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HomeMy Public PortalAboutBay Parcel Planning -- 2022-11-15 MinutesaEWsr��pp,, Town ®f Brewster \\\ i. Alf /j�� o Q° "�N 2198 Main Street 3 a a = Brewster, MA 02631-1898 o vi Phone: (508) 896-3701 _— Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: November 15, 2022 TIME: 4:00 PM PLACE: Remote Participation I f LK f << N, L 1K 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 Tennstedt, Maggie Spade -Aguilar, Gary Christen; Town Staff: Recreation Director, Mike Gradone, Director of Public Works, Griffin Ryder; Brewster Band Member: Paul Chatelain 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 had provided an updated price proposal and scope of services. The Town has budgeted $425,000 for this stage of the project, and Reed Hilderbrand's updated price proposal was $375,000. The recent T -Mobile grant application was unsuccessful. Reed Hilderbrand is eager to begin and get on site. The Town is working with them on getting a contract signed. They are looking b LEC (their environmental consultants) on site during the week of Thanksgiving. They want to do some of their early site work before the frost hits. Reed Hilderbrand will tentatively be joining the meeting on December 6th to discuss their scope and approach. Pat Hughes noted she was excited to work with this team, particularly WXY, the architecture sub, given their climate -centric approach. Mr. Lombardi noted that Reed Hilderbrand would be providing an updated proposal document including more information on their sub -consultants. Karl Fryzel asked for clarification on Reed Hilderbrand's planned meeting attendance schedule and the format of attendance. Mr. Lombardi responded that Reed Hilderbrand would be joining every other meeting, for both the Pond Committee and the Bay Committee — twice monthly, in total. It will be important to be economical in requesting on-site meetings with them. Reed Hilderbrand's entire team will be on site in December, and they will be attending meetings in-person sporadically, but they will also be attending via Zoom for much of the time. Mr. Lombardi stated that it needs to be decided how many of the public forums will be on Zoom or in-person — but that they should either be fully in-person or fully remote. The first public forum will likely be in April, and the hope is that this forum will be in-person. BPPC 11.15.2022 www.brewster-ma.gov Page 1 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adc4d2c33da '% 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 Tennstedt, Maggie Spade -Aguilar, Gary Christen; Town Staff: Recreation Director, Mike Gradone, Director of Public Works, Griffin Ryder; Brewster Band Member: Paul Chatelain 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 had provided an updated price proposal and scope of services. The Town has budgeted $425,000 for this stage of the project, and Reed Hilderbrand's updated price proposal was $375,000. The recent T -Mobile grant application was unsuccessful. Reed Hilderbrand is eager to begin and get on site. The Town is working with them on getting a contract signed. They are looking b LEC (their environmental consultants) on site during the week of Thanksgiving. They want to do some of their early site work before the frost hits. Reed Hilderbrand will tentatively be joining the meeting on December 6th to discuss their scope and approach. Pat Hughes noted she was excited to work with this team, particularly WXY, the architecture sub, given their climate -centric approach. Mr. Lombardi noted that Reed Hilderbrand would be providing an updated proposal document including more information on their sub -consultants. Karl Fryzel asked for clarification on Reed Hilderbrand's planned meeting attendance schedule and the format of attendance. Mr. Lombardi responded that Reed Hilderbrand would be joining every other meeting, for both the Pond Committee and the Bay Committee — twice monthly, in total. It will be important to be economical in requesting on-site meetings with them. Reed Hilderbrand's entire team will be on site in December, and they will be attending meetings in-person sporadically, but they will also be attending via Zoom for much of the time. Mr. Lombardi stated that it needs to be decided how many of the public forums will be on Zoom or in-person — but that they should either be fully in-person or fully remote. The first public forum will likely be in April, and the hope is that this forum will be in-person. BPPC 11.15.2022 www.brewster-ma.gov Page 1 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adc4d2c33da WS,,,,,, Town of Brewster ;z °` 0#.4 2198 Main Street 3 a Brewster, MA 02631-1898 r Phone: (508) 896-3701 Fax: (508) 896-8089 John Phillips asked why the committee is currently meeting virtually. Ms. Bebrin responded that many people were travelling around the holidays, and it was better to be flexible. Follow -upon Fall 2023 Special Town Meeting Warrant Articles Related to Bay Property Mr. Lombardi reported that Town Meeting approved the four capital requests, one article, and two separate articles related to the Bay Property. These articles were discussed at the previous committee meeting. Mr. Fryzel asked for clarity about the current set-up of the revolving fund. Mr. Lombardi responded that, on the recommendation of Town Counsel, Article 14 was designated as a separate capital appropriation, and Article 13 was set up as a revolving fund. In between now and the next Town Meeting, this money would be drawn down on. Next spring, money could be transferred into the revolving fund. This is a technical issue, and does not impact the committee's plans for use of the revolving fund. The amount is capped at $200,000. Mike Gradone sought clarification as to whether those funds were available immediately. Mr. Lombardi responded that all 5 appropriations were free cash appropriations, and were therefore available immediately. Caroline McCarley stated that she was struck by some of the comments she overheard from fellow residents at Town Meeting, and that the committee should consider ways of combating misinformation on social media. Follow -upon Site Visit and Discuss Proposed Pool Parking Area Griffin Ryder thanked the committee for walking the site on November 7th, and then proceeded to share his computer screen. Mr. Ryder displayed a map of the 3 areas that the group had looked at during the site visit, and summarized the appropriateness of each of the three spaces for siting parking: the central area consisting of 51 parking spaces, the northern area consisting of 26 parking spaces, and the area to the south consisting of 18 parking spaces. The area to the north does not lend itself to efficient parking — there is also the risk of traffic congestion across the main entrance of the pool, and the road leading up to it would need to be widened to allow for two-way traffic. The area to the south would require road widening. In terms of the central area, the conceptual plans have reduced the number of spaces from 54 to 51, in order to allow for one way circulation. This option would provide for bus circulation and drop-offs for parents. Clare O'Connor -Rice asked if it was possible to put handicap parking at the Art Center, Mr. Ryder pointed out on the map certain areas where this would be possible. Selectperson Mary Chaffee thanked Mr. Ryder for leading the recent site visit, and asked for clarification on the kind of surface that would be used for the parking area. Mr. Ryder responded that concrete or asphalt is ideal for ADA compliant parking, but for the central parking area, due to the current tennis courts being located there, it would mostly involve milling and filling in cracks. The circulation road could be a gravel access drive, but this would require extra maintenance. BPPC 11.15.2022 www.brewster-ma.gov Page 2 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adcAd2c33da E W Town y�p`y' p \�\� ¢fELo4R AA�-r i ®.W �. �'�., �i V W ��V;' Q° 2198 Main Street 3 a = Brewster, MA 02631-1898 o _ vi Phone: (508) 896-3701 Fax: (508) 896-8089 FFB R P8 1 B� OA\\\\�\\\\\\ Mr. U1 C1 stated his preference for selecting the central location due to the various benefits of circulation. Mr. Fryzel asked what traffic would occur between the lot and the pool, apart from the drop-offs. Mr. Ryder responded that unless here was an overflow lot, the traffic would only be drop offs and circulating traffic. Mr. Fryzel asked if trees would be lost as a result of the conceptual design of the central lot, Mr. Ryder responded that one tree might be lost. Mr. Fryzel stated his view that the plan for the central parking layout was the best choice. Mr. Lombardi addressed the northern -most space, and its potential use as an overflow lot. This would only be for larger events, and could in fact be gated the rest of the time. Mr. Lombardi cautioned against formal decisions on plans at this meeting, and suggested it would be best to wait until the consultants have provided their own technical perspective. Selectperson Chaffee asked for the approximate construction timeline for the parking lot and road improvements, and what other steps would be necessary. Mr. Ryder responded that paving couldn't take place until the spring, but subsurface grading and gravelling could take place slightly earlier — the parking spaces could be ready before Memorial Day. In order for this to occur, the plan would need to be approved by end of December or the beginning of January. Mr. Phillips noted that he would favor the expansion of the parking lotto the north and also the implementation of internal sidewalks. Perhaps employees and buses could be parked at the northern lot. Mr. Phillips asked if the Recreation Department would permit children from other Towns to use the pool. Mr. Lombardi said that there has been no formal vote on whether the pool would be for residents only, and said he thinks this is something that should be discussed at a public forum. Mr. Lombardi noted his concerns with putting new limitations on Recreation Department programs that have historically been available to families from other Towns. Mr. Gradone said he expects youth groups from outside of Brewster to express an interest in using the pool for programming, and that some groups have already been in contact. Ms. Bebrin said this topic should be discussed as an agenda item at a future meeting. Ms. Hughes stated her opinion that a public forum on the parking lot should take place after Christmas time when the engineering drawings are ready. Ms. Hughes added that it would be a good idea to have a separate public meeting on the pool to solicit community feedback. Review Upcoming Approved Interim Uses and Potential Vote on Proposed New Interim Uses Mr. Gradone noted that the Recreation Department held a number of successful events on the property in the fall. The first was a Boy Scout troop that came and used the grounds for two nights, and did some service work. According to Ed Barber, this event went very smoothly. The following week, a Lower Cape Soccer Jamboree occurred. Moving towards the colder months, a DIY Christmas event will be occurring on December 4th in the Arts Center —this will be incorporated with Brewster for the Holidays. In terms of other events, a polar plunge at First Light Beach is an option, and this has been done in other Towns. New Year's Day, Presidents Day weekend or St. Patrick's Day are options for holding this. Moving into the spring, a kite flying event on the flats, potentially in April, is another possible event — if this is successful, it could become an afterschool BPPC 11.15.2022 www.brewster-ma.gov Page 3 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adc4d2c33da VV5�:%,,,,, Town of Brewster 2198 Main Street 3 ° p a = Brewster, MA 026314898 o Phone: (508) 896-3701 —* Fax: (508) 896-8089 Fe fl P %Bo� program. In conversations with the Brewster Bikeways Committee, it has been suggested that Brewster Bikefest could be moved from the Eddy School to First Light Beach in May. The Council on Aging has suggested that a Senior Striders could occur again at First Light Beach on the paved loop inside the property. Katie Jacobus asked if the polar plunge would be a fundraising opportunity, as these events typically are. Mr. Gradone confirmed that this was the plan, and was open to suggestions for an appropriate cause. Mr. Fryzel asked if the Girl Scouts would have an opportunity in the spring to camp on the site, and if any Brewster in Bloom events would be taking place on the property. Mr. Gradone said that he contacted the Girl Scouts but did not hear back from them. Mr. Gradone added that he had planned on having Nauset Youth Alliance use the Bay Property, but they would prefer to remain inside at Stony Brook. If something was to take place on the property for Brewster in Bloom, it would likely be a Recreation Department event. Mr. Lombardi spoke briefly about the Brewster Amateur Radio Club's request to use the property. Given various operational considerations, using space at Crosby Mansion might be more appropriate, and he has suggested this to them. Paul Chatelain introduced a request from the Brewster Band to use the property. Mr. Chatelain asked for permission to use one of the facilities, ideally with heat and electricity, beginning in January. The band has been rehearsing at the Yarmouth Senior Center, and they are eager to return to Brewster. Selectperson Chaffee asked how many members are in the band and how often they practice. Mr. Chatelain responded that there are 20-30 members who typically participate, and they practice weekly on Thursday evenings in the spring. Pat Hughes asked if the band are responsible for setting up and packing away their own equipment. Mr. Chatelain responded that they bring all their own stands, but some accommodations for storage would be welcome. Mr. Chatelain noted that they currently pay for the space in Yarmouth. The band previously used the Eddy School space, and he believed this was free of charge, but they are not being allowed to return to this location. Mr. Chatelain explained that Covid has been the main reason why the band have not been able to return to the school. Mr. Gradone remarked that there is a new Principal at the Eddy School, and it may be worth having a conversation with them. Mr. Lombardi commented that one of the potential challenges with Mr. Chatelain's request is that the Art Center is the only current viable location on the property, and this only has minimal heating in the off-season. Mr. Lombardi suggested that Mr. Chatelain ask the Eddy Principal about returning to the school premises — if this fails, the committee can consider this request again. Ms. Hughes moved to approve proceeding with planning for the following events on the property: a polar plunge, kite flying, Bikefest, and the COA Senior Striders program. Mr. Fryzel second. A roll call vote was taken. 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. BPPC 11.15.2022 www.brewster-ma.gov Page 4 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adc�d2c33da Town ot Brewster ° "�4� 2198 Main Street 3 ; a - Brewster, MA 02631-1898 ° _ Phone: (508) 896-3701 _ Fax: (508) 896-8089 Vote on Meeting Minutes: October 18, 2022 Mr. Fryzel moved to approve the meeting minutes from October 18, 2022. Ms. Jacobus second. A roll call vote was taken. 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 — yesPeter Johnson —yes, John Phillips —yes ,. Discuss Future Meeting Agenda Items Selectperson Chaffee stated that she would like the committee to discuss the potential installation of a water bottle filling station, in addition to regulations for the pool. Mr. Phillips noted that he would like to discuss the planned drone video of the property, as well as the formal application process for activities on the property. Ms. O'Connor -Rice asked if some of the Cultural Council's suggested uses could be discussed. Mr. Lombardi noted that at an upcoming meeting he would be providing an update on the site remediation process at the former shooting range. Ms. Hughes suggested framing the next agenda around the presence of representatives from Reed Hilderbrand. Ms. Jacobus suggested that the committee discuss agreed upon talking points for communicating with Brewster residents about the current stage of the committee's work. Mr. Fryzel noted that he would like to discuss the pool with the Reed Hilderbrand consultants at the next meeting. Next Meetings: December 6, 2022 and December 20, 2022. Matters Not Reasonably Anticipated by the Chair: Doug Wilcox, the Chair of the Pond Property Committee, has been in contact to ask the Bay Committee to help with creating some interpretive signage on the Bay Property to notify people about the background of the Pond Parcel. Adjournment Selectperson Chaffee moved to adjourn at 6.06pm. Ms. Jacobus second. A roll call vote was taken. 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 Approved: 01 / 04 / 2023 Signed: Accompanying Documents in Packet: Agenda, Reed Hilderbrand Price Proposal, Special Town Meeting Warrant, CCSC Pool Parking Conceptual Layouts, Emails re: Brewster Amateur Radio Club, Emails re: CCSC Events, Email re: Brewster Band Request, 10.18.22 Minutes BPPC 11.15.2022 www.brewster-ma.gov Page 5 of 5 Doc ID:35c57201ba485a77c2aeb19f676d3adc4d2c33da Dropbox Sign 1. 11, r I Audit trait Title File name Document ID Audit trail date format Status Document History �J SENT VIEWED SIGNED G COMPLETED BPPC 11/15/2022 Minutes - Please Sign BPPC 11015.22.doc 35c57201ba485a77c2aebl9f676d3adc4d2c33da MM / DD / YYYY Signed 01 / 04 / 2023 Sent for signature to Karl Fryzel (kpfryzel@gmail.com) from 20:16:03 UTC ckenny@brewster-ma.gov IP: 131.109.131.20 01 / 04 / 2023 Viewed by Karl Fryzel (kpfryzel@gmail.com) 21:17:46 UTC IP: 73.47.3.8 1/04/2023 Signed by Karl Fryzel (kpfryzel@gmail.com) 21:18:06 UTC IP: 73.47.3.8 01 / 04 / 2023 21:18:06 UTC Powered by Dropbox Sign The document has been completed.