HomeMy Public PortalAboutPlanning Board -- 2021-05-26 Minutes Brewster Planning Board Approved : 06/23/21
R`P 4` °< EEOEpyg9 Fist',,, 2198 Main Street Vote : 3 -0 -1
z a + to= Brewster, MA 02631 = 1898
CIO o � (508) 896 =3701 x1133 Will
brewplan@brewster-ma . gov
` BREWSTER PLANNING BOARD
N\\0 Q�
MEETING MINUTES
Wednesday, May 26 , 2021 at 6 : 30 pm
Brewster Town Office Building (virtual )
Chair Paul Wallace convened a remote meeting of the Planning Board at 6 : 30 pm with the following members participating
remotely : Amanda Bebrin , Charlotte Degen , Madalyn Hillis- Dineen , Kari Hoffmann , and Elizabeth Taylor, Roberta Barrett did
not participate . Also participating remotely : Ryan Bennett, Town Planner, and Lynn St. Cyr, Senior Department Assistant.
The Chair read the Notification : This meeting will be conducted by remote participation pursuant to Governor Baker's
March 2020 orders suspending certain Open Meeting Law provisions and imposing limits on public gatherings. No in-person
meeting attendance will be permitted. If the Town is unable . to live broadcast this meeting, a record of the proceedings will
be provided on the Town website as soon as possible . The meeting may be viewed by: Live broadcast (Brewster
Government TV Channel 18), Livestream (www. livestream. brewster-ma . gov, or Video recording (w ww. tv. brewster-ma. gov)
The Planning Board Packet can be found at: http •//records brewster-ma gov/weblink/0/fol/118269/Rowl . aspx or by going
to the Planning Department page on the Town of Brewster website (www . brewster-ma . gov) .
Wallace declared that a quorum of the Planning Board was present .
6 : 32 PM PLANNING DISCUSSION
Reorganization of Planninq Board .
Motion by Degen to Nominate Wallace as Chair. Second by Hillis -Dineen . Vote : Degen -aye ; Bebrin -aye ; Hillis =
Dineen -aye ; Taylor-aye ; and Wallace -aye . Vote : 5 =0 -0 .
Motion by Hillis =Dineen to Nominate Degen as Vice Chair. Second by Bebrin . Vote : Hillis -Dineen -aye ; Taylor-aye ;
Bebrin -aye ; Degen -aye ; andWallace -aye . Vote : 5 -0 -0 .
Motion by Degen to Nominate Hillis -Dineen as Clerk. Second by Bebrin . Vote : Taylor-aye ; Bebrin -aye ; Degen -
aye ; Hillis -Dineen -aye ; and Wallace-aye . Votes 5 -0 -0 .
Wallace congratulated Bebrin and Hillis- Dineen on being elected to the Planning Board . Wallace congratulated Hoffmann
on her election to the Select Board .
6 : 35 PM CITIZEN ' S FORUM
Hoffmann officially resigned from the Board . She thanked the Board and staff and stated that she enjoyed her time
working with the Board and appreciated the hard work of the Board on behalf of the town and its residents . Board
members thanked Hoffmann for all her work.
6 : 41 PM PUBLIC MEETING
Minor Modification of Site Plan Review Decision #202043 : Applicant/Owner: The Elevation at Brewster, LLC .
Representative : Andrew L . Singer, Law Office of Singer & Singer, LLC for property located at 873 Harwich Road and
shown on Assessor' s Map 63 , Lot 15 in the Residential Low Density ( R- L) zoning district. Pursuant to Article XII of the
Brewster zoning bylaw, the Applicant seeks minor modifications to the site plan including reduction in parking spaces
(from 190 to 178 ) , relocation of two dumpster enclosures , adjustment to parking area , addition of a chiller pad ,
reconfiguration of paving , and no alteration to the Cape Cod Rail Trail connection .
Documents :
• 10/21 /20 Overview Site Plan
• 10/21 /20 Plan Showing Proposed Site Modifications
• 10/21 /20 Lighting Plan
• 10/28/20 Site Plan Review Decision #2020- 13
• 05/ 10/21 Overview Site Plan
• 05/ 10/21 Plan Showing Proposed Site Modifications
PB Minutes 05/26/21 Page 1 of 5
• 05/ 10/21 Lighting Plan
• 05/ 14/21 Letter from Andrew Singer
Andrew L . Singer, Law Office of Singer & Singer, LLC was present on behalf of the Applicant along with Stuart Heaton of
Elevation Financial Group , and David Michniewicz of Coastal Engineering , Donna Kalinick, Assistant Town Administrator
and Jill Scalise , Housing Coordinator were also present .
Singer stated that no changes to the findings or conditions of the site plan approval were being requested . There are
some field changes that have been approved by the Building Commissioner. Renovations have begun and there has
been a demand for Phase I units . Singer referenced his letter dated May 14 , 2021 and noted the reduction to the number
of units and parking spaces . Both changes have been approved by the Building Commissioner. Structural issues did not
allow as many units . A dumpster in the front north end will be relocated and parking will be adjusted accordingly . With
screening , the dumpster will not be visible . Two dumpsters will be maintained . At the rear of the property , a new chiller
pad has been added , paving reconfigured and the second dumpster relocated . After discussions with the state regarding
the path connection to the Cape Cod Rail Trail , the cost was estimated to be $ 100 , 000 . Because the budget has doubled
and the bike path connector is not considered a strong amenity , the Applicant would prefer not to create the bike path
connection . A bike rack will be moved closer to the trail .
Taylor stated that she had no issues with the changes and appreciated the Applicant looking into the rail trail connection
and maintaining the number of affordable units .
Bebrin stated that she understood and appreciated the rising costs of the project. She likes that the Applicant has
reduced the number of parking spaces as it creates a better flow on the site . She also appreciates the Applicant providing
affordable units .
Degen asked the Applicant if the stairway and bike rack will be maintained . Heaton responded that the stairway will be
maintained and provided additional information on the Applicant' s decision not to pursue the rail trail connection path .
Hillis- Dineen stated that this is a well thought out project and the amendments work . She appreciates the care the
Applicant has given to the property and their commitment to housing .
Wallace stated that he had no problems with the changes being made and no issue with the rail trail connector not being
created . He suggested the Applicant may want to look at the rail trail connection as a future project .
Kalinick stated that she toured the property , and it looks amazing . Exterior work has begun , and the difference is quite
impressive . She thanked the Applicant for their work .
Bennett suggested the Board direct staff to write a letter to the Applicant and Building Department approving the changes
and showing the changes on a final as- built plan to be submitted to the Building Department .
Motion by Degen to Approve Minor Modification of Site Plan Review Decision #2020 -13 , as discussed , with the
Request that Staff Submit a Letter to Building Department Stating Changes are to be Shown on an As - Built Plan .
Second by Bebrin . Vote : Hillis -Dineen -aye ; Taylor-aye ; Degen -aye ; Bebrin -aye ; and Wallace -aye . Vote : 5 =0-0 .
Heaton invited the Board to take a tour of the property .
7 : 00 PM PUBLIC HEARING
CONTINUED Special Permit and Site Plan Review Application #2021 -06 : Applicant/Owner: Stephen Brown for property
located at 2628 Main Street and shown on Assessor' s Map 89 , Lot 14 in the Commercial High Density (C - H ) , Residential
Medium Density ( R-M ) , and Village Business (V- B) zoning districts . The Applicant proposes a new use of restaurant ,
limited service for Unit 2 of the Olde Burgess House pursuant to § 179- 11 , § 179-51 , and § 179-66 of the Brewster zoning
bylaw. ( Continued from May 12 , 2021 )
Documents :
• 11 / 10/ 17 Site Plan
• 05/26/21 Notes from Applicant with attachments including building dimensions , revised site plan , parking
information , toilet information , and lighting information
• 05/26/21 Closing statement from Applicant
PB Minutes 05/26/21 Page 2 of 5
i
The Applicant, Stephen Brown , stated that he has submitted additional documents in response to questions the Board
had at the previous meeting .
Brown had technical difficulty and was temporarily absent from the meeting . The Board moved on to other business .
7 : 04 PM . PLANNING DISCUSSION CONTINUED
The Board discussed the vacancy left on the Vision Planning Committee (VPC ) because of Kari Hoffmann 's election to
the Select Board and subsequent resignation from the Planning Board . Bebrin offered to fill the position . Bennett will
recommend to town administration that Bebrin be appointed to the VPC .
7 : 06 PM PLANNING DISCUSSION CONTINUED
Approval of Meeting Minutes : May 12 , 2021 .
The Board reviewed the May 12 , 2021 meeting minutes . Motion by Degen to Approve May 12 , 2021 Meeting Minutes .
Second by Bebrin . Vote : Degen -aye ; Bebrin -aye ; Taylor-aye ; Hillis -Dineen -aye ; and Wallace-aye . Vote : 5-0 -0 .
The Board discussed their current committee appointments and agreed to stay on in their currently appointed positions .
Motion by Hillis -Dineen to recess . Second by Degen . Vote : Taylor-aye ; Bebrin -aye ; Degen -aye ; Hillis -Dineen -
ayes and Wallace -aye . Vote : 5 -0 -0 . A recess was taken at 7 : 10 pm .
7 : 20 PM PUBLIC HEARING RESUMED
CONTINUED Special Permit and Site Plan Review Application #2021 -06 : Applicant/Owner: Stephen Brown for property
located at 2628 Main Street and shown on Assessor' s Map 89 , Lot 14 in the Commercial High Density ( C- H ) , Residential
Medium Density ( R-M ) , and Village Business (V- B ) zoning districts , The Applicant proposes a new use of restaurant,
limited service for Unit 2 of the Olde Burgess House pursuant to § 179- 11 , § 179-51 , and § 179-66 of the Brewster zoning
bylaw . ( Continued from May 12 , 2021 )
Documents .
• 11 / 10/ 17 Site Plan
• 05/26/21 Notes from Applicant with attachments including building dimensions , revised site plan , parking
information , toilet information , and lighting information
• 05/26/21 Closing statement from Applicant
The Applicant, Stephen Brown , was able to rejoin the meeting . He stated he reviewed the meeting minutes from the
previous meeting and provided additional information in response to questions raised by the Board .
Hillis- Dineen sought clarification on the parking plan presented including spaces for True Value and Air B and B
apartments . Brown stated that he has two apartments on the second floor of the Burgess House since 1986 that are Air B
and Bs and two parking spaces are shown on the plan as reserved for those apartments . Hillis- Dineen noted that the
lighting plan submitted is not what the Board typically sees . She expressed concern about the use of plastic cups . Brown
responded that paper cups would be used initially and would be recycled . He would eventually like to move to using
glasses . Hillis- Dineen appreciates the effort the Applicant has put into submitting additional information and believes he
has a nice vision for the property . She referenced a fundraising event she attended on the property . There was
discussion on the property being a town center. Brown believes the front lawn of the property should be the village green
of Brewster. The vendor fair previously conducted on the property was discontinued due to traffic concerns . Hillis- Dineen
stated that she had concerns about lighting and referenced the documents submitted by the Applicant noting that he
states that additional lighting is not definite . Brown responded that he will be meeting with his electrician to discuss
additional lighting , but the proposal could be approved and allowed to operate until sunset to ease lighting concerns . If
additional lighting is added , Brown would ask for an extension of hours of operation . Hillis- Dineen asked if there would be
staff to bus tables and Brown responded that trash barrels would be placed outside . Hillis- Dineen suggested having staff
check the trash situation and bus tables periodically .
Degen asked what seasonal operation meant and Brown responded that it would be defined in the license provided by the
Select Board and Alcoholic Beverages Control Commission . Degen stated that she would want any lighting to be
downward casting . Brown stated that there would be no light pollution from his property . Degen confirmed with the
Applicant that access to the gardens is handicap accessible . There is also a handicap ramp to access the proposed ice
cream shop . There are also handicap accessible tables on the property . Brown confirmed that there are clear walkways
and paths around the property . Degen noted that there are no clear trash or recycling barrels shown in the service area .
Brown responded that barrels would be built into the side of the wine shed . Degen asked for clarification on accessible
PB Minutes 05/26/21 Page 3 of 5
toilets and Brown responded that anyone needing an accessible toilet will be escorted into Snowy Owl where universal
toilets are available . An additional toilet is proposed to be added outside . Degen noted that the Applicant proposed
posting signs to show where alcohol was allowed to be consumed on the property . Degen asked about amplified music or
presentation and Brown stated there would be no amplified events . Degen confirmed with the Applicant that the proposed
closing time is currently 11 : 00 pm .
Bennett stated that ADA accessibility will also be addressed through permitting with the Building Department and Board of
Health .
Degen asked how the Board intends to proceed based on the lighting information provided . Wallace stated that the
Applicant may not operate at night so in that case the Board should not review the lighting plan . If the Applicant operates
from 11 am — 11 pm , the Board could approve the lighting plan presented and if any changes are needed the Applicant
would have to return to the Board for modification . Bennett suggested a condition of the special permit be that all lighting
should be downward casting and not illuminate off the property .
Bebrin stated she appreciated the additional information submitted by the Applicant and his vision for the property . Bebrin
stated that the Board is trying to balance the Applicant' s vision with the necessary requirements to move forward . Bebrin
noted that one of the take-out windows is labelled as ice cream which is not something that they have not discussed in
detail . She expected the Board of Health would require a sink for that aspect • of the operation and one may even be
required for beer and wine service . Brown responded that there is a May sink on site that will be reviewed by the Board
of Health . He is also aware of special refrigeration and requirements for the ice cream scoops . Bebrin suggested that
both sign and rope be used to delineate where people were allowed on the property . Bebrin stated that she liked the idea
of having complimentary hours with the Snowy Owl .
Taylor asked the Applicant to explain the information provided as Item # 1 and he responded that building dimensions
were provided for the Burgess House along with a location for the take-out windows of the ice cream shop . Brown
explained that the red lines shown on the plan depict common areas for the building occupants . Tenants rent non -
common areas . Taylor sought clarification from Brown regarding information submitted as Items #2 and #3 and asked
where wetland buffer lines could be found . Brown responded that there are not going to be any new buildings , so it is a
moot issue . Taylor stated that the 50' and 100' foot buffer lines are not moot . She asked how the Applicant intended to
keep people out of the wetland area . Brown stated that there will be a roped off area with signs that people can walk
around but none of that area is wetland . The area where people will walk around the gardens is approximately 50'-80 '
from the wetlands . Taylor asked if there was parking behind the gardens and Brown stated there was no parking behind
the gardens . Taylor referred Brown to parking spaces on the plan labelled H , I , J , and K. He responded that he was
meeting with the Conservation Commission in June to discuss the property and see if the parking spaces Taylor referred
to could be used . Taylor asked Brown if there would be parking within 50 ' of the wetland and he responded that he would
be talking to the Conservation Commission about the parking . The Applicant reviewed Addendum C Lighting Plan with
the Board . The Applicant confirmed that he would only be open until dark until he was able to establish a lighting plan .
Wallace confirmed with the Applicant that the parking spaces being discussed within the wetland buffer are existing
spaces . Wallace also confirmed with the Applicant that the Board would not be reviewing the Lighting Plan at this time
and the hours of operation would end at sundown .
Hillis- Dineen asked for clarification from the Applicant on the parking spaces being discussed near the wetland buffer and
he clarified that those spaces are for True Value staff parking and are only used during the season .
Wallace asked whether the Board should be approving a site plan that shows parking spaces in a wetland setback if it has
not been reviewed by the Conservation Commission . Bennett responded that she does not believe the Board is
approving any spaces within the wetland buffer and would leave the overflow parking issue to the Applicant to discuss
with the Conservation Commission . She referred the Board to the most recent parking plan approved by the ZBA for the
market days application which supports sufficient parking for the use of restaurant , limited service .
Hillis- Dineen suggested a condition of approval be that the Applicant will use compostable cups and utensils . Bennett
suggested use of compostable cups and utensils could be a finding and recommendation . Wallace stated that additional
conditions include no amplified music or presentations , and hours of operation will , be to sundown . The hours will begin at
11 am . Bennett suggested a condition that all lighting introduced to the property should be downward casting and not
illuminate areas off the property . Wallace suggested a finding that the wine/beer garden area be delineated by rope and/or
signage . The Applicant responded that delineation of the area will be required by the ABCC .
PB Minutes 05/26/21 Page 4 of 5 #
I
The Board reviewed the site plan review checklist . Taylor asked if a plan will be submitted by the Applicant showing the
50 ' and 100 ' buffers to the wetland . Wallace referred the Board to the plan initially submitted by the Applicant approved
by the Board on June 12 , 2019 for wetland information . Taylor asked about parking within the wetland buffers and
Wallace stated that that would be the jurisdiction of the Conservation Commission , The Planning Board would not be
approving any parking designs showing parking spaces within wetland buffers .
The Board reviewed findings and conditions of the special permit including all lighting shall be downward casting and not
illuminate off the property , no amplified music or presentations , the hours operation are 11 am to sundown , delineation of
the wine garden area per ABCC requirements , and parking is approved only as previously approved and any parking
within the wetland buffer will need to be reviewed by the Conservation Commission .
St. Cyr stated that there were no e- mails received for public comment during the meeting.
Degen asked that a condition be included that the trash receptacle be attached to or next to the wine shed .
Motion by Degen to Close the Public Hearing on Special Permit and Site Plan Review Application #2021 -06 .
Second by Bebrin . Vote : Taylor-aye ; Hillis -Dineen -aye ; Degen -aye ; Bebrin -aye ; and Wallace -aye . Vote : 5 -0 -0 .
Taylor asked when the Applicant would be before the Conservation Commission , and he responded that it was an early
June date .
Motion by Degen to Approve Special Permit and Site Plan Review Application #2021 =06 with Conditions and
Findings , as discussed . Second by Bebrin . Vote : Hillis -Dineen -aye ; Degen -aye ; Bebrin -aye ; Taylor-aye ; and
Wallace -aye . Votes 5 =0w0 .
8 : 03 PM FOR YOUR INFORMATION
Documents .
• Select Board Policy #59 on Responding to Communications from the Public
• Brewster Select Board Rules of Order
• Town of Brewster Public Engagement Policy
• Brewster Select Board Code of Conduct and Ethics
St . Cyr stated that the Planning Board received the Select Board policies referenced during the previous meeting ( listed
above) in their packet.
8 : 04 PM MATTERS NOT REASONABLY ANTICIPATED BY THE CHAIR
Board members expressed interest in touring Serenity Brewster as offered by Elevation Financial Group .
Motion by Hilliis -Dineen to adjourn . Second by Degen . Vote : Taylor-aye ; Bebrinsmayes Degen -aye ; Hillis -Dineen -
aye ; and Wallace -aye . Vote : 5000 -0 . Meeting adjourned at 8 : 06 pm .
Next Planning Board Meeting Date : 06/09/21
Respectfully submitted ,
Lynn St. byr, Senior Department Assistant, Planning
PB Minutes 05/26/21 Page 5 of 5
��\\\\"" 0(i E W s � giii
Approved : 6/23 /21
3 a � VOTE : 8 - 0- 0
_
� _ � _
O
_ ,co
9qg� tE�" ►0id
11
�"�'orrnrnutnuiliam�au�r�\
TOWN OF BREWSTER _ . . .m. ._ ® . .
FINANCE COMMITTEE
Date : May 5 , 2021 Time : 6 : 00 PM
VIRTUAL MEETING MINUTES
Present : Chair Pete Dahl, Vice Chair Frank Bridges, Clerk Bill Meehan, Honey Pivirotto , Bob Young, Andy
Evans (6 : 00/6 : 45 technical difficulties) , Robert Tobias, Alex Hopper
Also present : Mimi Bernardo , Finance Director; Peter Lombardi, Town Administrator; Dave Whitney,
Select Board
Absent ,
The Chair called the meeting to order at 6 : 02 pm .
This meeting will be conducted by remote participation pursuant to Gov. Baker's March 2020 orders suspending certain Open Meeting Law provisions and
imposing limits on public gatherings . No in-person meeting attendance will be permitted . If the Town is unable to live broadcast this meeting , a record of the
proceedings will be provided on the Town website as soon as possible.
The meeting may be viewed by : Live broadcast (Brewster Government TV Channel 18), Livestream (livestream .brerwwster-ma .ocv) , or Video
recording (tv.brewster-ma .gov) .
A quorum was declared for the Finance Committee.
1 . Public Announcements and Comment - none
2 . Town Administrator/ Finance Director Report
Peter Lombardi sent over a handful of documents for the meeting tonight, and they are all covered under
different agenda items . There is nothing else to report currently .
3 . Policies & Procedures Update
Peter Lombardi said the Select Board approved the new Short Term Rental Revenues Policy on Monday night .
The revenue is a new funding stream for the General Fund . We were not able to project any revenues in the first
year . FY21 is the first time we could count it as a revenue . We were very careful and conservative due to the
pandemic and projected $ 100, 000 in FY21 , in FY22, we bumped that up to $ 500 , 000 based on more and better
data received . This policy reflects the fact we have been very conservative initially in estimates and lays out
why and how we are able to make better projections . In the meantime, our Free Cash totals will be higher . We
thought we should use some of these to cover building our Capital Stabilization Fund, etc . On the expense side ,
the policy lays out a plan where we would project 50% of those expected revenues to the Affordable Housing
Trust, at least 25 % to Capital Stabilization, up to where that totals 10% of the town ' s general fund annual
operating budget which is consistent with the Financial Reserve Policy developed last year. No more than 10 %
going to the Operating Budget — and only targeted to advance specific goals . We have talked about a lot of this
Finance Committee Minutes
May 5, 2021 Page 1 of 4
with the Finance Committee as well . Pete said this has been in the works for a while . It is entirely consistent
with what we have been talking about for at least the past year. Bob observed that this year, there seems to be
inflation in rental pricing and short-term rental revenues will be much higher . Peter Lombardi said that
everything we are hearing is that demand is through the roof and things have been booked out far in advance,
trending above their peak historically and charging rates significantly higher than before the pandemic . We do
not have the data and we do not regulate short term rental rates . We will not know exact numbers until early
fall . Bob asked about the Capital Stabilization Fund component will continue until we hit 10% of the operating
budget; with the Affordable Housing Trust and wondered if there was any thought about it going on in
perpetuity to 50 % or does it fill up at some point and then monies are freed up for other things . Peter Lombardi
said it is a fair question and with the known and anticipated need with the trust and the exponential increase in
the cost of construction we are seeing right now, we are inclined to put a cap on it. The goal next year is for the
trust to present a 5 -year plan in terms of projects and programs connecting back to this funding stream and what
the CPC funds ' structure will be and how that is set up for all different areas . In the meantime, we were not
inclined to put a cap on it' now, but in a year or so , there will be more conversations . Pete said he thinks it is a
strong policy and addresses the priorities established for this money.
4 . Discussion and Vote on remaining Town Meeting Warrant Articles
Article 14A, IAFF transferring from available funds in this instance.
Bill Meehan MOVED to approve Article 14A as printed in the Warrant. Frank Bridges second.
Roll Call Vote : Frank Bridges — yes , Bill Meehan — yes , Bob Young — yes , Honey Pivirotto — yes , Andrew
Evans — yes , Robert Tobias — yes , Alex Hopper — yes , Chair Pete Dahl— yes .
The Committee voted : 8-yes 0-no
Article 15 , Police Collective Bargaining Agreement
Bill Meehan MOVED to approve Article 15 as printed in the Warrant. Frank Bridges second.
Roll Call Vote : Frank Bridges — yes , Bill Meehan — yes , Bob Young — yes , Honey Pivirotto — yes , Andrew
Evans — yes , Robert Tobias — yes , Alex Hopper — yes , Chair Pete Dahl— yes .
The Committee voted : 8 -yes 0 -no
Article 16 , Police Sergeants Union Collective Bargaining Agreement
Bill Meehan MOVED to approve Article 16 as printed in the Warrant. Frank Bridges second .
Roll Call Vote : Frank Bridges — yes , Bill Meehan — yes , Bob Young — yes , Honey Pivirotto - yes , Andrew
Evans — yes , Robert Tobias — yes , Alex Hopper — yes , Chair Pete Dahl— yes .
The Committee voted : 8-yes 0-no
S . FY 2020 Audit — Audit Committee Presentation , Discussion and vote
Honey will present a summary, and then we will open it up to questions . She thought it would be helpful to
recap the background on the Audit Committee . The Town Meeting in 2019 , the Town Code Amendment was
approved. The catalyst was a desire for greater transparency and more focus on financial review. There was
difficulty in recruiting some members for the committee . There have now been two formal meetings of the
committee . We have looked at the contract with the Town Auditor . Prior to the meeting, we had a lengthy list of
questions . We had a robust review of the 2019 audit . We drilled down a bit into the Cape Cod Municipal Health .
Audit which Peter Lombardi and others followed up on with some very good outcome and action. In April , we
Finance Committee Minutes
May 5, 2021 Page 2 of 4
focused on the 2020 audit which focused on the reconciliation issues between the Water Department and the
Finance Department. We achieved the optimal outcome in this audit from the auditors . Three highlights - assets
exceeded liabilities by $ 62M ; the Town had combined ending fund balances of $ 18 . 9M, and the total costs of
all town services is now at $ 50 . 45M of which government activities were at $ 45M and business type activities
were $ 5 . 45M . Then she opened it up to Pete and David Whitney to provide highlights .
Dave Whitney wanted to repeat that this is a clean audit and thanks to Peter Lombardi and Mimi Bernardo and
the Finance Team for their efforts . This is a great step forward . This is an excellent audit.
Pete said he echoes everything Dave Whitney said and wanted to comment on a couple issues . The work of this
committee saw that we were able to get extensive access where Mr . Brown and his staff were able to provide
good answers . The audit showcased the management letter which highlighted an issue of reconciliation and this
issue is being addressed with software . There is strong corrective action. The overall presentation was very
clear, and the flow of the financial statements seemed like there were a lot of additions making it easy to follow
the presentation. There were full fund level statements included . Because this committee has focused on OPEB
in the past, while there is "no real summary, the type of activities represented by the schools are mentioned in the
statements as far as the liabilities and expenses of other outside groups with which we have joint business .
When the discussion showed the discount rate from OPEB , they present a sensitivity analysis to see as that rate
changes , the liability can go up or down . There is some degree of flexibility to assess where the liability is
going .
Mimi Bernardo said she enjoys working with Bob Brown and his team very much. It is a smooth process
working with him. That DOR report of findings and with what Bob Brown found, we have cleaned up
everything that was easy to clean up . The issue with the Water Department is being cleaned up with their
software . Since the kickoff, we have met bi-weekly, and it is going very smoothly . She has been assured that the
most important piece of this conversion is to make sure the data is reconciled. As of the last meeting, they are
going through the real estate data base linking through the water account. They are scrubbing that data and it is
the smoothest conversion of which she has been a part. Peter Lombardi said in follow up, it will be two years in
June from the DOR report, and we are planning on getting a status update to the Select Board and Finance
Committee sometime in June . It is upcoming and he assured everyone that it is still on our radar.
Frank said this is still a draft and has not been finalized . Honey ' s memo talks about the Municipal Health Group
with significant deficiencies, what were they? Pete said the significant issue was there was not enough
separation of duties . Peter Lombardi said our concerns were relayed and corrective action was taken . They have
made changes to have some separation of duties . It is a very small outfit, and it is not unique to have this
happen. Frank went on to ask about depreciation . It is not broken out in any of the departments , is it supposed to
be in there somewhere? Robert said he recalled a footnote regarding depreciation .
Andy asked when we are going out to bid for the audit services . Pete said there will be an RFD for the audit
services sometime in the next 6 months . He said the presentation from Mr. Brown was first class . The quality of
this audit speaks to all that hard work.
Bill Meehan MOVED to accept the FY20 audit. Frank Bridges second.
Roll Call Vote : Frank Bridges — yes , Bill Meehan — yes , Bob Young - yes , Honey Pivirotto — yes , Andrew
Evans — yes , Robert Tobias — yes , Alex Hopper — yes , Chair Pete Dahl— yes .
The Committee voted : 8 -yes 0-no
6 . Liaison Reports
Finance Committee Minutes
May 5, 2021 Page 3 of 4
Bill said the Charter Committee recorded and released a public information video regarding the May 15th Town
Meeting vote on the Charter. They will still ferry this article through Town Meeting, then the Select Board, then
it goes to general court. This is a relatively quiet period in the Charter Committee, but their work is not done .
Frank said the Recycling Commission has sent a letter to the merchants in town to offer assistance in
implementing the bag ban and the bottle ban. In the letter there is a reference to go through the Town
Administrator ' s Office with questions regarding compliance with those bans . We are composting now at the
town dump . The swap shop will not be opening anytime soon.
Pete said they had a very successful visit a week 1/2 ago and had a great tour at Cape Tech. As a community we
can be very proud of the work they do there . This is a first- class facility, and their enrollment is going up .
7 . Review and Approval of Minutes - 3/ 31/ 21 & 4/7/ 21
Bill Meehan MOVED to approve Minutes from 3/31 /21 & 4/7/21 as presented . Frank Bridges second .
Roll Call Vote : Frank Bridges — yes , Bill Meehan — yes , Bob Young — yes , Honey Pivirotto — yes , Andrew
Evans — yes , Robert Tobias — yes , Alex Hopper — yes , Chair Pete Dahl— yes .
The Committee voted : 8-yes 0-no
8 . Request for agenda items for future meetings — please email Pete
9 . Matters Not Reasonably Anticipated by the Chair- none
10 . Next Finance Committee Meetings — 9AM prior to Town Meeting 5/ 15
11 . Adjournment
Bill Meehan MOVED to adjourn the meeting at 7 : 29 PM , Frank Bridges second .
Roll Call Vote : Frank Bridges — yes, Bill Meehan — yes, Bob Young — yes, Honey Pivirotto — yes, Andrew Evans
— yes, Robert Tobias — yes, Alex Hopper — yes, Chair Pete Dahl— yes .
The Committee voted : 8-yes 0- no
Respectfully submitted , Beth Devine
Packet of additional materials for public review posted on the website .
Finance Committee Minutes
May 5, 2021 Page 4 of 4