HomeMy Public PortalAboutSelect Board -- 2021-04-20 Minutes p\\\11U\U I I A I I I I I I p NO
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Select Board
2198 Main Street Town Administrator
Brewster, MA, 026314898
r �► Phone : (508) 896- 3701
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MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES
DATE; April 20, 2021
TIME : 6 : 00 PM
PLACE ; Remote Teleconference
ALL PARTICIPANTS ARE PARTICIPATING REMOTELY : Chair Chaffee; Selectperson Whitney, Selectperson
Bingham , Selectperson deRuyter, Selectperson Chatelain , Town Administrator Peter Lombardi, Assistant
Town Administrator Susan Broderick, Assistant Town Administrator Donna Kallnick, Cape Light Compact
Administrator . Maggie Downey, Chris Dias with Cape Cod Grow Lab, and Vision Planning Committee members
Sharon Tennstedt and Kari Hoffman
ABSENT :
Call to Order & Declaration of a . Quorum , Meeting Participation Statement and Recording Statement
Chair Chaffee called the meeting to order at 6 , 00pm , conducted a roll call vote of attendance, declared a
quorum present, and read the meeting participation and recording statements .
Public Announcements and Comment ; Members of the public may address the Select Board on matters riot on the
meeting's agenda for a maximum 3-5 minutes 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 ,
, No discussion
Select Board Announcements and Liaison Reports
None
Town Administrator' s Report
Mr , Lombardi announced that all residents, 16 years and older are now eligible for vaccination , At this point, {
the State has delivered over 5 million doses of the vaccines . J &J Is still on pause , Barnstable County has
announced that they are transitioning to the State pre - registration system , They will still be holding clinics
and receiving vaccines, but it will be the State' s system , Barnstable County has done well in terms of overall I
vaccination rates . Brewster residents - about 60 % are at least partially vaccinated, 40% are fully vaccinated ,
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and 85 % of our older residents have received at least 1 dose, 75 % are fully vaccinated . The Cape Cod
Commission Is hosting a series of virtual workshops in the next few weeks to support local businesses , For
Federal Funds, we are still waiting for full Information about the use of funds , Locally, we are coming out of I
the third wave, down to 13 cases last week from 25 the previous week, and 32 the last week of March . The j
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Town of Brewster office :
Select Board
2198 Main Street Town Administrator
Brewster, MA 02631- 1898
r Phone : (508) 896=3701
Fax: (508) 896-8089
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hospitalization and death rates for the third 'wave were lower in the County overall . We do still remain in the j
Red designation — highest risk . Also , the Drummer Boy Park Advisory Committee will host a public forum next
Monday the 26th at 7pm about the updated Master Plan they have been working with stakeholders on . They
will then present the updated plan to the Select Board . Any major change In use at Drummer Boy would have
to come in front of fall Special Town Meeting . There will be a Pre -Town Meeting forum from the Brewster
Community Network, next Thursday, April 29th at 630pm broadcast on BGTV .
Consent Agenda
• Approval of Regular Session Meeting Minutes : March 29 , 2021
• Fee Waiver Requests : Stony Brook School/Whitecaps Facility Improvement Project; Water
Department, Great Fields Road
• Beach Access Permit: Anchor Marine for Access •to Ellis Landing and Point of Rocks
• Refinance of Affordable Deed Restricted Home
• Conservation Restrictions : o Slough Road & o Squantum Path
Selectperson Bingham moved to approve the April 20, 2021 Consent Agenda, Selectperson Whitney second .
A roll call vote was taken . Selectperson Whitney-yes, Selectperson Bingham -yes, Selectperson deRuyter-yes,
Selectperson Chatelain — yes, Chair Chaffee -Yes , The Board vote was 5 -yes 0- No ,
Town Meeting Logistics Update
Peter Lombardi said the Town Meeting will be held on Saturday, May 15 , at 10am with check- in at 9am . It
will look a lot like the September 20207own Meeting . There will be a tent and many of the procedures will
be the same . We do expect more of a turnout however . There are more Articles and 5 Citizen ' s Petitions to
vote on . There are a , few minor changes - we will not reduce quorum this time . The other operational change
Is that the exit will not be through the back . Folks will be allowed to head back up the path as it has recently
been widened and re - paved . There has been some significant work going on at Stony Brook . . We do expect all
but the final bleacher work will be done before Town Meeting . The rain date is 5/ 16 at fpm, check- in at J
noon . 300 people will be able to fit, socially distanced , In the tent .
Cave Light Compact ( CLC) Update- Maggie Downey, the Compact Administrator presented
Caltlin Cantella is starting with CLC on 4/26, and will serve as the Town ' s Energy Manager for one day a week
with Green Community designation grant funds . This is a Pilot Program for Brewster and is a potential
arrangement for other towns . Currently, she is, an employee In the Town of Mashpee with an environmental
background . Peter. Lombardi thanked Maggie Down and acknowledged her willingness to work with us on
this pilot program . This is a great opportunity for long-term investment in sustainability and energy
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efficiency . The second year, this program will be funded with Captains solar car port revenue . She will
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Town of Brewster
Office of:
Select Board ;
Ar �o o•, 2198 Main Street Town Administrator
Brewster, MA 026314898
%0 Phone: (508) 896-3701
Fax: (508) 896-8089
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support the work of the Energy Committee , Maggie Downey said Caitlin •Cantella will be working with
Margaret Song at CLC .
Maggie Downey then went through the CLC Annual Report , Since 2001, they have been administering the
energy efficiency program , Over that time, they have reinvested in Brewster, $ 350M In energy efficiency
funds, and saved over 5 . 1B kilowatt hours with total benefits of $ 1 . 2B for all customer classes . For Brewster
residents, there were 1, 295 participants in 2020 including home energy assessments (which are virtual right
now) — freezer and fridge recycling efforts, insulation , lighting, and water savings included . For the Main
Street Events efforts for local businesses this June 1st . 3rd there will be a business blitz door to door to do as
much on -site instant savings as possible . There are heat pump rebates for residential customers, strategic
electrification , and a there is a flyer of rebates that are available and posted on their website . There is a
program for renters with Income below 80% State Median Income (SMI ) eligible for 100% coverage for any
air sealing or insulation upgrades available . Low- income households below 60% of AMI get a 30%, lower rate,
on their total electric bill , plus some upgrades for no cost . Cape and Vineyard Electrification Offering ( CVEO )
Is4a targeted program focusing on 250 non -gas heated homes, deed restricted to low and/or moderate
Income — looking to convert those homes to cold , climate heat pumps at no cost plus battery storage for on
demand usage and possible solar panels , We re - designed the program to address the upfront out of pocket
costs . We are awaiting approval from the Department of Public Utilities . The CLC submitted an application to
the Rural Utilities Service fo'r thep Rural Energy Savings Loan program for a Solar Loan Program for rural
communities to set up a low interest loan program . We submitted a letter of interest and were invited to
submit our full loan application and are waiting to hear back on the final details on our $ 4 . 9M solar loan
program . This will be a no-cost loan , 0% interest for up to $ 50K per home for 10 years , Chair Chaffee asked if
the freezer/fridge program Is still going . Maggie Downey said it is ongoing .
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Status Update on Approved Brewster Mariivana Establishment ; Cape Cod Grow Lab
Chris Dias presented to the Select Board . They are on track and have just received their foundation permit ,
The architects were held up due to COVID, but will have our final set of plans for this Friday . The building Is
due to come in June ,10th . Things did move a little slower, but we are on track and moving ahead . Peter
Lombardi said it has been awhile since we talked about this . The planning Board Issued permits In January
2019 and modified a little bit and approved again in December of 2019 , They are proposing a just under
9, 000 square foot, recreational marijuana cultivation facility on 9/a acre just off Freeman' s Way . The Town and
the CC Grow Lab entered into a Host Community Agreement in July 2018, prior to the permitting getting
underway . Included in that agreement, there is a 3 % community impact tax fee on wholesale product sold , j
there is a $ 25, 000 annual community benefit payment to the town, and a $ 15, 000 annual donation to local
charities or non - profits , They are required to submit audited financials for at least the first 8 years, produce
an annual report and present to the Select Board at the end ' of each fiscal year, 50% of their energy needs to
be renewable within 5 years of starting up operations, there is a 53G account which means they cover the
town ' s legal bills to shepherd the project through the permitting process, stipulations to hire locally, to use
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Town of Brewster ,tics of:
Select Board
2198 Main Street Town Administrator
Brewster, MA 02631 - 1898
r w Phone ; (508) 896-3701
Fax: (508) 896= 8089
women/ minority/veteran owned contractors wherever possible . There is also a 5 year term specific to the j
community impact fee once the certificate of occupancy is Issued . Chris Dias said it has been a long slow
process . We are using local people to build and do everything . We are going to do a good Job by the Town
and the State .
Vision Planning Committee (VPC) interview
Karl Hoffman and Sharon Tennstedt addressed the Select Board , The Committee has been charged with
continuing public outreach on . the implementation of 2018 Brewster Vision Plan . We have been collecting
evidence that this plan is a breathing, living guide from the many stakeholders they have been interviewing .
There will be future outreach sessions and workshops for residents to provide Input .
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Chair Chaffee was invited to discuss progress on the Governance section , though we have made progress on
all the building blocks . Peterlombardi met with representatives from the VPC on governance and
community Infrastructure . He said the Vision plan was used to Inform and serve as a framework for our
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annual retreat .
Governance purposes ; create a more open , inclusive town government that encourages participation by all
citizens by improving two way communication , expanding volunteer opportunities, and strengthening
customer friendly service . The first purpose was to expand and improve communication to citizens about
town plans and activities . Purpose two would be to expand our volunteer base to Increase the' use of citizen
expertise and build 'diversity in decision making . The third purpose was to strengthen the customer service
approach to town services .
Question # 1, Since 'the adoption of the Vislon , Plan , has the Select Board seen specific progress and what
actions have been taken regarding the governance building block? Chair Chaffee said that the Board adopted
the plan, promoted it, and used it for strategic planning and created the Vision Implementation Committee .
Actions : Chair Chaffee said they are working on a new website which should be launched soon . The next item
was to improve .the Town Meeting process itself. Selectperson John Dickson did research on Town Meeting
participation • and found that there weren ' t many things that would likely increase town participation but we
did start ear ller and had good response . Expanding town email to a larger audience was another
recommended action where we are up to about 850 people on daily updates posted on the homepage;
another action was to strengthen and expand social media use and we have done that by linking postings
with both Facebook and Twitter, as well as the more traditional social media of BGTV in a more sophisticated
manor. Another action was to share more Information on Warrant Articles where the Town Administrator
does a video for Brewster residents to see what the Articles are and the Board talks over a series of meetings
to take action on the Warrant and to educate the public on those articles , We have Town officials participate
In the Brewster Community Network forums — one is corning up next week . We provide a copy of the
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01M � i� y� Office of:
Tows. of Brewster
Select Board �
'+ s 2198 Main Street Town Administrator
It 1 Brewster, MA 02631- 1898
r Phone : (508) 896-3701
44 Fax: (508) 896 -8089
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warrant to all Brewster residents who get the Cape Codder . and post it on our website . Chair Chaffee added
that all committees accept citizen comment/forum now where we developed a model agenda for all
committees . The Select Board passed 3 policies- public engagement policy, responding to public comment
policy — how we can interact with the public at a Select Board meeting, and the Rules of Order Policy for how
meetings operate, so everyone knows what their role can be . Related to accessibility, email is now providing
universal access . Selectperson deRuyter said with respect to website, overhaul is critical . Chair Chaffee also
mentioned that it will be easier to use where people will accomplish tasks and find information much more
easily than the site we have in place now . Peter Lombardi said , in the meantime, our focus has been to get a
lot of information up on the website that is timely, accurate, and topical . Many municipal websites do not list
Town Administration staff email because It leads to a higher level of spam for those individuals . We have
listed all of our email addresses on the website for our residents to be able to get in touch with us , f
Selectperson Bingham said that our annual retreat makes a huge difference in Board planning and priorities -
kudos to Peter Lombardi and his staff for making that happen .
Governance Purpose # 2, Expanding the Volunteer Base — Chair Chaffee said the town uses a serve your
community form with current opportunities . There is an Increasing number of Ad - hoc committees, ex . The
Drummer Boy Park Advisory Committee ,
Governance Purpose #3 , Strengthening Customer Service- Chair Chaffee said the belief In customer service
as a priority is very important in town hall and Brewster operations . The Town Administration has quarterly
meetings with administrative personnel and the new website will help with customer service provided by
town staff. We will be creating a How to Do business in . Brewster Packet for FY22 with the . e - permitting
platform . Peter Lombardi said this is • a goal which coincides with the Building, Planning and Health
Departments in the next few months going through the development of that whole program forcing us to
look at our work-flows which will go along way in helping us become more customer service friendly . Chair
Chaffee said we had started a Town Hall greeter before the pandemic, and we will reevaluate this after the
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pandemic .
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Question #2 — To what do you contribute the successful implementation of .your actions ? Selectperson
deRuyter agreed with Selectperson Bingham saying that the Strategic Planning Retreat — the matrix
developed does a fantastic job tracking specific goals, assigns a primary responsible party, and it has been
our roadmap which makes the execution of our duties simpler and more fulfilling because you can measure
progress . {
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Next part of the question is : have there been any barriers or challenges ? Selectperson Bingham said the only
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barrier has been the COVID crisis . Chair Chaffee said the pandemic slowed dowri our progress on certain
activities because our time, energy, and finances had to be re - directed to keeping residents and staff safe
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and protected . Selectperson deRuyter said a barrier to progress has been zoom meetings —• he thinks it has
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Town of Brewster °
0 0� •+� 9 Select Board
��' '• ; 2198 Main Street Town Administrator
Brewster, MA 026314898
r Phone: (508) 896=3701 j
Fax: (508) 896 -8089
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' been a phenomenal tool' to keep the wheels of government turning, and he suspects there is a lot of room
for successful use in the future, but we are missing the benefit of being together . It may increase productivity
but decreases creativity . Chair Chaffee said that one of the 44 strategic goals, the top priorities to invest our
time and resources; when you have that many goals, you can ' t achieve progress at a fast rate because there
Is a limit to our resources .
Question #3 , Have you seen changes in priorities since adoption of the Vision Plan and should they be
Included in the Vision Plan ? Chair Chaffee said the big shift was having to change course due to the
pandemic . Selectperson Bingham said the Vision Plan informed the Strategic Plan . Selectperson deRuyter
said the goals in the Strategic Plan were not all In the Vision Plan which could send us down a course which
doesn ' t appear specifically on the Vision Plan .
Question #4, , How has Climate Change altered what the Select Board does ? Chair Chaffee said Climate
Change should receive priority status In the comprehensive Vision Plan . Some of the things the Select Board
has done include adopting a climate change resolution , we have hired a part time energy manager;
implemented solar projects , completed the MVP, the vulnerability analysis program planning portion ; we are
developing a hazard mitigation plan ; the coastal resources management plan was adopted by the Select
Board Including a number of strategies and goals related to climate change . The Select Board established the
new natural resources commission this year . The Town is working with the Cape Cod Commission in
developing a model bylaw on Land Use Analysis along the coastal bank.
Question #5, any additional recommendations as we move forward ? Selectperson deRuyter asked that if
tonight' s subject was supposed to be just about governance and wondered if they wouldpbe coming back i
around top discuss the other sections . Kari Hoffman said there might be more opportunities going forward as
they develop the local comprehensive plan . Selectperson deRuyter thanked this group for the work they are j
doing and advised them to think outside of the box and act boldly . Selectperson Whitney wanted to
reemphasize the importance of inclusion and diversity especially as it relates to housing and zoning . This will
be very important in the local comprehensive plan .
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Discuss Proposed Short-Term Rental (STR ) Revenue Allocation Policy
Chair Chaffee recused herself from the discussion because she has a short-term rental in the community .
Vice Chair deRuyter took over the meeting . Memos from Peter Lombardi regarding a possible policy with
regard to revenues due to the expansion of the short term rental revenue tax. Peter Lombardi addressed the
Board . He said that we last talked about this about a year ago, pre - pandemic, and wanted to highlight that
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we have followed the spirit of that conversation , and are now looking at a formal policy relative to the j
allocation of short term rental revenues . Key points - the Board has Identified the formal establishment of6a
permanent funding source for the Housing Trust in the strategic plan . Last year, we were to set - aside funds
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5 INsrr1% Town of Brewster ice of;
2198 Main Street ' Select Board
Town Administrator ;
Brewster, MA• 026314898
r _ Phone : ( 508) 8963701
" Fax : (508) 896 -8089
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(STR ) which was generally 50% of projected revenues would go to the Affordable Housing Trust and the l
balance would be strategically allocated In a way that avoided those revenues that were new to just being
applied broadly to the town ' s operating budget . We had to make changes in FY21 post pandemic, to put
money into the General Stabilization Fund . Recently, we took money out to put in the Affordable Housing
Trust and Capital Stabilization which was consistent to the original allocations planned . Revenues from
traditional lodging, FY14 - 19 , between $ 1 . 11VI and $ 1 . 2M . In FY20, the 1St year of STR, $ 1 . 5iVl in lodging
revenues were collected - there was no separation of accounting, and we had to assume $ 300, 000 to
$400, 000 for short term rentals . We couldn ' t count those revenues per DOR for the first year . In FY21 , we
forecasted, conservatively, $ 250, 000 and then after the pandemic, we adjusted that to $ 100, 000 because we
didn ' t know where it would come in . Now, this past June 2021 , the State has started accounting for STRs
separately . We have collected $ 900, 000 in STR and traditional lodging revenues in the 1St three quarters
during a pandemic . Traditional lodging has been off about 15 % to 20 % regionally . Layer on another $ 60, 000-
$ 70, 000 in lodging revenues in our 41h quarter, we are anticipating FY21 to come In at or just above $ 11VI . This
means a significant one time boost to our Free. Cash based on our conservative estimates .
In FY22, we projected $ 500, 000 STR, with traditional • lodging a little over $ 11VI . We don 't regulate short term
rentals in Brewster, so we don ' t have data . FY22 would allocate $ 250, 000 to • the Affordable Housing Trust
(AHT) and $225 , 000 to Capital Stabilization ( CS ) , and $ 25, 000 to gap the increase to OPER .
The Formal Policy ; 50% to AHT, 25 % to CS until 10 % of operating funds ( $ 4 . 5M ) , with the remainder going to
priority one -time capital projects or acquisitions, and lastly use up to 10% of those revenues to make
targeted investments in the Operating Budget . We' have been conservative in estimates, we will be
Increasing our estimates once we have good data and a track record of data .
Vice Chair deRuyier said the proposal and back up data are solid . Selectperson Chatelain agrees with being
conservative , The 50% to the AHT is in line with our goals . He would also consider putting some to Waste
Water applications as they get more expensive . Our obligations are really changed by the influx of STR, and
having some of that picked up by that revenue makes sense . Selectperson Whitney supports the allocation as
presented , but if STR revenues come in significantly higher and it goes to Free Cash ( FC ),; would we consider
putting additional FC to the AHT and CS after FC is certified . Peter Lombardi said it would be appropriate for
the Board to consider that and even be referenced In the policy . Vice Chair deRuyter wanted to return to the
Waste Water applications . Could this contribute to an operational expense such as In Pleasant Bay Alliance,
would it qualify ? Peter Lombardi said that any costs of PBA and IWRMP have been capital articles, and not
Included in the operating budget; You could make an argument that we should operationalize some of the
costs . But then, we need to make sure we are keeping up with data collection and outreach . There will be
more significant capital costs coming down the line with a 20 year permit , It would make sense that the
Board add some language to make clear in the policy that the Board would support using these funds for that
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Select Board
7r ?' •+,, �, 2198 Main Street Town Administrator
Brewster, MA 02631 - 1898
r �+ Phone: (508) 896=3701
Fax: (508) 896 -8089
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purpose , We have to talk about CCWCF in tandem . Vice Chair deRuyter asked for the Board to provide
specific feedback on a draft policy to bring back for adoption at the next meeting .
50% to AHT
At least 2.5% to Capital Stabilization of full , estimate
Priority 141me capital or acquisition ( no % )
No more than 10% to targeted investments in the operating budget
Vice Chair deRuyter has had several conversations with Peter Lombardi about the conservative projections
and what will happen to the money that goes into Free Cash , He suggested a look back at Fall Town Meeting
and sees this could be cumbersome to include in the policy, but thinks instead, if we can make sure the
Finance team gets the number closer to actual , the Board should look at transfers from Free Cash, especially
to the AHT. He is grateful for the support to Housing , We will have a Policy to take up at the next meeting ,
For Your Information
None
Matters Not Reasonably. Anticipated by the Chair
None
Questions from the Media
No questions
Next Meetings : May . 3 , 15, 24 and May 26, 2021
Adiournment
Selectperson Bingham moved to adjourn at 8 pm , Selectperson Whitney second , A roll call vote was taken .
Selectperson Whitney-yes, Selectperson Bingham -yes, Selectperson deRuyter-yes, Selectperson Chatelain ,
Chair Chaffee -yes , The Board vote was 5 -yes, 0- No ,
Respectfully submitted , Beth Devine
Approved : 5/24/2021 Signed : ���lh9tia
Date Selectperson Bingham , Clerk of the Board of Selectman
Accompanying Documents In Packet; Agenda, TA Report documents, Consent Items, FYI Packet, CLC power point, tm Info sheets, cc grow lab
Information, Icp documents
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