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HomeMy Public PortalAboutVision Planning Committee -- 2022-01-18 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE , i. ti .},< . MEETING MINUTES Tuesday, January 18, 2022 , at 4PM Virtual Meeting Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote participation with members : Sharon Tennstedt, Andi Gesner, Amanda Bebrin , Fran Schofield , Suzanne Kenney, and Patricia Hess were present . Paul Wallace was absent . A quorum was determined . Also present : Sharon Rooney (Tighe & Bond ), Kari Hoffmann, Honey Pivirotto, and Ellen Murphy . The Chair read the Recording or Taping Notification : This meeting will be conducted by remote participation pursuant to Governor Baker' s March 2020 orders suspending certain Open Meeting Law provisions and imposing limits on public gatherings . No in- person meeting attendance will be permitted . If the Town is unable to live broadcast this meeting, a record of the proceedings will be provided on the Town website as soon as possible . The Town has established specific email addresses for each board and committee so the public can submit comments either before or during the meeting . To submit public comment or questions to the Vision Planning Committee, please email : brewplan@brewster-ma . govI • Review and Approval of January 3rd meeting minutes : One change to the minutes was made to Vesna Maneva' s last name . Fran made a motion to approve the January 3rd meeting minutes as amended, Sharon second the motion, a roll call was taken , and the January 311 meeting minutes were approved unanimously . • Discussion of public engagement strategy : Hal turned the discussion over to Sharon to provide an update on the survey . a ) Survey review and vote on final version Sharon informed the Committee that the pre -test has been completed . She indicated that the pre -test provided good comments along with comments from Town Administration . She stated the survey is in final draft . Andi had questions regarding collecting data on gender and race ethnicity . The Committee was informed that those items were not included in the survey questions that was done 4 years ago . She asked the Committee if those questions should be included . Sharon suggested one reason the questions be included would be that it reflects a representation of the Town . The Committee discussed what questions should be included . Fran asked what questions were asked previously . Sharon read the questions from the previous survey that was sent out 4 years ago . Amanda suggested they include the gender and race ethnicity questions but add that it would be anonymous . Patricia brought up the 2020 census indicating the questions concerning race are very detailed . Hal agreed the Committee should try to keep the question aligned with the information they are trying to capture . Fran questioned best practices for gender . Amanda suggested an open -ended text box stating any questions participants are not comfortable with can be skipped . The Committee continued to discuss demographics and it was confirmed for gender the Town only captures male/female . Hal stated that the original survey captured basic information not a full demographic profile for Brewster . Patricia suggested the demographic questions be aligned with the questions Brewster provides and Sharon stated that Brewster does not ask gender questions in the Town annual census . She indicated that if they decide to collect the information, they need to use the US Census terms and questions . If the Committee decides to use the US Census, then the data would have to be compared to the US Census and not Brewster . Andi made a motion to include a question on gender and race ethnicity to the survey, Amanda second the motion , a vote was taken and 64 in favor . Sharon will include the questions using the US census categories . Sharon sent out the survey link for review in order to finish the survey and make it live . She is asking for final approval from the Committee . Amanda had one additional comment regarding Housing, and the wording for " more multiple units" . It was decided to change the wording to " more apartments or multiple units" . Amanda made a motion to approve with modifications, Andi second the motion , a vote was taken, and the motion was approved unanimously . Page 1 of 3 Sharon discussed the postcard design . She highlighted the past postcard and the proposed new design that was included in the meeting packet as a comparison . She told the Committee that the postcard will be mailed to all taxpayers from the Assessor' s database . The Committee reviewed the postcard design and Suzanne suggested a phrase indicating taking the survey is "easy" . Andi suggested "We need your voice" . The Committee agreed . Sharon will make the suggested changes to the postcard . The timeline for the postcard mailing will be a day or two before the survey goes live . The survey will be available the month of February . There will also be a live link for the survey in the email message . b ) Update on Pop Ups, and focus groups design Amanda reviewed the document in the meeting packet . She indicated that the location for the pop- ups needs to be decided . A single location would be more desirable . She suggested times for both weekdays and weekends . Andi brought up revising the Sea Camps flyer for outreach and distributing the around town . Hal suggested it should include language similar to the postcard listing the live survey and pop- ups . Fran suggested using the same branding on all of the communications . Fran will coordinate the flyer and send to Ellen for printing . It will also be on the Town website, once approved by the Town Administrator , The Committee decided to display posters as an exhibit at the door of the Town Hall and The Ladies Library . The staffed pop- up locations would be at the Snowy Owl and Ferretti' s . Andi asked the Committee for volunteers at the pop - ups . Ellen will reach out to the Committee with dates and availability . The focus groups were tabled until the next meeting due to time constraints . Amanda made a motion to investigate the Snowy Owl and Ferretti ' s as pop - up sites . A vote was taken and all were in favor . Ellen will check the availability of easels that were purchased in the past . c) Schedule of engagement activities Sharon Rooney provided an update on the draft posters identifying where people live and 2 or 3 posters on areas selected for a Town Center ( s ) . She also discussed a second map that would display critical natural resources and areas for housing . This would not be interactive, more of a resource . Sharon Rooney will have the maps available before the next meeting on February 7th . The maps will be on poster board and will be displayed in several locations . Hal indicated that in addition to the maps he does not want people to think the Committee is only concerned about the Town Center ( s ), it is important to highlight the map for critical natural resources and housing . Andi suggested we need to align the language for Town Center( s ) . She stressed it should be Town Center ( s ), not to identify just one Town Center . Sharon will update the survey to reflect Town Center ( s ) . • Communication — Review Timeline, action plan and outreach groups list . Patricia reviewed the contact list that was included in the meeting packet . Hal suggested to include an announcement in the Cape Codder and the Brewster Facebook page . Fran will draft a copy for publication . The Cape Cod Times, Provincetown Independent, Cape Cod media , and Town Forums were all discussed . Patricia will write a short article for the Cape Cod Times opinion page . The Select Board, Boards and Committees will also make an announcement at their meetings . • Update of LCP Roadmap and Tighe & Bond Status Report : Hal reviewed the revised roadmap . This will be a living document . He referred to the status indicating the progress made and who is responsible . This will be reviewed as a standing agenda item going forward . He recommends that all of the Committee members review on a regular basis . Hal indicated that the LCP updated summary papers are being requested for each of the building blocks . He stated that the summary papers are a concise and meaningful statement of the status of the issues for each building block . He referred to the document in the meeting packet that outlines who was the original author of the summary papers and a suggestion of who could provide an update for each building block . Tighe & Bond will write the Land Use, Climate Mitigation and Economy summary papers . Hal suggested the summary papers be completed by mid- March . Sharon Rooney also discussed the Housing summary, which is a required element for the LCP . She has started reviewing the existing Housing Production Plan . She indicated that for the draft LCP, Tighe & Bond will provide a summary of the existing Housing Production Plan . • Review Action Items from January 3rd meeting : Page 2 of 3 Patricia reported there are no action items outstanding • Next Meeting : Monday, February 7 I • Matters Not Reasonably Anticipated by the Chair : none Sharon made a motion to adjourn the meeting, Amanda second the motion, the meeting was unanimously adjourned at 5 : 31 pm . Page 3 of 3