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HomeMy Public PortalAboutVision Planning Committee -- 2022-02-22 Minutes TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES w � Tuesday, February 22 , 2022 , at 3 : 30PM Virtual Meeting Hal Minis, Chair, convened the Brewster Vision Planning Committee via remote participation with members : Sharon Tennstedt, Amanda Bebrin, Suzanne Kenney, Fran Schofield and Patricia Hess were present . Paul Wallace and Andi Gesner were absent . A quorum was determined . Also present : 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 February 7t1 meeting minutes : Amanda made a motion to approve the February 7th meeting minutes, Suzanne second the motion , a roll call was taken, and the February 71h meeting minutes were approved unanimously . • Discussion of public engagement strategy : a ) Update on Survey Hal informed the Committee the survey results to date are 1725 surveys completed and should reach the 2000 mark by the end of the month . The Town website will remind everyone again to take the survey, which always increases the numbers . Sharon provided an update of the survey to date . She informed the Committee that there is a lot of comments from the survey . She will export all into an Excel file . She will then give to each Building Block teams as a data point . Hal indicated on the Vision survey there were a lot of comments under the Building Blocks but not a lot of new actions or ideas . Sharon stated there are over 400 comments on the Town Center question and the Water Resources question there are just under 300 comments . Sharon confirmed a high representation from the older population, so the 2040 is a good audience to target . b ) Update on Pop Ups Amanda informed the Committee that due to the wind it was very difficult to retain the maps at the Pop- up location, but with tent stakes and tape they were able to tame the wind . There was a total of 10 people that stopped by the pop- up, most being out of towners . It was concluded that most out- of-towners on a Saturday morning come to the Snowy Owl . Most that did vote for the Town Center picked the Snowy Owl area . The other two days that were scheduled were impacted by the weather and therefore the Ferretti' s location was cancelled . Hoping to have better weather for the week ahead . Amanda reminded the Committee that this is school vacation week and there may be more attendance at the pop - ups . c) Discuss Design of Focus Group Activity A voice survey and a script were discussed for the focus groups . The script was drafted to reflect the survey and identify which Building Blocks are more important to people . Amanda asked how questions regarding the voice survey should be answered and if there was a standard reply . Hal indicated there wa Sr no standard reply but to answer as best possible . Hal suggested the Committee target the 20-40-year-old audience who haven ' t taken the survey . The Committee discussed the process and expressed concerns in finding 5 people in that particular demographic . Honey volunteered to send a list of contacts for the 2040 audience . Hal suggested the Committee start reaching out to people and have the voice surveys completed and sent back to Sharon by mid - March . Page 1 of 2 • Establish analysis and action planning teams and schedule : Hal referred to the document included in the meeting packet that outlined a table of assigned Committee members for each Building Block . They will be tasked with reviewing the survey results for that particular Building Block, the revised summary papers, interview results from Vision Plan implementation and the Vision Plan . A summary paper will be drafted by Sharon Rooney for the existing conditions and land use as a background piece . Each team will review the materials as it relates to the Building Block and come up with initial ideas and priority actions, which will be discussed at a workshop with Town department heads and Committee chairs . This will determine what is important to the Town and will be used for the targeted action plan . Hal is looking to review the action ideas at the April meeting . Suzanne asked how the action items will be measured . Hal will reach out to Sharon Rooney for samples of detailed action plans . Kari suggested some of the action plan items in the Vision Plan could be flushed out in more detail . The Committee agreed . Hal informed the Committee the targeted action plan is something the Town commits to and that is why we need to vet out the action items with town staff. The Committee then discussed the table and the assignments . Hal asked if each Committee member could take at least two Building Blocks . An updated table will be sent out after the meeting . • Communication — Review timeline outreach communications : Hal suggested Fran create a short blurb after the survey is completed to thank people for taking the survey and next steps . Fran asked when she could get a final tally of the survey participants . Sharon will shut down the survey on Tuesday, March 1St. and provide Fran with the final survey number . She is suggesting between 19- 20% of the population . Fran will provide a draft at the next meeting . • Update on LCP roadmap and Status report on tasks and summary papers : Hal referred to the document in the meeting packet that outlined a status report on the summary papers reflecting the current conditions . The deadline is the beginning of March . Tighe and Bond will be doing the update of the Housing Plan and reviewing the Capital Facilities Plan after both have been finalized sometime in the next couple of months . • Items for next meeting agenda : Hal asked Town administration to hold a faceAo -face Committee meeting . The town has maintained no face to face meetings until the end of March . Hopefully it will open up in April . • Review Action Items from February 711 meeting : Patricia asked about the revised Housing map . Hal informed the Committee Town Administration would prefer the map be finalized before it is distributed . There were no other outstanding action items . • Next Meeting : Monday, March 21St • Matters Not Reasonably Anticipated by the Chair : none Sharon made a motion to adjourn the meeting, Suzanne second the motion, the meeting was unanimously adjourned at 5 : 01 pm . Page 2 of 2