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HomeMy Public PortalAboutVision Planning Committee -- 2021-11-02 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES Monday, November 2 "d, 2020 at 4PM Virtual Meeting Hal Minis, Chairman , convened the Brewster Vision Planning Committee via remote participation with members : Kari Hoffmann , Patricia Hess, Sue Searles, Paul Wallace, Andi Genser, Fran Schofield , and Sharon Tennestedt . Absent : Garran Peterson . A quorum was determined . Also present : Honey Pivirotto ( FinCom Liaison ) , Sharon Rooney and Vesna Maneva (Tighe & Bond ), and Ryan Bennett (Town Planner) . The Chair read the Recording or Taping 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 Town has established specific email addresses for each board and committee so the public can submit comments either before or during the meeting . To submit public comment or questions to the Vision Planning Committee, please email : brewplan@brewster- ma . gov . Note : The meeting previously scheduled for October 26th was not properly posted and was therefore not held . • Review and Approval of September 23 , 2020 minutes It was decided by the committee the review and approval of the meeting minutes would be addressed at a later meeting . • Review of Open Meeting Law Hal Minis briefly discussed the importance of the Open Meeting Law and highlighted the key areas that pertain to the Committee . Ryan Bennett will distribute Open Meeting Law materials to Committee members . An agenda item will be added to review and discuss the Open Meeting Law at the November 16th meeting . • Review of Consultant Scope of Work (SOW ) Consultants Sharon Rooney and Vesna Maneva from Tighe & Bond were invited to the meeting to kick off the review of the scope of work, which consisted of four tasks . Sharon Rooney walked the Committee through the SOW highlighting each task . She outlined Task 1 : Project Coordination discussing the project team and the meetings scheduled with the Committee, quarterly progress updates with the Planning Board, Select Board and Finance Committee as well as monthly conference calls with Town staff and CCC staff. Hal Minis asked the Committee for questions or comments . Kari Hoffman asked who would be attending the meetings with stakeholders . She expressed a concern that a representative from the Committee should be attending all meetings with the consultants and coordination should go through the Committee . Hal Minis agreed that meetings with stakeholders should be driven through the Committee . Fran Schofield raised the question of who was responsible for the presentation materials for these meetings . Sharon Rooney confirmed that the consultants were responsible for any presentation materials for these meetings and ensured that any materials would be reviewed and approved by the Committee before presented . Sharon Rooney then went on to discuss Task 2 : Vision Plan Implementation and Growth Policy . She j discussed the process of reviewing recommendations and progress to date, engaging stakeholders early-on by facilitating workshops . Hal Minis asked about the Committee' s role in the Vision Plan implementation and ensuring it is moving forward . The Committee discussed defining key elements, identifying where they want public guidance and tracking progress and reporting back to the public . 1 I Page 1 of 2 I Sharon Rooney discussed Task 3 : Develop LCP Elements by reviewing the list and highlighting goals and actions . She stressed that they utilized work that already had been done to accelerate the plan . Kari Hoffman suggested that the 2018 Vision Plan be reviewed to ensure revisions will not be needed . Sharon Rooney then went on to discuss Task 4 : CCC Certification Review outlining the meeting schedule . Sue Searles suggested that representatives from the Committee should be included in the meetings . Sharon Rooney agreed and discussed that a Town meeting approval is required before the CCC certification review . Sharon Rooney then stepped through the timeline and it was suggested that the Vision Plan implementation bar be extended to adequately represent the duration . Sharon Rooney agreed to make the change . Vesna Maneva reviewed the options for community and stakeholder engagement . The Committee that discussed the engagement process . Hal Minis asked about the stakeholder process and key audiences and suggested more focus discussions . Kari Hoffman asked how the Committee should provide the public with progress . Hal Minis suggested engagement and communication be addressed as an agenda item for the next meeting . Ryan Bennett stated that she will work with the consultant to come up with a tool that will track existing vision plan , identify vision options, define growth strategy mapping/trends and capture action items ( near and long term ) . • Identify Tasks and Information needs for next meeting : Review of Open Meeting Law, Discuss Engagement and Communication , Implementation for Vision Plan Actions, Map out long-term calendar • Confirm standing meeting date : 15t and 3rd Monday of the month at 4 : OOpm • For your information : Hal Minis requested that Committee provided their phone numbers for contact . A motion was made and second to approve Ground Rules that were sent out for review . A roll call was taken and unanimously approved . j i Documents Referenced : 1 Brewster Local Comprehensive Plan, Tighe & Bond : i i The next meeting of the Brewster Vision Planning Committee is scheduled for November 16th, 2020 . i 3 A motion was made to adjourn the meeting . Vote : &0-0 . Meeting adjourned at _5 : 41 i { 3 i 3 I I i Page 2 of 2 i i t