HomeMy Public PortalAboutSelect Board -- 2022-03-14 Minutes \0p IEIIWIISJ/` ��
\,,. oE4oeq;q F,�,,,, Town of Brewster Office of:
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Select Board
2198 Main Street reeTown Administrator
3 A a = Brewster, MA 02631 - 1898
o Phone : (508) 896-3701
Fax : ( 508) 896- 8089
MINUTES OF THE SELECT BOARD MEETING REGULAR SESSION
DATE : March 14, 2022
TIME : 5 : 30 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, Human Resources Director Susan Broderick, Fire Chief Robert Moran , Housing Coordinator Jill
Scalise
Call to Order, Declaration of a Quorum , Meeting Participation Statement and Recording Statement
Chair Bingham called the meeting to order at 5 : 30pm . A quorum was declared , with all five Select Board
members present . Chair Bingham read the meeting participation and recording statements .
Executive Session
• To conduct strategy sessions in preparation for negotiations with nonunion personnel or to conduct
collective bargaining sessions or contract negotiations with nonunion personnel ( Police Personnel
Bylaw; Fire Chief)
• To discuss strategy with respect to collective bargaining if an open meeting may have a detrimental
effect on the bargaining position of the public body and the chair so declares ( SEIU Library Union )
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Selectperson Chatelain moved to enter Executive Session . Selectperson Hoffmann second . A roll call vote
was taken . Selectperson Chaffee -yes, Selectperson Whitney- yes, Selectperson Chatelain -yes, Selectperson
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Hoffmann -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No .
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The Select Board returned to Open Session at 5 : 15pm .
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Discuss and Vote on Implementation of Compensation & Classification Plan for Police Personnel Bylaw
Employees I
Mr . Lombardi noted that the Town has implemented the results of the Compensation and Classification Plan
for all but a handful of Town employees . The Police Personnel bylaw employees include our animal control
officer, administrative assistant to the Police Chief, the dispatchers, Detective Sargent, and Lieutenants .
Based on the recommendations of the report, a new wage scale will be implemented ; for the civil positions a
10-step, 3 % increment between each step system . A slightly smaller scale for the two command staff
positions will be implemented . The employees are supportive of these new wage scales . For the civil
position changes are effective as of July 1, 2021, the command staff will be implemented for July 1, 2022 .
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Selectperson Chatelain moved to approve the implementation of compensation and classification findings
for police personnel bylaw employees . Selectperson Chaffee second . A roll call vote was taken . Selectperson
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Chaffee -yes, Selectperson Whitney- yes, Selectperson Chatelain -yes, Selectperson Hoffmann -yes, Chair
Bingham -yes . The Board vote was 5 -Yes, 0 - No .
Discuss and Vote on FY231pt25 Fire Chief Employment Agreement
Mr . Lombardi noted that Chief Moran ' s contract is set to expire on June 30th, the Town is looking for the
Board to support a new 3 -year contract . There are no significant language changes to the new contract and
the salary for FY23 doesn ' t include any additional increases beyond the 2 % merit increase that is accounted
for in the current contract . There is also a 2 . 75 % cost of living adjustment that all employees are eligible for
in FY23 .
Selectperson Chaffee commented she will vote in favor of the contract and is delighted that we will have the
remarkable leadership of Chief Moran . Chief Moran thanked the Board for their support and looks forward
to leading the Fire Department and moving the department forward .
Selectperson Chatelain moved to approve the Fire Chief contract for Chief Robert Moran as presented in the
packet . Selectperson Chaffee second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson
Chatelain - yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Bingham -yes . The Board vote
was 5 -Yes, 0- No .
Discuss and Vote on 2022 Personnel Bylaw Fixed Wages and Salaries - Susan Broderick, HR Director
Ms . Broderick presented the FY23 minimum and maximum wages, noting that the salary scale includes
seasonal positions, and some part time positions . The scale was sent to all department heads for review,
feedback, and recommendations . A major factor behind the adjustment for the last 4 years has been the
increase in minimum wage . Since 2019 minimum wage has increased by $ . 75 every January 1st, with the last
increase due Jan . 1st, 2023 , when the minimum wage in Massachusetts will be $ 15 . 00 . The Select Board has
a policy to use the state' s minimum wage as our lowest level for pay for all seasonal positions, the Town has
extended this policy to all positions . Ms . Broderick noted three new positions, that have been approved in
budget meetings .
• Natural Resources Assistant — seasonal position
• Recreation Department Sea Camps gate keeper — seasonal position
• Public Health Nurse - year- round position
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Selectperson Chatelain moved to approve the personnel employee bylaw fixed wages and salaries as
presented . Selectperson Chaffee second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson 1
Chaffee - yes, Selectperson Chatelain -yes, Selectperson Hoffmann -yes, Chair Bingham -yes . The Board vote
was 5 -Yes, 0- No .
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Public Announcements and Comment :
None
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Town of Brewster
Office of:
\o o Select Board
2198 Main Street Town Administrator
3 a a = Brewster, MA 02631 - 1898
p Phone : ( 508) 896-3701
Fax : ( 508) 896- 8089
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Town Administrator's Report :
Mr . Lombardi acknowledged that for the last two years he has provided Covid - 19 and pandemic reports, we
are currently in a good place . Our numbers are down to single digits and have been for the past month or so .
Changes in the State ' s reporting methodology for Covid related deaths is included in the packet . The impact
for Brewster is that our deaths since the start of the pandemic have been decreased from 50 to 40, we have
had 18 residents who have died due to Covid related reasons in our general population , the data changed in
regard to our long-term facility residents .
Select Board Announcements and Liaison Reports :
None
Consent Agenda
a . Meeting Minutes : August 19 , 2021, and February 16, 2022
b . Application for Facility Use & Fee Waiver Request : Brewster Conservation Day
c . One Day Liquor License : Brewster Sportsmans Club
d . Items to be Declared Surplus for Sale, Transfer or Disposal
Selectperson Chatelain moved the consent agenda for March 14, 2022 . Selectperson Hoffmann second . A roll
call vote was taken . Selectperson Hoffmann -yes, Selectperson Whitney- yes, Selectperson Chaffee -yes,
Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No .
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Report on Housing Production Plan Update - Jill Scalise , Housing Coordinator ( Select Board Strategic Plan
Goal H -2
Jill Scalise provided an update on the Housing Production Plan , which is a requirement of the Commonwealth
of Massachusetts . The current plan was approved by the Department of Housing and Community
Development in 2017 and has guided the housing program of the town for the past 5 years . Some of the
accomplishments include, hiring a Housing Coordinator, creating a municipal affordable housing trust, and
amending the accessory dwelling unit bylaw . The new update will include a needs assessment, goals and
implementation strategies . The update is funded with a Brewster Community Preservation Act Grant , The
Housing Partnership is working closely with Barrett Planning Group LLC who have been hired to prepare the
plan . Through community outreach and engagement, the goal is to have the plan completed by the end of
June . The Select Board and Planning Board are the entities that will formally adopt the housing plan , the
approved plan will be part of Brewster' s Local Comprehensive Plan . Mrs . Scalise reviewed the timeline that
is provided in the packet . Initial announcement has been on the website , in the Cape Codder, and at
numerous board and committee meetings .
Mrs . Scalise expressed her thanks to the Select Board members and others who participated in the small
group interviews, there were over 30 who participated . The Housing survey is now open and available until
the end of March and can be found online and in paper copies at Town Hall , Council on Aging and the Ladies
Library . The Housing Partnership will be hosting a virtual community meeting on Thursday April 28th at 6pm
to present the key findings as well to provide opportunities for the community to share feedback .
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0V; r -- Town of Brewster office of:
\\� O� e'aF g� oeq oy 'Q i% Select Board
2198 Main Street Town Administrator
3 a = Brewster, MA 02631 - 1898
o Phone : (508) 896 -3701
o Fax : ( 508) 896 -8089
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Selectperson Chatelain thanked Jill and Donna Kalinick for their work, noting that it is fundamentally
important on how to deal with the housing crisis . Sharing that currently there are no houses for sale in the
town under $ 1M .
Update on Millstone Road Community Housing Project and Discuss Next Steps ( Select Board Strategic Plan
Goal W3
Housing Coordinator Jill Scalise noted that there were 16 acres of Town owned laned designated for
community housing at the May 2018 Town Meeting . In December 2018 the Select Board signed a grant
agreement with Mass Housing Partnership for a pre -feasibility study of the property, and if feasible the
preparation of a request for proposals ( RFPs ) . The Select Board assigned management of the project to the
Housing Trust . Completed was a due diligence study, community engagement and input, a watershed study
and the drafting of the RFP .
In September 2021 the Housing Trust presented to the Select Board the RFP with guidance criteria to create
up to 90 bedrooms of affordable rental housing, the approved RFP is included in the packet . In October 2021
the RFP was issued and the Housing Trust was designated as the proposal evaluation committee with the
task to make a recommendation to the Select Board after determining which proposal was deemed the most
advantageous and responsive . In December 2021 the Trust received two responses, with Peter Lombardi
acting as the procurement officer for the proposal , one response met the requirements and was provided to
the Housing Trust .
Selectperson Chatelain noted that since the beginning of the year the Trust has been reviewing and
screening the proposal for the Select Board ' s vote . Documentation is available in the packet from the Trust' s
work since January in reviewing the proposal including site visits and reference checks . The formal review
process is expected to be complete by the March 24th meeting, when the Trust will request the Select
Board ' s action .
Ms . Kalinick added that the legal documents in the RFP have already been reviewed by counsel , KP Law . She
thanked Ben deRuyter for his work on the RFP, the pre -feasibility and community engagement .
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Selectperson Whitney commented that he assumes the design is the final design if the proposal is approved .
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Ms . Kalinick replied that this is the conceptual design , there is more work to be done including a
comprehensive permit process, and environmental assessments . The Zoning Board of Appeals ( ZBA) has
statutory and review authority over the comprehensive permit process .
Mr . Lombardi added that if there are particular elements of the proposal that the Board feels are
advantageous and would like to see, language can be included in the land development agreement . If the
ZBA imposes any conditions on the project that are in conflict with anything in the development agreement
the conditions would supersede . Noting that the Board could include other conditions that are not
necessarily included in the proposal .
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Vote to Open Spring 2022 Town Meeting Warrant and Vote on Articles
Selectperson Chatelain moved to open the Spring Town Meeting 2022 Warrant , Selectperson Whitney
second . A roll call vote was taken . Selectperson Whitney-yes, Selectperson Chaffee - yes, Selectperson
Hoffmann -yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No .
Mr . Lombardi offered brief review of each Article item prior to the Select Board vote .
a . ATM Article 1 : Cape Cod Technical High School Operating Budget
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Our assessment is increasing significantly, a little over 35 %, due to an increase in enrollment, from 41
students to 59 students . The operating budget in FY23 is increasing just under 2 %, our assessment apart
from the enrollment consideration is increasing by . 5 % from FY22 to FY23 . The Finance Committee voted 7111,0
in favor of this warrant article .
Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 1 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Whitney- yes ,
Selectperson Hoffmann -yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No .
b . ATM Article 5 : Town Operating Budget
The following are the substantive changes :
• General Liability Insurance - increased by $ 10, 000 to $ 60, 000 for the Sea Camps property . Based on an
early estimate of an increase of our premium as we look to activate the properties this summer .
• Contractual Obligations had included $40k to implement the wage scale changes . Since approval on
these changes, moving funding for each to their respective departments, Library and Police
Personnel .
• New Water Quality Stabilization fund , proposed to provide funding in the form of a transfer in the
FY23 operating budget of 15 % of projected short -term revenue rentals . Initially proposed to be
directed to our Capital stabilization fund for a total of $ 300k, the budget for consideration tonight has
decreased our transfer to Capital Stabilization down to $ 187, 500 and $ 112, 500 to the new Water
Quality Stabilization which will be used to fund near term capital projects for FY23 related to water
quality .
• Fire Department Overtime - proposing to increase by $ 100k from FY22 to FY23 , there will be a
budgetary transfer to cover the shortfall in this years operating expense . The primary driver relates
to the plan to incorporate a 5 - person minimum staffing on a year- round basis . This will not impact
the tax levy and is proposed to be covered 100% by ambulance receipts . Mr . Lombardi acknowledged
Deputy Chief Varley in finding a new source of revenues in reimbursements through the Medicare
program .
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Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 5 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chaffee - yes,
Selectperson Chatelain -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No .
c . ATM Article 6 : Water Enterprise Fund
Incorporated a short-term debt payment for the generator project, planning on a five -year short-term debt .
The project is anticipated to come in around $ 650k, added $ 130k to the FY23 operating budget for the
payment .
Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 6 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Chaffee-yes, Selectperson Whitney- yes,
Selectperson Chatelain -yes, Selectperson Whitney-yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No .
d . ATM Article 8 : Golf Enterprise Fund Budget
Increased the maintenance line for facility by $ 15k to $ 50K for FY23 . To acknowledge that the golf
department will be hiring a new facilities/custodial position .
Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 8 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Chaffee -yes, Selectperson Hoffmann - yes,
Selectperson Whitney-yes, Selectperson Chatelain -yes, Chair Bingham -yes . The Board vote was 4-Yes, 0 - No .
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e . ATM Article 10 : Capital and Special Projects Expenditures
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Changes include :
• Section 3 Nauset Regional School District Capital plan project increases by 2 . 5 % each year, the figure
that was originally included didn ' t account for this, so it is up to $ 271, 782 .
• Section 4e -The Long Pond Boat Ramp project has an updated cost estimate , now proposing to use
$ 125k of Brewster' s ARPA allocation to cover some construction costs, the balance, $ 225K will be
used from the general fund free cash .
• Section 8a - Library elevator replacement design , at the time had a funding split where our portion of
the costs , $ 10k would be funded from the Brewster Ladies Library association , now proposing that
100 % be funded with free cash , a total of $ 30k . l
• Section 9 - Golf Department, HVAC and boiler upgrades have a new cost estimate, proposing to
increase to $ 185k from $ 150k .
• Section 9b- Golf Department Club house window and door replacement were originally at $ 150k,
proposing to increase to $ 190k and will be completed in phases . Additional changes are expected .
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• Section 10 Fire Department Command Staff vehicle increased $ 60k for emergency response, $ 15k is a
reappropriation from Fire Capital article and $45k is from ambulance receipts . This is a replacement
vehicle .
Total capital request is $ 1 . 68M
The Long Pond Boat ramp project permitting is underway and there will be multiple State permits that will
need to be secured . The plan is for the bid to go out in late summer/early fall and the work to be completed
for summer 2023 .
Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 10 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Hoffmann -yes, Selectperson Chatelain - yes,
Selectperson Chaffee-yes, Selectperson Whitney-yes , Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No
f. ATM Article 15 : Transfer of Tax Title Property — 212 Yankee Drive
Ms . Kalinick and Jill Scalise commented that this property has been vacant since 2017 . The Housing Trust
received a community preservation act grant in fall 2019 to rehabilitate this property . The Town is in the
process of a tax taking, and once we have ownership the plan is to fix it up and return it to an affordable
home in Brewster . Ms . Kalinick added that per counsel , after tax taking is completed , but before Town
Meeting, the Select Board will have to take vote to formally transfer custody to the Housing Trust . It was
noted that the property will have an affordable deed restriction in perpetuity .
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Selectperson Chatelain moved to recommend approval of Annual Town Meeting Article 15 . Selectperson
Whitney second . A roll call vote was taken . Selectperson Chatelain -yes, Selectperson Whitney- yes,
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Selectperson Chaffee-yes, Selectperson Hoffmann -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No j
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Vote to Close Town Meeting Warrant
Selectperson Chatelain moved to close Town Meeting warrant . Selectperson Whitney second . A roll call vote
was taken . Selectperson Chatelain -yes, Selectperson Whitney- yes, Selectperson Chaffee -yes, Selectperson j
Hoffmann -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No
Discuss and Vote on Upcoming Public Meeting Schedule/ Format for Town Committees
Mr . Lombardi made the recommendation that starting April 111, committees will have the option to meet in
person with no restrictions to the number of members and support staff in Town Hall . Committees can also
still meet virtually . Noting that the hybrid option can be challenging . Boards and Committees can decide at
their next meeting and let the Town Administration office know the format that they would like to use going
forward . The Town Administration office will continue to schedule for all Town board and Committee
meetings for the next few months . Beyond April and May we plan to transition to fully in person , certainly {
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by July unless significant changes in the pandemic or at the State Level with Open Meeting Law
requirements .
Mr . Lombardi noted that even if meeting in person , public participation will be fully remote , until June . The
boards and committees that meet in person will meet in Town Hall and will be televised so the public can
participate . The Select Board policy regarding board and committee meetings will be reviewed and
determined to the extent in which we want to increase exposure, awareness, and participation .
There was discussion on additional options to allow for boards and committees to choose one of three
options, in person , hybrid or remote . The hybrid option , though more challenging, would be available and
may require some additional training for Chairs to manage . Mr . Lombardi recognized that there are still
provisions in the Open Meeting Law, pre Covid , that allow for some limited remote participation , with more
limitations .
Selectperson Hoffman moved to accept the memo with the addition of an option for meeting in a hybrid
model , providing three options for meeting format . Selectperson Chaffee second . A roll call vote was taken .
Selectperson Chatelain -yes, Selectperson Whitney- yes, Selectperson Chaffee -yes, Selectperson Hoffmann -
yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0 - No
Discuss and Vote on Proposed Brewster Dog Park Regulations
Mr . Lombardi acknowledged the work of Selectperson Chaffee and the Board of the Friends of Brewster Dog
Park as there had been many iterations over the past several years . Recognizing that incorporated in the
design are two separate dog park areas, under 30lbs in the small area and 30+ lbs in the large area . Some
restrictions include that dog handlers in the enclosures be at least 15 years of age , children between 6 and
14 years must be accompanied by an adult, and children under 6 years are not allowed in the dog park .
There is an area of transition before entering the park where the idea is to unleash your dog before entering
the large or small areas . This is to prevent dogs going into a fenced in area with a bunch of other dogs
already unleashed . This is proposed as the " lobby" , to signal to folks a transition area prior to entering the
dog park itself, the Friends of the Dog Park board feels "entry plaza " is a better term . The regulations and the
signage that will be posted incorporate feedback from the Animal Control officer . Per the Town ' s agreement
with the Friends of Brewster Dog Park, the regulations are those of the Town , however they are taking
primary responsibility for daily stewardship .
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There was discussion between members of the Board regarding the age in which children would not be
allowed into the dog park . The restriction is presented as a safety measure after feedback from the Town ' s
insurance provider and data that Selectperson Chaffee gathered from other dog parks on Cape Cod and in
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Massachusetts . The regulations are presented to create a healthy and safe environment for both humans
and dogs . It was requested to review with our insurance provider to offer warning language rather than a
restriction on age . Mr . Lombardi will complete this as requested and Selectperson Chaffee will summarize
the data collected and provide to Town Administration .
The Chair determined this will be tabled until next week .
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\\ r Office of:
awn of Brewster .
0 '001 eq��49 Select Board
2198 Main Street
Town Administrator
3 a = Brewster, MA 02631 - 1898
Phone : ( 508) 896 -3701
_ Fax : (508) 896 -8089
BOOR POgot
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For Your Information :
Selectperson Chatelain reported there is one home in Brewster on the market under $ 1M at $ 929, 000 . 00 .
Matters Not Reasonably Anticipated by the Chair :
None
Questions from the Media :
Question regarding the opening of the Brewster Dog Park, the unofficial date is Saturday May 21, 2022 ,
pending all construction is completed . More details will follow .
Next Meetings :
March 21, March 23 , April 4, April 25 , May 9, May 14, and May 23 , 2022
Adjournment
Selectperson Chatelain moved to adjourn at 7 : 28pm . Selectperson Whitney second . A roll call vote was
taken . Selectperson Chaffee -yes, Selectperson Whitney- yes, Selectperson Hoffmann -yes, Selectperson
Chatelain -yes, Chair Bingham -yes . The Board vote was 5 -Yes, 0- No .
Respectfully submitted by Erika Mawn , Executive Assistant
Approved :
04 / 05 / 2022 Signed :
dwa.rd 8 6AO. da in
Date Selectperson Chatelain , Clerk of the Select Board
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Accompanying Documents in Packet : Agenda, 2022 Personnel Bylaw fixed wages & salaries report, TA Report, Consent Agenda items,
Report on Housing Production Plan , Millstone Road Community Housing Project materials, Upcoming public meeting schedule and format
memo, Proposed Brewster Dog Park regulations, FYls .
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