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HomeMy Public PortalAboutBay Parcel Planning -- 2022-12-06 Minutes'> \\\,.off ¢ea� F4 f = aA =3 V)o — fo, o FFB RPOFkN, e* \0\\\\\\\\ ,,,Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING DATE: December 6, 2022 TIME: 4:00 PM PLACE: Remote Participation W f'; tl i i, '-;w 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, Gary Christen; Town Staff: Recreation Director, Mike Gradone, DPW Director, Griffin Ryder; Reed Hilderbrand Staff: Elizabeth Randall, Madeleine Aronson, Lauren Tam; Mass Audubon Representative: Catie Fyfe; VHB Staff; Randy Hart Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Amanda Bebrin called the meeting to order at 4:03pm 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 Introduction of Reed Hilderbrand Consulting Team &Review of Scope of Work and Project Timeline and Short Visioning Exercise Elizabeth Randall of Reed Hilderbrand introduced herself and her colleague, Madeleine Aronson. Ms. Randall explained that she has been learning about this project since the beginning of the RFP process, for the best part of a year. Reed Hilderbrand have formed a multidisciplinary team who will be assisting the Town throughout the process. Ms. Aronson explained that she will be managing the project, she is very familiar with the area and excited to work with the committee. Ms. Aronson outlined the schedule for this project, highlighting targeted meetings, site visits, community forums, and deliverables. The project is currently in the "discovery and site analysis" phase, which will last 2 and a half months. This will be followed by a "visioning phase" which will last approximately 4 months, and finally, a "concept design and comprehensive plan" phase, lasting roughly 7 months. The project will conclude with Reed Hilderbrand's delivery of the final comprehensive plans for both the Pond Committee and the Bay Committee by December 2023. Ms. Aronson explained Reed Hilderbrand's plans for the community forums, specifically how feedback from the community will be incorporated into the design. Ms. Randall noted the opportunities for the Town of Brewster that have come with the acquisition of the bay parcel. She explained that Reed Hilderbrand will aim to create a shared community resource that balances new uses of the property with the preservation of its legacy. Selectperson Mary Chaffee commented that the BPPC 12.6.2022 www.brewster-ma.gov Page 1 of 4 Doc ID: 965febbd4336836e2c8b42dcbfd862c6578416b6 rr%'im1'' I::LE'I`: W f'; tl i i, '-;w 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, Gary Christen; Town Staff: Recreation Director, Mike Gradone, DPW Director, Griffin Ryder; Reed Hilderbrand Staff: Elizabeth Randall, Madeleine Aronson, Lauren Tam; Mass Audubon Representative: Catie Fyfe; VHB Staff; Randy Hart Call to Order, Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Amanda Bebrin called the meeting to order at 4:03pm 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 Introduction of Reed Hilderbrand Consulting Team &Review of Scope of Work and Project Timeline and Short Visioning Exercise Elizabeth Randall of Reed Hilderbrand introduced herself and her colleague, Madeleine Aronson. Ms. Randall explained that she has been learning about this project since the beginning of the RFP process, for the best part of a year. Reed Hilderbrand have formed a multidisciplinary team who will be assisting the Town throughout the process. Ms. Aronson explained that she will be managing the project, she is very familiar with the area and excited to work with the committee. Ms. Aronson outlined the schedule for this project, highlighting targeted meetings, site visits, community forums, and deliverables. The project is currently in the "discovery and site analysis" phase, which will last 2 and a half months. This will be followed by a "visioning phase" which will last approximately 4 months, and finally, a "concept design and comprehensive plan" phase, lasting roughly 7 months. The project will conclude with Reed Hilderbrand's delivery of the final comprehensive plans for both the Pond Committee and the Bay Committee by December 2023. Ms. Aronson explained Reed Hilderbrand's plans for the community forums, specifically how feedback from the community will be incorporated into the design. Ms. Randall noted the opportunities for the Town of Brewster that have come with the acquisition of the bay parcel. She explained that Reed Hilderbrand will aim to create a shared community resource that balances new uses of the property with the preservation of its legacy. Selectperson Mary Chaffee commented that the BPPC 12.6.2022 www.brewster-ma.gov Page 1 of 4 Doc ID: 965febbd4336836e2c8b42dcbfd862c6578416b6 U•hhl , f +I�¢iiit �fp�l �Nc 0 FFB.p Town of Brewster 2198 Main Street v/ Brewster, MA 02631-1898 y` Phone: (508) 896-3701 Fax; (508) 896-8089 "preservation of legacy" aspect of the process is not as important as the creation of the shared community resource. Clare O'Connor -Rice and Karl Fryzel agreed with Selectperson Chaffee's comments. Ms. Randall stated that the former Sea Camps properties will integrate and reflect the Town of Brewster's vision and values. She added that the team will build their understanding of the place and strive to make the natural systems legible and accessible. Reed Hilderbrand will listen and respond to the Brewster community throughout the planning and design process. The process will balance site opportunities with carrying capacity, now and into the future. Selectperson Ned Chatelain expressed his hope that the comprehensive plan can phased out in such away that allows many of the assets to be available to use immediately, while balancing budget capacity. Ms. O'Connor -Rice stated the importance of getting input from younger residents who may not be voters yet his is tricky — perhaps additional forums will be necessary to achieve this. Ms. Randall shared her screen, and provided a link to a "miro board", before demonstrating how committee members can collaborate and post information and suggestions through this medium throughout the planning and design process. Ms. Randall asked if there were any areas on site that were particularly concerning to committee members. Pat Hughes noted that the coast and its carrying capacity are concerning. Caroline McCarley expressed concern with the existing structures on site — these have not been discussed by the committee yet and it is largely unknown what shape these structures are in. Selectperson Chaffee agreed with Ms. McCarley, and commented on how important it is to conduct an analysis of what is currently on the property, and then to understand the limitations of the property itself. Katie Jacobus suggested that communicating next steps to the community will be important. Ms. Aronson asked what potential future uses the community is most excited about for the site. Mr. Fryzel noted that creating a community center, particularly if it can be done through the modification of an existing structure, would be an exciting opportunity. Ms. O'Connor -Rice stated that the variety of potential uses is exciting. John Phillips commented that a community center similar to Chatham's would be ideal. Gary Christen expressed his view that a program whereby individuals can purchase and move some of these structures, preventing them from being destroyed, would be a good idea. Mike Gradone stated that the prospect of multiple uses is exciting, and firmly believes the Town needs another indoor gymnasium. Sharon Tennstedt commented that the aging demographic of the population needs to be taken into account when considering what a community center should look like. Review Proposed Pool Parking Area Griffin Ryder summarized previous discussions that the committee has had regarding the proposed pool parking area. Mr. Ryder explained it would be helpful for Reed Hilderbrand to take some of the designs that staff have already put together and generate some parking concepts that the committee could react to. Mr. Ryder noted that Reed Hilderbrand had cautioned against building any permanent parking structures at this BPPC 12.6.2022 www.brewster-ma.gov Page 2 of 4 Doc ID: 965febbd4336836e2c8b42dcbfd862c6578416b6 ///i FFA RP 0ABO 1. lot Q\\\\�\ 'Town. ®f Brewster - 2198 Main Street v/ Brewster, MA 02631-1898 ti Phone: (508) 896-3701 Fax: (508) 896-8089 stage in the process. Ms. Randall added that she understood the enthusiasm around opening the pool, but that the parking scheme should be a part of the larger planning study. A permanent lot could be designed for multiple uses, and the existing courts adjacent to the pool could be used in the meantime. Ms. O'Connor - Rice agreed that this was a sensible decision. Mr. Fryzel asked how the money secured from Town Meeting would be impacted by making a decision like this. Mr. Lombardi responded that the appropriation could still be used for interim measures, and would remain available for parking construction in the future. Selectperson Chaffee commented that there is a great likelihood that certain parts of the property such as the pool and the art center, will likely remain, and, as such, the current location of the courts for pool parking is extremely convenient. Jillian Douglass, a member of the public attending the meeting, stated how encouraging it was to know the consultants were now on board, and hoped that the "miro board" could be opened to the public at some point. Discuss Public Forum on Summer 2023 Pool Planning Mr. Lombardi noted that it will be necessary to seek public input on opening the pool for the summer of 2023, and a public forum will therefore have to be scheduled. The earlier this can take place, the easier it will be to make decisions for the summer. Ms. Bebrin stated that there were two committee meetings scheduled for January, but a public forum should be scheduled on a different day at a later hour of the evening, and it should be in a hybrid format so it is as accessible as possible for residents. Selectperson Chatelain said he would like community feedback on the fee structure for the pool, and if it should be accessible to people other than Brewster residents. Peter Johnson stated that he was in favor of temporary parking for the pool. Thomas Wingard asked when the public will be able to access these properties again. Selectperson Chaffee stated her support for a 6.00pm hybrid public forum one evening in January, and noted, in response to Mr. Johnson, that Mr. Lombardi would be covering this topic later in the meeting. Ms. Bebrin asked for a show of hands in favor of the committee recommending temporary parking for the summer at the public forum — a majority of members raised their hands. Ms. Bebrin stated that the committee would present this plan at the public forum. Review Upcoming Approved Interim Uses and Potential Vote on Proposed New Interim Uses This will be discussed at the next committee meeting on January 3, 2023. Update on Property Insurance Mr. Lombardi stated that the Town has worked with its insurance provider, MITA, since the purchase of the Sea Camps property. The Town worked with them to provide the coverage they were able to, and they then served as the Town's broker when it went out to the market to seek coverage for the many structures on the properties, and Lloyds of London won a competitive bid. However, since the policy expired last month, it has not been possible to renew with this insurance provider. The Town does not currently have coverage for any of the properties on the bay parcel right now — the Town is working with its insurance provider to try and secure coverage for the boat house, administration building, arts center, and the major assets. Mr. Lombardi is hopeful this will be confirmed soon. The Town does not envision a scenario in which it is able to secure BPPC 12.6.2022 www.brewster-ma.gov Page 3 of 4 Doc ID: 965febbd4336836e2c8b42dcbfd862c6578416b6 �n\\ °�� E W S O ,1QoQ q Town. o Brewster 2198 Main Street al Brewster, MA 02631-1898 Phone: (508) 896-3701 Fax: (508) 896-8089 coverage for the other structures on the property, and as such, there is currently a major financial liability. This provides an ongoing issue in terms of providing public access to the property. The Town is still covered for municipal uses on the property, but not for the structures. Vote on Meeting Minutes: November 7 and November 15, 2022 Ms. Bebrin noted that previous meeting minutes would be voted on at the next committee meeting on January 3, 2023. Discuss Future Meeting Agenda Items A representative from the Pond Committee will be present to discuss interpretive signage. Also on the agenda will be site remediation at the old gun range, and a hydration station at the pool. Interim uses will also be discussed. Mr. Fryzel asked if the committee could begin meeting in-person again. Ms. Bebrin announced, after asking for a show of hands, that the committee could begin to meet in person in January to the greatest extent practicable, while still allowing for hybrid participation. Next Meetings: January 3 and January 17, 2023. Matters Not Reasonably Anticipated by the Chair: None Adjournment Karl Fryzel moved to adjourn at 6.04pm. 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, Thomas Wingard — yes, Clare O'Connor -Rice — yes, Amanda Bebrin — yes, Peter Johnson — yes. Respectfully submitted by Conor Kenny, Project Manager Approved: 01 / 04 / 2023 Signed: Accompanying Documents in Packet: Agenda, CCSC Pool Parking Conceptual Layouts, John Phillips Email &Sketch of Bay Property Parking Conceptual Configuration, Memo on Public Forum for Pool Planning, Art in the Afternoon Flyer, 11.7.22 & 11.15.22 Minutes, Mike Gradone Email Re. Suggested CCSC Events, Reed Hilderbrand Team Diagram, Reed Hilderbrand Schedule BPPC 12.6.2022 www.brewster-ma.gov Page 4 of 4 Doc ID: 965febbd4336836e2c8b42dcbfd862c6578416b6 - Audit trail '.. 04 Dropbok5qOn Titie BPPC 12.6.22 Minutes - Please Sign File name BPPC 12.6.22.doc Document ID 965febbd4336836e2c8b42dcbfd862c6578416b6 Audit trail date format MM / DD / YYYY Status Signed Document History SENT VIEWED SIGNED G COMPLETED 01 / 04 / 2023 Sent for signature to Karl Fryzel (kpfryzel@gmail.com) from 20:17:22 UTC ckenny@brewster-ma.gov IP: 131.109.131.20 01 / 04 / 2023 Viewed by Karl Fryzel (kpfryzel@gmail.com) 21:18:16 UTC IP: 73.47.3.8 1/04/2023 Signed by Karl Fryzel (kpfryzel@gmail.com) 21:18:26 UTC IP: 73.47.3.8 01 / 04 / 2023 21:18:26 UTC The document has been completed.