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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 .
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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 .
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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
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4 4k 0°g: TF9''¢ Town of Brewster Office of:
a� o Select Board
2198 Main Street Town Administrator
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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
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. s Select Board
ar '+: o 2198 Main Street Town Administrator
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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 .
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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
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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 .
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,�.��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
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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
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