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Home My Public Portal AboutVPC 03/07/22 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, March 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 February 22,2022 Minutes 5.Updates on public engagement activities a)Preliminary discussion on survey results b)Discuss pop-ups results c)Discuss design of focus group activity 6.Action planning teams and schedule 7.Communication – review current and future actions 8.Update of LCP roadmap 9.Status report on Tighe and Bond tasks 10.Pond Planning Committee liaison 11.Items for the next meeting agenda 12.Review Action Items from February 22nd Meeting 13.Next Meeting: Monday, March 21st 14.Matters Not Reasonably Anticipated by the Chair 15.Adjournment Date Posted:Date Revised:Received by Town Clerk: 3/3/2022 Page 1 of 2 TOWN OF BREWSTER VISION PLANNING COMMITTEE MEETING MINUTES 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 7th 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 7th 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 20-40 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 was 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 20-40 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 2 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 face-to-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 7th 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. Brewster Vision Planning Committee Analysis and Action Planning Teams Ver.3 Building Blocks Members Assigned: VP Implementation Members Assigned: Analysis and Action Plng Community Character Kari Hoffmann Garran Peterson Suzanne Kenney Patricia Hess Water Resources Sue Searles Andi Genser Suzanne Kenney Andi Genser Open Space Hal Minis Sharon Tennstedt Hal Minis Coastal Management Fran Schofield Sue Searles Fran Schofield Housing Andi Genser Paul Wallace Suzanne Kenney Andi Genser Local Economy Patricia Hess Paul Wallace Patricia Hess Governance Kari Hoffmann Sharon Tennstedt Amanda Bebrin Sharon Tennstedt Community Infrastructure Hal Minis Garran Peterson Amanda Bebrin Solid Waste NA Hal Minis Climate Mitigation NA Fran Schofield Responsibilities 1.Review survey results for building block, revised summary paper, Vision Plan, VP implementation interview results Q.5, analysis of existing conditions, mapping 2.Draft initial recommendations for priority actions for review by VPC BVPC Summary Papers – Revisions 2-21-22 Theme/Building Block Initial Author Suggested Revision Author Suggested Staff Review Status Community character Sharon Rooney, Sarah Korjeff (CCC) Patricia Hess Denise Rego, Mike Gradone, Davis Walters, Jill Scalise Draft completed Open space Heather McElroy (CCC)/Hal Minis Hal Minis Chris Miller, Mike Gradone, Charleen Greenhalgh Draft completed, Chris Miller reviewed Housing Paul Rushinskas (citizen)Jill Scalise Donna Kalinick Underway Economy Leslie Richardson (CCC)Tighe and Bond Peter Lombardi Underway Water resources Mark Nelson (Horsley Witten) Mark Nelson Chris Miller, Amy von Hone, Paul Anderson, Griffin Ryder Draft completed Coastal management Geraldine Camilli (Horsley Witten) Pat Hughes Chris Miller, Noelle Aguiar Draft completed, Chris Miller reviewed Governance Ryan Bennett (Town)Sharon Tennstedt Peter Lombardi, Donna Kalinick Draft completed Community infrastructure Patrick Ellis (Town), Minis Hal Minis Peter Lombardi, Donna Kalinick, Griffin Ryder, Mike Gradone, Denise Rego Draft completed, Climate mitigation T&B / Sharon Rooney ----(new)Cait Cantella, Peter Lombardi, Energy Committee T&B revising first draft Solid Waste Mgmt Meg Morris ----(new)Griffin Ryder, Donna Kalinick Draft completed Land Use/Existing conditions T&B / Sharon Rooney ----(new)Charleen Greenhalgh, Davis Walters Underway Actions VPC Meeting Feb 22 2022 Action Responsibility Time Review questions for “focused” interviews to gather qualitative information and try out on one person and let Sharon T know of any changes needed. Aim for age group 20-40. All March 7 Review survey analysis and background material as a start of identifying actions All March 7 Send out chart of assignment for analysis and actions to all Ellen March 7 Write short communication re:end of survey and next steps Fran March 7 Send survey numbers when completed (March 1) to Fran Sharon T March 7