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Home My Public Portal AboutSelect Board -- 2021-07-12 Minutes \011\UW4111OILY/ 801 1% E 0 W ,9 �ii,,,� 0.:o:t Town of Brewster Office o 0 •� •+• 9 Select Board r ' % 2198 Main Street Town Administrator Brewster, MA 026314898 Phone : ( 508) 896 - 3701 owe o Fax: ( 508) 896= 8089 Ito rFT • . MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES DATE : July 12, 2021 1 TIME : 6 : 00 PM PLACE . 2198 Main Street & Remote Teleconference MEMBERS PARTICIPATING IN - PERSON : Chair Bingham , Selectperson Whitney, Selectperson Chaffee, Selectperson Hoffmann , Town Administrator Peter Lombardi REMOTE PARTICIPANTS : Assistant Town Administrator Susan Broderick, Assistant Town Administrator Donna Kalinick, Paul Wallace, Elizabeth Taylor, Amanda Bebrin, Madalyn Hillis- Dineen, Roberta Barrett, Mark Koch , Griffin Ryder, Mimi Bernardo, Jill Scalise, Cassie Boyd Marsh, Jay Packett, Anne O' Connell , Rob Harris Absent : Selectperson Chatelain Call to Order & Declaration of a Quorum Meeting Participation Statement and Recording Statement Chair Bingham called the meeting to order at 6 : 02pm . She announced that Selectboard member Chatelain was absent, but otherwise, declared a quorum present, and read the meeting participation and recording statements . I Public Announcements and Comment : Members of the public may address the Select Board on matters not 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 c Interview Candidate and Appoint Member to Fill Panning Board Vacancy- Joint Meeting w/ Planning Board Planning Board Chair Paul Wallace declared a quorum present . Chair Bingham introduced Mark Koch .as the candidate for the Planning Board vacancy . The interview began with the Planning Board addressing Mr . Koch , Roberta Barrett asked Mr. Koch his thought on the time commitment this position might take . Mr . Koch responded that his job has always been a part of his life and not the whole thing . Mr . Koch stated that he is at a place where he does not work after hours on purpose . Mr. Koch included that he has free time and sees this as an opportunity to get involved and learn a lot more about the Planning Board ' s role. Madalyn Hillis- Dineen addressed Mr . Koch and asked him what he thinks the biggest challenges are for the Town and how to maintain a good balance between Open Space and Development . Mr . Koch answered that there is a real need for affordable housing for people on Cape Cod . He has worked on and off at Brewster Village marketplace for the past 16 years and has seen how hard it is for the owner to maintain ' an important local j www , brewster- ma . gov BoS 07- 12-2021 I Page 1 of 8 l Doc ID: 9c5e9526d8d5955ca6e07fe0156c8e00fc3ll6e7 j Office a� a; ., ,, �9 � Town of Brewster Select Board 2198 Main Street Town Administrator 3 > - Brewsterf MA 02631- 1898 Y --� Phonem ( 508) 896- 3701 g - — it Fax: ( 508) 896- 8089 �g�a +ann1cin �a��""�\\\� business . Mr . Koch has seen firsthand how hard it is to find workers who can afford to live on Cape Cod; he Iso ptimistic to get involved in the community . Elizabeth Taylor suggested to Mr . Koch to take the time to review the Vision Plan website and become familiar with the documents that pertain to the Vision Plan Board . Amanda Bebrin asked Mr . Koch how confident he is in picking up new content, since his legal specialty is not in land use . Mr . Koch responded that he would rely on other board members who have the experience to help . Regarding reading law, interpreting it and applying the facts, Mr . Koch is highly confident . Mr . Koch declared that there is not always one answer, it is about applying the law and deciding how the best way for the Board to react, while understanding the applicant' s perspective and position . Chair Paul Wallace questioned Mr . Koch , that when an application comes in , are you going to act on what you believe is right or let Brewster Chapter 179 bylaws guide your decisions ? Mr . Koch answered the latter and that he is looking forward to this opportunity, especially with laws in place, including the Charter that is being put into place . Mr . Koch is excited to apply the laws in more of a black and white type situation rather than personal feelings and opinions . Selectperson Hoffmann addressed Mark Koch and expressed her pleasure to see his application . Selectperson Hoffmann stated that the Planning Board is a great group to work with , they have mutual respect and comradery for each other and the applicants . Selectperson Hoffmann stated that this position in reviewing the plans and site visits , she asked Mr . Koch to make sure he has the time . takes up a lot of time Mr . Koch responded he definitely will have the time . Selectperson Hoffmann reassured him that the Planning Board Handbook, Ryan Bennett and Lynn St . Cyr are incredibly helpful . Selectperson Chaffee moved to approve the appointment of Mark Koch to the vacancy on the Brewster Planning Board . Selectperson Hoffmann second . A roll call vote was taken . Selectperson Whitney -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Bingham -yes . The Board vote was 4-yes, 0- No Brewster Planning Board member Madalyn Hillis - Dineen moved to nominate Mark Koch to fill the vacancy on the Board . Planning Board member Amanda Bebrin second . A roll call vote was taken . Member Hillis- Dineen -yes, Member Bebrin -yes, Member Barrett-yes, Member Taylor-yes, Chair Paul Wallace -yes . The Planning Board vote was 5-Yes, O- No . The Planning Board adjourned their meeting at 6 : 22pm Select Board Announcements and Liaison Reports Selectperson Hoffmann commented that she attended the Recreation Commission meeting recently and reported that many programs are up and running and tend to fill very quickly . Residents are given a week notice to register before non - members on the website . Selectperson Hoffmann stated that only those with accounts receive notifications . Pickle Ball courts are an issue in terms of access and players are looking for additional sites to build new courts . www . brewster- ma . gov BoS 0742-2021 Page 2 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e0ofc3ll6e7 Office of: o� %t Sat �9 Town of Brewster Select Board 2198 Main Street Town Administrator Brewster, MA 026314898 ~ --� Phone : (508) 896 - 3701 Fax : (508) 896-8089 ��///IINIIIINII4l1�1\\a\� Town Administrator's Report Peter Lombardi acknowledged that this is the first regular meeting in - person in many months and appreciates the Board ' s patience, support, and guidance . Mr . Lombardi also acknowledged the work that Tom Thatcher has completed in the meeting rooms to improve the space . Mr . Lombardi offered the following updates : • COVID data shows that we are doing very well , with only 2 new cases in the past week, which is the first time in several weeks . • Brewster has been in the single digits since mWAprild with only 10 positive cases in the past 2 %2 months . Vaccination rates in Brewster and across the Cape are good , the focus is now on the kids . • Town Offices and Council on Aging are now open on Wednesdays, in addition to Tuesdays and Thursdays, and will continue through July and August with a plan to revisit the hours of operation for fall in the next month or so . • Ladies Library expanded their hours and are open Tuesday through . Saturdays from 10am -5pm . • Some board and committee meetings are in person with restrictions, some have opted to continue to meet remotely . • Mask requirement for visitors and employees was rescinded at the beginning of last week, those who have not vaccinated are asked to wear a mask, but just a request at this point . . Mr . Lombardi reviewed the reverse 911 call that was completed by Board of Health Department regarding the first case of a rabies infected raccoon in Hyannis in May . A comprehensive program has been put together led by the United States Department of Agriculture ( USDA) involving county and local officials, across 11 of the Cape communities . Over the past month there have been trapping, vaccinating, and releasing of racoons . Starting tomorrow, aerial operations will begin with the dropping of oral baits which are vaccines for the racoons . This will be ongoing through the week weather permitting . Mr . Lombardi discussed that the applicationiin the e- packet to the Department of Energy Resources is part of ongoing conversations with the Energy Commission and Cape Light Compact relative to our continued work in terms of Green Communities' activities . The Town has applied for funding, along with several other area towns for a regional residential energy program . Mr . Lombardi recapped that this is consistent with the Select Board 's resolution on reducing energy consumption across the community . Mr . Lombardi stated that we are hopeful that the Town will secure the funding . Cape Light Compact will be the lead with the Towns being involved . This is a way to be more proactive to our residents for alternative programs and savings . Welcome to Griffin Ryder New Department of Public Works Director Chair Bingham commented that she had the honor to be part of the committee that picked Griffin Ryder and that we are very lucky to have him . Peter Lombardi added that Mr . Ryder was the unanimous decision and came with high honors . Griffin Ryder joined the meeting and commented that the process was thorough and a fun process that led him to believe that Brewster is the place for him . Mr . Ryder looks forward to working www , brewster- ma . gov BoS 07- 12- 2021 Page 3 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e00fc3ll6e7 ,\\oa\ FW INBor /�/ � `o� , F9 . Town of Brewster Office o �* Select Board 3 ' 2198 Main Street Town Administrator r t• — Brewster, MA 02631 = 1898 Y w Phone : (508) 896= 3701 Fax: ( 508) 896 -8089 Va No u/mIf iinrnn�ninn�uaN�a� with the Department of Public Works Team and other Departments across the Town to maintain the infrastructure of the Town and continue to make a positive impact . Consent Agenda • Approval of Regular Session Meeting Minutes : June 7 and June 21 , 2021 • Dissolve Dog Park Development Committee (Select Board FY21- 22 Strategic Plan Goal OS- 2 ) • Special , Permit Requests : Paines Creek Wedding , Crosby Landing Wedding • Drummer Boy Park Use : Wedding (July 15 ) • One - Day Entertainment License, One Day Liquor License & Special Event Permit : 716 Main Street • Pass Through Town Permission & One Day Liquor License : Brew Run ( August 14) • Re - appointments : Heath Eldredge, Chief of Police & Keeper of the Lockup, Reserve Police Officers, Police Matrons • Appointments : Sarah Robinson , Community Preservation Committee ; Vanessa Greene, Madalyn Dineen - Hillis, and Paul Ruchinskas - Brewster Affordable Housing Trust • Letter of Support for Crosby Mansion Application for Community Preservation Act Funds Selectperson Chaffee acknowledged the dissolution of the Dog Park Development Committee and thanked the community volunteers who served on the committee for 8 plus years . She added that despite the obstacles , they persisted , followed through and were creative which resulted in an important municipal amenity. Selectperson Chaffee moved to approve the June 21 , 2021 , consent agenda as printed . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee-yes, Selectperson Whitney-yes , Chair Bingham -yes . The Board vote was 4-yes, 0- No Discuss and Vote on Year- End Transfers The Memo for this agenda item is on page 76 of the E- packet . Finance Director, Mimi Bernardo joined the meeting and reviewed the transfer, reviewing that Towns are allowed to move monies around after the last payrolls and vendor warrants have been posted to the ledger . If there is a surplus of funds in other accounts, the Town can move them to make up for shortfalls In other places . The request is to move $ 225 to the Sealer of Weights and Measures account from the Health Insurance account . Ms . Bernardo stated this is a good indication of a well -thought-out budget, and a very good sign of good financial management . Selectperson Whitney moved to approve the transfer as presented. Selectperson Hoffmann second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Whitney-yes, Chair Bingham -yes , The Board vote was 4-yes, 0- No www , brewster- ma . gov BoS 07- 12- 2021 Page 4 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e00fc3ll6e7 Ike O 0 Town of Brewster Office of:Select rd gr �, p, •� 9� 2198 Main Street TownAdmBnist ator �' '• Brewster, MA 02631 - 1898 r - -� 0 Phone : ( 508) 896-3701 �� Fax: ( 508) 896=8089 \600 N, Public Hearing 6 . 30PM • Community Development Block Grant ( CDBG ) Grant 2021 Chair Bingham started the public hearing at 6 : 36pm . Jill Scalise addressed the Board regarding the Housing Rehabilitation program , which has been a key effort of the Town for several years and part of the Select Board strategic plan and the Housing Trust priority initiative . Ms . Scalise noted that this past year for fiscal year 20, the Town of Brewster was part of a community development block regional grant application led by the Town of Dennis along with the Town of Wellfleet . Brewster has been fortunate to receive the grant and funds have already begun supporting childcare assistance and shortly will be assisting with housing rehabilitation . Ms . Scalise pointed out that Bailey Boyd Associates wrote the grant and is now requesting that Brewster participate in the grant again this year, with the hope that Brewster would be the lead organization on this regional grant application . Ms . Scalise noted that the Town received 34 pre- applications for the rehabilitation funds from Brewster households with an additional 5 households who did not complete the application but requested further information . Cassie Boyd Marsh addressed the Select Board regarding the Fiscal Year 21 block grant with the hope that Brewster will be the lead community . Ms . Boyd Marsh reiterated that the childcare program is up and running with 5 children from Brewster receiving childcare subsidies . These are low to moderate income families, children are 13 years and under, 16 with a disability and the funds go directly to their license, insured childcare provider as reimbursement for costs spent . Ms . Boyd Marsh reviewed that these funds run through end of June next year and they are currently working with 9 more families . She stated that the Housing Rehab program has had a slightly slower start but is getting going now . This is a first come first serve program , addressing 22 homes in Dennis, Wellfleet, and Brewster . Ms . Boyd Marsh commented that since these are cyclical programs, it is time to talk about the FY 21 program . She expressed her reasons for Brewster to be the lead community, one being that Brewster has a clear dedication to affordable housing and to low to moderate income residents in Town . Additionally, Dennis has been a wonderful partner, but it is good for the founding source to see a new town taking the lead . Ms . Boyd Marsh stated that applications are due for the fiscal year 21 program on September 10, 2021 , with the hope that Brewster will apply with the grant written by Baily Boyd Associates for the same housing rehabilitation services for approximately 22 homes and childcare subsidy for 35 children . Selectperson Chaffee asked for more information about the expectations and the extent of the burden on Town administration . Ms . Chaffee also inquired about the benefits of Brewster being the lead . Ms . Boyd Marsh responded that in terms of burden , Baily Boyd Associates will write the grant at no charge .unless the grant gets funded and then they will be paid out of the grant money . She explained that the grant does have paperwork to sign , and a proposed motion has been included to designate an authorized signatory . Ms . Boyd Marsh expressed that working with Donna Kalinick and Jill Scalise has been wonderful and both are so supportive , they are already hard at work getting the word out . Ms . Boyd Marsh said that there would be very little administrative work for the Town to complete . She expressed that if and when the grant is funded , there will be financial work as the funds flow through the Town . Ms . Boyd Marsh reviewed that the Town will go out for bid for a grant administrator, which Baily Boyd Associates will assist in every part to reduce the burden as much as possible . www , brewster- ma . gov BoS 07- 12-2021 Page 5 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e00fc3l l6e7 00a�� A E W B Office of: o� %Lo. 0 00 4P Town of Brewster Select Board x �•., ; 2198 Main Street Town Administrator o Brewster, MA 02631 = 1898 VO ; �. Phone : ( 508) 896- 3701 � a Fax : ( 508) 896- 8089 Selectperson Whitney moved to submit an FY21 CDBG grant for housing rehabilitation and childcare subsidies and the authorize the Town Administrator or designee to sign the grant application and associated forms . Selectperson Hoffmann second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee-yes, Selectperson Whitney-yes , Chair Bingham -yes , The Board vote was 4-yes, 0- No Discuss and Vote on Temporary Suspension of Captain' s Golf Course Tee Time Allocation Policy and Recommended Interim Measure for Fiscal Year 2022 Chair Bingham welcomed Jay Packett and Anne O' Connell to the discussion . Chair Bingham proceeded with a brief statement, "The Select Board has been charged with coming to a fair and equitable solution for the Captain ' s Golf course tee time allocation . For 20 years the golf course has been paying a huge capital dept to the tune of almost $ 800, 000 a year . This will be the first year of not having to pay that debt and running the course in the black . Much needs to be done - a new irrigation system , new maintenance facility, new roof on the pavilion , restaurant, pro shop to name just a few . The golf course must be prudent in its spending, yet we all want it to remain in the excellent conditions it is today . All that being said , we realized a promise of tee time allocations was made to the annual fee payers . That promise is based on the percentage of annual fee payer' s revenue divided by the budgeted golf courses expenses which now and should have always included capital expenses and debt . Since we have no debt, at this time it will include the $ 100, 000 line item for capital expense . When the AFP revenue is divided by the budgeted golf courses expenses and capital the new tee time allocation will be 50% on the member course, as it is now and 21 . 7 % on the guest course . This number if approved by the Board will remain in effect for the rest of this fiscal year . " Peter Lombardi provided more context to how we got to this discussion . Mr . Lombardi stated that in 2010, the Select Board discussed and voted in support of a policy that has since been in effect regarding allocation of tee times . Generally speaking, the allocation for tee times has been 50% on the member course and on the second course, using a percentage - based formula , tee time allocation has been between 12 - 14% . Mr. Lombardi continued that when calculating this year' s formula there was a significant shift based on the increased membership and related revenues , the formula increased up to 23 . 6 % . The Golf Commission ' s worst-case scenario showed the course could see a reduction of up to $ 350, 000 in revenue, on a $ 3 . 5M/$ 4M annual budget this is about 10 % of projected revenues . Mr . Lombardi shared that the Town has allocated funds and has a consultant under contract that reviews golf courses across the country; we have asked them to do a comprehensive analysis, specifically reviewing the current member/non - member split for tee times and what the impacts are . Mr . Lombardi stated that. ultimately, we understand the commitment made to members who have signed up, but decisions made today could impact future fiscal years . There are only so many variables to control and one may lead to increases in member rates to offset the reduction in . green fee revenues . Director of Golf, Jay Packett added that the worst- case scenario was presented to the Golf Commission, the increase in revenue for season passes, golf cart revenue is up as well as the driving range . Mr . Packett supports the full percentage allocation for membership . Chair Bingham asked Mr . Packett if he is in www . brewster- ma . gov BoS 07- 12-2021 Page 6 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e00fc3l l6e7 Office of: 00A, 091111VI/Pt/% g� , F9 Town of Brewster , 41 Select Board �•. ; 2198 Main Street Town Administrator Brewster, MA 026314898 O ON Phone : (508) 896 = 3701 �a Fax: (508) 896-8089 I�NIIIMIIgUttA\a\��\�\�\\ agreement with including the capital in the formula . Mr . Packett agrees, adding that the amount of money it costs to run an operation must be included in the allocation formula going forward . Anne O' Connell added that she does not believe members of the Golf Commission would have any issues with adding the elements into the formula . Rob Harris commented that he had provided a letter to the Select Board along with the signed petition of about 240 members and residents in support of honoring the policy . Selectperson Whitney moved to recommend to the Golf Commission to set the member tee time allocation . for the coming year at 35 . 8 % . Selectperson Chaffee second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee-yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 4-yes, 0- No Discuss and Vote on Addition of New Personnel Bylaw Positions ( Project Manager, Human Resources Director, and Human Resources Generalist) and Related Revisions to Assistant Town Administrator Job Description Peter Lombardi reviewed that the Board must vote for any new additions to the Personnel Bylaw and any changes to it . Mr . Lombardi reminded everyone that the budget had been approved at Town Meeting to officially move forward with creation of a full time Human Resources Director position , full time project manager position ( replacing the second Assistant Town Administrator position ) , and part time Human Resources generalist . Also , there is need to acknowledge the changes to the Assistant Town Administrator job description . Selectperson Chaffee moved to approve the three new positions and changes to the Assistant Town Administrator position description . Selectperson Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee -yes , Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 4-yes, 0- No For Your Information No questions or comments on these items . Matters Not Reasonably Anticipated by the Chair None Questions from the Media None Next Meetings : July 13 , July 16, July 26, August 9 , and August 19, 2021 www , brewster- ma . gov BoS 07- 12-2021 Page 7 of 8 Doc ID : 9c5e9526d8d5955ca6e07fe0156c8e00fc3ll6e7 i o� «off F9 Town of Brewster Office of: Select Board r �• ; 2198 Main Street Town Administrator U Brewster, MA 02631 - 1898 WO – Phone : ( 508) 896- 3701 - — Fax: ( 508) 896-8089 ialIINI14t1�1�I`� Adjournment Selectperson Chaffee moved to adjourn the meeting at 7 : 07pm , Selectperson Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee-yes, Selectperson Whitney-yes, Chair Bingham -yes , The Board vote was 4-yes, 0- No . Respectfully submitted by Erika Mawn , Executive Assistant Approved : 07 / 27 / 2021 Signed : �do✓Gt-✓ d cg �i�iG�f'P�Q->i'! Date Selectperson Chatelain , Clerk of the Board of Selectmen i Accompanying Documents in Packet: Agenda, Planning Board application, TA Report, Consent Items, FY21 Year End Transfer Memo, Community Development Block Grant (CDBG ) Memo, Application, and Advertisement, Captains Golf Course Tee Time Allocation Information, Personnel Bylaw Job Information, FYI Documents , i 3 www , brewster- ma . gov BoS 07- 12-2021 Page 8 of 8 Doc ID: 9c5e9526d8d5955ca6e07fe0156c8e00fc3116e7