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Home My Public Portal AboutSelect Board -- 2020-08-17 Minutes \�\baa\\\��1��8!/��i/ Town of Brewster Office of: 40 + *'+w� ; 2198 Main Street Select Board � It: � Town Administrator Brewster, MA 026314898 lyp I r —� k ` Phone : (508) 896 -3701 , � ♦ �� Fax : (508) 896 - 8089 it! ISO M1 11 MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES DATE : August 17, 2020 TIME : 6 : 00 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, Assistant Town Administrator Donna Kalinick, Mimi Bernardo , Rich Eldred , Mark O' Brien , Anne O' Connell Call to Order & Declaration of a Quorum & Meeting Participation Statement Chair Chaffee called the meeting to order at 6 : 02pm, conducted a roll call vote of attendance and declared a quorum present . Recording Statement Chair Chaffee read the required remote and recording statement . Public Announcements and Comment Additional information for consent agenda item d was forwarded to the Select Board . Select Board Announcements and Liaison Reports Chair Chaffee requested that everyone fill out their 2020 National Census . As of the meeting date only about 47% of Cape Cod residents had submitted theirs . The deadline was moved to September 30, 2020 . It can be filled out by mail or online at 2020census . gov Town Administrator' s Report Town hall had a pop up Census event, and another is going to be held on Thursday September 3, 2020 at the Council on Aging . The municipal plastic water bottle bylaw is set to take effect on September 1 . Language included exemptions for public health emergencies, which applies to current conditions . It will be implemented at a future date, however all the employees have been encouraged to reduce their single plastic use . The former Wingate facility is in the process of being purchased by Elevation Financial for planned use of the facility to create 130 + rental units, with 20 % deemed affordable . Ms . Kalinick noted this would be age 55 + rental housing . The process for getting these units on the town ' s subsidized housing inventory is called local action units . The Select Board and the Cape Cod Commission would have a role working with the developer in order to have the 20% affordable units designated to the subsidized housing www , brewster" ma . gov BoS 0817 -20 Page 1 of 7 DOC ID : eb246faa70c50a072ac8603lc49ec5cfa5c2c414 WBriT �i Town of Brewster Office of: •1�'+,9 ; 2198 Main Street Select Board I Town Administrator O Brewster, MA 02631 - 1898 �r Phone : ( 508) 896 - 3701 � 4 Fax : ( 508) 896 - 8089 y �Zf�n►oe►�aW U/M�rpHIIIINIp111N��\�� inventory . There have been many phone calls of interest about the property, and most residents noted they would like to see it as housing . Ms . Kalinick reviewed the upcoming steps for Elevation Financial that are required to further the project . Selectperson Chatelain asked if there would be any cafeteria or nursing services provided . Ms . Kalinick noted there will not be any assisted living services . Selectperson Chatelain would have liked to see more flexibility with the age distinction but is happy to see rentals . He wanted to know if the Town would be credited for all of the rental units with the State program . Since this is not a 40B project, but as a local action unit project they will attempt to, but the size of the units might not meet the criteria . Ms . Kalinick spoke that this project meets a specific need for housing, as there is a 5 year wait with the Brewster Housing Authority for seniors . The Brewster Woods project meets a need for the 30- 60 AMI . mixed family housing, there are two Habitat for Humanity projects that will provide home ownership, and the Trust is working actively on the Millstone property . They are trying to meet many of the needs in the Housing Production plan in locations across the Town . Mr . Lombardi wanted to note that the developer is not seeking any public funding for the project at this point . Consent Agenda a ) Approval of Minutes - May 4, May 20 , June 1 , June 9 , and June 17 , 2020 b ) Appoint Rebecca Alvin and Robert Melson to Brewster Cultural Council c ) Appoint Lemuel Skidmore to the Water Commission d ) Appoint Sue Skidmore to the Recycle Commission e ) Waiver of Building Permit Fee request : Arts Empowering Life f) Waiver of Building Permit Fee request : Captain' s Golf Course Solar Projects { g ) Waiver of Transfer Station Fees : Save Blueberry Pond Association h ) Vote to Temporarily Suspend Select Board Policy 36 : Prohibition of Meetings Conflicting With Town Meetings or Elections , for the date of September 1st Selectperson Bingham moved the consent agenda for discussion , Selectperson Whitney second . Selectperson i Bingham asked to table items e, f, and g as they are all fee waivers . She would like a better policy adopted prior to waiving these fees . Selectperson deRuyter will recuse himself from item e if needed . Chair Chaffee agrees with the concern of not having a more developed policy with a standard criteria to waive fees . Mr . Lombardi recalled that this issue was discussed at the Select Board retreat for the past two years . Selectperson Bingham moved to table items e, f, and g, Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain - abstain , Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Chaffee -yes . The Board vote was 4-yes, 0- No , 1 -Abs , Selectperson Bingham moved the rest of the consent agenda for approval as recommended by Administration , 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 . www . brewster-ma . gov BoS 08 - 17-20 Page 2 of 7 DOC I D : eb246f aa70c5OaO72ac86031 c49ec5cfa5c2c414 lft *d", \0A fr' W e liM/iyi, Town of Brewster Office of: C+ +• '++* � Select Board +: 102198 Main Street Town Administrator g Brewster, MA 026314898 r Phone : (508) 896- 3701 Fax : ( 508) 896 - 8089 a ROM 11 till Update on Latest Coronavirus Developments and Review of Current State & Local Guidance/ Directives Mr . Lombardi reviewed the latest State information , executive order 46, which went into effect on August 11, 2020; this was in response to recent trends and state public health data . This order postponed part 2 of phase 3 . It reduced outdoor gatherings from 100 people to 50 people or less . Indoor gatherings remain at 25 people or less . This order applied to private as well as public properties . Face covering must be worn , and restaurants may only serve alcohol with onsite prepared food . The enforcement of the Local Licensing Authorities and the ABCC was defined . Information was released to the local business community . Town by Town data is now being released by the State and updated on a weekly basis . The Regional Reopening Task Force still continues to meet . They refine the messaging for residents, business and visitors as new information comes forth . The Cape Cod Commission issued a second survey to understand the impact of the pandemic on the community businesses . There were about 200 responses to the first survey, with 30 response from Brewster . The County Health data was reporting an uptrend of Covid 19 cases, but it is receding over the past two weeks . Brewster has had 0 new cases for the past two weeks, following 12 cases the two weeks prior . Information is on the Town website for various testing options . The Beach Ambassador program reports weekly and there are no serious issues to report . They have been posting Beach Full signs as needed but this has not been such an issue in the past two weeks . Nauset schools are set to reopen on September 16th . Re - opening information was included in the packet . The Elementary and Middle schools are proposing to open fully in person , and the High School as a hybrid model of in person and online . The Council on Aging is working on a plan to provide expanded services after Labor Day . The Town Meeting logistics have taken a priority over the past two weeks . There will be as much information disseminated to the residents as possible using a variety of methods . Selectperson Chatelain asked if the Library will be expanding their services . Mr . Lombardi feels that the indications from State Officials are that they are not inclined to do so at this time, as there has been no guidance issued . Discuss and Vote on Potential Reduction of Town Meeting Quorum The Board has the option to reduce Town Meeting quorum to 10 % of the current amount of 200 voters . This notice was posted 7 days prior on the website , as that is how the statute is crafted . The goal is to have a safe and efficient Town Meeting . The costs are above what a normal Town Meeting would be, as it is going to be held outside . The reduction of the quorum is to ensure the business of the Town is completed on that day . Selectperson Bingham feels that 200 people is a small number, but the meeting needs to be held . She would like to reduce it to 150 people for the meeting to open . Selectperson Whitney would like to see it reduced to 50 people . Selectperson Chatelain is apprehensive of reducing quorum , but the business of the Town needs to be conducted . He feels that the warrant is not completely non - controversial . He agrees with Selectperson Bingham that the reduction should be small . Selectperson deRuyter expressed his concern to the staff who were planning the meeting . He feels that it is either not reduce it at all or reduce it to the 10% allowed by the State . He anticipates that many more than 20 people will attend . Chair Chaffee is in favor of reduction of quorum as an insurance policy . She thinks that the normal quorum of people will attend , but the option to reduce it will give flexibility that the Town will be able to conduct the business needed . She feels comfortable www . brewster- ma . gov BoS 08 - 17-20 Page 3 of 7 DOC ID : eb246faa70c50a072ac86031c49ec5cfa5c2c414 Town of Brewster Office of: r Select Board 2198 Main Street Town Administrator Brewster, MA 026314898 r = 0 Phone : (508) 896 = 3701 No Fax : ( 508) 896 - 8089 reducing it to 100 voters . Historically, Town Meeting has never had a quorum issue . Chair Chaffee reported the attendance statistics of other Cape towns who have held their meetings already . Selectperson deRuyter moved to reduce the Town meeting quorum to 10% of the current quorum of 200 voters or 20 voters . 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 . Review and Vote on Revised Select Board Policy Regarding Campaigning on Public Property Mr . Lombardi referred to the Select Board Policy regarding this issue; it was last updated in 1998 . With an outdoor Town Meeting, he felt it was timely to review this policy . Mary Chaffee, Colette Williams and Mr . Lombardi reviewed and updated it, with additional review from Town Counsel . There were no comments or questions from the Board . Selectperson deRuyter asked that the high points of the revisions be explained for the public . Early voting language was included, buffer distance , and the availability to hold the Town Meeting outside . This revision is in line with the Select Board goals . Selectperson deRuyter moved to approve the revised Select Board Policy Regarding Campaigning on Public Property, Policy 8, 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 . Town Counsel advised a statement be added for the waiver of the restriction of having meetings during poll hours on Election Day . Selectperson deRuyter moved to adopt the policy with the insertion of the recommended language from Town Counsel , Selectperson Bingham second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain -yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair r Chaffee -yes . The Board vote was 5 -yes, 0- No . Vote to Open 2020 Town Meeting Warrants , Vote on Proposed Changes and/or Additions to Warrant Articles and Vote to Close and Post the Warrant Selectperson Whitney moved to open the 2020 town meeting warrant, 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 . Special Town Meeting Warrant, Article 1 Unpaid Bills had a bill from the Golf in the amount of $ 228 . 79 for Direct Energy added . j Selectperson Whitney moved Article 1 of the Special Town Meeting as amended , Selectperson Chatelain 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 . Annual Town Meeting Article 5 , Town Operating Budget was discussed . Changes have been made since the budget was approved previously in March . This is consistent with discussion in the spring, and there has been a reduction of $ 550, 000 . 00 of budgeted items from the General Fund . Selectperson Whitney moved Article 5 of the Annual Town Meeting Warrant, Selectperson Chatelain 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 . Mark O ' Brien reviewed the Article for the Golf Department i www . brewster-ma . gov i BoS 08 - 17 -20 m Page 4 of 7 i Doc ID : eb246faa70c50a072ac86031c49ec5cfa5c2c414 3 I UR . �9 Town of Brewster Office o Select Board 2198 Main Street Town Administrator 3 " Brewster, MA 026314898 0r = A Phone : (508) 896 - 3701 Fax : (508) 896- 8089 Reserve Fund . Information that was in the packet was review on the financials . The projections were reduced to original budget projections in the winter . They do not include actual numbers from July, which exceeded projections by $ 55, 000 . August is up about $ 60, 000 half way through the month . The projections included were based on last year' s numbers . He feels comfortable with the revenue numbers, and anticipates them to continue throughout the fall . The operating line item requests are back to their original amount requests from the early spring . The credit card expense was increased due to large volume of use at the course . Repairs line item was increased as well due to equipment that needed replacement . The surplus appears to be projected at $ 137, 435 . 00 at the end of the FY 21 . Combined with the anticipated FY20 surplus of $ 63 , 000 . 00, which would put $ 200, 000 . 00 in retained earnings at the end of FY21 . Mark also noted that he had budgeted $ 20, 000 for National Golf Foundation study to plan for capital improvements . Anne O ' Connell noted that the Golf Commission reviewed the budget and it had their support . Selectperson Bingham noted the hard work of the grounds crew to keep the course in excellent conditions . Selectperson Whitney agreed . Selectperson deRuyter commended the Golf course staff, and the Golf Commission , Selectperson Whitney moved Article 6 of the Town Meeting Warrant as amended , Selectperson Chatelain 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 . Article 7, Water Department Enterprise Fund had a reduction of indirect charges by the revenue fund as they are not going through with the plan to create a standalone HR department . Selectperson Whitney moved article 7 of the Town Meeting warrant as amended , Selectperson Chatelain 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 . Articles 15 , 17 , 18, 19 and 20 were discussed . The collective bargaining agreements are still in various stages of renegotiations . Town Administration is looking for the Board to defer their recommendation until Town meeting . Selectperson Whitney moved to defer the Board ' s recommendation on Articles 15 , 17 , 18, 19 and 20 until Town Meeting, Selectperson deRuyter 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 . Article 10, funding for fire department needs by ambulance receipts for appropriation ; there is a healthy balance in the fund . The department received grant funding for some of the equipment costs . Selectperson Whitney moved Article 10 as amended , Selectperson Chatelain 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 . Articles 23 , 24, 25 and 26 are citizen ' s petitions . All but one agreed to defer discussion and action until the following Town Meeting . The Select Board can take the 4 articles and move to refer them to committee, with the caveat that they would be brought back at the spring Town Meeting . Selectperson deRuyter moved to recommend to Town Meeting that Articles 23 , 24, 25 and 26 be referred to committee . Selectperson Chatelain 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 . Articles 23 , 24, 25 and 26 . Selectperson Whitney moved to close the 2020 Town Meeting Warrant, www . brewster- ma . gov BoS 0817-20 Page 5 of 7 DOC ID : eb246faa70c50a072ac86031c49ec5cfa5c2c414 o� . ., �9 Town of Brewster Office of: •� Select Board 2198 Main Street Town Administrator R ; " Brewster, MA 026314898 A Phone : (508) 896-3701 Fax : ( 508) 896 - 8089 � f�+�►ne��a o� "�/��M//111ryINNIlAl11111\\\Qp�� Selectperson Bingham second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chatelain - yes, Selectperson deRuyter-yes, Selectperson Bingham -yes, Chair Chaffee -yes . Review Results of 2020 Select Board Annual Retreat and Potential Approval of FY21 -22 Select Board Strategic Plan The Select Board spent two half days at their annual retreat reviewing the past years strategic plan , and feedback from Board and Committee members and Town Staff . The goals were placed under one of the eight building blocks of the plan . Mr. Lombardi has organized that for presentation and the discussion tonight is to review the document and make sure that the conversations during the retreat were captured . A new category specific to the pandemic response was added . It is important to be realistic in expectations of what will be completed over the next year . Selectperson Bingham suggested moving this conversation to the next meeting, so they can consider how to pare down all 55 of the goals to a manageable amount . The Select Board thanked the staff for the formatting of the document, and facilitating the retreat . They all agreed to review the document and rate the priority of the goals for the next discussion . Responsibilities for goal implementation and time frames had been added previously . The Board will give their priorities to Mr . Lombardi by September 1 , 2020 for him to put into a document for the Board to review at their meeting on September 21, 2020 For Your Information No discussion . Matters not Reasonably Anticipated by the Chair None . Questions from the Media None . Next Meetings —September 12 (Town Meeting) & 21 , 2020 Adjournment Selectperson Whitney moved to adjourn at 7 : 48pm , Select person 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 . Respectfully submitted , G►�g%r9la.>wr Approved : 11 / 17 / 2020 Signed : Date Selectperson Bingham , Clerk of the Board of Selectman Accompanying Documents in Packet : agenda , town meeting warrant, consent items, FYI ' s www . brewster- ma . gov BoS 08- 17- 20 Page 6 of 7 DOC ID : eb246faa70c50a072ac86031c49ec5cfa5c2c414 IppO, \OvkE wa�� Town of Brewster Office of: Select Board u +: 2198 Main Street Town Administrator Brewster, MA 026314898 Phone : (508) 896 -3701 Fax : (508) 896 - 8089 ��MM/I/11ryfIINIiIiIIN\1N\�� www . brewster- ma . gov BoS 0817- 20 Page 7 of 7 DOC ID : eb246faa70c50a072ac8603lc49ec5cfa5c2c414 VHELLOSIGN Audit Trail TITLE Minutes for Signature FILE NAME BoS 08- 10 -20 . doc , BoS 08- 17-20 . doc DOCUMENT ID eb246faa70c50a072ac86031c49ec5cfa5c2c414 AUDIT TRAIL DATE FORMAT MM / DD / YYYY STATUS Completed Document History 0 11 / 17 / 2020 Sent for signature to Cindy Bingham SENT 17 : 23 :20 UTC (cbingham@brewster- ma . gov) from ryoung@brewster- ma . gov IP : 76 . 19 . 240 . 197 <0 11 / 17 / 2020 Viewed by Cindy Bingham (cbingham@brewster- ma . gov) VIEWED 20 : 32 : 22 UTC IP : 73 . 167 . 234 . 228 �i 11 / 17 / 2020 Signed by Cindy Bingham (cbingham@brewster- ma . gov) SIGNED 20 : 33 : 05 UTC IP : 73 . 167 . 234 . 228 I i I i �✓ 11 / 17 / 2020 The document has been completed . 1 COMPLETED 20 : 33 : 05 UTC i l i 3 i 1 i i i i l i I i Powered by ® HELLOSIGN i I 1 3 f 1i 7