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HomeMy Public PortalAboutBay Parcel Planning -- 2022-07-19 MinutesF Iflll.. �I��Ea� i� !3i �il�-_, -,� � �� : � �.. 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: July 19, 2022 TIME: 4:00 PM PLACE: Remote Participation PARTICIPANTS: Town Administrator Peter Lombardi, Members Amanda Bebrin, Selectperson Mary Chaffee, Selectperson Ned Chatelain, Karl Fryzel, Katie Miller Jacobus, Peter Johnson, Caroline McCarley, Clare O'Connor -Rice, William Meehan, Patricia Hughes, Thomas Wingard; Liaisons/Representatives Gary Christen, and Maggie Spade Absent: Janet Stolzer, Richard Perry, Debra Johnson, Kathleen Walker, Catherine Fyfe, Allyson Felix, and John Phillips Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Amanda Bebrin called the meeting to order at 4:OOpm and read the meeting participation and recording statements. Ms. Bebrin announced all members of the Committee who were present, a quorum was declared. There were no public announcements or comments. Public Announcements and Comments None Update on Solicitation for Consulting Services Town Administrator Peter Lombardi provided an update on solicitation for consulting services. Mr. Lombardi noted an RFI was issued to a select number of firms to provide consulting services, and proposals were due last Thursday. Mr. Lombardi added that the Town had done some secondary outreach to firms, but ultimately only received one proposal. The firm in question, Reed Hilderbrand, meets the minimum requirements of the solicitation. We had discussed having a working group vet these submissions, and we also included a provision for an interview with the form. Mr. Lombardi noted that even though we only received one bid, it would be worthwhile having a discussion to understand what the firm's approach will look like and how it will align with the Town's priorities. After an interview, a decision will then be made whether or not to work with this firm, or to put out another RFI. The Town has not yet looked at the firm's price proposal because this will follow the initial review. Mr. Lombardi said he would be happy to take any questions. Peter Johnson asked if was a surprise to just receive one bid. Mr. Lombardi responded that this RFI wasn't put out broadly because of concerns about the complexities of this project and the skillsets that would be needed. We did not want to consider firms lacking the necessary experience or qualifications. That being said, the Town did reach out to 5 or 6 firms, and held an optional site visit with a low attendance. Reading the tea leaves, there may have been some firms that saw Reed Hilderbrand were engaged with the Town to prepare the front end specs, and paid them a professional courtesy, assuming they would be the ones who BPPC 07.19.2022 www.brewster-ma.gov Page 1 of 8 \\\o��p�o�a E W S T�iiiiii� ,. � �Q oE��F�%, 'Town ®� Brewster ;¢°f e'`�ha ,� 2198 Main Street 3 � a = Brewster, MA 02631-1898 o _ ,v°,\ Phone: (508) 896-3701 r =_ _ �, � = .�,�� � ,,� Fax: (508) 896-8089 would ultimately do the work. Mr. Lombardi added that this was one of the issues with having a firm prepare the front end documents, but we felt it was important to have help developing a project brief and scope of services. We did, however, think we would get more than one proposal. Selectperson Chaffee asked if, looking at the process, Mr. Lombardi still believed the Town would have a firm under contract bymid-August? Mr. Lombardi responded that yes, unless there's a reason after the review and interview to not move forward, the timeline will not change. Update on Beach Operations & Upcoming Summer Events Mr. Lombardi noted that the beach has been open for about 3 weeks, and there have been no significant operational issues. One high level issue has been education and awareness to residents about the delineation lines of the property. When arriving at the beach, residents should take a right turn. There has been some confusion that the property to the west was not part of the First Light Beach — it is private land. More signs and education at the gate house have been provided to prevent confusion. Otherwise, the usage of the beach has not been excessive, the sign at the front of the property has worked, and residents have been patient —there has been ebbs and flows with the parking demand. From mid-to-late afternoon there is more availability to get on the property. There have been no complaints to the Select Board office about residents being unable to access the property. Mr. Lombardi noted that, in terms of our summer events, we have been putting this information on social media. The Recreation Department and Ladies Library have publicized these. We anticipate a good turnout for these events, and first one is coming up in a few days on Friday night. Mr. Lombardi said he would be happy to take any questions. Karl Fryzel asked how many times have we had to limit people coming in to the property. Mr. Lombardi responded that he could ask the Recreation Director if he has tracked this information, but anecdotally, the "parking lot full" sign is out frequently at the weekend on Saturday and Sunday mornings. But it fluctuates throughout the day, and normally comes down by mid-to-late afternoon. Adding that we have seen residents who have never purchased beach permits before buy them this year so that they can access First Light Beach. Mr. Fryzel asked if taxpayers who own property in town, not just year-round residents, can obtain a resident beach pass. Mr. Lombardi responded that this was true, and, as such, year-round residence was not a requirement to access First Light Beach, or any other Brewster beach. Caroline McCarley noted that the parking sign has been up with regularity, but has also heard from residents very positive comments about the access set-up, the property itself, and the staff. Mr. Fryzel noted his agreement that the traffic flow and parking is set up nicely. Discuss Potential Short -Term Uses BPPC 07.19.2022 www.brewster-ma.gov Page 2 of 8 \ 0 i iii \� ` tr e�D Eq 4 � �%i ' � s p p BAR �Q '2 ;Q° "F�''� 2198 Main Street 3 � A n = Brewster, MA 02631-1898 vi Phone: (508) 896-3701 � —= �` � \�� Fax: (508) 896-8089 /////��////// F 8 fl R � �9 �O\0��\\\\\ Ms. Bebrin opened by noting that having a consultant on board will help in this matter. The discovery process of existing conditions will help the committee in understanding what the limitations are. When a consultant is contracted, the committee should work on paring down a list of possible short-term uses. Ms. Bebrin invited comments from other committee members. Clare O'Connor Rice suggested that the committee considers using the arts building once a month to highlight local Brewster artists as a way of encouraging more artists to be seen more in town. Ms. Rice added that she understands any hesitation to hold consistent standing events, and so suggests that the Council on Aging and Recreation Department also hold some events there. We should use it as an opportunity to test some of the issues the consultant raises, such as traffic management. Mr. Fryzel likes that approach, and is mindful of Mr. Lombardi's comments at a prior meeting that it would be a shame if the property is unused by residents after Labor Day. On the other hand, he is wondering how to make it clear to people that no programming will be set in stone, and that there will be no commitment for any of the interim uses to be a long-term use. Ms. Bebrin responded that this part of the approach needs to go hand-in-hand with outreach to residents. Part of the invitation to be on the property is going to be asking people how they want to use the property. Selectperson Chaffee asked if, for short-term uses, we would be defining this as a 2-3 year window. Adding that bringing the pool into use next summer should be top of the priority for uses. Selectperson Chaffee noted that she has taken phone calls from Barnstable County Commissioners asking if we would consider using any of the existing structures for workforce housing, adding that she is not weighing in on that, but making it known that we have received that call. Selectperson Chatelain commented that the committee should reach out to afterschool programs and Nauset Youth Alliance to see if they have a need for spaces this coming winter and the next, and also the Recreation Department to see if they would like to use the space in the winter and next year. Ms. O'Connor -Rice commented that from her discussions with the Recreation Department, there was certainly interest in an expanded array of offerings beyond their regular offerings. Thomas Wingard asked Mr. Lombardi to comment on the Town's stance on leasing/renting existing cabins. Mr. Lombardi responded that we need to have these discussions. We have fielded calls from housing organizations about this. The committee should use the interim use period to ground truth and see how ideas work on a practical basis. Potential Recreation Department uses involve having fall events like weekend -long jamborees. In terms of the big picture, we need to look at opening up the pool and seeing if it makes sense to move the summer program over to the site. This will be a tall order, but it should be up for consideration. Mr. Fryzel noted that Orleans has been successful recently in terms of providing housing for lifeguards — given that Brewster now has the advantage of all these buildings, he wonders if we could consider using BPPC 07.19.2022 www.brewster-ma.gov Page 3 of 8 ' oo;Q° "F��' �% 2198 Main Street 3 � � a = Brewster, MA 02631-1898 o _ � ` Phone: (508) 896-3701 r . � _—= .�¢` � _.� Fax: (508) 896-8089 them for housing. Mr. Lombardi responded that this should be on the table —Orleans was an outlier in being able to get lifeguard staff this summer, but providing housing for lifeguards could put us in stronger position. Mr. Lombardi added that the primary issues in terms of the pool are staffing and then the financial model that the Town would have to employ — in-house, or soliciting an agency to run the program on the Town's behalf. If we operate it in-house, the Town would have to set up a new revolving fund which would require some initial seed money to cover the start-up costs —this would mean there would have to be an appropriation by Town Meeting. The fees collected from the revolving fund would lag a year behind, and would cover the following year's operations. Mr. Fryzel commented that, in terms of possible housing, keeping some of the property in reserve for lifeguard housing would be helpful. Mr. Lombardi noted that as we move further along with deciding on short-term uses, the Town must work with Town Counsel and the insurance carrier on these projects. There are approximately $50,000 in liability insurance costs for the coming fiscal year for the two Sea Camps properties —that covers the current use today for public access and general municipal purposes and limited activity on the site. Mr. Lombardi added that our insurance carrier doesn't provide these coverages, so they had to bring in another firm to help cover the whole portfolio. However, that is not a reason not to have these initial conversations. Mr. Wingard stated that pool access and Recreation Department usage should be front and center in terms of short-term uses for the property, and asked if lifeguards would be Town employees. Furthermore, Mr. Wingard asked what the potential use of buildings for housing people other than town employees would mean for the Town in terms of liabilities. Mr. Lombardi commented that Jill Scalise, Brewster's Housing Coordinator, was not available tonight, but she will be present at the August 16 meeting to discuss the potential for housing at the site, recognizing that different housing options are going to require a whole host of considerations. Maggie Spade -Aguilar noted that Orleans is planning on doing a resident survey for people who work in their town but don't live there, asking what they would need in order to live in the town, and what they would like any potential housing to look like. This is an interesting concept for discussions around housing on this property. Ms. Spade -Aguilar noted the need to consider if such housing would be year-round, or if it would be seasonal — we need to consider the idea of whether those working on the property would have first preference. Ms. Spade -Aguilar asked if beach access continue will continue after the summer, and, if so, would it continue to be resident -only? Mr. Lombardi responded that the plan right now is to allow beach access only in the summer months due to the lack of staffing capacity to monitor access after Labor Day, adding that the Town has concerns about gates being open and permitting unsupervised access to property given limitations on the liability insurance. The fact that beach access will end after Labor Day is why it's important to discuss other short-term access now. Mr. Lombardi agreed that Ms. Spade-Aguilar's idea about a survey is a good one, and added that workforce plan housing needs should be identified and understood before we get too far along. On the housing front, whatever we do will be complex, and take time. There is a need to be careful and respectful of the public process to come to a consensus on a long-term plan, and not get too far ahead. Housing for lifeguards is more straightforward as an interim idea. BPPC 07.19.2022 www.brewster-ma.gov Page 4 of 8 0 r "$j{ � W,�`,'>°i�///iii.,. .., s � r , -' 2198 Main Street v Brewster, MA 02631-1898 vi Phone: (508) 896-3701 ,,.� Fax: (508) 896-8089 Ms. McCarley noted that there was consensus about the pool opening, and this is something she wants to see happen next summer. Ms. McCarley asked how we would decide on a process for these ideas. Mr. Lombardi responded that it would be helpful at the next meeting to refine ashort-term use shortlist. The committee should come to agreement about what these are, and which ones in particular are priorities. The first stop for most of these ideas will be soliciting feedback from town staff on how to handle them operationally, then bringing this feedbacl<to the committee. At the same time, our consultants will be taking up the discovery phase of their work, and that will also help short-term use discussions. The timing will align in this sense. Gary Christen stated that property has over 90 buildings, and if we allow them to remain, they will decay on their own. The step with consultants will be discussing the elimination of the buildings, but the ones that are deemed surplus can be offered to the public, and companies could help move the buildings to people's properties and bring them up to code. Mr. Christen stated that this idea, to distribute the properties throughout the Town, should be considered. Adding that if even 5 of the buildings ended up being reused as permanent housing, that would be wonderful —there is a need to discuss disposing of this housing in a way to benefit the community. Selectperson Chaffee said that the use of the fields and amphitheaters also needs to be discussed. We need to discuss a way to have community groups use these facilities to have outdoor events or meetings in the Fall and Spring. Mr. Lombardi responded to Mr. Christen's idea, stating part of the consultants' work will be to analyze and make recommendations on the structures — ie. what should be disposed of, what should be repurposed off- site. Structures may have a useful life elsewhere, but might not have a use on the bay property. Ms. O'Connor -Rice noted that she likes the word "interim" instead of short-term, as it is more appropriate Mr. Fryzel commented that the discovery phase is crucial, as we need to know what the consultants think of these structures. He asked Mr. Lombardi when the consultants will have this phase completed. Mr. Lombardi responded that this stage should take 3-4 months. Mr. Fryzel replied that it would be useful to know which ones are turnkey for interim use, and which ones would take more work. Mr. Lombardi stated that Cape Cod Sea Camps managed their properties very well —they did their own inventory recently which we can use to accelerate our own review process of the buildings. Ms. Bebrin concluded by noting she would like the committee to consider a community event featuring restaurant and service providers. Discuss Proposed Amendment to Bay Property Planning Committee Charge Mr. Lombardi noted that the idea to amend the committee charge has been discussed for several months. The charge was drafted back in September — at the time we knew there would be some significant BPPC 07.19.2022 www.brewster-ma.gov Page 5 of 8 0 FFD,R B �0� .� �__, a ....� , � ��° - � �_ 2198 Main Street n Brewster, MA 02631-1898 �\ Phone: (508) 896-3701 Fax: (508) 896-8089 implications for decisions made on uses for this property. Mr. Lombardi noted that if the committee decides to move forward with a community center, for instance, it would then have to discuss the impact for the existing COA building, the Elementary School, and Town Hall. The Town realized through discussions with Reed Hilderbrand that this would be a complicated process. There is a feeling that considerations for uses of properties on other sites would be too broad of charge for this committee, and so the Select Board has discussed eliminating that language from this committee's charge. The focus will instead be on the bay property itself —there may be implications for other Town properties, but we can decide at a future time who will address this. Selectperson Chatelain stated that this change will allow the committee to be more focused and not worry about tertiary matters. He is supportive of a more focused charge. Mr. Fryzel agreed that this made sense, and asked if the Select Board has voted on it. Mr. Lombardi responded that this was just an initial discussion, and then if the committee was supportive he would report back to the Select Board and they would make a decision from there. Mr. Fryzel commented that the committee has plenty on its plate, and it couldn't achieve these goals if it has to consider the impact on other buildings too. Ms. Miller -Jacobus added that she too was supportive of this change. Ms. Hughes also stated her agreement, but noted the committee could have a role for providing information regarding other structures. Selectperson Chaffee made a motion that the committee vote to communicate to the Select Board that we submit the changes in the language. Mr. Fryzel second. A roll call vote was taken. Thomas Wingard —yes, Selectperson Chaffee —yes, Selectperson Chatelain —yes, Karl Fryzel —yes, Katie Miller -Jacobus —yes, Peter Johnson —yes, Caroline McCarley —yes, Clare O'Connor -Rice —yes, William Meehan —yes, Patricia Hughes — yes, Amanda Bebrin —yes. Vote on Meeting Minutes: June 29, 2022 These minutes will be voted on at the next scheduled meeting. Discuss Future Meeting Agenda Items Mr. Fryzel noted that he would like to see the consultant discussed at the next meeting, and asked Mr. Lombardi if part of the process will include references and discussions with other communities who have used this particular consultant. Mr. Lombardi said that there was a reference check component of the process built into the solicitation. Ms. Hughes asked if the committee could set time aside to review some of the various existing reports and analyses and have a summary of these available for our process —the Coastal Resources Management Plan, Open Space Plan, and the Housing Production Plan. This would allow the committee to have a better sense BPPC 07.19.2022 www.brewster-ma.gov Page 6 of 8 \\\\\\��po` �� � W S � %�oii �� 4 ,nr`p,4oeq e'��'Si � 0 ��t4of q�;4r� ` 2 � "a =3�— a o 2198 Main Street D = Brewster, MA 02631-1898 �= Phone: (508) 896-3701 _� Fax: (508) 896-8089 of what has already been done, and some of the recommendations in these plans for this property. Ms. Hughes offered to put a summary list together if the committee would be interested. Ms.Jacobus-Miller stated her agreement with Ms. Hughes idea, and also asked how it would be possible to submit new ideas before the next meeting. Ms. Bebrin and Mr. Lombardi stated that ideas should be sent directly to either one of them —for ideas not previously discussed, they should be sent to Mr. Lombardi. These ideas should not be submitted to the whole group so they don't constitute a discussion outside of the quorum — it is also important to avoid serial communications. Mr. Fryzel also stated his agreement with Ms. Hughes' suggestion, and asked who would make these presentations? Mr. Lombardi commented that an appropriate person would have to be identified for each presentation. This will take time and work. Mr. Fryzel asked if Mr. Lombardi agreed that the committee should develop a shortlist of short-term uses on August 16. Mr. Lombardi concurred. Selectperson Chaffee asked if, as Ms. Hughes was Chair of the Coastal Committee, she could present on the Coastal Resources Management Plan. Ms. Hughes said she would check in with Chris Miller first, but would be happy to do the presentation. Discuss Upcoming Meeting Schedule &Format Mr. Lombardi stated that the deadline for continuation of expanded Open Meeting Law was last Friday. The State Legislature came up with temporary fix to keep it in place through to next Spring, signed into law by the Lieutenant Governor. For this month and next, we will stick with the same format that's been in place since April. Boards and committees can meet in person if so inclined, but public participation will remain fully remote until September. Mr. Lombardi added that, in September, we will pivot to meeting mostly in-person. A majority of committee members will have to be there in-person, as will the Chair. The public will then be able to participate either in-person or remotely, and some committee members can participate remotely. The committee could meet in person next month or wait until September. It will likely transition to the in- person option in September. Ms. Bebrin noted that she sent a survey to committee members to solicit interest in meeting in person. Ms. Bebrin then asked meeting participants who would be interested in meeting on August 16 in person. Mr. Fryzel, Mr. Johnson, Ms. Miller -Jacobus, Mr. Wingard, Selectperson Chatelain and Ms. McCarley raised their hands. Ms. Bebrin reminded committee members an in-person quorum would be required, and Mr. Lombardi agreed to tentatively plan to have the August 16 meeting at town offices. Ms.Spade-Aguilar asked if that survey also went to non-voting members. Ms. Bebrin said it did not, but she will make sure liaisons are on the distribution list for August. Next Meetings• August 16, September 13, and September 27, 2022 RPPc o�.1g.2o22 www.brewster-ma.gov Page 7 of 8 rA"''�� '�'®ten �� �x�ste� 0 t�6a 9 FT1� 'moi N ,� 2198 Main Street 3 � a n = Brewster, MA 02631-1898 v, Phone: (508) 896-3701 Fax: (508) 896-8089 '''��%iii EBR+BO .e��0��\\\\ Matters Not Reasonably Anticipated by the Chair: None Adjournment Mr. Fryzel moved to adjourn at 5.13pm. Katie Miller Jacobus second. A roll call vote was taken. Katie Miller - Jacobus —yes, Karl Fryzel —yes, Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Peter Johnson —yes, Caroline McCarley —yes, Clare O'Connor -Rice, Thomas Wingard —yes, Amanda Bebrin — yes. Respectfully submitted by Conor Kenny, Project Manager Approved: 08 / 19 / 2022 Date Signed: i{� v' -�-,�� Accompanying Documents in Packet: Agenda, Memorandum on Planning Committee Charge, Memorandum on Sea Camps Planning Committees BPPC 07.19.2022 www.brewster-ma.gov Page 8 of 8 rinc Irl• 9h1fRA7fiflrid7(1RhdanRr.7r1ri11a7R.riRhR7acaaFidri HELLOSIAudit frail TITLE FILE NAME DOCUMENT ID AUDIT TRAIL DATE FORMAT STATUS Document History SENT VIEWED SIGNED G COMPLETED 08 / 19 / 2022 20:03:51 UTC Please sign BPPC 6.29.22.doc, BPPC 7.19.22.doc 9b lf63700d4208b4ec6c7dd1le2356b87acae545 MM/DID /YYYY Signed Sent for signature to Karl Fryzel (kpfryzel@gmail.com) from ckenny@brewster-ma.gov IP: 131.109.131.20 08 / 19 / 2022 Viewed by Karl Fryzel (kpfryzel@gmail.com) 20:26:36 UTC IP: 73.47.3.8 8/1912022 Signed by Karl Fryzel (kpfryzel@gmail.com) 20:27:23 UTC IP: 73.47.3.8 08 / 19 / 2022 20:27:23 UTC Powered by ®HELLOSIGN The document has been completed.