The URL can be used to link to this page

Home My Public Portal AboutCPC Packet 112923 Town of Brewster Community Preservation Committee 2198 Main St., Brewster, MA 02631 cpcmeeting@brewster-ma.gov (508) 896-3701 COMMUNITY PRESERVATION COMMITTEE MEETING AGENDA 2198 Main Street November 29, 2023 at 4:00 PM This meeting will be conducted in person at the time and location identified above. This means that at least a quorum of the members of the public body will attend the meeting in person and members of the public are welcome to attend in person as well. As a courtesy only, access to the meeting is also being provided via remote means in accordance with applicable law. Please note that while an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting/hearing will not be suspended or terminated if technological problems interrupt the virtual broadcast or affect remote attendance or participation, unless otherwise required by law. Members of the public with particular interest in any specific item on this agenda, which includes an applicant and its representatives, should make pla ns for in-person vs. virtual attendance accordingly. Phone: Call (312) 626 6799 or (301) 715-8592. Webinar ID: 837 7728 4808 Passcode: 326439 To request to speak: Press *9 and wait to be recognized. ZoomWebinar: https://us02web.zoom.us/j/83777284808?pwd=NjB3WldRTGRxb0l0WXhIS1J0Y1NOQT09 Passcode: 326439 To request to speak: Tap Zoom “Raise Hand”, then wait to be recognized. When required by law or allowed by the Chair, persons wishing to provide public comment or otherwise participate in the meeting, may do so by accessing the meeting remotely, as noted above. Additionally, the meeting will be broadcast live, in real time, via Live broadcast (Brewster Government TV Channel 18), Livestream (livestream.brewster-ma.gov), or Video recording (tv.brewster-ma.gov). Please note that the CPC may take official action, including votes, on any item on this agenda. 1. Call to Order 2. Declaration of a Quorum 3. Meeting participation statement 4. Recording Statement: As required by the Open Meeting Law we are informing you that the Town will be video and audio taping as well as broadcasting this public meeting. In addition, if anyone else intends to either video or audio tape this meeting they are required to inform the chair. 5. Public Announcements and Comment: Members of the public may address the CPC on matters not on the meeting’s agenda for a maximum of 3-5 minutes at the Chair’s discretion. The CPC will not reply to statements made or answer questions raised during public comment but may add items presented to a future agenda. 6. Financial Update 7. Town Meeting Recap 8. Annual Public Hearing Recap 9. Discussion and possible vote on Brewster Historical Society request for next steps related to additional funding request for Schoolhouse #3 Project 10. Review of Select Board FY24-25 Strategic Plan 11. Project updates 12. Approval of Minutes 13. Election of CPC Chair and Vice Chair 14. Matters Not Reasonably Anticipated by the Chair 15. Announcements 16. Next Meeting: December 13 at 4 PM 17. Adjournment Date Posted: Date Revised: Received by Town Clerk: Community Preservation Committee Faythe Ellis Chair Sarah Robinson Vice Chair Sharon Marotti Treasurer Elizabeth Taylor Clerk Roland Bassett, Jr. Christine Boucher Bruce Evans Peggy Jablonski Paul Ruchinskas CPC Assistant Beth Devine Community Preservation Committee: FY24 Forecast as of 10/1/2023 3,624,053$ 1,223,691$ 358,153$ 1,581,844$ 1,581,844$ Pre FY24 FY24 10%10%10% Open Space Housing Historical $ 2,002,817 $ 144,789 $ 301,854 $ 1,174,593 3,624,053$ $ 158,184 $ 158,184 $ 158,184 $ 1,107,291 1,581,844$ $ 2,161,001 $ 302,973 $ 460,039 $ 1,174,593 $ 1,107,291 5,205,897$ Open Space Housing Historical $ (49,050) $ (94,400) $ (46,183) (79,092)$ Spring 2023 Town Meeting Approved (70,580)$ 107 Main St, Orleans (55,000)$ Juniper Hill, Wellfleet (55,000)$ FORWARD Phase 2 (125,000)$ Accessible Outdoor Furniture (9,670)$ Fall 2023 Town Meeting Applications Spring Rock Village (507,500)$ Buydown Program - Housing Trust (255,000)$ Total YTD Obligations - fy24 $ (189,633) $ - $ - $ (1,077,750) $ (79,092)(1,346,475.20)$ $ 1,971,368 $ 302,973 $ 460,039 $ 96,843 $ 1,028,199 3,859,422.04$ Total net available from all accounts [5] Allocated funds from the revised funding allocation method voted on at town meeting in the Spring of 2023. New allocation is 70% for Undesignated Fund Balance [1] Balance forwarded estimated from prior year includes all unallocated funds, including unspent amounts from projects and budgeted administrative and professional {4{ Balance forwarded for all unallocated funds in the previous "Budgeted for Unreserved Funds" account, which contained funds using the Pre- FY24 allocation method (2) State Match revenue is projected at 30% [3] Administrative expenses are limited by law to 5% of the total CPC budget and include primarily payroll costs, legal and other professional Coalition dues. Undesignated Fund Balance [5] FY-23 Actual Unreserved Fund Balance with Original Match(4) FY-24 Estimated revenue fy24 Estimated Unreserved Fund Balance as of 9/24/2023 with Adjustments FY-24 obligations as of 08/19/2023 BBJ Property Bond #1 BBJ Property Bond #2 Bates Property Bond Administration Expense [3] Housing Coordinator FY-24 Estimated Funds available FY-23 Estimated total balance forwarded [1]: FY-24 Estimated local tax revenue: FY-24 Estimated State contribution [2]: Total FY-24 Estimated funds available: Undesignated Fund Balance [4] BONDS BONDS Warrant Projects by CPA Category Open Space Housing Historical Recreation Admin/Undesignate d (4 categories)Revenue Assumption FY24 Spring TM approved 305,580$ 9,670$ 79,092$ 1,581,844$ FY24 Fall Proposed 762,500$ FY25 Spring FY25 Fall FY26 Spring FY26 Fall FY27 Spring FY27 Fall Totals -$ 1,068,080$ -$ 9,670$ 79,092$ 1,581,844$ % of revenue 0%68%0%1%5% Target %30%30%10%10%20% Description Notes Open Space Housing Historical Recreation Unallocated Reserve - Historic, Rec, Housing Unallocated Reserve - all Admin Carryover EOY FY22 1,556,879$ 45,370$ 500,351$ 757,756$ Bond expenseFY23-27 (819,837)$ Net amount (A)737,042$ 45,370$ 500,351$ 757,756$ 2,040,519$ Revenue EOY FY23 50/10/10/25/5 906,595$ 181,319$ 181,319$ 472,422$ 71,535$ 1,813,189$ FY24 TAP 30/30/10/10/15/5 543,957$ 543,957$ 181,319$ 181,319$ 271,978$ 79,092$ 1,581,844$ FY25 TAP 30/30/10/10/15/5 474,553$ 474,553$ 158,184$ 158,184$ 237,277$ 81,070$ 1,621,390$ FY26 TAP 30/30/10/10/15/5 486,417$ 486,417$ 162,139$ 162,139$ 243,209$ 83,096$ 1,661,925$ FY27 TAP 30/30/10/10/15/5 498,577$ 498,577$ 166,192$ 166,192$ 249,289$ 85,174$ 1,703,473$ Subtotal (B)2,910,099$ 2,184,823$ 849,154$ 667,835$ 472,422$ 1,001,752$ 399,967$ 8,381,821$ TOTAL available for projects A + B 3,647,141$ 2,230,193$ 1,349,505$ 667,835$ 1,230,178$ 1,001,752$ 399,967$ 10,422,340$ 35%21%13%6%12%10%4% Notes:1. Annual Revenue increase estimated at 2.5% - to be updated once actual revenue calculated 2. New Allocation targets applied to begin with FY24 revenue. 4. Open Space debt expense FY23-28 deducted from carryover revenue 5. Therefore, Open Space TAP calculated based on same annual revenue estimate as other categories TARGET ALLOCATION POLICY TRACKING FY24-FY27 (9/27/23) BACKGROUND ASSUMPTIONS/ CPC BUDGET PROJECTIONS Housing Trust 5 Year-Plan FY23-27 12.29.22 FY23 FY24 FY25 FY26 FY27 Carryforward Balance 1,195,879 1,190,879 893,879 714,569 1,053,821 Anticipated Revenues 1,891,900 2,870,580 2,344,461 2,519,557 2,425,927 Appropriations 1,896,900 3,167,580 2,523,771 2,180,304 2,567,196 End Balance 1,190,879 893,879 714,569 1,053,821 912,553 FY23 FY24 FY25 FY26 FY27 Projects:Funding Source Housing Coordinator CPA- Salary Only 66,900 70,580 74,461 78,557 82,877 Benefits paid by the Town-approx. 35K/ year Housing Program Asst.BAHT Salary Only -42,000 44,310 46,747 49,318 19 Hours- new non-benefitted position Rental Assistance CPA 150,000 150,000 150,000 Preservaton of SHI Homes CPA 300,000 200,000 Buy Down Program CPA 300,000 300,000 Housing Production Plan CPA 30,000 212 Yankee Drive BAHT 75,000 Town Development of Other Properties BAHT 500,000 500,000 Outside Applications for Funding BAHT 50,000 50,000 50,000 50,000 Millstone Road Community Housing CPA/BAHT 1,000,000 Legal Expenses CPA/BAHT 5,000 5,000 5,000 5,000 5,000 Housing Rehabilitation-Child Care Vouchers CDBG-Regional Grant 1,300,000 1,500,000 1,700,000 1,700,000 1,700,000 Town is lead community for Dennis, Wellfleet and Brewster Total Appropriations:1,896,900 3,167,580 2,523,771 2,180,304 2,567,196 Sources Short Term Rentals Allocation 375,000 400,000 420,000 441,000 463,050 Financial Forecast 5% escalator CPA Housing Coord. Wages 66,900 70,580 74,461 78,557 82,877 CPA Rental Assistance 150,000 150,000 150,000 CPA for SHI Homes -200,000 Proceeds on Re-sale of SHI Homes 150,000 CPA Buy Down 300,000 300,000 CPA Housing Production Plan 30,000 CPA Millstone Rd. Community Housing 250,000 Grants & Donations Community Development Block Grant (CDBG)1,300,000 1,500,000 1,700,000 1,700,000 1,700,000 Total Revenues:1,891,900 2,870,580 2,344,461 2,519,557 2,425,927 CPA Rev 216,900 820,580 224,461 378,557 262,877 CPA Exp 516,900 570,580 224,461 378,557 262,877 390,675.00 5 year average Estimated annual CPA revenue 1,492,304 1,529,612 1,567,852 1,607,048 1,647,225 Target Allocation Policy- Housing 30%447,691 458,884 470,356 482,115 494,167 TAP - Open Space 30%447,691 458,884 470,356 482,115 494,167 TAP - Recreation 10%149,230 152,961 156,785 160,705 164,722 TAP- Historic 10%149,230 152,961 156,785 160,705 164,722 CPA Recommended 20%298,461 305,922 313,570 321,410 329,445 1,492,304 1,529,612 1,567,852 1,607,048 1,647,225 To the CPC Committee, I had sent an email to Faythe but understand she is out of the country, so I am addressing this to committee at large. In October 2022 BHS applied for funding for the laking, moving, rebuilding and restoration of Schoolhouse #3. This application went in prior to a major uptick in prices for just about everything, and due to various delays, municipal and technical, the project is now not slated to begin until fall 2024. In consultation with our contractor, it has become clear that we would not be able to complete the project for the sum previously requested. Our contractor has submitted new numbers to us dated Nov. 8, 2023, and they are attached here. In addition to increased prices, we have added several line items that would be required by the town – fencing off of the site, since it will be adjacent to a public park, and portable toilets. We have also added in a non-functioning chimney, anticipating that our historic preservationist would suggest that feature, as it is present in the original photo. A 10% contingency fee is also included. I don’t know the procedure for amending an application that has already been approved. Everything in the existing application would remain the same except for the attached scope of work and project budget, and the project timeline. It is now pushed back to begin fall 2024 and wrap up spring 2025. If there is more I need to do to facilitate this new request, I am ready and willing to comply and hopefully but the Dec. deadline. To reiterate, it has now become clear to BHS that we cannot take on this project within the project budget previously submitted. Thank you for your consideration in this matter. Sally C. Gunning President The Brewster Historical Society, Inc. Brian P. Daley Construction, Inc Brewster Historical Society PO Box 2117 District 3 SCHOOLHOUSE Brewster, MA 02631 Brewster Ma, 02631 November 8, 2023 GENERAL SCOPE OF WORK AND COST ESTIMATES AS FOLLOWS: -Dismantle the existing building (schoolhouse) by hand and salvage all necessary components including main framework, beams, salvageable sheathing and misc interior woodwork. -Asphalt roofing, sidewall shingles, non-salvageable trim and sheathing along with connecting shed will be removed and disposed of as required. -Replace windows, doors, roofing, trim and siding with period correct materials. -This would include true divided light windows, doors, red cedar shingle roof, sidewall cedar shakes and appropriate trim. -Building will be erected on a concrete foundation and slab. -A new wood frame floor system will be installed over concrete slab. -Finished wood floors will be placed and installed over new frame using the old flooring if possible (not likely) or will use new wood floors to simulate old style. -Materials from existing floor system will be used as needed to help in reconstruction of building as needed. -All dismantled materials to be stored in watertight containers and relocated to Windmill Village in preparation for rebuild at proposed site on grounds at Windmill Village in Brewster. Material and construction cost ESTIMATES: Construction site safety fencing: both sites $7,500.00 Portable construction toilet rental: both sites $1,800.00 Dismantling cost including labor, equipment, demo fees. $54,000.00 Transportation and storage fees: (3) 8x20 storage containers. 1 year $5,000.00 Engineering for new foundation and building placement at Windmill Village. $4,000.00 Architect fees for necessary plans and structural specs for building department approval. $8,000.00 Engineering and soil testing at new location. $5,000.00 Insurance and legal fees. $4,500.00 Permits, contractor legwork and administrative fees: (Permit fee not included) $1,800.00 Excavation, tree removal, site work, materials needed. Ready for landscaping. $22,000.00 Landscape allowance. $5,000.00 Foundation and flat work. $36,000.00 Reconstruction of building including including additional materials that may be needed. $58,000.00 Red cedar roof. $24,000.00 Clear vertical grain primed clapboard siding material and labor. $54,000.00 Windows, doors, exterior trim: Material and labor $52,000.00 Floor system including new frame, vapor barrier and finished wood floors. $20,000.00 Install underground electric service, general lighting and outlets. $10,000.00 Exterior and Interior Painting. $20,000.00 Additional interior carpentry work for creating an exhibit of the old schoolhouse and the cranberry era. $10,000.00 Lower level interior wall and ceiling boards: Primed FJ edge and center bead pine. Material and labor. $25,000.00 TOTAL ESTIMATED JOB COST AS DESCRIBED IN THIS ESTIMATE: $402,600.00 **No other allowances included at this time** ESTIMATE includes the following rates but are subject to additional costs as follows: Daley Construction labor rate is $95.00 per hour per person. Daley Construction Contractor Fees: -additional 20% for all materials and incidentals related to job. -additional 20% on all invoice totals submitted by subcontractors. Thank you, Brian Daley 2023 Select Board Annual Retreat FRIDAY JULY 21, 2023 2023 Annual Select Board Retreat Schedule 8:30 – 9:00 Opening Remarks & Overview 9:00 – 9:30 Sea Camps 9:30 – 10:00 Housing 10:00 – 10:30 Water Resources 10:30 – 11:00 Climate Mitigation & Adaptation 11:00 – 11:20 Solid Waste Management 11:20 – 11:40 Coastal Management 11:40 – 12:00 Open Space 12:00 – 12:30 Lunch 12:30 – 1:15 Governance 1:15 – 1:45 Community Character 1:45 – 2:30 Community Infrastructure 2:30 – 3:00 Local Economy 3:00 – 3:30 Recap & Next Steps 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Development of FY24-25 Select Board Strategic Plan Using last year’s (FY23-24) Strategic Plan as a starting point… ◦Continue to track progress of Town initiatives ◦Clearly identify consensus priority goals that are generally consistent with both the Vision Plan and draft Local Comprehensive Plan (LCP) and reasonably attainable within the next two years ◦Communicate priorities to all stakeholders and use plan to focus our collective efforts across the organization 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Development of FY24-25 Select Board Strategic Plan Ask residents to provide community input regarding the Vision Plan values and principles that are most important for the Select Board to consider in the next two years Solicit feedback from all boards and committees (through their respective Chairs) and all Department Heads regarding progress on FY23-24 priority goals and suggested changes/additions Reference latest draft of Local Comprehensive Plan Goals remain organized under the 10 Local Comprehensive Plan Building Blocks + Sea Camps 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Recap of FY23-24 Select Board Strategic Plan 39 consensus goals identified (6 more than FY22-23), including: ◦19 for FY23 ◦18 in FY23-24 ◦Remaining 2 for FY24 (same as FY22-23) ◦27 similar goals carried over from previous plan ◦12 new goals ◦Almost 3/4 are referenced in the Vision Plan and/or draft Local Comprehensive Plan ◦Added degree of complexity column last year Primary responsible parties and key stakeholders continue to be assigned to each goal Progress on each goal from last year’s plan is represented as: ◦significant/complete in green (20) ◦sufficient/partially complete in orange (13) ◦insufficient/planned for FY24 in red (6) 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Managing Expectations & Organizational Capacity Draft Local Comprehensive Plan includes 100+ Action Items to be accomplished over next 10+ years 2022 Housing Production Plan includes 22 implementation strategies over next 5 years Many recommendations from other recent strategic plans remain outstanding: ◦Integrated Water Resource Management Plan ◦Hazard Mitigation Plan ◦Municipal Vulnerability Preparedness Plan ◦Green Communities Energy Reduction Plan ◦Coastal Resource Management Plan ◦Open Space & Recreation Plan ◦Community Preservation Plan ◦Fire Department Strategic Plan ◦Council on Aging Action Plan Department Head performance evaluations identified ~100 goals for FY23 (many of which were more operational - not explicitly identified in recent strategic plans) 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Managing Expectations & Organizational Capacity Faced with convergence of several major, high-profile infrastructure projects over the next few years: ◦Long Pond Boat Ramp upgrade ◦Millstone Road improvements ◦Stony Brook Millsite fishways improvements ◦Stony Brook Elementary School upgrades (HVAC, roof, and code compliance) ◦….Sea Camps Cognizant of resident feedback regarding concerns about the tax impacts of new projects (Nauset Regional High School renovation + Sea Camps purchase) and the pace/scale of change (importance of maintaining community character) 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Time Results Source: Margaret C. Andrews, The MYLO Center Potential Changes to FY24-25 Plan Seek to identify 1-2 goals per building block (up to 3 for most important and involved categories) – up to 25 total goals Goals could be slightly broader in scope and mainly focused on policy outcomes – less project/task oriented Inclusion of mission and/or vision statement(s) that are aligned with Local Comprehensive Plan, Vision Plan, and Town Charter Clarify that decision making will continue to be guided by inclusive public processes 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Sea Camps Status of FY23-24 Goals Complete discovery phase, including building inventories/ assessments, and continue to implement interim property management plan Continue to develop/refine and implement interim public access/use plans Launch community planning process, engage residents and stakeholders, determine support for constructing new community center on bay property, and develop long-term comprehensive plans for both properties Continue to explore potential short- and long-term partnerships that may mitigate acquisition costs or operating expenses and may provide enhanced services, programs, or amenities for residents 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Sea Camps Suggested Changes/Additions for FY24-25 (1 of 2) Continue to prioritize interim public access to and activities on the properties Continue community planning process, engaging residents and stakeholders, determining support for community center on bay property, and develop long-term comprehensive plans for both properties Further explore potential partnerships and revenue generating opportunities that mitigate acquisition costs or operating expenses and/or provide enhanced services, programs, or amenities for residents 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Sea Camps Suggested Changes/Additions for FY24-25 (2 of 2) Update committee charges once comprehensive plans have been adopted to focus on next steps in planning and implementation Incorporate climate mitigation considerations into Sea Camps planning processes Foster communication to residents and Town committees about latest Sea Camps developments and opportunities for participation 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Housing Status of FY23-24 Goals Develop five-year financial plan for Affordable Housing Trust and determine whether additional funding streams should be explored to support housing initiatives at a range of income levels Begin implementing updated Housing Production Plan priority strategies Continue to provide support services to residents, including CDBG housing rehabilitation and childcare vouchers Advance Millstone Road Community Housing project 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Housing Suggested Changes/Additions for FY24-25 Explore and consider various policies and funding opportunities to support a variety of housing at a wider range of Area Median Incomes (AMI) Continue implementing the Housing Production Plan, with a particular focus on zoning strategies Promote and encourage support programs that help residents stay in their homes Continue to provide support for the Millstone Community Housing initiative and identify potential locations for future housing initiatives Monitor the impacts of short-term rentals on the availability of year-round rental units and/or evaluate a (short-term) rental registration program 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Water Resources Status of FY23-24 Goals Convene a new Water Resources Task Force and develop updated plan and timeline for advancing integrated water quality initiatives, to include addressing DEP’s proposed changes to Title V regulations and continuing collaboration with external stakeholders Continue to educate public about new stormwater bylaw/regulations and consider refinements as needed 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Water Resources Suggested Changes/Additions for FY24-25 Continue to implement Integrated Water Resource Management Plan, updating as needed to reflect current alternatives analyses, prioritizing pond water quality, and incorporating specific timelines Develop new watershed permits and educate residents about new DEP regulations Support development of Water Department Master Plan Obtain Watershed Permits for the Herring River, Bass River, and Swan Pond River estuarine watersheds; continue to pursue/ satisfy obligations under the Pleasant Bay Watershed Permit 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Climate Mitigation & Adaptation Status of FY23-24 Goals Develop and implement updated staffing and committee model that reflects the Town’s commitment to comprehensively advancing energy, climate change, and resiliency initiatives Develop net zero energy roadmap 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Climate Mitigation & Adaptation Suggested Changes/Additions for FY24-25 Identify and implement priority energy and climate mitigation/ adaptation goals and strategies consistent with the Municipal Vulnerability Preparedness Plan, Green Communities Energy Reduction Plan, and Hazard Mitigation Plan 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Solid Waste Management Status of FY23-24 Goals Complete site assessment and determine next steps to improve Department of Public Works and Recycling Center property and facilities Continue hydrationstation installation project 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Solid Waste Management Suggested Changes/Additions for FY24-25 Determine next steps to improve Department of Public Works and Recycling Center campus based on results of site assessment 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Coastal Management Status of FY23-24 Goals Complete design and permitting of Wing Island boardwalk Consider merits of Cape Cod Commission's model coastal resiliency bylaws/regulations and potential implementation 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Coastal Management Suggested Changes/Additions for FY24-25 Identify and implement priority goals and strategies of Coastal Resource Management Plan (Phase I) Advance intermunicipal shoreline management plan initiative with Dennis and Orleans 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Open Space Status of FY23-24 Goals Complete design and implement updated Drummer Boy Park Master Plan Phase I improvements in coordination with Wing Island Boardwalk project Identify and resolve private party encroachments on Town land 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Open Space Suggested Changes/Additions for FY24-25 Develop and present recommended next steps regarding Drummer Boy Park Master Planning Develop standard criteria and process to evaluate potential land acquisitions and consider establishing municipal land acquisition committee Maketargeted accessibility improvements to Town- owned conservation land Identify priority goals of 2021 Open Space and Recreation Plan and begin implementation 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Governance Status of FY23-24 Goals (1 of 2) Establish and communicate budget capacity to Nauset School officials based on the Town’s current and long-term fiscal sustainability Launch new Town website and identify preferred enhancements to current communications model Establish process to revise Brewster Town seal & draft related use policy Evaluate potential amendments to noise bylaw and/or develop entertainment license regulations Finalize, adopt, and implement Local Comprehensive Plan and monitor progress Develop and launch capital budget and other transparency features of new online platform to continue to improve accessibility of Town finances 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Governance Status of FY23-24 Goals (2 of 2) Support Human Resource Department by:1. Continuing to implement findings from HR audit, including development of employee handbook 2. Continuing to monitor and support employee wellness 3. Creating programs to recognize Town staff/volunteers for their community service Identify priority areas to increase organizational capacity to meet enhanced service needs and expanded project demands and develop long-term financing plan to fund necessary personnel Consider need for and structure of new Parks & Recreation Department responsible for management of Drummer Boy Park, former Sea Camps, Dog Park, and other existing recreational amenities/programs Develop standard criteria and process to evaluate potential land acquisitions and consider establishing municipal land acquisition committee 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Governance Suggested Changes/Additions for FY24-25 (1 of 2) Evaluate strategies that are designed to develop new sources of revenue, improve existing source income where possible, and examine existing policies that may hinder new revenue development Educate residents about municipal finance and tax impacts of new debt Continue to study feasibility of target local tax relief options, including potential childcare subsidy program, and implement in equitable and sustainable manner 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Governance Suggested Changes/Additions for FY24-25 (2 of 2) Seek to limit Nauset School budget increases to sustainable levels and investigate possible changes to regional district agreement to mitigate financial impacts of school debt and operating expenses on Brewster residents Develop and begin to implement communications plan Explore reporting capabilities of electronic permitting platform Conduct assessment of community recreation needs, develop implementation plan, and provide staffing supports to deliver enhanced recreation services Support Fire Department Five-Year Strategic Plan and results of staffing study, and develop a funding plan for potential new hires 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Community Character Status of FY23-24 Goals Adopt and implement 5-year Community Preservation Plan and seek adoption of proposed bylaw amendments to support maximum flexibility to fund projects to meet community needs Identify and evaluate benefits of introducing/expanding targeted local tax relief options Complete sociodemographic study to inform next steps in crafting and advancing diversity, equity, and inclusion initiatives 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Community Character Suggested Changes/Additions for FY24-25 Complete Diversity, Equity, and Inclusion audit of Town policies, provide related training to Town officials, and seek to integrate DEI considerations into community programs, events, and activities 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Community Infrastructure Status of FY23-24 Goals Determine support for advancing proposed Brewster Ladies Library renovation project Conduct a needs assessment and develop FY24-28 COA (Age Friendly) Community Action Plan Work with Nauset School officials to clarify process and timeline of next steps regarding results of Elementary School Consolidation Feasibility Study, especially in relation to other potential Town & School capital investments Complete Millstone Road project final design/ permitting and create Road Capital Prioritization Plan Develop policy to clarify provision of Town services on private roads and consider potential amendments to private road betterment bylaw 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Community Infrastructure Suggested Changes/Additions for FY24-25 Convene Library Building planning group, determine priorities for renovations, and investigate funding options/opportunities Based on analysis of data from the 2023 COA Community Survey/Needs Assessment, develop and implement FY24- 28Age-and Dementia-Friendly CommunityAction Plan Work with state officials to complete design and installation of sidewalks on Route 6A from Dennis to Orleans Lead previously approved capital projects through to successful completion while continuing to communicate and engage with residents 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Local Economy Status of FY23-24 Goals Define and provide necessary supports to effectively implement electronic permitting and invest in phased digitization of Town records Continue to host semi-annual roundtable with Town officials, Chamber of Commerce, and local business community to build on increased outreach and communication developed during pandemic Develop Guide to Doing Business in Brewster 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Local Economy Suggested Changes/Additions for FY24-25 Evaluate potential amendments to noise bylaw and/or develop updated entertainment license policies 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Next Steps Town Administration will assemble a summary document for the Select Board’s consideration, providing more detail regarding responsible parties and anticipated timelines Select Board will review, discuss, and adopt final updated Plan at upcoming meeting Once formally adopted, the Plan will be distributed to all Town boards/committees and staff, and will also be posted for residents on the homepage of the Town’s website Select Board agendas will frequently include goals for discussion, action, and/or status updates to ensure we maintain focus – any changes in approach from previous years? Iterative annual process that will be aligned with Local Comprehensive Plan (once adopted) 2023 BREWSTER SELECT BOARD ANNUAL RETREAT Select Board FY24-25 Strategic Plan FINAL AS APPROVED 08.21.23 Vision Building Block Goal #Goal Description Timeline Vision Plan / Local Comprehensive Plan FY23-24 SB Plan Primary Responsible Party Other Key Stakeholders Sea Camps SC-1 Provide interim public access to and activities on both Sea Camps properties FY24-25 X X Town Administration and Bay & Pond Property Planning Committees Select Board; Recreation Commission; Recreation Dept; Town Staff SC-2 Continue community planning process, engaging residents and stakeholders, to develop long-term comprehensive plans for both Sea Camps properties FY24-25 X X Town Administration and Bay & Pond Property Planning Committees Select Board; BPPC & PPPC Liaisons and Representatives, and Town Staff SC-3 Continue to explore potential partnerships and revenue generating opportunities that mitigate tax impacts and/or provide enhanced services, programs, or amenities for residents on both Sea Camps properties FY24-25 X X Town Administration and Bay & Pond Property Planning Committees Select Board; BPPC & PPPC Liaisons and Representatives, and Town Staff Governance G-1 Evaluate strategies to reduce tax burden on residents, including examining revenues and targeted local tax relief options, and managing school budgets FY24 X Finance Team Select Board; Finance Committee G-2 Develop and implement communications plan, with focus on municipal finance and taxes, to best inform residents and local businesses about Town affairs FY24-25 X Town Administration Select Board; Town Staff G-3 Identify priority areas to increase organizational capacity to meet enhanced service needs and expanded project demands and develop long-term financing plan to fund necessary personnel FY24-25 X X Town Administration, Human Resources, & Finance Team Select Board; Finance Committee; Town Staff G-4 Conduct assessment of community recreation needs, develop implementation plan, and provide staffing supports to deliver enhanced recreation services FY24-25 X X Town Administration Select Board; Finance Team; Human Resources; Recreation Dept & Commission; Natural Resources Dept; Department of Public Works Community Character CC-1 Complete Diversity, Equity, and Inclusion audit of Town policies, provide DEI training to Town officials and staff, and integrate DEI considerations into Town programs, events, and activities FY24-25 X X Town Administration Select Board; Human Resources Department; Town Staff CC-2 Develop and implement FY24-28 Age-Friendly Community Action Plan based on 2023 COA community needs assessment FY24-25 X X Council on Aging Board & Department Select Board; Town Administration; Social Services Team CC-3 Evaluate feasibility of potential childcare subsidy program, and implement in equitable and sustainable manner FY24-25 X Select Board Finance Team; Finance Committee; Housing Department CC-4 Evaluate impacts of short-term rentals on the community and consider potential policy solutions FY25 Select Board & Town Administration Board of Health; Health Department; Housing Department; Building Department; Planning Department Open Space OS-1 Develop standard criteria and process to evaluate potential land acquisitions and consider establishing municipal land acquisition committee FY24 X X Select Board Town Administration; Open Space Committee; Affordable Housing Trust; Water Commission; Town Staff OS-2 Identify priority goals of 2021 Open Space and Recreation Plan and begin implementation, including making targeted accessibility improvements to Town- owned conservation land FY24-25 X Natural Resources Advisory Commission & Dept; Recreation Commission & Dept Town Administration; Select Board; Conservation Commission; Water Commission & Dept 1 Select Board FY24-25 Strategic Plan FINAL AS APPROVED 08.21.23 Vision Building Block Goal #Goal Description Timeline Vision Plan / Local Comprehensive Plan FY23-24 SB Plan Primary Responsible Party Other Key Stakeholders Housing H-1 Promote and encourage support programs that help residents stay in their homes FY24-25 X X Housing Dept Select Board; Town Administration; Affordable Housing Trust; Human Services Committee; Council on Aging H-2 Continue implementing Housing Production Plan FY24-25 X X Affordable Housing Trust & Housing Dept Select Board; Planning Board; Housing Partnership; Town Administration; Planner H-3 Continue to provide support for Millstone Community Housing initiative FY24-25 X X Town Administration & Housing Dept Select Board; Affordable Housing Trust; Community Preservation Committee Local Economy LE-1 Develop Guide to Doing Business in Brewster FY25 X X Town Administration Building Dept; Health Dept; Planning Dept; Natural Resources Dept; Town Clerk; Chamber of Commerce Coastal Management CM-1 Identify and implement priority goals and strategies of Coastal Resource Management Plan (Phase I)FY24-25 X Natural Resources Commission & Dept Select Board; Conservation Commission; Town Administration CM-2 Advance intermunicipal shoreline management plan initiative with Dennis and Orleans FY24-25 X Natural Resources Dept Natural Resources Advisory Commission; Town Administration; Conservation Commission Water Resources WR-1 Continue Integrated Water Resource Management Plan implementation and update as needed to reflect current alternatives analyses, prioritize pond water quality, and identify timelines FY24-25 X X Water Resources Task Force Town Administration; Select Board; Natural Resources Commission & Dept; Water Commission & Dept; Board of Health & Health Dept; Planning Board & Dept; Finance Committee; Brewster Ponds Coalition WR-2 Continue to manage Pleasant Bay watershed permit, develop new watershed permits, and educate the community about changes to Title V regulations and new DEP nitrogen sensitive watershed permit regulations FY24-25 X Water Resources Task Force Town Administration; Select Board; Board of Health & Health Dept; Pleasant Bay Alliance; Golf Commission & Dept; Brewster Ponds Coalition Community Infrastructure CI-1 Collaborate with Brewster Ladies Library Association Board to determine priorities for library renovations and possible funding options/opportunities FY24 X Select Board & Town Administration Finance Team; Brewster Ladies Library Association Board & Library Dept; Community Preservation Committee; Finance Committee CI-2 Lead approved capital projects through to successful completion and continue to communicate and engage with residents FY24-25 X Town Administration Select Board; Town staff Climate Mitigation & Adaptation CA-1 Identify and implement priority energy and climate mitigation/ adaptation goals and strategies consistent with the Municipal Vulnerability Preparedness Plan, Green Communities Energy Reduction Plan, and Hazard Mitigation Plan FY24-25 X Energy & Climate Action Committee; Energy Manager Town Administration; Select Board Solid Waste Management SW-1 Establish improvement process for Department of Public Works and Recycling Center campus based on results of site assessment FY24 X X DPW Director Town Administration; Select Board; Recycling Commission 2 Creating Opportunities For Recreation, Marine Education and Environmental Stewardship October 27, 2023 Town of Brewster 2198 Main Street Brewster, MA 02631 Dear Friend of PBCB, Thank you for your gift of $25,000 for the Accessibility Project which we received on 10/17/2023 to Pleasant Bay Community Boating. Thanks to your generosity, we have been able to achieve remarkable milestones and provide transformative experiences to our community. Here are some highlights of the year: • In May and June, we had the privilege of hosting nearly 800 local students on field trips, both on the Friend and through our First Sail Program. These trips offer an extraordinary opportunity for students who may not have had the chance to sail otherwise. • Our summer programs are filled with adults and children participating in various activities, including lessons, boat rentals, racing, Simply Sail reservations, and science and sailing camps. Your support ensures access to Pleasant Bay for hundreds of individuals through our affordable programs. • We continue to offer vital community outreach programs, such as Adaptive Sailing and Blind and Visually Impaired sailing, on the water excursions for Council on Aging groups, trips on the Friend, and Speaker Series events. Your support enables us to reach diverse populations and foster inclusivity in our boating community. • Our annual Sailabration Gala was held at the Wequassett Resort and Golf Club in June and was a tremendous success. The guests' enthusiasm and unwavering support of PBCB as we celebrate 20 years, was truly inspiring. It is important to note that program fees cover only half of our operating budget. Your donations are instrumental in supporting various essential aspects of our operations, including boat and mooring maintenance, storage, launching and hauling, seasonal pier installation, as well as staff and instructor salaries. Without your generosity, none of this would be possible. On behalf of everyone who has benefited from your kindness, we extend our heartfelt thanks. Your commitment to PBCB has made a lasting impact on our community, and your support will continue to shape memorable experiences in the years to come. With�,rateful appreciation, ,,gvApp----- specid fv„.51,,i1cA-t- Dorothy Bassett i-k i 'Ise -N'" ( a,--4)J-nnifer Curran Executive Director „roan crcg vlIevelopment and Communications Director P.S. Your gift is tax deductible to the full extent of the law. Pleasant Bay Community Boating is a 501(c)(3) tax-exempt organization. No goods or services were provided in exchange for your gift. Campus Location: 2287 Route 28, Harwich, Massachusetts 02645, www.pbcb.cc, Mail: P.O. Box 21, North Chatham, Massachusetts, 02650. info@pbcb.cc Pleasant Bay Community Boating is a non-profit 501(c)(3) organization and all contributions are tax deductible as allowed by law. Community & Volunteer Kickoff Monday, 11/6 at 4 PM Brewster Baptist Church 1848 Main Street, Brewster Wall Raising Ceremony Saturday, 11/11 at 8 AM Cape Cod Covenant Church 11 Satucket Road, Brewster Please meet at the church at 7:30 AM. We will be shuttling people to the site, with the last shuttle leaving at 7:45 AM. There is no parking available at Phoebe Way. Please join Habitat for Humanity of Cape Cod for our Community and Volunteer Kickoff Event and Wall Raising Ceremony for our two-home build (one is a Veterans Build). Meet the families building affordable homes at Phoebe Way in Brewster! This two-home build is very special to us; both homes honor Habitat Cape Cod volunteers who have passed. The Veterans Build is being built in memory of Bob Harding, who was a Marine who served his country on active duty during WWII. The second home is being built in memory of Nat Goddard and Gilbert Merritt, both Church of the Holy Spirit members. For more information about these events and how you can be involved, please get in touch with Volunteer & Community Relations Manager Sandra Harrison at 508-362-3559 x28 or sandra@habitatcapecod.org. Phoebe Way, Brewster Community Preservation Committee Minutes of September 13, 2023 Page 1 of 5 vd 2198 Main Street Brewster, Massachusetts 02631-1898 (508) 896-3701 FAX (508) 896-8089 COMMUNITY PRESERVATION COMMITTEE Hybrid Meeting w In-Person Quorum Wednesday, September 13, 2023, at 4:00 p.m. MEETING MINUTES OF SEPTEMBER 13, 2023 Present: Community Preservation Committee (CPC) – Chair Faythe Ellis, Vice Chair Sarah Robinson, Treasurer Sharon Marotti, Clerk Elizabeth Taylor, Roland Bassett, Paul Ruchinskas, Bruce Evans, Christine Boucher, Peggy Jablonski (4:30PM) (remote attendance) Absent: Also Present: Cynthia Bingham, Select Board; Donna Kalinick, Assistant Town Manager Chair Ellis called the meeting to order at 4:00 pm, announced a quorum, and read the Recording Statement. This meeting will be conducted in person at the time and location identified above. This means that at least a quorum of the members of the public body will attend the meeting in person and members of the public are welcome to attend in person as well. As a courtesy only, access to the meeting is also being provided via remote means in accordance with applicable law. Please note that while an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting/hearing will not be suspended or terminated if technological problems interrupt the virtual broadcast or affect remote attendance or participation, unless otherwise required by law. Members of the public with particular interest in any specific item on this agenda, which includes an applicant and its representatives, should make plans for in-person vs. virtual attendance accordingly. 1.Public Announcements and Comment- none 2.Financial Update a. Summary of reconciliation of FY23 accounts and review of FY24 starting balances b. Review of updated committee tracking spreadsheets c. Review of CP3 report Faythe turned the meeting over to Sharon to go over the spreadsheets and what it means for our current balance tracking. Sharon said we met with Mimi Bernardo a few weeks ago and she did a really good job reconciling all the balances which are included in the packet. FY23 we started in Open Space with $1,556,880 and ended with $2,002,816; Historic $500,351 and ended with $301,854; Housing $45,370 and ended with $144,789; Budgeted Reserve ended up with $1,174,593 – Undesignated Fund Balance. Faythe said one of the good news is the interest income that we earned - $93,000. FY24 starts out on the same page with everything except for differentiating the Undesignated Fund Balance with our new formulas. She then went over the individual funds so far this year. We are trying to spend down the Undesignated Fund Balance as soon as possible to move on to our new allocation percentages to go Approved: VOTE: Community Preservation Committee Minutes of September 13, 2023 Page 2 of 5 forward. We are all on the same page with Mimi Bernardo. Faythe then said to clarify for those out there, these numbers were based on the Statutory Formula. We also adopted a nonbinding Target Allocation Policy and are tracking what we are spending with an overlay spreadsheet as well. It is in the packet and is the same as our last meeting as she hasn’t plugged any numbers into that until we get closer to Town Meeting. Donna Kalinick addressed the committee regarding the CP3 report next – she went over the interest rate first. For comparison, the Housing Trust, last FY earned about $700 in interest and this FY earned about $30,000. A lot of what you are seeing is the fluctuation of interest rates. When we look at the financial forecast, we are going to discuss what we are going to carry. The interest rates have not stabilized. The Housing Trust is required to report to the CPC on an Annual Basis. It went to the Trust last week, of the CPA funds, we spent $63,631 of those funds. The two major places were on the Preservation of Affordable Housing, 212 Yankee Drive, to pay a company to remediate mold and water damage and take it to the studs to get ready for the final rehab work. The other big money we spent was on the Rental Assistance Programs. We currently have 11 households enrolled in the program. 3.Discussion and possible vote funding request from Brewster Affordable Housing Trust for $250,000 to fund the town’s Buydown program, including dollar amount, funding source, conditions, and CPC liaison. Donna Kalinick addressed the committee – we had a joint meeting between the CPC and the Housing Trust to discuss the future of the Buydown Program and decided it would be best for the Housing Trust to take over management of that program. We are proposing to award up to $50,000/applicant. There is a way to go over that – the Trust would have to approve it and it would have to go to the Select Board as well. There is a lot of fluctuation in mortgage prices because of rates at this time. We are here asking for $250,000 to fund and continue the program. The committee has the application with letters of support and the financial forecast. We started working on our priority goals for FY24 and will update the financial forecast and provide the CPC with a copy of that as it is important for the committee to understand the needs/requests the housing program might have over the next 5 years. They discussed administrative fees as well and adding $5,000 for what is normally just legal expenses. Motion to grant the award of $255,000 to the Housing Buydown Program of the Affordable Housing Trust, source being Undesignated Fund Balance, with the condition that the duration is 3 years with Paul Ruchinskas as liaison. Funding to be released after the Grant Agreement is fully executed. MOVED by Bruce Evans. Sarah Robinson second. Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 4.Discussion and possible vote on release of the remaining $200,000 of award to Brewster Affordable Housing Trust for preservation of property on the town’s subsidized housing inventory (SHI). Community Preservation Committee Minutes of September 13, 2023 Page 3 of 5 Donna Kalinick said there were several pieces of information in the packet regarding this award – the original award and request for extension on that. This was granted in November 2019 with a 3-year award and then asked for a 2-year extension which will be coming up in June of 2024. While 212 Yankee Drive will be complete by then. It is a single-family home on our SHI. Prior to the Trust taking control of the home, there was damage due to a flood on the second floor. The owner was not able to remediate that situation. Since then, we have had the home remediated. We hired HAC and the Resource Inc to assist us with oversight of the rehabilitation and run the lottery when we get to that point. We have met with legal counsel several times and it was determined what was CPA eligible and what was not. We are asking for the release of funds to help complete this home and begin work on 2 other homes we are engaged with currently. All these processes take a very long time. We are excited to be coming to the finish line. Motion to release the remaining $200,000 for the award to the Affordable Housing Trust that was made for preservation of subsidized housing inventory properties. MOVED by Paul Ruchinskas. Bruce Evans second. Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 5.Discussion and possible vote on proposed changes to Brewster Application for Community Preservation Act Funding Faythe said we began a conversation about it at a previous meeting – she highlighted those edits – Page 5 – community support – if this is a funding request for a regional project, include Brewster based letters of support Page 6 – reports – Paul would like this to go up at the top - fits better there Page 7 – the committee discussed Application review and approval process – 2 hard copies within 5 business days of the application deadline – much easier for copying and dissemination to committee members that way Motion to approve the amended application. MOVED by Sharon Marotti. Paul Ruchinskas second. Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 6.Discussion and possible vote to approve $4350 in FY24 Administrative Funds for Community Preservation Annual dues. Motion to approve $4350 in FY24 Administrative Funds for Community Preservation Annual dues. MOVED by Bruce Evans. Peggy Jablonski second. Community Preservation Committee Minutes of September 13, 2023 Page 4 of 5 Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 7.Discussion and possible vote to approve $3500 historical consulting retainer from FY24 Administrative funds Motion to approve $3500 historical consulting retainer from FY24 Administrative funds. MOVED by Sharon Marotti. Sarah Robinson second. Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 8.Discussion and planning for Brewster’s First Volunteer Fair Volunteer Fair – Sharon and Sarah to man the CPC table Sharon, Peggy, and Sarah to attend the luncheon Elizabeth, Faythe, Christine will be there with other committees as well Worksheet to put together – Sharon and Sarah to submit 9.Outreach planning for Annual Public Hearing on 10/25 We are planning on what we need to do to get ready for this meeting. We have sent out an email reminder which encourages people to let us know if they are planning to speak just for planning purposes. However, anyone is welcome to attend and speak even if they do not let us know in advance. Faythe asked the committee to review the email blast list and suggest additions or changes. 10.Approval of Minutes from 6/28/23 & 7/12/23 Motion to approve the Minutes from 6/28/23 as presented. MOVED by Sarah Robinson. Bruce Evans second. Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no Motion to approve the Minutes from 7/12/23 as presented. MOVED by Sarah Robinson. Sharon Marotti second. Community Preservation Committee Minutes of September 13, 2023 Page 5 of 5 Roll Call Vote: Elizabeth Taylor – yes, Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 11.Project Updates Donna Kalinick thanked the committee for coming to the Local Preference Information session. In particular, the comments made by the Chair had an impact on the Select Board decision - to request 55% local preference and 15-20% regional preference for Spring Rock Village. Thank you for participating in that important process. 12.Matters Not Reasonably Anticipated by the Chair - none 13.Announcements - Donna Kalinick said Habitat has been in touch with us and as soon as we have the dates, we will let you know – dedication and the wall raising for Red Top/Pheobe’s Lane homes. 14.Upcoming meeting: Wednesday, September 27, 2023 4PM MOTION made by Bruce Evans to adjourn the meeting at 5:25 pm. Sharon Marotti second. Roll Call Vote: Elizabeth Taylor – yes, Christine Boucher – yes, Sharon Marotti – yes, Bruce Evans – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no Respectfully submitted, Beth Devine, Recording Secretary Packet of additional documents available on website for public review. Community Preservation Committee Minutes of September 27, 2023 Page 1 of 5 vd 2198 Main Street Brewster, Massachusetts 02631-1898 (508) 896-3701 FAX (508) 896-8089 COMMUNITY PRESERVATION COMMITTEE Hybrid Meeting w In-Person Quorum Wednesday, September 27, 2023, at 4:00 p.m. MEETING MINUTES OF SEPTEMBER 27, 2023 Present: Community Preservation Committee (CPC) – Chair Faythe Ellis, Vice Chair Sarah Robinson, Treasurer Sharon Marotti, Clerk Elizabeth Taylor, Roland Bassett, Paul Ruchinskas, Christine Boucher, Bruce Evans, Peggy Jablonski (remote attendance) Absent: Also Present: Cynthia Bingham, Select Board; Donna Kalinick, Assistant Town Manager; Jill Scalise, Housing Coordinator; Vita Shklovsky, POAH; David Quinn, HAC Chair Ellis called the meeting to order at 4:04 pm, announced a quorum, and read the Recording Statement. This meeting will be conducted in person at the time and location identified above. This means that at least a quorum of the members of the public body will attend the meeting in person and members of the public are welcome to attend in person as well. As a courtesy only, access to the meeting is also being provided via remote means in accordance with applicable law. Please note that while an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting/hearing will not be suspended or terminated if technological problems interrupt the virtual broadcast or affect remote attendance or participation, unless otherwise required by law. Members of the public with particular interest in any specific item on this agenda, which includes an applicant and its representatives, should make plans for in-person vs. virtual attendance accordingly. 1.Public Announcements and Comment- none 2.Financial Update Faythe said the standard financial materials are included in the packet for tonight. There have been no changes since our last meeting. No questions. 3.Discussion and possible vote funding request from Preservation of Affordable Housing (POAH) and Housing Assistance Corporation (HAC) for $500,000 toward the construction of 45 affordable rental units at 0 Millstone Road (Spring Rock Village), including dollar amount, funding source, conditions, and CPC liaison. Paul recused himself from this item as he is on the Board of HAC. David Quinn, HAC, addressed the committee and Vita Shklovsky, POAH, attended virtually. The name for the project is Spring Rock Village – very excited to have a name and be partnering on this project with the town. David Quinn said this would be their 9th project working with POAH so far. He went Approved: VOTE: Community Preservation Committee Minutes of September 27, 2023 Page 2 of 5 through the project terms for Spring Rock Village. We looked at the site and tried to cluster the development close to the Northeast of the property, it is the best location for us to respect the buffers and conserve a lot of the area. There will be 15x1bedrooms, 25x2bedrooms, 5x3bedrooms in the village. We preserved quite a bit of open space and tried to blend the project into the neighborhood. We wanted to preserve the existing woodland habitat, use traditional Cape Cod architecture, prioritize sustainability, minimize building footprints, create a sociable neighborhood, and respect buffers. We tried to combine a blend of income levels throughout the property and be able to tap into as much State funding as possible. Vita Shklovsky then addressed the committee – in terms of the unit mix and how they are dividing all the buildings – there is one larger multi-family building with an elevator. The rest of the buildings range between 4-6 homes each. Most look very much the same – one story apartments. She then laid out the framework of the property. She said they secured the zoning permit, reconfigured parking spaces, setting aside for larger vehicles to park in the back of the site. We have also made sure to respect all our neighbors with vegetation and buffering along property lines. We are grateful for all the support we have received through the town. She then went over the budget, which hadn’t changed since their application. David said we are in the process of getting the updated construction numbers which will inform our asks to other towns. Jill addressed the committee to do a financial review of the proposal. She put a chart together with recent Cape Cod affordable housing development costs that came in front of the home consortium. They have been looking at rising development costs. It is very difficult to compare projects – site developments, rehabs, mostly one-bedrooms, size and number, etc. The most helpful metric is the total development costs/unit and the construction costs/sf. The Trust hired a consultant to do a financial review, and it was found to be financially sound and feasible. At the top of the chart are the earlier projects going down to the Spring Rock Village. Some of the numbers are estimates in the chart because some are with applications and costs change over time. For Spring Rock Village - $603,961 for total development cost/unit and the $404/sq foot construction costs is in the range and has been approved under full underwriting analysis. Faythe asked if there were any questions that came up or recommendations from the Housing Partnership? Donna Kalinick said they didn’t have a lot of questions or concerns. They had previously reviewed the project and were incredibly supportive. Bruce asked who was responsible for paying the mortgage – David Quinn answered HAC and POAH – they take out a loan for the property and are responsible for payment. Christine wondered if the Millstone bike path project and potential bus routes making the property more accessible to other parts of the town. Donna Kalinick answered that Millstone has been sharing with David Quinn and Vita Shklovsky working collaboratively to make sure the two projects are in alignment. The site is close to Nickerson and there is a planned crossing close to the new housing. David Quinn said they spoke to the Transit Authority, and they can provide service to the site. We are working with them on dimensions of their vehicles. Christine asked about electric bikes as they are an important aspect of living communities. Vita Shklovsky said there were storage sheds on the ground floor and bike racks near and in the main building and spread around the property. Christine asked about EV chargers – Vita Shklovsky said she would email Christine the exact numbers. 5% of the units will be ADA compliant. Vita Shklovsky said we are planning to put PV panels on the roofs/ solar friendly as possible with angles, etc. Community Preservation Committee Minutes of September 27, 2023 Page 3 of 5 Faythe asked whether or not there would be generators for power outages? Vita Shklovsky answered there was one for the management building/community building – the building with the elevator. Donna Kalinick said the Select Board had made the decision to ask the state for 55% local preference and 15-20% regional preference. The state did approve the request. 24 local units and 7 regional units on lease up only – the lottery process/initial process where local preference comes into play. We are always fighting misinformation – some has been spread that the cost is $1M/unit and that is NOT accurate. What is being asked from CPC $500,000 which will go to a Town Meeting Vote, and another application for $500,000 to the Housing Trust, so the $1M is what is being asked for from local funding from the Town – NOT per unit. This is an important message to get across, so the public has the best information available to them. Motion to take $507,500 from the pre-FY24 Undesignated Fund balance with conditions that it goes to construction costs, and a 10% holdback until complete, and the $7500 is set aside for CPC administrative and legal expense related to the project, and Sarah Robinson as liaison. MOVED by Peggy Jablonski. Roland Bassett second. Roll Call Vote: Bruce Evans - yes, Christine Boucher - yes, Sharon Marotti – yes, Elizabeth Taylor – yes, Roland Bassett – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 8-yes 0-no 4.Discussion and possible vote on draft warrant article for November 13 Town Meeting Faythe said the article includes both projects. She asked if anyone had suggestions or edits to the summaries. Donna Kalinick suggested edits to the summary for the Buy Down program. The Trust decided the standard award would be $50,000 and if it were different, we would take that at each situation as it comes. It could also say, the BAHT will provide grant assistance to first time affordable homebuyers purchasing a home in Brewster. Faythe agreed with that. Donna Kalinick went on to say the award of grant assistance requires an affordable deed restriction on the home. Peggy suggested keeping it the same as in past years because it is becoming less clear as we discuss the summary. Donna Kalinick thinks Town Counsel should weigh in about this. Spring Rock Village summary – Faythe said we have referred to this project in many ways, her inclination is that we need to call it Spring Rock Village from this point forward. Sharon suggested adding the local preference information. Faythe will amend this and at our next meeting, we will review and vote. 5.Outreach planning for Annual Public Hearing on 10/25 4PM Faythe said that we will be advertising the Annual Public Hearing as required by law. We are also planning to send an email blast out to interested parties reminding them of the public meeting and that we would appreciate them letting us know if they are planning to attend. We send the first email out around October 11th and the second reminder a week before the meeting. The list of those we are planning to send to is included in the packet. Community Preservation Committee Minutes of September 27, 2023 Page 4 of 5 Donna Kalinick addressed the committee and asked about the website and public notice on the electronic bulletin board. Faythe said she would follow-up with those items. Donna Kalinick said we could also put that as an FYI in the Select Board packet for further reach. Faythe asked if it would be worthwhile to somehow involve the Housing Coordinator to see about reaching out to other possible regional asks. Jill Scalise said reaching out to other towns would be a good idea. She would be happy to provide email addresses for other towns as well. 6.Approval of Minutes from August 17 Joint Meeting on Local Preference Motion to approve the Minutes from August 17th Joint Meeting on Local Preference as presented. MOVED by Sharon Marotti. Bruce Evans second. Roll Call Vote: Bruce Evans – yes, Christine Boucher - yes, Sharon Marotti – yes, Elizabeth Taylor – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Peggy Jablonski – yes, Chair Ellis - yes. VOTE 9-yes 0-no 7.Project Updates Faythe said the Cape Housing Institute Update was included in the packet. She reminded everyone on the committee that they are welcome to participate. Really good information is shared. Stony Brook Retaining Wall Project – over the winter this year, the focus will be on pulling the necessary permits. Chris Miller anticipates that the work on the project will be happening next winter which is in between seasons of the fish moving up and then back down. Faythe said they are going to be doing work on both sides of the road and many agencies are involved in the completion of the project. 8.Matters Not Reasonably Anticipated by the Chair 9.Announcements The Town has a Communications Survey on the website that Faythe encourages people to take. Donna Kalinick said the Communication Survey is open until October 10th. It is very important to know if the methods we currently use are working. Town Meeting is Monday, November 13th at 6pm at Stony Brook Elementary School. There will be a Pre-Town Meeting Forum on October 30th. Volunteer Fair this Saturday - we’ll be talking about what committee members do – hoping people will learn what great work our committees do to support the Town. There will be a Volunteer Appreciation Lunch at noon. Saturday, at the Bay Property at the dining hall. We are raffling – beach permit, recycle permit, pool pass, and shellfish permit for next season to be used by whomever wins the raffle. One entry per person Community Preservation Committee Minutes of September 27, 2023 Page 5 of 5 10.Upcoming meeting: Wednesday, October 11, 2023 4PM MOTION made by Bruce Evans to adjourn the meeting at 5:38 pm. Sharon Marotti second. Roll Call Vote: Christine Boucher – yes, Sharon Marotti – yes, Bruce Evans – yes, Elizabeth Taylor – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 8-yes 0-no Peggy Jablonski left the meeting before the vote was taken. Respectfully submitted, Beth Devine, Recording Secretary Packet of additional documents available on website for public review. Community Preservation Committee Minutes of October 11, 2023 Page 1 of 4 vd 2198 Main Street Brewster, Massachusetts 02631-1898 (508) 896-3701 FAX (508) 896-8089 COMMUNITY PRESERVATION COMMITTEE Hybrid Meeting w In-Person Quorum Wednesday, October 11, 2023, at 4:00 p.m. MEETING MINUTES OF OCTOBER 11, 2023 Present: Community Preservation Committee (CPC) – Chair Faythe Ellis, Vice Chair Sarah Robinson, Treasurer Sharon Marotti, Clerk Elizabeth Taylor, Roland Bassett, Paul Ruchinskas, Bruce Evans, Christine Boucher (4:05) (remote attendance) Absent: Peggy Jablonski Also Present: Jill Scalise, Housing Coordinator Chair Ellis called the meeting to order at 4:01 pm, announced a quorum, and read the Recording Statement. This meeting will be conducted in person at the time and location identified above. This means that at least a quorum of the members of the public body will attend the meeting in person and members of the public are welcome to attend in person as well. As a courtesy only, access to the meeting is also being provided via remote means in accordance with applicable law. Please note that while an option for remote attendance and/or participation is being provided as a courtesy to the public, the meeting/hearing will not be suspended or terminated if technological problems interrupt the virtual broadcast or affect remote attendance or participation, unless otherwise required by law. Members of the public with particular interest in any specific item on this agenda, which includes an applicant and its representatives, should make plans for in-person vs. virtual attendance accordingly. 1.Public Announcements and Comment- none 2.Financial Update Included in the packet are our current numbers including our FY24 Forecast, the Target Allocation Policy (TAP) tracking information, and the Affordable Trust 5-year Plan. No questions. 3.Recap of warrant article presentations to Select Board and Finance Committee The Select Board had very little conversation before they recommended approval. Finance Committee had some questions regarding the housing program. The did vote to recommend approval as well. 4.Discussion and possible vote on draft warrant article for November 13 Town Meeting Paul recused himself from this vote as they involve HAC as he is on the Board. Faythe said after the two presentations, we were going to look at the article to see if there were any further edits before the warrant closes. Bruce thinks the amount should be better clarified as to the Approved: VOTE: Community Preservation Committee Minutes of October 11, 2023 Page 2 of 4 amount being granted to the Buy Down Program and the additional bump to the Administration Fees for the legal and administrative expenses. Faythe will add a sentence to the description to clarify. The second to last sentence could also use some clarity regarding homes being sold not repaired. The commentary for Item 1b – Spring Rock Village – Faythe has a couple of edits. She noticed the third sentence regarding preserving habit and minimizing footprints. It is not the correct impression. We are in fact preserving 70-80% of the existing woodlands. Jill Scalise jumped in to say she would get the exact percentage to put into the letter. Be clear with the exact number of footprints – 11. Jill Scalise said she would be hesitant to be too specific because the building house different sized units. The same with the percentage of preserving woodlands so that isn’t something that gets focused on. Her suggestion would be “over 70%” and she will clarify. Faythe suggested “minimizing footprints around a town center.” Jill Scalise said minimizing the development footprint, not the buildings themselves, around a town center. Christine said to use maximizing greenspace. Faythe said she is always for a positive spin. Jill Scalise said to use creating a compact neighborhood around a town center. Rollie said he would find the town center to be misleading. Jill Scalise said it is a community building and a wooded lot. Faythe said she would put community center. Jill Scalise said community building is a better phrase. Replace town center focused with compact. She read through the sentence again. Jill Scalise said to end with “preserves over 70% of the woodland habitat.” Motion to accept the draft warrant article with those edits. MOVED by Roland Bassett. Sharon Marotti second. Roll Call Vote: Bruce Evans - yes, Elizabeth Taylor – yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no 5.Discussion and possible vote on award letters for Fall Town Meeting projects First letter draft is for the Buydown Program: Paul went over the letter section by section. No questions. Motion to approve the draft award letter and authorize town counsel review. MOVED by Elizabeth Taylor. Roland Bassett second. Roll Call Vote: Bruce Evans - yes, Elizabeth Taylor – yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 8-yes 0-no Paul recused himself for the next letter. Millstone Road Affordable Housing Award Letter: Donna and Jill already sent in their suggested edits. Faythe went through the letter section by section Nov 13th Town Meeting funds made available upon execution of a grant agreement DHCD to EOHLC – Exec Office of Housing and Livable Communities Terms and conditions #2 – extended to 2026 Local preference information changes #5 release of the work – put more clarity around disbursements/2 disbursements or 3 disbursements at 30%, 60%, 90% completion – the committee thought specifics would be helpful - $150,000 each Delete the highlighted portion that we answered #7 typical language Community Preservation Committee Minutes of October 11, 2023 Page 3 of 4 Project must be extended no later than 2026 Asking Shirin to specifically look at the description making sure that the surviving foreclosure may have specific language warranted Motion to approve the draft award letter and authorize town counsel review with those edits. MOVED by Roland Bassett. Sarah Robinson second. Roll Call Vote: Bruce Evans - yes, Elizabeth Taylor – yes, Christine Boucher - yes, Sharon Marotti – yes, Roland Bassett – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no 6.Recap of First Annual Volunteer Fair Faythe said we had good representation there – Elizabeth, Rollie, Faythe, Sharon, and Christine. The turnout was great – a great opportunity to go around to other committees to see what is going on. It was a very worthwhile event, and she hopes it becomes an annual event. Elizabeth only wished the acoustics were a bit better in that space. Rollie felt it was excellent. Sharon said they had some good conversations with people about what the CPC does. Christine thought it was informative but could have been marketed differently so others may have understood better what the event was and for whom it was intended so it would have been a better forum for everyone to come from town to get more information and not just a volunteer recruitment event. Faythe will send Amanda an update with the committee comments. 7.Project Updates Faythe said everyone on committees is welcome to participate in the Lower Cape Housing Institute. It is a great opportunity to deepen the understanding of what is a very complicated subject. There are lots of opportunities to take advantage of what they are offering. When the presentation was done about Spring Rock Village – POAH responded with a clarification from a prior meeting regarding EV spaces in the new village. Habitat update on page 22/23 of the packet – Faythe was interested to know there were 30 applicants for the two most recent houses. Paul said that number speaks to what we are going through. They did receive applications from Veterans. They haven’t got through all the financial information yet so it is likely not all 30 will go through to the next step. Faythe had heard that the pricing for the Schoolhouse project had changed. She asked them to do an update for us because we will need to decide how to proceed. Sharon said we approved the final payment to close out Brewster Woods. Faythe went on to say that one other award we wrapped up and approved payment on is the PBCB boat ramp project. 8.Approval of Minutes from July 26th Community Preservation Committee Minutes of October 11, 2023 Page 4 of 4 Faythe said these Minutes are a bit different in form because there was someone else doing the Minutes as Beth was out. On page 3 millstone road Rollie’s name is misspelled 1 L 2Ts – multiple places Under announcements – Gris‘t’ not Griss Mill Indian Pudding Party remove the word corn Paul – page 2 at top, delete “has everyone had time to review” Spelling of Shirin/ put “town counsel” Questions regarding completeness want it to be cognizant 2nd bullet 3rd line Page 4 under #6 2nd line – delete they are looking for applicants bc in two places Motion to approve the Minutes from July 26, 2023 with those edits. MOVED by Paul Ruchinskas. Bruce Evans second. Roll Call Vote: Bruce Evans - yes, Elizabeth Taylor – yes, Christine Boucher - abstain, Sharon Marotti – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no 1-abstain Christine was unable to be heard and effectively abstained from the vote. 9.Matters Not Reasonably Anticipated by the Chair- none 10.Announcements - none 11.Upcoming meeting: Annual Public Hearing October 25 at 4PM MOTION made by Bruce Evans to adjourn the meeting at 4:59 pm. Sharon Marotti second. Roll Call Vote: Christine Boucher – abstain, Sharon Marotti – yes, Bruce Evans – yes, Roland Bassett – yes, Paul Ruchinskas – yes, Sarah Robinson – yes, Chair Ellis - yes. VOTE 7-yes 0-no 1-abstain Christine was unable to be heard and effectively abstained from the vote. Respectfully submitted, Beth Devine, Recording Secretary Packet of additional documents available on website for public review.