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HomeMy Public PortalAboutSelect Board -- 2021-10-18 Minutes \ � aE '" Sr ' %% Town of Brewster Office of: \o°o14 of eOoER aq F.p %,� Select Board Q F 2198 Main StreetTown Administrator!'., I: ..i Brewster, MA 02631 - 1898 I k ' o N = Phone : ( 508) 896- 3701 co Fax : ( 508) 896= 8089 lo 40JORPORN lot AW MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES DATE . October 18, 2021 TIME : 5 : 30 PM PLACE : Remote Participation REMOTE PARTICIPANTS : Chair Bingham , Selectperson Whitney, Selectperson Chaffee , Selectperson Hoffmann , Selectperson Chatelain , Town Administrator Peter Lombardi , Assistant Town Administrator Donna Kalinick, Davis Walters, Police Chief Heath Eldredge, Sid Smith , George Bausch , Charles Mawn , Frank Mirisola , Lori Kennedy, Mark Nelson , Shannon Hulst Call to Order & Declaration of a Quorum, Meeting Participation Statement and Recording Statement Chair Bingham called the meeting to order at 5 : 32pm . A quorum was declared , and all Select Board members present were announced . Chair Bingham read the meeting participation and recording statements . Executive Session . Chair Bingham announced the Board would enter executive session to discuss the following and the Board will return to open session . • To conduct strategy sessions in preparation for negotiations with nonunion personnel or to conduct collective bargaining sessions or contract negotiations with nonunion personnel ( Personnel Bylaw ) • To discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares ( OPEIU Local 6 ) Selectperson Chatelain moved to enter executive session . Selectperson Hoffmann second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Selectperson Chatelain -yes, Chair Bingham -yes , The Board vote was 5 -Yes, 0- No . The Board returned to open session at 6 : 02pm . Discuss and Vote on FY22-23 OPEIU Local 6 Collective Bargaining Agreement Mr . Lombardi provided a brief summary; the OPEIU contract expired as of June 30, 2021, this is a new 2-year contract . There is a 2% COLA for FY22 and for FY23 a 2 . 75 % COLA; this is consistent with the wage precedent that has been set by other bargaining units for this Fiscal Year and next . The recommendations from the recent Compensation & Classification study would also be implemented with the adoption of this contract and the union ratified the terms that were agreed upon last week . Selectperson Chatelain moved to approve the FY22 - 23 OPEIU Local 6 collective bargaining agreement . Selectperson Whitney second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Chatelain - yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . BoS 10 . 18 . 2021 www . brewster- ma . gov Page 1 of 12 i \po\\\\\\\\\\II I I I I I I / \� � µ EWgr iip, Office of: Town of Brewster 9 F� GiSelect Board _ 9F a , 3 2198 Main Street Town Administrator M J Brewster, MA 02631 - 1898 oPhone : ( 508) 896- 3701 co Y — Fax : ( 508) 896- 8089 8ZASO OQIIIIIIIIIIII���IIIII\\UO\\0\` Public Announcements and Comment : None Select Board Announcements and Liaison Reports Selectperson Chaffee, as Recycling Commission liaison , stated that the Brewster Recycling center has changed two recycling practices this last week . We are now separating glass ( bottles and jars ) from the plastic and metal recycling bin and separating newsprint from paper and cardboard . Noting that the layout of the recycling bins has changed slightly, and members of the Recycling Commission worked as volunteers last weekend and will again next weekend to help adapt to these changes and answer any questions . The newly updated Recycling guide will be handed out as well . The Town has made these changes to save money with the glass recycling and to make money on the newsprint recycling . Mr . Lombardi expressed appreciation to the Recycling Commission members for volunteering . This information has been posted at the home page of the Town website, along with the video the DPW staff put together to explain the changes . Selectperson Hoffmann had the pleasure of attending the ribbon cutting ceremony on October 8th at Cape Cod Technical High School . Adding that Brewster should be proud of being a member of the technical school community . During the tour, Director of the MSBA stated "a school is four walls with a future inside . " Town Administrator' s Report Mr . Lombardi provided the latest on the pandemic : • Barnstable County positive case rates continue to be elevated in the 4th wave . • There had been a downward trend through September but seems to have plateaued at this point . i • In Brewster, consistently seeing single digit new weekly positive case totals, with residents 50+ being j the most impacted demographic . • The Board of Health approved the mask mandate that the Select Board recommend for Town Meeting next month , the meeting will be indoors . Many of the protocols that are in place will remain I in place, such as social distancing, cleaning, sanitizing, etc . Mr . Lombardi thanked the Board of Health and the Health . Department for holding the annual flu clinic, this is a great service to the community and very well managed . i i Information was included in the packet about the Cape and Islands Water Protection Fund , noting that Brewster has contributed almost $ 2 . 1M to the fund to date, over the past 2 + years since the inception of the fund in July 2019 . As a reminder, there is a 2 . 75 % additional surcharge on all lodging on Cape that provides revenues for the fund . The fund so far has collected almost $ 31M , of that, $ 14M has been accounted for in 1 funding certain projects . This subject is noted as one of the goals of the Select Board ' s FY22 - 23 strategic plan . Chair Bingham commented that she attended the flu clinic, the CERT team was also a great help with the clinic . Mr . Lombardi added kudos to the CERT volunteers and all the different teams who worked together to pull this effort together this year and over the past several years, it is a real benefit to the communities involved . BoS 10 . 18 . 2021 www . brewster- ma . gov Page 2 of 12 I a Office of: po\\ V% E W a D E Town of. Brewster Select Board 2198 Main Street Town Administrator Brewster, MA 02631M1898 0 0 Phones, (508) 896m3701 V0 Fax@ ( 508) 896m8O89 %I8z Welcome New Building Commissioner : Davis Walters Mr . Lombardi announced that Davis Walters has been with us for a little over a month , having joined us from the Town of Orleans and has been a great fit for the culture of our organization and the community . Mr . Walters has done an excellent job through the transition . Mr . Walters joined the Board and stated what a great few weeks it has been . He has had a lot to do, but this is to be expected , Adding that with little municipal experience between Wellfleet and Orleans, Mr . Walters can say that Brewster is an incredibly well . o fled machine , with a get it done culture and is in admiration . I Consent Agenda 9 Meeting Minutes * October 4, 2021 Selectperson Chatelain moved the consent agenda for October 18th . Selectperson Whitney second . A roll call vote was taken . Selectperson Chaffee "yes, Selectperson Hoffmann �yes, Selectperson Whitney�yes, Selectperson Chatelain �yes, Chair Bingham �yes . The Board vote was 5 �Yes, O� No . Police Department Appointmentse Sid SmIthm Reserve Police Officer ; Frank Mirisolaw Police Sergeant ; Charles Mawn = Police Lieutenant Police Chief Heath Eldredge joined the meeting to review the information that has been provided in the public packet . Chief Eldredge reviewed Sid Smith ' s police career and his commitment to the Town of Brewster, noting that he retired on September 30th 1 2021 , and will be appointed as a reserve police officer to allow him to continue serving the department and the community . Chief Eldredge announced the pending retirement of George Bausch from his police career of 39 years, the longest serving officer in the history of the Brewster Police Department . Lt . Bausch has had a positive impact in the community of Brewster and his contributions have been invaluable . With his retirement, a rigorous and competitive promotional process with 5 applicants from within the department was conducted . Chief Eldredge recommends Charles Mawn for the Lieutenant position . Sgt . Mawn started his career in Nantucket and joined the Brewster Police Department in 2004, he has proven himself as a leader and mentor in the department , With this promotion , it has left an open position for sergeant, Chief Eldredge noted that there were 6 internal candidates for the position . Chief Eldredge is recommending Frank Mirisola for the Sergeant p ffion , Frank Mirisola joined Brewster Police Department in 1995 and throughout his career he has been a osi I leader amongst his peers . Selectperson Chatelain moved to approve the appointment of off Icers of Sidney Smith , Charles Mawn and Francesco Mirlsola . Selectperson Hoffmann second . A roll call vote was taken . Selectperson Whitney�yes, Selectperson Hoffmann �yes, Selectperson Chaffee�yes, Selectperson Chatelain �yes, Chair Blngham �yes . The Board vote was 5 �Yes, O� No . I Status Update on Potential Town Acquisition of Cape Cod Sea Camps Properties & Discuss Potential Open House for Residents In December Mr . Lombardi stated that though it feels like old news, both ballot measures passed , very convincingly, it was great to see the turnout on election day and the mail in ballots with over 30% of residents that voted . The BoS 10 . 18 . 2021 www . brewster� ma . gov Page 3 of 12 ozoWl I I 1111111/1 Office ofm go\\ a e W is Town of Brewster % Select Board 2198 Main Street Town Administrator Brewster, MA 026314898 > 0 Phonew ( 508) 896= 3701 Faxv ( 508) 896= 8089 8/k/i RN/l/11111111 election showed a clear mandate from our residents in their support for the Town to acquire both the Sea * I Camps properties . Mr . Lombardi noted that the Select Board and Town Administration have been continuing w ith the administrative work with a closing set for some time late next month . The Town has been working I w ith a consultant who has conducted site inspections on both properties, and we continue to work with i financial advisors to issue the $ 24M in debt, as well as working with an insurance provider to ensure all i i necessary coverage is in place . As the Town works through details regarding what property management ill look like, Mr . Lombardi reminded all that these are still private properties . Administration is looking to wl I coordinate some sort of open house for residents on both properties after the closing, right now possible dates are the weekend of Dec . 11th & 12 th, 2021 , We believe that it is important to give residents the opportunity to have access to the premises . Mr . Lombardi noted that we will have additional opportunities once we get into warmer weather next Spring and at that point, we will have better sense of what public ' ll look like . There have been several internal meetings and we fully expect to have a preliminary access wl a timeline on the next 6 months at the next Select Board meeting on November 1 , 2021 . There will be an appropriation going to Town Meeting looking to repurpose $ 185 , 000 from the community center feasibility study for the purpose of moving forward with the comprehensive plans for both properties . I t 0 Chair Bingham commented that all are anxious to be part of the process and there has been discussion on having more than one committee , possibly one for each of the parcels . Mr . Lombardi stated that in terms of the comprehensive plan advisory committees, there had been discussion to having two new adhoc Ottees that will work in parallel on one another . Adding that this will take some amount of work with commi Town staff in terms of preparing and planning for an open house before any committee is formed . Chair Bingham noted that the Chair would not be a member of either committee , but the other four Select Board members would be, two on each of the committees . Chair Bingham requested that Board members let her know what committee they would be interested in . Selectperson Whitney asked what role the Select Board would play in assisting with these plans . Mr . Lombardi responded that we anticipate a good number of residents who will want to tour one or both properties, Town Administration can handle most of the details, however if Board members have interest in helping, we ask that no more than two be involved in the plans . Selectperson Whitney and Selectperson Hoffmann stated they are both interested in helping in the planning of the open house . F Discuss and Vote on November Specia ! Town Meeting Articles New General Bylaws, Stormwater� presented by Lori Kennedy & Mark Nelson , Horsley Witten Group o The primary driver is the Federal MS4 permit, a permit that regulate stormwater discharges from municipalities in Massachusetts, Brewster Is required to regulate stormwater management locally and requires stormwater management on construction sites and development projects . o Bylaw would require a stormwater permit for projects that disturb land through construction and clearing and that increase impervious surfaces . o This bylaw is to protect our water resources in Town , The Planning Board would be the enforcement authority, but for projects that go through conservation , the Conservation BoS 10 . 18 , 2021 www , brewster� ma . gov Page 4 of 12 01 Town of Brewster Office of: \ E4DEq 6 cc�, ',�� Select Board ; = f ° 'F� , 2198 Main Street Town Administrator Brewster, MA 026314898 MW o ° _ _a Phone : ( 508) 896- 3701 ~ _ — Fax: ( 508) 896-8089 �/0 PFB RP9 R;003 ///lgp�llllll l I I I I���U�\000 Commission would be the implementing authority on the bylaw . Whichever is appropriate to the project . o The Planning Board would be promulgating the regulations and determining what will be required of projects of certain sizes, the intent would be to require simple practices . Larger projects will be required to meet requirements under the MS4 permit and the State stormwater standards . o Planning Board has recommended the bylaw and the regulations are being worked on . Selectperson Hoffmann stated the Planning Board has been working on this for some time and reviewed the timing of the bylaw . Noting that it is important to have regulations to accompany the bylaw before it is presented at Town Meeting , Selectperson Hoffman votes to recommend the article for Town Meeting, with an option to relook at the article prior to Town Meeting, if it was not completed before Town Meeting . Selectperson Chatelain acknowledged the hard work the Planning Board has done on this issue, noting that it seems we are a little short on time and hoping to get regulations done by Town Meeting . This is a case where the bylaw and the regulations go hand in hand . Selectperson Chatelain is inclined to hold off the vote until immediately prior to Town Meeting to get all the information . Mr . Lombardi stated that the Town is currently without a Town Planner, so he has been more involved . Not speaking on behalf of the Planning Board members who voted against this bylaw, Mr . Lombardi believes that those who voted no, were not opposed to the bylaw itself but concerned about the regulations as currently drafted and wanted to make sure the regulations were in place for Town Meeting . Noting that there will be different standards that will apply for what will be considered a minor project vs . major project and could have impacts on the development . Mr . Lombardi stated that there are certainly water quality considerations with this purposed bylaw, first and foremost, it is important to understand Towns that are regulated as MS4 communities, through their federal permit as administered by State officials are required to have a local stormwater management bylaw in place . This was to be completed earlier this calendar year, so it is important that we move forward with this . The Select Board decision was to postpone their vote until Town Meeting floor . • Zoning Bylaw Amendment : Water Quality Protection District- presented by Mark Nelson , Horsley Witten Group o The changes that are purposed are based in part on the stormwater general bylaw . Right now, the water quality review bylaw has provisions for stormwater management for areas within drinking water protection districts and the Pleasant Bay Watershed . o The water quality review committee reviews the stormwater plans, this bylaw needs to be edited to clarify that the stormwater provisions in the water quality bylaw would defer to the decisions that are made under the stormwater management bylaw . o Clarification on the language around the performance standards that are contained in the bylaw for looking at nitrogen impacts to drinking water and coastal waters . Also , to clarify language on how it would be completed and the way an applicant would do the calculations to estimate their nitrogen loading impact . Proposal includes referring those calculations to the BoS 10 . 18 . 2021 www . brewster- ma . gov Page 5 of 12 � aE '" Sr ' %� Town of Brewster Office of: ` ELDER Select Board ° 2198O Main Street Town Administrator 2 i m Brewster, MA 026314898 o ° _ _A Phone : ( 508) 896 -3701 r — — Fax : ( 508) 896 - 8089 FB R P8 R,gp3 ����1/glllllll I I I I1101N\\0\�\ Board of Health through a regulation that is being drafted , stating that if you are completing a water quality evaluation , there will be specific numbers used looking at wastewater, fertilizers, and water runoff, this is to make sure everyone is submitting the same information . The Board of Health would review and provide input to the Water Quality Review Committee , the health agent is already an appointed member to this committee . This would streamline the process, and can be used in other regulations in the Town o The process is unique to Brewster with the bylaw, throughout Mass there are nitrogen loading calculations that are done, each can be done differently, but the input values are consistent . On the Cape it is currently completed based on what the Cape Cod Commission recommended . almost 20 years ago , the process is unique , but the science is consistent across Cape Cod and Massachusetts . Peter Lombardi added that we anticipate that these two articles would be handled together, Stormwater bylaw would be presented first, and if needed a motion can be made to amend what is proposed in the warrant . Selectperson Hoffmann commented that a 7 - b vote was recorded by the Planning Board for this bylaw . Mr . Lombardi added that the difference in the votes has to do with the Stormwater bylaw being new and the proposed amendments to the Water Quality Protection District bylaw is more administrative changes . Selectperson Chatelain moved to approve the Water Quality Bylaw as drafted by the Planning Board . Selectperson Hoffmann second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Chatelain - yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . • Zoning Bylaw Amendment : Floodplain , Shannon Hulst, Cape Cod Cooperative Extension Deputy Director o All Towns across Massachusetts are updating this bylaw, except for 11 that do not participate in the National Flood Insurance program . o This is language all towns should have had in the bylaws since the Town joined the National Flood Insurance program , for Brewster that was 1985 . o Staff have reviewed the updates, these are needed to keep the Town in the National Flood Insurance Program ( NFIP ) , which allows anyone to have access to flood insurance from the NFIP, also allows for people to purchase a federally backed mortgage in a flood plain . There are privately available flood insurance policies, but they tend to be more difficult to meet requirements and are more costly . Selectperson Chatelain moved to vote to recommend the Floodplain bylaw for November Town Meeting . Selectperson Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee - yes, Selectperson Chatelain -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . BoS 10 . 18 . 2021 www . brewster- ma . gov Page 6 of 12 \\\8 \RIE 'IV8 ,*'°j/o Town of Brewster Office of: Select Board 0`2 2198 Main Street Town Administrator S m Brewster, MA 02631= 1898 o = Phone : ( 508) 896 -3701 �2 Fax : ( 508) 896-8089 FFe flPOFAS09 ��\\\\ • Drummer Boy Park Master Plan Update- Provided by Mr . Lombardi o The Town secured State grant funding to complete an update to the Drummer Boy Park Master plan that was last done in 1995 . o Twenty-five years later, the uses have evolved over time . There is a planned project for an elevated boardwalk from the Northeast corner over to Wing Island . The Town has worked with a consultant and an advisory committee was formed ; they have worked for 8 months to develop an updated plan . o The plan was presented to Select Board earlier this summer, it requires a Town Meeting vote . There have been a series of recommendations that are included in the plan . o Note that the draft plan in the packet, does not include a reference to the costs associated with a new playground , which is a key driver to project costs as proposed . There is generally support for the playground , but not in the first phase of work . Some changes will be made to reflect this and make sure the costs are accounted for . o Regarding the Wing Island boardwalk, this will be more prominent in the final plan . Chair Bingham commented that with the proposed boardwalk, we will have more people accessing Wing Island since it will not be tide dependent . Mr . Lombardi stated that the design and permitting process will not only look at the physical infrastructure, but also the impact to Drummer Boy Park and Wing Island as a consideration . The $ 50, 000 in funding included in the capital and special project article is just for the design and permitting work, there will be amble opportunity to look at the impact and get feedback . Mr . Lombardi added that the volume of traffic to Wing Island has increased a lot in the past couple of years and the Coastal Resources Management Plan talked about Wing Island being the greatest underutilized resource on the coast, in part due to the fact that it is not accessible at high tides . Selectperson Hoffmann stated that since the playground will now be in phase 2 of the plan , there might be some who are disappointed to hear, and asked if there will there be an explanation for this ? Mr . Lombardi noted that even when the playground was included in phase 1 , it was never a clear plan , but more about location and footprint . Adding that we can expect this to be its own process and a working group with resident volunteers who would help on the details . Mr . Lombardi noted that it is important that the playground is included in the plan as there are concerns of the overall costs impact . The playground is in decent shape but will need an upgrade in the medium -term horizon . Selectperson Chatelain moved to recommend the Drummer Boy Park Master Plan to Town Meeting . Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Hoffmann ,, yes, Selectperson Chaffee-yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . • Golf Department Supplemental Appropriation - Provided by Mr . Lombardi o The golf department is tracking well above their projected revenues . Appropriate from available funds ( existing revenues ) to hire a new full -time custodian and maintenance position to manage the facilities . BoS 10 . 18 . 2021 www . brewstermma . gov Page 7 of 12 \�0°`0\\\\\\0 \alEllw *3 *.//%, Town of Brewster office of. 4 ELDEp tc,Q % Select Board 2 2198 Main Street Town Administrator mBrewster, MA 02631 - 1898 = 3 ° Aa = o h \ Phone : ( 508) 896- 3701 ~ Fax : ( 508) 896- 8089 PCO OR 19 , o This is relative to National Golf Foundation ' s recommendations at Captains and looking to make investments to both members and fee payers . o Total Costs for a half year is a little under $ 40, 000 including all benefits and costs considerations . Selectperson Chatelain moved to approve the Golf Department Supplemental Appropriation . Selectperson Whitney second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes , 0- No . • OPEIU Collective Bargaining Agreement Selectperson Chatelain moved to recommend the OPEIU Collective Bargaining Agreement for November Town Meeting , Selectperson Whitney second . A roll call vote was taken . Selectperson Chatelain -yes, Selectperson Chaffee-yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . • Utility Easements- Captains Golf Course Solar Carports — Presented by Mr . Lombardi o When Town Meeting originally authorized the Town to move forward with developing solar on Town property in 2017, there wasn ' t explicit language that allowed the Select Board to grant easement to the utilities to connect the projects to the grid . o The Solar Carport projects, one at the parking lot and one at the ' driving range, has progressed and nearing completion ( driving range fully complete ) . o Two poles at each location to be installed to allow the projects to connect to the grid and the Town to see the benefits from the lease agreements once projects completed . o Eversource working with the developer, presented easement documents, and from the original language it was not included . Good news is that Eversource let the developer know in the past week or so, completing the work on their end in connecting to the grid in early December . Selectperson Chatelain moved to approve the Warrant Article for Utility Easements at Captains Golf Course Solar Carports . Selectperson Whitney second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes , 0- No . • Outstanding Obligations- Presented by Ms . Kalinick o Unfortunately, Town Administration who handles some utility bills for the entire Town received a bill too late to be paid in the correct fiscal year . Power Options brokers our natural gas pricing, and then we pay them an annual fee each year . This is for $ 550, to be paid from Free Cash . i 3 i BoS 10 . 18 . 2021 www . brewster- ma . gov Page 8 of 12 i \\\\\op\\o0\a IEII II � iii����/ Town of Brewster Office of: Select Board 2198 Main Street Town Administrator 3 A y = Brewster, MA 026314898 oPhone : ( 508) 896- 3701 co — Fax : ( 508) 896- 8089 IC I Selectperson Chatelain moved to Outstanding Obligations Warrant Article . Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chaffee -yes, Selectperson Hoffmann -yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5-Yes, 0- No . Vote to Close and Post Warrant for November Special Town Meeting Selectperson Chatelain moved to vote to close and post warrant for November Special Town Meeting . Selectperson Whitney second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Hoffmann - yes, Selectperson Whitney-yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . Discuss Proposed Updates to Select Board Policy on Board/ Committee Appointments Chair Bingham acknowledged Selectperson Chaffee for the amount of work she put into these policy updates . Chair Bingham requested clarification on the newly drafted policy, page 2 number 5B, the header mentions Town employees and non - Brewster residents, but in the definition also mentions non - Brewster voters . Selectperson Chaffee replied that the intent of this section is to provide some freedom with adhoc committees, where use of the basic eligibility criteria may not apply . Selectperson Chaffee provided an overview of the proposed updates, noting that the Select Board has updated and revised a number of policies to make sure they are current and accurate . The two policies being reviewed tonight address the authority of the Select Board to appoint people to serve on Town Committees and the Select Board has authority to appoint people to non - elected advisory boards and committees . The Select Board also has joint authority with other regulatory boards to fill vacancies . Selectperson Chaffee continued that these two particular policies are important to the work of the Town , as volunteers make such important contributions to how Brewster government works . The key to individual success on a committee and the committee functioning on a whole is matching the right people with the right skills to the right committee . j Selectperson Chaffee stated that the first policy update is designed to explain the process for Select Board appointments to Town Committees, the most significant change is the more detailed application , which is fillable online and includes a one - page form designed to be used by all the parties who are involved in the process . One of the changes proposed is a two - step process where an applicant' s package is included in a Select Board meeting, but not acted upon until the following meeting, this gives everyone a chance to review the application . The second draft policy that is being proposed defines a clear process that is used to make joint appointments for vacancies . Both include a revised application form and include a flow chart that lays out the steps in the process . There was discussion if the basic eligibility would include resident taxpayers or registered voters, it was j decided that for most Committee and Boards, applicants will have to be Brewster voters as taxpayers does not differentiate between full time and part time residents . However, the Select Board will have opportunities with adhoc committees that will be established , such as the one to be created for preferred uses of the Sea Camp parcels where it will be important to include part-time residents . Mr . Lombardi clarified that generally speaking for all regulatory boards and committees those would have to l be comprised of Brewster voters/full time residents . The past practice has been that part time residents BoS 10 . 18 . 2021 www . brewster- ma . gov Page 9 of 12 � E '" Sr Q%, Town of Brewster office of: OF �LDEp ePF�i � Select Board o 2 r 2198 Main Street Town Administrator mBrewster, MA 026314898 o U _ —A Phone : ( 508) 896 = 3701 _ — Fax : (508) 896 = 8089 haven 't been appointed to serve on Boards and committees . The proposed updates clarify the eligibility, but when creating or amending a charge for a new or advisory adhoc committee, the Select Board will have the authority to give non - Brewster voters the opportunity to apply . The Board discussed both questions # 19 "Adverse Circumstances" and # 20 " Local References" on the application . Some members felt that question 19 is already covered in other questions within the application and it could encourage dishonest answers so that people don ' t disqualify themselves . The goal is to encourage members of the community to get involved and this question seems adversarial . It was agreed that this question could be removed from the draft before it is sent to Town counsel for review . As for question 20, it was mentioned that this could discourage newcomers from applying . The goal of this process is to encourage people to take part, to join a committee and work in the best interest of the community . It was agreed after further discussion that question 20 will remain and reworded to say that Brewster residence preferred as a reference but not mandatory . It was also clarified that it is the responsibility of the Select Board liaison to contact references of the applicant . Selectperson Chaffee clarified that the reason for these appointments to be reviewed in the first Select Board meeting and voted on in the next meeting is to allow the Select Board members to complete their due diligence, current practice allows for less than one business day to review the proposed appointment . This is a tight time frame in making important decisions for the Town the drafted policy provides an opportunity to get to know the applicant before they are appointed . All Board member expressed their sincere appreciation to Selectperson Chaffee for all her efforts and going above and beyond to provide an excellent policy that will serve the Town well . Discuss and Vote on Upcoming Public Meeting Schedule/ Format for Town Committees Ms . Kalinick stated that for the past six months we have been operating in a virtual and hybrid meeting format that has been working very well . Only a few committees that have been meeting in person , the School Committee and the Select Board both had started out in hybrid and have returned to virtual . Asking the Board to decide on November and December since the Board will not meet again in regular session until early December . Town Administration recommends the continuation of hybrid and virtual option with the conditions as laid out in the memo, public participation would still be via virtual access, and we would still have the condition of 6 persons socially distances in Room A if meeting in person . We did have the second hybrid set up delivered for Room B, waiting for set up to be completed by the vendor . Selectperson Chatelain moved to approve the hybrid and remote meeting schedule as drafted in the memo . Selectperson Whitney second . A roll call vote was taken . Selectperson Chatelain -yes, Selectperson Chaffee- yes, Selectperson Hoffmann -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0" No . I i BoS 10 . 18 . 2021 www . brewster- ma . gov Page 10 of 12 1 \\\\\p\0\\\\ �E IIISiiii/// r % Town of Brewster Office of: oma` El ° BR F '% Select Board `2 r °� e9FN9 2198 Main Street Town Administrator m - Brewster, MA 02631 = 1898 % 0 _ Phone : (508) 896- 3701 co ~ — Fax : ( 508) 896-8089 19t 160 0//U/d71�;1111111 M��\\0\\�\\\ Discuss and Vote on FY22 - 23 Select Board Strategic Plan Mr . Lombardi reviewed that for the past two years the Select Board has held an annual retreat with input from Department heads and all Boards and Committees with their view and perspective of Town priorities and goals . Out of this process a two -year strategic plan is adopted by the Select Board , recognizing that many projects and initiatives are complex and include a multitude of stakeholders . In August, the annual retreat was held with extended discussion , at the time the Select Board landed on nearly 50 goals . The plan follows in large part the format of the 2018 Vision Plan that was adopted by the Select Board . There are eight building blocks that were incorporated in the plan last year and a new separate stand - alone category relative to the pandemic was added . This year we no longer have a specific related category for the pandemic, but a specific goal related to the Cape Cod Sea Camps was added . The Select Board had a follow up workshop a couple of weeks ago to refine the goals recognizing all the work that is needed , this led to the identification of 33 goals for FY22 - 23 . This includes 6 goals specific to the Sea Camps, and a handful of goals each for Community Character, Open Space, Housing, Local Economy, Coastal Management, and Water Resources . There have been 6 goals for Community Infrastructure and 8 goals for Governance, these two are typically categories that have the highest number of related goals . The latest version of the plan includes the goal and the specific Vision building block it is related to, the goal description , the fiscal year ( s ) they are expected to be completed , who the primary responsible party is, as well as other key stakeholders . Mr . Lombardi noted that there is a smaller number of goals compared to last year, but there is still a lot that the responsible party is both the Select Board and the Town Administration . Adding that just because a particular project or initiative isn't on the plan doesn ' t mean that it is not important and there won 't still be progress made on it, but ultimately, we have to recognize what is possible in a fiscal year given the resources . Selectperson Hoffmann suggested a couple of word changes, specifically to clarify the word " enhanced " in terms of the school budget and to substitute the word "transparency" to "clarity" . Selectperson Chatelain moved to approve the Select Board Strategic Plan for FY22 - 23 as amended . Selectperson Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee - yes, Selectperson Chatelain -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . For Your Information = No Comments . Matters Not Reasonably Anticipated by the Chair= None Questions from the Media Richard Eldred commented that regarding the Cape Cod Sea Camps properties it has been mentioned that the Town is looking at the possibility of a Community Center . He spoke with a candidate for the Orleans Board of Selectmen who suggested that the communities of Brewster, Orleans and Eastham should have a BoS 10 . 18 . 2021 www . brewster- ma . gov Page 11 of 12 ��\08\\pp�� IE IIS%S ii/// e r� %, Town of Brewster Office of: 9 % Select Board 2198 Main Street Town Administrator "m Brewster, MA 026314898 o Phone : ( 508) 896- 3701 �//� FEB RPB RA0p3 Fax: ( 508) 896- 8089 regional Community Center . Mr . Lombardi responded that we will be talking about the Sea Camps project timeline at our next meeting . Mr . Lombardi anticipates that by the end of November, early December there will be initial discussions about the charge for the committees . Part of this consideration , he believes will be the Capital article that is planned for the Special Town meeting which talks about the fact that the committees will not narrowly be focused on the Sea Camps properties only, but also the Robinson parcel , Spruce Hill , Council on Aging, and Town Hall building and taking into consideration the feasibility study of consolidation of the elementary schools . Next Meetings November 1 and the Town Meeting on November 15 , 2021 Adjournment Selectperson Chatelain moved to adjourn at 7 : 34pm . Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney- yes, Selectperson Hoffmann -yes, Selectperson Chaffee - yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No . Respectfully submitted by Erika Mawn , Executive Assistant 7 r 4 Approved : ( r Slgned . Date Sel ct erson Chatelain , Clerk of the Select Board Accompanying Documents in Packet: Agenda , OPEIU Local 6 Bargaining Agreement, TA report, Consent Packet, Police Department Appointments, November Special Town Meeting articles, November Special Town Meeting warrant, Select Board Policy on Board/Committee Appointments, Public Meeting Schedule/ Format memo, FY22-23 Strategic Plan, FYI packet. 1 i I E i BoS 10 . 18 . 2021 www . brewster- ma . gov Page 12 of 12 i