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HomeMy Public PortalAboutVision Planning Committee -- 2021-05-17 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES Monday, May 17, 2021 at 4PM ai Virtual Meeting Hal Minis; Chair, convened the Brewster Vision Planning Committee via remote participation with members : Kari Hoffmann , Patricia Hess, Sharon Tennstedt, Garran Peterson , Paul Wallace and Fran Schofield . Andi Gesner was absent . A quorum was determined . Hal announced to the Committee that Sue Searles has formally resigned , affected immediately . Also present : Honey Pivirotto, 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 April 20th and May 3rd meeting minutes : Hal asked the Committee if there were any changes to the Tuesday, April 20th meeting minutes, there being none , Kari made a motion to approve the minutes, Sharon second the motion, a vote was taken and the Tuesday, April 201h meeting minutes were approved unanimously . Hal asked the Committee if there were any changes to the Monday, May 3rd meeting minutes, there being none, Kari made a motion to approve the minutes, Sharon second the motion, a vote was taken and the Monday, May 3rd meeting minutes were approved by majority ( 4 Committee members ) . Hal, Paul and Garran abstained from voting due to being absent from the May 3rd meeting . • Vision Plan Implementation Task : a ) Stakeholder Outreach Interviews & Report Status : Hal asked the Committee if everyone completed the outreach interviews . Fran made note that the meeting with the DPW was not held . Hal also noted that he was unable to schedule a meeting with the DPW . Fran expressed concern that the DPW was not responsive to the request to meet . Ryan informed the Committee that the DPW Director role is transitioning due to retirement and staff changes are taking place and therefore have impacted the Department . It was noted that in the future , the DPW Director role will take part in the process . It was confirmed that all outreach interviews have taken place and the notes have been submitted . b ) Building Block Summary Reports : Hal referenced the Building Block Summary report that was reviewed at the last meeting . Sharon asked if the step- by-step guide that she prepared went out to the Committee . Sharon will send to Ellen so she can distribute it to the Committee . Hal asked the Committee when all the summary reports would be completed . The Committee had previously agreed on June 71h as the deadline for the reports . Patricia expressed a concern that the summary of questions 2 -5 may not be as clear and concise as anticipated . Hal indicated that if a summary is provided , he will be able to use that information for the Annual report . c) Update on Question 1 Spreadsheet Report : Hal referred to the example that was included in the meeting packet . He stepped through what the actions ( completed or underway) may look like for Question 1 . He indicated that this information would j feed into the annual report . He asked the Committee to comment . Kari asked how the information would feed into the spreadsheet . Hal indicated that the actions would be fed into the spreadsheet from the Word document . The spreadsheet would be the holder of all the action items over time . He would l work with Ryan to provide a Word document for each of the Building Blocks, modeled after the Page 1 of 2 i document provided in the meeting packet . Once complete, he would circle back with the Building Block teams for review to ensure the key points have been captured . Hal explained that action items will be captured since the Vision Plan was developed , mainly what have the Stakeholders accomplished against the Vision Plan . The Committee discussed how to identify the main contributors of the actions . Ryan indicated that for the LCP it is required to identify an implementor. She informed the Committee that it can be multiple parties . The Committee agreed that main contributors should be identified in the annual report, specifically where there are actions against the Vision Plan . • Annual Report Update : Hal addressed the concerns that were raised at the last meeting regarding the LCP . He indicated that he would use the material written by Fran and Patricia on the LCP including the purpose . Patricia indicated that Andi raised a concern at the last meeting . Andi was unclear as to the definition of the LCP . Concerns expressed by the Committee were the value the LCP has in the Community, next steps for the LCP, and what still needs to be accomplished . Hal indicated that the next steps would be framing the LCP . Ryan shared with the Committee that she is working with the consultants to provide a framework that outlines how it all comes together . She stated that a value - added component of the LCP is that the Community has identified the Building Blocks that are important to the Community . • Communication Update : The Committee identified a need to reach out to the Community about the LCP . The Annual Report will be the next form of Communication to the public . • Update on Climate Change and Energy Presenters : No update to report on the presenters . Ryan will obtain information on how other LCPs handled Climate Change . • Review Action Items from May 3rd Meeting : Patricia provided an update on the action items from the 3 �d meeting . She indicated that we have covered all the action items, but she again brought up the concern that the Committee needs to find a way to communicate back to the Stakeholders . Hal asked Patricia to come up with a draft message to review at the next meeting . • Next Meeting : Monday, June 7th a ) Review summer meeting schedule : Hal suggested after the annual report has been completed the Committee modify the meeting schedule during the summer months and resume in the fall . This will be discussed at the June 7th meeting . • Matters Not Reasonably Anticipated by the Chair : None at this time . A motion was made by Kari to adjourn the meeting, Garran second the motion, a roll call vote was taken and the meeting was unanimously adjourned at 5 : 10 pm . Page 2 of 2 I 1 3 I