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Home My Public Portal AboutVPC 02/07/22 Meeting PacketTown of Brewster Vision Planning Committee 2198 Main St., Brewster, MA 02631 brewplan@brewster-ma.gov (508) 896-3701 MEETING AGENDA Remote Participation Only Monday, February 7, 2022 at 3:30 PM 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 meeting may be viewed by: Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster- ma.gov), or Video recording (tv.brewster-ma.gov). Meetings may be joined by: 1.Phone: Call (929) 436-2866 or (301) 715-8592. Zoom Meeting ID: 819 3038 8203 and Passcode 317154 To request to speak: Press *9 and wait to be recognized. 2.Zoom Webinar: https://us02web.zoom.us/j/81930388203?pwd=VHEvUURMM1ZFdUJNREJIbEN3SFdOZz09 and enter Passcode 317154 To request to speak: Tap Zoom “Raise Hand” button or type “Chat” comment with your name and address, then wait to be recognized. Vision Planning Committee Hal Minis Chair Sharon Tennstedt Vice Chair Amanda Bebrin Andi Genser Patricia Hess Suzanne Kenney Fran Schofield Paul Wallace Administrative Assistant Ellen Murphy Select Board Liaison Kari Hoffmann Finance Committee Liaison Honey Pivirotto 1.Call to Order 2.Declaration of a Quorum 3.Meeting Participation Statement 4.Review and Approval of January 18,2022 Minutes 5.Discussion of public engagement strategy a)Update on Survey b)Update on pop-ups, and focus groups design c)Schedule for engagement activities d)Review of posters and banner 6.Communication – Review timeline outreach communications 7.Discuss development of action plan 8.Review status report on Tighe and Bond tasks and summary papers 9.Review action items from January 18th Meeting 10.Next Meeting: Tuesday, February 22nd 11.Matters Not Reasonably Anticipated by the Chair 12.Adjournment Date Posted:Date Revised:Received by Town Clerk: 2/3/2022 Page 1 of 3 TOWN OF BREWSTER VISION PLANNING COMMITTEE 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.gov. 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 3rd 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 6-1 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 2 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 3 of 3 Patricia reported there are no action items outstanding Next Meeting: Monday, February 7th. 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. All Brewster residents invited! TAKE THE COMMUNITY SURVEY! Open: February 1 – 28, 2022 Click here or visit https://www.surveymonkey.com/r/BrewstersNextSteps The Brewster Vision Planning Committee wants to know your thoughts on Brewster’s future and on topics like housing, climate change, beaches, open space, and town center(s). This survey will help inform development of Brewster’s Local Comprehensive Plan and create the future Brewster residents envision! Don’t miss this chance to have your voices heard! We’ll also be “popping up” at in-person locations throughout town starting the week of February 7, with dates and locations to be announced soon. Need more info? Visit the town website at brewster-ma.gov for details. All Brewster residents invited! TAKE THE COMMUNITY SURVEY! Open: February 1 – 28, 2022 Click here or visit https://www.surveymonkey.com/r/BrewstersNextSteps The Brewster Vision Planning Committee wants to know your thoughts on Brewster’s future and on topics like housing, climate change, beaches, open space, and town center(s). This survey will help inform development of Brewster’s Local Comprehensive Plan and create the future Brewster residents envision! Don’t miss this chance to have your voices heard! We’ll also be “popping up” at in-person locations throughout town starting the week of February 7, with dates and locations to be announced soon. Need more info? Visit the town website at brewster-ma.gov for details. Pop Up Assignments Name Dates/Times Sat Feb 12 10:00-12:00 Weds Feb 16 1:00-3:00 Thurs Feb 17 12:00-2:00 Sat Feb 19 10:00-12:00 Wed Feb 23 12:00-2:00 Thurs Feb 24 12:00-2:00 Amanda X X Andi X X X X Hal Suzanne X X X X Sharon X (either) X(either) Actions VPC Meeting Jan 18 2022 Actions Responsibility Time Add stats re gender and race to survey Sharon T ASAP Brand our communications, flyers and postcard with VPC logo Fran ASAP and on going Produce flyer for Andi to distribute to bulletin boards and all to send to e mail contacts and send draft to Hal Fran ASAP Check town hall for number of easels Ellen Feb 7 Send Fran draft language for flyer re popups etc. Andi and Amanda ASAP Produce press version of flyer for Ellen to send to Cape Codder Fran and Ellen ASAP Produce CC Time My View article and send to Hal for edit; check on how to get notice in CC Times Patricia Asap Plan for Select Board to announce survey and pop ups and exhibit Hal Feb 7 Continue to review Road Map All On going Review Interim Housing Plan and update Sharon R On-going Next Meeting All Feb 7