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Home My Public Portal AboutSelect Board -- 2023-11-06 Minutes""o" 0REwa, /!lG�i; Town of Brewster JJ. F � z0,2198 2198 Main Street 12 ;: > Brewster, MA 02631-1898 it E 00 . _ Phone: (508) 896-3701 Y www.brewster-ma.gov MINUTES OF THE SELECT BOARD MEETING DATE: November 6, 2023 TIME: 6:00 PM PLACE: 2198 Main Street, Room A Office of : select Board Town Manager _ _ _ REGULAR SESSION Participants: Chair Chatelain, Selectperson Hoffmann, Selectperson Whitney, Selectperson Bingham, Town Manager Peter Lombardi, Natural Resources Director Chris Miller, Chief Heath Eldredge, Chief Robert Moran, Deputy Chief Kevin Varley, Department of Public Works Director Griffin Ryder, Water Superintendent Paul Anderson, Facilities Director Tom Thatcher Absent: Selectperson Chaffee Call to Order Declaration of a Quorum, Meeting Participation Statement and Recording Statement Chair Chatelain called the meeting to order at 6:00pm, declared a quorum and read both the meeting participation and recording statement. i' Public Announcements, and Comment None Select Board Announcements and Liaison Re orts Chair Chatelain recognized Karl Fehrle as the only remaining founding member of the Brewster Band. Mr. FehHe has been with`the band for 29 years and will be retiring after the December concert for the Holidays at the age of 102. At this concert, Chair Chatelain will be presenting Karl with a certificate of appreciation for his many years of service. Selectperson Hoffmann shared that she attended the Massachusetts River Herring Network Annual meeting at Orleans Town Hall; Brewster was well represented at the meeting with members from the Alewife committee, Natural Resources Advisory committee, and Town staff. f Town Manager's Report Mr. Lombardi shared the following information: • Community Planning Grant o Brewster has been awarded $65K in state grant funding through the Executive Office of Housing and Livable Communities (EOHLC) One Stop program. This funding will be used to look at the Town's existing zoning bylaws and prepare a report that identifies impediments to and opportunities for multi -unit and mixed-use residential housing. o There will be opportunities for residents to provide their feedback as we work through the initiative. Ultimately, we expect the report will include recommendations for making changes to our°zoning bylaws. o Thereis a need to look at the Town's land use regulations and policies to see if there are options to help make an impact on the housing crisis. SPler..t Bnard 1.7..06.2023 www.brewster-ma.gov Page 1 of 7 e Town of Brewster officeaf; a�� t�oEA,r� ., /' Select Board �Ap'o F¢, 2198 Main Street Town Manager 3 a' Brewster, MA 02631-1898 o ti = Phone: (508) 896-3701 Yo ;*g www.brewster-ma.gov % R6.0ft 5 e• B. 16�.,a,\\�� • Catalyst Architect's, the lead for the design for the Brewster Woods project, was recently recognized by the Home Builders & Remodelers Association of Cape Cod as having designed the premier affordable housing project on Cape this past year. • The Healy -Driscoll Administration released their Affordable Homes Act which includes a whole host of executive actions and proposed legislation. Most importantly for Brewster this includes potentially allowing ADUs of 900 sq ft or less by right, a local option transfer tax, and a new seasonal communities designation which recognizes the unique challenges in destination communities. The new administration has created a new Office of Rural Affairs, where part of their effort is to provide greater support for smaller communities. • A new Fire Department website was launched last week, this completes the Town's 3 -part commitment to upgrading Town websites. • The Sea Camps 3rd community forum will be held on Thursday November 30th at 6pm, this will be a fully virtual forum. There will be presentations on the latest draft plans for both properties followed by opportunities for residents to give feedback and ask questions in smaller breakout groups. Details of the forum will be shared on the Town website later this week. cons�enda a. Meeting Minutes: October 16, 2023 b. Appointments: Cultural Council and Zoning Board of Appeals c. Special Event Application: Friends of Brewster Dog Park d. Item Declared as Surplus for Disposal plus Fee Waiver Request: Natural Resources Department e. Cape Cod Bridges Project Letter of Support Selectperson Hoffmann moved to approve the Consent Agenda of November 6, 2023.,Selectperson Whitney second. A roll call vote was taken. Selectperson Hoffmann -yes, Selectperson Whitney -yes, Selectperson Bingham -yes, Chair Chatelain-yes. The Board vote was 4 -Yes, 0 -No. Discuss.and Vote on Senior Lifetime Shellfish_License Fees Selectperson Hoffmann noted that she filed a notice of discloser for the appearance of conflict of interest as she is a shellfish permit holder. Mr. Lombardi provided an overview of the agenda item, last December a new proposed fee schedule was approved which included shellfish permit fees. The Department of Natural Resources. has a robust stocking program, including littlenecks at Ellis Landing, quahogs at Saints Landing and oyster Sundays at Mants Landing. Last year's recommendations were based on the increase of the cost of materials and the popularity of the shellfish program. The idea was that the revenues from fees associated with the program would cover the cost of the program. The Board is to review the Senior/Lifetime shellfish permits which started 15+ years ago with a onetime fee of $5 for residents 70 years or older. These permits, up until this year, were not included in the Town's database for tracking purposes. The Board had agreed to institute a $15 annual fee for Senior Shellfish permits, voting in early January to gather data on the Lifetime permits to be able to have a broader Select Board 11.06.2023 www.brewster-ma.gov Page 2 of 7 00)", ice of: Town of Brewster 0\\\ 4 q�,, o 9 Select Board 2198 Main Street Town Manager a> Brewster, MA 02631-1898 o Phone: (508) 896-3701 www.brewster-ma.gov Qis riau,O\\\\\\� discussion. Senior shellfish permits are issued through the Council on Aging, as of last week we have issued a little over 250 permits at $0 and 50+ new Senior shellfish permits at $15. So far this year, the Town has sold just under 1000 shellfish permits. There was a review of attendance at Oyster Sundays for the first couple of weeks and'a review of the projected revenues from the shellfish permit fee increases. The costs of the Lifetime permits will be about $4,000 in revenue. The Board's decision points are whether to grandfather existing Lifetime permits, including those who purchased their Senior permits before January 1, 2023, and if Senior Shellfish permits are specific to the individual or not. The latter will be decided at an upcoming Select Board meeting when the Rules and Regulations for 2024 are voted on. Members of the Board shared their thoughts on honoring Lifetime permits, clarifying that any of the new Senior Shellfish permits purchased in 2023, will need to renew each year for $15 and the resident shellfish permits are $40 per year. Selectperson Hoffmann cited Cape Town's regulations about individual vs. family permits. Mr. Lombardi noted that through the budgeting process for FY25, will review actual revenues and align them with the projections for next year. k Selectperson Hoffmann moved to continue the Lifetime permits for seniors for those who have held one since January 1, 2023: Selectperson Bingham asked if they would need to register each year, Mr. Lombardi responded that one of the reasons this was voted on last year was to collect the data and to make sure the wardens could check the limits by week as is done with all other permits. It would be best to continue this process. Mr. Miller shared that this is part of the discussion for the Rules and Regulations. Selectperson Hoffmann amended the motion to continue the Lifetime Senior Shellfish permits for those who are held and registered before January 1, 2023. Selectperson Bingham second. The following residents shared public comment: • Richard Harb,'Ambergris Circle, when the program was offered the Town requested $5 in return for a lifetime permit. There is nothing on the permit that says it could be revoked, this established a binding contract. Asked if you don't register this year, you are not eligible next year? • Fred Lawrence, Spruce Run Drive, stated that he doesn't understand why those with Lifetime permits would have td,come in and register every year? Appreciates the people volunteering their time and effort and is very grateful, but very disappointed that not once, has anyone mentioned honor, commitment, or making a promise. • Ben McKelway, Main Street, appreciates the services that the DNR offers residents and appreciates the raising costs. Though he could afford to buy a license each year, that is not the issue. The only issue for is the principle of providing a lifetime permit which is a contract. The right thing to do, is to continue to grandfather the permits to those who held them before this year. • Tom O'Connor, Long Pond Road, agrees with the other speakers and asked about a family permit as one of the issues and would like clarification. Mr. Miller stated that the DNR has always interpreted the family permit as the member on the permit, who could bring others as'long as they are filling one basket, there is one limit per permit. Select Board 11.06.2023 www.brewster-ma.gov Page 3 of 7 \�\\\\\",...... i...,,,1///iiii Town of Brewster _ x Office Board 2198 Main Street Town Manager > Brewster, MA 02631-1898 -m, n Phone: (508) 896-3701 www.brewster-ma.gov F8 p on\g0a A roll call vote was taken. Selectperson Hoffmann -yes, Selectperson Whitney -yes, Selectperson Bingham -yes, Chair Chatelain-yes. The Board vote was 4 -Yes, 0 -No. The Town has a database that tracks all permits issued each year, the Town will honor all Lifetime permits going forward, even if they were not exchanged this year. There was discussion regarding family permits and who can use the permit, Mr. Miller stated that the intent is not to have multiple permits per household. There was also consensus that the permit holder must be present to use the permit. This item will be placed on a future Select Board meeting. Quarterly Leadership Team Presentations (Public -Safety): Police Department Fire Department, Department of Public Works, Water Department and Facilities De artment Department heads are organized into four different leadership teams: Public Safety, Community Development, Social Services and Finance. Every 3-4 months, department heads will provide an update at a Select Board meeting. Police Department (Chief Eldredge) t o Police Activities/Calls for Service ■ No expectation for increases in criminal activity for the remainder of the year. ■ Highlights of some of the things the Police have responded to were reviewed, these are in addition to traffic enforcement. ■ Continue to respond to many issues surrounding mental health and substance abuse. o Personnel ■ Recently filled a dispatch position and working to fill a part-time dispatcher position. ■ Interviewing candidates to fill one police officer position. ■ Working with Human Resources to post a part-time custodian Rpsition. o Current Projects ■ Creating a 5 -year strategic plan to guide future growth and development. ■ Ordered two more frontline hybrid cruisers, working towards a .more fuel-efficient fleet. ■ Upgrading the Livescan Fingerprint System to be compliant with State standards ■ Security fencing and secure storage is almost completed behind'the police station. o Community Engagement ■ Storytime at Eddy Elementary, Trunk -or -Treat and Faith & Blue Event are a few examples from the past couple of weeks. Fire Department (Chief Moran & Deputy Chief Varley) o Received $234K for Fire Instructure training, excess funds will be used for additional training, coverage overtime pay and instructor costs. This will happen over the next couple of years at no cost to the taxpayer. o Introduction of the new Fire Prevention Office Scott Romer, a 12 -year call firefighter. o Stop the Bleed and CPR training will be available to employees in November. Select Board 11.06.2023 www.brewster-ma.gov Page 4 of 7 .....ol/�/ /�dG' Office Town of Brewster o egY9 SelectBoard eaF 2198 Main Street Town Manager Brewster, MA 02631-1898 o 16.0 Phone: (508) 896-3701 � www.brewster-ma.gov 90 RP R o o DEP Oil Spill Drill at Sesuit Harbor was conducted with Dennis Fire Department, DEP provided overtime funding for the drill. o Review of the Ambulance Order project, the Strategic Plan, Lexipol (software package) Project, Foam Removal project, ASHER training (with the Police Department) o The Staffing Study is being finalized and the report will be shared at a December meeting with the Select Board and the Finance Committee. o Staffing Review ■ ,5 members were recently sworn in ■ one member from the department will be leaving in a couple weeks, one will be on long term medical leave and one is deployed with the US Army o Fire Prevention- school education programs and citizens fire academy o Enhanced website o Community Events- Trunk or treat, Christmas Tree Lighting and Homeless for the Holidays o Review of the Fire Department service calls • Department of Public Works- Griffin Ryder o Overview of Projects ■ 'Breakwater Road and Foster Road Drainage ■ ABay Parcel Pool Parking Lot o Operations ■ : Recycling Center study o Challenges ■ L'Staffing — in the process of hiring for an Assistant Director, at the end of this month will be short four positions. • `Equipment and vehicle build timeframes- related to replacement plans r ■ ;'Vehicle sourcing ■ Price increases o Millstone Road Update o Long Pond Town Landing Update (the website is updated with the latest information and timeline) Water Department — Paul Anderson o Water Tank Updates- two tanks were cleaned and painted over a two-month period. o Hydration Stations- status map is available on the Town website ■ 11 interior & 7 exterior currently installed throughout Town ■ 'Review of the locations to come in 2023, early 2024 o Master Plan Grant Funding review o Red Top Road watermain review (approximately 3,000 ft) o Staffing ■ � Transition period due to retirement, promotions, and other opportunities ■ New in-house Distribution Foreman and Treatment Foreman "'4 new Service Technicians (laborers) fl SP.IP_& Roard 11.06.2023 www.brewster-ma.gov Page 5 of 7 ■ Continued education and training for staff Facilities Department—Tom Thatcher o Current and Future Projects ■ Energy Efficient Solutions • Upgrade lighting to LEDs, installed mini -split heat pumps.in place of electric heat and replaced electric water heaters with heat pump units • Upgrade software to HVAC, modifications to boilers, programmable thermostats ■ Behavior Based Initiatives • Moderating use of heating and air conditioning and adjusting temperature setpoints in unoccupied rooms A: • Routing maintenance on HVAC systems • Power off computers and network devices when not in use and unplugging appliance and machinery when not in use • Motion sensor light switches and ADA low flow toilets • Town Hall window replacement project update ■ Implementation of Building Maintenance software program for'improved efficiency and tracking ■ Safety and Security of Town Buildings • Panic buttons, security camera coverage and emergency lock down system FYIs i Mr. Lombardi noted that the Veteran's Day Ceremony will be held at the Council on Aging at 10am on Saturday November 11th. And that Town Meeting will be held on Monday November` 13th at 6pm, check-in starts at Spm. Matters Not Reasonably Anticipated by the Chair None Questions from the Media None Next Meetings November 13 (Town Meeting), November 27, December 4 (Joint with Finance Committee), and December 18, 2023 Adjournment Selectperson Hoffmann moved to adjourn at 7:55pm. Selectperson Whitney second. A roll call vote was taken. Selectperson Whitney -yes, Selectperson Hoffmann -yes, Selectperson Bingham;=yes, Chair Chatelain- yes. The Board vote was 4 -Yes, 0 -No. Select Board 11.06.2023 www.brewster-ma.gov Page 6 of 7 Town of Brewster Office, of: bW y, Select Board 2198 Main Street � Town Manager Brewster, MA 02631-1898 o Phone: (508) 896-3701 r www.brewster-ma.gov mmiummm 'r. ■ Continued education and training for staff Facilities Department—Tom Thatcher o Current and Future Projects ■ Energy Efficient Solutions • Upgrade lighting to LEDs, installed mini -split heat pumps.in place of electric heat and replaced electric water heaters with heat pump units • Upgrade software to HVAC, modifications to boilers, programmable thermostats ■ Behavior Based Initiatives • Moderating use of heating and air conditioning and adjusting temperature setpoints in unoccupied rooms A: • Routing maintenance on HVAC systems • Power off computers and network devices when not in use and unplugging appliance and machinery when not in use • Motion sensor light switches and ADA low flow toilets • Town Hall window replacement project update ■ Implementation of Building Maintenance software program for'improved efficiency and tracking ■ Safety and Security of Town Buildings • Panic buttons, security camera coverage and emergency lock down system FYIs i Mr. Lombardi noted that the Veteran's Day Ceremony will be held at the Council on Aging at 10am on Saturday November 11th. And that Town Meeting will be held on Monday November` 13th at 6pm, check-in starts at Spm. Matters Not Reasonably Anticipated by the Chair None Questions from the Media None Next Meetings November 13 (Town Meeting), November 27, December 4 (Joint with Finance Committee), and December 18, 2023 Adjournment Selectperson Hoffmann moved to adjourn at 7:55pm. Selectperson Whitney second. A roll call vote was taken. Selectperson Whitney -yes, Selectperson Hoffmann -yes, Selectperson Bingham;=yes, Chair Chatelain- yes. The Board vote was 4 -Yes, 0 -No. Select Board 11.06.2023 www.brewster-ma.gov Page 6 of 7 �\\\\gyp\10WV11111E IlWpll/!uI 0 Town of Brewster Office af.. Select Board 2198 Main Street Town Manager a r Brewster, MA 02631-1898 o — y r;— Phone: (508) 896-3701 n=�`= ss www.brewster-ma.gov //!!!�!!/ Respectfully submitted by Erika Mawn, Executive Assistant / w iilyy� 4 Approved: Signed: 1 - f Date Sele.tpersonHoff man Jerk of the Select Board n Accompanying Documents in Packet: Agenda, TM Report, Consent Agenda items, Shellfish License data, Public Safety Presentations, and FYIs. Select Board 11.06.2023 www.brewster-ma.gov Page 7 of 7