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Home My Public Portal AboutSelect Board -- 2020-04-13 Minutes \\a\\\0a£�W�4T �/�/i # aj i�o� °+� �9 �6 Town of Brewster Office of: 2198 Main Street Select Board Town Administrator c Brewster, MA 02631 - 1898 r - -� Phone : (508) 896- 3701 Fax: ( 508) 896- 8089 / //// 9�y 4//n�1IftIIM1114111u1\\\\�\\ MINUTES OF THE SELECT BOARD MEETING 1 - DATE : April 13, 2020 TIME : 6 : 00 PM PLACE : Remote Call In ALL PARTICIPANTS ARE PARTICIPATING REMOTELY ; Chair Whitney, Selectperson Bingham , Selectperson deRuyter, Selectperson Chaffee , Selectperson Dickson , Town Administrator Peter Lombardi , Assistant Town Administrators Susan Broderick and Donna Kalinick, Town Auditor Robert Brown , Elizabeth Taylor, Chris Miller Call to Order Chair Whitney called the meeting to order at 6 : OOpm and read the required notice on conducting the meeting -"`— remotely . Consent Agenda Appointments ; Gary Kaser — Alewife Warden Selectperson deRuyter moved the Consent Agenda . Selectperson Chaffee seconded . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes , Selectperson Dickson — yes , Chair Whitney — yes . The Select Board voted 5 -yes O- no Presentation on and Acceptance of Fiscal Year 2019 Audit – Robert Brown Bob Brown finished the Fiscal 19 Audit, the product was the financial statements with their opinions and the management letter . In the prior two years, there was a separate report, Communication of Internal Controls or related matters, but this has since been dropped as both issues have been resolved or reduced to only needing a management letter . The balancing of the subsidiary funds has been removed altogether and the water fund balancing has been downgraded to a management letter recommendation only . Staff has been working hard to resolve the water department issues . In terms of the Financial Statements, revenues exceeded expenses ; a $ 100, 000 was moved to OPEB ; $ 275 , 000 to stabilization and the accounting standards were not changed . The Board thanked Mr . Brown , Lisa Souve and the Finance Team for their efforts and work . Selectperson deRuyter moved to accept the FY2019 Audit , Selectperson Chaffee seconded . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes , Selectperson Bingham — yes , Selectperson Dickson — yes, Chair Whitney — yes . The Select Board voted 5 -yes O - no www , brewster- ma . gov BoS 04- 13 -20 Page 1 of 4 Doc ID : cOd26d4611 Oab3eOf24cec664ef22eb2fdf72f48 \\��aoa£Alull, rrr ��ii v 9 � Town of Brewster Office of: %LOBO �q a Select Board 2198 Main Street Town Administrator U (44 Brewster, MA 02631= 1898 r w Phone : ( 508) 896- 3701 Fax : ( 508) 896- 8089 yid if e►oe►�t0 0• 4j�Uirnrm uWMnnuiva��\0\\ Update From Open Space Committee — Elizabeth Tavlor & Chris Miller Chris Miller reported to the Board regarding the Open Space & Recreation Plan update . They have been working with Horsley Witten and the Cape Cod Commission . They are currently in the process of getting public input through a survey on the town website . They are working with other staff, boards and committees to update the plan . They asked the State if they could delay until July, or evaluate other public input measures that have recently taken place . Selectperson Chaffee asked if the first document in the packet is the 2013 Open Space Action Plan review and is that the process on how they will review the current plan . Chris Miller answered that is correct . There is a review every 5 years , and that is the framework for the process . They are reaching out to all of the different groups for their input . It is a living document continuing to be updated every 5 years as we move forward . Selectperson Chaffee wondered why beaches were not listed . Chris answered that because they did a comprehensive beach and coastal study recently, they didn ' t want to dilute this survey by adding the beach information again , however, all of the findings would be incorporated . Selectperson deRuyter asked about coordinating efforts with other departments , and hoped they could coordinate with the Affordable Housing Trust and /or Housing Partnership going forward . Update on Latest Coronavirus Developments :. • Review of Current State & Local Guidance/ Directives Governor Baker extended the Stay at Home Advisory and Essential Services Orders until May 4th . All schools are closed to that same date as well . Peter Lombardi reviewed the Guidance and Directives that have been issued to date . All information is up on the Town ' s website . • Review of Current Local Essential Services & Supplemental Assistance for Residents Town Hall has been closed to the public for 4 weeks to date . With the exception of Police and Fire , and inspectional services , all other staff are working remotely . There is a list on the website being updated with all the services provided and how residents can access them . There are supplemental services being offered at the Transfer Station for recycling and the Council on Aging for our seniors in need . Please visit the website for the most current information as it is continually updated . Town Offices, play grounds and ball courts are all closed . Our beach lots are all still open to the public, but we are watching the rail trail and beaches for traffic and proper social distancing practices . If they are not being met, then stronger implementation measures may be made . We are looking to coordinate local response measures when the State eases its restrictions, which will happen over the coming month or two as warmer weather settles in . We are in conversation with other Cape Managers to be in agreement on regulations or at least discuss them . More to come in next few weeks . The Board voted at the last meeting to extend the tax bill deadline to June 1st . This is in place and information is on the website . We are also waiving any late fees from March 10th to June 30th . We are working on establishing a Local Covid Relief Fund , further details will www . brewsterwma . gov BoS 04- 13- 20 Page 2of4 Doc ID : cOd26d461 1 Oab3eOf24cec664ef22eb2fdf72f48 ,jo*��e� 6W+sTi,, «01R 0i9�G� Town of Brewster office-� � �. 0 0 +. . Select Board r • ; ` 2198 Main Street TownAdmi ni -Aqtrator Brewster MA02631 - 1898 r _ Phone : ( 508) 896 - 3701 g� Fax : ( 508) 896 - 8089 y�4i�U��/f�nnl oRoks,o0o emerge . Covid numbers are being released , but testing doesn ' t reflect the fullextett n t: to wh vasmie the virus is here . There has been an increase in the rate of cases in the past few da ys which consistent with the State modeling and expected surge . We have been working wi h Cape Healthcare to prepare the Wingate facility for post- acute care , with approximately S 0 beds We are making sure that the new use agreement will not have any impact on staff ® r- resid of Brewster in terms of service demand . Last week, we held a couple conference c I Ii s with Town Officials and key stakeholders in the community to understand what issues t- h E� y have_.__.._.. _. been dealing with and to figure out howwe can coordinate efforts . We are trying t- o contin vemsom to prioritize outreach to residents via website , social media , Channel 18 and Rever se 911 c Peter Lombardi went on to discuss a question raised by a citizen at the last meetin �g specifically around town employees . It is important to know that our staff has real a y done a tremendous job in adapting what they do in a really short amount of time and hav 4e provide— all of our regular services and put in all of the supplemental programs . They have c=i o rye a gr job in very difficult circumstances , and we couldn ' t be more proud of the work the y have done . Selectperson Dickson said that what was striking to him was the doubling of call v = I LA me to Council on Aging . They might be in a position to lean on support staff, and he wanm= s to malc_.._.. . sure they have the resources they need . Peter Lombardi responded they are checl i r-sg in regularly to see about all of the departments and staffing needs where there are contingencies to bring in other team members if necessary . • Review of FY20 Budget Measures Peter Lombardi reported they are anticipating revenue and local receipts to have a lootenti short fall . There has been a spending freeze on all spending not Covid - 19 related . 1Vh ey a Iso passed on the same message to the schools to build up reserves to close outthis fa scal yeas good standing and have the option to transfer any reserve to cover deficits next yEEE� a r if needed . We returned to conservatively estimating receipts this year, which is be 1�; t practic but hasn ' t been observed every year . We have no short-term rental revenues pro ra mrned into the FY20 budget . At the very least, we are looking at $ 400, 000 revenuesjust isr short -to-- - rentals for FY20 which will be a big help in offsetting shortfalls in other areas . 0uts i c t e of th General Fund , the only anticipated deficit will be the Golf Department . It is hard t ffage no until restrictions are lessoned or lifted . We are currently reviewing scenariosof de --fi cits of $ 250, 000 to $ 500, 000 . There has been legislation which approved amortized defic iq is over t next 3 years . We are currently reviewing FY21 recommendations on Golf, and will h ave reworked recommendations in the nextseveral weeks . We are going back over FY .�. 3 across the board and expect to make revised recommendations to the Select Board in theme " ear future . We are tracking all Covid related expenses with the expectation they will b reimbursed up to 75 % by FEMA/ MEMA , We are probably going to look at a Reser e Fund www . brewster- ma . gov BoS 04- 13 - 20 Page 3 of 4 Doc ID : cOd26d46110ab3eOf24cec6 4 ef22 � b2 r ' aOHIO/ /i SINVWW 1% % Office of: 9 �4 Town of Brewster 0 0 +. . !it Select Board r '+, ; 2198 Main Street Town Administrator Brewster, MA 026314898 to w Phone : (508) 896- 3701 Fax % ( 508) 896 -8089 emerge . Covid numbers are being released , but testing doesn ' t reflect the full extent to which the virus is here . There has been an increase in the rate of cases in the past few days which is consistent with the State modeling and expected surge . We have been working with Cape Cod Healthcare to prepare the Wingate facility for post- acute care , with approximately 80 beds . We are making sure that the new use agreement will not have any impact on staff or residents of Brewster in terms of service demand . Last week, we held a couple conference calls with Town Officials and key stakeholders in the community to understand what issues they have been dealing with and to figure out how we can coordinate efforts . We are trying to continue to prioritize outreach to residents via website , social media , Channel 18 and Reverse 911 calls . Peter Lombardi went on to discuss a question raised by a citizen at the last meeting specifically around town employees . It is important to know that our staff has really done a tremendous job in adapting what they do in a really short amount of time and have provided all of our regular services and put in all of the supplemental programs . They have done a great job in very difficult circumstances, and we couldn ' t be more proud of the work they have done . Selectperson Dickson said that what was striking to him was the doubling of call volume to the Council on Aging . They might be in a position to lean on support staff, and he wants to make sure they have the resources they need . Peter Lombardi responded they are checking in regularly to see about all of the departments and staffing needs where there are contingencies to bring in other team members if necessary . • Review of FY20 Budget Measures Peter Lombardi reported they are anticipating revenue and local receipts to have a potential short fall . There has been a spending freeze on all spending not CovicI49 related . They also passed on the same message to the schools to build up reserves to close out this fiscal year in good standing and have the option to transfer any reserve to cover deficits next year if needed . We returned to conservatively estimating receipts this year, which is a best practice , but hasn ' t been observed every year . We have no short-term rental revenues programmed into the FY20 budget . At the very least, we are looking at $ 400, 000 revenues just in short-term rentals for FY20 which will be a big help in offsetting shortfalls in other areas . Outside of the General Fund , the only anticipated deficit will be the Golf Department . It is hard to gage now until restrictions are lessoned or lifted . We are currently reviewing scenarios of deficits of $ 250, 000 to $ 500, 000 . There has been legislation which approved amortized deficits over the next 3 years . We are currently reviewing FY21 recommendations on Golf, and will have reworked recommendations in the next several weeks . We are going back over FY21 across the board and expect to make revised recommendations to the Select Board in the near future . We are tracking all Covid related expenses with the expectation they will be reimbursed up to 75 % by FEMA/ MEMA . We are probably going to look at a Reserve Fund www , brewsterwma . gov BoS 04- 13 - 20 Page 3 of 4 Doc ID : cOd26d4611 Oab3eOf24cec664ef22eb2fdf72f48 ��\\�a�oa�auuuuu�wnuarrr„�� 0A£l °j Office of: 04 9 4 Town of Brewster Select Board 2198 Main Street Town Administrator 3 to Brewster, MA 02631 - 1898 r Q Phone : (508) 896 = 3701 ado Fax: ( 508) 896= 8089 y� J9i,�i�l pllIN111NItu�4��0\\Ito is �\ transfer from the Finance Committee to cover unforeseen costs with the understanding it will be reimbursed in the relatively short-term future . FYIs- no comment Future Meetings — April 27, 2020 Chair Whitney asked Mr . Lombardi to give an update on the status of the ballot question for the high school . Peter has a meeting with the other 3 Community Managers and the Superintendent to discuss the approach of the deadline and how this will play out in the next several months . He will report back at the next meeting . j Adjournment Selectperson Chaffee moved to adjourn at 6 : 55pm , Selectperson deRuyter second . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney yes The Select Board voted 5 -yes 0- no Respectfully submitted , Beth Devine G�lBihyLta-� Approved : 07/20/2020 Signed , Date Selectperson Bingham , Clerk of the Board of Selectman Accompanying Documents in Packet : full packet on website for review : consent items, FY19 audit, OSRP information, covid19 updates, His, full packet on website for review : . httutHreeords . brewster- ma . gov/WebLliildDocView . aspx ? dbid=0 & ic1= 121536 & nage=l & cr=1 I'. www , brewster- ma . gov BoS 04- 13 - 20 Page 4of4 Doc ID : cOd26d461 I Oab3eOf24cec664ef22eb2fdf72f48