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HomeMy Public PortalAboutBay Parcel Planning -- 2022-06-29 Minutes0 �tS C 9F�R � Z tQ am �' =3� pa o � /�////////iFEO RPB P100 ��\���\\\\\\\ 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: June 29, 2022 TIME: 4:00 PM PLACE: Remote Participation PARTICIPANTS: Town Administrator Peter Lombardi, Members Amanda Bebrin, Mary Chaffee, Ned Chatelain, Karl Fryzel, Patricia Hughes, Katie Miller Jacobus, Peter Johnson, Caroline McCarley, Clare O'Connor -Rice, John Phillips and Thomas Wingard; Committee Alternate Allyson Felix; Liaisons/Representatives Gary Christen, Catherine Fyfe, Debra Johnson, William Meehan, Kathleen Walker and Maggie Spade Absent: Janet Stolzer, Richard Perry Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Peter Lombardi called the meeting to order at 4:02pm and read the meeting participation and recording statements. Mr. Lombardi announced all members of the Committee who were present, a quorum was declared. There were no public announcements or comments. Election of Officers: Selectperson Chaffee nominated Amana Bebrin for Chair, who accepted. Peter Lombardi second. No other nominations. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley —yes, Katie Miller Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Amanda Bebrin confirmed as new Chair of the committee. Mr. Lombardi agreed to chair the remainder of this committee meeting, but Amanda Bebrin will be chairing all future meetings. Peter Johnson nominated Katie Miller Jacobus for Vice -Chair, who accepted. Amanda Bebrin second. No other nominations. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes—yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley—yes, Katie Miller Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Katie Miller Jacobus confirmed as new Vice -Chair of the committee. Mr. Lombardi reviewed the role of Clerk, the primary role will be reviewing meeting minutes, providing any editorial comments and checking for accuracy. Karl Fryzel nominated himself to serve as Clerk if nobody else was willing. Selectperson Chatelain second. Mr. Fryzel accepted. No other nominations. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley —yes, Katie Miller Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Karl Fryzel confirmed as new Clerk of the committee. BPPC 06.29.2022 www.brewster-ma.gov Page 1 of 11 °°` 'Fa ,�% 2198 Main Street `� � a a = Brewster, MA 02631-1898 o — _ � Phone: (508) 896-3701 � —_ ,�,,� � ,, Fax: (508) 896-8089 Update on Solicitation for Consulting Services Mr. Lombardi noted that $10,000 has been used for the purpose of paying consultants Reed Hilderbrand to put together a scope of services. Over the late winter and into spring they finalized the scope of services and project brief. An update on this scope of services was provided to the Select Board at their June meeting. It was important to make sure that the scope was clear, and the expectations on prospective firms was clear. Mr. Lombardi added that though this is technically exempt from state procurements requirements, we wanted to make sure the Town went through this process so we had a range of options. We issued an RFI, sent scope of services, project brief and a formal solicitation to select firms who are suited to this work. These were sent to half a dozen firms at the beginning of June, and we gave them just over a month to develop proposals to submit to the Town. Site visit for firms took place last week, and the Town contacted several firms who didn't attend the site visit but seemed initially interested, so we could get a sense of whether they still were. We are targeting July 14 as the submission date. Mr. Lombardi noted that, from there, our plan is to review these proposals. The consultant team will be supporting the comprehensive planning efforts for both properties — we envision these will run in parallel for a while, but we recognize the process for the pond property may be shorter. The plan is for Town Administration and relevant departments to review those proposals, and then the Select Board chair, and then the chairs of each of the committees. We will then review submissions and invite firms into be interviewed — it will be important they are a good fit for our approach and philosophy. Interviews will likely happen at the end of July and beginning of August, and we expect to have a firm under contract by the beginning of August. Mr. Lombardi explained that the Town has submitted a $75,000 grant application to the OneStop grant program —the budget for this project is $250,000, we will know by October from the state if we have been successful in this application. If we haven't been, our intent is to ask Town Meeting for more money to cover the appropriation we think we will need to do this work. We could leave the cost open ended, but we opted to set a realistic budget to make sure proposals would be comparable from one to the next. Mr. Lombardi noted that he would be happy to take questions. Caroline McCarley asked if the Town has received real interest in the project from firms. Mr. Lombardi noted that this is difficult to say, we did not ask firms to affirm their interest, but we did send a follow up email to firms asking if they had additional questions or wanted to go on a site visit. We don't know how many for sure will submit a proposal. We don't believe we have missed any suitable firms in our outreach, as the range of firms the Town contacted covered the whole New England area. Clare O'Connor -Rice asked if the interviews with these firms will be recorded or available to watch. Mr. Lombardi responded that they are not planned to be, as generally these interviews are not done in public. The recent Audit Committee interviews for new auditing firms were recorded, but this is a public body, so it is a different situation. The group vetting applicants for firms for the Bay Property work is not a public body. Mr. Fryzel asked how Mr. Lombardi came up with budget numbers. Mr. Lombardi responded that this figure was developed taking into account available funds, the scope of services, and the timeline. The $250,000 BPPC 06.29.2022 www.brewster-ma.gov Page 2 of 11 - - t 3 0 r 0� E W S ;'�iiii� �fif E�`p EH -t4 sof Bq��� � ���� �' ��/////ii f f 8 fl I B,R10V7.a\\�\\\ � - � : ' .�. 2198 Main Street �/ Brewster, MA 02631-1898 �\ Phone: (508) 896-3701 _,� Fax: (508) 896-8089 number is realistic based on Reed Hilderbrand feedback —they have done a lot of similar work. $175,000 is available, the Town has applied for the other $75,000 — if we are not successful in the grant application we will have to look for another appropriation to cover the difference. At the next meeting we will know how many proposals we have received and provide an update. Pat Hughes noted that she likes the scope a lot, but feels the language suggests the consultant is the project lead —she wants assurances from Mr. Lombardi that the committee will be driving the process. Mr. Lombardi agreed, but stated that he does not want the consultants to feel coming in that they will have a lesser role — butthe Town did issue an addendum to RFI that provided firms with copies of charges for the committees, so they are clear on the importance of the committee roles. Update on Beach Naming &Short -Term Public Access Mr. Lombardi noted that there will be a ribbon cutting on 6.30.22 at 6.00pm to open the new beach. The beach will officially open to residents the following morning. This is an exciting day —there has been an all - hands -on -deck effort by DPW and other departments to help get the site ready for public access. The beach is in excellent shape and opening it for public use is something we prioritized soon after the Town took possession of the property — we used federal ARPA funds to support this stage of the project. The beach will be open from July 1 to Labor Day, 8.00am to 8.00pm, with 50 parking spaces open to residents only. The Select Board adopted a beach policy specific to this property at their most recent meeting. Mr. Lombardi added that we will require beach parking permits for residents for vehicular access —the gate attendants are not checking residency for bikes or pedestrians. 30 kayak racks have been built, and there was a lottery process for these spots. These spots are already filled, and there are 18-20 people on the waiting list for these racks. Mobimats have been installed at the beach similar to Breakwater Beach and Paines Creek, in order to provide the best mobility and access to the beach. Gary Christen asked where the ribbon cutting will be held. Mr. Lombardi responded that it will be in front of the new beach, behind the new boat house. Parking will be on the grass field near the entrance to the property, then people will walk down the access road to the beach, adding that we had our first significant rain event the other night, and the stormwater system at the site handled it really well. Mr. Lombardi thanked Griffin Ryder, Jimmy Jones and DPW staff for all their work at the site. Mr. Fryzel asked Mr. Lombardi to explain how the new beach will function in relation to its proximity to Spruce Hill. Mr. Lombardi explained that Spruce Hill does not have formalized parking, but parking passes are required. Spruce Hill is not a resident -only lot, but the Town will be formalizing the parking more, and staking it off. If parking for the Bay property fills up, the gate closes, and gate staff will have discretion on when to open up. The Select Board have discussed Spruce Hill, and we are requiring people using Spruce Hill to access it from the Spruce Hill path, and not cut across the Bay property. Selectperson Chaffee thanked everyone who worked to get the beach open. She noted that it is important to provide the people of Brewster access to the beach, and having another beach is an asset to the town. She BPPC 06.29.2022 www.brewster-ma.gov Page 3 of 11 `\���\ �. s 3 Y r �E wS r��"�%;. __ - - v. � ...e �,. 2198 Main Street �� Brewster, MA 02631-1898 � Phone: (508) 896-3701 � _�� Fax: (508) 896-8089 asked if Mr. Lombardi can summarize the situation in relation to traffic flow., Mr. Lombardi explained that the traffic flow will be one way in and one way out. Signs and markings for directions are there for people to read. Cars will stop at the gatehouse while staff check for a resident beach sticker, then proceed down the access road —they will drive past the cafeteria and behind the new boat house to parking spots. To exit, they will drive to the left around the new boat house and head upon the access road on the eastern part of the property beside the Arts Center. People should park only in the parking lot, both for liability reasons and public safety access. Mr. Lombardi added that it will be busy early on in the season, especially with the nice weather. Mr. Fryzel asked if staff have been hired for this summer just to work at the Bay property. Mr. Lombardi answered that the Town has indeed hired new seasonal staff specifically for this purpose, and they are supervised by the Recreation Department. We have 5 full-time staff, and we will have 2 staff present throughout the day on the weekend. These positions are funded through federal ARPA funding for this year, and potentially next year as well. Ms. O'Connor -Rice asked if somebody will also be present at the exit gate. Mr. Lombardi noted that the exit gate is the same as the entry gate, but the barrier will be motion sensored at the exit gate. The gates will close at 6:OOpm —the beach is open 8:OOam to 8:OOpm, but there will be no new admittance after 6:OOpm. In that two-hour window the gate keeper will try and make sure people vacate the beach by 8:OOpm. Maggie Spade asked if the Town has a plan in place in case there is too much traffic back-up, given the location in relation to Millstone Road and 6A. Mr. Lombardi responded that there is a surprising amount of room for vehicles entering the property. With standard spacing in between cars, 25 cars can fit between the gate and 6A, so we do not anticipate queuing issues. Mr. Lombardi invited Selectperson Chaffee to discuss the beach naming. Selectperson Chaffee noted that herself, Selectperson Chatelain, Donna Kalinick and Mr. Lombardi served as the working group to look at the data from the beach naming contest with the goal of narrowing down the naming options. Ultimately the group decided to select an option which would pay respect to the longer-term residents of property, the Wampanoag Tribe. Four names were selected for the Select Board to vote on, and the name "First Light Beach" was ultimately chosen. The Wampanoag Tribe is known as the "People of the First Light". Mr. Lombardi added to Selectperson Chaffee's comments, noting that the Town, following on from similar policy changes in other Cape towns, recently made free beach parking permits available to members of the Wampanoag Tribe. We thought we should offer this at all Brewster beaches, given that there has been no demonstrable negative impact at other Cape beaches for parking and usage. Mr. Lombardi concluded by noting that the Town will also host movie nights on the property this summer, in addition to a concert by the Brewster Band, and a touch a truck event —these are options for residents and visitors to enjoy the property. Mr. Lombardi asked if there were any questions. BPPC 06.29.2022 www.brewster-ma.gov Page 4 of 11 \�� i( Ci f�gLO LN 6��� o�` 0 9Fg� 1 = z am =3 � A =o r //// 2198 Main Street v = Brewster, MA 02631-1898 Phone: (508) 896-3701 ,�� Fax: (508) 896-8089 Mr. Fryzel asked if any members of the Wampanoag Tribe can use the beach pass, and if it was free of charge. Mr. Lombardi responded that yes, the permits were free of charge and available to all Wampanoag tribal members, not necessarily residents of the Cape. Review of Phase II Report Findings &Remediation Plan Mr. Lombardi explained that some preliminary findings in the Phase I report identified soil contamination, due to the shooting range in the northeast quadrant of the property. The Town was aware of the issue, and so commissioned a Phase II report to explore concerns about other contaminants. This report found that the only problematic location was at the old shooting range. The Town has hired River Hawk Consulting to help the Town comply with the state requirements in terms of reporting. They are now under contract for $35,000 dollars to help with preliminary remediation work. Mr. Lombardi added that we have some estimates on cost for remediation work. At this point the DPW has recently completed HAZWOPER training with the County in anticipation of assisting with the immediate mitigation work that will need to be done in- house. The DPW is onsite now making sure the property is secure prior to the public entering. It will be fenced off and secure —trees in the vicinity were removed, all consistent with the SOP that was developed by River Hawk. That work will be completed by the opening on Friday, July 1. There have been preliminary reports to the DEP, and, once the site is secure, the Town will work with River Hawk to develop a scope of work, issue solicitation, and hire workers to come in and do the clean up work. It will take about a year to complete this work, although that timeline may be extended. The Town's intent is to deal with it as soon as possible —there is no evidence that the contamination is migrating —it's specific to a very small area. We have the Select Board ARPA funding plan which includes up to $250,000 for remediation work, so time will tell whether this will be sufficient to do all the work or if we will need an additional appropriation. Mr. Lombardi stated that he would be happy to take any questions. Mr. Fryzel asked if there was any contractual protection for this environmental issue in the P&S, and if there are no concerns for the impact on the water, or just for the soil? Mr. Lombardi responded that the Phase II report was partially intended to address wider contamination concerns that were not approximate to the site. The belief is that it is contained within the site for now. The P&S negotiations were complex, and the Town knew there would be financial exposure associated with this work and assumed the responsibility for that. Ms. Spade asked if the ARPA funds have already been dispersed to the towns, and is it necessary to apply to the County to receive the additional ARPA funds? Mr. Lombardi responded that Brewster has been directly allocated a little over $1M in ARPA funds, and we have full discretion on how to use these funds. With the additional funding, Brewster is eligible for $500,000 from County ARPA funds, but this is a separate process — we do not anticipate using these funds for any Sea Camps project. Follow-up Discussion from Site Visits Mr. Lombardi asked if anybody wanted to make any general comments in relation to the site visits. Ms. Hughes stated that she was glad to have participated —she was impressed with the number of structures and found it helpful in terms of giving her a sense of the layout and the kinds of activities could take place. BPPC 06.29.2022 www.brewster-ma.gov Page 5 of 11 \\\��\_ S EWgr i�,,��/ 1 ®tel � .6��%�1.�� �_ ;Q°` "FhN � 2198 Main Street g � p a = Brewster, MA 02631-1898 o � Phone: (508) 896-3701 %r � � = �� � \� Fax: (508) 896-8089 'i �tix...Ta,si'` Q` ///////// FEe fl PB R� op'! ��\\\\\�\\\ Mr. Lombardi responded that every time he visits property he learns something new —that there will be many more site visits because nothing compares to actually being there on the ground and talking things through. Thomas Wingard noted that he was very impressed too, and found it invaluable having Ed Barber present. Mr. Wingard asked if Mr. Barber is now afull-time Brewster staff member? Mr. Lombardi confirmed that Mr. Barber was hired in January — he is a great resource given his institutional knowledge, and navigating the past 6 months without him would have been unimaginable. Katie Jacobus Miller stated that, although conceptually, all members knew what an incredible opportunity the purchase of the property was, being there provided far more insight. Ms. Miller also agreed that Mr. Barber was a tremendous hire, and hearing stories from him about the different buildings was useful. She would like him to be part of the community forums. Mr. Lombardi noted that Mr. Barber is open minded to change on the property, and has seen the camp evolve over the years. Amanda Bebrin extended her thanks to Selectperson Chaffee for acting as tour guide. Ms. Bebrin noted she was thrilled to see in Reed Hilderbrand's scope of work the point regarding the reuse of existing structures where feasible. She is excited to imagine designing something in keeping with town character —there is room for everything the committee would want to do. She added that the Local Comprehensive Plan has 10 building blocks, and it is feasible to build all of that vision into this property. Mr. Lombardi noted that we continue to hear from residents with a whole host of ideas. The Town has lots of forums and outreach in our conceptual project plan. Mr. Fryzel stated that he was struck by magnitude of the property, and asked if the consultant will be providing an existing conditions report as part of the project. Mr. Lombardi responded that we have to start with examining the baseline conditions. This is the discovery phase and will be the first order of business for the consultants. Mr. Lombardi added that we can't get ahead of ourselves and look at use options without having a good understanding of the property. Mr. Fryzel asked if in-person meetings could take place at the property in the future. Mr. Lombardi responded that it could be possible, but it would be a challenge for broadcasting meetings, and those who have conflicts would be unable attend in person. He added that we want to have as many meetings broadcast as possible, and this is not something that is currently possible at the Bay property, but there is a balance to be had. Discuss Potential Short -Term Uses for Arts Center &Wescott House Ms. O'Connor -Rice and Ms. Bebrin discussed the potential short-term use for the Arts Center and Wescott House. Ms. O'Connor -Rice noted that the interest of local artists to use the Arts Center gives us a great opportunity. She added that a grant might be obtainable through the Mass Cultural Council for these purposes. In order to determine the use of the building, she added that work with the COA and the Recreation Department, Mass Audubon, and the YMCA, to gain their input on use options would be crucial. BPPC 06.29.2022 www.brewster-ma.gov Page 6 of 11 \��o•,... ...,in// �_ ;Q°` "�'� �' 2198 Main Street g � a a = Brewster, MA 02631-1898 o _ � Phone: (508) 896-3701 r� _��� � �� Fax: (508) 896-8089 Ms. O'Connor Rice added that the aforementioned grant is due in September. She noted that she would be very happy to work on this with the Cultural Council. People who saw the building felt it was usable the way it is —Brewster artists would love to have activities here, and it might be possible to pay someone to coordinate the activities. Selectperson Chatelain agrees that both buildings are a good opportunity. He is apprehensive, however about taking abuilding-by-building approach — he asked if Ms. O'Connor Rice had a particular use in mind, and could we make the space available while as a committee focusing on the global redesign of the site. Ms. O'Connor Rice responded that if it was specifically organized, the Cultural Council could meet and prioritize the funds allotted for next year, and potentially prioritize programs at this site. She does not think it should be this committee that coordinates what happens in that building, but thinks there are groups and other departments who could come together to work out ashort-term solution. Long-term use should be coordinated with rest of the buildings. The idea of having an artist living on the property, as occurs in Provincetown properties, would be good. Mr. Fryzel asked if the Wescott House is the building with the apartments. Mr. Lombardi confirmed that it was, and then noted the Town's thoughts on short-term access for the property. He noted that they originally considered opening up the pool up this summer, and expected there to be significant interest in having the pool open to residents next summer. Other amenities onsite are similarly turnkey —for instance, Mike Gradone, the Recreation Director, wants to use the athletic fields for sports. There is also interest in formally moving the summer recreation program over to the site. The fields, the pool, the Art Center, and the boathouse are the most turnkey amenities. Instead of taking things individually, we should plan short- term use but recognize that it will take multiple years to get through longer-term planning. Mr. Lombardi added that we may want to talk about what short-term uses will look like conceptually. The challenge in terms of operations is once the Arts Center is opened, you are essentially opening up the whole property. The aim should be to do this holistically — we want to develop a plan that takes all of these amenities into account. Ms. O'Connor Rice stated that feedback could be obtained from artistic Brewster residents. We could look at having a series of special events that would show commitment to the local artist community that the building will be accessible —this is an opportunity we should not pass up. Selectperson Chaffee noted that the committee is at important point in their work together, both Ms. O'Connor Rice and Selectperson Chatelain had made good points. But it is clear there are already competing priorities — as a group we need to decide what is going to guide us. A list is needed of short-term possible uses; there are a lot of competing interests for short-term use. Selectperson Chaffee noted that the committee and Town Administration need a process and criteria to determine how we will prioritize short term uses. In a more complex way, we need to do the same for the longer-term use, which is the meat of the work. We need to look at plans such as the Vision Plan to understand what the priorities of Brewster residents might be, and those plans, in addition to upcoming forums, will help to shape the decisions we BPPC 06.29.2022 www.brewster-ma.gov Page 7 of 11 q W ,,fth Q° 2198 Main Street 3 A a = Brewster, MA 02631-1898 o _ Phone: (508) 896-3701 AAR Fax: (508) 896-8089 make. The most dangerous path ahead is to try to work through this process without any method — we need a process as we work together. Ms. Hughes noted that the main issue in relation to the property is access — we will only allow 50 cars for residents in the current lot. We need to discuss where to put vehicles more generally speaking. She added that this is the context within which decisions about use need to be made. Mr. Lombardi noted that he agreed with Ms. Hughes point. He provided an example that there are only 5 parking spots near the pool, but the pool has an occupancy size of 200 people. That is just one example of the considerations for managing traffic and access for short term uses across the site. Ms. O'Connor -Rice noted that we have an opportunity now to experiment with different approaches. She advocated creating a series of activities to test the limits of how the space is used, to see what works and what doesn't work. Selectperson Chatelain stated that when September arrives, the committee will realize that there are other demands for the site than just summer activities. Doing test activities in indoor spaces might be worthwhile and soliciting this feedback from the community in the winter would be beneficial. Mr. Lombardi responded that it would be possible to structure outreach to obtain feedback on short-term uses. Ms. O'Connor -Rice explained that it would be possible to write an amorphous enough grant for general support without determining the uses, while outlining a couple of fun activities leading up to the winter just so it is clear in the application that we understand the need to have programming. Mr. Lombardi responded that it is great to identify grant opportunities, but we need to develop a plan before putting in for grant funding as opposed to it happening in reverse, Mr. Fryzel asked if the consultants will guide us through the process Selectperson Chaffee outlined in terms of dealing with competing interests. Mr. Lombardi replied that, yes, the Town will use them as a resource. It is expected that a high-level plan will be developed outlining who will responsible for which areas. And, having managed similar projects before, the firm in question will be able to handle the issue of multiple stakeholders. Ms. O'Connor -Rice added that the grant money could help develop a plan for the use, and she believed that the MCC could help with this. Ms. Spade stated her view that recreation activities were often discussed in relation to the property due to the prior use of the camp, and it is important that the arts and culture do not get forgotten because of this. She believes that we should not pass up the opportunity to miss this MCC funding. It is important that people in the arts do not think this site will have no space for them, and we need to be inclusive of arts and culture. Mr. Lombardi agreed that it is important that the property is usable after Labor Day. The Pond Property Committee has also talked about pilot programming at their site to get an initial sense of long-term use. BPPC 06.29.2022 www.brewster-ma.gov Page 8 of 11 s2 a,'�°` "�'� �' 2198 Main Street g � 9 r = Brewster, MA 02631-1898 o _ _ ti ` Phone: (508) 896-3701 %r = _ �� ,� —= �,,,,� � ��� Fax: (508) 896-8089 ////�/////n Ee O R P p OHO\\\\\\\\\ Selectperson Chaffee noted that although interesting conversations were taking place here, we are not going to have consultants on board until mid-August, so the heart of the process will not happen until the firm is on board. Mr. Lombardi added that this isnot to say the consultants will be leading the process, but they have worked on similar projects before and can help with these discussions. Ms. Bebrin noted that in terms of the Wescott house, she hears from many residents about the housing crisis. She believes that the apartments are in good shape but having people in these units would be an ongoing operational use. Ms. Bebrin added that if a list is being developed, Wescott house should be in consideration as a priority for short-term use. Ms. O'Connor -Rice responded that she read an article in the Cape Cod Chronicle regarding beaches having trouble hiring lifeguards. She believes that if they can be housed somewhere, like Wescott, maybe that would be helpful to the hiring issue. Mr. Lombardi stated his agreement —the biggest hurdle to opening the pool, was a lifeguards staffing shortage — we were lucky to get the handful of staff that was needed for the beach. 12-15 lifeguards would be required to operate the pool 7 days a week in the high summer. He added that Wescott House is indeed a relatively turnkey amenity, and it makes sense to look at opening it for use. Trying to make it available to low-income residents is feasible, but the details get complicated very quick. Ms. Bebrin stated that nothing can be decided in a vacuum. She is a huge housing advocate, but the committee is focused on the big picture, and a holistic view is certainly needed. Mr. Lombardi added that lifeguards are not the only issue, there is a broader workforce housing issue for teachers and firefighters. Ms. McCarley stated her appreciation of Ms. Bebrin and Ms. O'Connor -Rice's ideas. She also added her appreciation of Selectperson Chaffee's framing of committee responsibilities. Ms. McCarley added that the sooner the committee can meet in person, the more helpful it will be for members and the consultants to understand how they will work together. Everyone has ideas, but the committee needs to get to know each other better. Discuss Upcoming Meeting Schedule &Format Mr. Lombardi explained that the state has allowed for expanded Open Meeting Law provisions. These are set to expire on July 15. There is a provision in the state budget to extend this law through to December 2023, and we are hopeful they will continue beyond this period, because although meeting in person is valuable, the flexibility of meeting remotely has been very beneficial. Mr. Lombardi added that he believes a decision will be made by July 15, but we are currently in a holding pattern. The Select Board has developed an updated remote participation policy to reflect the potential scenario which would allow committees to meet in a hybrid format. Mr. Lombardi explained that the Town is trying to allow for continued public participation remotely, with hybrid committee members, and hybrid participation. There were a very limited amount of those meetings last summer. The next meeting is July 19 — assuming a majority will be meeting in person — the Chair will be responsible for ensuring a quorum is physically present. The tentative plan is for the BPPC 06.29.2022 www.brewster-ma.gov Page 9 of 11 � ---,� !I'1-1aj- i��iyi��riaj _'"`�; .� � . � c�1 ' � NY�.I�f1_' �t[:-f.. �. �ti� - Eo Fffa RPORPep� �... 1 B � 1 ..a 0 2198 Main Street y = Brewster, MA 02631-1898 � ` Phone: (508) 896-3701 ,� Fax; (508) 896-8089 meetings to occur at Town Hall, and we will be looking to broadcast as many as possible. If things change, we will let you know. Mr. Fryzel noted that there have been severe technical difficulties in the past with hybrid meetings, and wants to know how this will be avoided. Mr. Lombardi noted that we will have to make this work, and the Town will work to troubleshoot to be sure it will work. Technology can be a challenge — it can derail a meeting and be very distracting. Hopefully this won't be the case. If technical issues occur, we will have to jump back to a remote format until we get it right. Mr. Fryzel responded that people in the corporate world are having the same difficulties, and maybe Zoom isn't equipped for hybrid meetings. Mr. Lombardi noted that an added layer of complexity exists because there is onsite, broadcast, remote, livestream, and Channel 18 to consider — it's a lot of mediums to blend together. Mr. Lombardi closed by noting we will have a consultant selected by the next meeting, and we will have to decide whether it makes sense to go to a 2 -meetings -a -month schedule from August onwards. We will know more on the 19tH Vote on Meeting Minutes: April 19 and May 10, 2022 Ms. Hughes moved to approve the minutes for April 19. Ms. Jacobus Miller noted that she was in attendance on April 19th. And the name of Ms. O'Connor -Rice was typed out incorrectly. The minutes were seconded by Mr. Fryzel, as amended. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley —yes, Katie Miller Jacobus — yes,John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Pat moved to approve the minutes May 10. Seconded by Karl. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley —yes, Katie Miller Jacobus — yes,John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Discuss Future Meeting Agenda Items Ms Hu hes asked for a quick report on beach access. Mr. Lombardi agreed. Mr. Fryzel asked if the g committee should continue their discussion of the short-term use of Wescott House. Mr. Lombardi replied that he thinks narrowly looking at this one house might be too narrow of a discussion, but that Jill Scalise, the Housing Coordinator, would be invited to attend and discuss reuse of any one of these structures for the purposes of housing. Mr. Fryzel asked if there could also be a potential update on the MCC grant. Ms. O'Connor -Rice agreed it should be on the agenda, but there will likely not be too much more information by then. BPPC 06.29.2022 www.brewster-ma.gov Page 10 of 11 .a��\��o�q�� VI/S. 3 0 r 2198 Main Street a Brewster, MA 02631-1898 oo, Phone: (508) 896-3701 ,� Fax: (508) 896-8089 Matters Not Reasonably Anticipated by the Chair: None Next Meetings: July 19, August 2, and August 16, 2022. Adjournment Mr. Fryzel moved to adjourn at 6:07pm. Ms. Hughes second. A roll call vote was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Thomas Wingard —yes, Karl Fryzel —yes, Peter Johnson —yes, Caroline McCarley —yes, Katie Miller Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes. Respectfully submitted by Conor Kenny, Project Manager Approved: 08 / 19 / 2022 Date Signed: Accompanying Documents in Packet: Agenda, CCSC Comprehensive Planning Documents, Beach Naming Contest Information &Access Plans, CCSC Signed Contract, Bay Property Abatement Plan, Brewster Soil Budgetary Costings, ABPA Memo, Cultural Council Grants Document, BPPC 4.19.22 Minutes, BPPC 5.10.22 Minutes BPPC 06.29.2022 www.brewster-ma.gov Page 11 of 11