HomeMy Public PortalAboutBay Parcel Planning -- 2022-11-15 MinutesaEWsr��pp,, Town ®f Brewster
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MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING
DATE: November 15, 2022
TIME: 4:00 PM
PLACE: Remote Participation
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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.
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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
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WS,,,,,, Town of Brewster
;z °` 0#.4 2198 Main Street
3 a Brewster, MA 02631-1898
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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.
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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
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Town of Brewster
2198 Main Street
3 ° p a = Brewster, MA 026314898
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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.
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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
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