HomeMy Public PortalAboutSelect Board -- 2022-07-25 MinutesMINUTES OF THE SELECT BOARD MEETING
DATE: July 25, 2022
TIME: 5:45 PM
PLACE: Remote Participation
2198 Main Street
Brewster, MA 02631-1898
Phone: (508) 896-3701
Fax: (508) 896-8089
Office of:
Select Board
Town Administrator
REGULAR SESSION
REMOTE PARTICIPANTS: Chair Whitney, Vice Chair Chatelain, Selectperson Chaffee, Selectperson Hoffmann,
Selectperson Bingham, Town Administrator Peter Lombardi, Assistant Town Administrator Donna Kalinick,
Joan Pernice, Kim Pearson
Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement
Chair Whitney called the meeting to order at 5:45pm and declared a quorum with all five Select Board
members present. Chair Whitney read the meeting participation and recording statements.
Executive Session To discuss strategy with respect to litigation as an Open Meeting will have a
detrimental effect on the litigating position of the -Town (Brewster vs. Eversource)
Selectperson Hoffmann moved to enter executive session and to return to open session at approximately
6:OOpm. Selectperson Bingham second. A roll call vote was taken. Selectperson Chaffee -yes, Selectperson
Chatelain- yes, Selectperson Hoffmann -yes, Selectperson Bingham -yes, Chair Whitney -yes. The Board vote
was 5 -Yes, 0 -No.
Public Announcements and Comments
None
Select Board Announcements and Liaison Reports
Selectperson Hoffmann reviewed the announcement that was posted on the Town website regarding the
public comment period for the draft of the 2022 Brewster Local Comprehensive Plan, public comments are
welcome through August 12, 2022. More information is available on the Town website. Selectperson
Hoffmann congratulated both the Recreation Commission and Council on Aging for a fantastic movie night
on the lawn at the Bay Property on Friday night, she also thanked the CERT team for their help.
Town Administrator's Report
Mr. Lombardi noted that covid positive cases in Brewster have been fluctuating between 10-20 new positive
cases per week, this is consistent with what we are seeing regionally and nationally.
Since the last Select Board meeting, new legislation has been passed extending the expanded Open Meeting
Law provisions that have been in place for the past few years, until next March. Boards and committees will
be using the same approach we have been over the past few months and public participation will continue to
be remote through the end of August. The Select Board has approved a new revised remote participation
policy, which we expect to implement in September. Board and committee chairs have been asked to
provide feedback on the policy. One caveat is that there are now memorialized early voting requirements
that we have to offer our residents. The logistics are being worked out internally.
Select Board 07.25.2022 www.brewster-ma.gov Page 1 of 6
E• VV
O o 9F+t
Q �
A
im
FOORPOAO"�
'Down of Brewster
2198 Main Street
a/ Brewster, MA 02631-1898
v,\ Phone: (508) 896-3701
Fax: (508) 896-8089
Office of:
Select Board
Town Administrator
Lastly, to Lombardi noted the drought conditions on the 140 and the outdoor watering restrictions that
have been implemented by the Water Commission. The State last week officially declared drought conditions
for the Cape.
Consent Agenda
a. Meeting Minutes: July 11, 2022
b. Appointments: Zoning Board of Appeals- Patricia Metz, Crosby Property Committee- Mark Flaherty;
Election Workers; Police Officer and Keeper of the Lockup- Jeffrey R. Sabatino
c. Transfer of Vehicle from Water Department of Public Works
d. Request for Letter of Support: Brewster Historical Society
e. Facilities Use Requests: Drummer Boy Park and Mants Landing
f. Annual Hawker & Peddler Application: Renewal by Anderson
g. One Day Liquor License Applications: Chatham Bars Inn Farm (6), Cape Rep Theatre, and Brewster
Conservation Trust
h. One Day Entertainment License Applications: Chatham Bars Inn Fam & Serenity Apartments at
Brewster
Selectperson Hoffmann moved to approve the Consent Agenda for July 25, 2022. Selectperson Chaffee
second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chaffee- yes, Selectperson
Chatelain-yes, Selectperson Hoffmann -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No.
Update on Potential Library Renovation Project -Joan Pernice, Brewster Ladies Library Association
President
Ms. Pernice provided an update on the library's renovation plans; a PowerPoint has been included in the
public packet. The highlights include:
• Brewster Ladies' Library was founded in 1852, and the original building constructed in 1868. The last
renovation was done in 1995.
• Designated historic building in which many historic features and artifacts are preserved.
• Libraries provide free access to a wealth of knowledge and provides for creativity through children's
programs, enhancing literary and social skills.
• Core outcomes and purposes of the renovation is using 5,000 sq ft of space that comprises the lower
level and basement and renovating into high quality useable space. Converting this space to be the
new main entrance, improving handicap accessibility and improves and enlarges the children's space,
including an enclosed outdoor space. The adult circulation of books would improve, doubling the
space and replace the aging shelving with new mobile shelving.
• HVAC system and elevator would be replaced and new hardware to enhance the IT infrastructure.
The building is at its capacity for IT technology.
• The result would be a building plan designed to enhance the library's ability to operate efficiently and
better serve the evolving needs of the community.
• Project history: started in July 2017 when the library was awarded a grant, #23 out of #24 on the
Select Board 07.25.2022 www.brewster-ma.gov Page 2 of 6
e�'„ Brewster
Office of:
tr/rElDen Town n ® B e W sten
Select Board
e `Op 2198 Main Street Town Administrator
3 p a = Brewster, MA 026314898
o �' = Phone: (508) 896-3701
Fax; (508) 896-8089
flPeOR
State list. In June 2022, Brewster is #6 on the grant waitlist. The State award is anticipated in July
2023 or July 2024, all local funding must be fully secured within 6 months of award.
• Project costs: total cost estimate is $10,247,956. Grant awarded in July 2017 $4,655,737; the grant
will not cover cost escalations over intervening 8 years. Updated total project cost estimate is $16,
411,387 (projected to FY25).
Mr. Lombardi provided additional information on the project costs estimates. The estimate includes all
construction administration costs, and is meant to reflect all project costs, at least conceptually, except for
the remaining design work that needs to be completed. In speaking with our project liaison, the award of
$4.61VI is not increasing. The State requires a quick turn around in securing all local match funding, once we
are formally notified, the plan is to go to Town Meeting and request funding for the remaining design and
permitting that has to be done to move forward. The updated funding plan includes.
Design
• $300K Free Cash
• $300K CPC
Construction
• $4.6M MBLC grant
• $1M Capital Stabilization
• $1.5M CPA
• $2M Brewster Ladies Library Association
• $7.3M Debt
$16.4M Estimated Total (detailed update underway)
Ms. Pernice added that the Association Board of Directors also committed $5001<from investment accounts,
the $2M is the goal for fundraising efforts.
Mr. Lombardi reviewed a funding timeline that is based on when we will be notified of the state grant, which
we assume can be as earlier as January. With this in mind, the recommendation is to apply for CPC funds for
design in December 2022. At Town Meeting in May 2023, include an appropriation from free cash for the
other half of design costs. Depending on the outcome of the Town Meeting votes, presumably move
forward in seeking resident support of the balance of the funding, which will require Town Meeting vote and
a debt exclusion ballot question next Fall.
Selectperson Chaffee commented that the Brewster Ladies Library is a treasure in the community, the latest
numbers are sobering, requested to look at fine tuning the costs. If there are any ways to plan some aspects
more conservatively, Selectperson Chaffee believes there will ultimately be stronger support in the
community knowing that only the essential parts of the construction project are being proposed.
Select Board 07.25.2022 www.brewster-ma.gov Page 3 of 6
2198 Main Street
Brewster, MA 02631-1898
Phone: (508) 896-3701
Fax: (508) 896-8089
office of: -
Select Board
Town Administrator
Selectperau" Hoffmann shared the statistic that libraries attendance across the country has declined by 21%
from 2009-2019, but the borrowing of online materials has increased by 55% during the same time. Adding
that the use of the library has changed, and the wave of the future is looking at it as a community hub.
Suggested to think about open floor plans as technology changes. Selectperson Hoffmann asked about
community outreach and what has been done to include the community in the plans? Ms. Pernice noted
that the formal outreach was completed in 2015-2016 and over the past 6 months there has been
discussions about seeking a consultant to create new outreach and collecting data. Ms. Pernice added that
the Library Board is sensitive to the fact that they need as much community input as possible.
Discuss Natural Resources Advisory Commission's Feedback on 2021 Sheep Pond Water Quality Reporting
—Kim Pearson, Natural Resources Advisory Committee Chair
In the 2021 State of the Waters Report, Sheep Pond was designated as having unacceptable water quality,
based on data collected in 2020 as part of the Association to Preserve Cape Cod (APCC) cyanobacteria
monitoring program. The Department of Natural Resources was contacted by concerned residents and the
Natural Resources Advisory Committee (NRAC) was tasked with reviewing the designation. The findings are
summarized in the memorandum included in the packet.
Selectperson Chaffee commented that in the memo, Sheep Pond received this designation based on one
datapoint and asked Dr. Pearson to explain the process of data collection. Dr. Pearson responded that in
reviewing the designation they learned that there are two types of samples that are taken at each sampling
event. The advantage of this methodology is that it allows a picture of what is going on at the moment and
what might happen in the coming weeks if environmental conditions do not change. The unacceptable
designation was based on a single sample, in one concentrated sample, an important consideration. Sheep
Pond has historically had very good water quality for contact recreation. When something deviates, can look
at it as a warning or it can be an outlier. The NRAC believes that this single sample taken in September 2020
is an outlier, the reasons being, no other elevation of other types has occurred. There was a sample taken by
P.A.L.S. (Cape Cod Pond and Lake Stewardship) in September of the same year that did not produce any
concerns. The NRAC consulted with pond scientists at the University of New Hampshire who developed the
cyanobacteria methodology, in their estimation they didn't see any concerns in the data.
Selectperson Hoffmann asked how this impacts things today and the accuracy of data. Dr. Pearson
responded that we continue to complete two types of testing on a bi-annual basis, so far Sheep Pond has not
shown up as any areas of concerns. The APCC is continuing to test Sheep Pond and in 2022 we have not had
any events of concern.
Mr. Lombardi remarked that one project in the Capital Plan for this Fiscal Year is to complete an update to
the town wide ponds data and analysis, in the amount of $50K and anticipate bringing this forward at Special
Town Meeting in the fall. It has been 10+ years since we have taken a comprehensive look at pond water
quality.
Select Board 07.25.2022 www.brewster-ma.gov Page 4 of 6
rown of Brewster
2198 Main Street
Brewster, MA 02631-1898
Phone: (508) 896-3701
Fax: (508) 896-8089
Office of:
Select Board
Town Administrator
Selectperson Chaffee moved that the Chair of the NRAC draft a letter for the Select Board Chair to send to
the APPC communicating our concern with the labeling of what appears to be the outlier and ask that they
carefully consider the analysis and labeling of Brewster ponds in the future. Selectperson Bingham second. A
roll call vote was taken. Selectperson Bingham -yes, Selectperson Chaffee- yes, Selectperson Hoffmann -yes,
Selectperson Chatelain-yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No.
Update on Barnstable County Assembly of Delegates- Mary Chaffee
Dr. Chaffee in her role as the Deputy Speaker and Brewster's Delegate to the Barnstable County Assembly of
Delegates, noted that the purpose of Barnstable County Government is to enhance the quality of life for
county residents and to address regional issues. Deputy Speaker Chaffee provided the following updates,
more details are included in the public packet:
1. FY23 County Operating Budget
2. ARPA
3. Cape Cod Municipal Police Academy
4. Freshwater Pond Quality
5. New County Website (Capecod.gov)
6. Assembly Meetings (1St & 3rd Wednesdays of each month at 4pm)
Discuss and Vote on Proposed Personnel Bvlaw Chane: Amended Limitations on Comp Time for Certain
Seasonal Positions
Mr. Lombardi noted that in the latest round of negotiations with personnel bylaw employees, changes were
made in limiting compensatory time accrual and setting a uniform cap across the board of 3 days. This
change took place over the winter months, realizing now that there are a couple of positions that by nature
are more seasonal and have more variation in workload and hours. Requesting the Boards approval to
modify two sections of the personnel bylaw agreement to increase the maximum amount of compensation
time for those seasonal positions (Crosby property manager and two assistant operations managers at the
Captains Golf course) up to 15 days. In reviewing past several years at how many days/hours are needed to
:over the season, this reflects a fair amount of time to accommodate what is needed in these roles.
Selectperson Hoffmann moved to approve the modification to sections 3.4-2 and 3.4-3 of the personnel
Bylaw agreements to increase the maximum amount of compensatory time to 15 days for the following
positions, Crosby Property Manager, Assistant Golf Operations/Pro Shop Manager and Assistant Operation
Manager/Head Golf Professional. Selectperson Bingham second. A roll call vote was taken. Selectperson
Hoffmann -yes, Selectperson Chatelain- yes, Selectperson Chaffee -yes, Selectperson Bingham -yes, Chair
Whitney -yes. The Board vote was 5 -Yes, 0 -No.
For Your Information:
Mr. Lombardi noted that since Brewster opened the flats to commercial razor clamming in 2018, we have
been closely monitoring our approach to the program. Every year, adjustments are made through Natural
Resources communication and review with harvesters to update the regulations. At this point, based on
Select Board 07.25.2022 www.brewster-ma.gov Page 5 of 6
W S j Op/
�( f ''4 ll
Em
Tower. o rewster Office of:
2198 Main Street Select Board'
Town Administrator
Brewster, MA 02631-1898
Phone: (508) 896-3701
Fax: (508) 896-8089
experience, we will be closing the eastern end of Brewster to commercial harvest of razor clams for the
remainder of 2022. The Natural Resources Department will be contacting people directly.
Matters Not Reasonably Anticipated by the Chair:
None
Questions from the Media:
None
Next Meetings:
July 27, August 8, and August 22, 2022
Adjournment
Selectperson Hoffmann moved to adjourn at 7:14pm. Selectperson Chaffee second. A roll call vote was
taken. Selectperson Bingham -yes, Selectperson Chaffee- yes, Selectperson Hoffmann -yes, Selectperson
Chatelain-yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No.
Respectfully submitted by Erika Mawn, Executive Assistant
Approved:
08 / 09 / 2022
Signed:
Date Selectperson Hoffmann, Clerk of the Select Board
Accompanying Documents in Packet: Agenda, TA report, Consent Agenda Items, Potential library Renovation Project documents, 2021
Sheep Pond Water Quality Reporting, Barnstable County Assembly of Delegates Update, Proposed Personnel Bylaw Changes, FYIs.
Select Board 07.25.2022 www.brewster-ma.gov Page 6 of 6
ELLSICN Audit Trail
TITLE
FILE NAME
DOCUMENT ID
AUDIT TRAIL DATE FORMAT
STATUS
Approved Meeting Minutes -7/25/22
SB 7.25.22.doc
6a bb477a636Od66aOc699601046dfOdbfbdO7d90
M M / DD / YYYY
Signed
Document History
®'J 08/09/2022 Sent for signature to Kari Hoffmann
SENT 15:00:02 UTC (khoffmann@brewster-ma.gov) from emawn@brewster-ma.gov
IP: 131.109.131.20
Qo 08 1 09 / 2022
VIEWED 18:01:19 UTC
08/09/2022
SIGNED 18:02:20 UTC
G
COMPLETED
08 / 09 / 2022
18:02:20 UTC
Powered by ®HELLOSIGN
Viewed by Kari Hoffmann (khoffmann@brewster-ma.gov)
I P: 76.19.240.160
Signed by Kari Hoffmann (khoffmann@brewster-ma.gov)
I P: 76.19.240.160
The document has been completed.