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HomeMy Public PortalAbout12.15.21 FinCom Packet Town of Brewster Finance Committee 2198 Main St., Brewster, MA 02631 fincommeeting@brewster-ma.gov (508) 896-3701 MEETING AGENDA Remote Participation Only December 15, 2021 at 6:00 PM This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts of 2021,. 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 meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster- ma.gov), or Video recording (tv.brewster-ma.gov). Meetings may be joined by: 1. Phone: Call (929) 436-2866 or (301) 715-8592. Webinar ID: 862 2956 9696 Passcode: 565167 To request to speak: Press *9 and wait to be recognized. 2. Zoom Webinar: https://us02web.zoom.us/j/86229569696?pwd=MUhJNGpoU3VocTZ0cTU0VGpYcWdVQT09 Passcode: 565167 To request to speak: Tap Zoom “Raise Hand” button or type “Chat” comment with your name and address, then wait to be recognized. Finance Committee Harvey (Pete) Dahl Chair Frank Bridges Vice Chair William Meehan Clerk Andrew Evans William Henchy Alex Hopper Honey Pivirotto Robert Tobias Robert Young Town Administrator Peter Lombardi Finance Director Mimi Bernardo 1. Call to Order 2. Declaration of a Quorum 3. Meeting Participation Statement 4. Recording Statement 5. Public Announcements and Comment: Members of the public may address the Finance Committee on matters not on the meeting’s agenda for a maximum 3-5 minutes at the Chair’s discretion. Under the Open Meeting Law, the Finance Committee is unable to reply but may add items presented to a future agenda. 6. Town Administrator/Finance Director Report 7. Budget Calendar – Discussion and Approval 8. Review and Appoint Liaison Assignments 9. Nauset Regional Public Schools Budget – Discussion and Strategic Direction 10. Liaison Reports 11. Review and Approval of Minutes 12. Request for agenda items for future meetings. 13. Matters Not Reasonably Anticipated by the Chair 14. Next Finance Committee Meeting 15. Adjournment Date Posted: Date Revised: Received by Town Clerk: 12/13/21 Fincom Meeting & Budget Schedule FY 2021-2022 as of:12.08.2021 Meeting Schedule Month Date Day Time Meeting Type December 13 Monday 6:00 PM Joint Meeting - SB & Fincom December 15 Wed 6:00 PM Fincom January 5th Wed 6:00 PM Fincom January 19 Wed 6:00 PM February 9 Wed 6:00PM Joint Meeting - SB & Fincom March 23 Wed 6:00 PM Fincom May 2 Mon 6:00 PM Topics FY23-27 Budget Forecast and FY23 Budget Guidelines Liaison Assignments, NRSD Budget Discission May not be necessary FY23 Town Operating Budget - Dept Head Presentations Deadline for Recommendations to be printed in Warrant Town Meeting Comment Remote - Only Remote - Only Remote - Only Remote - Only Deadline for Recommendations to be printed in Warrant Stony Brook Elementary School Town Meeting - Special 09.25.21 Warrant Article Checklist Special Town Meeting Article Topic Vote Date 1 Bessie Cartway 7-0-0 8/25/2021 2 Pond Property 7-0-0 8/25/2021 3 Expense from FC 7-0-0 8/25/2021 Regular Town Meeting Article Topic Vote Date SB Vote 5-0-0 5-0-0 5-0-0 Brewster Finance Committee Liaison Assignments 2021 – 2022 Group Member Select Board/Town Administrator Pete Dahl – Chairperson 1 Board of Assessors Bob Young 1 COA Honey Pivirotto 1 Crosby Mansion Andy Evans 1 Planning Board Honey Pivirotto 2 Nauset Regional Schools** Bob Young 2/Volunteer Brewster Elementary Schools ** Robert Tobias 1 Brewster Ladies Library** Andy Evans 2 Cape Cod Tech** Pete Dahl 2 Golf Dept. * Bill Meehan 1 Water Department * Bill Henchy 1 Community Preservation Committee Alex Hopper 1 Human Services Board of Health Alex Hopper 2 Housing Trust Robert Tobias 2 Energy Committee Non Resident Taxpayers Assoc. Pete Dahl 3 Recycling Commission Frank Bridges 1 Capital Planning Committee Frank Bridges 2 Personnel Bylaw Committee OPEN Vision Planning Honey Pivirotto 3 New Committees Bay Property Advisory Committee To be discussed after formal organization from SB Pond Property Advisory Committee *Enterprise Fund - Require Liaison ** School Committee – Independent Board – Requires Liaison Inactive Committees Comprehensive Water Planning Brewster Taxpayers Association Building Needs Committee All Citizens Access Committee DPW (TA) Police (TA) Fire (TA) Recreation Department (TA) FY22-23 Select Board Strategic Plan FINAL 10.18.21 Vision Building Block Goal #Goal Description Timeline Vision Plan FY21-22 SB Plan Primary Responsible Party Other Key Stakeholders Cape Cod Sea Camps SC-1 Seek to acquire Sea Camps properties for public access and use, including property inspections and all necessary coordination with legal counsel and relevant consultants FY22 X Town Administration Select Board; Finance Team SC-2 Complete building inventories and develop/implement short-term property management plan FY22 Town Administration Public Safety Team; Human Resources SC-3 Develop charge and appoint Sea Camps Comprehensive Plan Advisory Committees FY22 Town Administration & Select Board N/A SC-4 Determine interim public access/use plans and implement as soon as possible FY22 X Town Administration & Select Board Sea Camps Comprehensive Plan Advisory Committees & Staff Liaisons SC-5 Develop Scope of Work for Comprehensive Plans (to include analyses of both Sea Camps parcels as well as Town Hall, Council on Aging, Eddy School, Spruce Hill, and Robinson properties), engage the services of an interdisciplinary team of professionals to assist the committees, and launch community planning processes FY22-23 X Town Administration & Select Board Sea Camps Comprehensive Plan Advisory Committees & Staff Liaisons SC-6 Continue to explore potential short- and long-term partnerships that may mitigate acquisition costs or operating expenses and may provide enhanced services, programs, or amenities to residents FY22-23 X Town Administration & Select Board Sea Camps Comprehensive Plan Advisory Committees & Staff Liaisons Community Character CC-1 Develop 5-year Community Preservation Plan soliciting input from key stakeholders, consider potential changes to fund allocation formula, and establish a framework for vetting regional project funding requests FY22 X Community Preservation Committee Select Board; Finance Committee; Open Space Committee; Affordable Housing Trust; Historical Commission; Recreation Commission CC-2 Identify and examine potential local tax relief policy options FY22-23 X X Tax Relief Working Group Select Board; Finance Committee; Board of Assessors; Brewster Association of Part-Time Residents CC-3 Provide education and training to Town officials and residents about issues of diversity, equity, and inclusion FY22-23 X Town Administration & Select Board Affordable Housing Trust; All Citizens Access Committee; Police Chief; Human Resources Open Space OS-1 Seek adoption of Drummer Boy Park Master Plan, develop Management Plan, and implement both (in phases) in coordination with Wing Island boardwalk project FY22-23 X X Town Administration Select Board; Drummer Boy Park Advisory Committee; Department of Natural Resources; Recreation Department; Department of Public Works OS-2 Consider need for and structure of new Parks & Recreation Department responsible for management of Drummer Boy Park, Sea Camps, and other existing recreational amenities/programs FY23 Town Administration Select Board; Recreation Commission & Dept; Natural Resources Commission & Dept; Department of Public Works Housing H-1 Identify Affordable Housing Trust operating/capital needs and develop funding plan FY22 X X Affordable Housing Trust & Finance Team Select Board; Finance Committee H-2 Complete Housing Production Plan FY22 X X Housing Coordinator Town Administration; Housing Partnership; Affordable Housing Trust; Select Board; Planning Board H-3 Develop affordable housing off Millstone Road FY22-23 X X Affordable Housing Trust Select Board; Community Preservation Committee; Town Administration; Housing Coordinator Local Economy LE-1 Launch electronic permitting platform FY22 X X Town Administration IT Director; Building Dept; Health Dept; Planning Dept LE-2 Host semi-annual roundtable with Town officials, Chamber of Commerce, and local business community to build on increased outreach and communication developed during pandemic FY22 X Town Administration Select Board Coastal Management CM-1 Complete design and permitting of Wing Island boardwalk FY22-23 X X Town Administration Natural Resources Commission & Dept 1 FY22-23 Select Board Strategic Plan FINAL 10.18.21 Vision Building Block Goal #Goal Description Timeline Vision Plan FY21-22 SB Plan Primary Responsible Party Other Key Stakeholders Water Resources WR-1 Develop clear timeline/plan for moving water quality initiatives forward and evaluate Town benefits of participating in Cape Cod and Islands Water Protection Fund FY22 X X Water Quality Working Group Select Board WR-2 Develop and propose stormwater management bylaw (MS4 permit)FY22 X X Stormwater Working Group Planning Board; Select Board Community Infrastructure CI-1 Complete Hazard Mitigation Plan FY22 X X Town Administration Planning Board & Dept; Dept of Public Works; Natural Resources Dept; Water Dept; Fire Dept; Health Dept; Water Dept; Building Dept CI-2 Complete comprehensive assessment of Captains Golf operations, finances, and capital needs, and determine feasibility of transitioning to enterprise fund FY22 X Finance Team Select Board; Golf Commission & Dept; Finance Committee CI-3 Complete School Consolidation Feasibility Study and work with key stakeholders to determine appropriate next steps in coordination with Sea Camps Master Planning process FY22-23 X Nauset School Officials Town Administration; Select Board; Sea Camps Comprehensive Plan Advisory Committees & Staff Liaisons CI-4 Solicit resident feedback on Millstone Road project and develop Road Capital Prioritization Plan FY22-23 X X Town Administration & Dept of Public Works Select Board; Capital Planning Committee CI-5 Continue hydration station installation project FY22-23 Town Administration Select Board; Recycling Committee; Water Commission & Dept; Facilities Manager CI-6 Develop net zero energy roadmap FY23 Town Administration Energy Committee & Manager; Facilities Manager Governance G-1 Enhance school budget information and clarity by working diligently with the Nauset Regional School Committee, new Nauset Regional School Administration, Brewster School Committee, and Brewster Finance Committee FY22 X Select Board & Finance Committee Nauset Regional School Committee; Brewster School Committee; Nauset School Administration; Town Administration; Finance Team G-2 Launch new, more user friendly Town website FY22 X X Website Working Group Town Administration G-3 Develop and adopt new Select Board Policy on Board/Committee Appointments FY22 Select Board Town Administration G-4 Determine merits of making longer-term changes to traditional municipal service models, including extent of continued expanded remote participation in committee meetings – applying lessons learned from pandemic FY22 X Town Administration Select Board; Dept Heads G-5 Continue to implement Vision Plan and develop Local Comprehensive Plan FY22-23 X X Vision Planning Committee Planning Board; Town Planner; Select Board; Town Administration; Affordable Housing Trust; Open Space Committee G-6 Develop and launch new operating and capital budget platform to improve accessibility and transparency of Town finances FY22-23 X X Finance Team Select Board; Finance Committee G-7 Support new Human Resource Department in: 1. Implementing findings from HR audit 2. Continuing to monitor and support employee wellness 3. Creating programs to recognize Town volunteers for their service to the community 4. Examining need to increase organizational capacity in certain key areas to meet expanding service and project demands FY22-23 X X Town Administration Select Board; Human Resources G-8 Develop and implement comprehensive strategy regarding use of American Rescue Plan Act funds FY22-23 Town Administration Finance Team; Select Board 2 Town of Brewster July 14, 2021 Finance Committee Select Board Strategic Priorities The Nauset Regional School District and Brewster School budgets equal about 50% of Town of Brewster’s total operating expenses of about $44 million. It is imperative that the Select Board, Finance Committee and the general public receive the highest level of transparency possible with regard to the schools’ financial reporting. The Finance Committee urges the Select Board to prioritize and re-commit to working diligently with the Nauset Regional School Committee, the new Nauset Regional School Administration, the Brewster School Committee and the Brewster Finance Committee to enhance the transparency of the information provided regarding the schools’ budgets and operating expenses. Indeed, the Finance Committee would be pleased to have a joint meeting with the Select Board to discuss this further and work together on this critical topic. The NRSD has consistently requested and received 2.5% budget increases every year. This has been the case regardless of inflation or enrollment changes. The chart shows that since FY10 Total Enrollment is down 3.2% and the four Member Towns’ Enrollment is down 15%. Total Enrollment has been buoyed by a 37.2% increase in Choice Enrollment. Despite the decline in Total and Member Towns Enrollment the NRSD Operating Expense budget is up 36.1% gross, and is up 21.4% on an inflation adjusted basis. For FY22, the NRSD budget included $1,352,214 in “Reserve for Negotiation” to achieve its 2.5% increase. For FY22, the Brewster Schools budget included $459,527 in “Reserve for Negotiation” to achieve its 2.5% increase. We should receive transparency around exactly how much of this reserve was utilized when negotiations were finalized so that we can: (1) understand how much excess funding there was for this line item, (2) where this excess funding was utilized, and (3) incorporate this excess into our review of the NRSD and Brewster Schools FY23 budget requests. -3.2% -15.0% 36.1% 37.2% 21.4% -30% -20% -10% 0% 10% 20% 30% 40% 50% 60% FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 NSRD Change in Enrollment and Budget Indexed to FY10 Total Enrollment Member Towns Enrollment Choice Enrollment OpXP budget Infl. Adj. OpXP Budget Source: NRSD, DESE NAUSET REGIONAL SCHOOLS Oct-21 ENROLLMENT TRENDS HIGH As of Live in Live in Live in School OTHER SCHOOL 1-Oct District Truro Provincetown Choice IN STUDENTS TOTAL 2021 618 60 20 156 854 2020 596 60 23 198 877 2019 616 60 26 219 921 2018 624 63 29 228 944 2017 603 48 37 236 924 2016 642 52 40 211 945 2015 676 52 44 209 981 2014 687 50 40 197 974 2013 706 61 43 214 1024 2012 695 52 33 190 970 2011 696 56 28 185 965 2010 737 50 32 168 987 2009 800 40 NA 153 993 2007 880 42 NA 119 1041 MIDDLE As of Live in Live in Live in School OTHER SCHOOL 1-Oct District Truro Provincetown Choice IN STUDENTS TOTAL 2021 450 26 4 56 536 2020 488 32 3 60 583 2019 480 41 4 64 589 2018 445 43 5 90 583 2017 419 38 7 89 553 2016 424 31 9 77 541 2015 437 31 9 67 544 2014 463 37 7 53 560 2013 489 22 7 65 583 2012 490 19 8 73 590 2011 490 27 8 46 571 2010 477 24 10 43 554 2009 489 23 55 567 2007 460 14 31 505 AS OF OCTOBER 1, 2021 Students Attending Nauset High School Under School Choice by Home Town TOTAL Barnstable Bourne Chatham Dennis Harwich Sandwich Yarmouth Falmouth Mashpee 28 2 15 24 44 3 37 1 2 156 AS OF OCTOBER 1, 2021 Students Attending Nauset High School - Tuitioned In Gr. 9 Gr. 10 Gr. 11 Gr. 12 Total Truro 18 14 14 14 60 Provincetown 5 5 4 6 20 (Barnstable includes: Centerville, Marston Mills, Osterville, Sagamore and Barnstable) AS OF OCTOBER 1, 2021 Students Attending Nauset Middle School Under School Choice by Home Town Barnstable Chatham Dennis Harwich Sandwich Yarmouth Provincetown Truro Total 11 2 12 12 1 18 4 14 74 AS OF OCTOBER 1, 2021 Students Attending Nauset Middle School - Tuitioned In Gr. 7 Gr. 8 Total Truro 6 8 14 AS OF OCTOBER 1, 2021 Nauset Resident Students Attending Other High Schools Lighthouse Sturgis Tech 2021 82 14 100 2020 64 10 92 2019 46 12 76 2018 53 15 77 2017 67 16 88 2016 67 17 81 2015 64 19 86 2014 62 23 69 2013 64 25 72 2012 69 23 72 2011 86 10 80 AS OF OCTOBER 1, 2020 International Student Program 2021 0 2020 0 2019 2 2018 3 2 Chinese, 1 German 2017 4 2 Chinese, 1 Indonesian, 1 German 2016 5 2 Brazil, 3 Chinese 2015 17 1 German, 2 Brazilians, 1 Spanish, 1 Norwegian and 12 Chinese 2014 17 8 Chinese, 2 Brazilian, 2 French, 3 Spanish, 1 Norwegian and 1 German 2013 11 3 Chinese, 2 Italian, 4 Brazilians, 1 German, 1 Monaco 2012 6 2 French, 3 Chinese, 1 Belgium Nauset Regional School District District Enrollment Comparison 10-1-2021 and 10-1-2020 (2020 in red) Elementary School PK K 01 02 03 04 05 Total Difference Eastham Elementary School 22 16 22 34 30 21 28 28 29 28 34 32 31 34 196 193 -3 Eddy Elementary School 0 0 0 0 53 72 80 57 79 85 212 214 2 Orleans Elementary School 0 16 30 24 18 29 23 32 27 36 29 38 38 175 165 -10 Stony Brook Elementary 20 27 67 63 64 64 62 71 0 0 0 213 225 12 Wellfleet Elementary School 0 14 22 16 17 24 13 15 23 21 18 15 20 105 113 8 Elementary Totals 42 43 119 150 134 120 143 135 129 150 171 136 163 176 901 910 9 Middle Town 06 07 08 Total Difference Brewster 75 70 77 71 77 75 229 216 -13 Eastham 29 30 33 27 41 30 103 87 -16 Orleans 28 33 33 33 30 35 91 101 10 Provincetown 0 1 1111 2 1 1 2 3 4 1 Truro 5 12 9 6 6 18 8 32 26 -6 Wellfleet 19 15 14 16 32 15 65 46 -19 Choice 20 13 26 17 14 26 60 56 -4 Middle School Totals 176 174 194 171 213 191 583 536 -47 High School Town 09 10 11 12 SP Total Difference Brewster 70 66 73 74 66 69 65 66 6 6 280 281 1 Eastham 29 39 28 27 33 24 31 31 1 0 122 121 -1 Orleans 30 36 25 27 34 26 23 35 1 0 113 124 11 Provincetown 4 5 6 5 7 4 6 6 0 23 20 -3 Truro 15 18 15 14 11 14 19 11 3 60 60 Wellfleet 12 30 17 11 28 18 24 33 0 81 92 11 Choice 37 32 49 35 42 46 70 43 0 0 198 156 -42 High School Totals 197 226 213 193 221 201 238 225 8 9 877 854 -23 Summary 2021 2022 Difference Preschool 42 43 1 Elementary 859 867 8 Region 1084 1068 -16 School Choice 258 212 -46 Truro 92 86 -6 Provincetown 26 24 -2 Grand Total 2361 2300 -61 Summary 2021 2022 Difference Preschool 42 43 1 Elementary 859 867 8 Region 1084 1068 -16 School Choice 258 212 -46 Truro 92 86 -6 Provincetown 26 24 -2 Grand Total 2361 2300 -61 NOTE: Truro – students in Gr. 6 are school choice (Truro has a K-6 elem. school) Students in Grades 7 & 8 are tuition students Provincetown – students in Grades 6, 7 & 8 are school choice (Provincetown has a K-8 school) Students in Grades 9, 10, 11, 12 are tuition students The NRSD has consistently requested and received 2.5% budget increases every year. This has been the case regardless of inflation or enrollment changes. The chart shows that since FY10 Total Enrollment is down 3.2% and the four Member Towns’ Enrollment is down 15%. Total Enrollment has been buoyed by a 37.2% increase in Choice Enrollment. Despite the decline in Total and Member Towns Enrollment the NRSD Operating Expense budget is up 36.1% gross, and is up 21.4% on an inflation adjusted basis. For FY22, the NRSD budget included $1,352,214 in “Reserve for Negotiation” to achieve its 2.5% increase. For FY22, the Brewster Schools budget included $459,527 in “Reserve for Negotiation” to achieve its 2.5% increase. We should receive transparency around exactly how much of this reserve was utilized when negotiations were finalized so that we can: (1) understand how much excess funding there was for this line item, (2) where this excess funding was utilized, and (3) incorporate this excess into our review of the NRSD and Brewster Schools FY23 budget requests. -3.2% -15.0% 36.1% 37.2% 21.4% -30% -20% -10% 0% 10% 20% 30% 40% 50% 60% FY10 FY11 FY12 FY13 FY14 FY15 FY16 FY17 FY18 FY19 FY20 NSRD Change in Enrollment and Budget Indexed to FY10 Total Enrollment Member Towns Enrollment Choice Enrollment OpXP budget Infl. Adj. OpXP Budget Source: NRSD, DESE Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator MINUTES OF THE SELECT BOARD REGULAR SESSION MINUTES DATE: September 13, 2021 TIME: 6:00 PM PLACE: Remote Participation REMOTE PARTICIPANTS: Chair Bingham, Selectperson Whitney, Selectperson Chaffee, Selectperson Hoffmann, Selectperson Chatelain, Town Administrator Peter Lombardi, Assistant Town Administrator Donna Kalinick, James Gallagher, Frank Bridges, Alex Hopper, Anne O’Connell, Bill Meehan, Andrew Evans, Pete Dahl, Robert Tobias, Robert Young, Jay Packett, Mimi Bernardo, Andrew Johnson, Wyn Morton, Jeff O’Dell, David Valcourt, John Kissida, Colin Walsh, Richard Singer, Barry Frank, Andrea Johnson Call to Order & Declaration of a Quorum, Meeting Participation Statement and Recording Statement Chair Bingham called the meeting to order at 6:00pm. A quorum was declared, all Select Board members present were announced, Chair Bingham read the meeting participation and recording statements. Public Announcements and Comments Chair Bingham read the Proclamation on National Suicide month. Town Administrator’s Report Peter Lombardi provided a brief report regarding Covid-19, the county positive case rates continue to be elevated, well after the containment of the Provincetown cluster that caused the initial spike. In Brewster our cases remain elevated as well, we see about 10-15 new cases each week, which has been consistent for the past few months. Adding that of those new cases, about half of them are in fully vaccinated residents. Several weeks ago, a mask advisory was put in place in Town Buildings which remains in place. A Statewide mask mandate in schools was imposed by the Department of Elementary and Secondary Education through at least through October 1, 2021. Consent Agenda Meeting Minutes: June 2, August 9, and August 23, 2021 Request for Permit Fee Waivers: Electrical Permit Fees for 27 affordable housing units, Serenity Apartments Phase 2 Renovations (Brattan Industries, Inc.); Gas and Electrical Permit Fees for 33 housing units in Buildings 30 and 40 at Brewster Woods (Gray Co.) Acceptance of Gift: Natural Resources Department Appointments: Probationary Police Office & Keeper of the Lockup- Tyler M. Dow; Council on Aging-Janet Stolzer; Golf Commission-Rob David; Old Kings Highway Historic District Committee- Tom Turketta (builder) Drummer Boy Park Facility Use Approval: 2 Wedding Ceremonies BoS 9.13.2021 www.brewster-ma.gov Page 1 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator Facility Use Approval; Community Service Beach Clean up Request for One-Day Liquor Licenses: Brewster Chamber of Commerce Inc., Brewster Sportsman’s Club, and Chatham Bars Inn Farm Special Event Application, One-Day Liquor & One-Day Entertainment License: Camp Mitton One Day Entertainment License: POAH Communities/Kings Landing Selectperson Chaffee commented that she is prepared to vote in support of all the items but will abstain from consideration of the appointment of Tom Turketta to the Old Kings Highway Historic District Committee since he does work for her family. Selectperson Hoffmann would vote in favor of all items, would like to note the contingencies in the Special Event application for Camp Mitton, in terms of required completion of permits and inspections with other Departments. Selectperson Chatelain moved to approve the consent agenda. Selectperson Whitney second. A roll call vote was taken. Selectperson Hoffmann-yes, Selectperson Chaffee-yes (with one abstain on the appointment), Selectperson Whitney-yes, Selectperson Chatelain-yes, Chair Bingham-yes. The Board vote was 5-Yes, 0-No. Refer Vesper Pond Neighborhood Private Road Betterment Petition to Planning Board Mr. Lombardi stated this project has been long in the making, recently a vote was taken by the residents in the neighborhood. There had been an earlier vote that triggered some of the bylaw amendments that were approved in May at Town Meeting, but they went back and had a follow up vote, and the results were supportive in moving forward. Submitted all the required materials, this is the next step, for the Select Board to refer the matter to the Planning Board, who then holds a hearing and makes a determination to approve the plan as presented, to modify the plan or deny the plan. From there, a second confirmatory proxy vote is taken where the residents will again have the opportunity to vote again. From there assuming the votes are secured, it would move forward for consideration at Town meeting. We had hoped to bring it forward by the November Town meeting, but with the delays in our bylaw amendments by the Attorney Generals office, this pushed the whole timeline back. The plan is to bring this to Town Meeting in May. Selectperson Chaffee moved to refer the Vesper Pond Neighborhood Private Road Betterment Petition to the Planning Board. Selectperson Chatelain second. A roll call vote was taken. Selectperson Whitney-yes, Selectperson Whitney-yes, Selectperson Chaffee-yes, Selectperson Hoffmann-yes, Chair Bingham-yes. The Board vote was 5-Yes, 0-No. Refer Proposed Amendments to the Water Quality Protection District Bylaw to Planning Board Selectperson Hoffmann moved that we refer the proposed amendments to the Water Quality Protection District Bylaw back to the Planning Board. Selectperson Chatelain second. A roll call vote was taken. Selectperson Chaffee-yes, Selectperson Chatelain-yes, Selectperson Hoffmann-yes, Selectperson Whitney-yes, Chair Bingham-yes. The Board vote was 5-Yes, 0-No. Discuss and Vote on Upcoming Public Meeting Schedule/ Format for Town Committees BoS 9.13.2021 www.brewster-ma.gov Page 2 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator Mr. Lombardi reminded us that in June we decided on an approach with Boards and Committees that many would continue to meet remotely, some were given the opportunity to meet in person or hybrid participation for July, August and September. Looking forward to October and with the current status of Covid, we are prorposing to continue with the current format through at least October with a revisit in November. Generally speaking, all but a few Committees are meeting remote. Selectperson Chatelain acknowledged the additional work that remote meeting causes the Town staff and thanked them for their patience and diligence in getting it done. Mr. Lombardi addressed the technology equipment that is to be installed in Room B, we are still waiting to hear when that will be installed from the contractor. Selectperson Chaffee noted what a challenge this has been and noted that she received the latest Barnstable County Covid data that shows we are now in wave 4 of the pandemic; this type of meeting management is still required. Selectperson Chatelain moved to adopt the virtual meeting format as proposed for the month of October. Selectperson Whitney second. A roll call vote was taken. Selectperson Hoffmann-yes, Selectperson Chaffee- yes, Selectperson Whitney-yes, Selectperson Chatelain-yes, Chair Bingham-yes. The Board vote was 5-Yes, 0- No. 6:15 Public Hearing: Fiscal Year 2022 Tax Rate Classification Hearing, Discussion, and Vote- Deputy Collector James Gallagher Mr. Gallagher presented the FY22 Tax Rate classification hearing and acknowledged the Board of Assessors. Some of the key points of the presentation are: This annual hearing determines whether to shift a portion of the tax burden from one class of property to another. The final assessed values by class were submitted to Department of Revenue (DOR) and approved on August 18th, 2021. The maximum allowable levy is calculated by taking levy limit, adjusted by amended growth and increased by 2.5%, then add FY22 new growth, add debt exclusions and Cape Cod Commission assessments. The total maximum allowable levy for FY22 is roughly $38 million. The FY22 excess levy capacity is just under $20,000. This is the difference between the actual levy and the maximum levy. Overall total assessed value for FY22 is just over $4.8 billion, this is an increase of value of 13.7% over the FY21 total. The largest class is residential with a value of $4.5 billion. The increase in value is due to the improving real estate market and new property growth. This fiscal year was a recertification year with the DOR. All property sales were reviewed from the previous calendar year and the assessment to sale ratios was analyzed. Real estate has changed dramatically in calendar year 2020. In the beginning properties were selling for 5% over assessed value, due to the effects of the pandemic, by the end of the year properties were selling for 30% over assessed value. BoS 9.13.2021 www.brewster-ma.gov Page 3 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator For the Assessing Departments analysis for the 2020 calendar year, the result was a general adjustment of 15% in assessed land and building values of residential properties for the fiscal year. Levy percentages in estimated tax rates were presented: o Residential class makes up 94.5% of the levy o Commercial, Industrial and Personal Property make up the remaining 5.5% Based on the total assessed value and estimated tax levy the single tax rate would be $7.85 per thousand, a decrease of $.73 per thousand from FY21, an 8.5% decrease in tax rate. Tax rate impact on median single-family home: Fiscal Year 2021 Fiscal Year 2022 Home Value $461,500 $532,000 Tax Rate $8.58 per thousand $7.85 per thousand (estimated) Tax Bill $3,959.67 $4,176.20 (estimated) Tax Levy shifting options- The Board of Assessors recommend maintaining a single tax rate amongst the property classes and not to adopt any discounts or exemptions. o Option 1: Split Tax Rate Would shift the tax burden from the residential and open space class (RO) of property to the commercial, industrial, and personal property class (CIP). A shift of less than 1 results in residential properties subsidizing commercial properties. A shift of greater than 1 result in commercial properties subsidizing residential properties. A split tax rate has a much greater effect on commercial property than residential property. Board of Assessors recommend a residential factor of 1, which is no shift or split tax rate. o Option 2: Open Space Discount This option would reduce the open space tax rate and increase the residential tax rate. The assessors do not currently assess open space properties in the Open Space Class, so this discount is not currently available. Open space parcels are generally assessed in the residential class or are tax exempt. In FY2021 only 17 of the 351 Mass communities used the open space class, only 1 of those 17 adopted an open space discount (Nantucket). The Board of Assessors recommend not to grant an Open Space Discount. o Option 3: Residential Exemption Increases the residential tax rate, a reduction of value is applied to primary residents and the burden shifts to non-residents. Currently estimated at 53% residents and 47% non-residents. Estimated that there are 60 more primary residents then there were last year. 15 out of 351 communities adopted the residential exemption in FY2021 BoS 9.13.2021 www.brewster-ma.gov Page 4 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator The residential exemption calculation slide shows that adopting this exemption would increase the estimated tax rate based on the eligible parcels. With a residential exemption the greater tax savings is for the lower assessed properties, there is also a breakeven point, (above a certain assessed value would see an increase in taxes even if receiving the exemption) for FY22 this would be just under $1.2 million. The Board of Assessors recommend not to adopt a Residential exemption. o Option 4: Small Commercial Exemption Would increase the tax rate for commercial and industrial properties, a small selection of eligible properties would receive the exemption and the burden shifts to all other commercial and industrial properties. The exemption would only apply to businesses with no more than 10 people and an assessed value of less than $1 million. Exemption would only be benefitting the property owner, no direct benefit to the business if leasing the property. 242 small business in town with under 10 employees, only 36 are located on commercial properties. Only 14 MA communities have adopted this exemption The Board of assessors recommend not to grant a small commercial exemption. Selectperson Hoffmann questioned if the decrease in our single tax rate of $.73, is this typical? Mr. Gallagher responded this is mostly driven by a large increase in value, which was larger than the average year. This is the largest decrease in tax rate in 10 years. Chair Bingham clarified that as your house value goes up, your tax rate goes down. Mr. Gallagher responded that the tax rate is calculated by the total tax levy, divided by the total value across town. In this year, the total values increased faster than the tax levy and so we get a lower tax rate. There were no public comments. Selectperson Whitney move to continue to use a residential factor of “1; not to grant an Open Space Discount, not to grant a Residential Exemption; not to grant a Small Business exemption. Selectperson Chatelain second. A roll call vote was taken. Selectperson Hoffmann-yes, Selectperson Chaffee-yes, Selectperson Whitney-yes, Selectperson Chatelain-yes, Chair Bingham-yes. The Board vote was 5-Yes, 0-No. Status Update on Potential Acquisition of Cape Cod Sea Camps Properties Mr. Lombardi announced the Special Town meeting will be held on Saturday September 25, 2021, at 10am, with check in at 9am. Rain date is Sunday September 26, 2021, at 1pm with check in at 12pm. Copies of the warrant are available on the website and in person at the Town Hall and the Ladies Library, an insert will be in the Cape Codder this Friday. Mr. Lombardi reminded us that the Town held a virtual public forum on August 17th that provided significant details on the two Sea Camp properties and the plans to give residents the opportunity to acquire one or both properties. While there was considerable time spent on eminent domain, it was made clear that a negotiated sale was the preferred course of action. Mr. Lombardi is thrilled BoS 9.13.2021 www.brewster-ma.gov Page 5 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator to share that the Town has achieved a negotiated sale with the Sea Camps to purchase both properties. Adding that with Town meeting less than two weeks away, the Select Board and Town Administration will be hosting a second virtual public forum on Friday September 17, 2021, at 6pm. Format will be the same as the first forum and live broadcast on Channel 18. The intent is to help get residents up to speed on the latest developments, there will also be a Q & A session. A link to the forum and copy of the presentation will be available on the website after the forum. Mr. Lombardi noted that the tax revenue implications if the Town were to acquire these properties has been discussed. Noting that the Sea Camps currently pay about $85,000 in property taxes. Continuing that effectively the $11 million in valuation of these properties would be deducted from the total valuation that were presented earlier, the net effect would be a $.02 per thousand increase on the tax rate. The Town won’t see any decrease in tax revenues, but the tax rate would be adjusted up accordingly if the articles were to be approved, separate from the actual costs of financing the acquisitions. Present and Discuss Facilities and Operations Review of the Captains Golf Course- National Golf Foundation (Joint Meeting with the Finance Committee and Golf Commission- 6:30pm Anticipated Start Time) Golf Commission Chair, Anne O’Connell called the meeting to order and declared a quorum. All Golf Commission members present were announced, Andrew Johnson, Wyn Morton, Jeff O’Dell, and David Valcourt. (John Kissida joined later) Finance Committee Chair Pete Dahl called the meeting to order, conducted roll call and declared a quorum. All Finance Committee member present were announced, Frank Bridges, Bill Meehan, Andrews Evans, Alex Hopper, Robert Tobias, Robert Young. Richard Singer and Barry Frank from the National Golf Foundation (NGF) joined the meeting and presented the Facility and Operations Review PowerPoint. The NGF travels all around the country reviewing municipal golf courses. An industry leader in municipal golf, providing reviews of golf facilities and presenting ideas and recommendations. Most important, they are a truly independent company that is strictly an information provider. The NGF provided a review of the operation of the club, physical and economic condition of the club and market environment review. The result is recommendations to improve the overall operations and economics of the facility, long-term plan to improve the golf course and recommendations for future capital investments. Some of the key points of the presentation include (the presentation is provided in the packet): Outstanding facility, good quality public access facility. Great flexibility and market presence. Some need of capital improvements in the next 10 years to help sustain the property and keep as a competitive golf facility. A Town operated facility with the highest level of service and facility quality. No other alternatives of operation structure that would put the Town economically in a better position. Applaud Jay Packett and his staff for their assistance in conducting the analysis. Marketing and technology could be improved. BoS 9.13.2021 www.brewster-ma.gov Page 6 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator Strong golf demand on the Cape, but there are may golf courses available, the visitor population will need to be captured to sustain operations. Enhancements in marketing, property quality and technology will need to be addressed. Captains Golf Course is well positioned in comparison to its immediate competition as it is the only 36-hole public facility. Revenues are exceeding expenses, which is not common in municipal golf, may not be sufficient to fund some capital items. NGF Recommendations: o Outsource the food and beverage operations as a 3rd party concession. o Improving website, social media, utilize the point-of-sale system, email communications with customers and keeping up with fees (increase 2% per year moving forward). o Implement a strong junior golfer program and player development programs. o $9.5 million in capital items spread out over 10 years that are important for the Town to invest in. The most important is the irrigation system, a mission critical system for a golf facility (about $4.5 million of all capital upgrades that have been identified). o Maintenance building another key item for improvement, updating items on the golf course in the cosmetic area. o Tees, cart paths, repairs to the club house, appearance of the theme that need to be upgraded and improved. o Significant detail is provided in the report, which is in pages 22-27 of the report. Projection of future performance of Captain’s Golf Course was completed, one main thing was that for many years leading up to FY21, for many years carried a $840,000 debt service which is now paid off. Provides an opportunity for new funds available for the capital upgrades. Year to year basis the performance of the golf course should be sufficient to cover most of the smaller capital pieces. The large pieces will not be covered by operations and will require other funding sources. In summary there is a belief that the Town needs to commit to the capital projects that were identified by NGF, the property needs it in order to maintain sustainability. Frank Bridges commented that he thinks the report tells a lot about what we already know about the golf course, it is a good municipal golf course, that he would like to see better. Mr. Bridges doesn’t think the report focused on the things the golf course really needs to do to be viable organization 10- 15 years down the road. Adding that he believes what is happening is the base population is aging and the youth population is growing smaller. Noting that our property valuations have increased in the last year. Mr. Bridges state there is no strong junior golf program, and we have terrible practice facilities that we get complaints about from people not from this area. He did note that we have a 36-hole golf course which is a fantastic value. Mr. Bridges thinks that we should be channeling funds into improving our practice and instructional facilities and attracting people from outside of Brewster. BoS 9.13.2021 www.brewster-ma.gov Page 7 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator NGF replied that Mr. Bridges made some good points, and for the most part these are in the report, maybe not the extent mentioned. One concern is the disjointed nature in which the facility is laid out, where the driving range is and access to it. Regarding the importance of a junior program, there is a par 3 in Sandwich, owned and operated by a pair of PGA pros, it might be worth getting some intelligence on their operation. The distance between the two locations may negate the competitive nature. There are plenty of ideas that can reviewed and decided with the distribution of funds. William Meehan, member of the Finance Committee as the liaison assignment to the Golf Commission and is very familiar with the operations of the golf course. Mr. Meehan stated that the report was excellent, comprehensive, and looked carefully and closely at the golf course. Adding as to the practice facilities, he agrees they need improvement, but we need to keep in mind that Captains has a list of projects for capital expenditures and some items, in his view, are more essential. Regarding youth programs, Mr. Meehan pointed out that as the consultants say in the report that the average age is high and increasing, while we should invest in youth programs, but would not expect a whole lot of youth players. Mr. Meehan believes the recent success of Captains is not accidental and not primarily attributable to the pandemic, but because we have clearly a superior facility. Adding the recommendations by NGF are spot on. Andy Evans thanked the consultants and added that he is very interested in the junior golf program as he believes it is critical to our success going forward. Alex Hopper, thanked the consultants for their reports, stated that he is hesitant to spend any additional funds outside of the immediate capital projects, particularly to junior golf programs as he doesn’t see there is the demand. Adding that spending the money to improve the facilities will ensure that the golf course continues to be an asset for the Town. Robert Tobias commented he enjoyed reading the report and the details, adding that it makes sense that we need to reinvest in the facility for our Town. Mr. Tobias pointed out that the content surrounding the supply and demand balance is interesting as the golf course would have to continue to balance access for visitors with access for residents and annual fee members. He had one question regarding the financials on slide 11 and page 7 of the report. NGF consultants responded that they would review and makes sure the numbers are accurate. Pete Dahl commented that he really enjoyed the report and the 10-year summary of operations is a good model that needs to be flushed out a little more. When looking at the accumulative net, after spending money on capital items it is about break even. Pointing out that the capital costs don’t include any financing, as those are decisions that need to be approved. Mr. Dahl added that financing costs would need to be put into the model because we can’t sustain negative numbers in the big years, finding a way to finance is important to implementing this model. Adding on other hand, agree the need to reinvest in the assets of the Town, using information presented we can get to the next step. BoS 9.13.2021 www.brewster-ma.gov Page 8 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator Selectperson Whitney appreciated the report and looks forward to implementing some of the suggestions. Chair Bingham questioned that on page 10 & 12 of the report the term “town funding” for capital projects, is this correct? The NGF consultants responded that the reference was simply that the monies needed in particular years is going to exceed what is available and that another alternative is going to be needed to fund the capital improvements. These funds are to be determined at this point. Chair Bingham also asked since you worked with other municipal golf courses, what kind of reserve should be on hand? The NGF consultants responded that what should is some type of reserve of 5% of revenue; it is very difficult for most municipalities to achieve that now, most don’t have a fund. Adding that they believe whatever monies that is generated through the operations of the golf course should be put back into the facility. Selectperson Hoffmann mentioned that she recently took a tour of Captain’s golf courses and to be able to see behind the scenes was extremely helpful. She added that Jay Packett and Colin Walsh are extremely aware of all details on the day-to-day operations and have a lot of ideas on how to address some of the issues and the needs to maintain the facilities. Selectperson Chatelain thanked NGF for a great report and agrees with the opportunity to get marketing spending up into the 1-2% of gross range. Selectperson Chatelain asked for what the impact is on the operation of the older irrigation system. Colin Walsh stated that the original system was replaced in 2004, the systems are in fantastic shape, maintained impeccably and records are kept on file. The issue is the valves, and the sprinkler heads are outdated technology. Adding that to improve technology would allow to put the water where we need it and when we need, which is essential to conserve water and use it efficiently. Mr. Walsh added that the pumping station is in fantastic shape, though at the lowest point on the course, the concern is how to protect the pump station to keep it viable for years to come. Agrees with the life of the system that is outlined in the report. Jay Packett added that it is getting more difficult to get parts for the older system and can get harder as we move forward. Mr. Lombardi commented that the decision to conduct the report was two-fold, one is that the debt of the second course is ending, giving the Town the opportunity to reset, look at operations, capital needs and get a good sense of where we should be looking to go operationally. Adding that when the Department of Revenue did a full assessment of the Town’s finances some years ago, one recommendation of that report was looking to transition the Golf Department to enterprise fund accounting. The assumptions in the years where Captains is projected to be in the red, assume the major capital is funded with one-time source and highly likely that the reality that we will have to issue debt and borrow and stretch those costs out. Mr. Lombardi stated that next steps out of this report is to work with the Town’s financial advisors to see what kind of debt schedules may be possible in the future and the impact it has. The Golf Commission adjourns their meeting with a motion by Andrea Johnson and a second by Wyn Morton. A roll call vote was taken. Andrea Johnson-yes, Dave Valcourt-yes, Jeff O’Dell-yes, John Kissida-yes, Wyn Morton-yes, Chair O’Connell-yes. The vote was 6-Yes, 0-No. BoS 9.13.2021 www.brewster-ma.gov Page 9 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Office of the: Select Board Town Administrator The Finance Committee adjourns their meeting at with a motion by Bill Meehan and a second by Frank Bridges. A roll call vote was taken. William Meehan-yes, Frank Bridges- yes, Alex Hopper-yes, Andy Evans- yes, Robert Tobias-yes, Robert Young-yes, Chair Dahl- yes. The vote was 7-Yes, 0-No. For Your Information No questions or comments on these items. Matters Not Reasonably Anticipated by the Chair None Questions from the Media None Next Meetings September 15, September 17, September 20, September 24, September 25, October 4, and October 18, 2021. Adjournment Selectperson Chaffee moved to adjourn the meeting at 7:53pm, Selectperson Chatelain second. A roll call vote was taken. Selectperson Whitney-yes, Selectperson Chaffee-yes, Selectperson Chatelain-yes, Selectperson Hoffmann-yes, Chair Bingham-yes. The Board vote was 5-yes, 0-No. Respectfully submitted by Erika Mawn, Executive Assistant Approved: ________________ Signed: 10 / 05 / 2021 Date Selectperson Chatelain, Clerk of the Select Board Accompanying Documents in Packet: Agenda, Proclamation on National Suicide, TA Report documents, Consent Agenda and documents, Fiscal Year 2022 Tax Rate Classification Hearing documents, Cape Cod Sea Camps documents, National Golf Foundation presentation and report, Vesper Pond Road Betterment Documents, Amendments to Water Quality Protection Documents, Public Meeting memo, FYI packet. BoS 9.13.2021 www.brewster-ma.gov Page 10 of 10 Doc ID: 1785779aa81e1a33a5b30e8884ea1d3ca343deb0 Finance Committee Minutes October 13, 2021 Page 1 of 2 TOWN OF BREWSTER FINANCE COMMITTEE Date: October 13, 2021 Time: 6:00 PM VIRTUAL MEETING MINUTES Present: Chair Pete Dahl, Vice Chair Frank Bridges, Robert Tobias, Alex Hopper, Bob Young, Andy Evans Also present: Mimi Bernardo, Finance Director; Peter Lombardi, Town Administrator; Donna Kalinick, Assistant Town Administrator Absent: Clerk Bill Meehan, Honey Pivirotto, William Henchy The Chair called the meeting to order at 6:01 pm and announced a quorum. This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts of 2021. 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 meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brerwster-ma.gov), or Video recording (tv.brewster-ma.gov). 1.Public Announcements and Comment- none 2.Town Administrator/Finance Director Report Peter Lombardi said that besides getting the Special Town Meeting Warrant through by next week, we are issuing the debt the Town Meeting and ballot authorized for buying the Sea Camps. That has been the primary focus over the last week and will continue for many more. Mimi mentioned Lisa Vitale and Jim Gallagher have been working on getting the tax bills ready and will have them out shortly. 3.Discussion and Vote – Fall Town Meeting Warrant Articles a.Capital Spending Requests – Town Administrator b.Union Contracts c.Eversource Easements Capital Spending Requests – Peter Lombardi said on page 10 of the draft warrant, we have 2 remaining departments – Water Department – total $325,000 to appropriate from Water Retained Earnings Frank Bridges MOVED to approve Article 3, Subsection 7, Water Department as written in the amount of $325,000 from Water Retained Earnings. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans -yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Approved: VOTE: Finance Committee Minutes October 13, 2021 Page 2 of 2 Golf – number of additional Capital requests from last year – all related to the USGA Study to the Irrigation Study and the NGS Study. Golf available funds closing out last fiscal was just over $1.4M and they are proposing to use a little under $600,000 for all their Capital requests. Frank Bridges MOVED to approve Article 3, Subsection 8, Golf Department in the amount of $577,000 in expenditures from Golf Reserve. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans -yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Article 1A Unpaid Bills - Frank Bridges MOVED to approve Article 1A, Town Administration Utility expenses in the amount of $550 from Free Cash. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans -yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Article 5 Eversource Easements – Frank Bridges MOVED to approve Article 5 as printed in the Warrant. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans -yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Article 6 Fire Union Collective Bargaining Agreement – Frank Bridges MOVED to approve Article 6 as proposed in the Warrant. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans -yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no 4.Liaison Assignments/Reports - none 5. Review and Approval of Minutes - none 6. Request for agenda items for future meetings – please email Pete 7. Matters Not Reasonably Anticipated by the Chair- none 8. Next Finance Committee Meeting – October 20, 2021 9. Adjournment Frank Bridges MOVED to adjourn the meeting at 6:36 PM. Bob Young second. Roll Call Vote: Frank Bridges – yes, Bob Young – yes, Andy Evans – yes, Robert Tobias – yes, Alex Hopper – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Respectfully submitted, Beth Devine Packet of supporting materials on the website for public review. Finance Committee Minutes October 20, 2021 Page 1 of 5 TOWN OF BREWSTER FINANCE COMMITTEE Date: October 20, 2021 Time: 6:00 PM VIRTUAL MEETING MINUTES Present: Chair Pete Dahl, Clerk Bill Meehan, Honey Pivirotto, Robert Tobias, William Henchy, Alex Hopper, Bob Young Also present: Mimi Bernardo, Finance Director; Peter Lombardi, Town Administrator; Jay Packet, Director of Golf Operations; Mark Nelson, Horsley Witten; Lori Kennedy, Horsley Witten; Shannon Hulst, Cape Cod Cooperative Extension Absent: Vice Chair Frank Bridges, Andy Evans The Chair called the meeting to order at 6:01 pm and announced a quorum. This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts of 2021. 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 meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brerwster-ma.gov), or Video recording (tv.brewster-ma.gov). 1.Public Announcements and Comment- none 2.Town Administrator/Finance Director Report Peter Lombardi said we just wrapped up the call for the debt issuance for the Sea Camps. The SB adopted an updated two-year Strategic Plan on Monday evening. We will be talking about that as we move forward once we get through the Special Town Meeting Warrant. Pete said it has been speedy and we will move right along to the Warrant. 3.Discussion and Vote – Fall Town Meeting Warrant Articles Article 4 Golf Dept Supplemental Appropriation Article 8 OPEIU contract Article 9 General Bylaw – Storm Water Management Article 10 Zoning Amendment – Water Quality Protection District Article 11 Zoning Amendment – Floodplain Bylaw Article 12 Drummer Boy Master Plan Update Article 4 Golf Department Supplemental Appropriation - Jay Packett said the Maintenance and Facilities position was taken from two employee positions. They were cart barn attendants and were asked if they were interested in a position where they would be doing these Approved: VOTE: Finance Committee Minutes October 20, 2021 Page 2 of 5 functions. They were 100% on board. As they got older, their bodies weren’t allowing them to continue doing this work. A little over 10 years ago, we started contracting these jobs out – cleaning rest rooms, vacuuming, setting up events. This past July we hired a new company to do the Rest Room cleaning for the restaurant and snack shacks. We will be spending $9100 through Mid-November of this year. This new position, this individual would help to keep the cleaning of the rest rooms mentioned, plus other rest rooms, maintenance issues, trash removal, painting, and more. This position will have the ability to get all of this done. There will be little to no downtime for this person all year long. Peter Lombardi followed-up saying, this is not a new conversation – we have been talking about this for about two years now. Trying to find someone to clean up the facility. Golf is a $4M annual operating enterprise, and we don’t have a single dedicated staff to clean the facilities let alone maintain them. We see this as a strategic investment for the facility. Bill Meehan MOVED to approve under Article 4, in the Special Town Meeting Warrant, a supplemental appropriation for Golf Department Custodial and Facilities Maintenance Personnel as printed in the Warrant. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Bill Henchy – yes, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Bob Young said he is a big supporter of the Golf Course and Jay. Where he is getting caught up is adding the benefits and salary, you are at $76,000 per year. The $76K/year is guaranteed to grow with additional costs. He fully supports maintaining the image, the buildings, the investment in the facilities, but he questions the need to add another full-time employee. Jay Packett responded that last year alone, in the year 2020, for simple rest room cleaning alone, it was $20,000. So, there are a lot of deferred maintenance issues that need to be taken care of at the golf complex. Peter Lombardi followed up with saying we don’t have a large facilities department, we have a lot of town buildings, with very limited staff. We don’t have an internal capacity to lend a hand to golf; also, the Brewster Ladies Library has a full-time custodian and has had for many years. He doesn’t think anyone would even second guess needing to have this position. These are conversations we have been having now for two full years. At this point, this is the appropriate decision to move forward. Pete said the only concern he has is that he almost wishes this were a request of the Town, but that isn’t how this is organized. This will eventually be set up as an Enterprise Fund and be self-contained. The full price is not just salary because it is minus what the contractors would charge. Article 8 OPEIU Contract - Peter Lombardi said this contract is a two-year agreement ratified by the Union last week and approved by the Select Board Monday night. We have crossed the finish line, 2% for FY22 and 2.7% for FY23 COLA. This contract is the first to incorporate the recommendations from the Compensation and Classification Study completed this summer. Bill Meehan MOVED to approve OPEIU collective bargaining agreement under Article 8 in the Special Town Meeting Warrant to be raised and appropriated and/or transferred. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Bill Henchy – yes, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Article 9 General Bylaw Storm Water Management - Bill Meehan MOVED to approve under Article 9, in the Special Town Meeting Warrant, the general bylaw Stormwater Management as printed in the Warrant. Honey Pivirotto second. Finance Committee Minutes October 20, 2021 Page 3 of 5 Roll Call Vote: Bill Meehan – yes, Bill Henchy – no, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 1-no Lori Kennedy from the Horsley Witten Group said this storm water management bylaw is to bring Brewster into compliance with the MS4 Permit. The MS4 Permit is the general permit that is issued by the US Environmental Protection Agency that regulates stormwater discharges from Municipal drainage systems. Brewster is required under that regulation to adopt local stormwater regulations to manage stormwater runoff and pollutants from construction sites and finished development sites. Brewster is already requiring stormwater management under the Local Wetlands Protection Bylaw and under the Stormwater Bylaw. This proposed Stormwater Management Bylaw would be a general bylaw that would combine those requirements under one bylaw and raise the standards to comply with the MS4 Permit and make sure we are addressing and mitigating the stormwater impacts that may be impacting our ponds and coastal waters and groundwater. Under this permit, projects that meet the applicability thresholds will be required to submit applications to apply for a stormwater permit. The Planning Board will be the Authority. For projects that are already going through the Conservation Commission approval, the Conservation Commission would be the authority to implement the bylaw for those projects. The Planning Board will promulgate regulations that will accompany the bylaw and define the thresholds by which we categorize major and minor projects. We plan to have a robust discussion next week to hammer out any issues. Mark Nelson said there is also a water quality component to this bylaw. Peter Lombardi said there was a 4-3 vote from the Planning Board for this bylaw. They had concerns about – 1, the regulations haven’t been finalized yet; and 2, relative to those thresholds, there were concerns to the thresholds as proposed. There will be discussion in the next month or so. The minimum thresholds weren’t concerns of those voting against it, it was around the regulations themselves. Bill Henchy said he read through the bylaws proposed and has concerns. He thinks the bylaw is overly broad. Also, the thresholds seem extraordinarily low. In its present form, he can’t support it. He doesn’t agree that the Planning Board can change the thresholds as they are in a current bylaw. Peter Lombardi said regarding the thresholds, those that are in the bylaw currently will remain. He was talking about what in the regulations are thresholds to be either a minor or major permit, which can be handled administratively. Lori Kennedy said that local stormwater regulations have to apply to the MS4 regulations that is based on the urbanized area. Then they also have a wetlands protection bylaw and that gets confusing and the line that defines property implementations gets overly complicated. Mark Nelson said it isn’t just a direct outfall to a wetland or a surface water, it is applying stormwater standards town wide recognizing the water quality benefits the town will achieve from that. Bill Henchy said he is not unsympathetic in the slightest; he disagrees that we are obligated to do this to comply with the MS4 permit. We are obligated to have an ordinance that regulates discharges into our MS4 systems where they discharge into water bodies or outfalls. The argument that Mark Nelson made is appropriate, but he thinks this needs more review. There’s nothing that says it needs to be done now. The MS4 permit we have now is good until next June 30th. Peter Lombardi said under our MS4 permitting, the town was required to have a general stormwater management bylaw in place by June 2021, and we are on the wrong side of that deadline. Article 10 Zoning Amendment - Water Quality Protection District - Bill Henchy MOVED to approve this Article and recommend its passage to Town Meeting. Bill Meehan second. Roll Call Vote: Bill Meehan – yes, Bill Henchy – yes, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Finance Committee Minutes October 20, 2021 Page 4 of 5 Robert asked about 5 parts per million on nitrogen – is that a further restriction on nitrogen load or is it the same or easing of the regulation? Mark Nelson gave a quick overview of the changes – the primary purpose is to make the Water Quality Review Bylaw consistent with the Storm Water Management if it is passed at Town Meeting. Stormwater management language would be switched over and are handled by the Stormwater Bylaw. The second part because we needed to make those changes and because there has been some confusion, it was felt it would be helpful to update and clarify the language and process used to calculate that 5mg/liter nitrogen loading standard. We’re not changing that standard right now. We are trying to make sure if someone has a project that is coming before the WQRC and then the Planning Board, that every project has a consistent process to do that. We want to be sure we follow consistent nitrogen loading standards. The idea is to have the Board of Health establish those standards. We are in the process of creating a standard spreadsheet. There is no change to the 5mg/liter standard. Article 11 Zoning Amendment – Floodplain Bylaw - Bill Meehan MOVED to approve under Article 11, in the Special Town Meeting Warrant, the zoning bylaw amendments as printed in the Warrant. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Bill Henchy – yes, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Shannon Hulst presented to the Committee. She has been helping all of the towns with this bylaw. What this bylaw is basically what is required by the national flood insurance program – this is an update that everyone is doing. These are things that should have been on the books since 1985 when the town joined the national flood insurance program. FEMA and the State have helped put this together, so all the towns are on the same page. This is capturing the few things that are not already included in state regulations. This shouldn’t be a big lift for the town – mostly managed by the building department and partly by Conservation. Article 12 Drummer Boy Master Plan Update - Bill Meehan MOVED to approve Article 12, in the Special Town Meeting Warrant, Drummer Boy Park Master Plan Update as printed in the Warrant. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Bill Henchy – yes, Alex Hopper – yes, Honey Pivirotto – yes, Robert Tobias – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Peter Lombardi said Town Meeting adopted a Master Plan in 1995, several years after the town purchased Drummer Boy Park. Most recommendations have been put in place. Drummer Boy remains in high demand. Pete was interested and never really knew what the building on the property was originally, it was a gift shop. Peter Lombardi said there was some discussion around the inclusion of the upgrade to the playground which pushed the overall anticipated costs up just over $2M. Based on a recent audit of New England Playground Inspections, we think the useful life of the playground probably has several years to go. The cost of the full playground replacement work would have been around $500,000 is not included in the Master Plan in the packets but will ultimately be included in the Phase 2 component of the final version. Robert asked if the article was seeking funds to fund the project. Peter Lombardi said the article is merely to approve the plan itself, not yet to ask for funding. 4.Liaison Assignments/Reports Finance Committee Minutes October 20, 2021 Page 5 of 5 Honey reported on the Vision Planning Committee. She said the committee is developing a strategy and action plan to engage a diverse group of Brewster residents and town committees. She shared an outline with the committee, making a recommendation under governance that the committee incorporate language around achieving and maintaining fiscal stability, something to convey the importance of the financial aspect of the community. It wasn’t viewed as something needed to be in the goals but rather considered for steps under those goals. She thinks securing some input from this committee might be helpful and will talk to Hal Minis about that. Pete said that would be great to get a presentation from Hal Minis. Bill Meehan reported on the Golf Department. He said the fiscal year closed with record setting numbers in many categories in the golf department. Bottom line, in a pandemic year with major shifts in management, they produced a substantial surplus of revenue. They have continued in the new fiscal year. The new management is in charge, capable, and reporting great progress. He is pleased with the ability of that management and the golf commission to work closely with Peter Lombardi and the Finance Team to put together a comprehensive capital plan which is much needed. Bill hopes we can seriously consider moving this operation to the status of an enterprise account. During a physical tour, the sink holes are a continuous concern. Colin Walsh has a plan for dealing with the problem, and Bill is confident that over time the sink holes will be addressed satisfactorily. He is concerned with that liability, as well as, people using the facility off hours, not sanctioned. This is staying on his radar going forward to make sure these issues are resolved. 5. Review and Approval of Minutes – 10/6/21 Bill Meehan MOVED to approve the 10/6/21 Minutes as presented. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Honey Pivirotto – yes, Alex Hopper – yes, Bob Young – yes, Robert Tobias – yes, Bill Henchy – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no 6. Request for agenda items for future meetings – please email Pete 7. Matters Not Reasonably Anticipated by the Chair- none 8. Next Finance Committee Meeting – Special Town Meeting 11/15/21 9. Adjournment Bill Meehan MOVED to adjourn the meeting at 7:41 PM. Robert Tobias second. Roll Call Vote: Bill Meehan – yes, Honey Pivirotto – yes, Alex Hopper – yes, Robert Tobias – yes, Bill Henchy – yes, Bob Young – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Respectfully submitted, Beth Devine Packet of supporting materials on the website for public review. Finance Committee Minutes November 15, 2021 Page 1 of 2 TOWN OF BREWSTER FINANCE COMMITTEE Date: November 15, 2021 Time: 5:00 PM FALL SPECIAL TOWN MEETING MINUTES STONY BROOK ELEMENTARY SCHOOL Present: Chair Pete Dahl, Vice Chair Frank Bridges, Clerk Bill Meehan, Honey Pivirotto, Robert Tobias, Andy Evans Also present: Mimi Bernardo, Finance Director; Peter Lombardi, Town Administrator; Donna Kalinick, Assistant Town Administrator; Sue Broderick, Human Resources Director Absent: William Henchy, Alex Hopper, Bob Young The Chair called the meeting to order at 5:03 pm and announced a quorum. This meeting will be conducted by remote participation pursuant to Chapter 20 of the Acts of 2021. 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 meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brerwster-ma.gov), or Video recording (tv.brewster-ma.gov). 1.Discussion and Vote on Fall Town Meeting Warrant Articles Pete said the main agenda item is Article 7. We have 3 union contracts on this warrant - OPEIU, Fire, and SEIU. We already voted on OPEIU and Fire. Peter Lombardi said that the SEIU (DPW, Water, and Golf) Union ratified the terms of their new contract for FY22 and FY23 the week before last - 2% for FY22 and 2.75% for FY23. All the unions accepted 1% last year, FY21, due to the pandemic. The new contract incorporates most of the recommendations from the Class & Comp study. There are a handful of technical positions, DPW Mechanic and Golf Irrigation Techs that have a secondary grade and were updated because they had more training and certification. There was not anything too substantive other than the financial aspect. There was an increase of $50 in the boot stipend up to $300. The Select Board voted earlier for the contract and the article. Funding is in the contractual obligations of the FY22 budget. Honey asked about Over Time and calling in for assignment. There is a Call Down List for Over Time. Previously, there was an unofficial call down. This Article puts it in writing and operationally defines how it will be done. Andy asked for clarification on the COLA’s 2% FY22, 2.75% FY23 – 2-year agreement because FY21 was 1% for one year. Robert Tobias said the half steps are very small. DPW Foreman is in a different bargaining unit, OPEIU top pay is 2% higher than Master Mechanic. They did not want the Master Mechanic to be at a higher pay than the person they report to and that has more responsibility. Bill Meehan MOVED to approve Article 7, SEUI Collective Bargaining as presented in the Warrant. Robert Tobias second. Roll Call Vote: Bill Meehan – yes, Frank Bridges – yes, Honey Pivirotto – yes, Andy Evans – yes, Robert Tobias – yes, Chair Pete Dahl– yes. The Committee voted: 6-yes 0-no Approved: VOTE: Finance Committee Minutes November 15, 2021 Page 2 of 2 Peter Lombardi said the initial Planning Board vote was 4 to 3, in large part because their regulations were not formed or approved yet. The Planning Board worked on them over 2 meetings and then re-voted - 5 to 1. Andy asked for an update on CCSC. Closing on 11/23, the Select Board meets tomorrow to vote acceptance of the deeds. The initial project timeline for 6 months will be sent to the Finance Committee. Bill Meehan gave an update on the status of the Charter. It has been reviewed by Town Counsel with some revisions, they are working with Lauren at KP Law. The Town Meeting article gave the Select Board the ability to approve any changes by Senate or House. Honey asked where we are with the consulting contract for the Brewster Schools. The initial draft report is ready and is currently being reviewed internally by the schools. We are working on finalizing a date for a presentation to the Select Board sometime in January. Also, the Latham Centers withdrew their CPC application for funding due to the deed restriction requirement. They may submit next spring. 2.Matters Not Reasonably Anticipated by the Chair- none 3. Next Finance Committee Meeting – TBD 4. Adjournment Bill Meehan MOVED to adjourn the meeting at 5:17 PM. Honey Pivirotto second. Roll Call Vote: Bill Meehan – yes, Frank Bridges – yes, Honey Pivirotto – yes, Andy Evans – yes, Robert Tobias – yes, Chair Pete Dahl– yes. The Committee voted: 7-yes 0-no Respectfully submitted, Beth Devine