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Home My Public Portal AboutSelect Board -- 2023-04-24 MinutesTown of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov Office : Select Board Town Manager MINUTES OF THE SELECT BOARD MEETING REGULAR SESSION DATE: April 24, 2023 TIME: 5:00 PM PLACE: 2198 Main Street Participants: Chair Whitney, Selectperson Chatelain, Selectperson Hoffmann, Selectperson Bingham, Selectperson Chaffee, Town Manager Peter Lombardi, Assistant Town Manager Donna Kalinick, Human Resources Director Susan Broderick, Water Superintendent Paul Anderson, CORD Representatives Alexa Paige and Amy Major, Peter Herrmann Call to Order Declaration of a Quorum, Meetinp, Participation Statement and Recordine Statement Chair Whitney called the meeting to order at 5:00pm, declared a quorum by announcing all members of the Board are present and read the meeting participation and recording statements. Executive Session • To consider the purchase, exchange, lease or value of real property if the chair declares that an open meeting may have a detrimental effect on the negotiating position of the public body. • To discuss strategy with respect to collective bargaining if an open meeting may have a detrimental effect on the bargaining position of the public body and the chair so declares (Fire Union) Selectperson Hoffmann moved to enter executive session. Selectperson Chatelain second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chatelain-yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. The Board returned to regular session at 5:57pm. Vote on FY24-26 Fire Union Contract & Related Spring 2023 Annual Town Meeting, Warrant Article Selectperson Hoffmann moved to vote to ratify the Fire Union Collective Bargaining Agreement, Article #14 for the FY24-26 Fire Union Contract. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chatelain-yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Selectperson Hoffmann moved to recommend the related Spring 2023 Annual Town Meeting Warrant Article, Article #14. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Chatelain-yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Chair'Whitney-yes. The Board vote was 5 -Yes, 0 -No. Public Announcements and Comment None Select Board 4.24.2023 www.brewster-ma.gov Page 1 of 6 ,�\ a� W3 //,, �� " -� Town of Brewster ice of: �� , e 9 Select Board 2198 Main Street Town Manager Brewster, MA 02631-1898 o Y ',c�� = =- Phone: (508) 896-3701 4-p www.brewster-ma.gov �`gpp 9' a• 115p9 Select Board Announcements and Liaison Reports Selectperson Hoffmann acknowledged the events held by the Brewster Recreation Department for Earth Day at the Bay property at the former Sea Camps. Town Mana er's Report Mr. Lombardi shared the following: • Recognition of the Brewster Water Department who has been awarded the Public Water Systems award by the Department of Environmental Protection for having outstanding water. • A public forum to be held on Thursday April 27, 2023 at 6pm to discuss solutions to three priority areas that have been identified during the regional project with the Cape Cod Commission through the state's municipal vulnerability preparedness program. • Reminder that Annual Town Meeting is Monday May 1, 2023 at 6pm with check in beginning at 5:30pm. Town warrants are available in town offices, at local businesses and online. Three information forums have been held in advance of the Town meeting and are available on the Town website. • The Town received a letter from the State Department of Health and Human Services acknowledging and thanking the Boards of Health and Health Department staff for all their work through the Covid Pandemic. Mr. Lombardi expressed the Town's appreciation to our Health Department as well. • Congratulated Donna Kalinick for being a finalist for the Town Administrator position in Orleans. • Introduced Brittany Taylor as the new Director of the Brewster Ladies Library. Ms. Taylor reviewed her employment experience and her excitement to be in this role. Consent Agenda a. Meeting Minutes: March 27 and April 3, 2023 b. FY24 Barnstable County Retirement Association Cost of Living Adjustment c. Sign and Post May 16, 2023 Annual Town Election Warrant d. Select Board Delegation of Utility Pole & Underground Cable and Conduit Petitions to Town Manager e. Approve and Sign Preservation Restriction Agreement between Town and Brewster Historical.Society for Cobb House at 739 Lower Road f. Fee Waive Request: Late Fees for Annual Mooring Application g. One Day Entertainment Applications and Fee Waiver Request: Nauset Garden Club of Cape Cod h. Facility Use Applications: Brewster Historical Society (and Fee Waiver Request) and Kaleidoscope Craft Fair L Request from Brewster Whitecaps for Temporary Signage and Fee Waiver at Brewster Beaches j. Town Landing and Public Beach Access Requests: Point of Rocks Landing, Ellis Landing and Breakwater Landing Selectperson Hoffmann moved to approve the consent agenda items a -e and g -j. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Chatelain-yes, Selectperson Chaffee -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Select Board 4.24.2023 www.brewster-ma.gov Page 2 of 6 ,1Rr" .9,-,°°-- Town of Brewster ,��, P Q; t�Dfp'Ogp"T�/ice Select Board 2198 Main Street = z�f a; Town Manager c� a = 0° Brewster, MA 02631-1898 a = — Phone: (508) 896-3701 www.brewster-ma.gov pt o pinO%w0��\�O Selectperson Hoffmann moved to approve the fee waiver request for late fees for the annual mooring application as outlined in the packet. Selectperson Bingham second. Chair Whitney noted that the Natural Resources Department recommendation is to not waive the fee. A vote yes is to approve the waiver. A roll call vote was taken. Selectperson Bingham -no, Selectperson Hoffmann -no, Selectperson Chaffee -no, Selectperson Chatelain-no, Selectperson Chaffee -no, Chair Whitney -no. The Board vote was 0 -Yes, 5 -No. Discuss and Vote on Proposed Employee Separation Policy Ms. Broderick presented the employee separation policy that was developed by Human Resources, the Treasure/Collector's Office and the Town Manager's office, which defines the various types of employee separation and memorializes the current practices. Adding that since 2010, the town has required exiting employees be physically present on their last day of employment and does not allow employees to use banked time in lieu of a notice. The town also does not allow employees to use accrued time to extend their time on the town's payroll after their last day in the office. Selectperson Chaffee offered edits to the proposed policy regarding accrued sufficient time to receive or qualify for retirement benefits. Selectperson Hoffmann moved to approve the proposed Employee Separation Policy as amended. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Hoffmann - yes, Selectperson Chaffee -yes, Selectperson Chatelain-yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 - No. Presentation on Hvdration Station Initiative- Paul Anderson, Water Superintendent Mr. Anderson shared the following during his presentation: • Locations of hydration stations that are installed and locations that a station will be installed. • Reviewed both exterior and interior locations of hydration stations. Exterior locations include White Caps Field, Brewster Dog Park, Captains Golf Course, Tennis/Pickleball courts, Town Hall (Chamber of Commerce entrance). Indoor locations include Brewster Ladies Library, Council on Aging, Fire Department, Town Hall and Department of Public Works. • Locations that are slated for 2023 include Rail trail crossing on Rt 137, Community Pool, Elementary schools (3 at each location), and Captains Golf Course restaurant. Mr. Anderson thanked his staff at the Water Department and other departments for their support. Mr. Anderson shared that in Town Hall alone, 18,855 bottles have been saved using the hydration station. Selectperson Chaffee recognized the Town's leading efforts in reducing single use plastic and thanked the Water Commissioners. Discuss and Vote on Proposed License Agreement with Brewster Conservation Trust Regarding Lower Road Community Garden Mr. Lombardi noted that the Town and Brewster Conservation Trust have had a great partnership for the Community Gardens for almost 40 years. At the Town Meeting there will be an article to create a revolving Select Board 4.24.2023 www.brewster-ma.gov Page 3 of 6 E'"ar"y� Town of Brewster Office °f� % Select Board 2198 Main Street Town Manager ^ Brewster, MA 02631-1898 C _ r� = r — Phone: (508) 896-3701 a r www.brewster-ma.gov fund for the Community Garden. A license agreement has been developed that outlines the terms of the relationship relative to continuing what has been a great program. The license agreement has a 10 -year term and outlines the responsibilities of the Town and the Trust. Mr. Lombardi shared that Brewster Conservation Trust has approved this agreement. Selectperson Hoffmann moved to approve the proposed license agreement with Brewster Conservation Trust regarding the lower road Community Garden. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Chatelain- yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Appoint Select Board Liaison to Drummer Boy Park Advisory Committee Selectperson Chaffee nominated Chair Dave Whitney to serve this role. Selectperson Bingham second. Chair Whitney accepted the nomination. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Chatelain-yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Review Select Board Spring 2023 Town Meeting Warrant Article Assignments The Select Board accepted the proposed article assignments. Discuss and Vote to Add New Alternate Members to the Council on Aging Boar oard The Council on Aging Board have expressed interest in expanding the number of members on their board from seven to nine. The Board's composition and charge are memorialized in the Town Bylaws, Mr. Lombardi noted that if we change the number of members it would require a Town Meeting vote. With the new Town Charter, there are provisions for the Select Board to create up to two alternate positions for any appointed or elected board or committee. The suggestion is to create two alternate members for the Council on Aging Board, then determine if in the future it makes sense to go to town meeting to add more members. Currently there are no vacancies and the Board have interested residents. Selectperson Hoffmann moved to approve the addition of two alternate members to the Council on Aging Board. Selectperson Bingham second. A roll call vote was taken. Selectperson Bingham -yes, Selectperson Hoffmann -yes, Selectperson Chaffee -yes, Selectperson Chatelain-yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Presentation ky Cape organization for Rights of the Disabled (CORD)- Alexa Pai e CORD representatives Alexa Paige and Amy Major joined the meeting to provide an overview of the organization and the services that they provided. CORD assists people living with disabilities on Cape Cod to help obtain benefits and services to independent living. The services are offered free of charge to all ages and incomes. There are two youth programs at CORD, TAP (transition to adulthood) and WRAP (work, readiness, and preparation) which help transition students by providing individual mentoring and help with employment skills. The programs are open to youths with disabilities between the ages of 14-21. For more information visit their website at cordcapecod.org. Select Board 4.24.2023 www.brewster-ma.gov Page 4 of 6 �t�LD f s r� ///�� Town of Brewster Office of, \x'40"( R o o% °4, 9 �� Select Board 2198.Main Street Town Manager o� Brewster, MA 02631-1898 - Phone: (508) 896-3701 www.brewster-ma.gov W R P Update on A; ricultural Commission= Peter Hermann Peter Herrmann presented the Board with information about the history of agriculture in Brewster including the plant hardiness zone, soil types, cranberry bogs and the history of land use categories. Mr. Herrmann also reviewed the Agricultural Commissions history, State Legislation, and the Agricultural Preservation Restriction. Mr. Herrmann recognized that it has been challenging to get the Commission together to meet on a regular basis and is looking for ways to be able to proceed. There was discussion reviewing what activities the Commission has been engaged in and the lack of meetings that have been held over the last few years. Mr. Lombardi noted that Agricultural Commissions do not have State regulatory authority, the Town Bylaw talks about the development of a work plan, which was a goal for the Commission when it was formed in 2005, but there is not one on file with the Town. Mr. Lombardi stated that the Select Board has identified committees that have been inactive, the Agricultural Commission being one of them, and what the town can do to make sure the value of the commission is still relevant for why they were originally formed. About half of the Towns on Cape have an Agricultural Commission, Mr. Lombardi indicated that it would be best to develop an idea on what this commission will do before we solicit members. Any changes to the charge would require a Town Meeting vote. Discuss Draft Letter to Nauset Regional School Committee Seeking to Re -open Regional School Agreement Mr. Lombardi shared that Town Administrators and Finance Directors have been meeting with Nauset school officials reviewing their budget and their approach to financing the High School renovation project. Currently each member Town's assessment is based on the previous year's enrollment, in other regional schools the calculation is based on a larger sample size. The primary goal is to reduce some of the effects of the shifts of the enrollment numbers of each member town's assessments year to year. This will help with budgeting and financial planning. Member towns are supportive in transitioning to a 3 -year rolling average of student enrollment. Mr. Lombardi suggests that Brewster send formal correspondence to the school committee to make this change. This would not take effect until FY25. Select Board members expressed their concern with not only the Regional School Agreement but also the Tuition Agreement with Provincetown and Truro. Mr. Lombardi requested that each board member submit their suggested amendments to him and at the next Select Board meeting the Board will review to make a formal request to the School Committee. FYIs Selectperson Bingham recognized Honey Pivirotto's time on the Finance Committee and Jeff O'Dell's service on the Golf Commission. Matters Not Reasonably Anticipated by the Chair None Select Board 4.24.2023 www.brewster-ma.gov Page 5 of 6 EW o ct syr 9 G 3 D o �r� FCOp-a-xy,SYQ �� Questions from the Media None Town of Brewster 2198 Main Street Brewster, MA 02631-1898 Phone: (508) 896-3701 www.brewster-ma.gov Next Meetings May 1(Town Meeting), May 8, May 17, May 22, and June 5, 2023 Office of, Select Board Town Manager Adjournment Selectperson Hoffmann moved to adjourn at 8:58pm. Selectperson Bingham second. A roll call vote was taken. Selectperson Hoffmann -yes, Selectperson Chatelain-yes, Selectperson Bingham -yes, Selectperson Chaffee -yes, Chair Whitney -yes. The Board vote was 5 -Yes, 0 -No. Respectfully submitted by Erika Mawn, Executive Assistant Approved: �( - --23 Signed: Date Selectperson Hoff 0 , Clerk of the Select Board Accompanying Documents in Packet: Agenda, TM Report, Consent Agenda, Lower Road Community Garden agreement, Drummer Boy Park Advisory Committee liaison, Article Assignments, Review of COA membership, CORD Information, Agricultural Commission review, Hydration Station Presentation, Regional Agreement review, Employee Separation policy review, For Your Information. Select Board 4.24.2023 www.brewster-ma.gov Page 6 of 6