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HomeMy Public PortalAboutVision Planning Committee -- 2022-02-07 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE `Fi'. MEETING MINUTES ' ' Monday, February 7, 2022 , at 3 : 30PM Virtual Meeting Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote participation with members : Sharon Tennstedt, Andi Gesner, Amanda Bebrin , Suzanne Kenney, and Patricia Hess were present . Paul Wallace and Fran Schofield were absent . A quorum was determined . Also present : Sharon Rooney, Vesna Maneva ( 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 . gov . • Review and Approval of January 18th meeting minutes : Sharon made a motion to approve the January 18th meeting minutes, Amanda second the motion, a roll call was taken, and the January 18th 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 ) Update on Survey Sharon informed the Committee the survey has been live for one week and currently there are 904 on - line completed surveys and some paper forms, which are accessible at the Town Hall , COA and Ladies Library . On average there has been over 100 surveys completed per day . Sharon commented on the outreach for the survey, and Patricia provided a list of where the survey notice was posted . Honey informed the Committee that the Brewster' s Next Steps postcard was received . Sharon informed the Committee that the postcards were sent to all taxpayers, the listing from the Assessor' s office . Renters would not have received the postcard . Sharon suggested to the Committee to reach out to your homeowner' s association to inform them of the survey . The Committee discussed the feedback from the survey and the questions and comments that have been received to date . Overall, the feedback is very positive . Sharon agreed that the survey has generated quite a few comments . She discussed the age distribution and highlighted that there a are only a few responses from ages 15 - 25, 6% of responses are age 2640, 25 % of responses are age 41 - 60, 63 % of responses are 61 -80 and 5 % are over 80 . She expressed a concern for the younger age groups and hoped the distribution through the schools would have an impact . Hal suggested another reminder be sent out through the town website . Andi asked if the survey notice was included in the Cape Cod Times and the radio station . Patricia wrote an article in the Cape Codder, it did not go in the Cape Cod Times or the radio station . Andi suggested where to send to the radio station and to look at the " In Brief" section of the Cape Cod Times . Sharon also sent a reminder email to everyone that volunteered at the Sea Camp Open House in December . b ) Update on Pop Ups, and focus groups design Amanda referred to the chart that was included in the meeting packet outlining the days and times for the pop- ups . The Committee agreed to use both locations, the Snowy Owl and Ferretti ' s . It was decided the Snowy Owl location would be on Saturdays and Ferretti' s would be on Wednesdays and Thursdays . Amanda expressed a concern for the timeline because DPW needs to be notified of the confirmed dates, times, and locations to set up the tents . Ellen informed the Committee that there is a DPW charge and minimum of 34 hours associated with setting up the tents on a Saturday . Ellen will work with Administration and DPW to confirm the cost and time allotted once plans are confirmed . Hal suggested the Committee go forward with Page 1 of 3 i the plan as discussed . The Committee agreed . The Committee suggested one banner that can be moved from location to location , the setup will be taken down each day at each location . Amanda asked the committee to review the maps that were included in the meeting packet . The maps, if there are no additional changes, will be printed in a larger size for the pop ups . Andi asked if comments should be encouraged at the pop ups . Sharon stated any comments collected at the pop - ups will be folded into the survey comments . Kari asked about the signs . Ellen will reach out to the Building Commissioner to ensure the banner is appropriate . The focus groups will take place after the survey to target particular demographics that need to be addressed . Hal discussed an alternative to focus groups, suggesting each Committee member identify five individuals from a particular demographic ( specifically targeting under 40 ) and have a phone conversation using a common script that would be provided . This would ensure the information gathering would be consistent . Feedback from the phone conversations would also be folded into the survey comments . Hal suggested the Committee discuss in more detail at the next meeting . Hal will work with Sharon to come up with a common script . c) Schedule of engagement activities Hal asked Amanda and Andi to finalize the pop- up schedule . The Committee agreed on two locations for the pop- ups, The Snowy Owl and Ferretti ' s . The first pop up to start on Saturday, February 7th at the Snowy Owl . This will depend on the weather and the ability for DPW to set up the tent . Two Committee members will participate in each pop- up . Once confirmed the schedule will be posted on the Town website . d ) Review of posters and banner Sharon Rooney confirmed the set of maps discussed earlier are ready for printing . She shared a draft of the, map that Tighe and Bond created called priority housing . She highlighted a general area on the map that may be for suitable housing . She indicated that a number of criteria was developed to identify the areas on the map . She identified high priority areas on the map for possible housing and critical natural resources . The Committee discussed the map and its purpose as a planning map and decided it would be used internally only and not be included in the outreach activities at this time . Sharon Rooney informed the Committee that APPC and HAC have not finalized or approved the map . Tighe and Bond update the map as discussed . Andi asked the Committee to confirm there were no additional changes to the other maps so they could go to print . There being no changes, Vesna will send a print ready format of the maps and the banner to Ellen for print . 3 • Communication — Review timeline outreach communications : Hal asked if there were any outstanding communication issues . Amanda suggested once pop- ups are confirmed the survey flyer should be updated adding pop - up dates, times, and locations . Sharon asked what the Town Hall and Ladies Library exhibits will include . Hal suggested the two town center maps on easels and a card with the I survey link to remind people to take the survey . Ellen confirmed there are eight easels . Hal suggested a reminder message to take the survey be sent out . Ellen will also get the town to repost the survey message on the Town website . Hal will talk to Administration regarding the electronic board located in front of the Fire i Station . • Discuss development of action plan : Hal walked through the process of developing the LCP action plan . He stated the action plan is the heart of the LCP and suggested an approach to frame the activities and tasks completed by the Committee . He informed the Committee that the action plan will be derived from many sources, including the survey, current activities, the original Vision Plan , and results from meeting with the stakeholders . He suggested Committee members break into groups by Building Block and perform analysis using these sources to draft recommendations . Hal and Sharon met with Peter Lombardi to discuss the approach after the initial analysis is performed . They suggested a half-day workshop with Town officials to flush out tasks and prioritize actions from the recommendations . Results from the workshop would then be given to Tighe and Bond to draft an action plan for the LCP . Sharon Rooney provided detail around what the action plan should include, referring to the LCP guidance from the Cape Cod Commission . Patricia asked about the timeframe for the action plan . Sharon Rooney broke the timeframe r for the action items into 3 categories, under two years, five years and ten -year plans . Page 2 of 3 1 a I i i • Review status report on Tighe and Bond tasks and summary papers : Sharon Rooney provided an update on the land use existing conditions, economic development, and revisions to climate mitigation summary papers . She informed the Committee all three are on track for early March . Hal indicated he has authors for all of the other summary papers and confident of the early March deadline . • Review Action Items from January 18th meeting : Patricia reported there are no action items outstanding . • Next Meeting : Tuesday, February 22 "d • Matters Not Reasonably Anticipated by the Chair : none Hal confirmed 3 : 30 pm . start time , ending at 5 : 30 pm going forward with the Committee . Andi made a motion to adjourn the meeting, Sharon second the motion, the meeting was unanimously adjourned at 5 : 17 pm . Page 3 of 3