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Home My Public Portal AboutBay Parcel Planning -- 2022-10-18 Minutes°aE,.. 4Town of Brewster N 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 — Fax: (508) 896-8089 //�%/// Fa A%,n eo� \p�\\\\�� MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: October 18, 2022 TIME: 4:00 PM OF PLACE: Remote Participation PARTICIPANTS: Town Administrator Peter Lombardi, Chair Amanda Bebrin, Selectperson Mary Chaffee, Selectperson Ned Chatelain, Karl Fryzel, Katie Jacobus, Caroline McCarley, Clare O'Connor -Rice, Patricia Hughes, Peter Johnson, Thomas Wingard, John Phillips; Liaisons/Representatives, Bill Meehan, Kathleen Walker, Sharon Te nnstedt,_Maggie Spade -Aguilar, Gary Christen; Town Staff: Recreation Director, Mike Gradone, Director of Public Works, Griffin Ryder 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 Consulting Services Peter Lombardi noted that Reed Hilderbrand has provided an updated price proposal, including an updated narrative and scope. The Town has some comments and questions, but not anything that can't be worked through quickly. The price proposal is significantly lower than the first one, much closer to the original budget. This is a positive development. The Town tried to bring in another firm for a comparative proposal, but the firms that were contacted ultimately did not have the capacity, time, or expertise to do the work. Mr. Lombardi noted that he expects to be able to provide certainty around the scope and price soon. Nothing has been formally announced yet, but the Town also anticipates positive news from the state with regard to the OneStop grant application. Receiving this grant would put the Town in a stronger financial position. Karl Fryzel asked when the consultants would be able to start the work. Mr. Lombardi responded that it would likely be by the middle of November, and he expects them to be at the next meeting. John Phillips asked if the consultants would accelerate the discovery phase of the process. Mr. Lombardi responded that this part of the scope has not changed and he does not expect it to be fast tracked. Review Fall 2023 Special Town Meeting Warrant Articles Related to Bav Proaerty Mr. Lombardi stated that he has sent the latest version of the warrant to the committee for members to review articles related to the Bay Property. Article 2, item 1b, is a $175,000 request for planning work —there is still no certainty around the state grant, so the request will remain at this amount. Item 1d is for $50,000, and pertains to interim uses for the Sea Camps — this would help support programming events and public access. Item 2a is a $250,000 capital request for the pool parking area. Item 6d is a $17,500 request from BPPC 10.18.2022 www.brewster-ma.gov Page 1 of 5 Doc ID: 94f107bad744cOc3093aa50ea13d137a4015c67d �N1 "� VV Town �t'�a R ® pia O 45ApQ _ 0" N 2198 Main Street 3 a = Brewster, MA 02631-1898 C Phone: (508) 896-3701 '0 Fax: (508) 896-8089 free cash to purchase landscape equipment. Article 13 is the creation of the new revolving fund for the pool — this has increased from $150,000 to $200,000. Article 14 appropriates Year 1 operating funds — this is necessary in order to cover operating expenses after reviewing the budget with the YMCA and to preload the revolving fund. The Select Board and Finance Committee voted unanimously in favor of all of these articles. Mr. Fryzel asked for clarification on how the revolving fund works. Mr. Lombardi responded that it is a clean accounting mechanism which tracks how much revenue we are bringing in. The idea is that the fund is separately accounted for, so policy decisions can be made accordingly. __ _Ms. Jacobus_a__sked_-_when these appropriations_will be available. Mr. Lomb_ ardi confirmed that_they will be _ available immediately after being approved at Town Meeting, Ms. Bebrin asked if the committee need to vote on these warrant articles, even unofficially, to show support for them. Mr. Lombardi said this would be a good idea. - -Discuss Proposed Pool Parkine Area— Griffin Ryder DPW Director - - Griffin Ryder, DPW Director, presented to the committee. Mr. Ryder displayed a birds eye view map of the property, and discussed the constraints of vehicles accessing the pool area, due to the lack of two-way circulation on the property. One of the locations that could be considered for pool parking is the tennis court and basketball court area, due to the fact that pre-existing impervious surface already exists at these locations. There would be much less work involved in terms of stormwater infrastructure and treatment. Mr. Ryder commented that these locations make the most sense, and a two-way road could also be created after the rotary to improve circulation. It would be feasible to have 40-60 parking spaces in the basketball and tennis court area. Selectperson Chaffee asked if there was the potential to create a space for adrop-off spot for people who are not driving themselves or planning on parking. Mr. Ryder noted that there were two areas for a possible drop-off spot. Selectperson Chaffee noted the importance of choosing the most environmentally friendly surface. Mr. Ryder responded that impervious surface currently existed at the court locations, but where it was possible to build pervious surfaces, it could be considered as an option. Mike Gradone, Recreation Director, noted that it would be important to have space for a bus to turn around for drop-offs of school children. Mr. Ryder agreed this was a good point. Clare O'Connor -Rice noted that removing the courts would be an issue that residents might raise at Town Meeting. Thomas Wingard asked what the need was in terms of parking spaces. Mr. Lombardi noted that capacity for the pool was 120 people, and there would also be room for overflow parking near the administrative building. Mr. Wingard noted there was a need for more courts in Town, and questioned whether it was a good idea to give up something we already have that we desperately need. Mr. Fryzel asked what tennis and basketball courts would be left on the property if the decision was made to repurpose the ones near the pool. Mr. Ryder responded that there would be two tennis courts near the beach, and another half BPPC 10,18.2022 www,brewster-ma.gov Page 2 of 5 Doc ID: 94f107bad744cOc3093aa50ea13d137a4015c67d 2198 Main Street 3 � � v/ Brewster, MA 02631-1898 = ti Phone: (508) 896-3701 basketball court near the new boathouse. Selectperson Chatelain asked about the timeline on the decision of the location of the new parking lot. Mr. Lombardi responded that the Town would likely need to know the plan and begin to develop the schematics of it no later than January 2023, Mr. Ryder offered to present more developed concepts at the next meeting to help precipitate the process. Maggie Spade -Aguilar asked if Mr. Ryder had researched parking spaces for bikes and a means to access the pool for cyclists. Mr. Ryder answered that it would be easy for cyclists to access the pool, and is confident that finding parking spaces for bikes near the pool would not be an issue. Mr. Lombardi added that the Town recently applied for a grant for bike racks to be installed at multiple locations, including at the Bay Property. Pat Hughes stated _that there is a lot of interest in developing housing options on the property, and the area ----- — on the south side of the pool may be appropriate for housing, so it is good that Mr. Ryder's preliminary plan does not carve into that area. Selectperson Chaffee said that replacing the courts with parking made the most sense, due to safety concerns with people crossing between the pool and courts while vehicles were traversing in between the two locations. - -Mr. Phillips asked if the construction of the parking lot would be similar to what was done at -the beach. Mr. - Lombardi interjected to note that the courts near the beach were in rough shape, but the ones near the pool are in better condition. Mr. Lombardi said he would like some feedback on their specific condition from Town staff, so -the committee knows if they would be ready to use for their original purpose. Katie Jacobus commented that it would be helpful if the committee could walk the area again. Kathleen Walker suggested Reed Hilderbrand could provide an analysis of the condition of the courts. Mr. Fryzel requested an inventory across the whole Town of basketball courts and tennis courts. Mr. Gradone responded by outlining all the current courts in Town. Ms. McCarley noted her concerns with the possibility of losing these courts. Peter Johnson moved to take a vote on approving all of the articles pertaining to the Bay Property set to come before Town Meeting. Mr. Fryzel second. A roll call vote was taken. Thomas Wingard —yes, Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley —yes, Katie Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes, Peter Johnson —yes, John Phillips —yes. Ms. Hughes asked if the committee could visit the court area with Mr. Ryder and Mr. Gradone between now and the next regularly scheduled meeting. Mr. Lombardi said he thought this would be a good idea. Ms. Bebrin asked if Mr. Ryder could provide a comparison of concepts for parking at the next meeting, and Mr. Ryder agreed. Mr. Johnson noted his preference to meet in-person again soon. Review Upcoming Approved .Interim Uses and Potential Vote on Proposed New Interim Uses Mr. Gradone noted that the Boy Scout troop recently used the property to camp, and also completed a number of service projects. A soccer jamboree will be taking place on October 22"d. Mr. Gradone has been working on the DIY Christmas event, and this will take place on Sunday December 4th at the Arts Center. People will be able to register for this as part of the winter programming on the Recreation Department BPPC 10.18.2022 www.brewster-ma.gov Page 3 of 5 Doc ID: 94f107bad744cOc3093aa50ea13d137a4015c67d 2 3 0 2198 Main Street a� Brewster, MA 02631-1898 �\ Phone: (508) 896-3701 ,� Fax: (508) 896-8089 website. The Girl Scouts might also use the property in the spring to spend a weekend camping on the property. Ms. McCarley suggested it could be valuable to have further conversations with the Chamber of Commerce about hosting an event at the Bay Property for the Brewster in Bloom event, supplemental to the event taking place at Drummer Boy Park. Mr. Fryzel agreed that this would be a great way for people to see the benefits of the Town acquiring the property. Mr. Lombardi noted that the committee was in a holding pattern regarding the Ham Radio group request, a_nd added tha__t he_had not_had_any contact with the Shakespeare_group_in recent weeks. Vote on Meeting Minutes: September 27, 2022 Mr. Fryzel moved to approve the meeting minutes from September 13, 2022. Ms. Jacobus second. A roll call vote was taken. Thomas Wingard —abstain, Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley— yes, Katie Jacobus —yes, John Phillips —yes, Clare - O=Connor-Rice —yes; Amanda Bebrin —yes, Peter -Johnson —yes, -John Phillips —yes. - — - Discuss Future Meeting Agenda Items In addition to items already discussed, Mr. Fryzel suggested that the committee could discuss the draft policy for interim uses of the Bay Property. Mr. Phillips suggested that the Long Pond Committee's cinematographer could speak about the drone video process — Ms. Bebrin responded that this process was not finished yet, but yes, this member could present at a future meeting. Ms. Bebrin also noted that an update from Special Town Meeting on November 14th would be provided at the next meeting. Ms. O'Connor - Rice asked if the committee could discuss the Cultural Facilities planning grant application, given that the deadline is February 2�d Next Meetings: November 15 and December 6, 2022 Matters Not Reasonably Anticipated by the Chair: None Adjournment Mr. Fryzel moved to adjourn at 5.37pm. Ms. Jacobus second. A roll call vote was taken. Thomas Wingard — yes, Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley —yes, Katie Jacobus —yes, John Phillips —yes, Clare O'Connor -Rice —yes, Amanda Bebrin —yes, Peter Johnson —yes, John Phillips —yes. Respectfully submitted by Conor Kenny, Project Manager BPPC 10.18.2022 www.brewster-ma.gov Page 4 of 5 Doc ID: 94f107bad744cOc3093aa50ea13d137a4015c67d _=3 u y � c ////��///// E fl PB R� Bp �\\��\\\\\\\ Approved: 11 / 16 / 2022 ']Cowri of Brewster � ,� . 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 Signed: Accompanying Documents in Packet: Agenda, BPPC Minutes 9.27.22, November 14 STM Warrant Draft, Pool Parking Area Study BPPC 10.18.2022 www.brewster-ma.gov Page 5 of 5 Doc ID: 94f107bad744cOc3093aa50ea13d137a4015c67d Dropbox Sigh Title File name Document ID Audit trail date format Status Document History SENT 11 / 16 / 2022 14:41:11 UTC Audit trail BPPC 10. 18.22 Minutes - Please sign BPPC 10.18.22.doc 94f107bad744cOc3093aa5Oea13d137a4015c67d MM / DD / YYYY Signed Sent for signature to Karl Fryzel (kpfryzel@gmail.com) from ckenny@brewster-ma.gov IP: 131.109.131.20 Uo 11 / 16 / 2022 Viewed by Karl Fryzel (kpfryzel@gmail.com) VIEWED 16:01:10 UTC IP: 73.47.3.8 11 / 16 / 2022 Signed by Karl Fryzel (kpfryzel@gmail.com) SIGNED 16:01:32 UTC IP: 73.47.3.8 �✓ 11 / 16 / 2022 The document has been completed. COMPLETED 16:01:32 UTC