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Home My Public Portal AboutBay Parcel Planning -- 2023-05-09 Minutes�AEW��/4/iii Town of Brewster � m. 9 t„� 4 ?'0F Z 2198 Main Street $ 5" Brewster, MA 02631-1898 -- q Phone: (508) 896-3701 Fax: (508) 896-8089 MINUTES OF THE BAY PROPERTY PLANNING COMMITTEE MEETING Line DATE: May 9, 2023 TIME: 4:00 PM PLACE: Hybrid Participation — Zoom/2198 Main Street, Brewster, MA PARTICIPANTS: TownlWanager Peter Lombardi, Chair Amanda Bebrin, Selectperson Mary Chaffee (remote), Selectperson Ned Ch�telain, Karl Fryzel, Katie Jacobus, Caroline McCarley, Thomas Wingard, Patricia Hughes, Peter Johnson, John Phillips, Clare O'Connor -Rice (remote); Liaisons/Representatives: Jan Crocker, Sharon Tennstedt, Bill Meehan, Kathleen Walker, Gary Christen; Town Staff: Mike Gradone (Recreation Department Director), Elton Cutler (COA Director), Griffin Ryder (DPW Director) Call to Order Declaration of a Quorum, Meeting Participation Statement and Recording Statement: Amanda Bebrin called .the meeting to order at 4:01 pm and read the meeting participation and recording statements. Ms. Bebrin announced all members of the committee who were present, a quorum was declared. There were no public announcements or comments. is Public Announcemerits and Comments None f Discuss Plans and Committee Assi nments for First Community Forum Peter Lombardi noted that an announcement would be going out on the Town website with a high-level summary of the forum, with information on how to pre -register. Residents will be encouraged to pre - register, although no residents will be turned away. The property will be open all day from 9am to 4pm. CERT will be present to assist with parking and logistics. Consultants will take the lead at each of the stations, and the sessions will begin at 9:15am. The Recreation Department is offering activities for children on the fields and at the Arts Center — there will be an opportunity for children to give their feedback on what they would like to see happen at the property. The Council on Aging is offering transportation to seniors. Besides the welcome station, there will be 6 main stations plus the interim uses station. Mr. Lombardi commented that an initial list has been put together of where committee members, consultants and town staff will be situated. At least one'committee member will be at each of the stations. Reed Hilderbrand has put together a short 10 -minute video, to be linked in the announcement, which gives a synopsis of the discovery analysis and what has occurred on the property to date. Links will be provided on the website to all of the discovery materials. As discussdd at the previous meeting, there will be a prompt every ten minutes encouraging people to move around. Mr. Lombardi noted that a handout will be provided with a map of both properties front and back, and a one sheet handout with summaries of the buildings. r. z: BPPC 5.9.2023 f' www.brewster-ma.gov Page 1 of 6 i Doc ID: 2e96f48681315962589fc94b8115c4b7622d460f 11.1 \ S Town of Brewster °; - z ; 2198 Main Street 3 � a� a "' Brewster, MA 02631-1$98 o Phone: (508) 896-3701 �—= Fax: (508) 896-8089 Rio Rieo oai�\\\HJ_. Patricia Hughes asked if the Pond Committee has been discussing participation in their committee meetings. Mr. Lombardi responded that they would be meeting in the next couple of days. The stations will be assigned in advance and shared with committee members. Mr. Fryzel asked how..the comments from residents are going to be collected and aggregated. Mr. Lombardi responded that each of the stations will have an interactive component —the option to write something or pin a "sticky" on a map will be provided at each station. The boards will be the record of feedback, and written comments an"d data will be aggregated and reported back to the committees and the public a couple of weeks after the forum. Selectperson Mary Chaffee thanked Mr. Lombardi and the Reed Hilderbrand team for their preparation work for this forum. Mr. FrYzel asked if all the comments submitted at the forum would be anonymous — Mr. Lombardi confirmed that this would be the case. Ms. Hughes asked if the Cape Cod Chronicle has been in touch to publicize thelforum. Mr. Lombardi responded that he has been in regular communication with the Chronicle about this in order to publicize the event. Caroline McCarley asked if the one-page handout Mr. Lombardi referred to is new material, or if it will be lifted from documents that Reed Hilderbrand has already shared with the committee. Mr. Lombardi responded that this document has already been shared with the committee. Thomas Wingard asked if there is a posting page or option on the current website for comments after the event. Mr. Lombardi responded that email addresses for feedback to each of the committees are provided on the flyer.`Selectperson Chaffee commented that it is important to be clear in our communications with;,residents that there will be more participatory opportunities after May 20. Mr. Lombardi responded that the number of forums (6) is listed an the flyer. John Phillips said that a cutoff date should be set for comiments sent after the event to make the aggregation for the consultants easier. Mr. Lombardi responded that the consultants will collect feedback for roughly a week or so after the forum, but there is no sense in setting an artificial deadline. Katie Jacobus asked if`Mr. Lombardi and the consultants anticipate providing any take-home material. Mr. Lombardi responded that the handouts can be taken away by residents, and there will be an opportunity to use a suggestion box at the "goodbye station". There is nothing else planned in terms of materials or information while leaving the property. Ms. Jacobus asked if a golf cart could be provided for those who cannot navigate theproperty. Mr. Lombardi responded that if it was available, this could be done. Ms. Bebrin commented that in terms of official station directives, committee members will be there to facilitate residents giving feedback, but members can also do a tour of the stations to provide their own feedback. Mr. Fryzel asked if there would be any concluding comments at the stations — Mr. Lombardi responded that this had been discussed, but it had been decided that this was too unwieldy. Jan Crocker asked if the "stickies"=would be color coded for the pond and bay properties — Mr. Lombardi confirmed that this would be the case. Mr. Wingard asked what the interactive maps were. Mr. Lombardi responded that these posters would be at each station, and are currently in draft form. These will be shared with committee members in advance of BPPC 5.9.2023 `! www.brewster-ma.gov Page 2 of 6 Doc ID: 2e96f48681315962589fc94b8115rs}b7622d460f F --, Town of Brewster f ? d�93c. r 2198 Main Street 3� a = Brewster, MA 02631-1898 o 1. _ u r - Phone: 508 896-3701 Fax: (508) 896-8089 B. t 60.. \UOQ the event. Selectperson Ned Chatelain asked if it was the case that the consultants will be providing the remarks, and members will simply be facilitating. Mr. Lombardi responded that this was correct. Ms. Jacobus asked what the consultants are looking for in terms of being effective assistants. Mr. Lombardi responded that the best way of figuring this out is by committee members arriving early and convening at their station. Summer 2023 Brewster Community Pool Update Mr. Lombardi commented that memberships continue to grow consistently. Week over week, roughly 75 memberships are being added — it is currently a little over 300.120 of these are family memberships. The second biggest categary is Senior+l, this has about 60 memberships. Mr. Lombardi commented that announcements about pool information, particularly in relation to guest passes, will be made soon. Guest passes can be purchased in person on June 16 and 17, but the Town is also looking at other dates, as it is important to make sure that everyone who is eligible has an opportunity to purchase these. The Town has so far brought in about $'45,000 in revenues from purchases of pool passes. Mike Gradone, Brewster Recreation Director, has recruited a number of lifeguards, and the Town is in a great place in terms of summer staffing. The Select Board has also just approved the creation of a "Junior Lifeguard Position" to create a pipeline for staffing for future yeairs. Mr. Lombardi added that Mr. Gradone has put together a $100,000 budget estimate for personnel costs. The gate attendants will be paid through ARPA funds, at least for another year. There have been saving benefits from deciding to hire staff in-house. Final landscaping and parking lot line striping is currently being completed. Mr. Lombardi noted that the Brewster Garden Club is helping with plantings around the entrance area. Mr. Gradone added that registration for swim lessons opened up on Monday, May 8, and registration for water aerobics has also opened up. Ms. Bebrin thanked Mr. Lombardi and Mr. Gradone for all their work to prepare for the opening of the pool. s Mr. Fryzel asked for a'h update on the pool furniture. Mr. Lombardi responded that everything has been ordered, the one question mark in terms of the delivery date was for the lounge chairs — there is currently no fixed delivery date for,the chairs. Ms. McCarley asked if the money for all the pool passes is going into the revolving fund. Mr. Ldmbardi responded that this was correct. Review Upcoming Approved Interim Uses and Potential Vote on Proposed New Interim Uses Mr. Gradone said thaf the Town proposes to host several events this summer on the Bay property. All of these events are free,and advance registration will not be required. A family friendly "DJ Dance Part' on Thursday, July27, starting at 6:OOPM, a family movie night on Friday, August 4 starting at 8:OOPM, and a "Touch -a -Truck event' on Friday, August 25, starting at S:OOPM. 'i Ms. Hughes moved to.approve the family friendly "DJ Dance Party" on Thursday, July 27, the family movie night on Friday, Augu�t 4, and the "Touch -a -Truck event" on Friday, August 25 . Mr. Fryzel second. A roll call vote was taken. Selectperson Chaffee — yes, Selectperson Chatelain — yes, Pat Hughes — yes, Karl Fryzel — yes, Caroline McCarley —yes, Katie Jacobus — yes, Thomas Wingard — yes, Amanda Bebrin — yes, Peter Johnson — yes, John Phillips — yes. BPPC 5.9.2023www.brewster-ma.gov Page 3 of 6 Doc ID: 2e96f48681315962589fc94b8115c4b7622d460f "`ST�% Town of Brewster Q. O� e9 ::... 2198 Main Street Brewster, MA 02631-1898 ° Phone:.(508) 896-3701 Un Fax: (508) 896-8089 Y Mr. Gradone noted that the boy scouts would like to reschedule their previously planned event to May 12, 13 and 14. They would like to stay over for two nights, and work on service projects with the Property Manager, Ed Barber's: supervision. Ms. McCarley moved to approve the boy scouts' use of the property for May 12, 13 and 14. Ms. Jacobus second. A roll call vote was taken. Selectperson Chaffee — yes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley— yes, Katie Jacobus —yes, Thomas Wingard — yes, Amanda Bebrin —yes, Peter Johnson — yes, John Phillips — yes. Mr. Gradone noted tryat the Nauset Youth Alliance has requested to use the Arts Center Building for a Silent Auction event to benefit the Nauset Youth Alliance and the Brewster Recreation Dept. A similar event was held five years ago. $5,000 was raised last time, and this was split between the Rec Dept and NYA and put back into both programs. The NYA would like to use the building on Saturday, September 30 from 4-7pm. The event would take..place in the building, as well as outside depending on weather. NYA will need access to the building for the entire afternoon and evening to set up, run the event, and break down afterwards. Parking will be at the `pool parking lot and in front of the administrative building. PeterJohnson moved.',to approve the Nauset Youth Alliance's use of the Arts Center Building for a Silent Auction event. Selectperson Chatelain second. A roll call vote was taken. Selectperson Chaffee — yes, Selectperson Chatelain — yes, Pat Hughes — yes, Karl Fryzel — yes, Caroline McCarley — yes, Katie Jacobus — yes, Thomas Wingard^—yes, Amanda Bebrin — yes, Peter Johnson — yes, John Phillips — yes. r Mr. Gradone announced that the Health Department and Council on Aging had requested to reserve the pool on Mondays during the summer to host an aquatics class run by the VNA. On Thursdays and Fridays there will be separately organized water aerobics classes run by certified water aerobics instructors. These activities will likely begin the second week of the pool being open. Mr. Gradone stated that it has been made clear on the Recreatio'n Department website that pool memberships are required in order to purchase a class. Ms. McCarley asked if these classes will take up the entire pool space. Mr. Gradone responded that the classes will be from 9am-10am, and they will only be in the shallow end, and lanes will be left open. Selectperson Chaffee asked if there was a maximum capacity for the water aerobics programs, and if it was possible to devise an a'Iternative schedule where the classes didn't take place on two consecutive days. Mr. Gradone responded that there was a maximum capacity, the classes were capped at 20 participants each. In terms of back-to-back days, this schedule was based on the availability of the instructors. Mr. Fryzel asked if Mr. Gradone could provide more information about the VNA class on Mondays. Mr. Gradone responded that this class was coordinated through the Council on Aging, and it would be from 9-10am. as Ms. Jacobus moved to approve use of the community pool for the VNA-run aquatics class on Mondays from 9-10am. Ms. Hughes second. A roll call vote was taken. Selectperson Chaffee — yes, Selectperson Chatelain — yes, Pat Hughes _ yes; Karl Fryzel — yes, Caroline McCarley — yes, Katie Jacobus — yes, Thomas Wingard — yes, Amanda Bebrin —yes; Peter Johnson — yes, John Phillips —yes. A Selectperson Chatelain moved to approve use of the community pool for the aqua aerobics classes run by certified water aerobics instructors on Thursdays and Fridays from 9-10am. Mr. Fryzel second. A roll call vote BPPC 5.9.2023 www.brewster-ma.gov Page 4 of 6 Doc ID: 2e96f48681315962589fc94b8115rs4b7622d460f ``°OR9WS%-, - (�af�nsgb Town of Brewster = A� °m 2198 Main Street o A' A = Brewster, MA 02631-1898 Vo_ = Phone: 896-3701 Fax: (508) 896-8089 was taken. Selectperson Chaffee —yes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley — yes, Katie Jacobus — yes, Thomas Wingard — yes, Amanda Bebrin — yes, Peter Johnson — yes, John Phillips —yes. Ms. McCarley asked Ms. Jacobus for an update on the "Da Hedge" event. Ms. Jacobus responded that more details about the "DaHedge" event for the PanMass challenge on the first Sunday morning in August would be provided at futuremeetings. Mr. Lombardi added that. an internal calendar for Town staff had been created with all of the approved uses, and all of the pending uses. This will be shared with committee members in future meeting packets. Mr. Fryzel asked if the, Select Board was continuing to develop an interim use policy. Mr. Lombardi responded that the facility use policy was in development and would be put before the Select Board, likely at their next regular meeting. _i Vote on Meetiniz Minutes: April 4 2023 and April 25 2023 Ms. McCarley moved to approve meeting minutes from April 4, 2023. Ms. Hughes second. A roll call vote was taken. Selectperson Clkaffee — yes, Selectperson Chatelain — yes, Pat Hughes — yes, Karl Fryzel —yes, Caroline McCarley —yes, Katie'Jacobus — yes, Thomas Wingard — abstain, Amanda Bebrin — yesPeter Johnson — yes, John Phillips - yes. Selectperson Chatelain moved to approve the meeting minutes from April 25, 2023. Ms. Jacobus second. A roll call vote was taken. Selectperson Chaffee — yes, Selectperson Chatelain — yes, Pat Hughes — abstain, Karl Fryzel —yes, Caroline McCarley — yes, Katie Jacobus — yes, Thomas Wingard —yes, Amanda Bebrin —yes, Peter Johnson — yes, John Phillips — yes. Discuss Future Meeting Agenda Items Ms. Bebrin noted that'the next meeting will be the forum. Mr. Fryzel asked if the comment aggregation from the forum will be ready by June 6, and, if so, if the committee could discuss next steps in the planning process based on this.'data. Mr. Lombardi responded that the goal was to have the data ready by June 6. Next Meetinigs May 20, June 6, and June 20, 2023 I Matters Not Reasonably Anticipated by the Chair: None Adiournment Ms. Jacobus moved tb adjourn at 5:17 pm. Selectperson Chatelain second. A roll call vote was taken. Selectperson Chaffeeyes, Selectperson Chatelain —yes, Pat Hughes —yes, Karl Fryzel —yes, Caroline McCarley — yes, Katie Jacobus—yes, Thomas Wingard —yes, Amanda Bebrin —yes, PeterJohnson —yes, John Phillips —yes. BPPC 5.9.2023 www.brewster-ma.gov Page 5 of 6 Doc ID: 2e96f48681315962589fc94b8115c4b7622d460f \\\��\�\\\\B"VIIE I1V -q J;��/// s Town of Brewster O 4'pE$ ��^F,� , f "' ;o' -s".1` A 2198 Main Street Brewster, MA 02631-1898 Phone:.(508) 896-3701 Fax: (508) 896-8089 fF°Rvofl� Respectfully submitted by Conor Kenny, Project Manager 06/07/2023 Approved: Signed: Accompanying Documents in Packet: Agenda, Summer Nights on the Lawn Webpage, Emails Re: Boy Scouts/Sea Camps Event, Memo Re: Silent Auction Event, BPPC4.4.23 Minutes, BPPC4.25.23 Minutes b I I BPPC 5.9.2023 www.brewster-ma.gov Page 6 of 6 Doc ID: 2e96f48681315962589fc94b8115c4b7622d460f