HomeMy Public PortalAboutVision Planning Committee -- 2021-02-16 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE
MEETING MINUTES
Tuesday, February 16, 2021 at4PM Z L i w _ 41, .
Virtual Meeting
Hal Minis, Chairman, convened the Brewster Vision Planning Committee via remote participation with members :
Patricia Hess, Andi Genser, Fran Schofield , Sue Searles, and Sharon Tennstedt and Kari Hoffmann . Absent : Paul Wallace,
Garran Peterson . 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 February 1, 2021 minutes :
Hal asked the Committee if they had any comments on the February 1s1 meeting minutes . There being no
comments, Hal asked the Committee if there was a motion to approve the minutes, Sue Searles made a
motion to approve the minutes, Andi Genser second the motion, Hal took a roll call and the minutes were
approved unanimously .
• Vision Plan Implementation Task :
Hal suggested to the Committee that they review the Stakeholder lists that was sent out in the meeting
packet and narrow it down to the appropriate number of Stakeholders . Ryan asked if she could at some
point in the discussion share her thoughts on the approach .
a ) Stakeholder Outreach Forums - Update :
Hal stepped through each of the Building Blocks and the associated stakeholders and asked the
Committee if there were any clarifying questions for each of the Building Blocks , Patricia Hess suggested
the Historical Commission should be added under Community Character and it was agreed it would be a
benefit to include the Historical Commission because history is a big part of Brewster . The Committee
discussed some of the "and/or" suggestions to determined which Stakeholders should be included
initially . Ryan shared her screen with the Committee and outlined some of the suggestions and
groupings to help the Committee focus on an initial list of Stakeholders . She displayed some of the
Stakeholders as N /A and stated she used the action items from each Building Block as criteria to
determine which Stakeholders were relevant . She indicated that she did not eliminate any names but
slightly renamed and repositioned some of the Stakeholders on the list . The Committee discussed the
proposed revisions clarifying the groupings to come up with a comprehensive list of Stakeholders . Ryan
discussed the proposed approach stating that some of the Stakeholder meetings can be accomplished
through Zoom meetings or by invitation to present to the Committee or Board , but most can be reached
by other means such as phone, email etc . Ryan stated the process has started already with 3 of the
Building Blocks presenting at the Planning Board on February 241h . Updates will be made from the
discussion and distributed to the Committee .
The Committee then discussed the approach using the script and Ryan and Hal stressed the importance
of the script in order to capture feedback . The script is designed to follow the implementation matrix
and enter data into a common form . Some of the Committee members expressed concern regarding
the Vision Plan being created over two years ago and how do they refresh the Stakeholders prior to the
meeting . Hal indicated that a packet will go out to the Stakeholders prior to the meetings and the
Committee members should also refresh by reviewing past documentation . They should also try to
anticipate questions that may come up during their discussions with the Stakeholders . Kari suggested
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the white papers for the Building Block will be a good resource . She also raised concern regarding
sensitivity to Open Meeting during these discussions .
Hal summarized the discussion highlighting the two groups : Group A (team members to attend
Committee and Board meetings ) Group B ( individual team members to contact individuals directly ) .
Ryan suggested they reach out to Town staff for agreement and to get on the schedule .
Ryan and Hal will meet with Town Administration to get their support and assistance promoting
awareness . Hal indicated that the Stakeholder outreach exercise will feed the annual report to the
Select Board .
b ) Review implementation tracking matrix :
Hal reviewed the draft implementation tracking matrix that was introduced in November . Ryan and
Ellen will be responsible for managing the implementation tracking matrix . The members will feed
information but will not be required to enter data into the spreadsheet . Hal made some suggestions to
the matrix that will be updated and discussed at a later meeting .
Honey Pivirotto asked about the 5 year Capital Plan that will be reviewed with the Select Board and the
Finance Committee at a meeting later that evening . She indicated that there are some elements
mentioned in the materials for the meeting regarding improvement of pond water and mitigation . She
assumes that would be under Water Resources but how and where would capital improvements be
captured . Ryan indicated that those types of elements would be brought up during the conversation
with the Director of Natural Resources . Hal stressed to the Committee that during the meetings with
Department Heads operating and capital actions should be included in the discussion . He suggested to
Honey that she may want to bring up cross referencing of the Vision Plan in the Capital Plan . Honey
indicated that she was going to bring it up in the meeting .
• Review and edit form for 1- 2-3 survey mapping tool :
Hal sent out the log in information the day before the meeting and wasn 't sure if any of the members had a
chance to log in . Ryan suggested that if a username and password is available to use and the members are
comfortable using it they should familiarize themselves with the mapping tool and provide feedback . Hal
encouraged the Committee to use the tool in the next couple of weeks and provide comments .
• Communications Update :
Hal turned the discussion over to Fran Schofield to provide the Communications Update . Fran stated that
there were no updates .
• Review Action Items from February 15t Meeting :
Pat provided an update on the action items from the February 15t meeting . She indicated that the only
outstanding items were on -going items .
• Next Meeting :
Monday, March 1, 2021 with Tighe and Bond . Hal suggested that if Tighe and Bond have a presentation can
they include it in the meeting materials in advance . Ryan to follow up with Tighe and Bond .
• Matters Not Reasonably Anticipated by the Chair :
None to report
The next meeting of the Brewster Vision Planning Committee is scheduled for Marchl't, 2021 .
A motion was made by Sue Searles to adjourn the meeting, Fran Schofield second the motion , a roll call vote was taken
and the meeting was unanimously adjourned at 5 : 23 . Vote : 7 -O-0 .
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