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HomeMy Public PortalAboutSelect Board -- 2022-01-24 Minutes \�\�\\\\0\\�0� tE tuw rsr �i�i�i,,�� Office ofs Town of Brewster F,Q 2198 MiStreet Select Board O an ree Town Administrator yBrewster, MA 02631 - 1898 ^ o Phone : (508) 896-3701 Y — — Fax : (508) 896 -8089 % fe R19O ,ft1Bp3 \\\\\\\\ ��riinrmimuaimiu�°�a\\\ MINUTES OF THE SELECT BOARD MEETING REGULAR SESSION MINUTES DATE : January 24, 2022 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, Eric Barber, Jack Shea , Steven Habeeb Call to Order & Declaration of a Quorum , Meeting Participation Statement and Recording Statement Chair Bingham called the meeting to order at 6 : OOpm . A quorum was declared , with all Select Board members present . Chair Bingham read the meeting participation and recording statements . Public Announcements and Comment : None Select Board Announcements and Liaison Reports : Selectperson Hoffmann announced that the Brewster Vision Planning Committee will be launching a survey, looking for input from residents to move forward with the development of the Local Comprehensive Plan . The link will be live starting Feb 1, 2022 , visit the Town website for more information . Also starting the week of Feb 7th there will be pop up events around Town . Chair Bingham announced that on Feb 17th at 6pm there will be a public forum on the Millstone Road project . Town Administrator' s Report : Mr . Lombardi provided the following updates . Pandemic Update . • Starting to see the other side of the most recent peak, positive cases have declined . • In Brewster, 2 weeks ago we reached our all -time high , we are now down these past couple of weeks to a little over 50 new positive cases in the general population . We have seen a surge in asymptomatic residents in our senior facilities . The decrease which has been promising, is consistent with County and State levels . • We have continued to have some Town staff and services impacted and we appreciate everyone' s patience . • On Jan . 10th the State DESE extended the school mask mandate with certain exemptions through at least Feb . 28th • On Jan . 19th our Board of Health voted to extend the mask mandate through all Town Buildings through March 2 , 2022 and will reevaluate at that time . Personnel Update : BoS 01 . 24 . 2022 www . brewster- ma . gov Page 1 of 7 nr,r Int RAIRfo4RrIQRrRQgagnA9rrd47dR1drlfq'IhQ7a7 -in \\p\\\\\\\\\\1111111IIIII I!///////////p � A S � ///' Town of Brewster Office of � . \� Q cF g40eq 69 F� �jSelect Board p 2 F 2198 Main Street Town Administrator 3 m D _ Brewster, MA 026314898 o U _ A rn Phone : (508) 896-3701 Is"' — Fax : (508) 896 -8089 FB flys R50p3 Q\�'{T\\\\\\ • The Sea Camps Property manager, a new full -time position approved by the Select Board after the Town purchased the properties, was posted . There was a really competitive applicant pool , in the end we hired Ed Barber, the longtime property manager for the Sea Camps . Mr . Barber has been a wealth of knowledge and resource; through the transition he has been working part time until we filled this position . Mr . Barber officially starts next week and will be reporting to Tom Thatcher our facilities manager . • The Town Planner position , which has been vacant since beginning of September and was posted a few times already and will be re- posted again , has been temporary filled . The Town has hired Charleen Greenhalgh in an interim position for the next 3 months or until the position is filled . Mrs . Greenhalgh will be working at least 15 hours per week and will start next week . Mrs . Greenhalgh has 3 decades of experience in Planning and Town Administration on Cape, most recently in Harwich , prior to that in Chatham , Dennis, and Truro . She knows the Cape and understands the unique circumstances and complexity of land use regulations . Mr . Lombardi acknowledged and thanked Lynn St . Cyr and Ellen Murphy for all their work over the past several months, both have really stepped up when the office has been busy . Consent Agenda • Meeting Minutes : December 20, 2021 , and January 10, 2022 • Appointment : A. Roland Bessette, Bikeways Committee • Facility Use Application : Brewster Conservation Trust, Nature Hike- Bakers Pond Trail • Permit Fee Waiver Request : Farrell Electric, Inc . • Vote on Tabulating Systems Effective for May 2022 Annual Town Election Selectperson Chatelain moved to accept the consent agenda for January 24, 2022 , Selectperson Chaffee second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Hoffmann - yes, Selectperson Chaffee -yes, Selectperson Chatelain -yes, Chair Bingham -yes . The vote was 5 -Yes, 0 - No . Discuss and Vote to Renew Annual Hawker Peddler License : Eric Barber, Rooftop Power Eric Barber joined the meeting and reviewed his license request, for the last 6- 8 months, he has worked for Rooftop Power selling residential solar . For 12 - 15 hours per week, he knocks on doors to prospect for business and encourages solar power . There have been no problems or complaints and he hopes to continue this practice . Selectperson Chatelain moved to approve the annual hawker and peddler license application for Eric Barber of Rooftop Power for 2022 . Selectperson Whitney second . A roll call vote was taken . Selectperson Whitney- yes, Selectperson Hoffmann - yes, Selectperson Chaffee -yes, Selectperson Chatelain -yes, Chair Bingham -yes . The vote was 5 -Yes, 0- No . Presentation on Brewster Elementary Schools Master Plan and Discuss Nex Steps- Jack Shea , Habeeb & Associates Architects (Select Board FY22- 23 Strategic Plan Goal CI -31 BoS 01 . 24 . 2022 www . brewster- ma . gov Page 2 of 7 n ,,,. in • OAlAfot2R.iaAoRQRagnAf)n�AA9AR1drffr, RhQ9ngc; l \\001 F. �wyS�r�iii,,,���/ Office of. 'town of Brewster ELDER Select Board = 2198 Main Street Town Administrator m Brewster, MA 026314898 o ° _ p Phone ; (508) 896-3701 r — Fax : (508) 896 -8089 Jack Shea and Steven Habeeb from Habeeb & Associates Architects joined the meeting and presented the Elementary Schools Master Plan . They have provided the Town with an unbiased piece of information , a report to use as a tool to help make decisions to move forward . The complete report is provided in the packet and will be available in the upcoming public forum sessions . In addition to the PowerPoint in the public packet which reviews enrollment, physical condition assessment, educational space adequacy, existing capacity and options, the following key points were reviewed . Objective was to move forward and give options to utilize the space in the best interest of the community . • Enrollment numbers were used in calculating capacity of the buildings and future needs, this is not a fixed number, but is a finite range . • Multiple sources confirm the declining trend , such as UMASS Donahue Institute, US Census Bureau , Cape Cod Commission , Metropolitan Area Planning Council , Pioneer Institute, etc . • There is currently a survey on regional preschool options for the future, such as full - day, partial days, partial weeks, etc . There is a possibility in expanding the program . • Both schools are well maintained , any building needs continual upgrades and corrections over time . • Capital Budget numbers were included in the report, elements of repairs and renovations that have been identified and placed in the Town ' s budget, these are not included in the report . • Option 1 : PreK- Gr . 5 at Stony Brook Elementary School , there is capacity in the building to do it, but then there is an unknown variable of the expansion of PreK . • Option 3e Kindergarten - Gr . 5 at Stony Brook Elementary School and PreK at Eddy Elementary School , allows for the expansion . Selectperson Hoffmann noted that she imagined the final vote on the project is under the jurisdiction of the Brewster School Committee . In response to Selectperson Hoffmann ' s comment that schools are more than just the bodies, but it is also about programming and providing specialized classrooms ( science, gym space, library, etc . ) based on grade level , Mr . Shea stated that he worked with both Keith Gauley and Allyson Joy about consolidation and in looking programmatically where specialized classrooms and programs would be located , these are identified in the maps . Noting that a move like this will provide an opportunity to look at programmatic needs with a much closer eye . Mr . Shea continued that there are some preliminary numbers in the report for some improvements to the buildings, however if it becomes an inclusive list, his suspicion is that there wouldn ' t be a budget to be able to do all in detail if a new priority is identified . Mr . Habeeb added there is a soft cost element incorporated to the condition assessments, the firm didn ' t feel they were charged to estimate equipment costs . Selectperson Hoffmann mentioned that if the consolidation were to happen , she suggests that the Brewster School Committee may want to request that the school administration provide information regarding how the consolidation would specifically impact programming, services, and scheduling . There was a question brought up if the ratings outlined in the PowerPoint for the schools would change under the consolidation models provided . Mr . Shea noted that classrooms have become larger, at the Eddy BoS 01 . 24 . 2022 www , brewster- ma . gov Page 3 of 7 M _ _ ire . oeecc Doane anQn � nn � neonQ4naf� � ho � � � �n � '"� Town of Brewster Office Of: /ii , 0Q 6 ELOBq 69 %��� Select Board _ F $ 2198 Main Street Town Administrator = m Brewster, MA 026314898 oU a > = _ _ Phone , (508) 896-3701 r — — Fax , (508) 896 -8089 School classrooms are slightly larger than at Stony Brook, noting there is little concession in using Stony Brook classrooms, but there is a design with support spaces and enrichment opportunities that would be capitalized on . Mr . Shea mentioned that through conversations with Mr . Gauley and Mrs . Joy there is possibility to shift their models of teaching and service delivery to support the integration of the two populations . Selectperson Chaffe thanked the presenters for a very useful and informative report . Selectperson Chaffee noted that the option of taking no action to consolidate is not included in the report and that it will be valuable to know the comparative costs of continuing to operate two schools versus one school in the future . Mr . Lombardi reminded the group that in the motion from the Town Meeting of November 2019 was to increase the capital request to a total of $ 235 , 000, of which $ 85 , 000 was earmarked for this study . The language that Town Meeting voted on was a feasibility study regarding consolidation of the elementary schools, that was the scope of work that was included in the solicitation that was issued . Habeeb & Associates were charged to look at the physical space and evaluate both buildings and provide information relative to whether it was feasible, they were not to say if the Town should or should not consolidate . Mr . Lombardi continued that this is a goal on the Board ' s strategic plan , a lot of this rests with the School Committee . The intent of the study is to provide as much data and factual information as possible . There was a question about the security for the children if option 3 was chosen , Mr . Shea noted that it is nearly impossible to say until it is known what other programs would be in the building at Eddy and where the pathways and entryways would be . Pete Dahl , Chair of Finance Committee, asked that in looking at the summary of the options, if the Eddy School were to be repurposed, the $ 2 . 1M would not necessarily have to be spent until an assessment could be made on how the building was going to be used . Mr . Shea responded , yes because there is no urgency in these buildings, it is ongoing in terms of opportunities for the Town to address the deficiencies . Discuss Brewster' s Priorities for American Rescue Plan Act Funding (Select Board FY22-23 Strategic Plan Goal G -8 Mr . Lombardi noted that the County received a little over $ 41M in Federal American Rescue Plan Act (ABPA ) Funds and is conducting an outreach campaign to residents, stakeholders and town officials asking for feedback on potential uses and priorities for the funds . The Town has already been allocated just over $ 1M , the Town has identified what some potential priorities could be for the use of funds as we see it, this will lead to a larger conversation around the Town ' s feedback to Barnstable County officials . Barnstable County officials will be attending next Monday night' s meeting to discuss Brewster' s share of those county ARPA dollars which totals just about $ 1 . 9M , this is in addition to what we have already been allocated . Mr . Lombardi stated that the U . S . Treasury had issued interim guidance when these funds were originally appropriated last spring, funds have been on the books now for almost a year . These funds can be used for costs incurred from March 2021 through December 31, 2024, all of the funds have to be obligated by the end of the calendar year 2024 and fully expended by end of BoS 01 . 24 . 2022 www . brewster- ma . gov Page 4 of 7 M,, in • oA � af�� a .� oa Qoao� nn � nn �nsx � n af� � ha �� � �n \\ \\6\\\\\\\1Vt IIFI W 's /////// Town of Brewster of,<,�e of EL° Eq �F,Q�i� Select Board _ 2198 Main Street F e �_ ° aF� ° �' Town Administrator A Brewster, MA 026314898 D ' o _ Phone ; (508) 896-3701 ~ — = Fax : (508) 896 -8089 calendar year 2026 . The funds will be paid out in two payments at 50% each , the Town received the first allocation , which was a little over $ 500K last June and we are due to get our second allocation this coming June . Mr . Lombardi stated that to date we really have used a small number of these funds for public health related covid expenses, mainly contact tracing purposes . Mr . Lombardi remarked that the guidance broadly outlined eligible uses of the funds in several categories . • Replacing any lost public sector revenue • Costs associated with public health • Premium pay for front- line at- risk workers • Water, sewer, and broadband infrastructure The Treasury, a couple of weeks ago, issued its final rule which resulted in significant changes in terms of eligible uses of the funds . Most important for us was that they expanded the allowable use of the funds to offset revenue loses, this is now capped at $ 10M , and the allowance to use the funds for any general government purpose . This rule takes into effect in April , but if we were to allocate and expend funds in line with the final rule before then , the Town is covered under the revised guidance . Mr . Lombardi noted that specific to the $ 1M , we are looking at up to $ 200K for one-time premium pay for front line Town employees ( a one-time payment ), up to $ 150K for public health related expenditures, and funds could also be used for public health staffing . Mr . Lombardi continued that relative to the acquisition of the Sea Camps properties and the Town ' s priority in looking to provide public access to residents in a thoughtful and timely way there are three major potential capital costs . The first is up $ 250K for beach access on the Bay property to take us through design , permitting, construction and operations . This is primarily set around temporary parking for residents to access the beach and operational management costs . Also, to provide access for residents to use the outdoor pool in the amount of $ 100K . If the Town intends to operate the pool during the interim period , we will have to establish a revolving fund , the annual operation of a municipal pool is expected to run $ 100K a year . The intent would be to structure such that residents would pay an additional fee for use, these fees and other programming fees ( adult offerings, swim lessons, recreational camps, etc . ) would be used to cover expenses . To establish the fund initially we would have to have startup capital . Mr . Lombardi noted that the intent for discussion is not to dive into the details of possibilities as they are very involved , but to note that these are the types of things the Town believes is on the horizon and are priorities for our residents . Also, at minimum $ 200K for site remediation for the Bay property, as part of our due diligence there were environmental reports completed and as a result of those findings, we know that for the shooting range there is remediation work to be done . Mr . Lombardi added that these costs may increase over time . As for potential use of ABPA funds for the Sea Camps properties, we are looking to provide access to the Sea Camps to residents as early as this summer, but we do not have existing appropriation to cover the expenses . If we wait until May to have the funds allocated it wouldn ' t be sufficient time . Mr . Lombardi made BoS 01 . 24 . 2022 www . brewster- ma . gov Page 5 of 7 n .. in • QA IGf 2S] IO �nS20S20 �f1� Jnn� 17152 iA df� RhO )� 7Gl1 ,og\ 0111111111111 S /// Town of Brewster office of: ��V'° E�° �q BrF,r'�,� Select Board of "F 2198 Main Street = r Town Administrator m Brewster, MA 026314898 o _A Phone : (508) 896-3701 r — — Fax : (508) 896 -8089 it clear that we are not confirming that the Town will be able to move forward on any of these for this summer, but there is a benefit to these funds as they are immediately accessible . Based on the US Treasury revised guidelines and have granted local discretion on how funds can be used , our recommendation to the County will be that Brewster' s share, $ 1 . 9M be directed to the Town . In conversations with at least three other Town Administrations ( Sandwich , Falmouth , and Yarmouth ) this feedback has already been communicated to the County and we expect similar recommendations by additional towns . If this occurs, the Town will look at almost $ 3M holistically and have an expanded policy conversation on who to best use the funds . Mr . Lombardi clarified that for any of these appropriations, the Board will have a much more detailed presentation for consideration . At the Feb 14th Select Board meeting we will discuss publicly the feasibility to have access to the Bay property for this summer . There was some discussion on the allocation of funds and some clarifying details, which some can be found in the packet documents . The change in the guidance allows Towns to claim up to $ 10M in revenue loses and use the funds for "any service traditionally provided by government . " Examples provided were not just operational , but also infrastructure related , building and facility construction , roadwork, etc . There is no need for Town Meeting approval for appropriation or expenditure of these funds because of the order of magnitude . Town Administration thought it was appropriate to bring the proposals to the Select Board for consideration and approval and this will be the process going forward . Regarding the public health expenditures, the Town has some ongoing expenses particularly with visiting nurses' association , allocating a few thousand dollars over the past few months . The Town currently works with the County on larger scale solicitations that they coordinate on the Town ' s behalf, this doesn ' t necessarily mean the funds have to remain with the County to manage the process . The County has been a tremendous resource throughout the pandemic, one consideration relative to public health for use of ARPA funds at the regional level is the value of keeping some dollars at this level for some services that the County provides . Another related potential regional initiative that makes sense for these funds to remain at the County level is water quality testing . If some of the funds were to remain at the County level for public health it might make sense , asking the Barnstable County officials to provide examples of regional programs . Selectperson Chaffee commented that Barnstable County is one of the few remaining Counties in MA because of the track record in meeting the community' s needs honestly and fairly . Barnstable County is unique , has $41M in ARPA funds, the challenge is to determine the path forward . Selectperson Chaffee noted that it makes sense to use some ARPA funds to address common problems on the Cape, however she has heard from leaders across the Cape with similar views that their Town knows what they need . Selectperson Chaffee emphasized that it is important for the Board and Town Administration to clearly communicate views and the residents of Brewster also have this opportunity through a survey on the distribution of funds . The Select Board is supportive of the feedback to the County that the funds should go directly to the Town . BoS 01 . 24 . 2022 www , brewster- ma . gov Page 6 of 7 M ,. in . ❑ AoiVf^QQ .] oF �RaACIOI)A ) nnAA9AgldrlfrghQ7a7rin oo\ %W111111111/1 "U/No Town o \�*0\0 0 E W S �, �/'%, 4 � I �� . Office of L f Brewster s�,$ o Select Board 2198 Main Street Town Administrator Brewster, MA 02631 � 1898 0 Phones (508) 89 &3701 Faxg (508) 89 &8089 Mr . Lombardi mentioned that when the County put together their process for feedback, this was prior to the final guidance issued . Regional wastewater � one of our concerns, since the Town ' s needs are fundamentally different than our neighbors, is that our needs may not be met, we can direct them in helping us . Update on Sea Camps Comprehensive Planning Scope of Work & Consultant Hiring Process/Timeline (Select Board IFY22�23 Strategic Plan Goal SCmS ) V The Town continues to work through the committee process for both properties, recognizing that the committees will need technical expertise and support in developing comprehensive plans . The plan is to bring in consulting firm ( s ) to help with some of the work . In order to do so, the Town has to develop a scope of work and issue a solicitation for consultants to respond to before we can select a firm to work with . Town Administration was connected with Reed Hildebrand by the leadership at Mass Audubon . Reed Hildebrand is nationally renowned for their landscape architecture and broadly providing consultant support . An initial site visit was completed , and the Town has them under contract for a little under $ 10K . This is for help in developing the scope of work for the solicitation . The timeline has us completing the work in the next couple of months and the goal is to issue a solicitation by late March and have a firm under contract by the middle to late Spring . For Your Informations None Matters Not Reasonably Anticipated by the Chair : None Questions from the Mediao .None Next Meetings : January 27 (Joint with Board of Health � Water Quality Planning ) , January 31 , February 7 (Joint with Finance Committee � FY23 Town Budget Overview ) , February 9 (Joint with Finance Committee � FY23 Town Budget Details ) , February 14, February 16 (Joint with Finance Committee and Capital Planning Committee � 5 Year Capital Improvement Plan ) , February 28 (Joint with Finance Committee � FY23 School Budgets ) , March 7 , and March 21 , 2022 Adiournment Selectperson Chatelain moved to adjourn at 737pm . Selectperson Chaffee second . A roll call vote was taken . Selectperson Hoffmann �yes, Selectperson Chatelain � yes, Selectperson Whitney�yes, Selectperson Chaffee� yes, Chair Bingham �yes . The Board vote was 5 �Yes , O � No . Respectfully submitted by Erika Mawn , Executive Assistant Approvedo 02 / 01 / 2022 Signede iFdPv"d 61 6Aa dwn Date Selectperson Chatelain , Clerk of the Select Board Accompanying Documents in Packet: Agenda, TA Report, Consent Agenda Items, Annual Hawker & Peddler License Application, Brewster Elementary Schools Master Plan Documents, American Rescue Act Plan Funding Documents, Sea Camps Comprehensive Planning Documents, FYI documents BoS 01 . 24 . 2022 www , brewster- ma . gov Page 7 of 7 HELL SI Audit Trail TITLE Amended Meeting Minutes - 1 . 24 . 2022 FILE NAME BoS 01 . 24 . 22 . doc DOCUMENT ID 8416fe38d96c89892042cc4424814df53b92a250 AUDIT TRAIL DATE FORMAT MM / DD / YYYY STATUSSigned Document History ®:J 02 / 01 / 2022 Sent for signature to Ned Chatelain SENT 20 : 06 : 21 UTC ( nchatelain@brewster- ma . gov) from emawn@brewster- ma . gov IP : 131 . 109 . 131 . 20 © 02 / 01 / 2022 Viewed by Ned Chatelain ( nchatelain@brewster- ma . gov) VIEWED 20 : 07 : 07 UTC IP : 71 . 232 . 232 . 102 �i 02 / 01 / 2022 Signed by Ned Chatelain ( nchatelain@brewster-ma . gov) SIGNED 20 : 07 : 15 UTC IP : 71 . 232 . 232 . 102 G 02 / 01 / 2022 The document has been completed . 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