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Home My Public Portal AboutSelect Board -- 2020-10-05 Minutes �apskog) %%W q/uj1j/j 01% 6 4. so Town of Brewster Office of: o ' o ++* , Select Board 2198 Main Street Town Administrator 00 u Brewster, MA 026314898 r - Phone % ( 508) 896 =3701 Fax : ( 508) 896- 8089 fir" 00 1 loss$* yj��/Ifµ1IM111NllNl\u\� MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES DATE : October 5, 2020 i f I•. � ?Fj i rl 'I 1 � �� TIME * 5 .45 PM PLACE : Remote 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, Police Chief Heath Eldredge, and Executive Assistant to the Town Administrator Robin Young Call to Order & Declaration of a Quorum & Meeting Participation Statement Chair Chaffee called the meeting to order at 5 : 45pm , conducted a roll call vote of attendance and declared a quorum present . Recording Statement Chair Chaffee read the required remote and recording statement . i Executive Session : To discuss the reputation , character, physical condition or mental health , rather than professional competence, of an individual , or to discuss the discipline or dismissal of, or complaints or charges brought against, a public officer, employee, staff member or individual Chair Chaffee stated that the Board would be going into executive session to discuss strategy with respect to discuss the reputation , character, physical condition or mental health , rather than professional competence, of an individual , or to discuss the discipline or dismissal of, or complaints or charges brought against, a public officer, employee , staff member or individual and would be returning to open session . 1 Selectperson Bingham moved that the Board go into executive session at 5 : 46 pm to discuss strategy with respect to discuss the reputation , character, physical condition or mental health , rather than professional competence, of an individual , or to discuss the discipline or dismissal of, or complaints or charges brought against, a public officer, employee , staff member or individual ), and to return to open session . Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee-yes . The Board vote was 5 -yes, 0- No and every party present declared that no other person is present and /or able to hear the discussion at the remote location . i i www . brewster-ma . gov BoS 09- 21 -20 Page 1 of 6 1 i l G \��a\�� 1a W 84� iyy� � ��• ., Town of Brewster Office of: q ,� •,� 9 Select Board Art �., 2198 Main Street Town Administrator 13: Brewster, MA 026314898 Y ---= 00 Phone : ( 508) 896- 3701 4 Fax: ( 508) 896- 8089 'thy 'x��►oM�E° �Q� ��///I�HIIINIIII111N11��\� Select Person deRuyter moved to end Executive Session and return to open meeting at 5 : 56pm , Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee-yes . The Board vote was 5 -yes, 0- No Anticipated Resumption of Open Session at 6 : 00 PM - Public Announcements and Comment . Members of the public may address the Select Board on matters not on the meeting' s agenda at the Chair' s discretion . Under the Open Meeting Law, the Select Board is unable to reply but may add items presented to a future agenda . Select Board Announcements and Liaison Reports Chair Chaffee read aloud a portion of a letter dated October 5, 2020 from Fire Chief Robert Moran to Police Chief Heath Eldredge , commending the recent lifesaving efforts of both Sergeant Patrick Varley and Officer Alden Childs . Selectperson Chatelain noted that the Vision Planning Committee held their initial kick off meeting . Town Administrator' s Report Mr . Lombardi reviewed two new Governors CovicI49 orders for reopening in Phase 3 , numbers 51 and 52 . Phase 4 will not begin until a vaccine has been released . Additional sector specific guidance was issued as well based on the additional allowances for reopening . The Town of Brewster disbursement of the local meals tax payments for quarter one was $ 64, 000, which was down about 10% . We are still waiting on the lodging tax payment for the summer . Beach permit data was included in the packet, with increases in both beach permits and transfer station permits . Despite the elimination of the weekly permit sales, new availability of online day beach parking permits, and parking restrictions Brewster collected about $ 50, 000 . 00 or a 25 % plus increase . This is thought to be due to the out of town traffic to our beaches this summer . Water usage over the same time also trended about 25 % higher . Mr . Lombardi noted that the past two weeks although there were 2 new Covid cases, there were only 8 cases for August and September . The Health Department has announced a drive through health clinic, which was booked full in a weeks' time . The Fire Department has been working with state and local officials on the use of outdoor heaters for the local restaurants and visiting all of the town ' s restaurants for inspection . Fall recreation programing is going well and winter programming is being planned . The Library is starting limited in person as of November 1, 2020 with restrictions in place, and will hold a one day book sale in the parking lot of the Library for fundraising . Selectperson Bingham asked if the student numbers had increased this fall . The school is required to report in October, and Mr . Lombardi will report that as soon as he is able within the next few weeks . Voting information for the November election is posted on the Town ' s website . Mail in ballot, early voting and in person voting will all be available . The Town Clerk is still waiting for the mail in ballots from the Commonwealth , who has a deadline of October 9, 2020 to get those to the towns . They will be mailed out to the residents as quickly as possible . Early voting starts at Town Hall on Saturday October 17, 2020 until October 30, 2020 . November 3rd voting will be at Brewster Baptist Church , The Department of Public Works www . brewster- ma . gov BoS 09- 21 - 20 Page 2 of 6 baa\\p\U\WI£ W dlpM�i �o yA 8 p yi,, Office of: Q� o;,ems, F9 Town of Brewster Select Board � _ +, ;� 2198 Main Street Town Administrator Y Brewster, MA 026314898 V0 y Phone : ( 508) 896- 3701 Fax : ( 508) 896- 8089 �$�'wMlllgNll NII ImIN\\�\�\\� will be working on Robbin ' s Hill road for drainage work, and should be completed in the next two weeks . The Drummer Boy Park paving project should be completed this week . The Crosby Culvert and Parking work will be beginning this week . Access to the parking lot will be closed . More details will be posted on the website . Natural Grid repaving on Slough , Setucket and Stony Brook Road should be completed by the end of next week . Mr . Lombardi thanked all the residents for their patience during this project . The Mr . Lombardi thanked the Public Safety Team for their efforts . Mr . Lombardi thanked the Board for their feedback and support on his evaluation at the last Select Board meeting, the staff, and the residents of the Town of Brewster . Selectperson Chatelain asked how much of the Crosby Landing job is being done in house . The project has mostly been bid out to a contractor, and funding was 75 % covered by an awarded grant . Consent Agenda Execute Warrant for November 2020 State Election Accept Affordable Housing Deed Rider for 30 Carriage Drive Appointments : Morgan Vermette, Police Officer Approve Inclusion of Charter Committee Flyer in Fall 2020 Town Tax Billing Mailing Review and Approve Meeting Minutes : August 3 , September 10, & September 21 , 2020 Selectperson Bingham moved to approve the consent agenda , Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee . yes . The Board vote was 5 -yes, 0- No I Discuss and Vote on Proposed Hiring Plan for Director of Operations of Captains Golf Course, including Creation of Ad Hoc Screening Committee The current Director of Operations, Mark O' Brien , will be retiring this coming January . Mr . Lombardi noted that Mark has done an outstanding job leading throughout some very challenging times and he will be missed . The Town Code stipulates that the Select Board is the hiring of this position . There have been discussions about moving this hiring under the Town Administrator in the Charter development meetings , but as of now the Select Board still has the final say . A nine member screening committee , including members from the Golf committee, a Select Board liaison , Mr . Lombardi , and the Finance Director will interview candidates for a finalist recommendation to the Select Board for interview and appointment . Selectperson Bingham noted how unique Mr . O' Brian was to have with his education background , and will be difficult to replace . Selectperson Bingham moved to approve the hiring plan for the Director of Operations of the Captains Golf Course, Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter- yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee-yes . The Board vote was 5 -yes, 0- No Discuss and Vote on Proposed Charge for Drummer Boy Park Advisory Committee State Grant funds were applied for to update the parks' master plan , alternative designs for expanded use , and as well for cost proposals and public outreach sessions . Mr . Lombardi proposes assembling a 5 member ad hock committee to work with a consultant and present the findings to the Board by summer 2021 . Key www . brewster-ma . gov BoS 09- 21 - 20 Page 3 of 6 \�y,��a\\\�q 0 Town of Brewster Office of: � p °. •` •,� � Select Board 2198 Main Street Town Administrator �� Brewster, MA 02631- 1898 VO _ Phone : ( 508) 896- 3701 ata = Fax : (508) 896- 8089 'y ��°�sPON%%' ��/4//p/!lImIIf oils 1W\u\Q\\ stakeholders to the park with surrounding locations will be invited to attend and participate in the meetings to provide input, but not as voting members . Additional town staff will assist with the committee and the consultant . Chair Chaffee asked if there would be a Select Board liaison . Appointment terms would be a year, appointing on November 2, 2020 . Town staff is meeting with CDM Smith this week . Selectperson Bingham moved to approve the proposed charge for the Drummer Boy Park Advisory Committee, Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee -yes . The Board vote was 5 -yes, 0- No Discuss and Vote on FY21 -22 Select Board Strategic Plan A cover memo that summarized where the plan ended up , following the feedback review . There are 12 priority goals, assigned to be addressed in FY21 . 25 goals will span FY21 - 22, and 3 will be taken up in FY22 . The plan was organized to track the goals, to see if they have been carried over from the prior plan . 7 goals are directly related to the Covid49 pandemic . 24 of the goals are specifically identified , or referenced by the Vision Plan . This year a primary responsible party column was added , to address who is to take the lead and stakeholders of the particular goal . Selectperson Bingham would like to see the Select Board have a discussion before December on the Dog Park, with Mr . Lombardi agreeing . Selectperson Bingham moved to accept the FY21 - 22 Select Board Strategic Plan , Selectperson Whitney second . Selectperson Whitney-yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Selectperson Chatelain , Chair Chaffee -yes . The Board vote was 5-yes, 0- No Discuss Draft Select Board Policy on Fee Waivers The town policy was drafted in 1987, revised in 2002 . There is little to use in surrounding towns to use as a primary template . Key policy points noted by the Select Board are to be sought before drafting a current fee waiver policy . Mr . Lombardi reviewed other prior internal fee waiver policies and those from other local towns . He would like the board to consider building department fee waivers, special event fees, limits and caps, percentage of waivers . Chair Chaffee noted the need for a fair process to be in place for addressing requests . The Town has fees to recover the cost of a specific service that is provided to that area , space or group . The Select Board has been very generous historically with fee waivers . She likes the format of the Town of Dennis to use as a framework, as it is very clear, and specifies eligibility criteria . It also specifies events that are not eligible . The Building Department does a fee waiver, but not a waiver of inspectional fees . Selectperson Chatelain did not strike him as critical . He likes the option of having non - profit waivers, waivers for clean up work . He feels that the Board should take into consideration the implication of waivers on the individual departments . There is case law in MA in determining appropriate fee structures . The fees we are charging will be annually considered , as recommended by Mimi Bernardo , Finance Director in the early winter months . He would like to see a consistent policy for the Select Board in determining fee waivers . Selectperson Chatelain noted he would like to see non - profits versus hardship information provided . Mr . Lombardi noted there were two very significant fee waiver requests that are still outstanding, pending a policy from the Select Board . Selectperson deRuyter would like to see a simple policy put in place . Chair www , brewster-ma . gov BoS 09- 21 - 20 Page 4 of 6 �SAs ws�l��y/// a � Town of Brewster Office oa •` • q� Select Board 2198 Main Street Town Administrator Brewster, MA 02631 - 1898 VO -- A Phone : ( 508) 896- 3701 .01 Fax : ( 508) 896- 8089 MinrNaiNolmtuti�u� Chaffee asked the Board if they would like to see for Town Projects and Non - Profit fees . Selectperson Whitney would like to see a waiver, and a reduction . Selectperson Chatelain agrees that would be a good starting point . Selectperson Bingham would like to see a cross section , with a limit of waiver and above that a percentage . Chair Chaffee also favors waiving the fees for both the Town projects and non - profits, with a cap . Selectperson Chatelain also would like to see language for a hardship waiver included . Chair Chaffee would like to include the language of brush removal fee' s following natural disasters . Town Administration back a draft Fee Waiver Policy at a later Board members and will bring ba Y well consider the comments of the B g meeting . For Your Information Chair Chaffee noted the Library' s annual report . Matters Not Reasonably Anticipated by the Chair No discussion . r Questions from the Media i No discussion . Next Meetings : October 19, November 2 and 16, 2020 i Adjournment Selectperson Bingham moved to adjourn at 7 : 08 pm , 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 . Respectfully submitted , Robin Young r Pyn VM Approved : Signed : Date Selectperson Bingh , Clerk of the Board of Selectman Accompanying Documents in Packet : agenda, consent agenda , Tax Rate presentation, Town Administrator Review and Contract, FYI ' s www . brewster- ma . gov BoS 09 -21 - 20 Page 5 of 6