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Home My Public Portal AboutPond Parcel Planning -- 2022-10-19 MinutesTown of Brewster 2198 Main Street Brewster, MA 026314898 Phone: (508) 896-3701 www.brewster-ma.gov MINUTES OF THE POND PROPERTY PLANNING COMMITTEE DATE. October 19, 2022 TIME: 4@00pm PLACE: Remote Participation Office of: Select Board Town Administrator . _ e �f �9i' PARTICIPANTS: Chair Doug Wilcock, Cindy Bingham, Kari Hoffmann, Elizabeth Taylor, Paul Ruchinskas, Jan Crocker, Steve Ferris, Cynthia Baran, Chris Williams, Donna Kalinick, Katie Gregoire, Amy Henderson, Seamus Woods (4:05pm), Mike Gradone (4:26pm) Call to Order, Declaration of a Quorum, Meeting Participation Statement, and Recording Statement Chair Wilcock called the meeting to order at 4:00pm, a quorum was declared, and each member present was announced. Chair Wilcock read the meeting and recording statements. Public Announcements and Comment: None Video: Finer) Cut &Distribution of Video Chair Wilcock announced that the next iteration of the video will be presented at the committee meeting in November, dependent on the work that the working group can get completed by that date. Chair Wilcock referenced a list of distribution options in the packet for the committee to review and discuss for the video. Members took turns providing feedback on possible distribution tactics. Member Jan Crocker commented that this is an opportunity to start a dialogue with community members, since the video is short it could be combined with a question -and -answer period if presented at meetings. There was also a suggestion to post an email address for a way to get in touch with the committee to build community engagement and then categorize the comments. Ms. Kalinick noted that we will want to time our distribution in coordination with the consultant who will be gathering community data, the time of year that we distribute the video and work with the Bay Parcel Planning committee as well. Short Term Uses of Property: Wayside Suns Chris Williams referenced the draft of the wayside sign exhibit that was included in the packet and requested feedback from the committee. The committee discussed possible sizes for the wayside signs. Ms. Hoffmann complimented Mr. Williamson his content and layout of the exhibits. The committee agreed to Keep on message and use some of the same language that will be used in the video for the exhibits. Members also expressed working with Cape Cod Tech High School graphic arts and Brewster Conservation Trust to develop the signs. The sizes, materials to be used and longevity of the signs was discussed. Member Williams welcomed comments from the committee via email. Ms. Hoffmann and Ms. I<alinicl< mentioned that permitting for these signs will need to go through the Building Department and possibly the Historic District Committee. Ms. Kalinick shared that the Bay Parcel �i'"-1 I,1 ! ...u" . _i dw ..did, Town ot Brewster 2198 Main Street Brewster, MA 026314898 Phone: (508) 896-3701 www.brewster-ma.gov Office of: Select Board Town Administrator Planning committee is working on a handful of events on the property before next Spring, but the property will not be open to the public in general. She mentioned articles on the warrant related to potentially opening the pool next summer, noting that we don't have all the details at this time and need to wait to see if they will pass at Town Meeting. Recreation Commission Representative Mike Gradone noted that 4pm is hard time for members of the Recreation Commission to join the committee meetings. Allen Ryone will be the new Recreation Committee member and will do his best to attend the meetings moving forward, 5pm would be ideal but he will try to make it by 4:30pm. Mr. Gradone, as the liaison, will also do his best to make the 4pm meetings to cover, between the two of them they can make it work. If there is something important that needs to be voted on Mr. Ryone will make it work. Ms. Kalinick reviewed the process to appoint Allen Ryone to the committee. Short Term Uses of Proaerty: Serine Canoe and Kavak Trigs. Budeet Amount for Fall Town Meeting and .Tours o the Property Member Chris Williams noted that there are no changes since the last meeting regarding the canoe/kayak trips, but Mass Audubon needs to know dates by December. He would like to get together with Melissa Lowe and Mike Gradone to start to make plans, Ms. Kalinick and Kari Hoffmann will join as well. Chair Wilcock referenced the budget amount under the Select Board for short-term programs for the two parcels in the amount of $501<. Ms. Kalinick noted this is a topic that should be on the agenda at the quarterly meeting with the Chair and Administrators meeting if the money is approved. There are separate articles to fund what will be needed to get the pool operational and parking. And there is an article to start a revolving account. The $501< is to continue to run community events and to assist the committees. Ms. Hoffmann noted the additional warrant article of $175K for professional services for the comprehensive planning for both properties. Consultant Update Ms. Kalinick reviewed the process of putting out a request for quote/qualifications to select firms. The Town has received one proposal back from Reed Hilderbrand, the price proposal was more than anticipated. Through discussions with Reed Hilderbrand, they submitted a revised proposal and administration is still in the process of working through the proposal. The Town has applied for two grants, one is a state grant to assist with the planning process and the other is through a private organization. These grants would reduce the amount needed from Town Meeting. Ms. Kalinick shared that administration reached back out to the firms that we originally sent the request to and received feedback. Some of the reasons that additional firms did not participate has to do with bandwidth as there are a lot of community projects happening on Cape Cod. This is a specialized project that will need an interdisciplinary team to accomplish the tasks. The Town hopes to have a consultant under contract by the next meeting. If that is the case, the discovery period will likely take place November through January, with a presentation to the planning committees, and from there the community i jl�r=i ' li't�tt�iil '`�-n .own of Brewster 2198 Main Street Brewster, MA 026314898 Phone: (508) 896-3701 www.brewster-ma.gov Office of: Select Board Town Administrator engagement process will begin at some point in early Spring. Ms. Kalinick noted how important it is that the Town have the right team in place and the community engagement is thorough. FYIs Chair Wilcock noted the commitment letters from Mass Audubon and Brewster Conservation Trust. Ms. Kalinick stated that the Local Comprehensive Plan was approved jointly by the Planning Board and Select Board recently, a lot of work, community outreach, time by the Vision Planning Committee and town staff was put into the development of this plan. The plan is a guide and planning document for the Town to help guide us for the next 10 years. Ms. Kalinick said there will be a vote at the November Town meeting and for everyone to take the time to review the plan. Mike Gradone and Seamus Woods mentioned the possibility of hosting a trail run on the property and other creative ways to get people on the property. Chair Wilcock will place this topic on the next agenda and asked Mr. Woods to provide a brief outline of his proposal for the packet. Ms. Kalinick noted that a policy guideline for use of the property would need to be created including insurance requirements. Approval of Minutes from September 21, 2022 Member Ferris moved to approve the minutes for September 21, 2022, Member Bingham second. A roll call vote was taken. Member Bingham -yes, Member Hoffmann -yes, Member Taylor -yes, Member Baran -yes, Member Williams- yes, Member Crocker- yes, Member Ferris -yes, Member Gregoire -yes, Chair Wilcock -yes. The vote was 9 -Yes, 0 -No. Matters Not Reasonably Anticipated by the Chair: None Next Meetings: November 16, 2022, Chair Wilcock reviewed agenda items for the next meeting. Adjournment Member Bingham moved to adjourned at 5:09pm Member Taylor second. A roll call vote was taken. Member Bingham -yes, Member Hoffmann -yes, Member Taylor -yes, Member Baran -yes, Member Williams - yes, Member Crocker- yes, Member Ferris -yes, Member Gregoire -yes, Chair Wilcock -yes. The vote was 9 - Yes, 0 -No. Respectfully submitted by Erika Mawn, Executive Assistant to Town Administration Approved on: November 16, 2022 Accompanying Documents in the Public Packet: Agenda, Brewster Open Space and Recreation Plan, Brewster Town Plan Excerpts PPPC Charge, Draft Minutes, Millstone Road Parcel Development Documents