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Home My Public Portal AboutVision Planning Committee -- 2021-11-16 Minutes (2) TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES Tuesday, November 16, 2021 , at 4PM W !:: Virtual Meeting Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote participation with members : Andi Gesner, Amanda Bebrin, Sharon Tennstedt and Patricia Hess were present . Fran Schofield and Paul Wallace were absent . A quorum was determined . Also present : 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 November 151 meeting minutes : There being no changes to the November 1s1 meeting minutes, Andi made a motion to approve the minutes, Amanda second the motion , a roll call vote was taken, and the November 151 meeting minutes were approved four in favor, one abstained due to Sharon Tennstedt being absent at the November 15t meeting . • Review LCP Road map : Hal informed the Committee that Sharon Rooney forwarded the revised LCP roadmap to him after discussing with Peter Lombardi the Town Administrator the need to extend the Tighe & Bond contract until the end of 2022 . He indicated it would provide the Committee with additional time to go through the various processes and target Fall 2022 Town meeting approval and then on to the Cape Cod Commission for review and approval . Hal referred to the revised project schedule reflecting the milestones out until the end of 2022 , aligning with the updated contract and LCP roadmap . Hal asked the Committee if there were any questions or comments, there being none, Amanda made a motion to approve the revised roadmap and schedule, Sharon Tennstedt second the motion and it was approved unanimously . Andi asked how the revised schedule would impact the outreach phase . Hal indicated that it would provide more flexibility and alleviate some of the pressure to get everything done . Amanda suggested that the Sea Camps project could be used as an advantage because Sea Camps and the LCP will feed into each other. Hal reinforced the message that this is a special time to consider Brewster' s future . Kari asked if Town Administration mentioned a tour of Sea Camps . Hal indicated that there was a message for Committees to tour Sea Camps and VPC was invited . Kari suggested that if the VPC was planning on doing a pop- up at the public Sea Camp open house they should reach out to Town Administration . Hal suggested they discuss during engagement strategy, later on in the meeting . • Discussion of public engagement strategy, pop -ups and focus groups : Hal suggested the Committee discuss the details, themes and what needs to be prepared for the engagement strategy' s next step . He referred to the updated survey he sent out late in the afternoon with comments from Ryan Bennett . He indicated that he is waiting on comments from Town Administrator Peter Lombardi . He summarized the comments provided by Ryan and suggested next steps would be refining the language, formatting the survey and determining the timeframe to go live . Sharon asked if approval was given from Town Administration for a Survey Monkey license . Hal will follow up . Sharon discussed ways to administer the survey such as sending to the current email list with a link and available at the pop- ups . Hal suggested a weblink, which was very successful in the past and sent out to organizations who could then distribute to their members . Andi reminded the Committee the link would also be included in any communication materials sent . Hal confirmed the survey team consisted of Sharon , Amanda and Fran and suggested at the next meeting the team put together a timeframe finalizing the survey, including performing a pre -test, and live date, along with an analysis plan to review . Sharon indicated that the timing is pending on Town Administration ' s response for the Survey Page 1 of 2 i Monkey license . Andi asked how many participants for the pre -test . Sharon suggested a diverse group of 20- 25 participants , Hal suggested each member think of at least 3 participants for the pre -test . Hal will send out the demographic questions that were used for the Vision Plan which might be helpful to gage who is participating in the survey . Sharon discussed placement of the demographic questions . Hal discussed the scenario and script for running the pop- ups . He referred to the detailed script used for the Vision Plan , which may not need to be as detailed for the pop- ups . He suggested Andi and Amanda come up with a plan for both focus groups and pop- ups, including a script . Per Andi ' s request, Hal will share the protocol from the previous workshops . Andi asked about the past facilitators and how they could help . Hal indicated that the facilitators would be helpful with focus groups and pop - ups . Ellen will reach out to Lynn for the email list of facilitators used for the Vision Plan workshops . Hal will draft an email reaching out to the facilitators . Hal will send out the draft email to the Committee for review and the scripts from all three workshops . Andi reviewed the engagement strategy stepping through the communication piece . Sharon suggested between 1500 and 2000 people to target, releasing in the January timeframe . The Committee agreed the pop - up and focus groups should be held while the survey is live . Andi stressed the importance of having a pop - up during the public Sea Camp tour on December 11th . Amanda suggested a town center interactive question for the public . Andi stated that a pop- up for "A Special Time to Consider Brewster' s Future" could be the focus of the pop - up and a takeaway to request name and email to participate in the survey . Amanda also suggested adding something on the town VPC page . Hal suggested setting a timeline for announcing the survey . Tentatively, mid - January to mid - February would be the focus for the timeline . Copies of the Vision Plan and the update would be available at the Sea Camp Open House on December 11th . Hal suggested to split the Communications from the pop - ups/survey and focus groups, having a dedicated task team for Communications , Patricia volunteered to work with Fran and will draft a timeline and action plan to review at the next meeting . • Review Climate Change Summary Paper : Hal informed the Committee that Sharon Rooney provided a draft summary paper on Climate Change . He provided some background on the summary paper process highlighting the importance . He will send Sharon Rooney the guidance for summary papers . He asked the Committee if they had any comments . He shared with the Committee his thoughts indicating that climate change and coastal change is too narrow . He will suggest to Sharon Rooney' s staff that they reframe the summary paper to include the net zero, carbon reduction framework . He also suggested they incorporate some of the framework information from the Cape Cod Commission Climate change initiative . • Discussion of Select Board , Fin Comm, and Planning Board presentations Hal informed the Committee that December 6th will be the meeting to present to the Select Board and Fin Comm . The Committee discussed the meeting schedule for a combined Select Board and Fin Comm meeting . It was decided that a high - level update providing examples of the focus groups and pop - ups can be presented on December 6 . Andi and Amanda will provide updated public engagement strategy to Hal that can be incorporated into the presentation . Sharon Tennstedt will provide survey updates in bullet point format . Hal will send out a draft to the Committee for review and asked in return to provide feedback only to him . Hal and Sharon Tennstedt will present . Amanda will reach out to Paul Wallace for a Planning Board presentation . • Communications Update Review Outreach Flyer : Hal will talk to Town Administration regarding the possibility of a pop- up for the Sea Camp open house on December 11th • Review Action Items from November 15t Meeting : Patricia stated Sharon Rooney still needs to provide poster information and maps . Hal informed the Committee that Sharon will have those available at the next meeting . All the other action items have been covered . • Next Meeting : Monday, December 6th • Matters Not Reasonably Anticipated by the Chair : None i A motion was made by Sharon Tennstedt to adjourn the meeting, Amanda second the motion, a roll call vote was taken, a and the meeting was unanimously adjourned at 5 : 06 pm . Page 2 of 2 l 1 i 1