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Home My Public Portal AboutSelect Board -- 2020-07-06 Minutes row NlWlB /r �/p% Town of Brewster Office of: a� d o� •+• 95 Select Board r +, ; 2198 Main Street Town Administrator U )p = Brewster, MA 02631 = 1898 r —� w Phone : ( 508) 896 = 3701 Fax : ( 508) 896 = 8089 �y'�/G/ �f• iii�i�o� \0��\� Ui//!//IIHIIINIIIHIIU\4\\\\\�� MINUTES OF THE SELECT BOARD DATE : July 6, 2020 TIME : 6 : 00 PM PLACE : Teleconference ALL PARTICIPANTS ARE PARTICIPATING REMOTELY : Chair Chaffee , Selectperson Bingham , Selectperson deRuyter, Selectperson Whitney, Selectperson Chatelain , Town Administrator Peter Lombardi , Assistant Town Administrator Susan Broderick, Assistant Town Administrator Donna Kalinick, Mimi Bernardo , James Gallagher Call to Order Chair Chaffee called the meeting to order at 6 : 00 pm and read the required notice on conducting the meeting remotely . Declaration of a Quorum & Meeting Participation Statement Chair Chaffee did a roll call vote of attendance and declared a quorum present . Recording Statement Chair Chaffee read the required recording statement . Public Announcements and Comment No emails were received from the public prior to the start of the meeting . Select Board Announcements and Liaison Reports Chair Chaffee acknowledged the Commonwealth Heroine award that Marie Enochty and Virginia Locke received . Chair Chaffee also brought to attention that the Select Board agenda has been modified and stressed the change in the wording and intent for public input . Selectperson deRuyter spoke of the two actions that Affordable Housing Trust took at their last meeting , to move concept two forward for master planning on Millstone Road and to establish a rental assistance program with an emergency COVID19 component . Selectperson deRuyter clarified that concept two was 12 one and two story buildings of rental units spread out on the north end of the property . Town Administrator' s Report Mr . Lombardi talked about a few projects that we have been working on over the last few months that are not COVID19 related ; Little Free libraries, replacement of the foot bridge at Paine ' s Creek and a State grant www. brewster- ma . gov BoS 07- 0 & 20 Page 1 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9dOe2 aW '9 /U/,iq Town of Brewster Office of: Select Board 2198 Main Street Town Administrator Brewster, MA 026314898 w or �Orr Phone : ( 508) 896 - 3701 Fax : ( 508) 896 =8089 icon /y�ai�UirexmMi�i�uiva��\o`�\\\o for master planning of the Drummer Boy property . There was also information provided from the Town Clerk on voting at the June 23rd election . Consent Agenda • Revised Fiscal Year 20211/ 12 Budget Submission to MA Department Revenue for August and September 2020 • One Day Liquor Licenses for Chatham Bars Inn Public Farm Dinners : July 9 , July 23 , August 6 , August 20 and September 3 , 2020 • Cape Cod Sea Camps Request to Use Public Address Selectperson deRuyter moved to approve the consent agenda as recommended by Administration , Selectperson Bingham second . A roll call vote was taken . Selectperson Whitney-yes , Selectperson Chatelain - yes , Selectperson deRuyter-yes , Selectperson Bingham -yes, Chair Chaffee -yes , The Board vote was 5 -yes, 0 - No . Discuss and Vote on FY20 Year- End Transfer Requests Mimi Bernardo , Finance Director, presented the request for FY20 year - end transfers for Veterans Benefits, $ 15 , 000 and the County tax assessment $ 15 , 000 ; these are both unanticipated expenses . These amounts are authorizations and the actual deficits will be covered . The $ 30, 000 will come from the Health Insurance Budget . The fiscal year is ending well and the department heads took the spending freeze to heart . Selectperson deRuyter moved to approve the end of the year transfers as outlined in the memo from the Finance Director, Selectperson Bingham second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes , Selectperson deRuyter- yes , Selectperson Bingham - yes, Chair Chaffee -yes . The Board vote was 5 -yes , 0- No . Overview of Local Tax Relief Options and Proposed Creation of Working Group Mr . Lombardi explained that at the annual retreat, the Board identified engaging on the residential exemption . The Department of Revenue held a workshop on Cape about the residential exemption policy . The Finance Team met on numerous occasions about the residential exemption as well as the various tax breaks available to residents that could be adopted . Our Deputy Assessor did a great job of analyzing what a residential exemption would mean and the Finance Team decided that we needed to look at the available exemptions and other options more broadly . Most exemptions are funded through the overlay fund . Some examples of available exemptions are CPA surcharge exemption , senior circuit tax exemption and some towns have filed special legislation for specific exemptions . The entire policy decision needs to be looked at together . After we close the Fiscal year and certify free cash and get through the September town meeting, we would form a working group to look at all the different options to bring back to the Select Board . This would include liaisons from the Finance Committee and the Select Board . www, brewster- ma . gov BoS 07- 06- 20 Page 2 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9dOe2 �o4\1��O�At£urwrg !% � �:'r Town of Brewster Office of: 0 0� •+• 9 �a Select Board s ' ; 2198 Main Street Town Administrator 3 Brewster, MA 026314898 � --- G0 Phone : (508) 896- 3701 Fax: ( 508) 896=8089 6 ; 30pm Public Hearing Renewal of Entertainment Licenses for Brewster Inn , Inc . d / b/ a Woodshed ; Brewster VFW Post #9917 ; Brown Doe 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 ; Shadv Knoll Tent Sites . Inc . d / b/a Shadv Knoll Campground ; Sweetwater Forest Inc d / b /a Sweetwater Forest Selectperson Bingham as the Board Clerk read the required public hearing notice at 6 : 30pm . There were no comments submitted via email regarding this public hearing . Selectperson Chatelain moved that the Board vote to approve the following annual entertainment licenses , pending all financial obligations have been paid to the Town and with the following restrictions, OCEAN EDGE RESORT AND CONFERENCE CENTER . No music will allowed after 10 : 00 PM at the Bay Pines Pavilion , the terrace above the ballroom , the Mansion second floor terrace or the Carriage house terrace . No amplified live music will be permitted at any time on the terrace above the ballroom , the Mansion second floor terrace or the Carriage house terrace . BREWSTER INN INC . , D/ B /A THE WOODSHED , No entertainment after 12 : 45 AM , Windows and doors to the area must be kept closed at all times except when customers are entering or leaving , There will be a parking attendant in the parking lot from 11 : 30 PM until closing during the season ( May through September) to make sure noise is controlled , Entertainers will bring down the volume at 12 midnight, and with continued adherence to all current State guidelines and Executive orders regarding Entertainment for all license holders : Brewster Inn , Inc . d/ b/a The Woodshed , Brewster Post # 9917, Veterans of Foreign Wars of the United States , Brown Dog Investments, Inc . d /b/a Laurino' s Tavern , 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, Inc . d / b/a Sweetwater Forest , Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes , Selectperson Chatelain -yes , Selectperson deRuyter- yes, Selectperson Bingham -yes , Chair Chaffee -yes . The Board vote was 5 -yes , 0- No . Update on Latest Coronavirus Developments and Review of Current State & Local Guidance /Directives Mr . Lombardi stated that we are in week one of Phase III , part one . Governor Baker issued two executive orders as well as guidance for re - opening of gyms, museums and indoor and outdoor event spaces . Outdoor and indoor dining at restaurants has been going for a few weeks now . We have issued 7 outdoor restaurant modifications and have one pending . Mr . Lombardi noted that Phase 4 will not happen in three weeks . In the packet was information about Council on Aging ( COA) re - opening and remote services . It is comprehensive and we will start to work through the guidelines . There are very few COA' s open at this time . The Cape Cod re - opening board is now moving to meeting weekly and is focused on public outreach , transportation and availability of testing . Their website has gotten a lot of hits . County charts about COVID19 data here and in the Northeast corridor show downward changes in the trends . In Brewster, we have 107 total cases, 90 are in long term care facilities . The website is being updated regularly . There were 3 new cases in long term care facilities in last two weeks, but only 3 positives in the general population in 10 weeks . Town offices are www. brewster- ma . gov BoS 07-06- 20 Page 3 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9d0e2 011111 V IHW,B ��/ �vv F9 Office of: Town of Brewster Select Board 2198 Main Street Town Administrator Brewster, MA 02631 = 1898 r Phone : (508) 896 = 3701 Fax: ( 508) 896 -8089 y�4i��indrN�nNi440 nunua� ,��\\�°\\\o opening to public tomorrow Tuesdays and Thursdays, 8 : 30 to 4 . We are encouraging remote services ; call , email or use of drop boxes . Beach permit volume has been tremendous . We are caught up and parking enforcement started June 15th . Nonresident day and season passes are online and don ' t need to be printed . Even though town offices are open , permits will not be sold in person . The Beach ambassador program started last Thursday, mostly using summer recreation staff . The feedback so far are concerns around social distancing at the ponds which have a small footprint . The Recreation Department is offering smaller programs which are all filled and activities started last week . Playgrounds have been open to public and are being cleaned three times a week by DPW staff. Tennis courts are now open to doubles play . The Library is still curbside only, about 100 pickups a day . Libraries are allowed to re - open in phase 3 , but we are holding off as there are many restrictions and guidelines . The Captains will close FY20 with a small surplus due to a lot of hardwork and some luck; we have been able to make up ground which helps FY20 and FY21 budgets . The Proshop is now open on a limited basis and tee times are changing to 9 minute intervals with phase 3 . Crosby cottages first rentals have come and they have only had a few cancelations . We will talk about the Crosby mansion this week for tours . Committees will continue to meet remotely in July & August ; we will re - evalute for fall . We received our initial Cares Act money of about 150, 000; we will also receive 70, 000 in one time Medicaid reimbursement to the Ambulance account . The COVID relief fund has a balance of $ 26, 000 ; we are almost ready to take applications . Selectperson Whitney asked on the Brewster statistics, what are active and recovering cases . The VNA and Health Department are doing the tracking ; there are currently 3 active positives . Selectperson deRuyter gave the golf course cudos for their work , the rest of the Board agreed . Discuss Status of Private Events in Drummer Bov Park in August/September 2020 Executive Order 44 was recently issued and is the guidance for these events . There are a number of events booked ; craft fairs and private weddings . The guidance is for a limitation of 100 people per outdoor space . The Board of Health will discuss whether to open back up to events at their July 15th meeting . Administration will reach out to event organizers in the meantime . Discuss and Vote on New Select Board Rules of Order Policy Chair Chaffee explained that the purpose of the policy is to put the procedures in writing so it is clear to everyone participating and the public what the rules are . Draft rules have been reviewed by Peter Lombardi, Selectperson Whitney, Town Counsel and former Selectperson Dickson . The draft rules include a template for future policy adoption . The Board agreed this was a good foundation for local government . Selectperson Bingham suggested the policy be reviewed annually . Selectperson Bingham moved to adopt the Select Board Rules of Order policy as written , Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes, Selectperson deRuyter-yes , Selectperson Bingham -yes , Chair Chaffee -yes , The Board vote was 5 -yes , 0- No . Discuss and Vote on New Select Board Liaison Policy www. brewster- ma . gov BoS Ww06- 20 Page 4 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9dOe2 Office of: Town of Brewster Select Board 2198 Main Street Town Administrator Brewster, MA 02631 = 1898 V0 w Phone : (508) 896- 3701 " Fax: ( 508) 896 =8089 l I I kill l ll Chair Chaffee presented a draft policy . She stated that Select Board liaisons facilitate communication between the Board and other committees and town administration . This policy formalizes the role of the liaison in writing . Selectperson deRuyter questioned section 3 and whether it meant that as a liaison , they were required to attend every committee meeting as he is concerned over the workload of the Board as liaisons . It was suggested to add participation as needed or when able or some other wording . Chair Chafee said the intention was not to require attendance at all meetings . It was decided to add the wording, "when feasible" . Selectperson Whitney said that they need a good list of email contacts for chairs of committees from administration . Selectperson deRuyter moved the Select Board liaison policy as amended , Selectperson Bingham second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes, Selectperson deRuyter-yes, Selectperson Bingham - yes, Chair Chaffee -yes , The Board vote was 5 -yes, 0 - No . Discuss and Vote on Proposed FY21 Select Board Liaison Assignments Chair Chaffee sent a revised , draft assignment list that removed the committees that no longer exist and has Selectperson Bingham as vice chair of the Personnel Board . Selectperson deRuyter said that after the full Cape Cod Water Protection board reports out, he will be stepping down . The appointee can be a Select board member or staff person . He has been serving on the subcommittee to create the rules & regulations for the Board . He hopes they will be finished in the next 30 to 60 days . Selectperson Bingham moved the Select Board assignments as proposed , Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Chaffee -yes . The Board vote was 5 -yes, 0- No . For Your Information No comments Matters not Reasonablv Anticiaated by the Chair None Questions from the Media None Next Meetings — July 20 and Julv 27 annual retreat There is some interest in having the July 27th annual retreat in two sessions if done virtually . The Board was asked to pencil in the morning of Wednesday July 29th Adiournment Selectperson Bingham moved to adjourn at 7 : 14pm , Select person Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes , Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Chaffee -yes . The Board vote was 5 -yes, 0- No . www . brewsterwma . gov BoS 07-06- 20 Page 5 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9dOe2 a\aguuuuuuuws�/T�''�i ano�\ � • aE Town of Brewster Office of: ` •+• 9 ` Select Board 2198 Main Street Town Administrator 0 X Brewster, MA 02631= 1898 VO Phone : (508) 896 = 3701 Fax: ( 508) 896 = 8089 ��i////i/HgIHIIImill tl111U\\\\�\�\\� Respectfully submitted , Donna J . Kalinick 08/03/2020 Approved : Signed . Date Selectperson Bingham , Clerk of the Board of Selectmen Accompanying Documents in Packet : agenda , consent agenda, town administrator report items, consent agenda items, year end transfer information , tax options, entertainment permit renewals, covid updates, drummer boy events, sb rules of order, sb liaison policy, sb liaison assignments, FYIs . Full packet on website, littD : /keeords .brewster- ma . iov/webliiik/DocView . aspx ? dbid= 0 & %d=128515 &pate= 1 & cr= 1, i www, brewster- ma . gov BoS 07- 06- 20 Page 6 of 6 Doc ID : 9f2eab6e925eadf871029c8fcfOb799505a9doe2