HomeMy Public PortalAboutVision Planning Committee -- 2021-05-03 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE dmi7-
MEETING MINUTES ,
Monday, May 3 , 2021 at 4PM
Virtual Meeting
Kari Hoffman , Vice Chair standing in for Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote
participation with members : Patricia Hess, Andi Genser, and Sharon Tennstedt, and Fran Schofield . Hal Minus, Garran
Peterson, Sue Searles: and Paul Wallace were absent . A quorum was determined .
Also present : Honey Pivirotto 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 April 20, 2021 meeting minutes :
Review and approval of the April 20th meeting minutes will be moved to the next meeting on May 17th
• Vision Plan Implementation Task :
a ) Stakeholder Outreach Interviews & Report Status :
Kari referred to the updated status document that was sent out . She asked Ellen to provide the
Committee with an overview of how many reports were outstanding . Ellen addressed the Committee
and highlighted the outstanding reports . The Committee agreed to provide any outstanding reports to
Ellen as soon as possible . Patricia identified the Cultural Council as a non -decision making group and will
defer to meeting at a later date . Kari suggested to the Committee that all interview reports be
completed and submitted by the next meeting on May 17th . Sharon stated that according to the
document it appears that they are 100% complete . Ellen stated that the text in Bold indicated that
either a meeting was not scheduled or a report was not submitted . The Committee will reach out with
any changes/deletions to Ellen.
b ) Governance Building Block Summary Review :
Sharon stepped through the Governance Building Block Summary which consists of a summary of
Questions 2 -5 . Sharon ' s approach was based on what would be needed in the annual report . She
focused on the detail bringing the information up to a higher level , cutting and pasting for each question
and identifying common themes . Once the common themes were identified , she began to summarize/
wordsmith each question comeing up with a comprehensive summary for the Building Block . She
indicated the time it took to complete was less than one hour . Sharon will share her approach with the
Committee in order for them to follow the same methodology . Andi asked what the timeline was to
complete the summary reports , The Committee discussed an appropriate time for completion and
decided that June 7th would be the deadline . Sharon suggested that one person from each team write
up the summary .
c ) Update on Question 1 Spreadsheet Report :
Kari asked Ellen if data has been entered into the spreadsheet for Question 1 . Ellen indicated Ryan and
Hal had discussed the spreadsheet but she did not have an update at this time . Kari clarified that the
spreadsheet for Question 1 will be used to segment the purposes for each Building Block . Kari
suggested the same approach taken for Questions 2 -5 , could be used for Question 1 by breaking down
the purposes of each Building Block . The Committee discussed different approaches to analyze the data
for Question 1 and what format, spreadsheet vs . Word doc would be the best to view . The Committee
felt that Word would be a better format to work in overall . It was decided to table this issue until the
Committee can circle back with Hal and Ryan .
Page 1 of 2
i
• Review of Annual Report Outline :
Kari referred to the Annual Report Outline written by Hal that was included in the meeting packet . She
indicated that Hal would be responsible for completing the report and the Committee would be responsible for
providing the data . She stressed the importance of completing and sending the Building Block summaries to
Ellen as soon as possible . Andi suggested that #5 on the outline for the Annual Report should be more robust
when referring to the LCP . Sharon clarified the intent of #5 is what the LCP is, what makes up the LCP, purpose
and what happens once completed . Andi suggested that items that need to be done or need attention for the
LCP should be included in the outline . The Committee discussed additional items that should be included such
as the value of the LCP to Brewster because Brewster residents understood the Vision Plan and the value but
some are unclear of the purpose and value of the LCP . The Committee agreed that the transition from the
Vision Plan to the LCP should be clear and concise and included in the Annual Report , The Committee suggested
an additional item under #3 , sub- bullet "e" outlining what still needs to be done/future actions etc . to complete
the Vision Plan . Kari will circle back with Hal informing him of the Committee discussion .
• Communication Update :
The Annual Report will be the next form of Communication and possibly an executive summary that will
accompany the Annual Report . This has been discussed in the past to be a communication vehicle to reach out
to Stakeholders and other interested parties .
• Update on Climate Change and Energy Presenters :
No update to report on the presenters .
• Review Action Items from April 20' Meeting :
Patricia provided an update on the action items from the April 20th meeting . She expressed a concern that
the Committee needs to find a way to communicate back to the Stakeholders . The executive summary from
the annual report could satisfy the need . This would cover all of the Building Blocks and provide an overall
update . The Committee suggested a personal touch once the executive summary is available . Each Building
Block team would send out the executive summary communicating back to their Stakeholders . Patricia also
suggested we invite the Brewster Community Network to a meeting to provide the Committee with a better
understanding of climate change and the environment, also suggested was to include the Cape Cod
Commission and Tighe & Bond . Andi suggested to include a representative from the Select Board to explain
the document that was drafted on Climate Change . Kari stated that she believes it is on the warrant for
Town ' Meeting and possibly a presentation . It was suggested to re - evaluate after the Town Meeting .
• Next Meeting :
Monday, May 17th
• Matters Not Reasonably Anticipated by the Chair :
None at this time .
A motion was made by Andi to adjourn the meeting, Fran second the motion , a roll call vote was taken and the meeting
was unanimously adjourned at 4 : 54 pm .
Page 2 of 2
i