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Home My Public Portal AboutVision Planning Committee -- 2021-11-01 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES ` E Monday, November 1, 2021, at 4PM w i Virtual Meeting �" =k `' Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote participation with members : Andi Gesner, Amanda Bebrin, Fran Schofield , Paul Wallace and Patricia Hess, Sharon Tennstedt was absent . A quorum was determined . Also present : Sharon Rooney (Tighe & Bond ) , Honey Pivirotto, Kari Hoffman and Ellen Murphy . 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 October 1811 meeting minutes : Hal asked the Committee if there were any changes to the October 18th meeting minutes . There being none, Andi made a motion to approve the minutes, Amanda second the motion , a roll call vote was taken , and the October 18th meeting minutes were approved unanimously . • Review modified goal statements : Hal referred to the modified goal statements that were provided in the meeting packet . Hal asked if there were any comments on the draft goals as submitted . Patricia asked if additional goals will be added , specifically an Energy goal . Hal pointed out to the Committee that almost all the goals have been modified in some form or another . He indicated that new goals include Waste Management and Climate Mitigation . He highlighted Energy, stating it is covered in multiple ways, for example under the Climate Mitigation goal it states promoting sustainable energy use which is reflected the same way in the Regional Policy Plan . Amanda made a motion to approve the goals as interim goals for the LCP, Paul second the motion , a vote was taken, and the Committee approved the modified goals as the interim goals for the LCP . • Review draft survey questions and next steps : Hal outlined the changes made to the survey questions . Paul Wallace provided input on the zoning questions which is reflected . Amanda added support for the edits but indicated that work still needs to be done with the jargon . She suggested reformatting the questions as context statements and then follow up with a question . Amanda volunteered to work with Hal to make the questions as accessible as possible . Andi expressed a concern with the terms and highlighted areas that could be more defined using Town Center as an example . Hal agreed that adding more definitions and context to the questions would provide clarity . He stated that his focus was on the context and issues . Patricia asked why certain areas were chosen for the Town Center . She suggested the Lemon Tree shops be included . Hal informed the Committee that these areas are only suggestions to begin the discussion . Kari referred to the Vision Plan where it talks about Town Center . The Committee agreed to add Lemon Tree shops to the list of possible Town Centers . Patricia suggested under Community Infrastructure, question two, it should differentiate between co - housing and cluster housing . The Committee discussed the terms and how to clarify the definitions . Hal suggested the draft questions be reviewed by Peter Lombardi and Ryan Bennett ( as a concerned citizen of Brewster) focusing on the content of the questions . Hal will incorporate the feedback from the discussion . He suggested creating a survey task team of 2 -3 people who would be responsible for refining the language and designing the survey to work with Sharon Tennstedt . Fran and Amanda volunteered to work with Sharon . Andi expressed a concern with the inclusivity of Brewster . Hal suggested Andi generate a question along the lines of what Brewster can do to be more inclusive, listing actions that would make Brewster more inclusive with a agree/disagree answer and include it under Community Character. Page 1 of 2 l i • Discussion of public engagement process Amanda presented the draft of the public engagement strategy . She outlined the goals and the multi-touch campaign . She talked about the flyer, survey and pop- ups . She suggested a second flyer that contains more detailed information on pop - up locations, Zoom times and dates, focus groups, contact information and distribution channels . Amanda discussed managing expectations and the number of people involved for outreach . She reviewed the pop- up locations listed on the document and how to approach residents . She suggested limiting focus groups to two, through Zoom and possibly utilizing the Chat and Poll functions to make it more accessible to participants . Andi expressed a concern with the limited number of Committee members and the amount of work that is required . She suggested two Committee members at each pop - up location . Andi stepped through the changes suggested for the 2nd flyer . Fran clarified the initial flyer' s purpose was a teaser . Hal stated that we need to build a legitimacy of the LCP so the more data we have from participants the better . Sharon Rooney has volunteered to have some of her staff create materials which will help with the pop - ups . Hal expressed a concern with limiting the focus groups to only 2 . He reminded the Committee there are facilitators that assisted in the past that could help . Hal highlighted the last sentence on the proposed 2nd flyer and suggested it should be at the top as the key message to grab the attention of the reader . Hal shared with the Committee data from Sharon Rooney that outlines the small percentage of people in Brewster that do not speak English well . He indicated that because of the very low percentage it might not be necessary to translate materials . Hal will send the information to the Committee . Honey invited the Committee to present to Fin Com . She suggested it might be a good focus group . The next Fin Com meeting is December 15th at 6 : 00 pm . Andi suggested the Committee create a PowerPoint that steps through the survey . Amanda suggested the Open House for Sea Camps would be a great location for a pop - up . Hal accepted the invitation to Fin Com and will reach out to Town Administration to identify other opportunities to update Town Directors . Andi discussed next steps identifying locations, details and timeframe . Hal suggested they draft details to review at the next meeting and then the Committee can discuss a timeframe for the survey . Hal asked Paul if a presentation to the Planning Board would be helpful in mid - December . Paul expressed the importance of the outreach message being very clear to the public . Kari asked if the presentation could be used for thea next update to the Select Board . Hal informed her that the updates are quarterly and would be included for the Select Board sometime in December or early January . Kari asked if there was an interactive way for the public to identify their . preference on a map for a town center . Hal informed her that the questions in the survey would hopefully provide the information on identifying a preferred town center rather than physically pinpointing a location on a map . Amanda suggested providing a map with the town center questions and labeling the map with numbers asking the public to select the number location they prefer . Hal talked about the number of survey responses should be at least 1, 000 to obtain meaningful data . Patricia asked if the Committee should reach out to the stakeholders and notify them of what is coming . Andi suggested adding the initial touchpoints to the public engagement strategy document . • Communications Update Review Outreach Flyer : No update — covered • Review Action Items from October 18th Meeting : Patricia stated Sharon Rooney was going to provide poster information and maps . Hal informed the Committee that Sharon will have those available at the next meeting . • Next Meeting : Since Monday, November 151h is Town Meeting, Ellen will reach out to Town Administration to re -schedule . • Matters Not Reasonably Anticipated by the Chair . None 1 i A motion was made by Fran to adjourn the meeting, Amanda second the motion, a roll call vote was taken, and the meeting was unanimously adjourned at 5 : 22 pm . l 3 Page 2 of 2 E