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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
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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
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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
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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.
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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
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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
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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
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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:
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Accompanying Documents in Packet: Agenda, Memorandum on Planning Committee Charge, Memorandum on Sea Camps Planning
Committees
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