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Home My Public Portal AboutSelect Board -- 2020-05-04 Minutes ""o0oftews 1 * FU � a� Town of Brewster Office of: �At ,.{ `•� 2198 Main Street Select Board Town Administrator Brewster, MA 026314898 10 W r GPS Phone : (508) 896-3701 Fax: (508) 896-8089 /�r�1tj�NttiNimttttll�a� MINUTES OF THE SELECT BOARD MEETING DATE : May 04, 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 Administrator Susan Broderick, Assistant Town Administrator Donna Kalinick, Robin Young, Chuck Hanson , Colin O' Dell Call to Order Chair Whitney called the meeting to order at 61.00 pm and read the information on conducting the meeting remotely . Executive Session Chair Whitney stated that the Board would be going into Executive Session to discuss strategy with respect to collective bargaining as an open meeting may have a detrimental effect on the bargaining position of the Town ; SIEU Local 888, OPEIU Local 6, IAFF Local 3763, and Brewster Police Unions and to conduct strategy sessions in preparation for negotiations with nonunion personnel or to conduct collective bargaining sessions or contract negotiations with nonunion personnel ; Personnel Bylaw . Selectperson deRuyter moved that the Board go into executive session at 6 : 02 pm to discuss strategy with respect to collective bargaining as an open meeting may have a detrimental effect on the bargaining position of the Town ; SIEU Local 888, OPEIU Local 6, IAFF Local 3763 , and Brewster Police Unions and to conduct strategy sessions in preparation for negotiations with nonunion personnel or to conduct collective bargaining sessions or contract negotiations with nonunion personnel and to return to open session ; Personnel Bylaw, Selectperson Chaffee second . Selectperson Chaffee recused herself from discussion . Chair Whitney-yes, Selectperson Chatelain -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes . The Board vote was 4-yes, 0- No and each member declared that no other person is present and/or able to hear the discussion at the remote location Citizens Forum No discussion . Select Board Announcements & Liaison Reports www. brewster- ma . gov BoS 05 . 04 . 2020 Page 1 of 7 DOC ID : Id58087ef3deb8480e92168632111a37e500f7bb \\*0tt0 % a �w8/7Ur�/p wEt : % Town of Brewster Office oa O o� •+� '� � Select Board 2198 Main Street Town Administrator Brewster, MA 02631 = 1898 0 to - -_ u Phone : ( 508) 896 - 3701 Fax: ( 508) 896= 8089 g4i/U/gll1f, Xi N!liMflitt1411 No discussion . Town Administrator' s Report Mr . Lombardi updated the Select Board that $ 15 , 000 . 00 of grant funding was awarded to the Town of Brewster from the Community Compact Forum for the Human Resources Audit , The Open Space and Recreation Plan is set to expire . They have posted a survey on the website for resident input on what they would like the priorities and goal settings for the next plan to include . The Millstone community housing project survey has been launched on the website as well . Consent Agenda Acceptance of Gift : Two Handheld Electrostatic Sora�rers from Friends of Captains Goff Course Authorization to Allow Cape Light Compact to Renegotiate Municipal Power Supply Contract Selectperson deRuyter moved the consent agenda for discussion , Selectperson Chaffee second . Selectperson deRuyter would like the results of the renegotiation of the Municipal Power Supply Contract brought back to the Board . Mr . Lombardi noted that the vote tonight allows the Cape Light Compact to negotiate the contract on behalf of the Town . The Select Board voted 5 -Yes 0- No in favor of the consent agenda . Roll Call Vote : Selectperson Chaffee — yes , Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes , Chair Whitney — yes . Update on Cape and Vinevard Electric Cooperative Round 4 Solar Prolects at Captains Golf Course and Vote on Recommended Changes to Terms of Lease Agreements The lease agreements for these projects were executed by the Board in 2019 , There are 4 active solar projects in Round 4, at the Fire Station , Captain ' s Golf Course and the Water Department , The Town and the new developer will need to renegotiate the lease agreement . The upfront costs for interconnection will be carried by the developer, and that will be deducted from the Town' s annual revenue . The tentative agreement for consideration would stand at $ 1000 . 00 per $ 10, 000 deduct and $ 100, 000 . 00 of annual revenues to the Town for the next 20 years . The Commonwealth has a "smart solar program " which Mr . Lombardi would like to enroll in soon to maximize the revenue incentives . Selectperson Chaffee is in support of the agreements . Selectperson deRuyter thanked all who have been participating in this process . He is concerned about the dollar figures in the agreements for rental fees which are greatly reduced over $ 10, 000 . In the future he would a stronger negotiation on these costs . Selectperson Bingham noted this has been an 18 year process , and she is glad it is finally coming to a conclusion . Selectperson Dickson noted that the interconnect fee is a source of ill feelings for him as well , but it supportive of the projects . Chair Whitney thanked the Energy Committee for their hard work on the projects . Selectperson Chaffee moved to accept the recommended changes to terms of lease agreements, Selectperson Bingham second . The Board voted 5 - Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . www . brewsterwma . gov BoS 05 . 04 . 2020 Page 2 of 7 Doc ID : 1d58087ef3deb8480e92168632111a37e500f7bb WIN 11119l0/1/4 Town of Brewster Office of: 2198 Main Street Select Board 3 > Town Administrator 0 to Brewster, MA 02631- 1898 VO w Phone : (508) 896= 3701 ybi/�i�/IgHNiNA4ttttNl\11\��\\\�\,`o Fax. (508) 896-8089 Presentation on Revised Golf Department FY20 Budget Proiections and Proposed Changes to FY21 Budget , and Vote to Amortize Anticipated FY20 Golf Deficit over FYs 21-23 — Mark O' Brien and Anne O' Connell Mark O ' Brien thanked the Friends of Captains for their donation of sprayers to disinfect the golf carts to put them into operation . The original proposed FY21 budget has been affected by CovicI49 shut down of the golf course . The various scenarios have been given to the Board in spread sheet form . They are projecting a FY20 $ 322 , 398 . 00 deficit . The first phase of opening in May would be restricted to members only, walking the course . June play would hopefully include non - members and cart usage . All would follow the best practices and guidance documents of the PGA and the State for re - opening, and noted that the opening situation is very fluid at this time . Spending has been reduced to imperative needs only, and seasonal hiring has been kept to a minimum . Mr . O ' Brien discussed the membership fees and the reduced amount projected . Selectperson Chaffee asked if Freeman ' s Grille was going to be open at all . Mr . O ' Brien was hopeful they would be able to open for take -out in June possibly, and they would work with the Health Department on the logistics and protocols if they chose to do so . Selectperson deRuyter was most concerned with the seasonal pass revenue for FY20, and how to treat the deficit . He would not be supportive of a transfer from other resources to cover the deficit, and is in favor of paying it over the next 3 years with future Golf fund surplus . Selectperson Bingham asked logistical questions regarding the hiring of additional staff, how the course has been maintained, and the operation of restroom facilities . Mr. O' Brien noted the grounds have been kept maintained , more staff will be needed and they will have to wait to see on the restrooms . Selectperson Dickson reiterated and confirmed that the Town will amortize the deficit over ( up to ) 3 years, starting in FY21 . Mr . Lombardi thinks there will likely be similar legislation passed next year for FY21 . Selectperson Dickson noted that the intention of the Golf department is to at least a break even as an operation , even in these uncertain times . He is confident that in the long run, the course will be financially viable and that it is a main asset to the Town . Mark O' Brien reviewed the original versus updated FY21 projections with the Board including; membership fees, green fees, and driving range fees . Expense line items are reduced with removal of new staffing wages, contractual obligations, operating expenses, and pro - shop inventory . The projected FY20 deficit will need to be included in the FY21 budget . The bottom line is hopeful to be positive, but by a small margin . This will leave little room for error and in the event that there is a FY21 deficit, hopefully it will be able to be amortized , similar to FY20 legislation . Selectperson deRuyter asked if the statute currently included FY21 . Mr . Lombardi noted that it was not, but is hopeful that they will have a similar legislation passed for FY21 for budgetary deficits . Selectperson deRuyter noted the uncertainty of the projected green fees revenue . Mr . Lombardi noted the revenues will be able to be adjusted again in July, after the restrictions might be lifted , as they will be able to budget to actuals versus predictions . Selectperson deRuyter moved to vote to authorize the golf deficit be amortized over three years and to be paid by the Golf fund , Selectperson Dickson second . The Board voted 5 -Yes 0 - No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . Bos 05. 04 , 2020 www. brewster- ma . gov Page 3 of 7 Doc ID : Id58087ef3deb8480e92168632111a37e500f7bb "mai 4; ,; % Town of Brewster Office of: • Select Board r« «�� 2198 Main Street Town Administrator 13 0 W � Brewster, MA 02631 = 1898 VO — L° Phone: (508) 896-3701 Fax,, (508) 896-8089 %///, j !!!/!llN1NlNIH11t�U\\\Q Discuss and Vote on Potential Reduced Voting Hours for June 2020 Local Election , and Sign Election Warrant — Colette Williams , Town Cleric Colette Williams requests the reduction of polling hours , as she is concerned of being able to secure enough workers for the election polling, as well as for the health and safety of the workers . They are running a robust campaign on "vote by mail" and there are no major articles on the warrant . Selectperson Chaffee is in favor of making it as easy as possible to encourage residents to vote by mail , to both encourage their safety and protection . Selectperson deRuyter is supportive, especially since there are no contested races, and hopes that all voters avail themselves to the vote by mail option . Selectperson Bingham and Dickson are both fully supportive . Chair Whitney asked when they would see a sample ballot . Ms . Williams hopes within a week' s time . Selectperson Chaffee moved to reduce voting hours for the June 2020 local election , Selectperson deRuyter second . The Board voted 5 -Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . Selectperson deRuyter moved to sign the election warrant, Selectperson Chaffee second . The Board voted 5 - Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . Discussion and possible adoption of M . G . L . c . 110G , regarding the use of electronic signatures by Board members pursuant to Amendment 13 -7 to the Massachusetts Deed Indexing Standards 2018 , effective April 17 , 2020 Mr . Lombardi spoke to State officials and members of the Department of Revenue regarding the use of electronic signatures for documents , The Board needs to take a formal vote to accept the electronic signature platform . Selectperson deRuyter moved that the Brewster Board of Select accepts the adoption of M . G . L . c , 110G , regarding the use of electronic signatures by Board members pursuant to Amendment 13- 7 to the Massachusetts Deed Indexing Standards 2018, effective April 17, 2020, Selectperson Bingham second . The Board voted 5 -Yes 0 - No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . Discuss and Vote on Extension of 2019 Resident Recreational Shellfish Permits until June 30 , 2020 Mr . Lombardi reviewed the previous conversation that the Board had about beach access and Permit office operations for this summer , In allowing the prior year' s shellfish permits to be extended until June 30, 2020, this would bring them concurrent to the current expiration date of recently approved Beach Parking permit extension , and the annual Transfer station permit , This would greatly reduce the burden of the Permit office for processing, as that staff will be working in a limited capacity due to Covid49 orders set forth by the Governor . Selectperson deRuyter moved to extend the 2019 resident recreational shellfish permits until June 30, 2020, Selectperson Chaffee second . The Board voted S -Yes 0- No , Roil Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes , Chair Whitney — yes . Overview of new Brewster COVID Relief Fund and Vote on Proposed Committee Charge www. brewster- ma . gov BoS 05 . 04 . 2020 Page 4 of 7 Doc ID : 1d58087ef3deb8480e92168632111a37e500f7bk afire W n� << :;; � ¢ Town of Brewster Office of: 01 Select Board � z 'A ; 2198 Main Street Town Administrator Brewster, MA 026314898 Phone : (508) 896-3701 Fax: ( 508) 896 -8089 Internally, a COV1D Relief fund has been established to create a local fund specific to Brewster for residents and businesses to donate , to assist those in need . It has been set up as a separate expendable trust, and has been posted on the website . They are working on developing eligibility requirements, general process of assistance of application , staff review , committee review, and payment allocation . A 7 member committee will be comprised of a member from each the Select Board , Affordable Housing Trust, the COA Board , Health and Human Services Committee , the COA Director, an Assistant Town Administrator and one member at large . Resident have the ability to donate online or drop off a check at Town Hall . Selectperson Chaffee asked if this is a tax deductible donation . It is not as it is not a 501c3 . Selectperson deRuyter asked if a municipality could use a 501c3 as an intermediary to make these donations tax deductible . Mr . Lombardi will look into that . Selectperson Bingham is very supportive , as is Selectperson Dickson . He noted that donations to the school were tax deductible , so it would make sense that to a municipality would be as well . Mr . Lombardi noted that most often those funds are set up through a "friends of" 501c3 group . Selectperson deRuyter moved to accept the proposed committee charge , Selectperson Chaffee second . The Board voted 5 -Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes , Selectperson deRuyter — yes , Selectperson Bingham — yes, Selectperson Dickson — yes , Chair Whitney — yes . Update on Latest Coronavirus Developments and Review of Current State & Local Guidance/Directives The current advisories were all extended until May 18, 2020 . There were no changes to the Essential Services Order , The Governor created a Re - Opening Advisory Board , to be led by the Lt . Governor . Local discretion can be implemented to further restrict the Governor' s orders . Last Friday Gov . Baker issued the face coving order to be implemented as of May 6, 2020, with the local availability to issue up to a $ 300 . 00 fine for non- compliance . The Board of Health will address the specific issue of enforcement, with a strong push on education of residents . The Re - Opening Advisory Board , is also going on at the local level . Barnstable County launched a regional task force that Mr . Lombardi will be serving on . Guidance for visitors was created and posed on the website . The Lower and Outer Cape Managers and Health Directors have met and will be meeting in the upcoming weeks to discuss policy matters . Town services remain unchanged from the last meeting, working remotely , DPW staff is back working out in the field . Town offices have been closed for 7 weeks and residents can view all services and how to access them on the website . Return to work procedures are being drafted over the next few weeks . Tax bills have been sent out, and are due June 1 , 2020 — extended by a month . The Town has contracted with a Lock Box service, to process payments more efficiently . Mr . Lombardi noted that even though the positive Covid - 19 cases in Brewster remain low, each one of those infected are someone' s loved one . This is the reason they need to continue to abide by the orders and continue to keep themselves safe . Selectperson Bingham is concerned with local businesses' ability to enforce their customers abiding by the State orders . Communication will be increased with the local community . The Board of Health will take up the fee schedule for fines in the event there are violations issued or fines imposed . www . brewster- ma . gov BoS 05 . 04. 2020 Page 5 of 7 Doc ID : 1d58087ef3deb8480e92168632111a37e500f7bb 00'1uU�\ 6 uWl�priirrr��, d i °�� v ° ' 0 `�� Town of Brewster Office of: Q o' '�� Select Board r "• ; 21. 98 Main Street Town Administrator �;0 _ " Brewster, MA 02631 = 1898 r G0 Phone : (508) 896- 3701 Fax : (508) 896-8089 y��rr4inrp�xt�pi4iuiul��a��\\\�o°a\ Discuss and Vote on Expanded List of Town Boards and Committees Eligible to Meet Remotely The current list of those eligible to meet remotely is the core regulatory boards and committees , Additional Boards and Committees would like to meet, such as the Golf Commission , who were not allowed to meet and therefor was not a part of the Golf Department budget discussions . Mr . Lombardi read a list of additional boards and committees to add to the eligible list . Only one committee will be able to meet at once, and a schedule will be determined . Update on Community Stakeholder Conversations and Proposed Brewster Reopening Advisory Coalition A series of discussions have been held with key stakeholders in the community . This was both to disseminate information and collect feedback . Mr , Lombardi would like to put together a broad coalition , with the specifics noted in his memo included in the packet . They would include a facilitator , The focus of the group is to review what is happening at the State and County level , and to reach out to their constituencies for feedback . Then clarify jurisdictions and approach, as well as develop a priority list of needs and responses . All of the members of the Select Board were supportive of the effort, with no questions . Vote to Open Spring 2020 Town Meeting Warrants , Vote on Proposed Changes and /or Additions to Warrant Articles , and Vote to Close Warrants Selectperson deRuyter moved to open the Spring 2020 Town Meeting Warrants, Selectperson Chaffee second . The Board voted S-Yes 0- No . Roil Call Votes Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . No additional changes have been made to the warrant , Selectperson deRuyter moved to close the warrant, Selectperson Chaffee second . The Board voted 5 -Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes , Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . The FY21 fiscal year end bookkeeping will need to be closed . They may need to shift articles on the special Town Meeting warrant, in order to close the FY20 finances . Discussion and Vote on Potential Alternative Town Meeting Date (s ) Mr . Lombardi included a memo in the Select Board packet, which states the Town has the discretion to hold town meeting after the May 30th date . The Town is also allowed to continue operating on a 1/ 12 FY21 budget, if they have not yet held a Town Meeting . They are recommending scheduling the annual Town Meeting for September 14, 2020 . The next Town Meeting would be held in May, deferring all capital article until then , Selectperson deRuyter moved to schedule the Annual Town Meeting on September 14, 2020, Selectperson Chaffee second . The Board voted 5-Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes, Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson — yes, Chair Whitney — yes . FYis No discussion www. brewster- ma . gov BoS 05 . 04 . 2020 Page 6of7 Doc ID , 1d58087ef3deb8480e92168632111a37e500f7bb liews o� :; F9ro ��Q Town of Brewster Office of. Select Board 2198 Main Street Town Administrator 3 W Brewster, MA 02631 = 1898 r � ,'' Phone : ( 508) 896= 3701 Fax: ( 508) 896 =8089 k/0ioiiinemwiimin�a��Q\�o�`��\ Topics the Chair did not Reasonablv Anticipate No discussion Future Meetings — Mav 20 (Joint with Board of Health ) , June 1 , June 15 , and June 29 , 2020 (Joint with Nauset Regional School Committee ) Adiournment Selectperson Bingham moved to adjourn the meeting at 7 : 15 pm . Selectperson Chaffee second . The Board voted 5 -Yes 0- No . Roll Call Vote : Selectperson Chaffee — yes , Selectperson deRuyter — yes, Selectperson Bingham — yes, Selectperson Dickson yes, Chair Whitney — yes . Respectfully submitted , Robin Young 08 / 18 / 2020 C�gih9LiGi Approved : Signed : Date Selectperson Bingham , Clerk of the Board of Selectman Accompanying Documents in Packet : consent items, cvec lease changes & financials, golf budget sheets , election information , electronic signature bulletin , beach & shellfish memo , corona updates, advisory coalition memo, town warrant, full packet on website http : //records . brewster- ma . gov/WebLinik/DocView . asDx9dbid=0 & id=122690 & page= l & ci=1 www . brewsterwma . gov BoS 05 . 04 . 2020 Page 7 of 7 Doc ID : 1d58087ef3deb8480e92168632111a37e500f7bb