPA and CDC guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.), you can learn more here vii. Determine which staff will be responsible for sanitation and disinfecting of your Transportation Vehicles, (If you provide direct service). V4. 6/5/2020 This is a fluid document and will be updated as warranted. COVID-19 Operations Plan Transportation Per State guidance, all businesses in the state of MA must develop a written control plan outlining how its workplace will comply with the mandatory safety standards for operation in the COVID-19 reopening period. This template may be filled out to meet that requirement. Control plans do not need to be submitted for approval but must be kept on premise and made available in the case of an inspection or outbreak. Work with your BOH and local leaders to learn what safety standards are required for Transportation. Resources include: Massachusetts Executive Office of Human Services Transportation guidance CDC guidelines for non-emergency transportation Community Transportation Association of America guidelines and resources For MA grants and funding information for COA transportation, visit this site. Council on Aging Information COA Name: Address: Contact name: Contact phone and email: Number of employees on-site: Social Distancing Ensure that all persons, including employees, customers, and vendors remain at least six feet apart to the greatest extent possible. Examples of guidance include: Create 6 ft distancing instructions. For 4-5 passenger vehicles, the driver should be in the front and no more than one passenger in the back. For 7-9 passenger vehicles, the driver should be in the front and no more than two passengers in the back, with each passenger exercising physical distance. For vans carrying more than nine passengers, no more than four passengers in a vehicle, exercising physical distance between one another. Install plexiglass if needed or driver compartment barriers. V4. 6/5/2020 This is a fluid document and will be updated as warranted. Establish protocols to ensure that employees can practice adequate social distancing. Examples of guidance include: All non-essential transportation should be limited. Consider postponing use of volunteer drivers and/or finding alternative means of transportation if social distancing cannot be maintained during transport and appropriate cleaning cannot be performed. Create a schedule to ensure all participants have rides to programs. Post signage for safe social distancing Require face coverings for all drivers and riders Implement additional procedures. Please describe them here: Hygiene Protocols Provide hand washing capabilities. Examples of guidance include: Provide access to handwashing inside center, if applicable. Provide hand sanitizer to passengers and driver. Ensure frequent hand washing by employees and provide adequate supplies to do so. Examples of guidance include: Purchase hand sanitizer and/or mounted sanitizer stations inside vehicles. Provide gloves and masks for drivers. Provide regular sanitization of the high touch areas of vehicles. Follow guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19external icon and that are suitable for porous surfaces. Implement additional procedures, (please describe below): Examples of additional procedures include: When using a vehicle with a lift or if direct contact is needed, PPE should be worn, including a mask and gloves. Change PPE after assisting each individual. Placing signage of no eating or drinking on the vehicle. Placing signage to cover coughs and sneezes. Staffing & Operations Provide training for Transportation staff regarding the social distancing and hygiene protocols. Examples of guidance include: Avoid touching your eyes, nose and mouth. Wash hands frequently with warm water and soap. V4. 6/5/2020 This is a fluid document and will be updated as warranted. Stay at least six feet apart from others while in social settings. Physical contact should be avoided unless being assisted by the driver. This includes, hugging, shaking hands, etc. Wear a cloth face covering or mask at all times. If you are not wearing your mask for any reason, cover your coughs and sneezes with a tissue, then dispose of the tissue in the trash and immediately wash your hands. Anyone who does not follow protocol may be denied services. Provide training to staff if someone refuses to follow protocol. Make sure all above protocol is communicated with staff prior to returning to the facility. Check with your local BOH for reporting procedures if anyone sick uses your transportation services. Ensure employees who are displaying COVID-19-like symptoms do not report to work If employees become ill with respiratory symptoms while at work, they should be sent home as soon as possible. Establish a plan for employees getting ill from COVID-19 at work, and a return-to-work plan. Examples of guidance include: Anyone who develops symptoms while on the job/at the facility should keep their mask/face covering on, notify their supervisor or upper management, and leave the facility. Those with symptoms of respiratory illness should stay home. After recovering from illness, employees should only return to work consistent with the guidelines established by your local BOH. Implement additional procedures, (please describe below): Examples of additional procedures include: If screening is required for use of transportation services, you may want to use the same screening document or template employed by your local first responders (fire, police or emergency services). Determine with your BOH whether screening of transportation staff and riders will be conducted Contact drivers about returning to work. Provide drivers and riders with established guidelines for using transportation services. Cleaning & Disinfecting Establish and maintain specific cleaning protocols. Examples of guidance include: Every day each vehicle will also undergo two rounds of complete interior disinfection and cleaning. The first to use CDC-approved wet products and the second industrial UVC disinfection to reach corners, cracks and hard-to-reach surfaces. If a single vehicle is to be used by different drivers on the same day, the drivers’ area will be carefully disinfected between those drivers’ shifts. Disinfect vehicles often, including radio and communications equipment and all surfaces touched by drivers. Follow guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19 and suitable for porous surfaces. V4. 6/5/2020 This is a fluid document and will be updated as warranted. Ensure that when an active employee is diagnosed with COVID-19, cleaning and disinfecting is performed. Examples of guidance include: Follow guidelines for how to clean hard surfaces (such as door handles, seat belt buckles, etc.) and soft or porous surfaces (such as fabric seats, etc.). Use products that are EPA-approved for use against the virus that causes COVID-19 and suitable for porous surfaces. Implement additional procedures. Please describe below: Check with your local BOH for disinfecting procedures if anyone sick has used your transportation services. v.3 6/11/2020 1 Communications Plan for Scaling up Transportation Services Format Suggested Schedule Audience Page Press release Two weeks before beginning Local press, website 2 Letter to staff/volunteers Two weeks before beginning COA staff and volunteers 3 Letter to older adults Two weeks before beginning Transportation passengers 4 Newsletter messaging Issue prior to beginning COA community 5 Social media posts Week of beginning COA community 6 Infographics Include with methods as appropriate COA community, occupants of center/vehicles 7 Signage Post prior to beginning Occupants of center and vehicles 10 These are sample documents that can be modified to fit your community. Feel free to tailor them to support your policies and practices. You may want to consult with your Human Resources Department before using these documents. v.3 6/11/2020 2 Sample Press Release [COA Logo] [Address] NEWS RELEASE [Date for release] [Date] [Contact name] [Title] [Phone] [Email] Council on Aging resumes transportation services [City/Town], MA – The [City/Town] Council on Aging’s transportation services will resume [date] at [partial] capacity. Transportation will be provided for [services] on [frequency or schedule] with [limited] capacity. Several new protocols are required for staff and riders to minimize the transmission of the COVID-19 virus. Drivers will wear masks and follow proper hand hygiene. All passengers must wear a mask except for the reasons specified in the Governor’s order. All passengers must follow proper hand hygiene and maintain social distancing. To maintain social distancing, seating capacity is limited and may be assigned. Additional protocols are in place and will be communicated to staff and passengers prior to the use of transportation services. “We realize the changes to the transportation may initially impact the number of older adults in need of rides to medical appointments and grocery stores, they are in place to provide a safer experience for everyone,” said [insert name], [title]. “We are balancing the needs of our older adults with our capacity and resources and hope to service as many as possible,” [she/he] added. The [town/city] Council on Aging was established in [date] and provides health and social services to older adults [aged] and over. The center physically closed [insert date] but Council on Aging staff continued to provide remote services including [examples] as well as other services [examples]. ### v.3 6/11/2020 3 Sample Letter to Staff [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time and overall service to the [City/Town] Council on Aging. I’m happy to announce the [City/Town] Council on Aging’s transportation services will resume [date] at [partial] capacity. Transportation will be provided for [services] on [frequency or schedule] with [limited] capacity. Adherence to several new protocols are required for staff and riders to minimize the transmission of the COVID-19 virus. The new requirements include the following: drivers will follow proper hand hygiene drivers will wear masks at all times drivers will ensure riders maintain social distancing and/or assign seating for your safety and the safety of the others, riders must wear a mask except for the reasons specified in the Governor’s order there will be no eating or drinking in the vehicles there may be screening ahead of and at the time of service new vehicle-cleaning protocols, which may impact scheduling Before transportation services resume, staff will receive training on all the changes and protocols. Because these protocols are expected of all transportation staff and passengers, the required training is scheduled for [date and time] at [location]. [Note: If you have employees who are working remotely, set up a virtual meeting for access.] At that time, you can share your feedback and questions. Bring a mask to the training. Note that seating will be spaced to meet social distancing requirements. Thank you again for your patience. We look forward to seeing you on the [meeting date]. Sincerely, Director, Council on Aging v.3 6/11/2020 4 Sample Letter to Passengers [COA Logo] [Address] [Date] Dear [Name]: I hope you are well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s transportation services will resume [date] [at reduced capacity?]. Transportation will be provided for [services] on [frequency or schedule] [with reduced capacity?]. Several new protocols are required for staff and riders to minimize the transmission of the COVID-19 virus. The new requirements include the following: drivers will follow proper hand hygiene and wear masks drivers will ensure riders maintain social distancing and/or assign seating; this may result in fewer passengers per vehicle for your safety and the safety of the others, riders must wear a mask except for the reasons specified in the Governor’s order there will be no eating or drinking in the vehicles there may be screening ahead of and at the time of service new vehicle-cleaning protocols, which may impact scheduling [additional procedure if any - note: seven bullets max] Before transportation services resume, our staff will receive training on all the changes and protocols. One of our staff members may also review requirements with you over the phone prior to scheduling any transportation service. If you have questions or concerns, feel free to contact me at [phone]. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. Sincerely, Director, Council on Aging v.3 6/11/2020 5 Sample Newsletter Copy I hope this finds you well as you continue to weather our new normal. Thank you for your patience during this time. I’m happy to announce the [City/Town] Council on Aging’s transportation services will resume [date] [at reduced capacity?]. Transportation will be provided for [services] on [frequency or schedule] [with reduced capacity?]. Several new protocols are required for staff and riders to minimize the transmission of the COVID-19 virus. The new requirements include the following: drivers will follow proper hand hygiene drivers will wear masks at all times drivers will ensure riders maintain social distancing and/or assign seating for your safety and the safety of the others, riders must wear a mask except for the reasons specified in the Governor’s order there will be no eating or drinking in the vehicles there may be screening ahead of and at the time of service new vehicle-cleaning protocols, which may impact scheduling Before transportation services resume, our staff will receive training on all the changes and protocols. A similar letter was mailed to the older adults in our community informing them of the new changes and requirements for using our transportation services. We are here for you with your safety in mind. Thank you again for your patience. We look forward to seeing you soon. v.3 6/11/2020 6 Sample Social Media Posts 1.Transportation will be provided for [services] on [frequency or schedule] [with reduced capacity?]. Several new protocols are required for staff and riders to minimize the transmission of the COVID-19 virus. Please contact us for the new requirements. [phone] [email]. 2.All drivers must wear masks. All passengers must wear masks or face coverings except for those unable to wear one due to a medical condition 3.Due to new social distancing protocols, our transportation services have changed. [Insert your own examples here such as: A plexiglass barrier is in place behind the driver and hand sanitizer must be used by all prior to boarding.] 4.Due to new vehicle-cleaning protocols, scheduling may be impacted. v.3 6/11/2020 7 Sample Infographics v.3 6/11/2020 8 v.3 6/11/2020 9 v.3 6/11/2020 10 Sample Signage v.3 6/11/2020 11 v.3 6/11/2020 12 v.3 6/11/2020 13 v.3 6/11/2020 14 2 3 4 5 6/29/20 6 7 ______________________ Vaira Harik, M.S. Deputy Director Barnstable County Dept. of Human Services Cell: 520-271-6314 Email: vharik@barnstablecounty.org From: Vaira Harik <vharik@barnstablecounty.org> Sent: Thursday, June 25, 2020 9:34 AM 8 Weekly Case Count March 8 – June 27, 2020 0 5 10 15 20 25 30 35 40 45 50 55 1 5 3 1 2 0 2 0 0 0 1 0 2 0 0 000 3 3 7 53 14 2 0 1 1 1 0 1 1 0 Brewster COVID-19 Cases Resident (17 Total)Long Term Care (87 Total staff & patients) 1 Donna Kalinick From:Captains Golf Course <announcements@captainsgolfcourse.com> Sent:Friday, June 26, 2020 4:11 PM To:Peter Lombardi Subject:Important Updates Important Updates Welcome to summer! We are happy to report that our membership has enjoyed unprecedented access to our courses over the last couple of months. The 12-minute tee time interval requirement reduced our overall tee time availability in comparison with the 9 minute intervals used back in the “old days”. However, we limited access to non-member play and the result has been a significant increase in member rounds. For example, from June 1 through June 25 this year our members played 5,906 rounds as compared to 4,336 last year during the same period. Thanks in large part to the support of the membership through the purchase of your annual passes, we are now projecting that we will end the fiscal year with a small surplus and that is why we felt it was important to allow the increased member access. We hope that you have all enjoyed your golf! Tee Time Allocation: As we head into our new fiscal year on July 1, in order to meet our financial obligations, we will need to increase access to our daily fee golfers. The number of tee times that will be designated as member times will be the same number of times that were available under last year’s tee time allocation. However, there will be fewer member times than what you’ve enjoyed over the last couple of months. It will be important for you to be aware of this fact when you make your tee time requests. We make the following suggestions: 2 Tee times are still required for all play, walk-ons are not permitted. Tee time “Requests” are accepted up to five days in advance of your play date. If you do not submit a request, you may enter a “Booking” beginning at 12:00 noon, two days in advance. To view an easy reference guide on “Request” and Booking” guidelines CLICK HERE. Tee times for day of play cannot be made on-line. Day of play times must be made by calling the pro shop at 508-896-1716. When submitting a tee time request, make sure you include the widest window possible of times that you will accept. The system will always search for the closest time to your requested time, but if there are no times available in the window of times you request, you will not get a tee time. Only request a 9-hole time when you are looking to play the back 9 early in the morning. There are no 9-hole designated times after the first hour and a half of the day, so if you request a 9-hole time for later in the day, the system will not give you a tee time. So if you’re looking to play 9 later in the day, request an 18- hole time. When submitting requests for multiple groups, never choose the “Do not break link” option. If you do, the system will only place your tee times if there are consecutive tee times available. If there are not, none of your groups will be placed. All members in the “Morning” category that wish to request or book a back 9 tee time, must email contact@captainsgolfcourse.com to submit their request. Face Masks: For those utilizing the practice greens and/or driving range, face masks are required at all times. We also request that you wear a face mask when checking in for play. Face masks are also required when using the rest rooms and when you are not able to maintain a six foot distance from others. Thank you for your adherence to these guidelines designed to keep us all safe. New Hours: Beginning Monday, June 29, the first tee time Mondays – Fridays is 6:30 a.m. and Saturdays and Sundays the first tee time is 6:00 a.m. For now, the driving range hours will remain 6:30 a.m. to 4:00 p.m. daily. The range will not open until 10:00 a.m. on Thursdays to allow for mowing. Riding Cart Availability: Beginning Monday, June 29, 18-hole carts will be available until 2:30 and 9-hole carts will be available until 4:30. These cart restrictions are required due to the sanitizing process that is required after each use and the single rider requirement, which means that the staff is dealing with a large volume of carts being returned simultaneously. This has placed an added burden on our cart staff, so we appreciate your patience and your adherence to this policy. 3 Pro Shop: We will be opening the pro shop to the public beginning Monday, June 29. We will be limiting access to four customers at a time. Anyone entering the pro shop, MUST wear a face mask. We ask that you limit your time in the shop so that others may enter. We will continue use of the remote window check-in and recommend use of this unless you wish to purchase merchandise or if there is a backup at the window. Cup Lifters: Thanks to the Friends of the Captains, we have installed “cup-lifters” on all 36-holes. We think that it gives you more of a “real golf” experience and hope that you enjoy them. They are a bit fragile so please handle them with care. Help Wanted: We are in search of a few good people for seasonal grounds workers, pro shop clerks, and outside operations positions (cart attendants and driving range staff). If you or anyone you know is interested please email contact@captainsgolfcourse.com or stop by the pro shop for an application. A valid driver’s license is required. Thank you and enjoy your summer! Captains Golf Course 1000 Freemans Way Brewster, MA 02631 (508) 896-1716 contact@captainsgolfcourse.com This email was sent to plombardi@brewster-ma.gov You received this email because you are registered with Captains Golf Course Unsubscribe here Sent by © 2018 Captains Golf Course 1 Donna Kalinick From:Robert Moran Sent:Friday, June 26, 2020 7:27 AM To:Mimi Bernardo; Lisa Vitale Cc:Peter Lombardi; Kevin Varley Subject:FW: FY19 Ambulance CPE Funds Good morning all, very good news from our friends at Medicaid. Deputy Varley worked diligently to submit information and application for this reimbursement program. As a result we believe the funds to be deposited into the Towns bank account for transfer to the ambulance account on June 30 will be in the area of $70,000. Please see the email below regarding same. Thank you Deputy Varley! From: Kevin Varley Sent: Thursday, June 25, 2020 9:53 PM To: Robert Moran <rmoran@brewster-ma.gov> Subject: FW: FY19 Ambulance CPE Funds Chief, Please see below for Medicaid reimbursement information. Maybe we should ask the Treasurer's office to be on the lookout for this? Deputy Chief Kevin Varley Brewster Fire Department 1671 Main Street Brewster, MA 02631 508-896-7018 Sent from my Sprint Samsung Galaxy S7. -------- Original message -------- From: MAASCR <MAASCR@pcgus.com> Date: 6/25/20 6:27 PM (GMT-05:00) To: MAASCR <MAASCR@pcgus.com> Subject: FY19 Ambulance CPE Funds Good Evening, I hope I can provide some good news in these interesting times. We have received confirmation from the State that the FY19 payments will be deposited into providers’ bank accounts on Tuesday, June 30th. This will likely be the same account that you receive your MassHealth interim payments. If you are receiving a physical check, it will be issued on Monday, June 29th. 2 Additionally, we will be reaching out in the late summer/early fall to begin the FY20 reporting year. Please look out for an email regarding training sessions. As always, do not hesitate to reach out if you have any questions and thank you for your participation in another successful program year! Zac Corradino Consultant (844) 225-3664 maascr.pcghealthservices.com This message (including any attachments) contains confidential information intended for a specific individual and purpose and is protected by law. If you are not the intended recipient, you should delete this message and are hereby notified that any disclosure, copying, or distribution of this message, or the taking of any action based on it, is strictly prohibited. Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of: Select Board Town Administrator Memo To: Brewster Select Board From: Donna J. Kalinick Date: June 30, 2020 RE: Events Booked at Drummer Boy: August through October, 2020 The following events are currently booked for Drummer Boy: August 2020 1-By the Bay Shows: July 31, August 1 & 2: Fine Art & Craft Show- Mr. Bugle is uncertain if this event will still take place. He will make a decision based on the outcome of the Select Board & Board of Health decisions and applicable State guidance. He has two more shows planned in September and October which he intends to hold and his August deposit could be applied to. 2-Society of CC Craftsmen: August 3-7: Cancelled by request of host due to lack of planning time. 3-Castleberry Fairs: August 28 (set up) 29 & 30: American Made Arts and Crafts Fair, see email 4-Request for 20-30 person wedding on August 1st September 2020 1-By the Bay Shows: September 4-6: Fine Art & Craft Show-Maximum people expected at one time, including vendors, 200. 2-Bloomer/Murphy Wedding: September 19th, 180 guests 3-Greene Wedding: September 26th, 40 guest October 2020 1- By the Bay Shows: October 10 & 11: Fine Art & Craft Show-Maximum people expected at one time, including vendors, 200. Ongoing: Permission granted to the Brewster Historical Society to have weekly Curbside Farmer’s Market, Wednesdays through October 1 Donna Kalinick From:Terry <terry@castleberryfairs.com> Sent:Wednesday, June 24, 2020 11:45 AM To:Amy von Hone; Robin Young; David Whitney; Brewster Chamber of Commerce Cc:Peter Lombardi; Sherrie McCullough Subject:August Craft Fair at Drummer Boy Park Good morning, I am just touching base ... can you tell me when the decision will be made regarding our Craft Fair at Drummer Boy Park on August 29 & 30? Thank you, Terry Mullen Castleberry Fairs & Festivals On 6/8/2020 9:07 AM, Terry wrote: Good morning, Thank you for taking the time to reply to my email. I will hold out hope for our August event ... 82 days, fingers crossed. Please stay well, Terry Mullen Castleberry Fairs & Festivals On 6/6/2020 6:04 PM, Amy von Hone wrote: Terry- Thank you for your response regarding your craft fairs scheduled for this summer at Drummer Boy Park. The Brewster Board of Health has been closely following the trend of the COVID-19 pandemic statewide as well as reviewing the state guidance, protocols, and restrictions to ensure the safety of Brewster residents and visitors for both the short and long term. Keeping in line with the Select Board policy discussed at their June 1st meeting, the Board of Health voted on June 3rd to suspend all scheduled organized activities at Drummer Boy Park through the month of July, 2020 out of an abundance of caution. As data continues to be collected at the state and local level, and restrictions are relaxed, the Board of Health will revisit their policy to lift the suspension if appropriate at the 2 time. Based on the successful review of the Board of Health decision by Brewster Town Counsel, the Board of Health will not be revisiting their recent decision at this time. Please contact Robin Young, ryoung@brewster-ma.gov , for further instructions regarding the scheduling of your venue. Thank you, Amy von Hone Amy L. von Hone, R.S., C.H.O. Health Director Brewster Health Department 2198 Main Street Brewster, MA 02631 508.896.3701 X1120 avonhone@brewster-ma.gov From: Terry [mailto:terry@castleberryfairs.com] Sent: Thursday, June 4, 2020 2:34 PM To: Robin Young <ryoung@brewster-ma.gov>; Amy von Hone <avonhone@brewster- ma.gov>; Annette Graczewski <agracz58@gmail.com>; David Whitney <dwhitney@brewster-ma.gov>; Brewster Chamber of Commerce <info@brewster- capecod.com> Subject: Re: FW: BOH Discussion on Drummer Boy Park Hi, Thank you for your email. It is always my intention to work with the Town of Brewster to be sure our events are safe. Our July event is 51 days from now and our August fair is 86 days away and as time passes we are all adapting to work safely within the new normal. Obviously we never want to put the health of the public, our shoppers or artisans or staff at risk. However, I am officially requesting an appeal of the decision to deny our events based on the following facts: Our Craft Fairs are considered Retail Shopping and currently fall within the phase 2 Retail of the Covid-19 Reopening Guideline provided by the 3 EOHED https://www.mass.gov/info-details/reopening-when-can-my- business-reopen#businesses- The timing of our Drummer Boy Fairs (late July an late August) will be well into later phases of these guidelines, which is phases 3 and 4 respectively, if all Covid numbers continue to go down and data remain true. And we could easily work within safe social distancing protocols. The Fair footprint is large enough for us to spread out with a 6 foot gap between all booths. We would have antibacterial spray at all entrances available for the public to use. Also all our Artisans and staff would wear masks. We can make the interior aisles a minimum 14 feet wide, with one way traffic. We would post signs to remind visitors about safe social distancing and mark the ground every 6 feet. And finally, we are not a large festival where spectators dance or hang around enjoying music and we do not have rides or seating or a dining tent. Much like a Farmers Market, our retail events are inherently non hazardous. Please let me know how or if we can appeal this decision. Hopefully as time goes on the virus will weaken and more businesses will be able to open safely, within the Governors Guidelines. Naturally, if Covid numbers go up and the situation worsens or there is a second wave we will cancel our events. Thank you for your consideration, Terry Mullen Castleberry Fairs From: ALanders@lakesregion.org Hi Terry, After numerous emails and phone calls I am so happy to finally have confirmation. 4 Craft Fairs can be under the same guidelines as retail, which opened on May 11th. I was so happy to call you with good news!! I have attached the retail guidelines – keep in mind these guidelines with developed for phase 1 opening May 11th. They will hopefully get less restrictive in time. The task force will beginning working on phase 2 and 3 by industry in the next week or two. I will let you know as soon as we hear about new guidelines. Let me know any questions. Thanks, Amy Amy Landers Executive Director Lakes Region Tourism Association 67 Laconia Road, Suite 1 PO Box 737 Tilton , NH 03276 P 603-286-8008 F 603-286-7007 www.lakesregion.org On 6/4/2020 9:34 AM, Robin Young wrote: Hello Terry, I regretfully have to inform you the Board of Health has closed the use of Drummer Boy Park to vendors this July. They are still waiting to see for August and September if it will be safe to allow the vendors then. If you have any questions please do not hesitate to contact me. We have deposit for your July show. Would you like that refunded, or would you like it applied to the August show (we can wait to see if it is still on)? Thank you, 1 Donna Kalinick From:Michael Gradone Sent:Friday, June 19, 2020 5:36 PM To:Donna Kalinick Subject:FW: drummer boy park 8/1/20 From: Melissa Sawyer [melissansawyer@gmail.com] Sent: Friday, June 19, 2020 3:49 PM To: Robin Young Cc: Michael Gradone Subject: Re: drummer boy park 8/1/20 Hi Robin, Just wanted to reach out again about using the park for our wedding in August. With the governors announcement of the second part of phase 2 beginning Monday, do you think this will be allowed? Thanks again, Melissa Sawyer Sent from my iPhone On May 26, 2020, at 2:18 PM, Robin Young <ryoung@brewster-ma.gov> wrote: Good afternoon, As of right now, we are not allowing the use of Drummer Boy Park for private events. This may change further on in the summer. Please contact us closer to the date if you would like to proceed with the location. Thank you, Robin A. Young Executive Assistant To the Town Administrator Town of Brewster 508-896-3701 x1100 Effective March 16, 2020, until further notice: In light of the COVID-19 pandemic, Brewster Town Offices will be CLOSED TO THE PUBLIC. The Town Administration staff are working remotely. If you need assistance please call (508) 896-3701 ext. 1100 and leave a message with your name, phone number and reason for calling. Or, contact us by email at townadmin@brewster-ma.gov and we will respond promptly. Thank you for your patience at this time. 2 From: Michael Gradone Sent: Monday, May 25, 2020 10:32 AM To: Melissa Sawyer <melissansawyer@gmail.com> Cc: Robin Young <ryoung@brewster-ma.gov> Subject: RE: drummer boy park 8/1/20 Hello Melissa, I have copied Robin Young on this email. She would be the one to talk to about Drummer Boy Park. Good luck with everything! Mike Gradone Recreation Director Town of Brewster (508) 896-9430 www.brewsterrecreation.com <image001.jpg> From: Melissa Sawyer [mailto:melissansawyer@gmail.com] Sent: Sunday, May 24, 2020 1:27 PM To: Michael Gradone <mgradone@brewster-ma.gov> Subject: drummer boy park 8/1/20 To whom it may concern, My fiancee and I were supposed to be getting married this August at a beautiful barn up in Holliston, MA. Unfortunately, like many others, we've had to make the difficult decision to postpone our dream wedding until 2021. We are still planning on married on 8-1-20 and Drummer Boy Park keeps ringing in my ears. I grew up in Truro and have family members who live in Dennis so this seems like an ideal Plan B for us. We're looking at about 20-30 people maximum, for a small quiet standing 15-20 minute ceremony by the Pavilion gazebo. How do I obtain a permit for this event/ is this even possible to do? Thanks in advance for you time and help! Melissa Sawyer 508-322-8772 Version: Jun 16, 2020 1 Town of Brewster 2198 Main Street Brewster, MA 02631 Phone: (508) 896-3701 Email: brewster@brewster-ma.gov BREWSTER SELECT BOARD RULES OF ORDER Policy No._________ Date Adopted: _____ Amended: ________ A. PURPOSE 1. The purpose of this policy is to guide how Brewster Select Board meetings are conducted so: i. Meetings are fair and organized, ii. Public engagement is encouraged, iii. Civil discourse is maintained, iv. Meeting participants are aware of how to participate, v. Brewster Town business is conducted efficiently, and vi. The Board complies with legal requirements. B. TRANSPARENCY 1. The Select Board will promote openness and transparency in government by operating in compliance with Massachusetts Open Meeting Law (M.G.L. ch. 30A, § 18-25). 2. The purpose of the Open Meeting Law is to ensure transparency in deliberations where public policy is developed. 3. Select Board members will familiarize themselves with the Open Meeting Law and will complete all state education and certification requirements. 4. With certain exceptions, all Select Board meetings will be open to the public. C. MEETING AGENDA 1. The meeting agenda will be developed by the Select Board Chair in consultation with the Town Administrator. 2. The Select Board meeting materials (the “Select Board packet”) will generally be distributed, and made available to the public, at least a day prior to the meeting. However, meeting documents may not be available until closer to a meeting. In those cases, the packet is distributed as soon as possible. 3. General order of business (may be adapted at the discretion of the Chair): i. Call to order ii. Declaration of a quorum iii. Meeting participation statement (full remote meetings only) iv. Recording statement v. Pledge of Allegiance (in person meetings) Office of: Select Board and Town Administrator Version: Jun 16, 2020 2 vi. Public announcements and comment (Members of the public may address the Select Board on matters not on the meeting’s agenda for a maximum 3-5 minutes at the Chair’s discretion. Under the Open Meeting Law, the Select Board is unable to reply but may add items presented to a future agenda.) vii. Select Board announcements and liaison reports viii. Town Administrator’s report ix. Consent agenda (routine business grouped for a single vote) x. Business item #1, #2, and as needed. xi. “For your information” items (provided for information only; not for action) xii. Matters not reasonably anticipated by the Chair xiii. Questions from the media xiv. Next meetings xv. Adjournment D. NOTICE 1. The agenda, serving as the meeting notice, will be posted at least 48 hours prior to a meeting in compliance with Massachusetts Open Meeting Law. 2. The agenda will include the date, time, and place of the meeting, and it will be marked with the date and time it was posted. 3. The agenda may be revised once posted, with the time and date of the revision noted. 4. Agenda topics will be specific enough that the public can understand the nature of the issues to be discussed and proposed action to be taken. E. MEETING TYPES 1. Regular: A meeting occurring on an ongoing basis at a standard date, time, and place. 2. Special: A meeting planned with a special focus, e.g., capital planning. 3. Joint: A meeting conducted in collaboration with another Town board or committee when a matter of joint jurisdiction or interest is addressed. 4. Emergency: A meeting held to address a sudden, generally unexpected occurrence or set of circumstances demanding immediate action that does not permit 48 hours’ notice. Notice of an emergency meeting will be posted as soon as reasonably possible prior to the meeting. 5. Hearing: A type of public meeting intended primarily to obtain public testimony or comment before significant decisions are made, generally where required by law. F. EXECUTIVE SESSION 1. All meetings will be held in public except for an executive (closed) session. 2. The Select Board will enter into an executive session that is closed to the public when handling subject areas specified in M.G.L. ch. 30A, § 21 of the Open Meeting Law. 3. The Board will begin a meeting in open session before going into executive Version: Jun 16, 2020 3 session. 4. The Chair must state all the subjects concerning the purpose that can be revealed without compromising the purpose of the executive session. 5. The motion to enter executive session must be reasonably specific. 6. The vote to enter executive session and all votes taken in executive session will be taken by roll call, and the Board will specify whether it will return to open session upon completion of the executive session. G. PUBLIC PARTICIPATION AND HEARINGS 1. Participation: i. Members of the public and media may speak at a regular Select Board meeting at the discretion of the Chair. ii. The public may speak during “Public Announcements and Comment” within the time limit set by the Chair. iii. Members of the public generally do not speak during other agenda items but may request the Chair provide them permission to speak. 2. Public hearings: i. A public hearing is conducted to obtain public testimony before a significant decision is made. ii. When the Board convenes a public hearing where a statute entitles the public to be heard, such as for a license application, a member of the public has the right to speak when recognized. iii. A public hearing must be held when a statute or local regulation requires. iv. The Board may opt to hold a public hearing on a matter where public input is desired. v. Relevant testimony by witnesses and exhibits will be allowed. vi. Some hearings may require an oath to be taken by a witness; the oath will be administered by the Chair. H. ROLE OF THE CHAIR 1. Agenda: The chair prepares the meeting agenda in consultation with the Town Administrator. Generally, the Chair will honor the request of a member to place an item on the agenda. 2. Order of agenda items. The Chair may take items out of order to facilitate the Board’s business, except for a public hearing with a specified starting time. 3. Meetings: The Chair presides over meetings including calling agenda items, recognizing parties to speak, keeping the meeting moving efficiently, and ensuring all members have a chance to be heard. 4. Decorum: The Chair is responsible for preserving decorum at meetings and seeing that all persons and matters are treated fairly. 5. Inappropriate comments and behavior. i. The Chair may rule inappropriate comments out of order and issue warnings. ii. If unruly behavior continues, the Board may recess. Version: Jun 16, 2020 4 iii. State law permits the Chair to order a person to leave a public meeting for unruly conduct, and if the party does not leave, to order a constable or other officer to remove the party from the meeting (M.G.L. ch. 30A, § 20(f)). iv. If all efforts fail to resolve the situation, the Board may adjourn the meeting to another date. I. ROLE OF THE VICE CHAIR 1. In the absence or unavailability of the Chair, the Vice Chair will assume the Chair’s duties. J. ROLE OF THE CLERK 1. The Clerk is responsible for reviewing meeting minutes to ensure accuracy prior to the Board’s approval, and certain other administrative duties. 2. In the absence or unavailability of the Chair and Vice Chair, the Clerk will assume the Chair’s duties. K. MEETING MINUTES 1. The Select Board will record and maintain accurate meeting minutes that set forth the date, time, place, members present or absent , and actions taken. 2. Minutes will contain a summary of the discussions on each subject, a list of all documents and exhibits used at the meeting, and the name of any member who participated remotely. 3. Meeting minutes will be created and approved in a timely manner. Under the Open Meeting Law, a “timely manner” is defined as within the next three public body meetings or 30 days whichever is later unless good cause for delay exists. 4. Members may vote to approve meeting minutes if they participated in the meeting or reviewed the draft minutes or meeting recording. 5. Minutes for executive sessions are maintained separately from open session minutes. Once disclosure would no longer defeat the purpose of the executive session, the minutes should be disclosed unless they fall within an exemption. L. REMOTE (VIRTUAL TECHNOLOGY) PARTICIPATION BY AN INDIVIDUAL MEMBER: During routine business conditions, a member may participate by virtual technology in accordance with Town policy if physical attendance would be unreasonably difficult. M. REMOTE (VIRTUAL TECHNOLOGY) PARTICPATION BY THE FULL BOARD: When authorized by the Governor, the full Board may conduct meetings using virtual meeting technology. These meetings will be carried out in compliance with State direction. N. CONFLICTS OF INTEREST 1. Massachusetts conflict of interest law prohibits a Board member from using their official position for any personal benefit for themselves, their family, or Version: Jun 16, 2020 5 employer. 2. A member with an actual or potential perceived conflict of interest, should obtain guidance from the Massachusetts Ethics Commission or Town Counsel if needed and take appropriate action. Action may include recusal from deliberations, filing a disclosure of a potential perceived conflict with a statement that the member can perform their duties fairly and objectively, or in rare circumstances, invocation of the rule of necessity.1 O. MEETING RULES OF ORDER 1. Sources of Standing Rules i. In the Commonwealth, local government meetings may be conducted following Robert’s Rules of Order, Bell’s Rules, the Massachusetts Municipal Association’s Suggested Rules of Parliamentary Procedure, or local rules established through practice and custom. ii. The Brewster Select Board will use the following standing rules derived from Robert’s Rules, the Massachusetts Municipal Association’s Suggested Rules of Parliamentary Procedure, and local custom. 2. General Standing Rules (See Appendix A) i. Quorum: A quorum of three members representing a majority of the Board must be present to conduct business. Fewer than three members may convene solely for the purpose of continuing a meeting to a future date and time certain. ii. Motions: Any member including the Chair can make a motion, second a motion, speak to a motion, and vote on a motion (presuming there is no conflict of interest). iii. Second: A second is required for action on a motion to proceed. iv. Discussion/debate: Once seconded, a motion is open for discussion. v. Recognition by the Chair: A member must be recognized by the Chair to speak. First-time speakers on a motion should be recognized before those who have already spoken. vi. Amendments: A motion to amend the main motion must be seconded in order to be discussed. It must then be settled by a vote of the Board before returning to discussion of the main motion. vii. Majority vote: The Board acts by majority of those present and voting, except where a different quantum of vote is required by law. viii. Ending debate: Any member may ask to end debate. If seconded the motion to end debate may be debated and must be voted on before returning to the main motion. If the motion to end debate passes, the main motion must them be voted on. ix. Voting by proxy: Members may not vote by proxy. x. Remote (virtual technology) voting: When one or more members of the Board are participating by virtual technology, each vote will be a 1 Rule of necessity: An elected member ordinarily disqualified by the conflict of interest law from participating in a matter before the board is permitted to participate when legally required and the board could not otherwise act because it does not have a quorum of members available to vote. Available: https://www.mass.gov/advisory/advisory-05-05-the-rule-of-necessity Version: Jun 16, 2020 6 roll call vote. xi. Ties: If a tie vote results, the motion fails. xii. Suspending the rules: The Board may vote to suspend the rules. xiii. Mullin Rule: The Town of Brewster has adopted M.G.L ch. 39, § 23D which allows a member who has missed a single adjudicatory hearing session (e.g., whether to revoke a liquor license) to vote on that matter under the so-called Mullin rule. xiv. Courtesy to the Chair: Members may state “Through the Chair,” when addressing another member or party before the Board but it is not mandatory. 3. Process of Moving a Motion i. Affirmative Motion. A member makes, or offers, a motion in the affirmative, e.g., “I move we provide funding for the project” and not “I move we don’t provide funding for the project.” If the motion is offered in wording that is not clear, it is the duty of the Chair to see the motion is put into a clear form. ii. Second. Another member seconds the motion. If no member seconds a motion, the Chair must be sure the members heard the request for a second, otherwise, the motion is rejected. iii. Placement before the Board. The Chair places the motion before the Board (e.g., “The motion has been moved and seconded and is now open to discussion.”) iv. Debate. Members may debate the motion. v. Preparing to vote. The Chair puts the question to the Board (e.g., “Is the Board ready to vote on the motion?” or “I would entertain a motion.”). vi. Conducting the vote. The Chair shall conduct the vote on a motion by stating words to the effect: 1. “All those in favor say aye (or yes).” 2. “All those opposed say nay (or no).” 3. “Any abstaining.” vii. Chair’s vote. The Chair will call for the other Board members’ votes prior to voting themselves and is not obligated to vote. viii. Outcome. The Chair will declare the result of each vote. P. SELECT BOARD POLICIES 1. As the Town’s executive leadership, policies approved by the Brewster Select Board are enacted under a variety of legal authorities contained in state statutes, special laws (special acts), and Town’s bylaws. 2. When new or revised Select Board policies are adopted, they will be published using a standard template. (See Appendix B) Version: Jun 16, 2020 7 APPENDIX A: Brewster Select Board Standing Rules for Meeting Motions Motion Purpose Statement (After Recognition by Chair): “Madame/Mister Chair…” Notes Adjournment To end a meeting. “I move to adjourn.” Amend a Motion To change some of the wording of a pending motion. “I move that the motion be amended by (a) adding ____, (b) striking out ____, or (c) striking out and replacing the following words: _________” Amend Something Previously Adopted To amend a motion made and acted on at a PREVIOUS meeting. “I move to amend something previously adopted” and describe decision. For action at a prior meeting; use “Reconsider” for action at current meeting. Call for Vote To end discussion. “I call for a vote” or “I move the question.” Lay on the Table To temporarily set aside the pending motion to attend to a pressing matter. “I move to lay _____ on the table.” Limit Debate To wrap up a lengthy debate. “I move to limit discussion to [e.g., two minutes per speaker or three minutes total].” Main Motion To propose a new idea or action “I move that_______” Parliamentary Inquiry To determine correct parliamentary procedure. “Parliamentary inquiry” and ask a question. Point of Information To request information. “Point of information” and ask a question. May interrupt speaker. Point of Order To make sure proper rule is followed. “Point of order” and explain circumstance. May interrupt speaker. Point of Privilege To notify the Chair of an issue impeding conduct of the meeting. “Point of personal privilege” and explain the issue [e.g., “I can’t hear the speaker due to noise in the room.”] May interrupt speaker. Postpone Definitely To provide additional time to consider a question under discussion by postponing to a definite time or day. “I move to postpone the question until __________.” Postpone Indefinitely To end debate without intention to return to it. “I move to postpone this motion indefinitely.” Recess To briefly interrupt meeting. “I move to recess for ____ minutes.” Reconsider To re-vote an issue previously decided at a meeting underway. “I move to reconsider our action relative to _____.” For action at current meeting; use “Amend Something Previously Adopted” for action at prior meeting. Refer To refer an idea or proposal being discussed that needs more study or investigation. “I move that the issue be referred to _____ for further study.” May be referred to an individual or group. Rescind To repeal previous action. “I call to rescind the previous vote.” 2/3 majority required Suspend the Rules To permit action not possible under rules. “I move to suspend the rules to so we may ________.” Take up from the Table To return to consideration of a tabled matter. “I move to take from the table ________.” Withdraw a Motion To withdraw a motion before it is voted on. “I move to withdraw my motion.” Version: Jun 16, 2020 8 APPENDIX B: Template for Brewster Select Board Policies Town of Brewster 2198 Main Street Brewster, MA 02631 www.brewster-ma.gov Phone: (508) 896-3701 Email: brewster@brewster-ma.gov TITLE OF POLICY Policy no._________ Date adopted: _____ Amended: ________ A. PURPOSE 1. Purpose of policy. 2. Additional purposes if any. B. SECTION TITLE 1. Section content. 2. Section content as needed. C. SECTION TITLE 3. Subheading Title (if needed) i. Section content. ii. Continue as needed. 4. Subheading Title (if needed) i. Section content. ii. Continue as needed. [Add sections as needed] Approved by the Brewster Select Board on _____[insert date]___________________ ___________________________ ___________________________ [Insert name], Chair [Insert name], Vice Chair ___________________________ ___________________________ [Insert name], Clerk [Insert name] ___________________________ [Insert name] Office of: Select Board and Town Administrator 1 Town of Brewster 2198 Main Street Brewster, MA 02631 www.brewster-ma.gov Phone: (508) 896-3701 Email: brewster@brewster-ma.gov DRAFT SELECT BOARD LIAISON POLICY Policy no._________ Date adopted: _____ Amended: ________ A. PURPOSE. Brewster Select Board members act as liaisons to Town boards, committees, and commissions to facilitate effective communication between those groups, the Select Board, and Town administration. B. LIAISON ROLE. A Select Board Liaison will: 1. Establish a working relationship with the chair of each public body to which they are assigned and be available for consultation as needed. 2. Announce board, committee, and commission activities likely to be of interest to the public during “Select Board Announcements and Liaison Reports” at Select Board meetings. 3. Participate in board, committee, and commission meetings when that participation facilitates communication and action. 4. Provide guidance to boards, committees, and commissions to facilitate progress on activities. 5. Serve as a resource to their assigned boards, committees, and commissions. 6. Inform the Town Administrator of board, committee, or commission issues and activities that the Town Administrator should be aware of or engaged in. 7. Not be a voting member of the board, committee, or commission unless so specified. 8. Speak as an individual Select Board member when participating in board, committee, or commission meetings, and not representing the voice of the full Select Board. 9. Be included on the meeting agenda distribution list for the public bodies they are assigned to. C. APPOINTMENTS. 1. Following reorganization of Select Board leadership after an annual Town election, the Select Board Chair will make liaison assignments. 2. Select Board members will be invited to request specific assignments and the Chair will accommodate requests where possible. 3. When assignments are made, Select Board members are encouraged to contact the chair of each assigned group to inform that chair of the liaison assignment. Approved by the Brewster Select Board ____[ date]_____________________ ___________________________ ___________________________ Mary Chaffee, Chair Benjamin deRuyter, Vice Chair ___________________________ ___________________________ Cynthia Bingham, Clerk David Whitney ___________________________ Edward Chatelain Office of: Select Board and Town Administrator Revised June 26 @ 3:40pm 1 DRAFT FY21 BREWSTER SELECT BOARD LEADERSHIP & LIAISON ASSIGNMENTS A. Distribution Member # of Assignments Total 59 M. Chaffee Chair + 11 B. deRuyter Vice Chair + 11 C. Bingham Clerk + 11 D. Whitney 11 N. Chatelain 11 P. Lombardi 2 Vacant/Future 2: Natural Resources Commission, Community Center Planning Committee B. Leadership Position FY2019 FY2020 FY2021 Chair, Select Board C. Bingham D. Whitney M. Chaffee Vice-Chair, Select Board D. Whitney M. Chaffee B. deRuyter Clerk, Select Board B. deRuyter J. Dickson C. Bingham Chair, Board of Public Works M. Chaffee M. Chaffee M. Chaffee Chair, Personnel Board B. deRuyter B. deRuyter B. deRuyter Vice Chair, Personnel Board M. Chaffee M. Chaffee M. Chaffee C. Liaison Assignments Committee/Board/Commission Elected or Appointed # of Members FY2019 FY2020 FY2021 Agricultural Commission Appointed 7 B. deRuyter B. deRuyter B. deRuyter Alewife Committee Appointed 3 B. deRuyter B. deRuyter B. deRuyter All Access Citizens Committee Appointed 7 C. Bingham C. Bingham C. Bingham Barnstable County Energy Committee Appointed 1 B. deRuyter B. deRuyter B. deRuyter Bikeways Committee Appointed Up to 7 D. Whitney D. Whitney D. Whitney Board of Assessors Appointed 3 J. Dickson J. Dickson N. Chatelain Board of Health Elected 5 M. Chaffee M. Chaffee M. Chaffee Brewster Coastal Committee (disbanded) Appointed 7 M. Chaffee M. Chaffee n/a Brewster Housing Authority Elected 5 C. Bingham C. Bingham C. Bingham Brewster Housing Partnership Appointed 5 B. deRuyter B. deRuyter C. Bingham Brewster Ladies Library - - J. Dickson C. Bingham C. Bingham Brewster Reopening Advisory Coalition Invited >20 n/a n/a B. deRuyter M. Chaffee Brewster School Committee Elected 5 C. Bingham J. Dickson D. Whitney Revised June 26 @ 3:40pm 2 Committee/Board/Commission Elected or Appointed # of Members FY2019 FY2020 FY2021 Building & Needs Assessment Committee Recommend disbanding Appointed 7 J. Dickson J. Dickson n/a Cable Television Advisory Committee Appointed 7 C. Bingham C. Bingham M. Chaffee Cape Cod Technical High School Elected J. Dickson J. Dickson N. Chatelain Cape Cod Water Protection Collaborative Appointed 1 Brewster rep J. Dickson J. Dickson D. Whitney Capital Planning Committee Appointed 5 (3 citizens, Treasurer & TA) D. Whitney D. Whitney D. Whitney CC & I Water Protection Fund Board Appointed 15 n/a n/a B. deRuyter Cemetery Commission Appointed 5 C. Bingham C. Bingham C. Bingham Chamber of Commerce (Brewster) - - D. Whitney D. Whitney N. Chatelain Charter Committee (new) Appointed ? C. Bingham C. Bingham Community Center Study Committee (future) Appointed n/a n/a VACANT Community Preservation Committee Appointed 9 total; 4 SB appointees D. Whitney C. Bingham C. Bingham Conservation Commission Appointed 7 B. deRuyter B. deRuyter B. deRuyter Coronavirus Task Force Invited >20 n/a D. Whitney M.Chaffee B. deRuyter M. Chaffee Council on Aging Appointed 7 C. Bingham C. Bingham C. Bingham Crosby Property Committee - - C. Bingham C. Bingham C. Bingham Cultural Council Appointed 9 C. Bingham C. Bingham C. Bingham Dog Park Development Committee Appointed No more than 7 M. Chaffee M. Chaffee C. Bingham Drummer Boy Park Access Committee Absorb into new Master Plan Committee Appointed 5 J. Dickson J. Dickson n/a Drummer Boy Park Master Plan Committee (future) Appointed ? n/a n/a N. Chatelain Energy Committee Appointed 5 D. Whitney D. Whitney D. Whitney Finance Committee Moderator Appt. 9 B. deRuyter B. deRuyter D. Whitney Fire Department - - D. Whitney D. Whitney D. Whitney Golf Commission Appointed 7 C. Bingham D. Whitney D. Whitney Historic District Committee Elected 5 (up to 7 with 2 alternates) M. Chaffee J. Dickson N. Chatelain Historical Commission Appointed 5 J. Dickson J. Dickson N. Chatelain Housing Trust (voting member) Appointed 7 B. deRuyter B. deRuyter B. deRuyter Human Services Appointed 9 J. Dickson J. Dickson N. Chatelain Millsites Committee Appointed 7 M. Chaffee M. Chaffee M. Chaffee Natural Resources Commission (future) Appointed ?? n/a n/a VACANT Nauset Regional School Committee Elected 4 D. Whitney D. Whitney D. Whitney Open Space Committee 9 M. Chaffee M. Chaffee M. Chaffee Pathways Committee Appointed 7 D. Whitney D. Whitney D. Whitney Planning Board Elected 7 M. Chaffee M. Chaffee N. Chatelain Pleasant Bay Alliance - - J. Dickson J. Dickson N. Chatelain Police Department - - D. Whitney D. Whitney D. Whitney Recreation Commission Elected 5 J. Dickson J. Dickson B. deRuyter Recycling Commission Appointed 7 M. Chaffee M. Chaffee M. Chaffee Revised June 26 @ 3:40pm 3 Committee/Board/Commission Elected or Appointed # of Members FY2019 FY2020 FY2021 Regional Transit Authority Appointed 1 Brewster Rep. P. Lombardi P. Lombardi Tri-Town Septage Plant Board of Managers Appointed 1 P. Lombardi P. Lombardi Union Negotiating Team Transferred to TA - - B. deRuyter M. Chaffee B. deRuyter C. Bingham n/a Vision Planning Committee Appointed 9 N. Chatelain Water Commissioners Appointed 3 J. Dickson M. Chaffee M. Chaffee Water Quality Review Comm. (voting member) Appointed 7 M. Chaffee M. Chaffee N. Chatelain Website Update Committee Assigned 6 M. Chaffee M. Chaffee Zoning Board of Appeals Appointed 9 (5 regular & 4 alternate) B. deRuyter B. deRuyter B. deRuyter D. LIAISON ASSIGNMENTS SUMMARY Mary CHAIR Ben VICE CHAIR Cindy CLERK Dave Ned 1 Board of Health Alewife All access Bikeways Assessors 2 Board of Public Works Agricultural Brewster Housing Authority CC Water Prot. Collab. CC Technical High School 3 Brewster Reopening Barnstable County Energy Brewster Housing Partnership Capital planning Chamber of commerce 4 Cable TV Brewster Reopening Brewster Ladies Library Energy Drummer Boy master planning 5 COVID Task Force CC&I Water Protection Fund Cemetery Finance Committee Historic 6 Mill-sites Conservation Commission Charter Fire Historic District Committee 7 Open Space COVID Task Force CPC Golf Human services 8 Personnel Board Housing trust COA Nauset Reg. School Planning Board 9 Recycling Personnel Board Crosby Property Pathways Pleasant Bay Alliance 10 Water Commissioners Recreation Cultural Police Vision Planning 11 Website Update ZBA Dog Park School WQRC FYI ITEMS (MAIL) July 6, 2020 1.Letter from Keep Massachusetts Beautiful re; Trash & Recycling Presentation 2.Letter from Chatham Elementary Student re; Covid19 services 3.Letter from Harwich Elementary Student re; Affordable Housing 4.Human Services Grant Report; Lower Cape Fuel Assistance 5.Human Services Grant Report; Lower Cape Outreach Council 6.Human Services Grant Report; Aids Support Group 7.Letter from Wellfleet Energy Committee re; Nauset High School Building Project 8.Monthly Comprehensive Offtaker Statement 9.Human Services Grant Report; Alzheimers Family Support Center 10.Human Services Grant Report: Nauset Youth Alliance 11.Letter from Xfinity re; Programming Changes