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HomeMy Public PortalAboutSelect Board -- 2020-06-15 Minutes \a\\\golluuuu91/k/ /Zi 0Ft E W 8 r /k/ « �,a �9 �4 Town of Brewster Office of: Select Board 3 V* '+A s2198 Main Street Town Administrator to Brewster, MA 026314898 1� � _� Ll Phone : ( 508) 896- 3701 Fax: (508) 896 -8089 MINUTES OF THE SELECT BOARD DATE : June 15, 2020 TIME : 6 : 00 PM PLACE : Teleconference ALL PARTICIPANTS ARE PARTICIPATING REMOTELY : Chair Whitney, Selectperson Bingham , Selectperson deRuyter, Selectperson Chaffee , Selectperson Dickson , Town Administrator Peter Lombardi , Assistant Town Administrator Susan Broderick, Assistant Town Administrator Donna Kalinick, Finance Director Mimi Bernardo, Water Superintendent Paul Anderson , Whitecap' s President Chris Kenney, Doug Gardner Call to Order Chair Whitney called the meeting to order at 6 : 02 pm and read the required notice on conducting the meeting remotely . Citizens Forum No emails were sent in before or during the meeting . I Select Board Announcements & Liaison Reports Chair Whitney recognized Select person John Dickson as this is his last board meeting . Chair Whitney praised him for his contributions over the last 9 years that he has served . Selectperson Chaffee announced the Open Space Committees' public forum for the updated plan to take place on 6/ 18 at 7pm . ! Town Administrator' s Report Mr . Lombardi will give his report under COVID19 updates . I Consent Agenda • Approval of Conservation Restriction : 0 Stonv Brook Road , Brewster, MA 02631 • Vote to authorize the Town Administrator and the Conservation Commission to prepare and submit applications to the Commonwealth of Massachusetts' Division of Conservation Services reimbursement programs , including the Local Acquisitions for Natural Diversity ( LAND ) Grant Program , and /or Land and Water Conservation Fund program • Approval of 2020 Senior and Veterans Tax Work- off Program Exemptions • Request for MA Department of Revenue Approval of Deficit Spending for COVID49 Special Revenue Account www . brewster- ma . gov BoS 06- 15- 20 Page 1 of 5 { i Doc ID : cOd26d4611 Oab3eOf24cec664ef22eb2fdf72f48 4 4k 0°g: TF9''¢ Town of Brewster Office of: a� o Select Board 2198 Main Street Town Administrator ut Brewster MA 026314898 r _ Phone : (508) 896= 3701 Fax: ( 508) 896 =8089 • Approval of request to waive Planning Board fees on behalf of Applicant : Town of Brewster Open Space Committee • Approval of Request for Permission to Use Crosbv Beach — Brewster Beach Yoga /Victoria Susan • Annual Reappointment of Expiring Committee Members : Full List Available At the End of the Agenda Selectperson Chaffee moved Consent Agenda items as recommended by administration , Selectperson deRuyter second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Dickson -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Whitney-yes . The Board vote was 5 -yes, 0- No . Update on the 2020 Cape Cod Baseball League , Brewster Whitecaps - Chris Kenney ► Mr . Kenney told the Board that it was a difficult decision , but the Cape Cod Baseball League Board voted to cancel on April 24th . There are some negative financial consequences, but it was the right decision . The Whitecaps will try to maintain the community' s interest in the team . They have some virtual events scheduled like a community call about the recent major league draft . They had put in a CPC application for improvements to accessibility at the field and school for the May town meeting . Mr . Kenney thanked everyone from the town who helped and hopes for support from voters in the fall . Discuss and Vote on Recommended Fiscals Years 2021- 2025 Municipal Water Rate Schedule = Paul Anderson Doug Gardner was the consultant who did the rate study and presented the findings . The water department is funded separate from the Town and the water rates pay for operations and capital . The last study was done in 2015 and implemented in 2016 . The rate increased being proposed under this study will be noticed to residents in August, but won ' t go in effect until the first bill in 2021 . The new rates were recommended to Paul Anderson , Peter Lombardi , Selectperson Chaffee and the Water Commissioners to review . The water department is financially sound ; they have a $ 1 . 6 million dollar balance in their reserve account, but there is substantial capital coming . Capital should be paid through a combination of fund balance and debt . They will have a need to issue a $ 1 . 2 million , 20 year bond in FY21/22 for the generator project . They have an average of $ 328, 000 in annual capital plus debt . The new proposed rates are for a 5 year period . The Water department needs about $ 3 . 2 million to operate annually, about $ 1 . 2 million of that is for staffing and related benefits . The recommendation is to increase the rates in small increments over the 5 years . The rate structure will remain intact, including a minimum semi - annual charge . Rates are based on 1 to 5 , 000 gallons , then over 5 , 000 gallons is more expensive . Commercially sprinklered buildings are charged as a different class due to fire protection . Backflow testing is mandatory through the state and is a lot of work . They are recommending adding a charge for this service , of $ 75 per test . FY21 does not have an increase to minimum charges ; but a rate increase from $ 2 . 27 to $ 2 . 43 per 1 , 000 gallons, in excess of 5 , 000 gallons would be increased from $ 4 . 86 to $ 5 . 20 . They will slowly increase the minimum charge by $ 5 annually to reach a $ 75 www . brewster- ma . gov BoS 06- 15- 20 Page 2 of 5 i Doc ID : c0d26d46110ab3eOf24cec664ef22eb2fdf72f48 oi � o� .��ll 0 'k Town of Brewster Office of: . s Select Board ar '+: o 2198 Main Street Town Administrator Brewster, MA 02631= 1898 Y Phone : (508) 896=3701 Fax : ( 508) 896 -8089 � E 4j/4% ��HIIIMIII41 \00 minimum , minimum , larger for larger meters . An impact analysis shows that someone who uses 10, 000 gallons every 6 months is paying $ 95 . 65 ; the new rate would be $ 98 . 15 or a 2 . 61 % increase . The rates have not been raised since 2016 . The more water you use, the more you will have to pay . A comparison chart to other communities was included in the presentation . Rates are higher in smaller communities, because there are less people to spread the cost over . They are also recommending an increase to the turn on/turn off rates and calls after hours due to staffing costs . Mr . Anderson talked about the benefits of the generator project . In a significant storm event, the Town could be without water for a long time . A backup generator system would allow us to ensure that we can provide water no matter what occurs . Electricity is required when we pump water . Right now, they have auxiliary engines that you have to physically start to get water; it is not an effective way to run a system in an emergency . Selectperson deRuyter asked how it will affect the fund balance . The goal is to maintain the balance . They have two tanks that will need some long term work, but spot work was done recently which might mitigate the costs . There was a discussion on the neighboring town ' s rates and it was noted that it is difficult to compare systems . Brewster has a relatively young system , started in 1971 . Mr . Gardner recommends moving to quarterly billing . A discussion was had about conservation rates but Mr . Gardner said it doesn ' t create incentive to use less . Selectperson Dickson recommended putting more of increase on the rate itself, not on the minimums . The Water Commissioners will vote the rates on an annual basis . The minimum rate ensures the Water Department will run regardless of the amounts pumped . Mr . Anderson noted that one person wrote in that water is a human right and said there should not be a rate increase now . Selectperson Chaffee moved to accept the recommendations from the water study with the provision that the Water Commissioner' s re - look at the minimum charges annually, Selectperson deRuyter second . Chair Whitney noted it would not be for fiscal 21 . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Dickson -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Whitney-yes . The Board vote was 5 -yes, 0- No . Discuss and Vote on Proposed Fiscal Year 2021 1 / 2th Budget Submission to MA Department of Revenue Mimi Bernardo , Finance Director explained that a vote of the Board is required for three 1/2th budgets for July, August and September . The Department of Revenue guidance is to look at the recap sheet and review how much money you spend in the first few months . There are front loaded expenses which exceed the 1/2th such as pension payments . There is a separate page of those items . Ms . Bernardo reviewed everything diligently and prepared the expenses by town departments and school items . Selectperson Chaffee moved to approve the 1/2th July, August and September budgets, Selectperson deRuyter second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Dickson -yes, Selectperson deRuyter-yes , Selectperson Bingham -yes , Chair Whitney-yes , The Board vote was 5 -yes , 0- No . www . brewster- ma . gov BoS 06- 15- 20 Page 3 of 5 Doc ID : cOd26d461 I Oab3e0f24cec664ef22eb2fdf72f48 81 \�� utsrs� �we� wio A6' o;�� � �� Town of Brewster Office of. _ t+•a + � 2198 Main Street Select Board > Town Administrator, Y _ Brewster, MA 02631 - 1898 Phone ; (508) 896-3701 Fax: (508) 896-8089 PON Discuss and Vote on Town Counsel Contract Mr . Lombardi explained that we have used KP Law for 4 years now, with Jonathan Silverstein as lead counsel for the Town . The new contract would be for 3 years with a rate increase of $ 10 per year; FY 21 would be $ 220 per hour but there would be caps on annual spending . Selectperson Chaffee moved to give Mr . Lombardi the authority to execute the agreement, Selectperson Bingham second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Dickson -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Whitney-yes . The Board vote was 5 -yes, 0- No , Update on Latest Coronavirus Developments, Mr . Lombardi provided the Board with a comprehensive review of the latest developments . We are now in Phase II which includes outdoor dining, retail with restrictions and opening of hospitality . Legislation regarding municipal elections, town meetings and appropriations from stabilization were passed , The State has committed to more testing, including some pop - up testing sites this week . Guidance for playgrounds was issued , but we cannot meet the standards right now , Tennis courts are open to singles play; we are working on expanding to doubles . Recreation had to cancel their summer playground program , but opened registration for smaller group programming today with good response . The Phased plan presented by the Advisory Board in which each phase would last a minimum of 3 weeks allowed libraries to open for curbside as of May 25th . The Ladies Library implemented curbside pickup on June 4th , All has gone well with about 100 pickups daily . Guidance for holding town meeting applies to all public meetings . The Cape Cod Re-opening Advisory Board issued guidance to the seasonal community . They continue to meet and provide feedback to the state . The Commission is hosting a survey for local businesses . The Golf Course has been able to expand its' operations under Phase II and is making progress on the forecasted deficit . Staff has been working to turn around outdoor dining applications quickly. There is no entertainment allowed in restaurants in Phase II . We will wait until the July 6th meeting to take up entertainment permit renewals . Crosby Mansion has two cottages that are rented . Brian Locke has done a great job planning and putting protocols in place . First rentals are coming up . The Brewster Local Advisory group continues to meet weekly and it has been of great value . Our local election is June 231d from 10 to 2 ; mail in voting requests have been robust . SOP ' s and phased schedules for re -opening town buildings to more staff and the public were sent around and will be discussed at the joint meeting with the Board of Health . We are looking at a soft opening on June 29th for staff and the public on Tuesdays and Thursdays, starting July 71h, but encouraging the continued use of remote services . We have been processing beach and recycle permit requests . Today is the first day for enforcement and staff has found a work around for the printing of daily passes which will make things easier , It Is important for residents to remember that we started processing mail - in requests on June 1 and we are working on them as fast as we can and to be patient , If they were received by June 15th, they will be returned by July . Selectperson Bingham asked about the Recycle Center and when brush and C& D will be opening . Mr . Lombardi said as soon as we can bring staff back, we can accept fee items, probably the last week of June, 1st week of July . BoS 06- 15-20 www. brewster- ma . gov Page 4of5 Doc ID : cOd26d4611 Oab3eOf24cec664ef22eb2fdf72f48 0110NlWls40 /// ,�.��R, �9 ;� Town of Brewster Office of: o Select Board 2198 Main Street Town Administrator _ Brewster, MA 02631 = 1898 0 V0 Phone : ( 508) 896 -3701 Fax : ( 508) 896= 8089 /y�4j�ui��ji!lINIIINI 000 FYIs No discussion Topics the Chair did not Reasonably Anticipate No discussion Future Meetings — June 24 Re - Organization , June 29 , (Joint with Nauset Regional School Committee ) and Julv 6 , and July 20 Adjournment Selectperson deRuyter moved to adjourn at Bpm , Selectperson Dickson second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Dickson -yes , Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Whitney-yes . The Board vote was 5 -yes, 0- No . Respectfully Submitted , Donna J . Kalinick Assistant Town Administrator 07/20/2020 Approved : Signed : Date Selectperson Bingham , Clerk of the Board of Selectman Accompanying Documents in packet ; Consent Agenda items, Cape Cod baseball CPC application , Water Rate power point, one twelfth budget documents , Coronavirus update bulletins, FYI ' s . Full packet on website for review; http : //records . brewster- iiia . gov/weblinl;/DoeVievv . aspY ? dbid =0 &id-126173 & page=l & ct= I www . brewster- ma . gov BoS 0 & 15-20 Page 5 of 5 Doc ID : cOd26d461 1 Oab3eOf24cec664ef22eb2fdf72f48