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Home My Public Portal AboutVision Planning Committee -- 2021-11-16 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES Y „ Monday, November 1611, 2020 at 4PM Virtual Meeting Hal Minis, Chairman , convened the Brewster Vision Planning Committee via remote participation with members : Patricia Hess, Paul Wallace , Andi Genser, Garren Peterson , Fran Schofield , Sue Searles, and Sharon Tennestedt , Absent : Kari Hoffmann . A quorum was determined . Also present : Honey Pivirotto ( FinCom Liaison ) , Ryan Bennett (Town Planner) , and Ellen Murphy ( Department Assistant) . 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 . • Review and Approval of November 16, 2020 minutes Motions was made and the minutes were approved unanimously . Hal Minis informed the Committee the structure of the meetings going forward will be alternating focus on Vision Plan Implementation and LCP . The Committee meetings that include Tighe & Bond will focus on LCP and the meetings with just the Committee in attendance will focus on Vision Plan Implementation , Ryan Bennett confirmed Tighe & Bond are scheduled to attend every other Committee meeting . The focus of the next meeting on December 8th will be on LCP . • Review of Open Meeting Law Ryan Bennett asked the Committee if they had any questions or concerns regarding Open Meeting Law . Sharon Tennestedt questioned if the Committee was required to fill out the form at the back of the document . Ryan Bennett said she will follow up with the Town Clerk and get back to the Committee . • Review of Plan for Monitoring & Implementation of Vision Plan Hal Minis brought the attention of the Committee to the one - page draft plan for monitoring . He provided an overview of the monitoring plan outlining the objectives, milestones, specific actions and process . He suggested biannual meetings which would consists of a mid -year meeting focusing on progress to date and identifying implementation constraints and an end of the year meeting focusing on results and identifying priorities for the coming fiscal year . The end of the year meeting would also include a formal presentation to the Select Board , a public town meeting and an annual monitoring report . This report would be modeled from the Tisbury annual monitoring report . This was an important tool used in the Tisbury Vision initiative . Hal will send a copy to the Committee . Andi Genser ask how this connects to the communications strategy . Hal Minis suggested since the communications strategy is an agenda item that the Committee defer the i discussion until later on in the meeting . Honey Pivirotto questioned the Finance aspects of the monitoring and if there were plans to incorporate expenditures . Hal Minis will follow up with Cheryl Doble . He suggested that the monitoring plan align 1 updates with the budget cycle and reference budget items . Honey Pivirotto stated a meeting is scheduled with the Finance Committee and the Select Board to start the budget process and the budget finalizes in the April/ May timeframe . Hal Minis reviewed the timeframe for the plan and stated that the Town j Administrator suggested the year-end plan be finalized by May and the mid -year review align with the beginning of the budget process . Stakeholder meetings will be scheduled during the winter . • Review of the FY 20/21 Strategic Plan Ryan Bennett brought the plan to the Committee' s attention and highlighted that the Vision building blocks are being used in the Select Board ' s planning efforts . Hal Minis indicated that there is a more recent version of the Strategic plan . Ryan to follow up on an updated version and the * noted on the plan . Page 1 of 2 7 • Review of the Vision Implementation Matrix Ryan Bennett stepped through the Vision Implementation Matrix indicating that the purpose of this matrix is not for reporting outside the Committee but a working tool for the Committee to track the progress of action items and link it back to the Strategic Plan . Ryan asked the Committee if they had any comments or questions . Andi Genser commented that the matrix will be very helpful going forward as we fill in the various action items and progress against those items . Ryan confirmed that the Planning department will own the document and make the necessary updates for the Committee' s review . She plans, in the coming months, to have the document populated for review and suggested it be a standing agenda item . This will be used as a tool for stakeholder meetings . Andi Genser raised a concern that some of the action items can easily be identified in certain departments where others are community-wide . Hal Minis stated that the Committee will have to work hard to ensure we identify the stakeholders associated with each action item . Hal proposed that liaisons be assigned to certain stakeholder groups and be responsible for conducting the monitor meetings and tracking going forward . Hal encouraged the Committee to think about which areas they would be most effective in working with the various stakeholders . • Discussion of VPC Communication Strategy Hal Minis opened the discussion to the Committee on how, who and when the Committee communicates and from there draft a communication strategy document . The Committee discussed what was done in the past and lessons learned from the previous work . In the past, communication was more event driven with a series of workshops . The Committee discussed how to improve communications . Committee members discussed social media , newsletters, and how to reach out to various audiences . Sue Searles and Garren Peterson suggested the Facebook group page Brewster Community Space as a resource . Ryan Bennett will follow up on the Facebook presence . A quarterly newsletter was suggested that would include priorities and actions taken . Fran Schofield agreed that a quarterly newsletter is the right frequency . She has experience with non - profit newsletters and has linked it to the Facebook page and Twitter account . This will enable the Committee to reach out to many more audiences . Fran Schofield will prepare a high - level marketing and communication draft outlining goals, audiences, methods, frequency and triggers . Patricia Hess will work with Fran to provide work done in the past to use as a baseline for the draft . The Committee will review the draft plan at the December 21St meeting . The Committee discussed some of the challenges faced with certain audiences . Some ideas were to reach out to history/government teachers for student engagement, Cape Cod Young Professionals as a way to reach out to young families and notices in the Cape Codder . All channels of communication to target certain audiences . • Presentation and Discussion on how the Vison Plan fits with the LCP guidance This agenda item will be deferred until the December 7th meeting with Tighe & Bond • Identify Tasks and Information needs for next meeting : Review Vision Plan and identify statements related to Growth Management within the building blocks that will help develop the Growth Management vision . • For your information : Nothing to add i • Matters Not Reasonably Anticipated by the Chair Nothing to add i i Documents Referenced : Plan for Monitoring the Implementation of the Vision Plan ( DRAFT) FY20-21 Select Board Strategic Plan ( 10 . 07 . 19 ) Vision Implementation Matrix ( DRAFT) i The next meeting of the Brewster Vision Planning Committee is scheduled for December 7t1, 2020 . t A motion was made to adjourn the meeting . Vote : 8-0-0 . Meeting adjourned at 5 : 16 . 's 3 Page 2 of 2 i I