HomeMy Public PortalAboutSelect Board -- 2022-08-22 Minutes0'
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MINUTES OF THE SELECT BOARD MEETING
DATE. August 22, 2022
TIME: 6:00 PM
PLACE: Remote Participation
REGULAR SESSION
REMOTE PARTICIPANTS: Chair Whitney, Selectperson Hoffmann, Selectperson Bingham, Selectperson
Chaffee, Town Administrator Peter Lombardi, Assistant Town Administrator Donna Kalinick, Joan Pernice,
Cindy St. Amour, Bryan Webb, Jon Mostyn, Liam Maloney, Robert Newman, Mike Ford, Greg Tocci,
ABSENT: Selectperson Chatelain
Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement
Chair Whitney called the meeting to order at 6s00pm, declared a quorum by announcing the Select Board
members present and read the meeting participation and recording statement.
Public Announcements and Comments:
James Foley, representative for the Beachwood Landing Association, would like the Select Board to add to a
future agenda meeting short term rentals. There is currently no registration process or oversight through
the Town and Mr. Foley believes they are becoming a problem.
Select Board Announcements and Liaison Reports:
Selectperson Chaffee mentioned that the Recycling Commission and the Brewster Ladies Library partnered
to hold the Town's first "Fixit" clinic. Those with broken household items learned how to fix them from
coaches and extend the life of the items. The event had a good success rate.
Town Administrator's Report
Mr. Lombardi provided the following:
• Covid Pandemic
o The CDC issued updated guidance around quarantining and isolation last week, this has been
posted on the Town's website.
o In Brewster we have been seeing positive cases between 10-20 per week for the past 2+
months, closer to 10 and a little under recently, trending in a good direction.
• Punkhorn Hunting
o All bylaws that are approved are sent to the State Attorney General's office for compliance
review, they have a 90 -day period for the review and can request up to another 90 -day
extension. For the bylaw that was passed at Town Meeting in May that allows bow hunting in
the Punkhorns for 3 weeks in December, the State has asked for a 45 -day extension. The new
deadline is October Stn
o In the meantime, the Department of Natural Resources and Town Administration have been
working with town counsel to identify how the bylaw will be implemented. The Town will
work to educate both hunters and residents about the changes.
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o Anticipate providing an update to Conservation Commission, Select Board, and Water
Commissioners in late October to prep for this upcoming season.
• High School Building Project
o The bidding process has been restarted and the bids are now expected to be opened in
October.
o School officials met with Town Administrators and Finance Directors last week to review the
revised timeline and to discuss planned approach to financing.
o We have $90+M in permanent debt that is planned to be issued by next summer, which will
impact the tax rate in FY24. The market rates look favorable, assuming conservatively 3.75%
interest on the project at this time.
o Officials will be reconvening in January to determine consensus approach to long term debt.
Expect it to be level debt, but length or timing of issuance has not yet been determined. The
decisions will be made and voted on by the Nauset Regional School Committee who will be
seeking input from all member towns.
Wing Island Boardwalk
o The Town hosted a public forum last Monday to provide background information about this
project and to share early conceptual design information. Had over 50+ residents who joined.
o A project page has been created on the Town website and a FAQ page will be added. The
Town is currently seeking residents to email input to the Town through Friday September 2"d
o Planning on a presentation to the Select Board on the conceptual design & summary of
resident input is planned for late September. A follow up public forum on the project and
Phase I improvements on the Drummer Boy Master Plan will be held in October.
• State Primary
o September 6th, voting will be held at the Brewster Baptist Church, 1848 Main Street,
Tuesday
from lam until Bpm.
Cwith Chapter 92 of the Acts of 2022, early voting will be at Town Hall this Saturday
o onsistent
from gam to 3pm then continue next week, Monday through Friday 8:30am to 4:OOpm.
o Vote by mail is now a permanent option for residents, applications must be received by next
Monday, August 29th and ballots must be returned by Bpm on September 6th
o If looking to register or change your party, forms must be submitted by Spm on Friday, August
26th
• Assistance to Firefighters Grant Award
o The Brewster Fire Department received $145K in Federal funding that will be used to train the
entire department in Fire Instructor training and Fire Officer One training, both are consistent
with the departments recent strategic plan.
o Chief Moran has secured $1.9+M in Federal and State Grant funds in the past 11 years.
• State Legislation Session
o Extremely active at the close of the session, a lot of legislation and funding was approved.
Chapter 62F, a ballot initiative that redistributes excess state tax revenues in the form of
income tax credits is still pending. Governor Baker and his administration anticipate this could
have an impact in up to $313 in state revenues. Initially the supplemental budget included
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Select Board
2198 Main Street Town Administrator
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$200M for funding water quality wastewater projects on the Cape through the CCIWPF &
Barnstable County Septic loan program that was planned to help cover some of wastewater
upgrades needed if DEP changes Title V regulations. More to come on this topic.
o The Town Charter is still working its way through House approvals before moving to the
Senate, hope that this will be approved by the end of this calendar year.
• First Light Beach
o Feedback from residents about our first summer has been incredibly positive.
o Originally planned to close beach access after Labor Day, we now plan to keep the beach open
to residents through Columbus Day on Saturday and Sundays from Siam to 6pm.
o Residents can still access the beach during the offseason via Spruce Hill.
• Sea Camps Events
o Two successful movie nights hosted by the Brewster Recreation Department, Last Thursday
the Brewster Band performed with a good turnout on the property. The final summer event
will be Friday at Spm, Touch a Truck.
o The Recreation Department is working on additional public events for the Bay property for
this fall, winter and next spring, details to come.
Ms. Kalinick added that First Light Beach will be closing at 4pm on Friday for the Touch a Truck event due to
traffic concerns.
ConsentA�enda
a. Meeting Minutes: August 8, 2022
b. Appointment: Suzanne Kenney- Human Services
c. Facility use Applications: Drummer Boy Park (By the Bay Craft Shows, Kaleidoscope Craft Shows,
Castleberry Fairs & Festivals)
Is One Day Liquor License Applications: Cape Cod Museum of Natural History, Friends of Brewster
Elders (plus fee waiver request), Brewster Chamber of Commerce and Chatham Bars Inn Farm (3)
e. One Day Entertainment License Applications: 417 Main Street, Eldredge Farm, Friends of Brewster
Elders (plus fee waiver request), 155 Mill Pond Drive and Chatham Bars Inn (2)
f. Special Event Application: Eldredge Farm Foundation
g. Fee Waiver Request- Brewster Whitecaps Organization.
Selectperson Hoffmann moved to approve the Consent Agenda items including the appropriate comments
from departments about any of the changes. Selectperson Bingham second. A roll call vote was taken.
Selectperson Hoffmann -yes, Selectperson Bingham -yes, Selectperson Chaffee -yes, Chair Whitney -yes, The
Board vote was 4 -Yes, 0 -No.
Discuss and Vote on Potential Library Renovation Project
Selectperson Hoffmann stated that she submitted a disclosure of a conflict of interest in that she and her
husband have been library supporters but have no decision-making authority in their membership. Adding
that this in no way influences her ability to make decisions in the best interest for the Town for Brewster.
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Chair Whitney also commented that he is a member of the library association.
Selectperson Hoffmann commented that when making an important decision like this one she again
reviewed the presentation and all data carefully. There are many aspects of the renovation project that are
important including, improving handicapped accessibility, digitizing historic collections, improving the
infrastructure of the HVAC system, replacing the elevator, increasing electrical capacity and enhancing the IT
infrastructure. These are all necessary improvements and inquired if there is a way to complete these
upgrades in a phased approach. Adding that it is important to make sure future planning matches the need
of the community. Selectperson Hoffmann stated that she does not support the project as proposed but
would like to see other ways to address the immediate needs.
Selectperson Chaffee commented that the library is such an important part of the community, however with
the numbers having increased to almost $16.5M does not support the current renovation project. If specific
projects that were outlined previously by Selectperson Hoffmann could be completed, she would be
supportive providing funding is prioritized for specific smaller projects that could be accomplished.
Selectperson Bingham commented that the library is valuable to the Town of Brewster but finds it difficult to
balance the library renovations in totality with the desperate need of a community center. She agrees with
previous statements in looking at projects in phases. At this time Selectperson Bingham has a difficult time
in voting in favor of this large of a project.
Chair Whitney agrees with these opinions, was fully in support of a $10M project since there was a theory of
financing in place with little to no excluded debt, but this is no more the case with the current financials. He
supports the upgrades the library needs in smaller projects. Chair Whitney stated he cannot support the
project going forward and feels we have not been served well by the State by giving us an award 5-7 years
ago, with the prices escalations that has occurred.
Ms. Pernice thanked the Select Board for their thoughtfulness in coming to their decision. Noting that the
Board of Directors of the Association have always talked about an option B, a version of what has been
expressed this evening. Ms. Pernice made it clear that in voting no on the library project as it was submitted
to the Mass Board of Library Commissioners, the award of $4.61M goes away. The Town will no longer be
eligible for this money and would be on our own for funding renovations. Adding that the core of the
renovations was the build out of the lower level, the 5,000 sq ft. of space that would enhance goals in
enhancing handicapped accessibility, expanding the children's space and expanding the adult circulation
space. Ms. Pernice commented that she is willing to work with the Town to look at options for phased
renovations with no state grant money available. Ms. Pernice commented that in all honesty, in not
accepting the grant and moving forward with the building project as designed is a missed opportunity, the
building needs the renovations in the proposal.
Mr. Lombardi added that the State decided years ago to accept 24 project applications, which is easy to look
back and realize this was a disservice to a number of projects including ours. Noting that in some ways it
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Doc ID: d212f89b5c034abdc348eaac08f779f71028ced4
2198 Main Street
Brewster, MA 026314898
Phone: (508) 896-3701
Fax:(508) 896-8089
Office of•.
Select Board
Town Administrator
might have been better if the State accepted a shorter list. Mr. Lombardi suggested that perhaps in the
State's methodology in how they evaluate projects, in terms of merits of the project and their perceived
need in the community, we could ask the State for feedback on how we may apply our approached phasing
and the benefits in renovations for some items that were originally proposed. Mr. Lombardi agreed that
some upgrades are needed and the Town will have to figure out a plan on how to fund them.
Follow-up on FY23 Ocean Edge Annual Entertainment License Renewal &Related Noise Concerns
Included in the packet was correspondence received from residents since the last Select Board meeting on
this topic in July. Bob Newman (Ocean Edge) introduced Liam Maloney and Greg Tocci representatives from
the environmental noise consultant that Ocean Edge hired. The Sound Measurement Summary was shared
via a PowerPoint presentation, key items included:
• Focus point of the study was at the Bay Pines Pavilion, with two sound monitoring locations to the
west and the southwest of the focus point.
• Sound was measured from a wedding reception on Saturday June 25th from Spm —10pm,
observations were conducted along Ellis Landing Road and other points inside property lines.
• Weeklong measurements were conducted between Monday, June 20th through Sunday, June 26th
• A graph showing background sound level was displayed, it was noted that during the wedding
reception the sound level was not extremely different than the rest of the weeks sound levels.
• Observations included:
o Sound was minimally audible along Ellis Landing Road.
■ Audibility was sound dependent
■ Music was not audible during dinner
■ Music was not consistently audible during dancing
Mr. Tocci added that on the graph during the reception event time frame sounds levels at Ellis Landing Road
was adubile for a brief period. Adding that it does not mean that it was loud, but sound levels were slightly
elevated during that time. In comparison to the rest of the week, sounds levels during the event were either
consistent or slightly below sound levels that occurred at other times. Mr. Tocci commented that whether
music is audible or not is not a matter of how loud it is, but how it compares to the existing background noise
produced by other sources of sound in the environment. The comparison is important and is more telling in
how audible music is.
Chair Whitney commented that while he agrees, the peak of the noise of traffic is around noon and most
residents' issues are the music and noise at night, not during the day. Mr. Lombardi asked for a copy of the
report of the document for public record. Mr. Lombardi noted that the Select Board on the Strategic Plan
identified both revisiting the Town's noise bylaw and developing regulations around Entertainment licensing
as a goal. This isn't specific to Ocean Edge, a broader policy issue that the Board sees as important.
Resident Donna Bundock (Nelson Street) commented that she hears the music in the evenings and it can be
louder on some nights depending on the wind. She noted that on the graph there were other nights during
the week that had sound waves peak, but they were not discussed. Adding that the week that was picked
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for the study was a week that Ocean Edge knew the sound monitoring was being completed. Mr. Tocci
responded that he was not aware of any other musical performance or activity other than the time Mr.
Maloney was physically present, which was for the wedding event.
Resident Jan Moore (2837 Main Street) commented about the sound monitoring locations and readings only
from the Bay Pines Pavilion, not the front lawn. She noted that Ocean Edge kindly offered her a dinner for
two but wonders if this was due to the circumstances of an event on that date at Ocean Edge, Ms. Moore did
note that as part of the Special Permit, the panels of the tent are supposed to be down, except for the one
that facing the mansion. Ms. Moore stated that she wants the Entertainment License to be addressed and
does not want music invading her house anymore.
Bob Newman responded that at the last Select Board meeting he referenced three tented events on the
front lawn and in bringing some concerns to the organizer of one of the events they had decided to relocate
the event to the ball room. The first wedding happened this past Saturday and the final event will be this
coming Saturday. Mr. Newman stated that in a good faith gesture they did offer Ms. Moore dinner on
Saturday night, knowing she may be impacted, and Ocean Edge wants to be a good neighbor. In response tc
the opening of the tent, as Mr. Newman understands per the Building and Fire Departments there must be
always a panel open for an entrance and emergency exit. This will need to be followed up on to ascertain
what the requirements are.
Chair Whitney stated that this agenda item was an update on the Entertainment License and requested that
Mr. Tocci sends a copy of the report to the Town.
Presentation and Vote on Proposed Process to Revise Brewster Town Seal
Selectperson Chaffee reviewed the presentation that is included in the meeting packet:
• Town Seal is required by State law, MGL Ch. 40 Sec. 47
• BreWSter's Town Seal appears on official correspondence, town documents and property.
• The History of the current town seal include:
o Adopted in 1976 at Town Meeting
o Features a drawing of a chair once owned by Elder William Brewster. In conferring with Sally
Gunning, President of the Brewster Historical Society and Donna Curtin, Executive Director of
the Pilgrim Hall Museum, confirmed that William Brewster never lived or visited Brewster, but
did have descendants who moved here.
• Towns will revise their seals because of offensive or inaccurate portrayals of historic events or they
appear "outdated"
• Branding can be completed through a town seal, demonstrating what makes a town interesting or
different.
• Redesigning the town seal is a goal included in the draft FY23 Select Board Strategic Plan
• Recommendations on next steps.
■ Direct the Town Administration to survey residents
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own ®f Brewster, _ Officeof:
Town
Select Board
2198 Main Street Town Administrator
v ” Brewster, MA 02631-1898
�\ Phone: (508) 896-3701
Fax: (508) 896-8089
Conduct historic, cultural and other research on town seals
■ Determine costs of updating the seal
■ Report findings to the Select Board
• Actions and a timeline were presented if the community supports updating the town seal.
Selectperson Chaffee moved that the Brewster Select Board direct the Town Administrator with investigating
whether we should change our Town Seal. Selectperson Hoffmann second. A roll call vote was taken.
Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Whitney -yes. The
Board vote was 4 -Yes, 0 -No.
Discuss and Vote on Recommended Crosby Mansion Fee Schedule and Update on Event Guidelines
Mr. Lombardi noted that the Crosby Property Committee is looking to bring in more events and activities at
the Crosby Mansion starting next season. Mr. Lombardi recognized the new property manager and the
Friends of Crosby Mansion in expanding the tour schedule this summer, increasing tours from 4 to 20, noting
that this has been well received. The Committee is looking to host weddings, meetings and birthday parties,
making sure the Mansion is a community resource. At the committee's last meeting, they voted to support a
fee schedule. The committee also approved guidelines for events. Some of the informal guidelines will
remain in place, and new guidelines will be added to allow for flexibility, guidelines will include:
■ Events on the property will generally cease by Bpm
■ All music will occur indoors only, primarily in the function room.
■ Up to 2 events a month (May -October) can continue to Spm, all activity must cease by 10pm for
these events.
Mr. Lombardi reminded the Board that Crosby has their own revolving account, almost entirely covered
outside of the general fund and brings in about $75K per year primarily through revenues in renting out the
two beach cottages. The intent of the guidelines and fee schedule is to invest more into the property and
prolong the financial feasibility.
Selectperson Hoffmann moved to approve the fee schedule that was proposed in the packet for Crosby
Mansion and grounds. Selectperson Chaffee second. A roll call vote was taken. Selectperson Chaffee -yes,
Selectperson Hoffmann -yes, Selectperson Bingham -yes, Chair Whitney -yes. The Board vote was 4 -Yes, 0 -No.
Discuss and Vote on License Agreement and Dirt Drive Easement Release for 0 Mid -Cape Highway
Mr. Lombardi stated that in 2020 NextGrid received special permit and variance approvals to install alarge-
scale ground mounted solar array at 0 Mid -Cape Highway, which is on Freemans Way across from the
Captains Golf course. The town owns about 1/6th of an acre parcel in the NW corner, it is land locked and
adjacent to the Route 6 right of way. There is no other town use or need to access this property. NextGrid
has secured all necessary approvals from DEP for the disposition of the site and worked out all the
interconnection arrangements with Eversource.
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2198 Main Street
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The license agreement is proposed for a 20 -year term, NextGrid will pay the Town $1300
/year with a 4%
annual escalator. Either party can terminate with 60 days' notice and NextGrid when/if the license
agreement is terminated must return the property to its current condition. The Town also has an easement
across NextGrid's property to access our Town parcel, as part of the Boards approval, NextGrid has
requested a release of the easement for financing purposes. Both documents have been vetted by town
counsel.
Selectperson Hoffman moved to approve the release of easement and the approval of the license agreement
as outlined in the packet. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -
yes, Selectperson Chaffee -yes, Selectperson Hoffmann -yes, Chair Whitney -yes, The Board vote was 4 -Yes, 0 -
No.
Discuss and Vote on Changes to Town Office Hours
Mr. Lombardi reviewed the Town Offices schedule since the early days of the pandemic. Operating under
the current model (Monday — Thursday and by appointment on Fridays) we feel that we have been able to
successfully deliver services and meet expectations of residents. One of the goals of the Board in last year's
strategic plan was to look at lessons learned from the pandemic that were worth carrying forward. Mr.
Lombardi conveyed that Town staff have all been working full time on site on Fridays, answering calls, emails
and meeting with residents either outside or in town offices when needed.
The recommendation is to continue with the current service model, being closed on Fridays allows Town
staff to schedule training, professional developments, team meetings and have one day a week where they
are able to focus exclusively on administrative tasks. This schedule would be for all administrative offices
including, Town Hall, Department of Public Works, the Water Department, and the Natural Resources office.
The Council on Aging would like to be open Monday — Friday, which is consistent with other social services
departments. It will be important for the Town to communicate this with residents and be clear of our
availability on Fridays in continuing to meet their service needs, also so that they understand that this is not
covid specific anymore.
Selectperson Hoffman moved to approve the changes to the office hours as outlined in the memo dated
8.19.2022. Selectperson Chaffee second. A roll call vote was taken. Selectperson Hoffmann -yes, Selectperson
Bingham -yes, Selectperson Chaffee -yes, Chair Whitney -yes, The Board vote was 4 -Yes, 0 -No.
Discuss Potential Limitations on Duration of Select Board Meeting
Selectperson Bingham noted that this recommendation would not be binding, but highly recommended that
the Chair would not be allowed to present new agenda items past 8:15pm. Adding that the Select Board
makes important decisions and should give each agenda item the time that they deserve for discussion and
review.
Selectperson Chaffee commented that it is difficult to have thoughtful policies discussions late in the evening
and offered an alternative approach to look at starting meetings earlier, possibly Spm. Adding that the really
long meetings are an exception rather than the rule and that the Brewster Select Board is very sufficient.
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Town of Brewster ..
2198 Main Street
n Brewster, MA 026314898
y Phone: (508) 896-3701
Fax: (508) 896-8089
Office of:
Select Board'
Town Administrator
Selectperson Hoffmann stated that when creating and reviewing the agenda, the Chair and Vice Chair can
anticipate how long each agenda item will need for discussion, especially with public input items.
Mr. Lombardi commented that he is reluctant to commit to anything without further review of the board
and committee schedule, this is something that can be reviewed and recommendation made at a future
meeting. Mr. Lombardi pointed out that an early start time may be difficult for residents and others to
participate if they have a traditional workday.
Ms. Kalinick pointed out that with Selectperson Chatelain absent from this discussion, the Board may want to
wait to discuss further until he can provide his feedback. Adding that the Board has to not only think about
the membership of the Board, but those who will be attending and watching Select Board meetings.
Chair Whitney agreed that more attention can be on the order of agenda items and noted that the tradition
is to have any item that involves an outside member be placed near the start of the meeting. The Board can
explore some options moving forward.
Vote on Change to Pond Property Committee Charge
Ms. Kalinick noted that the Pond Parcel Planning Committee voted at their last meeting, August 17th, to
support the Select Board proposal to change the Recreation Commission liaison to a voting member. If
approved Ms. Kalinick will work with the Recreation Commission on this change.
Selectperson Hoffmann moved that the Board change the makeup of the Pond Parcel Planning Committee
charge to eliminate the liaison position for the Recreation Commission member and turn it into a Recreation
Commission voting member. Selectperson Bingham second. A roll call vote was taken. Selectperson Chaffee -
yes, Selectperson Bingham- yes, Selectperson Hoffmann -yes, Chair Whitney -yes. The Board vote was 4 -Yes,
0 -No.
Review and Vote on FY23-24 Select Board Strategic Plan
Mr. Lombardi noted there was a handful of minor changes to the draft, including addition of a couple of
board/committees on some of the goals in listing them as responsible parties. Changes were made
regarding the previous discussion about the complexity of the goals and referencing them as higher or lower,
not necessarily high, or low degree of difficulty. No other changes that would impact the policy intent of the
goals.
Selectperson Hoffmann moved to approve the Select Board FY23-24 Strategic Plan as presented in the
packet. Selectperson Chaffee second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson
Chaffee- yes, Selectperson Hoffmann -yes, Chair Whitney -yes. The Board vote was 4 -Yes, 0 -No.
For Your Information:
Mr. Lombard acknowledged our Housing Production Plan has been formally approved by the State and
thanked both Jill Scalise and Donna Ialinick for their work on this project.
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Doc ID: d212f89b5c034abdc348eaac08f779f71028ced4
2198 Main Street
Brewster, MA 026311111898
Phone: (508) 89611113701
Fax:(508) 8961118089
Matters Not Reasonably Anticipated by the Chair:
None
Questions from the Media:
None
Next Meetings:
September 12 and September 26, 2022
office of:
Select Board
Town Administrator
Adjournment
Selectperson Hoffmann moved to adjourn at 7:56pm. Selectperson Bingham second. A roll call vote was
taken. Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Bingham -yes, Chair Whitney -yes.
The Board vote was 4 -Yes, Mo.
Respectfully submitted by Erika Mawn, Executive Assistant
A roved: 09 / 13 / 2022 Signed:
pp
Date
Selectperson Hoffmann, Clerk of the Select Board
Accompanying Documents in Packet: Agenda, TA report, Consent agenda items, Library Renovation Project documents, Ocean Edge
Resort Annual Entertainment Follow Up, Presentation on revision of Town seal, Crosby Mansion Fee Schedule and event guidelines,
License agreement & Easement, Town office hours, PPPC Charge, FY23-24 SB Strategic Plan, FYls.
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Doc ID: d212f89b5c034abdc348eaac08f779f71028ced4
a�ELL �s�� Audis Trail
TITLE Approved August 22, 2022 Minutes
FILE NAME SB 8.22.22.doc
DOCUMENT ID d212f89b5c034abdc348eaac08f779f71028ced4
AUDIT TRAIL DATE FORMAT MM / DD / YYYY
STATUS Signed
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